Document Field Customization & Export
In one sentence
Which fields each document shows, the field order, and required-field rules are all customizable. Customer-visible / internal-visible / print-visible are each configured separately.
Documents that support customization
| Document type | Field customization | Print template customization | Notes |
|---|---|---|---|
| Quotation | ✅ | ✅ | Export and domestic-sales fields differ a lot — we recommend creating multiple templates |
| Sample-transfer note | ✅ | ✅ | The document for sending samples to customers |
| Sample-selection note | ✅ | ✅ | The list of samples a customer has chosen |
| Inquiry note | ✅ | ✅ | A customer's inquiry list |
| Sales note | ✅ | ✅ | Includes detailed codes (piece count + meters) |
| Purchase note | ✅ | ✅ | Includes detailed codes |
| Inbound / outbound note | ✅ | ✅ | Includes detailed codes |
| Distribution note | ✅ | ✅ | Ship to multiple customers on one truck |
| Return note (sales return / purchase return) | ✅ | ✅ | |
| Receipt / payment note | ✅ | ✅ | Includes auto-settlement list |
| Sales order | ✅ | ✅ | Includes contract field templates |
| Outsourcing note | ✅ | ✅ | Dyeing / finishing / printing / sampling |
| Dye-house statement | ✅ | ✅ | |
| Customer statement / supplier statement | — | ✅ | Fields fixed; print template editable |
| Sample label / color label | — | ✅ | Use the dedicated label printing settings |
Where to customize fields
Company level (shared by everyone)
Personalization → Field Management → select document type → configure fields
Document level (temporary, this document only)
Open any document → ⚙️ Settings button at the top → adjust fields → applies to this document only
Company level vs. document level
- Company level: the fields everyone sees by default (we recommend setting this up first)
- Document level: a temporary field you want to add for this document (e.g., a customer needs "wash-label" info), without affecting the company-level configuration
- Save as template: once you are happy with a document-level setup, you can "Save as company template" to roll it out to everyone
Four field attributes
Every field on every document has four toggles:
| Attribute | Meaning | Example |
|---|---|---|
| Show | Whether the field appears on the document | Off = the field does not appear on the form |
| Required | Whether it is mandatory | Set customer name as required, and submitting without it raises an error |
| Whether it shows when printing | Off = internal-reference fields stay off the printout | |
| Share | Whether it is visible when shared with the customer | Off = internal cost prices are hidden from the customer |
Typical flexible combinations
- Internal cost price: Show ✅, Required ✅, Print ❌, Share ❌ (employees need to see it but customers must not)
- Customer color number: Show ✅, Required ❌, Print ✅, Share ✅ (needed on the printout sent to the dye house)
- Order-tracking notes: Show ✅ (order role: collaborators only) → visible to the merchandiser and salesperson, unaffected by amount masking
Field types
| Type | Suits | Example |
|---|---|---|
| Text | Short fields | Customer name / port of shipment / shipping mark |
| Long text | Multi-line descriptions | Process requirements / special notes |
| Number | Numeric values | Quantity / unit price / minimum order quantity |
| Date | Dates | Delivery date / shipment date |
| Dropdown (single select) | Fixed options | Currency (USD/CNY/EUR) |
| Multi-select tags | Multiple values | Process requirements (waterproof / wrinkle-resistant / antibacterial) |
| Image | A single image | Customer signature image / proof |
| Attachment | Multiple files | Contract PDF / color-swatch image |
Custom fields
Preset fields not enough? Add your own. See Field Management.
Drag to reorder fields
Field order has a big effect on the experience when printing and sharing with customers — put important fields at the top.
How: Field Management → drag the field cards to reorder → save.
Recommended order
- What the customer cares about most (document number / customer name / total amount / delivery date) → top
- Item details → middle
- Notes / internal info → bottom
Print template customization
Once the fields are configured, what the printout looks like still needs separate setup — that is the job of the "print template."
Where to go
- Left menu → Inventory → Document Templates → after entering, click "Go to online editor" in the top right
- The template list lets you preview the preset templates and set a default
Use the document editor
See Document Editor — drag, adjust font size, change colors, add a logo, change paper size, all WYSIWYG.
System preset templates
Dozens of industry-standard templates are preset:
- Yarn dyeing job order / customer dyeing-and-finishing job order
- Greige fabric purchase order / dyed-yarn purchase order
- Dyeing / printing / finishing / sampling instruction sheets
- Dye-house statement / processing-fee details
- Sales contract / PROFORMA INVOICE / sales order (export)
You can start from a preset and tweak it, with no need to build from scratch.
Export to Excel
Document export
Any document → "Export to Excel" in the top right → download the .xlsx file.
Optional export contents:
- ☑️ Include item details
- ☑️ Include detailed codes (piece count + meters)
- ☑️ Include images (embedded in the Excel)
- ☑️ Include color SKUs
Report export
All 21 reports in the report center can be exported to Excel — see Report Features Explained.
Full data export
To export your entire company's data → contact support; you can export everything with one click at any time (see Data Security → Data Ownership).
Sharing documents (WeChat card / link)
Every document can be shared directly with the customer:
- WeChat mini-program card — the customer taps to open the "Jenny Software" mini program and see the full document
- WeChat link / browser link — an H5 web version; overseas customers can open it in WhatsApp / Safari too
- Copy link + QR code — for email / SMS / QQ, etc.
- Save as image — share a screenshot
See Buyer-side H5 Scan-to-View.
FAQ
Q: If I change the field order, do old documents change?
A: No. The field order on already-generated documents is fixed. New documents follow the current configuration.
Q: There are too many fields to fit on the printout — what do I do?
A:
- Adjust the "Print" toggle on fields to print only the necessary ones
- Use the Document Editor to change paper size / font size
- Or export to Excel as an alternative route
Q: Can I assign different print templates to different customers?
A: Yes (using contract field templates). See Contract Field Templates — you can configure one for customer A and a different one for customer B.
Q: Can I add a QR code to a print template?
A: Yes. The document editor supports inserting a QR-code component that automatically generates the sharing QR code for that document.
Q: Is English printing supported?
A: Yes. The print template can have its language set, and the system presets include bilingual (Chinese/English) templates (especially for export documents).
Q: Can a watermark be added to the printout?
A: Yes. Templates can add a "semi-transparent company logo watermark," a "Paid / Unpaid status watermark," and more.
Related articles
- Field Management — field configuration in detail
- Document Editor — print template customization
- Contract Field Templates — dedicated field templates for sales orders
- Document Printing Setup Guide — Windows dot-matrix printer configuration
- Label Printing Settings — sample labels
- Buyer-side Major Revamp — sharing documents with customers
- FAQ