Invoice & Credit Notes Templates Screen

Overview

Templates are used to design the layout and content of invoices and credit notes. To make templates easy to create and edit they are designed in Microsoft Word and can utilize provided variables in order to insert dynamic data (e.g. a contact's name, account id, account balance, etc.).

Prerequisites

Locales need to be setup under the owner configuration screen.

Templates Panel

The Templates panel on the left of this screen allows you to select existing templates to view and edit on the Edit Template panel to the right. Actions are also available in this panel which are shown as icons above the Filter text box. The available actions are described below.

Actions

Icon	Description

Icon	Description
Open	Generates and downloads a pdf preview of your invoice and credit note templates
Open	Deletes the template (if not in use/configured on another entity)
	Adds a new template

Edit Template Panel

The information in this panel reflects the currently selected template. From here you can change the template configuration (note: fields with a magenta left border are required).

Template Fields:

• Name: a unique and descriptive name indicating where the template is used. E.g. for an invoice template you could enter a name that matches the bill group name and includes the currency the invoice will display (for example, 'Enterprise - USD')

• Active: enables or disables the template. An inactive template will not be listed when configuring entities that can use the template

• Description: an optional description which can summarize what the template contains/the recipients it applies to

• Locale: determines the currency symbol rendered in the invoice/credit note PDF when variables showing amount values are configured in the template

• Type: determines if the template is used for rendering credit notes or invoices

• Hide Zero Value Invoice Item: allows transaction amounts of zero dollars to be hidden on the invoice. When enabled transactions with a value of $0 will be hidden within the invoice details section of the invoice

Document Options:

• Upload: used to upload a new or updated Word template

• Download: used to download the current Word template that is configured on the template

• Field Tagger: when selected a modal will appear providing a list of variables that can be used in the credit note/invoice template. The option to download a csv version of the list is also present on the same modal screen

• Last Modified Date: auto-populated field which displays the date and time that the template document was last modified (when the most recent version was uploaded)

• Last Modified By: auto-populated field which indicates which user uploaded the most recent version of the template

Reports Tab

From here you can select invoice reports that you have setup in the system in order to pull data from those reports and present the data in the invoice template. See the Embedded Reports in Templates article for more information. This tab will not appear when adding/editing credit note templates.

Format Tab

• Date: sets the date format rendered on the invoice/credit note when dates are inserted using variables. You can mouse over this field to display sample values

• Date/Time: sets the date and time format rendered on the invoice/credit note when dates and times are inserted using variables. You can mouse over this field to display sample values

• Precision: sets the number of decimal places to round to when displaying amount values. For example, if precision is set to '2' then an amount of 7.5567 will be displayed on the invoice/credit note as 7.56 (with the appropriate currency symbol also displayed based on the locale configuration)

Locales Tab

On this tab you can define multiple currencies and locales that the invoice template applies to. This tab will not appear when adding/editing credit note templates.

Guides

Adding Templates

1. Under the Templates heading on the left click the  icon

2. Under the Add Template heading on the right specify the template details. See the Edit Template Panel above for descriptions of the available fields and options

3. To modify an existing template, click the Download button, open the Word document and modify it as needed

4. To update the template, click the Upload button, browse to the updated Word document and click Open

5. If you wish to utilize report data within an invoice template click on the Reports tab and select an invoice report (note only ‘invoice’ report types will appear in this list, if none are setup in the system then no reports will be shown). Specify the Alias the report data will use when the data is displayed in the list of invoice template Variables and then click the Add button. The columns in the report will now be available as tokens to use in the mail merge Word document. The new columns from the report will show up in the Field Tagger right away, using the alias that was specified

6. If you wish to define locales that an invoice template applies to click on the Locales tab and click the icon to the right of the tab. On the Add Locale modal that appears enter the Currency and Locale and click Add. To add additional locales, click the icon again

7. To create the new template click Save

Editing Templates

1. Under the Templates heading on the left click the template you wish to edit

2. Under the Edit Template heading on the right modify the template details. See the Edit Template Panel above for descriptions of the available fields and options

3. Click Save when you have finished making changes

Deleting Templates

1. Under the Templates heading on the left select the template you wish to delete

2. Under the same Templates heading click the  icon

3. On the confirmation dialog that appears select Yes