Invoices - Row Fields Part 2
The Row fields that you can use when you design the Form Template to be used by the Invoice form are listed on two pages, as follows:
- Part 1:
- This page:
- Item Information
- Batch Specification Information (Jewellery module)
- "Credit of Invoice" Rows
- "Interest" Rows
- Payment rows - Cash
- Payment rows - Credit Card
- "Perception Tax" Rows
- "Prepayment" Rows
- "Subtotal" Rows
- "Withholding Tax" Rows
Header fields are listed
here.
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Row fields will be printed once for each Invoice row, so in each one you should specify a Line Height and set the Format to "Matrix". If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting. This will remove the decimals even in fields where you have used the Field Argument to control the rounding.
The list on this page describes the row fields that will be printed from "special" Invoice rows (e.g. "Credit of Invoice" rows in Credit Notes, "Interest" rows in Interest Invoices, "Prepayment" rows added by the 'Connect to Prepayment' function, etc). Please refer here for descriptions of the row fields that will be printed from "normal" Invoice rows: An Invoice that contains rows of one of more of the "special" rows will usually contain "normal" rows as well. You can include row fields of all kinds in a Form Template: they will be printed as appropriate from each row, printing the appropriate information for the type of row.
Item Information
The following fields print information from the records in the Item register for the Items specified in each Invoice row. In these fields, you should specify a Line Height and set the Format to "Matrix":
| Field in Form Template | Prints (from Item) |
| |
| Alternative Code | Alternative Code |
| Barcode | Barcode. If you need this to be printed as a barcode, you should give this field a Style in which the Barcode has been set to the relevant option (Code 128, Code 39 or EAN 13) and that uses a suitable barcode font. Fonts in the IDAutomation family are supported |
| Classification of Products and Services | Classification of Products and Services |
| Commodity Code | Commodity Code |
| Conversion 1 | Conversion 1 |
| Conversion 2 | Conversion 2 |
| Depth | Depth (use the "Depth per unit" row field if you need this information to be taken from the Invoice row) |
| EKN code | EKN Code |
| EU Code | Commodity Code |
| Has Excise | Prints "No Excise" if the Has Excise box is not ticked, otherwise blank |
| Height | Height (use the "Height per unit" row field if you need this information to be taken from the Invoice row) |
| Item Department | Department |
| Item Group | Group |
| Item Group Name, row | Name from the Item Group |
| Item Group, row | Group |
| Sales Price | Base Price |
| Shelf Code | Shelf Code |
| Unit | If the Item has a Unit, the correct translation for the Language of the Invoice of the Comment from the Units setting, the Comment itself or the Unit Code (use the "Unit Comment" row field if you need this information to be taken from the Invoice row) |
| User Date Item 1 | The first user defined date field |
| User Date Item 2 | The second user defined date field |
| User Date Item 3 | The third user defined date field |
| User Text Item 1 | The first user defined text field |
| User Text Item 2 | The second user defined text field |
| User Text Item 3 | The third user defined text field |
| User Text Item 4 | The fourth user defined text field |
| User Text Item 5 | The fifth user defined text field |
| User Value Item 1 | The first user defined value field |
| User Value Item 2 | The second user defined value field |
| User Value Item 3 | The third user defined value field |
| Volume | Item Volume |
| Warranty | Warranty Months |
| Weight, Item | Weight |
| Width | Item Width (use the "Width per unit" row field if you need this information to be taken from the Invoice row) |
| XItemCode | If the Item has a Recipe, the Code from the Recipe. This field will only be printed if the Item is a Structured Item in which Paste Components during Entry has been ticked |
| XItemName | If the Item has a Recipe, the Comment from the Recipe. This field will only be printed if the Item is a Structured Item in which Paste Components during Entry has been ticked |
| XItemUnit | If the Item has a Unit, the correct translation for the Language of the Invoice of the Comment from the Units setting, the Comment itself or the Unit Code. This field will only be printed if the Item is a Structured Item in which Paste Components during Entry has been ticked |
Note: use the "Item Code" and "Description 1" fields to print the Number and Description of each Item, taken from the Invoice rows.
