How do I Configure my Sales Invoice and Credit Note Print Layout?

Changing the contents and style of your Customer Invoices and Credit Notes.

Written By Gerry Mckeown ()

Updated at May 22nd, 2018

1.     Introduction:

You can use this facility to configure the layout and presentation of your Sales Invoice(s) and Credit Note(s) - both for Product/Item type Invoices and for Batch type Invoices - to create Templates for subsequent use when printing such documents.  You can choose which Columns you wish to include or exclude on the Invoice and also include, or not, other supporting information.  For example, for Item Sales you might want to include Unit Price and Quantity details on each line of the Invoice, whereas for Service or Maintenance Invoices, these may not be relevant.  In other cases you may or may not want to include a Discount Column, or Bank and Payment details (not normally associated with a Credit Note, for example).  You can also choose, from a many coloured Palette, the colour background of your Invoice and the colour of the text to be used against that background. You can also configure and Save a number of different template layouts (called “Style Sheets”) for subsequent recall and use when printing.

2.     Setting the Parameters:

The Sales Invoice and Credit Note Customisation Parameter settings can be found from the Main Menu at Setup > Report Settings >  Invoice Customisation.  At the bottom of this Window you will encounter the options to Set Up a New Style Sheet from the beginning, Save it for subsequent use, Delete a redundant one which you have previously “Loaded” (see below), Preview it in PDF to ensure that it looks like what you expected, and finally, the button to Close the Program.

At the top of the Window you will see the following options;

In the first Drop Down list you can recall any one of your Saved Style Sheets for further revision or to Preview it.  The “Name the Style” box is where you give a name to a new Style Sheet before you “Save” it. With the second Drop Down list you inform the system as to whether this Style Sheet is to be used for Product/Item Sales Invoices or for Batch Type Invoices.  The “Use as default Style” tick box is to indicate that this is the default style sheet to be used subsequently when printing Product or Batch Invoices or Credit Notes in the absence of the selection of a different Style Sheet at the printing stage.

The middle portion of the Parameter Window is where you can Select all of the options you want to use with a particular Style Sheet.  In this example we are setting the options for “Sales Product Invoice Default Style” Style Sheet.

This middle section consists of three panels:  The centre one is populated with standing data about the Company and which is retrieved from the information which was previously set up in the Company Details & Settings program.   However, you can amend any of the details in this Panel for the purposes of reproduction on the printed Invoice (e.g. The Head Office phone nos. may not be the ones you want to use for Invoice or Sales queries or the email address might be different for the Accounts department).

The first Panel is where you decide on the nomenclature or headings that are going to use for this Invoice Style Sheet.  You, for example, may prefer “Product No.” and “Product Description” instead of, as in this example, “Item Code” and “Item Description”.  Similarly, you may prefer to call your Un-Posted Invoice a “Draft Invoice” or some such.

It also provides facilities for the entry and storage of your own specific text to be reproduced as Terms & Payment Conditions on the Invoice and any other information regarding Warranties, Ownership Title, Returns Policy, etc.  On the other hand this may not be relevant to Credit Notes, but other text might well be.

The third Panel is where, using the tick-boxes, you choose the information you want to include on the Invoice.  In this first example, we have chosen most of the Columns as being included.  Here you can also choose, from the Colour Palette, one of a number of Colours for the background and from another set of Colours for the text to be used against that background.

Having made your revisions or set up your new Style Sheet, you can “Preview it to verify its layout, colour, content and so on, and then make any further revisions before you “Save” it.  If it is a new style sheet you must, of course, give it a new name in the “Name the Style” box at the top of the Window.

Using the “Preview” Button, this is the result of the template “Sales Product Invoice Default Style” whose parameters are as described in the foregoing example;

N.B. If you wish to Delete a Style Sheet you must remember to un-click the “Use as default Style” button, if activated, and then “Save” it. However, you cannot then delete it if there is no other Style Sheet already saved in the system with it (the “Use as a Default Style”) set for that invoice type (Item or Batch).  You cannot also delete the two System Default Style Sheets entitled “Sales Product Invoice Default Style” and “Sales Batch InvoiceDefault Style” (which have been included as standard defaults to ensure continuity with older pre-customisation users of the system who may wish to continue with the system as is) unless you replace them with other defaults.

3.     Using Many Different Layouts:

As mentioned in the introduction, you can create and save as many Style Sheet templates as you like – both for Product Invoice types and Batch Invoice types. Having created and saved the first Style Sheet Template, just click on the “Add New Style” button and then proceed to fill in its parameters as before but “Save”ing it with a different name this time.  N.B. Saving an existing Style Sheet with a different name will not result in a new style sheet – only a name change for the style sheet you were working on.  To add a new style sheet you must go through the “Add New Style” process.

As regards creating a different style sheet for Batch type Invoices, this is the Parameter set presented;

In this instance quite a number of the Parameter fields are greyed out, since they are not relevant to a Batch Type Sales Invoice.  As heretofore you can amend any of the data in the highlighted fields in the middle panel and the first panel, and then select the columns or other data you want to include in the body of the Invoice.  And, of course you can choose any of the colours from the colour Palette for both background and the text on the background.

Here is the result of the “Preview” relating to the foregoing set of parameters in this particular example;

4.     Printing the Sales Invoices or Credit Notes:

As you are aware there are a number of different ways and places in the system whereby you can Print or Reprint Sales Invoices and Credit Notes – either individually or in Bulk.  For example, you can print Invoices immediately after Invoice Entry, from the Item Invoicing Screen, from the Customer’s Account, from the Transaction Grid, and using the Bulk Document Emailing facility.  In most cases, you are offered the choice of applying one of your pre-defined Templates and in others the system will use your chosen Default.   For example, here from within the Customer’s Account;

You are also provided with an entry to the Invoice Customisation functionality here also in case you want to partially modify an existing Invoice Style for a particular instance (or indeed create a new Style).

And in the Bulk Email functionality;

And from the Sales Reports Manager;

5.     Using the Colour Palette:

If the Panel of Colours presented for either the Background or the Text is not to your preference you can choose other Colours by clicking on “More Colours”;

This will invoke the following Window;

Start by picking a colour from the hexagon on the left hand side (By clicking on the desired spot).  Then move to the Right Hand Side and choose the Shade.  When you are happy with the colour, copy the selected colour code from the box to the clipboard, close the Colour Picker Window and paste the colour code into either the Background Colour the Text Colour box as required;

To insert the exact colour you wish please follow these steps:

1.     Copy and then paste an image with the colour you wish into Paint.
2.     Use the colour picker tool in paint and click on your colour.
3.     Click Edit Colours  & this presents the section where you see the Red, Green and Blue RGB numbers for example– 70, 130 & 180. Make note of these.
4.     Go to the following site   http://www.javascripter.net/faq/rgbtohex.htm .
5.     Insert the values from 4 above in here and click convert.
6.     Open the setup > Invoice customization screen and insert these numbers after # into the Colour Scheme > Choose Column Background Colour box.
7.     Click Save style