Custom despatch notes in Mintsoft allow you to create professional, branded documents that accompany your shipments. You can customise the layout, include your company branding, and choose which order information appears on each despatch note. You can use #tags# for general order details and <merge fields> for pick lists. These templates work across all channels and can be tailored for specific clients or marketplaces.
Note: This feature requires the Custom Documents module. Contact your Account Manager for more information.
Creating Custom Picking Table
To access a Custom Despatch Note Template that you can use as a starting point, please download the document provided at the end of this article. The steps to create a Custom Despatch Note with a Merged Picking Table can be found below:
Open Microsoft Word.
Create a table with two default rows and as many columns as you require.
The first row is the title of the attribute (SKU, Name, Quantity, etc).
The second row is the corresponding value from the Merged Pick Table list below.
You can add the fields by clicking Insert next Quick Parts, then Fields.
From the list of field names select MergeField.
In Field Name, enter a value from the Merge Pick Table list in the Available Tags section below.
The table needs to have TableStart:Picking first and end with TableEnd:Picking.
Choose the Format as (none).
Click OK.
Repeat steps 5-9 to add all required Merge Fields.
(Optional) Follow the steps in the Creating an items to follow table section below.
Then add any other additional Tags from the list below.
Images and logos can also be added to the Custom Despatch Note document.
Save the document as .docx (Other formats like PDF are not supported).
Example Custom Picking Table:
Creating an items to follow (Back Order) table
To access an Items To Follow Template that you can use as a starting point, please download the document provided at the end of this article. This lets you add a separate table to show items from split parts of the order which will ship separately. This table will only show if relevant to the order. Please follow the steps below:
Warning: All steps in this section must be carried out for the Items to follow table to successfully work.
Within the custom despatch note word file create a secondary table below the initial table.
Create a table with three rows and as many columns as you require.
Click the Table Layout tab then click Properties.
Within Table Properties, click Alt Text then enter ItemsToFollow as the Title.
This must be done exactly as described to ensure the table is hidden from your despatch note when the order is a single part only, with nothing to follow, as our system will check this per order and only show when relevant.
Click Ok.
The first row in the table is the title you want to see above the table, such as 'Items To Follow' etc. The reason this is in the table and not above is that the table is not always visible - see step 4. You can design this row with no borders on the table to help the styling if you wish. Example image seen below.
The second row is the title of the attributes (SKU, Name, Quantity, etc).
The third row is the corresponding merge field from the list below.
You can add the fields by clicking Insert next Quick Parts, then Fields.
From the list of field names select MergeField.
In Field Name, enter a value from the list.
The table must start with TableStart:ItemsToFollow first and end with TableEnd:ItemsToFollow.
Choose the Format as (none).
Click OK.
Repeat steps 5-9 to add all required Merge Fields.
Then add any other additional Tags from the list below.
Images and logos can also be added to the Custom Despatch Note document.
Save the document as .docx (Other formats like PDF are not supported).
Items to follow - available merge fields
This section is specifically for the items to follow table:
SKU
NAME
QUANTITY
ORDER_PART
IS_FULFILLED
Example 'Items To Follow' Table:
Upload Custom Template
Once you have created the custom despatch note, you will need to upload it to Mintsoft:
Click Settings then Despatch Note Templates.
Click Add Despatch Note Template.
Click Choose File to upload the despatch note.
Enter a Name and choose the Paper Size to print out.
Provide a font name in PickingTableFontName field. (View Supported Fonts).
Provide a font size in PickingTableFontSize field.
Turn on the MergedPickingTable toggle if the template has a Custom Picking Table.
Finally, click Add.
Make Custom Template Live
Finally, after you have uploaded the Custom Despatch Note, you will need to make it live:
Click Settings then Despatch Note Settings.
Next, click Add New Despatch Note.
Choose the Channel and/ or Client.
In the TemplateStyle dropdown select your custom despatch template.
(Optional) Set the Picking Table Sort Order.
This will change how the table sorts the data when displaying records, for example, you can sort by SKU, Name, or Location alphabetically, as well as sort by lowest to highest Quantity.
(If #RETURNADDRESS# is used) Ensure the Return Address field is populated and correct.
Finally, click Update.
Test your despatch note
Once you have uploaded your despatch note, you can test it by following the steps below:
Go to Orders then Overview.
Find and tick an order.
Select Print from the Bulk Actions drop down.
Click Go.
Check the preview shows correctly.
Make any adjustments to your template if needed.
