System allows to create custom invoice request templates in Excel format. These templates are used when consignment invoice requests are generated and sent to vendor in PDF or Excel format.
To create a new template, create new Excel file and using following tags prepare desired order structure:
Customer information
| <NAME> |
From system settings
|
| <ADDRESS> |
From system settings
|
| <PHONE> |
From system settings
|
| <EMAIL> |
From system settings
|
General information
| <INVOICE_REQUEST_ID> | ID of the invoice request |
| <DATE_FROM> |
Starting date of consumption invoice request
|
| <DATE_TO> |
Ending date of consumption invoice request
|
| <CURRENCY> |
Currency defined for vendor
|
| <INVOICE_REQUEST_TOTAL_PRICE> |
Total purchase price of items in an invoice request
|
Deliver information
| <STOCK_NAME> |
Name of target stock
|
| <VENDOR_NAME> |
From vendor information
|
| <VENDOR_ID> |
From vendor information
|
| <CUSTOMER_NUMBER> | |
| <TERMS_OF_PAYMENT> |
Order content
| <PRODUCTS> |
Starts products section. Section must be closed with related tag. This tag must be always placed on the first column of a template
|
| <LINE_NUMBER> | Line number of item in invoice |
| <ITEM_ID> | ID of item |
| <ORDER_CODE> | Item order code |
| <CONSUMED_QTY> |
Quantity consumed in specific period (in dispense unit)
|
| <ITEM_NAME> | Item name |
| <ITEM_DESCRIPTION> | Item description |
| <ITEM_BAR_CODE> |
Bar code of an item
|
| <UNIT_OF_MEASURE> |
Dispense unit of measure of an item
|
| <ITEM_MANUFACTURER> |
Name of item\’s manufacturer
|
| <ITEM_MANUFACTURER_ID> |
Manufacturer ID of an item
|
| <ITEM_PRICE> |
Item purchase price per dispense unit
|
| <TOTAL_PRICE> |
Total item purchase price
|
| </PRODUCTS> |
Ends products section. This tag must be always placed on the first column of a template
|
When invoice is generated using the template, all fields using these tags are replaced with information from the system. For consumed products content inside <PRODUCTS> tag will be repeated for each item in an invoice.
It is recommended to insert one empty column as most right column to ensure, that all information will be filled correctly
Pair tags <PRODUCTS> must be always placed on the first column of a template, otherwise will be ignored
Example of invoice template in Excel file is shown below:
| CUSTOMER | No.: <INVOICE_REQUEST_ID> | ||||
| <NAME> | Customer no.: <CUSTOMER_NUMBER> | ||||
| <ADDRESS> | |||||
| <PHONE> | Stock: <STOCK_NAME> | ||||
| <EMAIL> | |||||
| Period | |||||
| VENDOR | From: |
<DATE_FROM>
|
|||
| <VENDOR_NAME> | To: | <DATE_TO> | |||
| Order code | Item | Consumed quantity | |||
| (pieces) | |||||
| <PRODUCTS> | |||||
| <ORDER_CODE> | <ITEM_NAME> | <CONSUMED_QTY> | |||
| <ITEM_DESCRIPTION> | |||||
| </PRODUCTS> |
Invoice templates support formatting of data cells – changing font colors, size and style, cell colors and sizes are supported. Custom images can be inserted to be a part of the template. More than one tag can be used in single cell.
When defining a template, always take care to page layout. To check layout of fields on a page, select ‘View’ -> ‘Page layout’ in Excel and set the layout properly
When template is prepared, insert it into system in system settings to enable it (Purchase). Specify invoice as template type.