Invoices - Header Fields Part 2
The Header fields that you can use when you design the Form Template to be used by the Invoice form are listed on five pages, as follows:
- Part 1:
- Basic Invoice Information
- Part 2:
- Invoice - Address Information
- Invoice - Official Serial Number information
- Customer Information
- Customer Bank Information
- Contact Person Information
- Branch Information
- Part 3:
- Delivery Address Information
- Freight Company Information
- Original Invoice Information in Credit Notes
- Location Information
- Loyalty Card Information
- Order Information
- Payment Information
- Part 4:
- Project Information
- Reservation Information
- Reverse Charge VAT Information
- Settlement Discount Information
- Tax Template Summary
- Transaction Information
- VAT Summary
- Part 5:
- Country-Specific Fields - Argentina
- Country-Specific Fields - Bolivia
- Country-Specific Fields - Brazil
- Country-Specific Fields - Croatia
- Country-Specific Fields - Denmark
- Country-Specific Fields - Finland
- Country-Specific Fields - Mexico
- Country-Specific Fields - Norway
- Country-Specific Fields - Portugal
- Country-Specific Fields - Russia
- Country-Specific Fields - Slovenia
- Country-Specific Fields - Sweden
Row fields are listed
here.
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Header fields will be printed once per Invoice. 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.
Invoice - Address Information
The following fields print address information from the Invoice being printed
| Field in Form Template | Prints (from Invoice) |
| |
| Address | Name (if you are using the Organisation name option in the Form Settings setting) and Invoice Address. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.) |
| Address 2 | First line of Invoice Address |
| Address 3 | Second line of Invoice Address |
| Address 4 | Third line of Invoice Address |
| Address 5 | Fourth line of Invoice Address |
| Address 6 | Fifth line of Invoice Address |
| Address with Attention | Name, Attention and Invoice Address. This information will be printed on separate lines, so you should specify a Line Height for this field |
| Delivery Address | In an Invoice created from an Order or Delivery, the Name (if you are using the Organisation name option in the Form Settings setting) and Delivery Address from the last Delivery created from the relevant Order or, if the Invoice was not created from an Order or Delivery, the Delivery Address from the Invoice (the first line of this address will only be printed if you are using the Organisation name option). This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.) |
| Delivery Address 5 | Fifth line of the Delivery Address or, if the first line of the Delivery Address is blank, the fourth line of the Invoice Address. Use the "Shipment Address 3-6" fields to print the first lines of the Delivery Address |
| Delivery Address 6 | Sixth line of the Delivery Address or, if the first line of the Delivery Address is blank, the fifth line of the Invoice Address |
| Ordering Customer Name and Address | If the Invoice has an Original Customer and was created from an Order, the Name (if you are using the Organisation name option in the Form Settings setting) and Invoice Address from the Order from which the Invoice was created. If the Invoice has an Original Customer and was not created from an Order (e.g. it was created from a Quotation), the Name (depending on the Organisation name option) and Invoice Address from the Contact record for the Original Customer. If the Invoice does not have an Original Customer, the Name (depending on the Organisation name option) and Delivery Address from the last Delivery created from that Order. Prints blank from an Invoice that does not have an Original Customer or a connected Delivery (e.g. an Invoice entered directly to the Invoice register, or an Invoice created from an Order with no connected Deliveries (i.e. an Order in which the Invoice Before Delivery option has been ticked)). This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.) |
| Shipment Address | Delivery Address. The first line of this address will only be printed if you are using the Organisation name option in the Form Settings setting. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.). |
| If the VAT Law in the Company Info setting is set to "Portuguese", this field will print the Invoice Address if an Invoice does not have a Delivery Address. If the Plan. Sent Date or Plan. Sent Time in an Invoice are blank, this field will not print anything |
| Shipment Address 2 | Delivery Address or, if the first line of the Delivery Address is blank, the Name and Invoice Address. The first line of this address will only be printed if you are using the Organisation name option in the Form Settings setting. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.) |
| Shipment Address 3 | First line of the Delivery Address or, if blank, the Name |
| Shipment Address 4 | Second line of the Delivery Address or, if the first line of the Delivery Address is blank, the first line of the Invoice Address |
| Shipment Address 5 | Third line of the Delivery Address or, if the first line of the Delivery Address is blank, the second line of the Invoice Address |
| Shipment Address 6 | Fourth line of the Delivery Address or, if the first line of the Delivery Address is blank, the third line of the Invoice Address. Use "Delivery Address 5" and "Delivery Address 6" to print the remaining two lines of the Delivery Address |
Invoice - Official Serial Number information
The following fields print information regarding the Official No. of an Invoice, taken from the Invoice being printed or from the relevant row in the
Legal Record Numbers setting for the Official No.
