Introduction
Glossary
What are Modules?
What is a Widget?
Organisation in general
Terms by organization name
Wat is person in Newbase?
Difference between contact and person
Use of addresses
Telephone number format
What is a customer project
Pre- post calculation on a customer project
Difference between to be claimed and to be invoiced
Role
Hour type
Cost type
ETA - Estimated Time of Arrival
ETD - Estimated Time of Departure
Difference between a set and a composed product.
What are valuelists?
What is a template?
What is return value?
What is an order proposition?
What are dimensions?
What is a correspondence user?
What is dropshipment / dropshipping
General functions
Send login details
Log in to Newbase
Difference start screen - summary screen - edit screen - quick edit
Change / edit name / title of a tab
How to search in Newbase
Create and save your own search
Standard (pre-programmed) list views
Show totals of a list
How to adjust the order of columns in a list
Group data in a list and/or select which colums in a list you want to see
Listview editor - create your own list
Turn a listview into a board view
Add or remove colums within a widget
Duplicate / Copy documents and possibly renew data
Replace data in a selection of records
Navigate to related records
How does file storage work in Newbase? How are pdf files created?
Shortcuts
Webservice / API Newbase
Why don't I see the 'next step' button?
Copy widgets and privileges from role to role
Processes
CRM
Create organisation
Modify organisation address
Create contact
Modify organisation address (duplicate)
Create a new private contact or create a private contact from an existing person
Create message
Send invoice to department > create department as contact
Check if messages are send
How to create a contact report
Working with taska
How to create a note
Replacing an internal employee at an organization or contact in one go
Create an appointment
There is no email address in a message
Delete contact or set to inactive?
Unable to send a message / email
Import / sychronise emails
Create and send one or more (batch) messages with attachments
Entry screen of a message
Export CRM data such as email addresses and addresses to Excel
Products
Create product group
Link a product to a product group
Can you link a product to multiple product groups?
Create a product
Where to enter of adjust the sales price of a product
Purchase price product: with or without (multiple) supplier(s)
Add stock location to a product > create stock product
Set unit / entity code of purchasing & sales for a product
Add product image
Link product attachment and send automatically
Working with stock finished products (SFP) - producing for stock with an assembly order
How to set the standard purchase price of a product?
Update standard purchase price of existing products
Standard purchase price at a composed product
Consequences of entering standard purchase price afterwords
Does the standard purchase price determine the margin?
Calculation stock value via standard purchase price
Product can only be purchased for stock
Can you change a product code?
Check and allow double (duplicate) product codes / part numbers
Stock value on x date
Create a composed product
Price agreements debtor (per product or per rebate group)
Create of modify commercial description of a product > multiple languages
Create a set of products
Sales
Create sales lead
Create sales opportunity
Create sales quotation
Set validity period on sales quotations
Create sales order
Credit sales order
Link a payment phasing to a sales order
Search for payment phasing lines still to be invoiced and create invoices
Modify / adjust existing payment phasing line
Create sales invoice
Booking sales invoices to Twinfield
Credit sales invoice
Delete a sales invoice
Create proforma invoice
UBL (XML) Sales invoice - e-factoring - OIN - HRN number
Link products to a document
How can I see the stock in a sales document?
Create a collective invoice from different sales orders or deliveries (collect invoice lines)
Why is a sales order not found using the query 'to be invoiced'
How does a discount / surcharge work in Newbase?
Re-book a sales invoice to Twinfield or set it to manually booked
Give a sales invoice another date - backdating
Set a sales invoice (partly) to paid manually
Whether or not to print a sales invoice line with number 0
There is no VAT on the order or invoice
Want to link a debtor to a document but cannot find the debtor?
Adjust quantities on a sales order if there is already a purchase order, receipt, delivery?
Whether or not to print a sales invoice line with quantity 0
List of sales invoices with purchase - sales - margin
How is the expiry date of a sales invoice determined?
Check stock within a sales order
Error when booking to Twinfield: ...performance type must be entered
Replace discount/surcharge in all lines in one go
How can you renew / update product data in existing financial sales documents?
