1. Invoice Layouts This document describes:

• Invoice layout setup including references to company logo, watermark and e-mail setup, as well as invoice layout coordinates. • E-mail setup for sending various documents. • Selecting Layout groups for Customers. • How to view your Invoice layout.

For ease of reading, this article refers to all layouts as ‘invoices’ unless specifically identified. However, the following document layouts can also be set up under Customer/Maintenance/Invoice layout:

• Invoice • Credit note • Delivery note • Order confirmation • Quotation • Purchase order • Requisition • Purchase invoice

2. Invoice layout setup Use the navigation panel to go to Customer/Maintenance/Invoice Layout. Select the ‘Add’ button in the Ribbon to add a new layout, as shown in the screenshot below. Select ‘Edit’ to edit an existing invoice layout.

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For an invoice layout similar to the example below, enter the same values in the invoice layout fields shown in the following screenshots.

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3. Company logo setup The company logo can be set up under Company/Company information/Company images. There are three logo types to select from here:

• Toolbar • Icon • Company logo

Once these have been added, a logo can be added to an invoice layout.

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4. Invoice layout

coordinates Invoice layouts are built on a system of coordinates (rows and columns). The A4 sized page below shows the top left corner as coordinate (1, 1) and the bottom right corner as (150, 130). 130 is the end of the page, but we do not recommend using coordinates past 100/110, since any text outside of that area is unlikely to print.

5. E-mail setup Personalised e-mails are set up under Customer/Maintenance/E-mail setup.

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6. Layout groups Layout groups are used to specify which customers receive which of the various layout designs and information on their invoices. Layout groups are set up under Customer/Maintenance/Layout groups. Select the Custom Invoice for the Layout Group which will be shown on the Customer page in the Layout Group field. Layout groups allow the user to select from e-mail messages that are set up. In the example below, the Email Setup ‘S-INV’ is selected in the Invoice Email field in the Debtor Layout Group for S-INV-01. The email format will be used for Sales Invoices which are printed when this layout group is selected on the customer page. Note that if there is only on invoice layout group, and the ‘Default’ field is selected on the layout group, and only one email-setup exists for the company, then this email setup will be used by default for all sales invoices. E-mail messages are set up under Customer/Maintenance/E-mail setup, as described above.

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Layout groups are selected for each customer under Customer/Customer and by using the ‘Edit’ button in the Ribbon. See screenshot below.

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7. View your invoice layout The sales invoice layout can be viewed in two ways:

1. Open a posted sales invoice: Customer/Transactions/Voucher Transactions Select ‘Physical voucher’ in the Ribbon

2. Go to Customer/Quick invoice • Select an account; • Select the layout group you would like to test; • Add an item, including price and quantity; • Click on ‘Create invoice’ in the toolbar/ribbon as shown in the screenshot below. • REMEMBER to select ‘Simulation’ before clicking on ‘Generate’ to view your invoice layout.