Invoice Layouts List View

The Invoice Layout sub-tab lets you create and maintain the various invoice formats you require to produce invoices capturing the information desired based on types of projects or customer preferences. You may have multiple invoice layouts and one of those layouts should be selected as your default layout.

The invoice layout is applied when the invoice is created based on the invoice layout setting on the project (Project Properties or Edit Project form). If a layout is not set, the default invoice layout is used. An invoice layout may be changed on a particular invoice by overriding the layout in the Edit Invoice form within the invoice. The layout form is structured into 7 basic parts: Invoice Columns, Invoice Groupings, Combine Charges, Other, Logo Settings, Footer Settings and Adobe Acrobat PDF Setting.

Credit/Rebill Invoice Layout

A distinct invoice layout can be configured and designated as the default for credit invoices. To configure the layout, navigate to Administration > Application Settings > Invoices > Invoice layouts. Within the invoice layout edit form, check the option "Default credit invoice layout".

To access, create and modify the Invoice layout:

1. Go to Administration > Application Settings > Invoices > Invoice layouts.

2. Select New Invoice layout from the Create Button.

The components of the Invoice Layout form follow.

Invoice layout - Display, summary

In the top half of the form, you have the options to designate this layout as the default. Only one invoice layout can be considered the default. The display area enables the selection of specific information related to invoice charges and the order those fields are displayed in the invoice, one value per column.

If you have the internal switch active that enables separate layouts for expenses from other invoice charges such as time or flat rates, you are able to select the invoice layout that controls only the expense formatting of your invoice. If the internal switch is not activated by OpenAir, then you do not see this option in your invoice layout.

The Summary section enables a grouping of values to be performed when displaying the information. It is important to remember that the invoice layout and summary selected does not change any of the invoice charge values, the data is simply formatted according to your specifications. Selecting a group or groups of items enables a subtotaling display of information.

Expense items can be grouped together that are similar as can time entries. The way the information is grouped is based on the options by time period such as day or week, by rate such as combine only like rates, and/or by employee. You may select one or more of the combination options to produce the summarized group as expected.

Expense groups may also be created to group expenses together that are related in some way by your company. Select the create arrow to display the expense group form. You may define as many expense groups as you desire, however each group must have at least 2 expense items. Expense items not included in expense groups are not included on the invoice so it is advisable to set up an ‘other' group to capture those expense items that are typically not passed to invoices but may occur in special circumstances.

Invoice layout – Formatting override

A series of options exist to format the information displayed such as the location of project notes (if desired to be on the invoice) and invoice notes (if desired to be on the invoice). You may also select a number of other options such as the date format, number and hours formats, sorting order, additional text, etc.

If you have the terminology override on invoice layouts option activated (internal switch by OpenAir), then you have the ability to override the names of all fields that could appear on the invoice including items such as Tax, Total, Hours, etc. If you choose not to enter any values, the default system value is used. If you choose to enter a value, then invoices using the layout will have the fields renamed. This option is very helpful if you need to have invoices in another language or are using fields to display information different than what the field name is called by OpenAir. Example: redefine GST to Mwst Tax for country specific invoices. To activate the terminology override on invoice layouts option, Creating a Support Case.

Two major sorting options are available to control the order in which charges are displayed, Primary charge sort order and Secondary charge sort order. Select the options that sort your invoices properly for each format.

Important:

Not all sorting values are available for display on the invoice. This may lead to confusion regarding the sorting of data on the final invoice, so use the sorting options carefully.

Invoice layout — Set the sender address (From)

By default, OpenAir uses the email address of the employee sending the invoice in the From address of the invoice email. For example, if an employee goes to Invoices > [select an invoice] > Send tab and clicks Send, the invoice email will show as being sent from this employee’s email address.

To override the sender email address for your invoice email, set "From" email address for invoices to any email address on the invoice layout. All invoice email with this layout will be sent using the sender address set for the layout.

You can use this together with Do not set the From: address to the current employee's email address option in Administration > Global Settings > Display > Email Settings to use only the sender email address set on the invoice layout for all invoice email. See Email Settings.

Invoice layout — margins, remit to

A remit to field lets you override the company address from which you are sending the invoice. This is helpful if you have more than one office invoicing customers and receiving payments. Since the office address is set in the invoice layout, you need to define invoice layouts per office and make sure they use only their layouts to get the appropriate remit to address displayed. There is no ability to restrict who can see what invoice layouts so training is key.

At the bottom of the invoice layout is a control of the invoice margins, both top and bottom. If you opted to allow the company logo to appear full size, the invoice top margin is ignored should your logo require more space. You have the option to load an override logo which is helpful in the case of invoicing by subsidiaries within your organization that may use unique logos when invoicing your customer base. The title of the invoice may also be overridden. This lets you specify a layout that renames the invoice to be 'Credit Memo' for example or any terminology (in any language) you desire.