7.5.2 Configure your Invoice Layout
- Former user (Deleted)
- Former user (Deleted)
- Liga Bandere
To fully use the invoice pdf generator functionality, customize the invoice layout to meet your company's requirements.
Make sure that 6.1.8 Invoice Item PDF Settings are correct.
1. Create a new Invoice Preference record
When creating a new Invoice preference: from the App Launcher, go to Quote Preference and click on the New button.
Then select the record type to determine the format for your PDF:
"Landscape" or
"Portrait".
Please avoid using the outdated older record types that have been deprecated.
2 Edit the Invoice Design
You can modify an existing Quote Preference and change different aspects of the current Invoice design.
3 Landscape Invoice PDF
Explore the various features of customizing Landscape Invoice PDF, and look into its functionalities in detail below:
3.1 Standard Invoice Information I
Field Label | Function |
|---|---|
Show Cover Letter | Check if you need the first cover page or not |
Show Only Cover Letter | If checked only the first page of the offer is created |
Volume discount scale | Provide pricing information which shows on all invoices: Enter volume discount scales which are printed on your PDF if you offer those to all of your customers (You can store different version if using Legal Entities) |
3.2 Standard Invoice Information II
Field Label | Function |
|---|---|
RecordType Name | Displays your chosen record type and lets you change it here. |
Invoice Preference Name | Give your Invoice setting a name. |
Logo file name | Displays the selected image file for you logo. |
Logo |
|
Color Hex Code (Background) | Changes the color code of your table on the second page. Please enter the color in hexadecimal. Also refer to 26. |
Color Hex Code (Table Header) | Changes the color code of your table headers on the second page. Please enter the color in hexadecimal. Also refer to 21. |
Left Header Image Source | Allows you to additionally to your logo display the Logo of your customer, agency network or other. Either on the left or right see 9? |
Left Header Image only on Cover Letter | Defines if Left Header Image is displayed on Cover Page/Cover Letter |
Show Left Header Image on Invoice | Defines if Left Header Image is displayed by document type "Invoice" |
Show Left Header Image on Cancellation | Defines if Left Header Image is displayed by document type "Cancellation" |
Show Left Header Image on Credit Note | Defines if Left Header Image is displayed by document type "Credit Note" |
Show Left Header Image (CN Cancellation) | Defines if Left Header Image is displayed by document type "Credit Note Cancellation" |
Hide Notes Box - always | Always hides the Notes Box below the table |
Show rounding note | If checked the label "RoundedValuesHelptext" will be displayed. 7.5.8 Rounding Issues |
Hide Fax | Hides the Fax information of Contacts on your invoice |
Active | Tick the checkbox to activate the layout. If you are not using Legal Entities only the ONE active settings record gets used for all invoices |
Show Footer Html | Activates the footer html label which is referenced by the labels FooterHtml and FooterHtml_BA. |
Show Logo | Check this if you like to display the logo. Make sure you have selected an image by adding you logo. |
Hide additional fees | If checked additional fees/surcharges are not printed on the summary page. |
Show Gross Campaign Cost | Displays the Gross Amount on your invoice if checked. |
Right Header Image Source | Allows you to additionally to your logo display the Logo of your customer, agency network or other. Either on the left or right see 9 |
Hide Box (Technical Specifications) | Hides the box with Technical Specifications. |
Show Signature Block on Invoice | Defines if the signature block is displayed by document type "Invoice" |
Show Signature Block Cancellation | Defines if the signature block is displayed by document type "Cancellation" |
Show Signature Block on Credit Note | Defines if the signature block is displayed by document type "Credit Note" |
Show Signature Block (CN Cancellation) | Defines if the seller signature block is displayed by document type "Cancellation" |
Hide Notes Box - if empty | Only hides the Notes Box below the table if the description field is empty |
Show total discount only | If checked the offered discounts are added up and displayed as one sum. |
Disable Page Break Before Text Blocks | If checked page breaks are disabled before text blocks |
