Document Template

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This template is used when your invoices are generated. When an invoice is processed it takes a snapshot of this setup. This means that although this information may change, your invoices will always reflect the invoice template as it was set up when the invoice was generated. A credit note uses the template that the relating invoice used when it was processed.

Invoice Template Attributes Explained:

File Naming Convention

The default naming convention of invoice PDF's is a combination of Client Account Number + Billing Period (start and end dates). This can, however, be changed by capturing one of, or a combination of, the following values in curly brackets {}. Text not in curly brackets can also be included. The available values are:

 {ClientName},
 {ClientAccountNumber},
 {BillingPeriod},
 {InvoiceDate},
 {InvoiceNumber}.

e.g. if my naming convention was set to: {ClientAccountCode} with Invoice Date: {InvoiceDate} and my Client's Account code is ABC123 and the date on which the invoice was processed was 2016/08/31, the PDF will generate with the following name: ABC123 with Invoice Date: 2016/08/31.

Web Address Displayed On Invoices

You can add a link on your invoices that directs users to your website/alternative sites. To do this, select the URL Protocol (http / https), specify the actual hyperlink and the display text of this link.

Generic Invoice Description

Use this field to capture a description that will be displayed on all invoices generated.

Display Varibill Strapline

The words "Produced electronically by Varibill" is displayed at the bottom of all invoices generated. This can be removed by selecting "Hide". This does, however, mean that we get less exposure and will therefore charge an additional fee for this to be removed.

Invoice Colours

Select the background colours and text colours of your invoice. This can be any colour and is not limited to the default options displayed in the colour picker.

  • Main Colour: The colour used as the header row background colour as well as the background colour of the "Tax Invoice" row.
  • Group Header Colour: The colour used as the background colour behind the product master and contract number rows as well as the background colour used for invoice groupings.
  • Detail Colour: The background colour used for the invoice header detail, such as the date, invoice number, etc.
  • Header Label: The background colour used for the invoice header label, such as "Company VAT No:".
  • Heading Colour: The colour of the text of the header row as well as the "Tax Invoice" row.
  • Text Colour: The colour of all text, excluding the hyperlink and header text.
  • Hyperlink Colour: The colour of the hyperlink text.

Invoice ColourSpec.png

Upload your logo and icons. Please note the maximum image size per item. You can upload a larger image (in pixels) and use the tools we provide to resize it.

Resizing and placement of images

To resize an image select Zoom In to amplify/enlarge the image selected, Zoom out to reduce the image size selected.

Use the Blue frame to include / exclude parts of the image by moving it around or resizing it

Description Example
Original Size

As uploaded.

Original Upload.PNG
Zoom In

To enlarge the image uploaded.

Zoom In.PNG
Zoom Out

to reduce the image size uploaded.

Zoom Out.PNG
Left Aligned

Ensure the Blue frame is directly left of the image with no additional space to the left of the image.

Image Left aligned.PNG
Right Aligned

Ensure the Blue frame is directly right of the image with no additional space to the right of the image.

Image Right Aligned.PNG
Top Aligned

Ensure the Blue frame is directly at the top of the image with no additional space to at the top of the image.

Image Top Aligned.PNG
Bottom Aligned

Ensure the Blue frame is directly at the bottom of the image with no additional space at the bottom of the image.

Image Bottom Aligned.PNG

Preview

This gives you the option to preview what your invoice template will look like before you save it. This does not actually save the template so be sure to select SAVE once you are happy with it.

Related

  • Frequently Asked Questions