About Styles

The Document Customisation feature lets you easily control the look and content of the Sales Invoices and Credit Notes (Item and Batch) that you email or print for your customers. 

An example style:

Style templates can be applied to documents from the following locations:

• Sales Item Invoice listing grid
• Sales Batch Invoice Listing grid
• Customer Transaction entry screens
• Transaction Browser
• Bulk Email and individual email screens
• Report Manager

First, create document style templates for each document type. Then assign them to each customer account. If no style template is assigned to an account, using the bulk emailing will provide that option. 

Style Template Use Cases

Create as many different style templates as fits your business needs. Scenarios could include:

• Item Sales invoices that include unit price and quantity line details.
• Service or maintenance invoices that exclude line details, just giving overall totals.
• Invoices that require a discount column.
• Invoices that require specific payment terms and associated payment text.
• Invoices that need to be sent from a different registered company.
• Credit Notes that exclude bank and payment details. 
• Group companies that require different invoice details for their entities, such as branding or addresses.

Permissions

In Maintain Menu Profiles, assign either the following permissions to the relevant users:

• Document Customisation Listing: View template listing.
• Add/Edit Invoice/Credit Note Template: Create and update templates.

See:

2.6 Document Customisation - AIQ Academy

Managing Customer Master Records 

Printing Sales Documents and Reports 

Emailing Sales Invoices and Customer Statements 

Using the Report Manager 

Creating Sales Item Invoices 

Creating Sales Batch Invoices 

Creating Credit Notes 

Creating Sales Batch Credit Notes 

Using the Report Manager 

Creating a Style

1. Go to Setup > Document Customisation.
   
2. In the New Template dropdown, select either:
   • New Item Invoice
   • New Item Credit Note
   • New Batch Invoice
   • New Batch Credit Note
     
3. Complete the tabs as below. 
4. Finally:
   • Save New Style: Click to create a new style. 
   • Save Style: Click to update an existing style.
   • Cancel: Exit without saving.

Styling

Enter the following:

• Template Style: Select the template style to update or form the basis of a new style.
• Template Name: 
  • If you are creating a new style, give it a meaningful name. This will allow you to find it easily in reports.
  • If you are updating an existing style, keep the name the same.
• Use as default style: Tick this box if you want this style to be the default for this document type. The default will be used if no document style is selected during the emailing or printing process. Each document type needs one template set as default. If there is an existing default style, selecting default here will remove the status from the previous style. 

Appearance: 

Set the following:

• Background Colour: Enter the Hex Code.
• Font Colour: Note, the colour scheme will be applied to the field labels, not the field contents.
• Title for Processed Invoice: For example, Unposted Invoice or a Draft Invoice.
• Title for Posted Invoice
• Font Type: Select from Calibri, Tahoma, Arial, Montserrat, or Times New Roman.
• Logo: This lets you use entity branding for customer facing documents.

 

 

Header

Company Details: 

• Complete the details manually. Alternatively, click the option to Populate from Company Details & Settings and update any details if necessary. For example, you may not want to use the Head Office phone numbers on Sales Invoice, or the accounts department might have a different email address.
• Decide whether to include the Delivery Address and Invoice Printed Notes on the document. Delivery address details come from the Invoice, or if empty, from the Customer Master Record.

Header Details: 

Select to include Account No, Credit Terms, Customer Tax No, or Currency. If desired, you can rename these terms using the fields provided.

 

 

Totals

If desired, rename any of the terms using the fields provided.

Total Details:

• Net
• Tax/VAT:  Edit the default name depending on your locale - VAT for UK and Ireland, Tax for US, GST for AUD.
• Discount
• Invoice Total
• Base Currency Values

VAT Details:

• Net
• Rate
• TAX/VAT Amt.
• Base Currency Values

Bank Details:

• Bank Name
• Account Code
• Sort Code
• BIC/SWIFT Code
• IBAN

Payment Advice: 

• Enter any legal advice here.

 

 

Footer

If desired, rename these terms using the fields provided.

Terms and Conditions: 

• Enter any text here.

Additional Text: 

• Enter any text here.

Footer Details:

Use populate from Company Details & Settings to automatically populate the fields or complete them manually.

• Tel
• Fax
• Web
• Email
• Co. Reg: This has a fields to enter the details and a field to re-label this term.
• Tax No: This has a fields to enter the details and a field to re-label this term.

 

 

In the Document Customisations grid, you can search the grid:

• View details of all templates that have been created.
• Add and remove columns.
• Use both basic and advanced filters to search the grid.
• Export the grid to Excel.

In addition, the Actions dropdown has the following options:

• Edit: Templates can also be opened for editing by clicking on the blue hyperlink. 
• Duplicate: Duplicated templates will appear with the same name and ‘(Copy)’ appended.
• Delete: Note that if the style is a default, it cannot be deleted. First, remove its default status by assigning another template as the default.

Set Default Style for Customer

In the Customer Master Record, you can link styles in the Document Templates dropdowns.

Styles in Printing

See Printing Sales Documents and Reports for further details.

Styles in Emailing

When emailing sales documents to clients, you can select a style in the Invoice Style field. For more details, see Emailing Sales Invoices and Customer Statements.

Styles in the Reports Manager

The Report manager lets you access any sales documents that were created with your templates. For more on the report manager, see Using the Report Manager.

1. Go to Reports > Report Manager.
2. Select the desired document reprint report.
3. Select the relevant style from the dropdown.
4. Set your parameters and click View.