Create an Invoice template

Synergy will store the project fees, project contacts and project transactions - then when you're ready you will generate an invoice.  The database stores the invoice data, however it will need to be exported to a MS Word® template to provide your client with a formatted invoice document.

ClosedGetting Started
Who can use it? Where is it?

Administrator

System Administrator

 Administration tools > Document Templates

Tips:

  1. Copy an existing template to practice on without modifying a working template.
  2. Each different fee type can be setup on the one invoice template - you don't need separate templates for each.

Create an invoice document template

The invoice template is available after creating a draft or final invoice using the document create icon .  Clicking this icon from the Invoices tab on the project and also within Invoice maintenance module will reopen the invoice created in MS Word®.

ClosedComplete the following steps
  1. Click New
  2. Select the template type Invoice.
  3. Type a template name.
  4. Provide a description.
  5. Select the new template options - new or import.
  6. Click save .
  7. Select Edit bookmarks.
  8. Add relevant bookmarks.
  9. Add the FEE DETAIL TABLE.
  10. Click Next.  The table setup will appear.

Fee detail table

It's very important the fee detail table is added, as this will give you the ability to breakdown the sub projects in detail. 

ClosedComplete the following steps
  1. Double click a cell.
  2. Select a field on the right hand side .
  3. Select Add selected bookmarks.
  4. This will appear in the Table cell on the left .
  5. Now text can be added by placing cursor in the cell and typing.  This text along with the bookmark will appear when the invoice is created.
  6. Save.
  7. Click here for more information on the sections of the fee detail table.

More information

ClosedExamples

View a list of common layouts for the fee detail table section of the invoice.  Look through the 4 options, and select Use for the format you like.  The fee detail table will be filled in with the default setup for the example selected.  NOTE you can then edit the fields as required.

ClosedSection rows

select a section.  Click the add button and insert up to 10 rows for each section.  For example within a section you may require the sub project name, then the row below would be the rate description. New rows are added to the end of the selected section (not in between, if you're wanting to add a blank rows between 2 rows of data). 

highlight a section.  Click the delete button.  The last row will be removed.  Once there is only 1 row a final delete will ensure no blank rows will be displayed for the section.  Use particularly if the Totals are not to be setup within the fee detail table, instead they appear as separate bookmarks in a separate table within the template - this is most common.

ClosedColumns

up to 10 columns can be added to the fee detail table.  Click the add button and a column will be added to the far right.

clicking delete will remove the last column that appears to the right.

ClosedRates body configuration

Select the Rates body or Cap Rates body and then the config button .  Each option will have slightly different fields available.  For example, No Grouping will allow you to add the transaction date, however Unique Description and Rates won't.

Want to learn more? Invoice Rates Section topic

ClosedBorders

Select a section then select the borders icon.  There are options here to add borders to cells, rows, columns or the whole table. 

ClosedMerge cells

Similar to the merge cells in MS Word® when using a table, select a cell to the right and then select the merge cells button.  The data in the cell will be merged in the table and appear across the full length of cells merged.

Open MS Word® template

Once the bookmarks have been added and the fee detail table setup, finish will be selected.  Open the document in MS Word® by selecting the check box. 

  1. Cut and paste the bookmarks into position.
  2. Add spaces and text on the page and then move the bookmark into place.
  3. Ensure that bookmarks don't join i.e. [project_title][project_number] doesn't end up like [project_title|project_number].
  4. Save the document when finished - don't Save as.

Want to learn more?

Looking for more help? Try reviewing the following Administration Tools topics: Concept Link IconView Topics

Or try reviewing the following Document Templates topics: Concept Link IconView Topics

 

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