---
title: "Supplier shared claim templates"
canonical: "https://support.soutron.net/space/HG/3278017/Supplier%20shared%20claim%20templates"
format: markdown
---
In order to send a claim to a supplier, whether by email, post or fax, a template needs to be created. Whilst it is possible to tailor each individual claim to a specific supplier, it can be very time consuming if you have many claims to send. You can therefore create a shared template that can be assigned to all suppliers. You need to create at least one template for suppliers, whether email or print To create a shared email or print template: Navigate to  Modules > Acquisitions > Claims > Claims Shared Template Maintenance The following screen displays: Click  Add New  on the left hand menu The following screen will be shown: Select either  Create e-mail template  or  Create printed template  from the Actions menu The following page is displayed, depending on the option selected: General Settings For either email or print templates, click the  General Settings  button at the top of the page. This will open up the following box: Define the settings as follows - the fields with a red exclamation mark are required: Template Office Select the office you want to create the template for Template Supplier Normally, you would select "All Suppliers" so that this template can be assigned to any supplier. If a specific supplier requires a separate template, select the supplier here: then this Shared Template would only appear for that supplier during the claim period set-up process. Template Name Enter a name for the template, such as "Claim Shared Template" Description Optionally, enter a description Click  OK  at the bottom of the screen to save the settings. Adding claims information There are a number of macros that can inserted that will automatically enter certain data about the claim: The following macros are available: Claim List A list of the claimed items/issues, with the titles, issues and quantity outstanding Contact Person Name of the supplier contact. If this entry is blank in the supplier record, it will insert the supplier name instead. Report Created Date The date and time on which the claims list was generated Supplier address Supplier's address Supplier My Account Number Your account number with the supplier Supplier name Supplier name Supplier reference Supplier reference Finishing the process A completed template might look like this: Once you have completed your template, click  Save Templates  or  Save Templates and Close . Editing templates To edit an existing Shared Template: Click on the template you wish to edit, so that it is shown in green Then click on  Edit Template  from the Actions menu Make the required changes If you have already assigned the Shared Template being edited to a supplier claim period, then any changes you make in the shared template will automatically be applied to those suppliers Deleting templates To delete a template, either select the row you wish to delete and click the  Delete Template  menu option or click on the dustbin icon for the corresponding template that you want to delete.