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Recurring Template Setup

This document provides a step-by-step guide for managing Recurring (auto-order) statement templates in the Exigo Admin portal.

Overview

Recurring Template Setup controls the layout, content, and appearance of the statements generated for auto-orders (recurring/subscription orders). These templates are separate from one-time invoice templates (managed in the Invoice & Statement Setup section) and are applied whenever a recurring order is processed on its scheduled cycle.

Each recurring template shares the same editor and tab structure as an invoice template (Layout, Ship To, Order Info, Payment Info, Order Items, Order Totals, Warehouse Setup), but is dedicated to auto-order statements and is assigned independently per warehouse.

Accessing Recurring Template Setup

  1. Log in to the Exigo Admin portal.
  2. Navigate to Administration > Settings.
  3. Select the ACCOUNTING SETTINGS tab.
  4. Scroll down to the Recurring Template Setup section (located just below Invoice & Statement Setup).

Accounting Settings - Recurring Template Setup Section

Viewing Existing Recurring Templates

The Recurring Template Setup section lists every configured template for recurring orders. In a default setup, the example includes:

Template Name Purpose
Auto Order Main Default statement template used for all recurring

Click any template name to open the template editor, or click ADD RECURRING STATEMENT TEMPLATE to create a new one.

Editing a Recurring Template

Click a template name (e.g., Auto Order Main) to open the General Layout Options popup. The editor is organized into seven tabs, identical to the invoice template editor:

  • Layout — General template properties, display flags, bar codes, header, and footer.
  • Ship To — How ship-to address information appears on the statement.
  • Order Info — Which order-level fields are shown.
  • Payment Info — Which payment-related fields are shown.
  • Order Items — Columns and formatting for the line-item grid.
  • Order Totals — Which totals and taxes to display and how to label them.
  • Warehouse Setup — Warehouses where this template is available for recurring orders.

Use SAVE CHANGES to persist changes, CANCEL to discard, or the delete link to remove the template.

Layout Tab

The Layout tab controls the overall presentation of the recurring statement. Key fields include:

  • Template Description (required) — Identifier used throughout the admin portal (e.g., "Auto Order Main").
  • Show Ship To as — Label for the ship-to block (e.g., "To", "Ship To").
  • Show Order Info as — Label for the order information block.
  • Show Payment Info as — Label for the payment information block.
  • Show Ship Method as — Label for the shipping method line.
  • User Defined Field — Optional user-defined field selector.

Display toggles control which sections appear on the printed statement:

  • Show UPS Bar Codes
  • Show Grid Lines
  • Show Payments
  • Show Order Notes
  • Show Border
  • Show Ship Method below Bar Code
  • Show User Defined Field below Bar Code

The Top Bar Code and Bottom Bar Code sections let you configure the position, alignment, height, and rotation of barcodes printed on the statement.

Rich-text Header and Footer editors (powered by TinyMCE) let you customize the top and bottom content of the statement, including fonts, formatting, tables, images, and merge fields. This is where you typically place recurring-order specific messaging — for example, next-charge-date reminders or subscription cancellation instructions.

Auto Order Main - Layout Tab

Order Info Tab

The Order Info tab controls which order-level fields appear in the Order Info block of the recurring statement, how they are labeled, and the order in which they appear. Typical fields include Order Date, Order #, PO #, Ship Method, and any user-defined fields relevant to recurring orders.

Auto Order Main - Order Info Tab

Order Items Tab

The Order Items tab defines the columns displayed for each line item on the statement. Each field has the following properties:

Column Description
DESCRIPTION Internal name of the field (e.g., Quantity, ItemID, Price)
HEADER Label shown on the printed statement
WIDTH Percentage width of the column (e.g., 10%, 60%)
PRIORITY Display order (1 = leftmost)

Use ADD FIELD to include additional columns, EDIT or the more_vert menu to modify or remove existing fields, and the up/down chevrons to re-order columns.

Auto Order Main - Order Items Tab

Order Totals Tab

The Order Totals tab controls which totals appear at the bottom of the statement (e.g., Subtotal, Tax, Shipping, Grand Total, Credits Applied) and their labels. Configure rounding, currency symbols, and conditional visibility for each total row.

Auto Order Main - Order Totals Tab

Warehouse Setup Tab

The Warehouse Setup tab determines which warehouses can use this recurring template. A Select All checkbox and a list of warehouse checkboxes is displayed:

  • (1) - Default Warehouse
  • (2) - Virtual Wharehouse
  • (3) - payout testing WH

Check each warehouse where this template should be available for auto-orders. A given warehouse may reference a different recurring template than its one-time invoice template — this is useful when recurring orders have different branding, legal text, or messaging needs than retail invoices.

Auto Order Main - Warehouse Setup Tab

Adding a New Recurring Template

To create a new recurring statement template:

  1. In the Recurring Template Setup section, click ADD RECURRING STATEMENT TEMPLATE.
  2. The Recurring Template Setup dialog appears with the following fields:
    • Template Name (required) — The name used to identify the new template.
    • Select the kind of template that you would like to create — Choose the starting point:
      • Blank Template — Begin from scratch with no preconfigured fields.
      • Standard Template — Begin from Exigo's default recurring layout.
      • Create template using settings from — Clone an existing recurring template (selected from the dropdown, e.g., Auto Order Main).
  3. Click ADD RECURRING ORDER TEMPLATE to create, or CANCEL to abort.

After creation, the template opens in the General Layout Options editor so you can refine each of the seven tabs.

Add Recurring Template Dialog

Recurring Templates vs. Invoice Templates

The configuration mechanics of recurring templates and invoice templates are identical, but they serve different purposes:

Aspect Invoice Template Recurring Template
Applied to One-time orders Recurring (auto-)orders
Section Invoice & Statement Setup Recurring Template Setup
Default template Order Main Auto Order Main
Common message types Thank you, invoice terms Next charge date, cancel info
Assigned per warehouse Yes Yes (independently)

A single warehouse can have both an invoice template (for one-time orders) and a recurring template (for auto-orders). The system automatically selects the correct template based on the order type when generating the printed or emailed statement.

Best Practices

  • Clone Auto Order Main (using the "Create template using settings from" option) when you need a recurring template for a different warehouse, region, or language — this preserves the working layout and saves configuration time.
  • Keep the Template Description meaningful (e.g., "US Auto-Order Statement", "EU Subscription Statement") so administrators can identify templates at a glance when assigning them to warehouses.
  • Use the Header and Footer to include recurring-order specific messaging such as the next scheduled charge date, a link to manage the subscription, or instructions for pausing/canceling.
  • Confirm Warehouse assignment when creating a new template — a recurring template will only be used for orders from warehouses that have it enabled in the Warehouse Setup tab.
  • Maintain separate templates for localized or regulated markets where statement wording, tax breakdowns, or currency formats differ from the default.
  • Invoice & Statement Setup — Templates for one-time orders. See Invoice & Statement Setup.
  • Recurring Order Frequency — Monthly, Every 4 weeks, etc. — configured separately in the Accounting Settings page.
  • Warehouses — Each recurring template is assigned to one or more warehouses. See Setting up Warehouses.
  • Auto Charge Settings — Controls when and how recurring orders are charged, independent from the statement layout.

System Notes

  • Recurring Template Setup is located at Administration > Settings > Accounting Settings > Recurring Template Setup.
  • The same editor powers both invoice and recurring templates; the difference is which section the template belongs to and which order type it is applied to.
  • The rich-text Header and Footer editors support HTML, inline images, tables, fonts, colors, and merge fields.
  • Templates are stored at the company level and are enabled for specific warehouses through the Warehouse Setup tab.