Invoices - Header Fields Part 4
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.
Project Information
In an Invoice that was created from a Project, the following fields will print information from the relevant record in the Project register:
| Field in Form Template | Prints (from Project) |
| |
| Class | Class |
| Comment | Text (from the 'Terms' card). All three lines of Text will be printed, so you should specify a Line Height for this field |
| Name | Project Manager 1 Name |
| Name 2 | Project Manager 2 Name |
| Name 3 | Project Manager 3 Name |
| Name 4 | Project Manager 4 Name |
| Name 5 | Project Manager 5 Name |
| Project Manager | Project Manager 1 |
| Project Manager 2 | Project Manager 2 |
| Project Manager 3 | Project Manager 3 |
| Project Manager 4 | Project Manager 4 |
| Project Manager 5 | Project Manager 5 |
| Project Name | Description |
| Text | Text (from the 'Text' card). Each line of Text will be printed, so you should specify a Line Height for this field |
| Textrows from Project | Text (from the 'Text' card). Each line of Text will be printed, so you should specify a Line Height for this field |
| To Contact | Contact
Note: use the "Project Number" field to print the Project Number, taken from the Project field in the Invoice. |
Reservation Information
In an Invoice that was created from a Hotel Reservation, the following fields print information from the relevant record in the Reservation register:
| Field in Form Template | Prints (from Reservation) |
| |
| Check In Date | Check In |
| Check Out Date | Check Out |
| Reservation Name | Name |
Reverse Charge VAT Information
When you print a domestic Invoice in which you have used the
reverse charge VAT procedure, you must have a reference printed on the document to make it clear that the reverse charge applies and that the Customer is required to account for the VAT. You can do this by including the fields listed below in your Form Template designs. The ability to use the reverse charge VAT procedure in domestic Invoices is only available in Lithuania, Poland and the UK (i.e. it is available when the VAT Law in the
Company Info setting is "Lithuanian", "Polish" or "Default").
| Field in Form Template | Prints |
| |
| Header Fields (these print once per Invoice) |
| |
| Reverse VAT text | In Lithuania, this field will be printed on an Invoice or Credit Note if every row has a Reverse VAT Code (see step 5 below). It prints the text "Atvirkštinis PVM, PVMĮ 96 str.". |
| In Poland, this field will be printed on an Invoice or Credit Note if any row has a Reverse VAT Code (see step 5 below). It prints the text "Odwrócony VAT". |
| In the UK, this field will be printed on an Invoice or Credit Note as follows:
- In an Invoice in which every row has a Reverse VAT Code (see step 5 below), it will print the text "Reverse charge: Customer to account to HMRC for the reverse charge output tax".
- In an Invoice in which some rows have a Reverse VAT Code, it will print the text "Reverse charge: Customer to account to HMRC for the reverse charge output tax on the VAT exclusive price of items marked reverse charge".
- In a Credit Note in which every row has a Reverse VAT Code, it will print the text "Reverse charge: Customer to account to HMRC for the output tax adjustment".
- In a Credit Note in which some rows have a Reverse VAT Code, it will print the text "Reverse charge: Customer to account to HMRC for the adjustment to reverse charge output tax on the VAT exclusive price of items marked reverse charge".
|
| Reverse VAT amount | This field will print the amount in the Reverse VAT field in the Quotation, Order or Invoice i.e. it prints the VAT amount that the Customer should pay to the tax authority. |
| |
| Row Fields (these print once per row, so remember to specify a Line Height and to set the Format to "Matrix") |
| |
| Reverse VAT Code | This field will print the Reverse VAT Code in each row. |
| Row reverse VAT text | In Lithuania and the UK, this field will print the text "Subject to Reverse VAT Charge" for each row that has a Reverse VAT Code, only in Invoices and Credit Notes in which not every some row has a Reverse VAT Code. |
| VAT Code | The standard “VAT Code” field will print the Reverse VAT Code (if there is one) or the VAT Code (otherwise) |
Settlement Discount Information
The following fields print information relating to Settlement Discounts:
| Field in Form Template | Prints |
| |
| Discounted VAT | VAT - VAT on Settlement Discount (i.e. the VAT total of the Invoice - the VAT element in the Settlement Discount) (will print the VAT total in Invoices with no Settlement Discount). You should only use this field if you have specified a Settl. Discount VAT Account and are not using the Exclude VAT on Settl. Discount option (both in the Account Usage S/L setting) |
| If Settlement Discount | If an Invoice qualifies for a Settlement Discount, this field will print the phrase that you enter as the Field Argument |
| If Settlement Discount 2 | If an Invoice qualifies for a second Settlement Discount, this field will print the phrase that you enter as the Field Argument |
| Settlement Discount | Settlement Discount amount |
| Settlement Discount Date | Prints the date on which the Settlement Discount expires |