| Field in Form Template | Prints (from Invoice or Legal Record Numbers setting) |
| |
| Legal Invoice No. Approval Number | Approval No. in the relevant row in the Legal Record Numbers setting |
| Legal Invoice No. Approval Year | Approval Year in the relevant row in the Legal Record Numbers setting |
| Legal Invoice No. Certificate Number | Certificate No. in the relevant row in the Legal Record Numbers setting |
| Official Serial Number | In Portugal (i.e. if the VAT Law in the Company Info setting is set to "Portuguese"), prints the Official No. in the correct format. Elsewhere, prints the Official No. 2 if there is one or the Official No. otherwise. |
| If Official Nos. are generated from a row in the Legal Record Numbers setting in which the No. per Page field contains "Official No per Page" (i.e. if each page in a multi-page Invoice will have a separate Official No.), do not use this field and instead use the "Official Serial Number per Page" field |
| Official Serial Number 2 | Official No. 2 |
| Official Serial Number per Page | If the Official No. of an Invoice was generated from a row in the Legal Record Numbers setting in which the No. per Page field contains "Official No per Page", each page in a multi-page Invoice will have a separate Official No. The Official No. field in the header of the Invoice record will display the first and last Official Nos separated by a colon. This field will print the relevant Official No. on each page. |
| If you have some rows in the Legal Record Numbers setting in which the No. per Page field contains "Official No per Page" and some in which it contains "Default", it is recommended that you specify a Classification in each row, and that you assign the relevant Classification to each Customer. You should also specify a Language for each Customer. Then design a separate Invoice Form Template for each Language, including the "Official Serial Number per Page" or "Official Serial Number" fields as appropriate |
| Official Serial Number Serie | Serie in the relevant row in the Legal Record Numbers setting |
| Official Serial Number without Serie | Official No. (without the Serie specified in the relevant row in the Legal Record Numbers setting) |
Customer Information
The following fields print information taken from the record in the Contact register for the Customer
| Field in Form Template | Prints (from Customer) |
| |
| ANA Code | ANA Code |
| Country Code (Customer) | ISO Code from the record in the Countries setting for the Country or the Country itself |
| Country Name | Country Name from the record in the Countries setting for the Country |
| Customer Comment | Comment ('Company' card) |
| Customer Name, jewellery | Prints Salutation 1 + Salutation 2 + Salutation 3 + ANA Code, separated by spaces (these fields are renamed Title, First Name, Last Name and Suffix respectively in the Jewellery interface) |
| Customer Registration No. 1 | Reg. No. 1 |
| Customer Registration No. 2 | Reg. No. 2 |
| Department | Department |
| Email Customer | Email |
| From Address | Name, Invoice Address and Country. This information will be printed on separate lines, so you should specify a Line Height for this field |
| Invoice To | Name and Invoice Address. This information will be printed on separate lines, so you should specify a Line Height for this field |
| Mobile | Mobile |
| User Date Customer 1 | The first user defined date field |
| User Date Customer 2 | The second user defined date field |
| User Date Customer 3 | The third user defined date field |
| User Text Customer 1 | The first user defined text field |
| User Text Customer 2 | The second user defined text field |
| User Text Customer 3 | The third user defined text field |
| User Text Customer 4 | The fourth user defined text field |
| User Text Customer 5 | The fifth user defined text field |
| User Value Customer 1 | The first user defined value field |
| User Value Customer 2 | The second user defined value field |
| User Value Customer 3 | The third user defined value field |
Note: use the "Balance" field if you need to print the current balance for the Customer.