Set a sales order to 'paid'
Overview and check payment phasings via listview sales orders
How does drop shipment / drop shipping work in Newbase?
Purchase
Book purchase invoice to Twinfield
How to create a creditor
Create purchase order via a RFQ (request for quotation)
Create separate purchase order (by for stock)
Create a purchase order via sales order (no stock booking)
Create purchase orders from a selection of sales orders (collect)
Linking a project to a purchase order after goods are received
Cancel a purchase order
Prepay a purchase invoice (pro forma purchase invoice)
Indicate goods that will no longer be received
Book a purchase invoice in a previous year
Purchasing for multiple projects and/or sales orders on one purchase order
Delivery date on a purchase order
How can you see on a purchase invoice line whether a receipt has been linked?
How can you see on a purchase order or receipt whether a purchase invoice is linked?
Logistics
Stock value list
General informatie goods delivery
Create 1 of more delivery notes
Partial delivery (of composed product)
Print a delivery note / pick list
Search for goods that are still to be deliverd
Deliver more goods than on sales order
Indicate that goods will no longer be delivered
Return delivery of products that have already been issued
Creata a receipt / adjust quantiy on receipt
Separate stock mutation / stock correction
How does stock work in Newbase? Why are products not added to the stock
Search for products / goods still te be received (purchase order to be received)
Purchasing for stock with an stock order proposal
Set a sales order to 'manually invoiced' (duplicate)
When is a product allocated > what is allocation?
Search for products to be ordered
Difference between hour types and cost types
The order of determining an hourly rate on a project
Change project status
Create a (private) debtor (and choose company)
Link a different debtor to a organization (debtor connection)
Get payments from Twinfield (debtors)
Manually set an invoice to booked or not booked in Newbase
Can you duplicate a purchase order to a purchase invoice?
Search for sales invoices to be reminded via the open sales invoices module
Set debtor or invoice to: do not remind / no reminders
Journal entries
Set debtor to direct debit
Sales invoice always to the same person / contact
Import and export functions
Settings
Add widgets
Change position of widgets
Give permission to send message from or on behalf of another user
De-block user
Edit role options: rights - privileges - options - searches - required fields
Setting up 2 factor authentication
Setting up Microsoft Office 365 (Mail and Sharepoint)
How can an application manager authorize Microsoft 365 for a user
Before you start setting up reference numbers
Using code at settings reference numbers
What is the program translations?
Editing or creating translations
How do you create a template for a message or a start/end text of a document?
Merge codes in a template
Link attachement to template
Change value lists
General information ledgers
Create of change ledger numbers
Where can you find ledger numbers and what order of ledger numbers is used?
Where can you enter cost accounts?
Create a payment phasing (settings)
VAT codes Newbase - Twinfield
VAT Settings
HTML usage in Newbase
How does currency work within Newbase
Change / adjust a print with parameters or add an extra print
Select another company (for multi-company use)
Message not send / marked as send
Work with a Print template (MS Word)
Customize home screen - add new/additional home screen at top left - add modules
Export user role privileges
Widgets summary
Table of Contents
- 1. What is a print template (MS Word) in Newbase
- 2. Word processor used in this document
- 3 What is the difference between the template and print template modules in Newbase?
- 4. Types of print templates
- 6. Creating a print template > directly related
- 6. Print template from document > indirectly related
- 7. How to open the print template from a document
- All Categories
- Settings
- Work with a Print template (MS Word)
Work with a Print template (MS Word)
Updated by MJA
- 1. What is a print template (MS Word) in Newbase
- 2. Word processor used in this document
- 3 What is the difference between the template and print template modules in Newbase?
- 4. Types of print templates
- 6. Creating a print template > directly related
- 6. Print template from document > indirectly related
- 7. How to open the print template from a document
1. What is a print template (MS Word) in Newbase
A print template offers the possibility to create a print layout yourself in a word processor, using all the options of a word processor, and copy data from Newbase into this document using bookmarks.
How does it work in short?
