If a company operates under different names (e.g. a shop with different branding), these can be created as separate business units. This allows separate handling and reporting by business unit, as well as tailored customer communication (e.g. a different layout for sent documents).
This does not provide multi-tenant functionality. It is currently not possible to assign separate invoice numbers to each business unit. Materials and machines cannot currently be separated in Keyline either.
In the admin area under Print shop > Business units, you can create and edit business units. The business unit’s name is defined when it is created.
The different business units are managed independently in their five areas:
General
Address
Bank details
Payment terms
Shipping methods
Document templates
General:
Under Upload letterhead or Replace letterhead, you can upload the business unit’s letterhead as a PNG template. This template forms the basis for generating PDF quotes, order confirmations and invoices. The PNG template should follow DIN 5008 and have a resolution of 2480 × 3507 pixels at 72 DPI (equivalent to 21 × 29.7 cm at 300 DPI).
The white margin can be set individually for page 1 and all subsequent pages.
From page 2 onward, the letterheads are white only.
Under "Show current letterhead", you can view the letterhead currently saved.
If you want the letterhead to be printed as well, you can enable this option. Otherwise, documents are sent to the printer without it, so you can use your own preprinted letterhead.
Emails
Emails are sent directly from Keyline. You can configure the relevant settings here:
For the order confirmation, you can choose:
Automatically when the order is placed
Send manually
disabled.
You can optionally specify a sender email address for invoices, quotes and purchase orders. If the customer replies directly, the reply is sent to these saved addresses rather than the original sender.
Entering an email address under "Email address for copies of all outgoing emails" sends a copy of all outgoing correspondence to that address. (via BCC, so it is not visible to the customer)
Enabling "Send email copy to person responsible" sends a copy to the first person assigned to the quote/order (usually the customer adviser). If you want another contact to be informed about all documents, you can add them directly to your order as a salesperson (Sales category).
The email signature lets you define a company-wide signature. Keyline automatically displays the relevant contacts’ phone numbers and email addresses on the documents. (These details are saved for each user).
Please note that images, HTML formatting or similar content are not allowed.
Documents:
The text entered under "Additional document information" and "Terms and conditions" is automatically added to all quotes and order confirmations.
Address:
Among other things, the address saved for the business unit is used to calculate the distance to the delivery address for shipping costs.
Bank details:
The saved bank details are currently only relevant for Switzerland (payment slip). The option currently has no effect in Germany or other countries. All license payments are managed centrally on Zaikio.
Payment terms:
The Payment terms area stores the business unit’s default payment conditions, including payment periods in days and early-payment discounts in percent and days. When you start a new quote for the business unit by entering a new customer, these default payment terms apply until they are manually changed for the customer under Organizations.
Shipping methods:
Enter all shipping methods you offer here.
Freight forwarders, parcel services, post, your own deliveries, etc.
The expected delivery time is also specified for each delivery so that Keyline can calculate the correct delivery date.
The available shipping countries are also defined here for each shipping method.
It is important that there are no gaps between the individual tiers.
Make sure every possibility is covered for weights and distances, down to the gram or kilometer.
So, not:
1-10kg
11-20kg
No postage would then be calculated for 0–0.9kg or 10.1–10.0kg.
The correct approach is:
up to 10kg
10.01-20kg
Under Document templates, you can design your documents freely.
We use the Liquid programming language for this.
Shopify and many other large providers also use Liquid. There are many agencies, forums and tutorials covering this topic.
Of course, you can also contact us at any time.
We can then discuss your wishes and estimate the effort involved.
Document design is not included in onboarding.