7.5.2 Configure your Invoice Layout

In order to take full advantage of the invoice pdf generator functionality, customize the invoice's layout to fit your company's needs. Navigate to the Overview tab and select the Invoice Preferences. Also, make sure that the following  6.1.8 Invoice Item PDF Settings are correct. 

Open the App Launcher and search for Invoice Preferences.

1. Create a new Invoice Preference record

Click on the New button and select the format for your PDF by picking a record type

  1. "Landscape" or

  2. "Portrait".

Make sure not to use the deprecated older record types anymore.

Edit the Standard or create a new record. When you create a new Invoice preference, you can choose between different record types: one uses the portrait format, the other uses a landscape format.

2 Edit the Invoice Design

You can either create a new preference or edit an existing preference. In both cases, you are able to change numerous aspects of the Invoice’s design. Depending on the record type you choose, the options for configuration differ greatly. 

2.1 Landscape Invoice PDF

 

You can either create a new layout or edit an existing layout. In both cases you are able to change numerous aspects of the layout's design, here are a just few:


2.1.1 Standard Invoice Information I

Field Label

Function

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 Scales

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)


2.1.2 Standard Invoice Information II

Field Label

Function

Field Label

Function

RecordType Name

Displays your chosen record type and lets you change it here.
From version 2.119, it is only possible to change the record type when editing an invoice preference. To change the record type of a preference you are creating, press cancel and start again. 

Invoice Preference Name

Give your Invoice setting a name.

Logo file name

Displays the selected image file for you logo.

Logo

  1. 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.

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. 

 

Field Label

Function

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

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.

Show Contact's mailing address

If checked, the PDF will show the contacts mailing address instead of the accounts billing address
Make sure that your users use the contact wizard 4.2.7 Contact Wizard and Account Lookups. Also check the following page 7.5.6 Configure Address Blocks and Contacts on PDF.

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 Component Details

When this setting is activated, ad hoc package components will be hidden on the PDF. Read more about this setting right here: https://advendio.atlassian.net/wiki/spaces/SO/pages/128559975/3.6.4+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.

Show Advanced Publisher Payout Layout

If checked, and your Media Campaign is a Publisher Payout Credit Note Media Campaign, the Advanced Publisher Payout Credit Note PDF layout will be used.

Show VAT ID of Accounts

If checked, the VAT ID of all accounts shown on the Invoice PDF will be displayed. Introduced in version 2.137, the default value of existing landscape PDFs will be set to true

2.1.3 PDF Labels

 

Field Label

Function

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.
Full HTML Data will only work if you check the checkbox Show Footer Html under Standard Invoice Information section.

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.

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.

2.1.4 Field List for Package Components (Landscape only)

To hide certain fields for 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

2.2 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 are able to change numerous aspects of the layout's design, here are a just few:

  1. Showing the Campaign Period and Item Period

    1. 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

  2. Hiding/showing certain elements

  3. 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.

  4. Tick the checkbox to activate the layout. If you are using legal entities, please check the documentation 7.2.6 Configure Legal Entities

  5. Click Save to complete the creation or editing of the invoice layout.

Field Label

Function

Field Label

Function

RecordType Name

Displays your chosen record type and lets you change it here.
From version 2.119, it is only possible to change the record type when editing an invoice preference. To change the record type of a preference you are creating, press cancel and start again. 

Invoice Preference Name

Give your Invoice setting a name.

Logo file name

Displays the selected image file for you logo.

Logo

  1. 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.

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 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
Make sure that your users use the contact wizard 4.2.7 Contact Wizard and Account Lookups. Also check the following page 7.5.6 Configure Address Blocks and Contacts on PDF.

Hide additional fees

If checked additional fees/surcharges are not printed on the summary page.

Show VAT ID of Accounts

If checked, the VAT ID of all accounts shown on the Invoice PDF will be displayed. Introduced in version 2.137, the default value of existing portrait PDFs will be set to false

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, using item period is not advised where Ad Spec Names are too long or do not contain relevant spaces to insert a line break

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

2.2.2 PDF Labels

Field Label

Function

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.
Full HTML Data will only work if you check the checkbox Show Footer Html under Standard Invoice Information section.

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.

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.

3. Custom Labels Billing & Accounting

Go to Setup and enter Custom Labels in the Quick Find Box.

Open Label

For your invoice confirmations, you are able to adapt any custom label. For editing the invoice layout, customize the labels called assigned to the category Billing & Accounting, e.g. Conditions of Payment Text, Technical Specifications, and Delivery Advertising Medium. Open one of them with a click on the label's name.



Create New Local Translations / Overrides:

 

Click the button New in the translations section.

Enter Text:

 

Choose a language from the pick-list. Only those languages activated in the translation workbench without an existing translation for this label are available. Enter the text in the field Translation Text. Then click Save.
Repeat the last three steps with the all needed labels if necessary.
Please note: Some of the labels are HTML enabled. If you want to insert a break in the label's translation text, please enter <br>. To clear these HTML-enabled text fields, enter " ".