Document template

A document template is the file go flow uses to produce a document: a Word file (.docx) for receipts, credit notes and voucher cards, or a PDF of your own that goes out with confirmation emails. You find them on Configurations > Templates, tab Messages: rows with a Word icon are the fixed documents, rows with a PDF icon are your own PDF documents. Open a row with its eye icon or a double-click. + (Add document) on the Messages tab adds a new PDF document.

Changing a document template needs Configuration & settings at Manage in your user rights. Without it the dialog opens read-only: its toolbar (help, delete and save) is hidden, but Download still works.

Which documents use a template

Document	Produced when	How it reaches the client	Listed while
Receipt	A paid online order is completed; staff record a payment at the desk; a client redeems a voucher into their wallet; staff take credit off a client's wallet	Attached to the Confirmation email for online orders and desk payments; otherwise download only	the Payments module is on
Credit note	Money is returned to a client — refunded to card, wallet or voucher; staff add credit to a client's wallet	Attached to the Refund confirmation email for refunds; otherwise download only	the Payments module is on
Voucher card	A voucher is bought online, issued as a refund, or created by staff	Attached to the Confirmation email for vouchers bought online; otherwise download only	the Vouchers module is on
Your own PDF document	You upload it	Attached to the Confirmation email when it is selected as an attachment in that email template	always

Staff download receipts and credit notes on Orders and Wallets, and voucher cards on Vouchers. Clients download their receipts and voucher cards in their profile on the booking site.

• Free bookings while the Payments module is off create no order, so there is no receipt.
• New organisations start with go flow's standard Receipt, Credit note and Voucher card files. If your organisation has no Credit note file (organisations created before the credit note existed have none), credit notes are produced from your Receipt file: the figures are correct, but the document carries your receipt's heading.
• go flow produces each document once, when the event happens, and keeps it. An order processed while no Receipt file existed has no receipt, and uploading a file later does not create one.

Prepare the Word file

Design the document in Word with everything that never changes typed in: your logo, organisation name, address, VAT number and payment terms. go flow fills in only the values listed below. Insert each one as a Word merge field (in Word: Insert > Quick Parts > Field, field type MergeField) and enter the field name exactly as listed. Placeholders in double braces, as used in emails, are not fields in a document and stay as typed.

• On receipts and credit notes, amounts get two decimals in the number format of the order's language and your organisation's country (for a Swiss organisation, for example, 1'234.50). Dates follow the same format. On a voucher card, Amount is always written with a decimal comma and a space between thousands, followed by the currency (for example 1 234,50 CHF).
• A receipt or credit note uses the file in the order's language. A voucher card bought online uses the order's language; a voucher card created by staff uses your organisation's default language.
• Upload a file in every language tab. A tab saved without a file is not filled from another language: go flow then cannot produce a receipt or voucher card for a client who books in that language. Without the receipt, the confirmation email for an online order or a desk payment is held back; without the voucher card, a voucher bought online is issued without a card and the order completes. A credit note falls back to the file of your default language.

Fields for receipts and credit notes

Field	Filled with
ReceiptNumber	The order reference
ReceiptDate	The payment date
ClientName	First and last name from the billing details
CompanyName	The company from the billing details (line removed when empty)
AddressLineOne	Street and number (line removed when empty)
PostalCodeCity	Postal code and city
ClientEmail	The email address from the billing details
PaymentMethod	How the order was paid (line removed when empty)
Currency	The order's currency
Subtotal	The total of all items before discounts
Discount	The discount from promotion codes
VoucherCredit	The amount paid with vouchers
WalletCredit	The amount paid from the client's wallet
CreditApplied	Voucher and wallet credit together
AmountCharged	The amount actually paid
VatRate	The VAT rate (line removed when there is no VAT)
Vat	The VAT included in the amount (line removed when there is no VAT)
CorrectsOrderReference	On a credit note, the reference of the order it corrects (line removed when empty)
CreditDestination	On a credit note, where the money went

"Line removed" means go flow deletes the whole paragraph that holds the field, so no label is left standing alone. A credit note shows its amounts as positive figures. One Word file can serve both documents: the credit-note fields stay empty on a receipt.

