Document templates, approvals & commissions

So that documents are created quickly and consistently, you set up document templates. If documents are to be reviewed before dispatch, you attach an approval workflow to the document type. And for sales remuneration, commission rules take care of it, which teamspace calculates automatically when invoicing. The mental model behind status and document rights is in Understanding documents: status & document rights; here it is about the setup.

Document templates

For each document type you need a template. Standard templates are already set up for the common types. You add your own templates when you keep modifying the standard in the same way – a different price list, different document rights, different default line items.

You create the template via Configuration → Finance → Documents → New template. In the dialog you choose:

Document type – quote, order confirmation, invoice, invoice correction, letter, purchase order.
Layout – the PDF layout into which the document is rendered.
Name – so you can find the template again when creating a document.

Configuration Finance Documents: document template list grouped by document type (order confirmation, enquiry, purchase order form, letter) — `Configuration → Finance → Documents`: the document templates, grouped by document type (order confirmation, enquiry, purchase order form, letter) with document name, price list and access. You create a new template via "New document" (select document type → template/document name).

In the template’s detail manager you store a Price list (recommended – without it the system asks for one on the first document: “Please select a price list”). You can create line items in advance and maintain document rights in advance; documents created from this template already come with line items and rights. When creating a document, all matching templates for the chosen type appear in the selection.

Approval workflows

If a document is to be reviewed internally before dispatch, you attach an approval workflow to the document type. With an active workflow, the employee cannot validate the document themselves – they submit it for review. The designated reviewer receives a notification, opens the document, approves it or rejects it; only after approval does the document move to the next stage. The workflow and review conditions are defined in advance in the configuration – the processing then happens automatically.

'Review' dialog: type 'For information', status 'Open', name 'Please review' and the opened 'Reviewer' field with the options user group, employee, group right, project role, supervisor and manager — 1 Create a review: define type and reviewer – the reviewer can be a user group, an employee or a project role, among others.

Document detail manager on the 'Review' tab with the entry 'Please review' (For information, reviewer user group) and the required confirmations; on the left the sidebar section 'Review' — 2 On the document, the "Review" tab shows the open review along with the reviewer and required confirmations.

Commissions

In the Commissions tab on the document you see which commission rules apply and which amounts have resulted from them. You create the rules in advance in the configuration; from the invoicing of an order the system calculates the commissions automatically and lists them with their respective values.

Common questions & needs

You want to …	How to
New documents always with a fixed price list	Store the price list in the document template.
Pre-fill default line items	Create line items directly in the template.
Assign document rights automatically	Pre-maintain document rights in the template – new documents inherit them.
Four-eyes review before dispatch	Set up an approval workflow on the document type.
Calculate sales commission automatically	Commission rules in the configuration; display in the `Commissions` tab.

Understanding documents: status & document rights Invoicing Concept
Articles and price lists (with video) Invoicing Configuration
Topic: Permissions Permissions