| Settlement Discount in Base 1 | Settlement Discount amount, converted to Base Currency 1 |
| Settlement Discount in Base 2 | Settlement Discount amount, converted to Base Currency 2 |
| Settlement Discount Total | TOTAL - Settlement Discount amount |
| Settlement Discount 2 | Second Settlement Discount amount |
| Settlement Discount 2 Date | Prints the date on which the second Settlement Discount expires |
| Settlement Discount 2 in Base 1 | Second Settlement Discount amount, converted to Base Currency 1 |
| Settlement Discount 2 in Base 2 | Second Settlement Discount amount, converted to Base Currency 2 |
| Settlement Discount 2 Total | TOTAL - second Settlement Discount amount |
| To Pay after Settlement Discount | TOTAL - Settlement Discount amount |
| To Pay after Settlement Discount in Base 1 | TOTAL - Settlement Discount amount, converted to Base Currency 1 |
| To Pay after Settlement Discount in Base 2 | TOTAL - Settlement Discount amount, converted to Base Currency 2 |
| To Pay after Half Settlement Discount | TOTAL - (Settlement Discount amount / 2) |
| Total VAT of Settlement Discount | VAT on Settlement Discount (i.e. the VAT element in the Settlement Discount) (will be empty in Invoices with no Settlement Discount). You should only use this field if you have specified a Settl. Discount VAT Account and are not using the Exclude VAT on Settl. Discount option (both in the Account Usage S/L setting) |
Tax Template Summary
If you are using Tax Templates (i.e. you are using the
Use Tax Templates for Tax Calculation option in the
Transaction Settings setting), you can use the following fields to add a table to the Form listing the VAT Codes used in the Tax Templates in the Invoice together with various totals. These fields will each be printed once for each VAT Code used in an Invoice. "VAT Base" and "VAT Value" will print negative figures if you specify a minus sign as the Field Argument. You should specify a Line Height in these fields, and set the Format to "Header":
| Field in Form Template | Prints |
| |
| Excl. VAT Percentage | VAT percentage |
| VAT Base | Total excluding VAT |
| VAT Code Total | VAT Code |
| VAT Comment | Description from the VAT Codes setting |
| VAT Value | VAT value |
If you are not using Tax Templates, please refer to the 'VAT Code Summary' section below for a list of the fields you can include in a table listing the VAT Codes used in an Invoice.
Transaction Information
The following fields print information from the rows in the Nominal Ledger Transaction generated from the Invoice being printed. In all cases, you should specify a Line Height for these fields:
| Field in Form Template | Prints (from Transaction) |
| |
| Transaction Account | Account |
| Transaction Credit Value | Base 1 Credit |
| Transaction Debit Value | Base 1 Debit |
VAT Code Summary
The following fields allow you to add a table to the Form listing the VAT Codes used in the Invoice together with various totals. Any VAT Codes in which the Tax Calculation Rule (on flip F of the
VAT Codes setting) is set to "Skip Calculation" will not be included in the list. These fields will each be printed once for each VAT Code used in an Invoice. In all cases except "Excl. VAT Percentage", "Sum, including VAT", "VAT %", "VAT Code Total" and "VAT Comment", these fields will print negative figures if you specify a minus sign as the Field Argument. You should specify a Line Height in these fields, and set the Format to "Header":
| Field in Form Template | Prints |
| |
| Excl. VAT Percentage | VAT percentage |
| Sum, including VAT | Total. This figure will include VAT in Invoices in which prices include VAT, or exclude VAT otherwise |
| VAT % | VAT percentage |
| VAT Base | Total excluding VAT |
| VAT Base in Base Currency 1 | Total excluding VAT, converted to Base Currency 1 |
| VAT Base in Base Currency 2 | Total excluding VAT, converted to Base Currency 2 |
| VAT Base without Down Payment | Total before the subtraction of the values in any Down Payment rows with the same VAT Code. This figure will include VAT in Invoices in which prices include VAT, or exclude VAT otherwise |
| VAT Code Total | VAT Code |
| VAT Comment | Description from the VAT Codes setting |
| VAT of Settlement Discount | VAT on Settlement Discount (i.e. the VAT element in the Settlement Discount). You should only use this field if you have specified a Settl. Discount VAT Account and are not using the Exclude VAT on Settl. Discount option (both in the Account Usage S/L setting) |
| VAT Total | Total including VAT |
| VAT Total in Base Currency 1 | Total including VAT, converted to Base Currency 1 |
| VAT Total in Base Currency 2 | Total including VAT, converted to Base Currency 2 |
| VAT Value | VAT value |
| VAT Value in Base Currency 1 | VAT value, converted to Base Currency 1 |
| VAT Value in Base Currency 2 | VAT value, converted to Base Currency 2 |
| VAT Value without Down Payment | VAT value, calculated on the figure in the "VAT Base without Down Payment" field |
If you are using Tax Templates, please refer to the 'Tax Template Summary' section above for a list of the fields you can include in a table listing the VAT Codes used in an Invoice.
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Introduction to Forms in the Sales Ledger