PaymentMethod and CreditDestination are filled with go flow's internal English words (for example Wallet or Voucher), not with translated text. Leave them out if that does not suit your document.

Repeating rows

Two tables repeat one row per entry:

• Items — one row per item bought, with the fields Category, Description, Quantity, UnitPrice, ItemDiscount and Total.
• Deductions (optional) — one row per discount code, early-bird price, voucher and wallet credit, with the fields DeductionType, DeductionCode, DeductionAmount and DeductionNote.

Put the fields in one table row and mark that row with the merge fields TableStart:Items at the start of its first cell and TableEnd:Items at the end of its last cell (TableStart:Deductions and TableEnd:Deductions for the deductions). go flow repeats the row for each entry and removes it when there are none. DeductionType and DeductionNote are written in English (Discount, Voucher, Wallet, "Remaining: …", "Fully redeemed").

Fields for voucher cards

Field	Filled with
VoucherCode	The voucher code
Amount	The voucher's value with its currency
Image:VoucherQR	A QR code. On a voucher sold online or issued as a refund, scanning it opens the voucher's redeem page on the booking site; on a voucher issued or produced on the Vouchers page, it contains only the voucher code

Insert the QR code as a merge field named Image:VoucherQR; go flow puts the picture in its place. Nothing else is filled in on a voucher card: the validity dates, the voucher name and notes are not available.

Upload, replace and download

1. Open the document on the Messages tab.
2. Choose a language tab. There is one tab per organisation language, for example EN and DE.
3. Click Upload and pick the file: .docx for Receipt, Credit note and Voucher card, .pdf for your own documents. The file appears as a chip with its name.
4. Repeat for every language tab.
5. Click Save.

To replace a file, upload the new one on its language tab and save. The x on the chip removes the file from that language when you save; see the warning above about empty tabs. Download saves the file of the selected tab, including one you have just uploaded but not saved; it is disabled while the tab has no file. Once saved, the chip and the downloaded file carry a generated name such as docxReceipt_de.docx instead of your original file name.

Documents already issued

Every receipt, credit note and voucher card is stored as a finished PDF when it is produced. Replacing or removing a template file changes only the documents produced after you save. Documents already issued — attached to emails, or downloaded later from the dashboard or the booking site — stay exactly as they were, and go flow cannot produce them again from the new file. One exception: saving a voucher in its dialog on Vouchers produces its card again from the current Voucher card file, in your default language and with a QR code that contains only the voucher code; without a Voucher card file, the voucher then has no card.

There is no preview: the dashboard does not show a document with real data, and go flow does not check the merge fields when you upload. It does check the fonts of a Word file when you save: only Arial, Helvetica, Liberation Sans, Times New Roman, Liberation Serif, Courier New, Liberation Mono, Calibri, Carlito, Cambria, Caladea, Noto Sans, Noto Serif, Noto Color Emoji and Segoe UI Emoji are accepted, including fonts set in the file's styles, headers and footers. With any other font the dialog closes, but the change is not saved on the server: a "Sync failed" message names the font and the language, and until you upload a corrected file and save again, none of your other changes reach the server either. After a change, download the next document produced (from Orders or Vouchers) and check it.

Your own PDF documents

A PDF document has a Name (required, up to 50 characters). The name appears on the Messages tab, in the attachment choice of the Email template dialog, and as the file name the client receives. Only the Confirmation email sends these attachments, and only the ones selected in that template; a confirmation for a participant you add in the dashboard carries none. A confirmation in a language whose tab has no file goes out without this attachment.

To delete a PDF document, click Mark for deletion (the trash icon) in the toolbar. The form is locked, the language tabs are disabled and a banner reads "Marked for deletion — this item will be deleted when you save. Close or press Esc to cancel the deletion." Click Save to delete it; click the icon again, or close the dialog, to cancel. Receipt, Credit note and Voucher card cannot be deleted.

Saving

Save stays disabled until something has changed and at least one language has a file; a PDF document also needs a name. Closing the dialog with the X or Esc asks before discarding unsaved changes.