How to Modify an Invoice Template

Overview
If you find that you would like to change a particular aspect of the your invoice PDFs, modifying the invoice template is how you will accomplish that.

Procedure
Step 1. Fill Out Basic Information about the Section

First you must find the invoice template you would like to alter. To do this navigate to the Setup tab and select the "Templates" folder in the left side menu, then click on "Invoices". This will display a list of all current invoice templates. To create a new one, follow the instruction in Custom Invoice Templates. Select the template you would like to alter.
Now select the "Invoice Sections" link in the left side menu, located below the "Invoices" link you selected in the previous step. The next page will show a list of all sections in the selected invoice (shown below).

Clicking the New button will display the Invoice Sections creation form.



Here you will see a series of fields, the first is Type. Type is used to select what kind of section this will be; there are 2 options under Type, Data, and Label. A Data type section is a section that includes data about each item in that specific section. A Label section is a basic, standard list with columns and rows. Next select the Custom Collector Field; this is the field the section will pull information from. Label Header is the name of the section as it appears on the invoice and is only applicable when the section type is Label; this can be left blank if you don’t want a header and it will be ignored if the section type is Data. Select a Parent Group if you want this section to be contained under another section, otherwise leave this blank. Select the Group Order of the sections, this is order it will appear on the invoice. Fill out the Header Prefix and Suffix if you would like to use a unique word to identify this section, this is used primarily for data sections. Check the ‘Show Duplicates’ box if you would like to display duplicate sections on the invoice. Check the ‘Hide Empty Sections Box’ if you do not want to display any sections that don’t contain any values. The Sections in Preview and Detail Rows in Preview fields let you decide how many sections and rows you see when you preview the invoice. Next is the Description, this is optional and is only used for your own personal reference. After you have filled out the basic info your form should look like the below examples (label and data types, see figures).




Now it is time to add Invoice Section Columns.

Step 2. Adding Invoice Section Columns

After the basic information is filled out about the section it is time to move on to the next step in the process which is adding Columns. Stay on the Invoice Summary Sections page and scroll down till you reach a box with columns and rows entitled ‘Add/Edit Invoice Section Columns’.

Now it is time to add your first Column. Click inside the box under ‘Custom Collector Field’, this is the field that the column will pull data from, and select a field. Next click inside the ‘Override Label’ box, this is how the Custom Collector Field will be labeled on the invoice, and enter the name that you would like to appear on the invoice. Now click on the next box and select the Column Order (from right to left) of this column. Now select the width in cm that you would like this column to be. There are 3 Formats available for each column, select whether the value will be a text, number, or currency.


You can align your column at the beginning by selecting Start or the end by selecting End. ‘Line Item Function’ allows you to choose a Function for your column, for example, if you would like your column to display a summary of charges you would click Sum or if you would like your column to display the minimum rate for a specific component you would select Min. There are 4 values, Count Distinct, Min, Max, and Sum. If you would like to summarize your data you can use the ‘Summary Function’, for example, if you want to see the total amount of conferences you would select Count; there are 5 values, Count, Count Distinct, Min, Max, and Sum. If you want the values under your columns to be dated select the date format under ‘Date Mask’. Next you can choose the order you would like to sort this column, and you can select whether you want it hidden or not. After you have filled out the information for your column, to add an additional column simply click the plus (+) button at the top right of the box. To subtract a section click the Minus (‐) button located right next to the plus button.

To filter the data included in your section, configure as many rules as you need in the "Detail Filters" section.  These follow simple logic, you may select a field, the condition, and the comparative phrase.  In the ordering Ordering column, assign consecutive numbers, 1, 2, 3, and so on, these will be used in the logic section.  In the "Filter Logic" field, use the numbers in the ordering column to perform Boolean logic, for example: (1 or 2) and 3.  This would mean data would only be in the section if conditions if either 1 or 2 are matched, and 3.


Step 3. Previewing your Template

After you have added a few sections with columns to your invoice it is time to preview that invoice to make sure everything looks correct. Go back to the Invoice template section by clicking ‘Invoice Templates’ on the side menu. Select your template from the list, and scroll down on the detail page until you see a button that says ‘Click Here to Preview this Template’, then click that and a PDF file preview of your template will load. Here is an example preview of a more complete looking invoice.

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Comments

  • Avatar
    Patty McGuire

    Your missing detail on how to filter.

  • Avatar
    Patty McGuire

    Need information on the Column Widths

  • Avatar
    Andrew Ryan

    Added information to filtering section, widths are described above, and are measured in cm, more information on cm can be found here, http://www.w3.org/Style/Examples/007/units.en.html

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