Overview

Through the document definition in Surface Solutions, you can control the contents of all automatically generated documents within your organization.
Here you define how invoices, offers, orders, and emails look, which information is included by default, and how number ranges or tax rates are assigned.

This ensures that all documents – regardless of which user creates them – are generated consistently, correctly, and in the desired corporate design.

With the document definition, you can:

• Centrally define your organization’s logo, PDF background, and contact information.

• Define number ranges for different document types (invoices, credit notes, offers, orders).

• Manage tax rates and VAT notes.

• Configure standard positions for offers to automatically print surcharges or overarching costs.

• Manage text elements such as payment terms, delivery terms, footers, and general notes.

• Store standard texts and attachments for emails, including CC recipients and signatures.

The document definition is modular and divided into several sections:

1. Document Definition for Invoices and Credit Notes
   Here you define all contents, layouts, and logics that apply to invoices, cancellation invoices, and credit notes.
   In addition to general information such as logo and background, you can configure tax rates, number ranges, and legal notices.
2. Document Definition for offers
   In this section, you define which information and layouts are used for offers.
   A central element is the standard positions, which allow you to automatically print additional surcharges or summary values such as material costs, setup costs, or color changes.
3. Document Definition for Orders
   Here the standard information for orders is maintained – such as sender, billing, and delivery addresses, delivery terms, and general notes.
   Additionally, you can individually define the number range for orders.
4. Document Definition for Emails
   In this section, you control the standard texts and attachments for emails used when sending documents.
   You can define subject, message, CC recipients, and standard attachments per document type. Additionally, a personal email signature can be set for each user.

By combining these four sections, the document definition provides a comprehensive solution to standardize all business documents in Surface Solutions in terms of content, visuals, and structure.
This gives you full control over the appearance of your documents while ensuring consistent processes and legal compliance across the organization.