Invoice Templates > Detail tab

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Use the Detail tab of the Invoice Templates screen to enter detailed information about individual invoice templates.

Choose Setup > Invoice Templates.

Fields & buttons

The fields that are available vary based on the transaction type. As you enter or modify information in this section, the application updates the corresponding information in the Rapid tab.

  • Template ID. (Required) Enter up to 11 characters to use for this template. For on demand templates, this Template ID will be available for selection in the Template field in the Enter Invoices > Rapid tab and the Enter Invoices > Detail tab.
  • Description. Enter up to 50 characters to use as the description for this template.
  • Template type. (Required) Select the applicable template type.
    • Select Scheduled to have the application automatically create invoices from this template on the schedule specified in the Schedule Details section below.
    • Select On demand to make this template available for selection in the Enter Invoices screen for you to create invoices from this template at any time.
  • Customer ID / Name. (Required) Select the customer for whom to create the invoice from this template, or add one on the fly. The drop-down list includes all customers that were set up for the selected client in the Setup > Customers screen. The application automatically enters the customer name in the Name field.

    Note: You can select more than one customer for scheduled-type templates by clicking the Ellipsis Ellipsis button button next to the Customer ID field.

  • Type. (Required) Selection the type of transaction to create from the template — Invoice or Credit memo.
  • Journal. Select the appropriate journal to use for the invoices created from this template. The drop-down list includes all journals that were set up in the Setup > Journals screen.
  • Reference. Enter up to 16 characters to use as the reference for invoices created from this template.
  • AR account. (Required) Select the applicable GL account to use for invoices created from this template.
  • Payment term. Select the payment term to use for invoices created from this template, or add one on the fly.
  • PO#. Enter up to 16 characters to use as the PO number for invoices created from this template.
  • Message. Enter text to include on invoices created from this template. For example, you may want to include "Thank you for your business!"

    You can enter up to 1,000 characters of text. Depending on the length of the message, you may want to click the Ellipsis Ellipsis button button to open the Message dialog, where you can enter and view the text in a separate dialog that includes spell check functionality.

  • Items tab. Select the invoice items to include on invoices created from this template. The drop-down list includes all active Item, Service, Other Charge, Group, and Discount items that were set up in the Setup > Invoice Items screen. If necessary, you can modify the description. The description can be up to 1,000 characters long. Depending on the length of the description, you may want to click the Ellipsis Ellipsis button button to open the Description dialog, where you can enter and view the text in a separate dialog that includes spell check functionality.

    For each item you select, enter the quantity to include. The application calculates the amount based on the price and quantity.

    If the items on the invoice are taxable, select the applicable sales tax item. The drop-down list in the Sales tax item field includes all sales taxes and sales tax groups set up in the Invoice Items screen for the selected client.

    As you select items and enter quantities, the application displays the invoice total, including shipping and sales tax below the tabbed pages.

  • Shipping tab. Specify the shipping information for the invoices created from this template. Select the shipping address and shipping item, and then enter the shipping amount and date. You can also specify the name of a specific person to whom to address the invoice.
  • Notes tab. Enter any notes that apply to the invoices created from this template.
  • Recurs. (Required for scheduled templates) Select the frequency at which to create invoices from this template.
    • Monthly. To create invoices on the same day of the month, click the Create on day <x> of every <x> month(s) option, and then select the day number from the first field and the number of months between invoices from the second field.

      Example: To create an invoice on the 15th day of every month, choose: Create on day 15 of every 1 month.

      To create the invoice on the same day o the week, click the Create on the <x> <day> of every <x> month(s) option, select the number and day, and then select the number of months between invoices.

      Example: To create an invoice on the second Friday of every other month, choose: Create on the Second Friday of every 2 months.

    • Semimonthly. Enter the day of the month on which to create the first and second invoices from this template.

      Example: To create invoices on the 15th and 30th of every month, choose: First day: 15 and Second day: 30.

    • Weekly. Enter the number of weeks between which to create the invoices, and then mark the checkbox for each day of the week to create it.

      Example: To create invoices on Tuesdays and Fridays every three weeks, choose: Create every 3 and mark the Tuesday and Thursday checkboxes.

  • Must occur on weekdays. To create an invoice on the closest weekday within the same posting period if it falls on a weekend, mark this checkbox. if the scheduled date is a Saturday, the application will create the invoice on the Friday before; if the scheduled date is a Sunday, the application will create it on the Monday after.
  • Start date. (Required for scheduled templates) Enter the date for the application to use to determine when to start creating invoices from this template.

    For example, if the template is set up to create an invoice every 12 months on the first day of January and the start date is January 15, 2014, the application will create an invoice on January 1, 2015.

  • Prompt before creating transaction(s). Mark this checkbox to have the application prompt you when invoices are scheduled to be created. The application will open the Create Scheduled Transactions from Templates dialog when you open the Enter Invoices screen and the client is in the current posting period. In the dialog, you can select specific invoices to create for the client. For each invoice, you can select or update
  • Create <x> days in advance. To create a scheduled invoice a specific number of days before the invoice date, enter that number in this field.

Select the criteria to determine when to stop creating invoices from this template. if you select No end, the application will continue to create invoice from this template until you change this setting or delete the template. If you select Amount or Number of instances, the following fields are available.

  • Total. Enter the total amount across all invoices to create from this template (Amount), or the total number of invoices to create from this template (Number of instances).
  • Less completed. This field displays the amount for or number of invoices already created from this template. Each time the application creates a scheduled invoice from this template, it updates the amount or number in this field.
  • Adjustment. If necessary, enter a positive or negative value to bring the value in the Remaining field to the correct amount or number.

    Example. You will be invoicing a customer $200 per month, beginning November 1, 2014 ($1,200 total). The client is a year-end client, and the 2014 year has been closed. Enter or select the values to set up the template.

    End schedule based onTotalAdjustment
    Amount 1,200 400
    Number of instances 6 2
  • Remaining. This field displays the total amount or number of invoices remaining to be created. When this amount reaches 0.00 or the number reaches 0, the application will stop creating invoices from this template. Because the application will not exceed the total scheduled amount, it will reduce the transaction amount for the last invoice created from the template if necessary.

Related topics

Setting up and using invoice templates

Entering customer invoices

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