Batch Specification Information (Jewellery module)
If there is a Serial Number on flip D of an Invoice row, the following row fields will print information from the record in the
Batch Specifications setting for the Item/Serial Number combination (from fields in the Batch Specifications setting that will only be visible if you are using the
Jewellery module). In these fields, you should specify a Line Height and set the Format to "Matrix":
| Field in Form Template | Prints (from Batch Specification record) |
| |
| Bracelet/Strap | Bracelet/Strap |
| Certificate | Certificate |
| Clarity | Clarity |
| Colour | Colour |
| Gender | Gender |
| Length | Length |
| Major Stone | Major Stone Detail |
| Metal | Metal |
| Minor Stone | Minor Stone Detail |
| Movement | Movement |
| Other Comment | Other |
| Other Comment 2 | Other2 |
| Size | Size |
| Style Name | Style Name |
| Supplier Serial No. | Supplier Serial No. |
| Watch Brand | Watch Brand |
| Watch Metal | Watch Metal |
| Weight | Weight |
"Credit of Invoice" Rows
The following field will only be printed from "Credit of Invoice" rows in Credit Notes:
| Field in Form Template | Prints |
| |
| Description | Prints the Invoice Number of the Invoice being credited, prefixed by any text you have entered in the row to the right of the Invoice Number (this text should have a trailing space). |
| If you have included this field in the Form Template, the "Description 1" row field will not print anything from a "Credit of Invoice" row. If you have not included this field in the Form Template, the "Description 1" row field will print "Regarding Invoice " followed by the Invoice Number of the Invoice being credited. |
| If necessary for alignment purposes, you can place the "Description" field on top of the "Description 1" field in the Form Template. Only one of the fields will be printed from a particular row, so there is no danger of overlapping text. |
No other fields will be printed from "Credit of Invoice" rows.
If you need fields in "Credit of Invoice" rows to be printed using a different Style and Line Height to the fields in "normal" rows, use the 'Row Styles' function on the Operations menu of the Form Template window.
"Interest" Rows
The following row fields will only be printed from "Interest" rows in Interest Invoices. You should specify a Line Height and set the Format to "Matrix" in these fields:
| Field in Form Template | Prints |
| |
| Due Date | Due Date of the Invoice on which Interest is being charged (taken from that Invoice) |
| Original Invoice Value | Amount on which Interest is being charged (i.e. the outstanding amount on the Invoice) |
| Reminder Level (remlevel) | Reminder Level of the Invoice on which Interest is being charged |
The following standard row fields will also be printed from "Interest" rows. You may have included some of these fields in the Form Template as a matter of course, because of the information that they print from "normal" rows. Row fields not listed will not be printed from "Interest" rows.
| Field in Form Template | Prints |
| |
| Cost Price | Amount on which Interest is being charged (i.e. the outstanding amount on the Invoice). Note: this row field will print the Item's Cost Price from a "normal" Invoice row, which is usually not desirable. So you will usually only include it in the Interest Invoice Form Template if that is different to the "normal" Invoice Form Template. If you will use the same Form Template for both types of Invoice, use the "Original Invoice Value" row field instead, as this will not print anything from a "normal" row |
| Description 1 | Due Date of the Invoice on which Interest is being charged (taken from the "Interest" row) |
| Discount | Interest Rate (annual) |
| Item Code | Invoice Number of the Invoice on which Interest is being charged |
| Item Code 2 | Invoice Number of the Invoice on which Interest is being charged |
| Quantity | Number of days for which Interest is being charged |
| Quantity In | Number of days for which Interest is being charged |
| Row Sum | Sum (i.e. the Interest being charged) |
| Row Sum If No VAT | Sum. This field will only be printed if the VAT value of a row is zero |
| Row Sum If VAT | Sum excluding VAT (i.e. prints Sum in Invoices in which prices exclude VAT, or Sum - VAT otherwise). This field will only be printed if the VAT value of a row is greater than zero |
| Total If No VAT, row | Sum. This field will only be printed if the VAT value of a row is zero |
| Total If VAT, row | Sum including VAT (i.e. prints Sum in Invoices in which prices include VAT, or Sum + VAT otherwise). This field will only be printed if the VAT value of a row is greater than zero |
| VAT Code | VAT Code |
| VAT % excl., row | VAT rate, only with decimals if necessary |
Payment rows - Cash
The following additional field will only be printed from rows recording cash payments, added to standard Invoices using the
'Add Cash Line' function. You should specify a Line Height and set the Format to "Matrix" in this field:
| Field in Form Template | Prints |
| |
| Received Currency | Currency or, if blank, Base Currency 1 |
The following standard row fields will also be printed from cash payment rows. You may have included some of these fields in the Form Template as a matter of course, because of the information that they print from "normal" rows. Row fields not listed will not be printed from cash payment rows.
| Field in Form Template | Prints |
| |
| Description 1 | The Comment from the relevant Payment Mode |
| Row Sum | Cash payment amount |
| Row Text | Prints "Cash" |
Note: these four fields will not be printed (i.e. nothing will be printed from cash payment rows) if you have included the "Payment Mode Summary (Amount)" or the "Payment Mode Summary (Text)" fields in the Form Template.
