Invoice Document Defaults set the starting page, language, layout, and content for every Invoice. They are configured in Document Settings on the Invoice document type. Those defaults apply when an Invoice is prepared for email, the online portal, or print and download.
Table of Contents
- Important Information
- Opening Invoice Settings
- Page
- Language
- Layout
- Content
- Saving
- Frequently Asked Questions
- Related Articles
Important Information
Invoice Document Defaults apply to every Invoice. They are separate from the individual templates in Documents. See Document Options.
Include turns an option on for this document type. Unchecking Include hides the option and turns Editable on Document off.
Editable on Document, when on, allows the setting to be changed while the Invoice is prepared. When it is off, the value set here is always used. This control is unavailable while Include is unchecked.
Default is the starting value for this document type.
Opening Invoice Settings
Navigate to System Settings / Documents / Document Settings.
1. Click Invoice.
Invoice Settings opens. Page, Language, Layout, and Content are the four areas for this document type.
Page
1. Click Page. Page is already open when Invoice Settings first loads.
a. Paper Size is the page size. This example uses Letter.
b. Orientation is Portrait or Landscape. This example uses Portrait.
Text Size sets the type size, in pixels, for each role on the Invoice. The sizes apply to every Invoice. A rich-text field that sets its own size keeps that size.
Language
1. Click Language.
a. Default Language comes from the business Localization setting. It is not editable on the document.
b. Languages Available on Document lists the languages people can select while preparing the Invoice.
c. Language to Translate is the language shown in Document Label Translations.
d. Custom Text replaces the printed wording for that label. This example shows Invoice, Bill To, Ship To, and Paid in Full.
Note: Only labels for this document type are listed. Payment labels, such as Paid in Full, appear on invoices and do not appear on estimates.
Layout
1. Click Layout.
a. Include PO # shows the purchase order number.
b. Include Order Due Date shows the order due date.
c. Include Payment Due Date shows the payment due date.
d. Include Ordered By shows who placed the order.
e. Include Payments Applied, under PAYMENTS & TOTALS, shows payments already applied to the Invoice.
Layout also includes header options such as Include Business Number, Include Tax ID, Include Customer Tax ID, Include Payment Terms, Include Salesperson, and Include Entered By. Line item, totals, sales tax, and end of document options are in the same list. Check Include to show an option. Turn on Editable on Document when that setting should be changeable while the Invoice is prepared.
Content
1. Click Content.
a. Title is the document title. This example uses Invoice.
b. Subtitle is the line under the title.
c. Opening Salutation is the greeting at the start of the Invoice.
Custom Text 1 and Custom Text 2 hold extra text. Each allows up to 5,000 characters. Footer Text allows up to 100 characters. Opening Salutation allows up to 5,000 characters.
Saving
1. Click Save. Save is at the bottom of the page.
Note: Click Discard to revert unsaved changes.
Frequently Asked Questions
1. Do these settings change one Invoice or every Invoice?
Answer: They apply to every Invoice. A change here is the starting setup the next time an Invoice is prepared.
2. Where is one Invoice template changed?
Answer: Templates are managed in Documents. See Document Options.
3. How are payments shown on the Invoice?
Answer: Open Layout, check Include Payments Applied, and click Save.
4. How are printed words such as Bill To or Payment Due Date changed?
Answer: Open Language, choose Language to Translate, enter the wording in Custom Text, and click Save.