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Pdf receipt generator for Export

what's going on guys welcome to another video and for today's app sheet uh tutorial we'll be learning on how to create um a PDF um which contains more than one items uh so basically this is coming from a comment from line of code and he has a question or she I will assume that uh he or she wants to write an invoice that contains more than one product so this is something that we can do in app sheet and of course without further do let's check it out okay guys so to start off our tutorial for today we have um an example which is the receipt for order so let's say I'm running a hardware store so I want to generate a receipt where one receipt for the a specific customer with multiple items in it so I will need to have two tables one is the order table where it consists of the main uh information of the order such as the ID of the order the customer name the order date total amount and receipt generated plus with receipt now moving on to the next table which is order item this is where we have the list of items referring back to the same order and we have order ID here which is referred back to this uh the same group of order ID which we can find in the main order table okay this is roughly more or less uh what we have um setup for this demonstration so once you have all this ready or you have something similar similar setup you can head on to create the app in app sheet.com so in app sheet itself there's a few things that we need to set up first things first we want to make sure all the data types are correct and in order table under total amount we want to be able to calculate the same uh multiple items for the same order ID hence why we are using the sum select uh expression where we will actually sum uh and select the order item from the order item table uh with the subt uh taking from the subtotal column where the order ID is similar to the order ID in uh order table okay so by doing so you will be able to sort of uh calculate the total amount for one single order which consists of multiple items you can of course do this in Virtual column as well to have a real time Cal calculation as you go along all right so let's save this for now next going to order item we have the order ID um set as reference and we are referring back to the order table okay so that um we can actually see the order ID is referring back to uh the main order table okay and of course the usual the sub total will be quantity times price all right so this is all basics of the setup for this tutorial now we want to create an automation which generates the receipt so I've actually created it up front I'm calling it as generate receipt bot and the event is when a new sale is created so be it a new sale or update so I'm just going to leave it here like this for now and I'm leaving the condition to true so that it's regardless any condition it will still generate or update the receipt so the next one is to ensure it runs a specific process which is in my case is to generate a receipt here you will find um multiple options I'm set I'm I'm selecting create a new file the content type of the file is PDF and this is the interesting part where you can actually create a template and this is what my template looks like at the moment all right so by default you will find a very generic uh template and and this is one custom template I I've done for this tutorial very simple one where you can add tables all right you can insert tables and all that and add some color schemes or logos or whatsoever but I want to bring your attention to here under item name where we have this particular expression where we will actually filter sort of filter and select uh the order items where the order ID is uh simple same as the one in the order table the reason why we do this is to actually list down items under the same order ID all right so since this is item name uh right after the filter I'm just adding the item name uh um placeholder here then we have the quantity uh quantity price and subtotal right after the end of the column I'm adding n uh to indicate the end of the filter so we have start then we have end right at the end then we have the total amount all right so the total amount is from the expression that I've explained earlier so this very straightforward and simple so take your time to you can either pause this video and uh take your time to actually do a study on this so this can be applied to many other situations or scenarios or use cases uh but the outcome is similar we want to have multiple things or data sets of data for a specific uh key or ID so my context is for sales purchase all right so what it what this means is every time when there's an update the PDF will be generated so I added a quick button or an action button where first one is to generate which is to instruct the robot or bot to generate uh update a PDF file okay before that before I forget under file name prefix in the automation or Bard so under uh process and under the file name prefix I'm using order ID since order ID is unique for my case so to ensure that I don't create multiple p DFS uh for the same customer hence why at the same time I am actually disabling the time stamp because time time stamp is unique by the second so I do want that because I might end up having multiple PDFs for the same customer and so I'm disabling this all right and the rest is history for automation back to the action so I have to custom actions that I created which is generate so what it does is under the order table for the re receipt generated column I'm using now and since the data type for receipt generated is date time so whenever I click on generate it will definitely generate a new PDF um for this same order and update if there's an a new additional uh items added for the same order okay and the other one is to view the receipt so for view receipt I'm using the action to open a file which is external and the file that we want to open comes from the