Set an Invoice Template

Invoice Template Hierarchy

When an invoice is generated, the system will determine which invoice template to use by following the below hierarchy.

Billing Group	Users > Customers > select customer > Billing Group, in the Invoice Template drop-down field
Customer	Users > Customers > select customer > Default Setting, in the Invoice Template drop-down field If split into Parent and Child Customer, the system will check the Child Customer first, then the Parent Customer and then move on if no Invoice Template is set
Entity	Config > Company Management > select entity > Invoicing, in the Default Invoice Template drop-down field
System Default	Config > Invoicing > Templates, where ‘Is Default’ has been set as ‘Yes’

If an Invoice Template has not been set in one area, the system will check the next area in the hierarchy for an Invoice Template setting. 

Set an Invoice template System Default

To set the System Default invoice template:

1. Go to Config > Invoicing > Templates.

2. In the Action column, click Set as Default for the relevant template.

Only one template can be set as the default at a time. You can set any pre-configured system template as the default, as well as any custom templates that you have created yourself.

The System Default invoice template that you set here will appear as an option when setting an invoice template on the entity, Customer or Billing Group.

Set an Invoice Template for an Entity

To set an invoice template for an entity:

1. Go to Config > Company Management > select entity > Invoicing.

2. Scroll to the Invoice Templates section and select the Default Invoice Template from the drop-down list.

• If you select System Default, this will apply the template that has been set as the system default. The name of the template will appear in brackets. 
• Individual templates are listed after the System Default option.

3. Click Save.

The ‘Entity Default’ will appear as an option in the drop-down list when selecting an invoice template for Customers and Billing Groups. 

Set an Invoice Template for a Customer

1. To set an invoice template at a Customer level:

2. Go to Users > Customer > select customer > Default Settings.

3. In the Invoice Template drop-down field, select the template you would like to set.

• If System Default is selected, the invoice template that is set as the default in Config > Invoicing > Templates is used. The name of the template will appear in brackets.
• If Entity Default is selected, the entity is determined by the employee’s Job Billing Entity (Users > Employees > select employee > select job > Payroll Admin > Bill Through Entity)
• Individual templates are listed after the Default options

4. Click Save.

Set an Invoice Template for a Child Customer

If you have set up a Child Customer profile, you can opt to set a different invoice template to what is configured for the Parent Customer.

1. Go to Users > Customer > select customer > Default Setting.

2. In the Invoice Template drop-down, select the invoice template you would like to use.

• If System Default is selected, the invoice template that is set as the default in Config > Invoicing > Templates is used. The name of the template will appear in brackets.
• If Entity Default is selected, the entity is determined by the employee’s Job Billing Entity (Users > Employees > select employee > select job > Payroll Admin > Bill Through Entity)
• If Parent Default is selected, the system will use the invoice template setting on the Parent Customer
• Individual templates are listed after the Default options

3. Click Save.

Default Invoice Templates when a Parent is Assigned to a Customer

When a new Customer profile is created and assigned a Parent, the default Invoice Template setting will be ‘Parent Default’. 

If an existing Customer profile is assigned a Parent, the current invoice template Default Setting will be kept. However, the option to select ‘Parent Default’ will appear in the drop-down list moving forward. 

Set an Invoice Template in a Billing Group

To set an invoice template on a Billing Group:

1. Go to Users > Customers > select customer > Billing Group. 

2. Click Edit to view the current settings for the relevant Billing Group.

3. Select the Invoice Template from the drop-down list.

• If System Default is selected, the invoice template that is set as the default in Config > Invoicing > Templates is used. The name of the template will appear in brackets.
• If Entity Default is selected, the entity is determined by the employee’s Job Billing Entity (Users > Employees > select employee > select job > Payroll Admin > Bill Through Entity)
• If Parent Default is selected, the system will use the invoice template setting on the Parent Customer
• Individual templates are listed after the Default options

4. Click Save.

When a new Billing Group is created, the default Invoice Template setting will be Customer Default. If this needs to be changed, you can edit it manually once the Billing Group has been saved.

Set an Invoice Template in a Draft Invoice

To set an invoice template in a draft invoice:

1. Go to Invoicing > Drafts > select invoice.

2. Click Edit. 

3. In the Invoice Template dropdown list, select a template option and click Save. When you activate the dropdown, the currently selected template will automatically be highlighted.  Other options in the list are:

   • System Default. When this is selected, the invoice template set as the default in Config > Invoicing > Templates is used. The name of the template will appear in brackets.
   • Entity Default. When this is selected, the entity is determined by the employee’s Job Billing Entity (Users > Employees > select employee > select job > Payroll Admin > Bill Through Entity).
   • Other default invoice templates (ie templates created by the Astute System)
   • Other custom invoice templates that have been created in Config > Invoicing > Templates.

If you’re creating a new invoice, click Invoicing > Drafts > New Invoice and then select your preferred invoice template. You won’t need to select Edit as the Invoice Template dropdown field will already be active.