Document Templates
What this does
Document templates control the layout and content of the paperwork Teamship generates for orders:
| Document | Direction | Generated from |
|---|---|---|
| Warehouse receipt | Inbound | Inventory (receiving) order detail page |
| Bulk order packing list | Outbound | Bulk shipping orders (unit, LPN and transfer orders) |
| Ecommerce order packing list (packing slip) | Outbound | Ecommerce orders, including batch-picked orders |
Each warehouse has a default template for each document. A customer can be given its own template, which overrides the warehouse default for that customer's orders only.
💡 Document templates are not the same as 4x6 labels (LPN, pallet, tag and receiving labels). Labels are designed on a canvas with placeholders in the Label Designer. Document templates are configured with checkboxes and options, and produce letter, A4 or 4x6 documents.
When to use
- A customer's receivers need specific columns on bulk packing lists, such as LPN, HS code, country of origin or custom attributes.
- A brand wants its own logo, contact details or a short message on the packing slip that goes in ecommerce parcels.
- Ecommerce packing slips should be 4x6 so they print on the same printer as shipping labels.
- You want order charges, gift messages or storefront order notes to appear on ecommerce packing slips.
- Your warehouse receipts need your own terms and conditions.
How templates are applied
Teamship picks the template for each order in this order:
- Customer template — if a custom template is set on the customer profile, it is used.
- Warehouse default — otherwise, the template set on the warehouse detail page for the order's warehouse is used.
- System default — if the warehouse hasn't chosen a template, the built-in system default is used.
On the customer profile, the default option is Apply warehouse default. The warehouse's template is applied even if it is a custom one, although its name is not shown in the customer's dropdown. Custom templates created for a customer appear only in that customer's dropdown.
Warehouse receipt (inbound)
The warehouse receipt is a record of what was received on an inventory order. Open the inventory order and select Warehouse Receipt.
The receipt includes received inventory with batch and custom attribute columns.
Receipt terms and conditions
Each warehouse has a Receipt T&C field on the warehouse detail page. The text appears on every warehouse receipt for that warehouse.
- New warehouses are prefilled with standard warehouse liability wording.
- You can edit the text or remove it for any warehouse.
Customer-specific receipt templates
Warehouse users can set a warehouse receipt template for a customer on the customer profile, alongside the customer's other templates. When set, it overrides the warehouse default for that customer's inventory orders. Customers cannot see this setting.
Packing lists (outbound)
There are two packing list types, because they go to different recipients:
- Bulk order packing list — for business recipients who may need pallet, LPN or attribute details.
- Ecommerce order packing list — for individual shoppers who just need to see what is in the parcel.
Generated packing lists are titled simply Packing list.
Setting the warehouse default
- Open the warehouse detail page and go to the Templates section, under Outbound Templates.
- Use the Bulk Order Packing List and Ecommerce Order Packing List dropdowns to choose the default template. Both start on System Default Template.
- To build or change a template, select Create/Edit, choose bulk or ecommerce, then create a new template or modify an existing one.
- Save. The template is saved and applied to that warehouse's orders of that type.
Setting a customer template
- Open the customer profile and go to the Templates tab.
- Choose a template from the packing list dropdown, or create a new one. A template created here is visible only for this customer.
- To go back to the warehouse's template, select Apply warehouse default.
Template editor tabs
| Tab | What you can set |
|---|---|
| Data | Template name (unique per warehouse, up to 80 characters). Data mode: Detailed, Summary or Totals Only. In Detailed mode, choose visible columns: Product Name, SKU, Barcode, Qty Ordered, Qty Packed, UoM, Catch Weight, Dimensions, Country of Origin, HS Code, LPN, and your organization's custom attributes. |
| Layout | Page size: Letter, A4 or 4x6. Orientation: Portrait or Landscape. Sections: Header, Carton Summary, Totals, Signature Block, Shipping Marks, Notes, Customer References. Show totals: Total Cartons, Total Line Items, Total Units, Total Weight, Total Volume. |
| Branding | Logo, company details, terms and messages (see below). |
| Preview | Enter a Shipping Order ID and select Generate Preview to see a PDF using your current settings, even before saving. |
Ecommerce template differences
Ecommerce templates are simpler than bulk ones:
- Data — custom attributes, catch weight and pallet count are not available.
- Layout — a 4x6 page size is available, and Show totals is off by default.
- Charges checkbox (off by default) — shows Sub Total, Taxes, Shipping, Handling, Discounts and Grand Total as received from the storefront. Charges are never shown on gift orders.
- Note checkbox (off by default) — shows the order note captured from the storefront.
Branding options
| Option | Effect |
|---|---|
| Use Warehouse Logo (bulk) | Shows the warehouse logo |
| Use customer logo | Shows the logo saved on the customer profile. If no logo is uploaded, nothing is shown (no blank placeholder). |
| Company Name / Company Address (bulk) | Leave blank to use the warehouse name and address |
| Company Name, Company Address, Company Contact Number, Company Email (ecommerce) | Each is a checkbox, off by default. When ticked, the detail is printed; missing details are left blank. |
| Packing List Terms and Notes (bulk) | Defaults to "Warehouse Terms and Conditions apply." You can add to or replace it, up to 2,000 characters. |
| Packing slip Message (ecommerce) | Printed in a Message section. Keep it to one or two sentences for 4x6 slips, two or three for letter size. |
What always appears
On every packing list, default or custom:
- Shipment ID
- Ship to name (first and last) above the address
- An order barcode, so the order can be scanned to focus it at the pack station
- For gift orders: This is a gift order and the gift message
Packing lists for ship by LPN orders list every LPN in the order. Storage LPNs show product details; crossdock LPNs show that product details are not available.
Printing packing lists
| Where | How |
|---|---|
| Pack order detail page | Packing List button: download or print |
| Bulk ship, step 3 | Action menu → Print packing list |
| Batch pack screen | Order actions → Download the packing list, or Batch Actions → Print packing lists |
If the products don't fit on one 4x6 page, the header and footer repeat on the next page and the remaining products continue in the products section.
Roles and permissions
Administrators, org admins and warehouse managers
- Create, edit and set packing list templates on the warehouse detail page (anyone who can edit warehouse details)
- Edit Receipt T&C
Warehouse users
- Set packing list and warehouse receipt templates on customer profiles
- Generate, print and download warehouse receipts and packing lists
Customers
- Cannot see or change templates on their profile
- Receive documents generated with whichever template applies
Common issues
| Issue | Likely cause |
|---|---|
| A customer's orders use the wrong packing list | The customer profile is set to Apply warehouse default, or a different custom template is selected for that customer |
| A custom template doesn't appear in a customer's dropdown | It was created for another customer or at warehouse level. Customer dropdowns show only that customer's own templates. |
| The customer logo is missing | No logo is uploaded on the customer profile, or Use customer logo is unticked |
| Charges don't show on an ecommerce packing slip | Charges is unticked, or the order is a gift order |
| Company contact details are blank | The detail is not saved for the company, or its checkbox is unticked |
| Preview fails | The shipping order ID doesn't exist or the order has no packed cartons |
| A completed order's packing list shows changed product details | Product edits currently flow through to existing packing lists. Known issue. |
| Warehouse receipt is missing terms | Receipt T&C is empty on the warehouse |
Related sections
- Label Designer — 4x6 labels, a separate feature
- Printing & Scanning
- Receiving Inventory
- Bulk Shipping
- Ecommerce Shipping Orders
- Batch Picking
- Ship by LPN
- Warehouse Management