receipt value table so this table is under the order table and under receipt which I've set the data type as file and the default expression I'm using uh there will be some demonstration for this as well as to why will be changing this later but the reason why I'm I'm using this at the moment is to actually emulate the usual uh setup that everyone might have actually done to retrieve the the file from the folder that's been created okay I'm pretty sure there something you can relate later on just give me a minute I'll show you what's the thing that I mentioned so I'm just concatenating the default uh URL or location or path you can say comma the order ID since the file prefix for pre PDF is uh order id. PDF okay so whenever I create whenever I just click on generate here let's say for Jane Smith when I click on generate we'll let it um sync for now you will then be able to see let's give it a minute okay let's delete one1 okay you will then be able to see the PDF that I've created or generated so you can see multiple items here under one receipt you can add headers here like receipt or invoice or whatsoever up to you but more or less this is how you generate a PDF receipt with multiple items but hold on another additional feature that you might actually want in your app is to have this file uh that you can actually open directly from the app but here's the problem that you might actually face or many of you have have faced before if I click on open usually what you'll see is um the PDF comes back with this this sort of error okay so this could actually mean that your path is uh either not reachable or invalid it's quite common uh basically what we can do to fix this all right is to actually if you refer back to my previous PDF videos one of the uh um the main reason or basically uh what we want to do is to ensure that we can actually create uh files that exist in the same folder with spreadsheet okay so let me explain what I'm trying to say here is by default the default app folder is you will start to see some uh numbers at the back which refers to your user ID in app sheet with the name of the folder so this is actually automatically created for any app file such as image upload or file generated okay so all right so again what we want to do is we want to check back where we actually Park the um spreadsheet file so as you can see I actually have added the I've actually created what we call it um a custom folder which is called multi item PDF this is where I actually Park my spreadsheet file okay as to compare with the default uh location where app sheet has created which is multi PDF uh with the user number so it's actually two different folders and every time when I generate a file it's actually parked here I want to make sure to fix this I must have the files created and stored in the same main folder where I have actually parked my spreadsheet so to do that is very simple all we need to do is to change back the a few things one is under settings and under information the default app folder we want to change this to the main uh folder where I start my spreadsheet here so let me just do that real quick so multi item so this could vary depending on your case for my case it's multi item p PDF which is this under my drive so if your location of your spreadsheet is different make sure you follow that okay and the other one I want to change is under my uh receipt column where I've concatenated the file I want to change this as well multi it PDF file um yeah I should do the trick just save if this doesn't work you can add percent in in between let's try this for now sometimes it works for me so let's try to generate the file again okay so let's say we are generating Jan Smith one2 let's click on generate and under the new folder destination I should be expecting a file okay there you go one2 which is James Smith it's going to give you a few more seconds for it to load so if I open this I can get to see the same receipt generated in my new folder which is the same folder where I've Park my spreadsheet okay so I will no longer use this uh near Old default location all right so just to do an asset test if I to say I want to view the receipt I'm not able to see see or view the receipt as expected and let's generate another one which is John do so under the new folder I should be expecting 101.pdf there you go so John do all right so if you are facing the error then this is something that you might want to check again so that you can fix this once and for all because I know there's a lot of comments uh when it comes to PDF you will be facing this issue so that's the fix that you need to do which is to reroute and change uh the the default uh location which is the default app folder to your same folder where you have your spreadsheet store okay so since this is my custom folder which is multi item PDF I no longer be using the default uh created by app sheet itself which is the multi item PDF all right so that should be it and give it a try and let me know if this works for you but if it doesn't please double check your location for the app but then again the main uh event for this the main highlight for the tutorial for today is to actually create uh PDF or receipt or invoice with multiple items under the same order so I hope this helps so I hope you guys enjoyed the video don't forget to like And subscribe if you haven't so that you may find more contents like this in the future and again thank you very much guys for your time and one of the important message from this tutorial is or key takeaway is to ensure that your PDF or files stored in your Google Drive is within the same folder where you start your spreadsheet file if you're using spreadsheet so that you can actually um remediate the error where it comes in a multiple or multiple line uh Cotes error codes that you you saw in the tutorial earlier which I know many of you may have actually experien it so that's the reason why so again I hope to see you guys in the next video I'm Aris AA take care bye-bye