Invoice and Credit Note Templates are configured in Setup / Extensibility / Templates / Templates
Templates are used to design the layout and content of invoices and credit notes. To make templates easy to create and edit they are designed in Microsoft Word and can utilize provided variables in order to insert dynamic data (e.g. a contact's name, account id, account balance, etc.).
Locales need to be setup under the owner configuration screen.
The Templates panel on the left of this screen allows you to select existing templates to view and edit on the Edit Template panel to the right. Actions are also available in this panel which are shown as icons above the Filter text box. The available actions are described below.
Generates and downloads a pdf preview of your invoice and credit note templates
Deletes the template (if not in use/configured on another entity)
Adds a new template
The information in this panel reflects the currently selected template. From here you can change the template configuration (fields will display a red left border if a value is required and purple text if the field is read-only and cannot be modified).
Name: a unique and descriptive name indicating where the template is used. E.g. for an invoice template you could enter a name that matches the bill group name and includes the currency the invoice will display (for example, 'Enterprise - USD')
Active: enables or disables the template. An inactive template will not be listed when configuring entities that can use the template
Description: an optional description which can summarize what the template contains/the recipients it applies to
Locale: determines the currency symbol rendered in the invoice/credit note PDF when variables showing amount values are configured in the template
Type: determines if the template is used for rendering credit notes or invoices
Hide Zero Value Invoice Item: allows transaction amounts of zero dollars to be hidden on the invoice. This setting is useful in hiding summary charges (e.g. a summary of all recurring charges presented on the invoice) if the summary amount comes out to zero
Upload: used to upload a new or updated Word template
Download: used to download the current Word template that is configured on the template
Field Tagger: when selected a modal will appear providing a list of variables that can be used in the credit note/invoice template. The option to download a csv version of the list is also present on the same modal screen
Last Modified Date: auto-populated field which displays the date and time that the template document was last modified (when the most recent version was uploaded)
Modified By: auto-populated field which indicates which user uploaded the most recent version of the template
From here you can select invoice reports that you have setup in the system in order to pull data from those reports and present the data in the invoice template. See the Embedded Reports in Templates article for more information.
Date: sets the date format rendered on the invoice/credit note when dates are inserted using variables. You can mouse over this field to display sample values
Date/Time: sets the date and time format rendered on the invoice/credit note when dates and times are inserted using variables. You can mouse over this field to display sample values
Precision: sets the number of decimal places to round to when displaying amount values. For example, if precision is set to '2' then an amount of 7.5567 will be displayed on the invoice/credit note as 7.56 (with the appropriate currency symbol also displayed based on the locale configuration)
Under the Templates heading on the left click the icon
Under the Add Template heading on the right specify the template details. See the Invoice & Credit Note Templates screen help for a description on the available fields and options
To modify an existing template click the Download button, open the Word document and modify it as needed
To update the template, click the Upload button, browse to the updated Word document and click Open
To apply the changes made to the template click Save
Under the Templates heading on the left click the template you wish to edit
Under the Edit Template heading on the right modify the template details. See the Invoice & Credit Note Templates screen help for a description on the available fields and options
Click Save when you have finished making changes
Note: Templates that are in use cannot be deleted. In order to delete a template that is in use, first determine which entities are configured to use the template that you wish to delete and then change the entities to use another template.
Under the Templates heading on the left select the template you wish to delete
Under the same Templates heading click the icon
On the confirmation dialog that appears select Yes