Show Signature Block Below Text Blocks | If checked the Text Blocks are shown according to their Sort Order beneath payment conditions and before signature block |
Show Total Sales Price | If checked, the Sales Price column will be replaced by the total sales price. The Total Sales Price is calculated by the Sales Price and the Sales Price Surcharges. |
Hide Totals | If checked, the total amount calculations is not displayed, clients will only see a list of packages/components to select from. If checked, the individual components contributing to the total calculation, such as gross amounts, discounts, and fees, are hidden |
Field Label | Function |
|---|---|
Hide Info Table (Cover Letter) | Hide the info table on the cover page. For more information read this 7.5.1.4 Customize the Info Table for the PDF Cover Letter |
Address Block (1st Page) | Address Block (1st Page) Defines who to send the cover letter to and which fields to use. |
Info Table (Cover Letter) | If you don't hide the info table and you have enabled the cover letter use these fields to define what data is shown in the info table on the first page. (Version 2.82 and up: Make sure to not add the "Valid Until" field here as otherwise you duplicate it on the document) |
Contact Information (2nd Page) | The four fields define the four columns above your media campaign table on the second page. You don't have to use all four. |
Field Label | Function |
|---|---|
Hide Package Component Details | (Columns with Fields not rows); By default, all package components are hidden, if you like to show package component details to your customers, set this directly in the Campaign Item (see 3.6 Packages for more information). If you then want to hide certain fields, please activate this checkbox and enter which fields you want to hide in the Hide Package Component Fields field. |
Hide ad hoc Package Component Details | If you want to hide certain fields, please activate this checkbox and enter which fields you want to hide in the Hide Package Component Fields field. |
Show Contact's mailing address | If checked, the PDF will show the contacts mailing address instead of the accounts billing address |
Quantity Discount decimal places | The number of decimal places which will be displayed for the quantity discount. |
Agency Discount decimal places | The number of decimal places which will be displayed for the agency discount. |
Show dates on Package Header | When this setting is activated, the Start and End Date of Ad Hoc Packages will be summarised in the Package Header on your Invoice. |
Hide Package Component Fields | In this list you can define which fields should be hidden for package components in the PDF. Please see the table below for more information. (Please note that the value in the fields will not display for components only, Package Header fields will still be populated.) |
Hide ad hoc Package Components | When this setting is activated, ad hoc package components will be hidden on the PDF. Read more about this setting right here: 3.6.4 Ad Hoc Packages | id 3.6.4AdHocPackages HideComponentsonPDF |
Customer Discount decimal places | The number of decimal places which will be displayed for the customer discount |
Special Discount decimal places | The number of decimal places which will be displayed for the special discount. |
3.3 Enable Multiple Currencies on PDFs
Field Label | Function |
|---|---|
Additional currencies to be show | Define the additional currencies to be shown on the PDF as per the fixed exchange rate. You can find more information on: 7.5.10 How to show multiple currencies on the PDFs? |
Date for fixed exchanged rate | Please select the date which should determine the relevant exchange rate to be used. You can find more information on: 7.5.10 How to show multiple currencies on the PDFs? |
3.4 Show Campaign Period and Show Item Period
Field Label | Function |
|---|---|
Show Campaign Period | Shows the start and end dates of the Media Campaign Period on the Invoice |
Show Item Period | Shows the accounting start and end dates for the specific campaign item on the invoice. |
3.5 PDF Font Sizes
Field Label | Function |
General Font Size | Size defined in this field will be set on all PDF, except below |
Font Size My Address (Cover) | Size defined in this field will be set on PDF for Company address on the cover page |
Font Size Tables (Cover) | Size defined in this field will be set on PDF for the tables on the cover page |
Font Size Titles | Size defined in this field will be set on PDF for the titles and the salutation on the PDF |
