7.5.1.1 Manage Quote Preferences
1 Create a new Quote Preference record
To create a new proposal for Quote Preference record, open the App Launcher and search for "Quote Preferences".
Click on the "New" button and select the record type for your PDF format, either
"Landscape" or
Press Next
Avoid using any deprecated older record types.
1.1 Cover Page Information
On the cover page after the table, you will see:
Gross amounts (B1)
Discounts per type (quantity, customer, special)
even if “Hide Package Components Details” field is checked in
If “Show Total Discount Only” field is checked in, total discounts are displayed as a one-line
Amount after discounts (Net 1)
Taxes (DST/VAT)
The total gross amount of the quote/invoice
You have the option to hide these total calculations with the "Hide Totals" checkbox, which hides them at all times.
1.2 Edit your Quote Settings
You have the option to either create a new layout or modify an existing one. In either case, you can make changes to various design aspects of the layout.
1.2.1 Standard Quote Information
Field Label | Function |
|---|---|
Show Cover Letter | Check if you need the first cover page or not |
Show Only Cover Letter | If checked only the first page of the offer is created |
Volume discount Scale | Provide pricing information which shows on all proposals: Enter volume discount scales which are printed on your PDF if you offer those to all of your customers (You can store different version if using Legal Entities) |
1.2.2 Quote Layout 1 Information
Field Label | Function |
|---|---|
RecordType Name | Displays your chosen record type and lets you change it here. (Choose between Landscape or Portrait). |
Quote Preference Name | Give your quote setting a name. |
Logo file name | Displays the selected image file for you logo. |
Logo | Add an image to your proposal (max 100x200 px). Make sure to tick the checkbox "Show Logo" in order to display your logo on your quote. Read here how to customize this: 7.5.1.3 Add your Customer's LOGO to PDFs |
Show Gross Campaign Cost | Displays the Gross Amount on your proposal if checked. |
Hide additional fees | If checked additional fees/surcharges are not printed on the summary page. |
Left Header Image Source | Allows you to additionally to your logo display the Logo of your customer, agency network or other. |
Left Header Image only on First Page | Defines if Left Header Image is displayed on Cover Page |
Show Left Header Image on Proposal | Defines if Left Header Image is displayed by document type "Proposal" |
Show Left Header Image OrderConfirmation | Defines if Left Header Image is displayed by document type "Order Confirmation" |
Show Left Header Image on Cancellation | Defines if Left Header Image is displayed by document type "Cancellation" |
Disable Page Break before Text Blocks | Disable Page Break before Text Blocks: Disables Page Breaks before your Text Blocks |
Show Signature Block below Text Blocks | Displays the signature block below the text blocks if you have customers who sign your document and send them back |
Show rounding note | If checked the label "RoundedValuesHelptext" will be displayed. 7.5.8 Rounding Issues |
Hide Fax | Hides the Fax information of Contacts on your Quote |
Show Total Sales Price | If checked, the Sales Price column will be replaced by the total sales price. The Total Sales Price is calculated by the Sales Price and the Sales Price Surcharges. |
Hide Info Table (Cover Letter) | Hide the info table on the cover page. For more information read this 7.5.1.4 Customize the Info Table for the PDF Cover Letter |
Active | Tick the checkbox to activate the layout. If you are not using Legal Entities only the ONE active settings record gets used for all proposals |
Show Footer Html | Activates the footer html label which is referenced by the labels FooterHtml and FooterHtml_BA |
Show Logo | Check this if you like to display the logo. Make sure you have selected an image by adding you logo |
Hide Notes Box - always | Always hides the Notes Box below the table |
Hide Notes Box - if empty | Only hides the Notes Box below the table if the description field is empty |
Right Header Image Source | Allows you to additionally to your logo display the Logo of your customer, agency network or other |
Color Hex Code (Background) | Changes the color code of your table on the second page. Please enter the color in hexadecimal |
Show Signature Block on Proposal | Defines if the buyer signature block is displayed by document type "Proposal" |
Show 2nd Signature Block on Proposal | Defines if the seller signature block is displayed by document type "Proposal" |
Show Signature Block OrderConfirmation | Defines if the buyer signature block is displayed by document type "Order Confirmation" |
Show 2nd Signature Block OrderConfirmation | Defines if the seller signature block is displayed by document type "Order Confirmation" |
Show Signature Block on Cancellation | Defines if the buyer signature block is displayed by document type "Cancellation" |
Show 2nd Signature Block on Cancellation | Defines if the seller signature block is displayed by document type "Cancellation" |
Hide Box (Technical Specifications) | Hides the box with Technical Specifications. |
Color Hex Code (Table Header) | Changes the color code of your table headers on the second page. Please enter the colour in hexadecimal. |
Show Total Discount Only | If checked the offered discounts are added up and displayed as one sum/ as one line. |
Show Payment Schedule | If checked, a payment schedule will show on your quote PDF. For more information on Payment Schedules, please read here. |
Hide Totals | If checked, the total amount calculations is not displayed, clients will only see a list of packages/components to select from. If checked, the individual components contributing to the total calculation, such as gross amounts, discounts, and fees, are hidden |
Info Table (Cover Letter) | If you don't hide the info table and you have enabled the cover letter use these fields to define what data is shown in the info table on the first page. Make sure to not add the "Valid Until" field here as otherwise you duplicate it on the document When configured for the landscape preferences in the info table, the line of Customer Number will not be shown where the field is blank. |
Address Block (1st Page) | Defines who to send the cover letter to and which fields to use. |
Contact Information (2nd Page) | The four fields define the four columns above your media campaign table on the second page. You don't have to use all four. |
Field Label | Function |
|---|---|
