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Options > Invoice Options/Invoice Layout
Users with access to the Options tab can customize the appearance of the
invoices they send to their clients. There are two layout-specific
Options sub-tabs: Invoice Options and
Invoice Layout.
(Note: Invoice layout changes will be applied
to new invoices created after the changes are made, but will not be
applied retroactively to existing invoices. You can, however, manually
change any existing invoices that have not yet been sent to your clients.)
To change invoice options:
1. Click on the Options tab, then click on the "Invoice options" sub-tab.
2. Choose your settings in the "Invoice options" dialog box.
Invoice options sub-tab fields:
Choose the starting number for your invoices, as well as the
increment by which that number will increase with each new invoice.
(For more information, see numbering your
invoices.)
Set the tax rates for services and/or expense items, if
applicable. (For more information, see setting
tax rates.)
Note: If your account has been VAT-enabled (applies only to companies based in
European Union countries), the VAT rate entered in
Company > Settings > VAT Settings
will override any service or expense tax rates entered in the Invoice Layout "General"
dialog.
Choose whether or not to include outstanding balances on
your invoices and whether or not to show future timebills when creating an invoice
(i.e. timebills with dates that are still in the future).
Choose whether or not to show the user name on the "Change TimeBills" view
3. Click on "Save."
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Invoice Layouts
You can create and store different
layout settings and then associate these with particular clients, projects, and invoices.
All clients, projects, and individual invoices will use whichever layout has been set
as the default invoice layout for the account.
To change this setting for particular clients and/or projects, you must go to the Account tab, and
select the particular invoice layout you want to use from the "Invoice layout"
drop-down list box on the Clients > [Client name] >
Billing information page, or the Projects > [Project name] > New/Edit Project page
respectively. You can also change the layout for a particular invoice on the Invoices >
[Invoice number] > Edit page.
Timebill order on the invoice is by type: Hourly timebills appear first, followed by Other rate, Flat price and Expense item timebills.
To create an invoice layout:
1. Click on the Options tab, then click on the "Invoice layout" sub-tab.
2. Select "Invoice layout" from the "Create..." drop-down list box.
3. Choose your settings in the "Invoice options" dialog box.
Invoice layout sub-tab fields:
-Enter a name for the invoice layout;
-If this is the default layout that will be used for all invoices,
enable the "Default invoice layout" check box (Note: To override the default invoice
layout for particular clients, projects or invoices, you can go to Account > New/Edit Client, Account > New/Edit Project, or Invoices > Invoices > [select invoice] > Edit.
-Organize which columns will appear, and the order in which
they will appear, by using the "Invoice columns" picker list (Note: Use
the arrows adjacent to the "Selected Columns" field to reorder the
columns you select to include from the "Available Columns" field). For purchase items, select “Unit” and “Rate”. For signers information, select “Sign off”.;
-Group: Use the "Invoice grouping" picker list to group or arrange your
timebills by type, project, service, user, and/or expense;
-Roll up:Check the "Roll up timebills in last group" box if you want
to hide the individual timebill entries for the groups you selected.
-Combine: Check one or both of the next two boxes if you want all service timebills
or expense timebills to be combined into a single timebill;
-Combine by date, rate or user: Check one or more of the next three boxes if you want to combine timebills by Dates, Rates, or Users, respectively. Check the top box to "create a new combined TimeBill for each" date range, and select select a range of day, week or month. If you combine timebills by dates, the resulting line item on the invoice will show the date ranges for each set of timebills;
-Hide uncombined values: Check "Hide uncombined values" to hide the values that are not combined, affording another element of flexibility in configuring invoice layouts. So, for example, if you want to combine timebills for each user, but not to break out the user’s charges by date or rate, this feature will hide the dates and rates for the combined timebills.
-Select your date format (default is what was selected
in My Account > Company > Settings);
-Select your grid style (regular grid; thin lines; thin lines with no
vertical lines; no grid);
-Enter the "from" email address (this should be the email address
to which your client should send any responses or questions about the invoice);
-Enter the "from" mailing address (this should be the physical address
to which your client should send any responses or questions about the invoice);
-Sort timebills (whether grouped per above setting or not); options are by creation date (oldest or newest first), alphabetically, or by user last name;
-Have your projects notes appear as either a header or a
footer on your invoice;
-Choose to show or hide the "To" and "From" labels in the header
(information displays with or without the actual labels);
-Set the desired spacing (blank lines) between the header and the body;
-Enter additional text or html that will appear at the end of your invoice.
-Choose whether to include invoice notes as a header or a footer;
-If desired check the box to "Include aged outstanding balances on the invoice";
-Check the "Suppress the logo" box if you do not want your company logo to appear for this layout;
-Check the "Suppress the terms" box if you do not want payment terms to appear for this layout;
-Check the "Suppress the "From" address" box if you do not want your from address to appear for this layout;
-Check the "Display negative numbers in red" box if you want negative amounts to be displayed in red for this layout;
-There is an option to suppress the client name on an invoice if using a billing contact; to enable this option, please contact OpenAir support;
-Hours format: check the box to "format hours to two decimal places".
-Custom fields: Click Create/edit to select user-defined custom fields to appear in the invoice header. Custom fields associated with users, clients, projects, project billing rules or invoices are available. Project custom fields are only available on single-project invoices.
-Project cost center: For single-project invoices, there is an option to display the cost center associated with the project. To enable this option, please contact OpenAir support.
-Choose portrait or landscape orientation for the Adobe®
Acrobat®-generated PDF of your invoice;
-Indicate the appropriate top margin to fit your letterhead and whether or not to include it
on all pages or only on the first page. Margin settings are in PostScript points (72 points = 1 inch = 25.4 mm);
-Select font size;
-To add an optional invoice title, enter desired text (25 characters maximum); this can be used for credit notes, for example.
-If you want to mail the invoice in a window envelope (#9 window envelope), check the "Print header for double window #9 envelope"
to create a size header that automatically fit the envelope (for details see the note at the bottom of the screen).
-Add a "remit to" address for the PDF envelope, if desired.
-If you want to repeat the To/From header on multi-page invoices when using the above feature, there is a checkbox provided to do so.
4. Click on "Save."
The invoice layout will be added to the list of available invoice layouts.
To change the default invoice layout:
1. Click on the Options tab, then click on the "Invoice layout" sub-tab.
2. Click on the name of the invoice layout that you want to use as the default.
3. In the "Invoice layout" dialog box, enable the "Default invoice layout" check
box.
4. Click on "Save."
Note: The invoice layout that was previously the default will no longer be set as such.
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