Edit a Template Praxis Desk Kasse

You can edit a template at any time. The settings are divided across multiple tabs.

How to do it

1. Open Settings.
2. Go to Templates.
3. Click on the template you want to edit.
4. Adjust the desired tabs.
5. Click Save.

Tab: Basic settings

Fig. 1Basic settings of an existing invoice template.

• Name – Name of the template.
• Type – Invoice, Receipt, Honorarnote, Reminder, or Quote.
• Format – A4, A5, 56mm, or 80mm.
• Color – Accent color of the template.
• Show date with time – Toggle between DD.MM.YYYY and DD.MM.YYYY HH:MM.
• Show open balance – Shows the remaining open amount on the document.
• Show remaining gift card balance – Available when Open balance is active.

Tab: Design

Fig. 2Font settings, page margins, and other layout options.

Font

• Font family – Font for the entire template.
• Text size – Font size for regular text areas in pt.
• Text color – Color for regular text areas.
• Heading size – Font size for headings in pt.
• Heading color – Color for headings.

Page margins

• Top / Right / Bottom / Left – Page margins in mm.

Miscellaneous

• Top spacing – Distance between logo/page margin and address header on the first page (mm).
• Minimum address field height – Minimum height of the address field in mm.

Tab: Header

Fig. 3Upload a logo and set its position and width.

Logo

• Upload a logo or select one from the media library.
• Position – Right-aligned, Centered, or Left-aligned.
• Width – Logo width in mm.

Tab: Address area

Fig. 4Which recipient and insurance data the template displays.

Address area

• Invoice recipient – Show or hide the address area on the left.
• Show sender – Display your company address as the sender above the recipient.
• Company name – Show the recipient's company name.
• Identification number – Show the recipient's VAT number.
• Name – Show the recipient's name.
• Additional name – Additional name of the recipient.
• Address – Show the recipient's address.
• Email address – Show the recipient's email address.
• Phone number – Show the recipient's phone number.

Insurance

• Date of birth – Show the recipient's date of birth.
• Social security number – Show the social security number.
• Co-insurance – Show co-insurance relationship.
• Insurance carrier – Hide, show name, or show abbreviation.
• Formatted view – Display insurance and name together in a formatted layout.

Right column

• Custom text – Insert your own text to the right of the address field. Available placeholders: %ERSTELLER%, %BEHANDLER%, %FIRMENNAME%

Your company data (when no custom text is used)

• Show – Display your company data in the top right.
• Identification number – Show your VAT number below.

Miscellaneous

• Customer number – Show the customer number.
• Customer note – Show the stored customer note.
• Service note – Show the stored service note.

Tab: Text areas

Fig. 5Introductory and closing texts, plus bank details and SEPA transfer information.

Introduction

• Text – Introductory text at the beginning of the document. Available placeholders: %ANREDE%, %KUNDE%, %KUNDENVORNAME%, %KUNDENNACHNAME%, %TITEL%, %TITELNACHGESTELLT%

Text after line items

• Payment terms – Text with payment conditions (not for reminders). Available placeholders: %ZAHLUNGSZIEL%, %ZAHLUNGSDATUM%
• Closing text – Closing text after the line items. Available placeholders: %ERSTELLER%, %BEHANDLER%, %FIRMENNAME%

Bank details (not for receipts)

• Show – Display bank details in the text area.
• Position – Right or Left.

Enable pay with code (QR code)

With Zahlen mit Code (pay with code), offisy prints a QR code on the document. Your client scans it with a banking app. The app fills in the recipient, IBAN, open amount, and payment reference automatically. The payment reference is the invoice number.

Required license

Pay with code requires the Rechnung: Zahlen mit Code add-on for Desk, Praxis, and Kasse. Without this add-on, the Bank details and SEPA transfer information (Zahlen mit Code) sections don't appear in the template editor.

Prerequisites

• The add-on is included in your license.
• You are editing a template for invoices, fee notes, or dunning letters. The feature isn't available for receipts.
• Bank details are on file for your company. The QR code needs at least an Account holder and an IBAN.

How to enable the QR code

1. Open the template and switch to the Text areas tab.
2. Scroll to the SEPA transfer information (Zahlen mit Code) section.
3. Turn on Enable.
4. Check the bank details shown: Bank, Account holder, BIC / SWIFT, and IBAN.
5. If bank details are missing, you see a notice that no bank details have been added yet. Click Add bank details and enter the bank, account holder, and IBAN. The BIC / SWIFT is optional.
6. Click Save.

Fig. 6The section shows a notice as long as no bank details are on file.

1. 1Enable switch.
2. 2Add bank details button, shown as long as no bank details are on file.

Which bank details offisy uses

• By default, offisy uses your company's bank details.
• If a client (tenancy) has its own bank details on file, offisy uses those for that client's documents. If a client has none, your company's bank details apply.

What the QR code looks like on the document

The QR code appears with the label Zahlen mit Code on the document. It shows on invoices, fee notes, and dunning letters with an outstanding balance. Paid documents and receipts don't show a code. If the account holder or IBAN is missing, offisy doesn't print a code.

Note: The preview in the editor only shows the QR code once bank details are on file.

Tab: Line items

Fig. 7Structure of the line item table: columns, practitioner, pricing, and appointment display.

General

• Quantity column name – Label for the quantity column (not for 56mm format).
• Internal number – Show column with internal number.
• Column name internal number – Heading of the column. This field only appears when Internal number is on. If you leave it empty, offisy prints the column without a heading. For the 56mm and 80mm formats, the text is not printed in the PDF.
• Article number – Show column with article number.
• Name – Show the line item name in the description column.
• Detail description – Show the detail description in the description column.

Service info

• Show – Show service information for the line item.
• Position – As a separate column or within the description column.

Practitioner

• Show – Adds a Behandler column to the PDF with the practitioner of the line item. For the 56mm and 80mm formats, offisy prints the column without a heading.

Pricing

• Tax rate – Show column with tax rate.
• Unit price (left column) – Unit: Net, Unit: Gross, Total: Net, or Hide.
• Total (right column) – Net, Gross, or Hide.

Appointment display

• Format – Hide, Date (DD.MM.YYYY), or Date + Time.
• Position – As a separate column or within the description column.
• Column name service date – Heading of the date column. This field only appears when a Format is selected and Position is set to Eigene Spalte (separate column). Default: "Leistungsdatum".

Tab: Footer

Fig. 8Stamp or signature, plus the document's footer line.

Stamp / Signature

• Upload a stamp or signature, or select from the media library.
• Position – Right-aligned, Centered, or Left-aligned.
• Width – Width in mm.
• Text area below stamp – Free text after the stamp.
• Bank details – Show bank details in the footer.

Footer line

• Show – Display a footer at the bottom of the page.
• Text – Content of the footer (e.g. mandatory disclosures, contact details).