Configuring the invoice layout

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Infradox XS + invoicing module

Last update
13 November 2015 

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Invoicing module FAQ

Introduction

The invoicing module is web based and it is used to both create invoices for files in orders (repro) and to create free format invoices. The Infradox report broker software - which runs on your web server - is used to create printable PDF and/or Word versions of your invoices. This article describes how you can configure your invoice layout. Go to Site configuration in the Admin menu, and click "Invoice settings" in the bar on the left. 

Important settings

Most settings are self explanatory, the list below only shows the ones that require a bit more explanation:  

  • Layout
    There are currently four invoice layouts available. The most important difference between the two main layouts is that layout 1has a discount column (i.e. printed on each invoice detail line), and layout 2 prints any discounts as a total at the bottom of the invoice only. If there's no discount, this part is completely omitted from the invoice footer. 
    In XS version 26.5 you can also print thumbnails on the invoices. Choose layout 3 or 4 if you want this.
  • Invoice label 
    26.5 or later. By default the word Invoice is printed. You can change this to something else in the field Invoice label.
  • VAT/Sales tax label
    This is the label that will be printed in the invoice footer in front of the tax amount. Note that it is a good idea to include the percentage in the label. Even when you create an invoice that doesn't include tax/vat, in most countries it is still required to display the correct label. E.g. BTW 21% or VAT 19%.
  • Settlement days
    The Settlement days setting is used to calculate the invoice due date (e.g. payment within xx days). You can change this setting for each user account separetely and you can create a default setting for new user accounts too (Site configuration, New user defaults). If you create an invoice for a user account for which the Settlement days parameter is 0, then the invoice layout's default will be applied.
  • Hide numbers/amounts if 0 for invoice details
    You can add invoice details without an amount. This setting will hide the quantity, price and amount columns but the description for such invoice details will still be printed.
  • Logo file
    If you want to use a logo on your invoices, then you'll have to upload a jpeg file via Site configuration, Website files, Invoice logo. Note that the file name must be invoicelogo.jpg. To activate the logo, simply enter the name invoicelogo.jpg in the box. 
  • Macro for file details
    If an invoice detail is linked to an order detail, you can choose to print just the detail description (which would generally contain information about the use of the file) or you can add the file information above or underneath the description. The file information line is created by use of a so called macro so that you configure what you want printed. You can use the following codes in the macro: 
    [apifileref] the id of the file as stored in the order detail
    [apifileid] the technical id of the file
    [apiname] the name of the api
    [apicredit] the credit as stored in the order detail
    [apifiledesc] stored file description
    [supplierid] the id of the linked supplier
    [suppliername] the name of the linked supplier
    [groupid] the supplier group id
    [groupname] the supplier group name
    [ordernr] order number
    [br] line break
    Note that the macro can also contain fixed text. For instance [apifileref] [apicredit] / infradox.com - Order [ordernr]. In this example the / infradox.com - Order part is fixed text, the rest is populated from the stored database details.

    [apifileref] outputs the value of the column that you have configured as the file reference column. E.g. the technical id [apifileid] may be 00001234 but you may have configured the iptc field objectname as the file reference column, which may contain something like AWC9812. 
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