Company Documents & PDFs
Set up your company letterhead, find available operational documents, and print single or multiple A4 pages.
Create A4 documents from your orders, shipments, stock records, production batches and quality records. Set up your company identity once, then use the PDF actions on the relevant screens.
Set Up Your Letterhead
- Open Workspace settings → Company and select the Documents tab.
- Enter your legal company name and company / shipper address. Add contact details, registration number and tax / VAT number where applicable.
- Upload your company logo. PNG, JPEG and WebP files up to 5 MB are accepted. The app prepares a smaller PNG for printed documents; highly detailed images may need to be reduced first.
- Add your Payment details, for example bank account, IBAN or SWIFT/BIC and the payment reference you want customers to use. They are printed on invoices that still have an amount due.
- Choose an accent colour and either Corporate or Traditional typography. Add an optional footer note.
- Check the A4 preview, switching between Invoice and Packing list, and use Preview multiple pages for long documents. Then select Save document settings.
Your logo, company name and contact details appear in the letterhead; without a logo, your initials are shown in the accent colour. The accent colour is also used for the band at the top of each page and the amount due on invoices, while body text stays dark for readable printing. Registration and tax identifiers are printed in the footer of every page, as entered.
Available Documents
Available screens and actions depend on your workspace features and permissions. Documents contain the information recorded in that workspace.
| Document | Where to find it | What it is for |
|---|---|---|
| Order confirmation / quotation | Orders → open an order → Order confirmation / PDF (Quotation / PDF for quotes) | Send the customer the products, quantities, prices, delivery address and terms. A quotation or order confirmation is not an invoice. |
| Invoice | Finance → Invoices → open an invoice → Invoice PDF | Bill the customer for the invoiced lines, with tax, totals, payments, the amount due and your payment details. Customers with portal access can print their invoice with the supplier’s saved letterhead. |
| Packing list | Open an order → shipment → Packing list / PDF | Check the shipment contents, lots, expiry dates, quantities and recorded package details before dispatch. |
| Delivery note | Open an order → shipment → Delivery note / PDF | Provide a shipment record with space for dispatch and receipt signatures. Printing alone does not confirm delivery. |
| Picking list | Open an order → picking guide → Picking list / PDF | Give warehouse staff the active allocations, lots, locations and quantities to pick. Review pending quantities separately. |
| Goods received note | Inbound → Receipt / PDF | Keep a printable record of a received lot, product, quantity, location and receiving notes. |
| Stock movement | Stock movements → open transaction details → PDF action | Review the recorded movement, quantity, locations and available references. |
| Production batch record | Production → open a batch → PDF action | Review the batch status, planned quantities, recorded scrap and material traceability. |
| Inspection report / certificate of analysis | Quality control → open an inspection → PDF action | Review recorded test specifications and results. Completed inspections use the certificate of analysis title; other statuses use inspection report. |
| Non-conformance report | Quality control → non-conformance reports → PDF action | Share the recorded issue, investigation, corrective action and preventive action. |
| Academy completion certificate | Academy → certificate after completing the curriculum | Print the saved certificate reference, completion date and curriculum. IEMSuite Academy remains the training provider. |
Print or Save a PDF
- Select the document action on the record you want to print. Allow pop-ups for IEMSuite if your browser blocks the new window.
- The document opens in a separate window and requests the print dialog automatically.
- Choose your printer, or Save as PDF. Use A4 paper, 100% scale and turn off the browser's own headers and footers to avoid adding its URL and date over the document.
- If you cancel, the document stays open. Use Print / save PDF at the top to try again. Your original inventory screen stays open too.
Multiple Pages
Long documents are divided into A4 pages. Each page repeats your company letterhead, document title, reference and page count. Table headings repeat when a table continues onto another page. Long text is continued onto the next page instead of being cut off.
Information to Check
- Company details: legal name, logo, address, contact details and any identifiers you need to display.
- Order and customer: customer name, delivery address, order reference, quantities, units, prices, currency and terms.
- Shipment: carrier, tracking, ship date, lots, expiry dates, package count and recorded weights. Check the unit printed beside every measurement.
- Physical packages: confirm actual contents, net weights, marks and package-to-item mapping. The generated packing list does not supply information that has not been recorded.
- Quality records: inspection status, test specifications, results, inspector and lot references. Missing values are not invented.
Invoices and External Documents
Order summaries and quotations are operational documents, not invoices. To bill a customer, create an invoice from the order (see Invoices & Payments); it has its own PDF. IEMSuite does not create country-specific electronic invoices, so check the invoicing rules that apply to you.
You can attach an existing PDF, PNG or JPEG to a shipment, up to 20 MB. The available document categories are Packing List, CUSMA, Commercial Invoice, BOL and Other. Selecting a category stores an externally prepared document; it does not generate or certify that document.
For international shipments, check the destination requirements with your carrier or customs adviser. A packing list alone may not include all required customs information. Commercial invoice values, origin statements and transport documents may need to be prepared outside IEMSuite.
See also Shipments & Packing, QC Inspections & Approvals and Organization Settings.