generates shareable PDF documents of your configured rate sheets. This allows you to present pricing information to partners and clients in a clear, formatted document, ensuring consistent and accurate rate data. For example, you can easily share updated pricing with trade partners.
Accessing this feature
To access the Rate Sheet PDF Export feature, go to Trade > Rate Sheets. On the Rate Sheets page, locate the Create button, typically positioned in the top-right corner or within an options menu for individual rate sheets. Click this button to initiate the PDF export process.
How to use it
Exporting a rate sheet to PDF involves a series of clear steps to ensure the generated document meets your specific requirements.
Go to Rate Sheets: Begin by following the access instructions above to reach the Rate Sheets section.
Select Rate Sheets for Export: Identify the specific rate sheets or products you wish to include in your PDF export. You may have options to select individual rate sheets, groups of products, or all available rate sheets depending on the interface design. Typically, checkboxes or a multi-selection tool will be available.
Apply Filters and Parameters: Before initiating the export, configure the desired output settings. This often includes:
Date Range: Specify the validity period for the rates to be included.
Currency: Select the currency in which the rates should be displayed in the PDF.
Market Segment/Channel: Filter rates relevant to specific markets or distribution channels.
Rate Type: Choose to include only specific rate types (e.g., retail, wholesale, net).
Product Group: Filter by specific product categories or groups.
Review Export Options: A modal or sidebar will typically present additional customisation options for the PDF document itself:
Branding: Upload or select your organisation's logo and define brand colours for the document header/footer.
Layout Template: Choose from available templates that dictate the visual presentation and arrangement of data within the PDF.
Include Terms & Conditions: Opt to include pre-defined terms and conditions relevant to the rate sheet.
File Name: Customise the name of the exported PDF file.
Initiate Export: Once all selections and configurations are complete, click the Export PDF or Generate Document button. The system will process your request, which may take a few moments depending on the volume of data.
Download PDF: Upon successful generation, the PDF file will either automatically download to your device or a download link will be provided. Click the link to save the document.
Verify Content: Open the downloaded PDF to review its content, formatting, and ensure all selected data and customisations have been accurately applied. Confirm that the rates, dates, and any included terms and conditions are correct and presented as intended.
Key Capabilities
The Rate Sheet PDF Export feature offers robust capabilities designed to provide comprehensive and customisable rate documentation.
Dynamic Date Range Selection: Generate rate sheets for specific future periods, past records, or custom date ranges, providing flexibility for seasonal pricing or specific promotions.
Multi-Currency Support: Export rate sheets in various currencies, facilitating communication with international partners and ensuring clarity regardless of geographical location.
Granular Filtering: Apply detailed filters based on market segment, distribution channel, product type, or specific rate codes to create highly targeted and relevant documents.
Custom Branding Integration: Incorporate your organisation's logo, colours, and contact information directly into the PDF, maintaining a consistent professional image across all external communications.
Multiple Layout Templates: Select from a range of pre-designed templates that organise rate data in different visual formats, catering to various presentation preferences or information density requirements.
Inclusion of Terms and Conditions: Automatically append pre-configured terms and conditions, ensuring that all distributed rate sheets contain necessary legal and operational disclaimers.
Offline Accessibility: Create PDF documents that can be easily shared, printed, and viewed offline, providing convenient access to critical pricing information without requiring an internet connection.
Tips
To maximise the efficiency and effectiveness of the Rate Sheet PDF Export feature, consider the following best practices:
Verify Data Accuracy: Always conduct a thorough review of your rate data within the platform before initiating an export. Ensure all pricing, validity dates, and inclusions are current and correct to prevent the distribution of erroneous information.
Use Filtering Effectively: Use the filtering options to create targeted rate sheets. Instead of exporting a comprehensive document, generate specific PDFs for individual partners, market segments, or product lines, making the information more relevant and digestible for the recipient.
Maintain Consistent Branding: Ensure your organisation's logo and brand colours are consistently applied to all exported rate sheets. This reinforces brand identity and professionalism in all external communications.
Review Exported Documents: After generating a PDF, always open and visually inspect the document. Check for correct formatting, accurate data representation, and the inclusion of all intended elements, such as terms and conditions, before sharing.
Save for Record-Keeping: Retain copies of exported rate sheets for historical records, audit trails, or future reference. Organise these documents systematically, perhaps by date, partner, or market, to facilitate easy retrieval.
Consider Audience Needs: Tailor the content and layout of your rate sheet PDF to suit the specific needs of your audience. A detailed internal document might differ significantly from a summary sheet intended for a potential client.
Synchronise Updates: If rate changes occur, ensure you promptly update your rate sheets within the platform and re-export new PDFs for all relevant stakeholders, maintaining synchronisation across all distributed information.
Need help?
For further assistance, contact us at [email protected]