Font Size Postal Recipient (Cover) | Size defined in this field will be set on PDF for the postal recipient on the cover page |
3.6 PDF Labels
Field Label | Function |
|---|---|
First Page Address Information | Link here to your custom label to configure the Footer on the cover letter. |
Footer Full Size Data | Link here to your custom label if you are using a Full Size Footer on your invoice. |
Footer Middle Data | Link here to your custom label if you are splitting your Footer in Middle Data on your invoice. |
Footer Html Data | Link here to your HTML custom label if you are using a Full Size Footer on your invoice. |
Quantity Discount Column | Link here to your custom label to configure the Quantity Discount Column label in the price matrix |
Customer Discount Column | Link here to your custom label to configure the Customer Discount Column label in the price matrix. |
Agency Discount Column | Link here to your custom label to configure the Agency Discount Column label in the price matrix. |
Special Discount Column | Link here to your custom label to configure the Special Discount Column label in the price matrix. |
Technical Specifications | Link here to your custom label to configure the Technical Specifications label for your invoice. |
Conditions of Payment | Link here to your custom label to configure the Conditions of Payment label for your invoice. Enter {hide} in the field when the label should be hidden. |
Same Value (B1/N1) Sum Block | Link here to your custom label to configure the label to use when B1 = N1, or use existing custom labels. |
General Salutation | Link here to your custom label to configure the General Salutation label for your invoice. |
Footer Left Side Data | Link here to your custom label if you are splitting your Footer in Left Side Data on your invoice. |
Footer Right Side Data | Link here to your custom label if you are splitting your Footer in Right Side Data on your invoice. |
Quantity Discount Sum Block | Link here to your custom label to configure the Quantity Discount Column label on the cover letter overview and summary block on last page. |
Customer Discount Sum Block | Link here to your custom label to configure the Customer Discount Column label on the cover letter overview and summary block on last page. |
Agency Discount Sum Block | Link here to your custom label to configure the Agency Discount Column label on the cover letter overview and summary block on last page. |
Special Discount Sum Block | Link here to your custom label to configure the Special Discount Column label on the cover letter overview and summary block on last page. |
Delivery Advertising Medium | Link here to your custom label to configure the Delivery Advertising Medium label for your invoice. |
Conditions of Payment Text | Link here to your custom label to configure the Conditions of Payment Text for your invoice. Enter {hide} in the field when the label should be hidden. |
3.7 Field List for Package and/or ad hoc Package Components (Landscape only)
To hide certain fields for package and/or ad hoc Package components they have to be entered as a line-separated list (see above). The fields need to be written like in the table below, to be recognized by the system. If you don't enter any fields in the list, the following default fields will always be hidden for package components (when the Hide Package Components Details checkbox is active):
Sales Price
Amount
Quantity Discount
Customer Discount
Agency Discount
Special Discount
Amount net
Agency Commission (%)
Amount net/net
additional fees
4 Portrait Invoice PDF
For the portrait PDF, you have most of the same, but slightly different configuration options.
You can either create a new layout or edit an existing layout. In both cases you can change numerous aspects of the layout's design, here are a just few:
Showing the Campaign Period and Item Period
Due to limited spacing on the Portrait PDF, using item period is not advised where Ad Spec Names are too long or do not contain relevant spaces to insert a line break
Hiding/showing certain elements
Add your logo to your invoice (Max 100x200 px). Make sure to tick the checkbox Show Logo. Optionally you can also use the left header or right header image source check out the details 7.5.5.1 Add your Customer's LOGO to PDFs.
Tick the checkbox to activate the layout. If you are using legal entities, please check the documentation 7.2.6 Configure Legal Entities
Click Save to complete the creation or editing of the invoice layout.