Customer Bank Information
The following fields print information taken from the record in the Contact register for the Customer:
| Field in Form Template | Prints (from Customer) |
| |
| Account Operator | Account Operator |
| Bank Account | Bank Account |
The following fields print information taken from the record in the
Banks setting for the Account Operator specified in the Contact record for the Customer:
| Field in Form Template | Prints (from Bank) |
| |
| Account Operator Name | Name |
| Bank Corresponding Account | Expense Account |
The following fields print information taken from the record in the
Banks setting for the Account Operator specified in the Invoice or, if blank, in the Bank Account 2 field in the Contact record for the Customer:
| Field in Form Template | Prints (from Bank) |
| |
| Account Operator 2 | Code |
| Bank Account 2 | Account (IBAN) |
| Bank BIC/SWIFT 2 | BIC (SWIFT) |
| Bank Corresponding Account 2 | Expense Account |
| Bank Name 2 | Name |
If the Invoice has an Original Customer (on the
'Price List' card), the following fields print information from the record in the Contact register for that Original Customer:
| Field in Form Template | Prints (from Original Customer or Bank) |
| |
| Account Operator Name (Ord. Customer) | Code from the record in the Banks setting for the Original Customer's Account Operator |
| Bank Account (Ord. Customer) | Original Customer's Bank Account or, if blank, Account (IBAN) from the record in the Banks setting for the Original Customer's Account Operator |
| Bank BIC/SWIFT (Ord. Customer) | BIC (SWIFT) from the record in the Banks setting for the Original Customer's Account Operator |
| Bank Corresponding Account (Ord. Customer) | Expense Account from the record in the Banks setting for the Original Customer's Account Operator |
| Bank Name (Ord. Customer) | Name from the record in the Banks setting for the Original Customer's Account Operator |
| Customer VAT Reg. Number (Ord. Customer) | If the Invoice has an Original Customer, prints that Customer’s VAT Reg. No. Otherwise, prints the VAT Reg. No. from the Order from which the Invoice was created |
| Ordering Customer Number | Original Customer from the Invoice or, if blank, the Customer from the Order from which the Invoice was created |
Contact Person Information
The following fields print information from the record in the Contact register for the Contact Person specified in the Attention field in the Invoice or, if there is no record for the Contact Person, from the Contact record for the Customer:
| Field in Form Template | Prints (from Contact Person or Customer) |
| |
| Contact Person Title | Courtesy Title |
| Salutation 1 | Salutation 1 |
| Salutation 2 | Salutation 2 |
| Salutation 3 | Salutation 3 |
Note: use the "Your (customers) Reference" field to print the name of the Contact Person, taken from the Attention field in the Invoice.
Branch Information
The following fields print information from the record in the Contact register for the Branch specified in the Invoice (on the
'Del. Terms' card):
| Field in Form Template | Prints (from Branch) |
| |
| Branch Account Operator | Account Operator |
| Branch Address | Name and Address. This information will be printed on separate lines, so you should specify a Line Height for this field |
| Branch Bank Account | Bank Account |
| Branch Bank Account 2 | Bank Account 2 |
| Branch Email | Email |
| Branch Fax | Fax |
| Branch IBAN | IBAN Code |
| Branch Phone | Telephone |
| Branch Primary Contact | Primary Contact |
| Branch Registration No. 1 | Reg. No. 1 |
| Branch Registration No. 2 | Reg. No. 2 |
| Branch WWW Address | Web Site |
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