Hide Package Component Details | (Columns with Fields not rows): By default, all package components are hidden, if you like to show package component details to your customers, set this directly in the Campaign Item (see 3.6 Packages for more information). If you then want to hide certain fields, please activate this checkbox and enter which fields you want to hide in the Hide Package Component Fields field. |
Hide ad hoc Package Component Details | If you want to hide certain fields, please activate this checkbox and enter which fields you want to hide in the Hide Package Component Fields field. |
Hide Package Component Fields | In this list you can define which fields should be hidden for package and ad hoc Package components in the PDF. Please see the table below for more information. ( Please note that the value in the fields will not display for components only, Package Header fields will still be populated.) |
Hide Package Header Details on PDF | When this setting is activated, it will be mapped to the relevant field on Campaign Item by the Media Configuration upon creation. When active on the Campaign Item level, ADvendio hides everything in the line of the Package Header except for name, from and until date, booking quantity and the final amount (N1, N2 or N3 depending on AE and TPC. |
Hide ad hoc Package Components | When this setting is activated, ad hoc package components will be hidden on the PDF. Read more about this settings of Ad hoc packages. |
Quantity Discount decimal places | The number of decimal places which will be displayed for the quantity discount. |
Agency Discount decimal places | The number of decimal places which will be displayed for the agency discount. |
Customer Discount decimal places | The number of decimal places which will be displayed for the customer discount |
Special Discount decimal places | The number of decimal places which will be displayed for the special discount. |
Show dates on Package Header | When this setting is activated, the Start and End date of Ad Hoc Packages will be summarised in the Package Header on your Quote. |
Show Contact's mailing address | If checked, the PDF will show the contact mailing address instead of the accounts billing address Make sure that your users use the contact wizard 4.2.7 Contact Wizard and Account Lookups. Also, check the following page 7.5.6 Configure Address Blocks and Contacts on PDF. |
1.2.3 Enable Multiple Currencies on PDFs
Field Label | Function |
|---|---|
Additional currencies to be show | Define the additional currencies to be shown on the PDF as per the fixed exchange rate. You can find more information on: https://advendio.atlassian.net/wiki/spaces/SO/pages/2812149806 |
Date for fixed exchanged rate | Please select the date which should determine the relevant exchange rate to be used. You can find more information on: https://advendio.atlassian.net/wiki/spaces/SO/pages/2812149806 |
1.2.4 Show Campaign Period and Show Item Period
Field Label | Function |
|---|---|
Show Campaign Period | Shows the start and end dates of the Media Campaign Period on the Invoice. |
Show Item Period | Shows the accounting start and end dates for the specific campaign item on the invoice. |
1.2.5 PDF Font Size
Field Label | Function |
General Font Size | Size defined in this field will be set on all PDF, except below |
Font Size My Address (Cover) | Size defined in this field will be set on PDF for Company address on the cover page |
Font Size Tables (Cover) | Size defined in this field will be set on PDF for the tables on the cover page |
Font Size Titles | Size defined in this field will be set on PDF for the titles and the salutation on the PDF |
Font Size Postal Recipient (Cover) | Size defined in this field will be set on PDF for the postal recipient on the cover page |
1.2.6 PDF Labels
Field Label | Function |
|---|---|
First Page Address Information | Link here to your custom label to configure the Footer on the cover letter. |
Footer Full Size Data | Link here to your custom label if you are using a Full Size Footer on your proposal. |
Footer Middle Data | Link here to your custom label if you are splitting your Footer in Middle Data on your proposal. |
Footer Html Data | Link here to your HTML custom label if you are using a Full Size Footer on your proposal. |
Quantity Discount Column | Link here to your custom label to configure the Quantity Discount Column label in the price matrix |
Customer Discount Column | Link here to your custom label to configure the Customer Discount Column label in the price matrix. |
Agency Discount Column | Link here to your custom label to configure the Agency Discount Column label in the price matrix. |
Special Discount Column | Link here to your custom label to configure the Special Discount Column label in the price matrix. |
Technical Specifications | Link here to your custom label to configure the Technical Specifications label for your proposal. |
Conditions of Payment | Link here to your custom label to configure the Conditions of Payment label for your proposal. Enter {hide} in the field when the label should be hidden. |
Same Value (B1/N1) Sum Block | Link here to your custom label to configure the label to use when B1 = N1, or use existing custom labels. |
General Salutation | Link here to your custom label to configure the General Salutation label for your proposal. |
Footer Left Side Data | Link here to your custom label if you are splitting your Footer in Left Side Data on your proposal. |
Footer Right Side Data | Link here to your custom label if you are splitting your Footer in Right Side Data on your proposal. |
Quantity Discount Sum Block | Link here to your custom label to configure the Quantity Discount Column label on the cover letter overview and summary block on last page. |
Customer Discount Sum Block | Link here to your custom label to configure the Customer Discount Column label on the cover letter overview and summary block on last page. |
Agency Discount Sum Block | Link here to your custom label to configure the Agency Discount Column label on the cover letter overview and summary block on last page. |
Special Discount Sum Block | Link here to your custom label to configure the Special Discount Column label on the cover letter overview and summary block on last page. |
Delivery Advertising Medium | Link here to your custom label to configure the Delivery Advertising Medium label for your proposal. |
Conditions of Payment Text | Link here to your custom label to configure the Conditions of Payment Text for your proposal. Enter {hide} in the field when the label should be hidden. |
Click Save to complete the creation or editing of the proposal layout.