4.1 PDF settings
Field Label | Function |
|---|---|
RecordType Name | Displays your chosen record type and lets you change it here. |
Invoice Preference Name | Give your Invoice setting a name. |
Logo file name | Displays the selected image file for you logo. |
Logo |
|
Left Header Image Source | Allows you to additionally to your logo display the Logo of your customer, agency network or other. Either on the left or right see 9? |
Left Header Image only on First Page | Defines if Left Header Image is displayed on the first page |
Show Campaign Period | Shows the Campaign Period on the Invoice |
Show Left Header Image on Invoice | Defines if Left Header Image is displayed by document type "Invoice" |
Show Left Header Image on Cancellation | Defines if Left Header Image is displayed by document type "Cancellation" |
Show Left Header Image on Credit Note | Defines if Left Header Image is displayed by document type "Credit Note" |
Show Left Header Image (CN Cancellation) | Defines if Left Header Image is displayed by document type "Credit Note Cancellation" |
Hide Box (Technical Specifications) | Hides the box with Technical Specifications. |
Show Contact's mailing address | If checked, the PDF will show the contacts mailing address instead of the accounts billing address |
Hide additional fees | If checked additional fees/surcharges are not printed on the summary page. |
Active | Tick the checkbox to activate the layout. If you are not using Legal Entities only the ONE active settings record gets used for all invoices |
Show total discount only | If checked the offered discounts are added up and displayed as one sum |
Show Logo | Check this if you like to display the logo. Make sure you have selected an image by adding you logo |
Right Header Image Source | Allows you to additionally to your logo display the Logo of your customer, agency network or other. Either on the left or right see 9 |
Show Gross Campaign Cost | Displays the Gross Amount on your invoice if checked. |
Show Item Period | Shows the Item Period on the Invoice Due to limited spacing on the Portrait PDF, it is advisable not to use the "Item Period" feature when Ad Spec names are excessively long or lack appropriate spaces for inserting line breaks. |
Show Signature Block on Invoice | Defines if the signature block is displayed by document type "Invoice" |
Show Signature Block Cancellation | Defines if the signature block is displayed by document type "Cancellation" |
Show Signature Block on Credit Note | Defines if the signature block is displayed by document type "Credit Note" |
Show Signature Block (CN Cancellation) | Defines if the seller signature block is displayed by document type "Cancellation" |
Show Footer Html | Activates the footer html label which is referenced by the labels FooterHtml and FooterHtml_BA. |
Show rounding note | If checked the label "RoundedValuesHelptext" will be displayed. 7.5.8 Rounding Issues |
Hide Fax | Hides the Fax information of Contacts on your invoice |
Show Net Price | If checked the net sales price of this Invoice item is shown |
Disable Page Break Before Text Blocks | If checked page breaks are disabled before text blocks |
Show Signature Block Below Text Blocks | If checked the Text Blocks are shown according to their Sort Order beneath payment conditions and before signature block |
Hide Totals | If checked, the total amount calculations is not displayed, clients will only see a list of packages/components to select from. If checked, the individual components contributing to the total calculation, such as gross amounts, discounts, and fees, are hidden |
4.2 Enable Multiple Currencies on PDFs
Field Label | Function |
|---|---|
Additional currencies to be show | Define the additional currencies to be shown on the PDF as per the fixed exchange rate. You can find more information on: 7.5.10 How to show multiple currencies on the PDFs? |
Date for fixed exchanged rate | Please select the date which should determine the relevant exchange rate to be used. You can find more information on: 7.5.10 How to show multiple currencies on the PDFs? |
4.3 PDF Labels
Field Label | Function |
|---|---|
First Page Address Information | Link here to your custom label to configure the Footer on the cover letter. |
Footer Full Size Data | Link here to your custom label if you are using a Full Size Footer on your proposal. |
Footer Middle Data | Link here to your custom label if you are splitting your Footer in Middle Data on your proposal. |
Footer Html Data | Link here to your HTML custom label if you are using a Full Size Footer on your proposal. |
Quantity Discount Column | Link here to your custom label to configure the Quantity Discount Column label in the price matrix |
Agency Discount Column | Link here to your custom label to configure the Agency Discount Column label in the price matrix. |
Technical Specifications | Link here to your custom label to configure the Technical Specifications label for your proposal. |
Conditions of Payment Text | Link here to your custom label to configure the Conditions of Payment Text for your proposal. Enter {hide} in the field when the label should be hidden. |
General Salutation | Link here to your custom label to configure the General Salutation label for your proposal. |
Footer Left Side Data | Link here to your custom label if you are splitting your Footer in Left Side Data on your proposal. |
Footer Right Side Data | Link here to your custom label if you are splitting your Footer in Right Side Data on your proposal. |
Customer Discount Column | Link here to your custom label to configure the Customer Discount Column label in the price matrix. |
Special Discount Column | Link here to your custom label to configure the Special Discount Column label in the price matrix. |
Delivery Advertising Medium | Link here to your custom label to configure the Delivery Advertising Medium label for your proposal. |
Same Value (B1/N1) Sum Block | Link here to your custom label to configure the label to use when B1 = N1, or use existing custom labels. |
5 Custom Labels Billing & Accounting
For more instructions on changing custom labels on your Invoice PDF, please visit this Wiki page: 7.5.2.5 Configure Custom Labels on your PDF.