- You create a template with bookmarks within MS Word or another word processor
- You save this document as a .dotx file on your own computer (there is no connection with Newbase)
- You create a Print template (MS Word) within Newbase with a reference to the relevant bookmarks
- In this Print template you upload the file from step 2 from your computer. This file is stored within the application and therefore not written to a server path
- You open the Print template in Newbase within the relevant record (for example a quotation)
- If the Print template is set as 'internal' then the document will be saved on your PC and you can open it from your PC. You do need a program on your PC that can open .dotx files. Otherwise you will not be able to open the file
- If the Print template is NOT set as 'internal' then the document will be saved to the set server path of the concerning module
2. Word processor used in this document
This help file uses Libre Office in the Dutch language. If you use MS Word, you can use this manual as a guide to determine the steps. It is assumed that you have sufficient knowledge of your own operating system and word processor to be able to set up a template with this example.
3 What is the difference between the template and print template modules in Newbase?
1. Module template:
A template is a default text for a specific module of Newbase. A template is used in combination with the 'standard' prints set in Newbase. The data is therefore printed based on a standard layout built into Newbase. No other program is started. These templates can contain merge codes, and can be used in letters or emails, as well as in the start, end, headers and footers of various financial documents.
2. Module print template Ms Word
The print template module uses a document that has been formatted with bookmarks in an external word processor and is opened in Newbase, with data from Newbase being filled in where the bookmarks are located.
4. Types of print templates
There are 2 types of print templates:
- A template with 'directly related data'. For example, a template showing data from a customer project, such as the name and serial number of the project, the start date, employee, briefing, etc. This data only exists once. See chapter 5.
- A template with 'indirectly related data of which more than one exists'. For example, a sales invoice template. Here the debtor is directly related (there is only 1) and the sales invoice lines are indirectly related (there may be several). See chapter 6.
An important difference between one related data, in this case the debtor, and the multiple related data, in this case the lines, is that in order to use the rules, a second template must be created. This is not necessary to show only debtor information on the invoice.
6. Creating a print template > directly related
- Create a document in a word processor of your choice, for example MS Word or Libre Office
- In this document, add bookmarks at the location where data should come from Newbase, example:
- Save the document as a .dot or .dotx file
- Go to the module print template (MS Word) in Newbase
- Click new to create a new template or select an existing one
- Below is an explanation of the fields within the Template widget (external printing). It is important to fill these in first.
Module | Choose the module for which the template applies. |
Default | If the template will be used for printing as standard, the default check box must be checked. |
Mail merge template | In our example it is not a list template, so that check box remains unchecked. |
List Template | If the template is a list you check this box. In our example it is not a list template, so that check box remains unchecked. |
Internal | Unchecked means there is a server path where the document can be saved. Checked means there is no server path and the document is saved locally on your PC |
Filename | The file name remains empty, because the word processing template (.dot file) to be created will be loaded there later. |
Orientation | Here you can choose portrait or landscape. |
Upload | Click here to upload the .dot or .dotx file you created within a text editor into Newbase. |
Save | To save the template |
Filename: | The file name remains empty, until a file is uploaded. |
Company: | Choose whether the template only applies to certain companies or roles. |
Role | If the template is available for a specific role, select that role here. |
Description: | Give the print template a name that will be displayed in Newbase |
- Now you will put the bookmarks in Newbase. Click on the plus sign to add a bookmark
- After you click on the plus sign, a pop-up will open. Within this pop-up you can search by field name. In the example below we search by ref. number and all modules containing this field are shown. In our example we are looking for the ref. number of a customer project. Open it and click on the icon
- A new pop-up will appear where you can enter the name of the bookmark. So this name must be exactly the name of the bookmark!
- Click OK and then click close
- Repeat this until you have added all bookmarks
- When you are done, click close and you will see all the bookmarks
- Restart Newbase
6. Print template from document > indirectly related
Stil developing.
7. How to open the print template from a document
Once the print template has been created as described in the previous chapter, you can start using it.
- Go to the document you want a print template for. In our example a customer project.
- Click on the 3 dots and choose Export to MS Word and click on the name of the template
- Below is our example where you can see that the data from Newbase has been copied where the bookmarks are