Payment rows - Credit Card
The following additional field will only be printed from rows recording credit card payments, added to standard Invoices using the
'Add Credit Card Line' function. You should specify a Line Height and set the Format to "Matrix" in these fields:
| Field in Form Template | Prints |
| |
| Authorisation Code, row | Credit Card authorisation code, printed from rows registering payments by credit card |
| Credit Card Number, row | Credit Card Number, printed from rows registering payments by credit card |
| Credit Card Type, row | Credit Card Type, printed from rows registering payments by credit card |
The following standard row fields will also be printed from credit card payment rows. You may have included some of these fields in the Form Template as a matter of course, because of the information that they print from "normal" rows. Row fields not listed will not be printed from credit card payment rows.
| Field in Form Template | Prints |
| |
| Description 1 | The Comment from the relevant Payment Mode |
| Row Sum | Credit card payment amount |
| Row Text | Prints "Credit Card" |
Note: these six fields will not be printed (i.e. nothing will be printed from credit card payment rows) if you have included the "Payment Mode Summary (Amount)" or the "Payment Mode Summary (Text)" fields in the Form Template.
"Perception Tax" Rows
The following additional fields will only be printed from "Perception Tax" rows (added to Invoices automatically for Customers with records in the Regional Perception Taxes for Customers setting). You should specify a Line Height and set the Format to "Matrix" in these fields:
| Field in Form Template | Prints |
| |
| Region, row | Region Code |
| Region Name, row | Name from the Region record |
| TAX 2 %, row | Perception Tax rate |
The following standard row fields will also be printed from "Perception Tax" rows. You may have included some of these fields in the Form Template as a matter of course, because of the information that they print from "normal" rows. Row fields not listed will not be printed from "Perception Tax" rows.
| Field in Form Template | Prints |
| |
| Description 1 | The text in the "Perception Tax" row (the default is the phrase "Perception Tax " followed by the name of the Region) |
| Row Sum | Perception Tax amount |
| Row Text | Prints "Perception Tax" |
| Sales Account | Perception Tax Account |
"Prepayment" Rows
The following additional fields will only be printed from "Prepayment" rows (rows added to Invoices using the 'Connect to Prepayment' function). You should specify a Line Height and set the Format to "Matrix" in these fields:
| Field in Form Template | Prints |
| |
| Prepaid Invoice Number | Prepayment Number |
| Prepayment Date | Date of the Prepayment |
The following standard row fields will also be printed from "Prepayment" rows. You may have included these fields in the Form Template as a matter of course, because of the information that they print from "normal" rows. Row fields not listed will not be printed from "Prepayment" rows.
| Field in Form Template | Prints |
| |
| Description 1 | Prints "Prepayment Invoice" |
| Row Sum | The value of the Prepayment including VAT, printed as a negative figure |
If you need fields in "Prepayment" rows to be printed using a different Style and Line Height to the fields in "normal" rows, use the
'Row Styles' function on the Operations menu of the Form Template window.
"Subtotal" Rows
The following additional field will only be printed from "Subtotal" rows (rows added to Invoices using the 'Add Subtotal' function). You should specify a Line Height and set the Format to "Matrix" in this field:
| Field in Form Template | Prints |
| |
| Subtotal Amount | Sum (i.e. the subtotal figure) (will also be printed by the "Row Sum" row field) |
The following standard row fields will also be printed from "Subtotal" rows. You may have included these fields in the Form Template as a matter of course, because of the information that they print from "normal" rows. Row fields not listed will not be printed from "Subtotal" rows.
| Field in Form Template | Prints |
| |
| Description 1 | Prints the text entered in the "Subtotal" row, to the right of the word "Subtotal" |
| Row Sum | The subtotal |
If you need fields in "Subtotal" rows to be printed using a different Style and Line Height to the fields in "normal" rows, use the
'Row Styles' function on the Operations menu of the Form Template window.
"Withholding Tax" Rows
The following additional fields will only be printed from "Withholding Tax" rows (added to Invoices automatically for Items belonging to Item Groups with records in the
Item Group Withholdings setting). You should specify a Line Height and set the Format to "Matrix" in these fields:
| Field in Form Template | Prints |
| |
| Region, row | Region Code |
| Region Name, row | Name from the Region record |
| TAX 2 %, row | Withholding Tax rate |
The following standard row fields will also be printed from "Withholding Tax" rows. You may have included some of these fields in the Form Template as a matter of course, because of the information that they print from "normal" rows. Row fields not listed will not be printed from "Withholding Tax" rows.
| Field in Form Template | Prints |
| |
| Description 1 | The text in the "Withholding Tax" row (to the right of the Withholding Tax amount) or, if no text has been entered, the phrase "Withholding Tax " followed by the Withholding Tax Code) |
| Row Sum | Withholding Tax amount |
| Row Text | Prints "Withholding Tax" |
If you need fields in "Withholding Tax" rows to be printed using a different Style and Line Height to the fields in "normal" rows, use the
'Row Styles' function on the Operations menu of the Form Template window.
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Introduction to Forms in the Sales Ledger
