Beginning and ending texts are inserted into documents in the following situations:
Automatic Insertion
Texts are automatically inserted when:
Corresponding Standard Text Codes are configured as beginning text or ending text
The conditions are met (document type, language, period)
You select a customer/vendor or change a document field
Manual Insertion
You can add or change texts manually:
Via the Beginning Text - current/following documents or Ending Text - current/following documents fields in the document header
Via the Beginning Text or Ending Text actions in the ribbon
Directly on the Document Text Lines page
Example: Beginning Text on a Sales Quote
Document Type
Sales Quote
Text Type
Beginning Text
Standard Text Code
VALIDITY
Text
This quote is valid until ##Quote Valid Until Date##
Step-by-Step Guide: Automatic Insertion of Beginning and Ending Texts
The beginning and ending texts stored in the Standard Text Codes are automatically inserted into sales, purchase, service, or job documents. You determine the document type on the respective FastTab (Sales, Purchase, Service, or Job).
Before the texts are automatically inserted, you must create and configure the Standard Text Codes. These codes determine which texts appear on which documents.
For more information, see Setup, Beginning and Ending Texts.
Open the Sales Quotes page. You can find this via Tell me what you want to do or directly on the home page if you have the role Sales Order Processor.
Click on the desired sales Quote in the list. The detail view of the document opens.
Fill in the fields in the sales Quote header as usual, e.g., Customer Name, Address, Posting Date, and other relevant information. This information will later also be used for the automatic filling of beginning and ending texts. The assigned texts are automatically inserted as soon as you leave the Customer Name field or save the document header.
In the Beginning Text - current/following documents field, the value changes to Yes | Yes or Yes | No.
Using the AssistEdit function, you can open the Document Text Lines page. There you can see all automatically inserted text lines and adjust them if necessary.
Optional: You can further edit the automatically inserted texts in the Text Editor, e.g., supplement or format them.
For more information, see Advanced Features, Text Editor and Placeholders.
Note
Changes to the text in the document only affect this document, not the master data or other documents.
Optional: In the text editor, you can use placeholders for table fields. This allows you to automatically insert, for example, the quote date or customer name. In this example, a placeholder (##Quote Valid Until Date##) was used. The placeholder is automatically replaced with the actual value from the document.
For more information, see Advanced Features, Text Editor and Placeholders.
Optional: Use the formatting options to design the text according to your preferences (font type, size, color, paragraph alignment).
For more information, see Advanced Features, Formatting.
With the fields Sales Quote, Sales Order, Sales Shipment, Sales Invoice, Sales Proforma Invoice, and Sales Draft Invoice, you control on which documents the text should appear. Example: If you select Sales Invoice and post the document, the text appears on the posted invoice.
When you print the document as a preview, the document header displays, for example, This quote is valid until 01.01.2001. The date is automatically filled from the Quote Valid Until Date field.
Step-by-Step Guide: Changing or Manually Inserting Beginning and Ending Texts
On the Document Text Lines page, you can see all text lines of the selected document. You can edit these lines, add new ones, or delete them.
Open the Sales Quotes page. You can find this via Tell me what you want to do or directly on the home page if you have the role Sales Order Processor.
Click on the desired sales Quote in the list. The detail view of the document opens.
Click on the Beginning Text - current/following documents field or select the Beginning Text action. You will go to the Document Text Lines page.
Click in the Text field to open the text editor. Enter the desired text, e.g., This quote is valid until . You can also paste longer texts from other programs.
Note
If the page from which the text editor is called is not editable or is not in edit mode, the text in the editor is also not editable.
Optional: In the text editor, you can use placeholders for table fields. This allows you to automatically insert, for example, the quote date or customer name.
For more information, see Advanced Features, Text Editor and Placeholders.
Optional: Use the formatting options to customize the text (font type, size, color, alignment).
For more information, see Advanced Features, Formatting.
Select the appropriate sequel document fields (Sales Quote, Sales Order, Sales Shipment, Sales Invoice, Proforma Invoice, Draft Invoice). This determines on which documents the text appears. Example: If you select Sales Invoice and post the document, the text appears on the posted invoice.
When you print the document as a preview, the document header displays, for example, This quote is valid until 01.01.2001. The date is automatically filled from the Quote Valid Until Date field.
Meaning of "Yes | No" in Text Fields
The Beginning Text - current/following documents or Ending Text - current/following documents field indicates whether a beginning or ending text has been selected for the document or sequel documents (e.g., after posting on a sales invoice).
The value is composed as follows, shown here using the beginning text
Yes | Yes
A beginning text is set up for this document and for one, several, or all follow-up documents.
Yes | No
A beginning text is set up only for this document. No follow-up document
No | Yes
A beginning text was defined only for one or more follow-up documents.
No | No
No beginning texts are defined for either this document or the follow-up documents.
Practical Scenarios
Scenario 1: Automatic Texts for All Quotes
Situation: You want to display a validity notice on all sales quotes.