For more information on the PDF Labels check here 7.2.6 Configure Legal Entities.
1.2.7 Field List for Package or/and Ad hoc Package Component details (Landscape only)
To hide certain fields for package or/and Ad hoc Package components they have to be entered as a line-separated list (see above). The fields need to be written like in the table below, to be recognized by the system. If you don't enter any fields in the list, the following default fields will always be hidden for package components (when the Hide Package Components Details checkbox is active):
Sales Price
Amount
Quantity Discount
Customer Discount
Agency Discount
Special Discount
Amount net
Agency Commission (%)
Amount net/net
eCPM
eCPC
additional fees
Here is a list of all possible fields and what text string needs to be entered for them to be hidden:
Field | API_Name | What you need to enter |
|---|---|---|
Sales Price | ADvendio__Sales_Price__c | salesprice |
Amount | ADvendio__Amount__c | amount |
Quantity Discount | ADvendio__Rate_Discount_1__c | ratediscount1 |
Customer Discount | ADvendio__Rate_Discount_2__c | ratediscount2 |
Agency Discount | ADvendio__Rate_Discount_3__c | ratediscount3 |
Special Discount | ADvendio__Rate_Discount_4__c | ratediscount4 |
Amount net | ADvendio__Amount_net__c | amountnet |
Agency Commission (% | ADvendio__Agency_Commission__c | agencycommission |
Amount net/net | ADvendio__Amount_net_net__c | amountnetnet |
eCPC | ADvendio__eCPC__c | ecpc |
eCPM | ADvendio__eCPM__c | ecpm |
Additional Fees / Surcharges | Summary of multiple fields | addfees |
Position Number | ADvendio__PositionNumber__c | position |
Ad Spec → Site | ADvendio__Ad_Spec__r.ADvendio__Site__c | site |
Ad Spec → Placement | ADvendio__Ad_Spec__r.ADvendio__Placement__c | placement |
Ad Spec → Ad Type | ADvendio__Ad_Spec__r.ADvendio__Ad_Type__c | adtype |
Campaign Item Name | Name | name |
Ad Spec → Description on PDF | ADvendio__DescriptionOnPDF__c | adprice.adspec.descriptiononpdf |
Frequency Capping | Summary of multiple fields | fc |
Technical Targeting Information | Summary of multiple fields | technicaltargeting |
AdHourOfDay & AdDayOfWeek | ADvendio__AdHourOfDay__c & ADvendio__AdDayOfWeek__c | timetargeting |
Geo Targeting Information | Summary of multiple fields | geotargeting |
Ad Key Values | ADvendio__AdKeyValues__c | adkeyvalues |
Selected Content Information | ADvendio__SelectedContentInformation__c | selectedcontentinformation |
Selected Publication Date Information | ADvendio__SelectedPublicationDateInformation__c | publicationdatetargeting |
Third Party Commission | ADvendio__Third_party_commission__c | thirdpartycommission |
Amount Net3 | ADvendio__Amount_net3__c | amountnet3 |
From Date | ADvendio__from_Date__c | fromdate |
Until Date | ADvendio__until_Date__c | untildate |
Billing Category | ADvendio__Billing_category__c | billingcategory |
Quantity | ADvendio__Quantity__c | quantity |
Guaranteed AI | ADvendio__Guaranteed_AI__c | guaranteedai |
Line Description | ADvendio__LineDescription__c | linedescription |
1.3 Adding IDs to PDFs
This guide will help you add various IDs and reference numbers to your PDFs. To include different IDs, follow the steps below:
To add your customer's Purchase Order Numbers to your PDFs, you can use the "Reference Number" field, specifically:
ADvendio__your_reference_number2__cTo add your own custom or unique ID on your PDF documents, you can use a combination of the Media Campaign Number Fields and Media Campaign Prefix/Name/Suffix fields:
APIs of Media Campaign Number Fields | |
|---|---|
| ADvendio__MediaCampaignNumberPrefix__c |
ADvendio__MediaCampaignNumber__c | |
ADvendio__MediaCampaignNumberSuffix__c | |
Media Campaign Name Fields | |
| external_Media_Campaign_Name__c |
Name | |