You can use the Set Up Invoice Print Options screen to customize the appearance of customer invoices and the information to include on them.
From this screen, you can specify the fields and information to include on invoices, select appearance-related options, preview your selections, and, if necessary, restore the default settings for invoices.
To customize invoices:
1. Select Customize Invoices from the Sales menu to access the Set Up Invoice Print Options screen.
The screen provides a sample of an invoice showing the positions in which different elements appear and a number of invoice formats, each with a different appearance, from which you can choose. You can use the sample to help you to set up your invoice preferences.
2. Click Preview to view the sample invoice as it is currently configured.
You can also click Preview at any time while customizing invoices to check the appearance of your selections.
The sample invoice opens in a separate tab of your browser. You can hover your mouse over the bottom of the invoice to access the Print or Save buttons, to print a copy of the blank invoice or save it as a PDF file.
3. Click Customize the Information to Appear on Invoices option to begin customizing the fields and information to appear on invoices.
The Restore Default button and the fields in the on-screen sample are enabled, and the Preview button is disabled.
4. (Optional) Select one of the available formats from the drop-down list in the Invoice Format field to give a particular appearance and style to the company's invoices.
Formats govern the appearance of invoices, not the content. You must still select the elements to include on invoices.
5. Review the on-screen sample and select the check boxes of the elements to include.
The relative position of each element is indicated in the on-screen sample.
You can select the following elements to print on invoices:
§ Show Logo: Include an uploaded company logo in the upper left.
§ Show Title: Display the word Invoice in the upper right.
§ Company Name and Company Address: Include company information in the upper left, beneath the logo (if used).
§ Ship To: Display a separate customer shipping address, when available, in the location indicated. If the customer does not have a separate shipping address, only the Bill To information appears.
§ Show Payment Terms and Show PO Number: Display the payment terms you entered on the Sales Preferences screen, or the purchase order number, when available.
6. Use the drop-down lists in the heading of each column to configure the columns to include.
You can set up columns for Quantity, Description, Unit Price, and Item Code in any order. The Amount column is included by default and cannot be deleted.
Once you select a heading, you can customize the actual text in the field below the drop-down list. For example, you can select the Item Code heading, then change the text to Item #.
Note: You can use the Invoice Specification options available on the Sales Preferences screen to add up to three additional custom columns to invoices.
7. Enter text to appear at the bottom of invoices in the Footer Content panel.
You can customize the text using the available formatting, font selection and size, text and background color, and alignment options.
Note: This field does not configure or format text that appears in the Memo field. The Memo field reflects text entered in the Notes field on a specific invoice.
8. Select the Row Lines and Column Separator options in the Preferences panel to add lines to separate rows and columns, and select the Show Border for Billing/Shipping Address option to add a single-line border around Bill To and Ship To addresses.
9. Use the Color field to select a background color for the panel displaying the invoice number, date, and due date, and the column headings on invoices.
10. Select position of the heading from the drop-down list in the Heading Alignment field.
You can specify Center or Left alignment or select Do Not Print to suppress headings completely.
11. Click Save to save your settings and click Preview to view the result.
You can adjust any setting as necessary, or click Restore Default to return to the original settings.
Note: You must save your current changes to enable the Preview button.