Solution: Set up a Standard Text Code with Document Beginning Text enabled and select Sales Quote as the document type.
Result: The text appears automatically on every new sales quote.
Scenario 2: Customer-Specific Greeting
Situation: A VIP customer should receive a personal greeting on all documents.
Solution: Store a personalized Standard Text Code in the Ending Text field on the customer card.
Result: When this customer is selected, the personalized ending text is automatically inserted.
For more information, see Setup, Personalized Texts.
Scenario 3: One-Time Notice for a Document
Situation: You want to insert a special notice only on a specific order.
Solution: Open the Document Text Lines from within the document and insert the text manually. Deactivate all sequel documents.
Result: The text appears only on this document, not on posted follow-up documents.
Use fields in the document header: The Beginning Text - current/following documents fields quickly show whether texts are present without having to open the document.
Check texts before posting: Use the print preview to see how beginning and ending texts appear on the document.
Disable automatic insertion: If you do not want texts to be automatically inserted, you can deactivate the Sales Quote, Sales Order, etc. fields in the document text lines.
Control follow-up documents: Decide individually for each text whether it should also appear on follow-up documents (e.g., posted invoice).
Copy texts: In the document text setup, you can specify whether texts should be copied when copying documents.
For more information, see Advanced Features, Copy Documents.
Frequently Asked Questions
Why are my beginning or ending texts not automatically inserted?
Check the following points:
Is NAVAX Document Text activated in the document text setup?
Is the Standard Text Code marked as Document Beginning Text or Document Ending Text?
Are the Extended Texts activated for the correct document type (e.g., Sales Order)?
Do the conditions (language, period) match the document?
Can I change automatically inserted texts in the document?
Yes, you can manually edit or delete any automatically inserted text in the document. Changes do not affect the Standard Text Codes.
What does "Yes | No" mean in the Beginning Text - current/following documents field?
The first value (Yes) means that a beginning text exists for the current document. The second value (No) means that no beginning texts are defined for follow-up documents. See the table above for all combinations.
Can there be multiple beginning texts or ending texts in a document at the same time?
Yes, you can have multiple beginning or ending texts. The sorting sequence in the Extended Texts determines the order in which they appear.
For more information, see Working with the App, Sorting and Conditions.
How do I remove an automatically inserted text from a document?
Open the Document Text Lines via the Beginning Text - current/following documents field and delete the corresponding line. The text is removed only from this document, not from the Standard Text Codes.
Are texts transferred to posted documents?
Yes, if the corresponding follow-up documents are activated in the document text lines (e.g., Sales Invoice). The texts are transferred to the posted documents when posting.
Troubleshooting
Problem: Texts appear twice
Cause: Both a general Standard Text Code and a personalized text (on the customer card) may be active.
Solution: Check the sorting sequence or remove one of the texts.
Problem: Texts appear on wrong documents
Cause: The document types in the Extended Texts are not configured correctly.
Solution: Open the Extended Text and check the fields Sales Quote, Sales Order, etc. Activate only the desired document types.
Problem: Placeholders are not replaced
Cause: The placeholder is misspelled or the field does not exist.
Solution: Check the exact spelling of the placeholder (format: ##FieldName##). Use the placeholder function in the text editor.
For more information, see Advanced Features, Text Editor and Placeholders.
Best Practices
Text Organization
Beginning texts for greetings, introductions, general notes
Ending texts for payment information, terms and conditions, closing phrases, legal notices
Use several short text blocks instead of one very long text — better maintainability
Setup, Beginning and Ending Texts Beginning and ending texts are Extended Texts that are automatically inserted before or after the document lines. They appear in sales, purchase, service, or job documents. Use these texts for notes, legal information, or individual messages to your customers...
Setup, Personalized Texts Personalized texts are Extended Texts that are specifically created for a particular customer, vendor, or salesperson/purchaser. These texts are automatically used in documents when the corresponding business partner is selected...
Working with the App, Sorting and Conditions With the advanced text conditions in NAVAX Document Text, you can flexibly control which texts are used and transferred to your documents. You can specify that certain texts are automatically inserted only for selected languages, within a specific time period, or for specific document types. This ensures that all relevant information always appears correctly and contextually in your sales, purchase, service, and job documents...
Working with the App, Example Scenarios This page provides practical examples for various use cases of NAVAX Document Text. Each scenario shows step-by-step how to set up and use specific features...
Advanced Features, Text Editor and Placeholders NAVAX Document Text provides a text editor that allows you to easily create and edit extended texts for documents. The editor supports placeholders to insert dynamic content from the respective tables. You can copy pre-formatted texts from other programs and paste them into the text editor...
Advanced Features, Formatting With the formatting functions in NAVAX Document Text, you can design your extended texts professionally and in accordance with corporate identity guidelines. You can adjust font type, size, and color, as well as control paragraph alignment and indentation...
Advanced Features, Copy Documents When you copy documents, a window may appear - depending on the setup - asking whether and which texts should be transferred with the document...
Using Beginning and Ending Texts