Available Tags and Merge Fields
This section is split into two main groups, Tags and Merge Fields. Tags can be used anywhere on the Despatch Note, Merge Fields can only be added to the Merged Picking Table. The following list contains all tags and merge fields that can be used when creating custom despatch notes:
Order Info Tags
Below is a list of Order Info Tags you can use when creating a Custom Despatch Note:
#ORDERNUMBER#
#EXTERNALORDERREFERENCE#
#ORDERDATE#
#DELIVERYDATE#
#REQUIREDDELIVERYDATE#
#REQUIREDDESPATCHDATE#
#ORDERSTATUS#
#COURIERSERVICE#
#PARTNUMBER#
#WEIGHT#
#TOTALVOLUME#
#ITEMCOUNT#
#DELIVERYNOTES#
#GIFTMESSAGES#
#GIFTMESSAGE_BARCODE# (It's possible to produce a barcode image of this field using _BARCODE suffix)
#PACKINGNOTES#
#TRACKINGNUMBER#
#TOTALVOLUME# (This is used for CBM)
Order Value Tags
Below is a list of Order Value Tags you can use when creating a Custom Despatch Note:
#SHIPPINGTOTAL#
#DISCOUNTTOTAL#
#CCYCODE#
#DESPATCHNOTETOTAL#
#ORDERVALUE#
#VATTOTAL# (Only works for Magento 1)
#EXVATTOTAL#
Address Tags
Below is a list of Address Tags you can use when creating a Custom Despatch Note:
#TITLE#
#COMPANYNAME#
#FIRSTNAME#
#LASTNAME#
#COMPANYNAME#
#ADDRESSLINE1#
#ADDRESSLINE2#
#ADDRESSLINE3#
#TOWN#
#COUNTY#
#POSTCODE#
#COUNTRY#
#PHONE#
#MOBILE#
#EMAIL#
Billing Address Tags
Below is a list of Billing Address Tags you can use when creating a Custom Despatch Note:
#BILLING-COMPANYNAME#
#BILLING-FIRSTNAME#
#BILLING-LASTNAME#
#BILLING-ADDRESSLINE1#
#BILLING-ADDRESSLINE2#
#BILLING-ADDRESSLINE3#
#BILLING-TOWN#
#BILLING-COUNTY#
#BILLING-POSTCODE#
#BILLING-COUNTRY#
#BILLING-PHONE#
#BILLING-EMAIL#
Note: Please be aware this is only available on certain integrations.
General Tags
Below is a list of General Tags you can use when creating a Custom Despatch Note:
#RETURNADDRESS#
This will be taken from the Return Address field within the Despatch Note Settings page.
#ORDERID_BARCODE#
#ORDERNUMBER_BARCODE#
#RETURNS_TABLE#
#PICKING_TABLE#
#TODAY#
#CLIENTVATNO#
#NUMBEROFPARCELS#
#PPI#
#LABEL#
This is used for the Courier Label to be integrated on to the despatch note.
#CHANNEL#
Merged Picking List Table
Below is a list of Merge Fields you can use when creating a Custom Despatch Note:
SKU
Alternative SKU codes will not display.
NAME
DESCRIPTION
EAN
UPC
EAN_BARCODE
UPC_BARCODE
SKU_BARCODE
QTY
LOCATION
OPTIONS
This tag will show Best Before dates, Serial Numbers, Batches and Personalization Mappings (Shopify, Magento, etc.).
TICK
UNIT_PRICE
VAT
TOTAL_PRICE
SUB_TOTAL
CARTON_QTY
PRODUCT_PRICE
UNIT_PRICE_3DP
VAT_3DP
PALLET_QTY
UNIT_WEIGHT
TOTAL_WEIGHT
TOTAL_VAT_2DP
TOTAL_VAT_3DP
PACKING_INSTRUCTIONS
LINE_VAT
Note: Alternative SKU codes are unable to be shown on the Custom Despatch Note.
Product Images in the Picking Table
Below is a list of Product Image Merge Fields you can use when creating a Custom Despatch Note:
Image:Product_Image_XS
Image:Product_Image_S
Image:Product_Image_M
Image:Product_Image_L
Custom Despatch Note FAQ
Our despatch note is printing out an extra page
When creating a Despatch Note Template, ensure there are no unnecessary spaces on the page, as this can cause extra blank pages to print along with the Despatch Note. To check for extra spaces:
Select or highlight the center of the page.
If any unwanted spaces appear, delete or remove them.
The Despatch Note should now print correctly without additional blank pages.
Merge fields not showing data
Check field names are typed exactly as shown (case-sensitive).
Ensure TableStart:Picking and TableEnd:Picking surround your table fields.
Verify the MergedPickingTable toggle is turned on.
Images not displaying
Use common formats (JPG, PNG).
Keep file size under 1MB.