Purchase Invoice Template

Overview

Surf Accounts provides dynamic interface to help you design Purchase Invoice Templates for your business to be used for generating printed purchase invoice outputs or in PDF format. Once designed, you are ready to email these PDF as attachment to the respective customer.

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How to access Setup of Purchase Invoice Template

From the template section of Surf Accounts you can generate a purchase invoice template. To access the purchase invoice templates select Settings »Invoicing / Print Templates» Purchase Invoice Template. The following screen will appear.

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Detail Illustration of Purchase Invoice Template

The Purchase Invoice Template has two sections. They are

The Toolbar.

The Design Area.

 

Toolbar

Purchase Invoice Template toolbar contains Edit, Preview and Save as PDF.

Select Edit option, to design the purchase invoice template according to your business need. For example edit will allow you to use your choice of font style and size. You can select paper size and set margins to it. You can select the fields that will appear within the purchase invoice.

To preview and download the template as PDF select Preview and Download as PDF. By selecting the Save as PDF two options will appear. If you wish to view the template in the browser or you can save in your local computer as PDF file. The following screen will appear.

 

The browser view of the purchase invoice template appears as follows.

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Surf Accounts provides dynamic interface to help you design Purchase Invoice Templates for your business to be used for generating printed purchase invoice outputs or in PDF format. Once designed, you are ready to email these PDF as attachment to the respective customer.

 

General Settings

General settings of the purchase invoice template will provide the   generic information about the templates. For e.g. Document Title, Paper size,   Measurement selection, Top Margin, Bottom Margin and the Right Margin.

Font Settings

Font settings of the template will provide the generic information   about the type and size of the fonts of the purchase invoice template. For   e.g. Header Font, Header Font Size, Body Font, Body Font Size, Term font,   Term Font Size; Footer and Footer Font Size.

Show columns

Show columns will show the details of the columns in the purchase invoice   template. For e.g. Business Details; Delivery Address; Due Date; Credit   Terms; Payment Terms etc.

Logo Upload

In the template you can upload the logo from your local computer.   The maximum size of the logo is 450 pixel * 160 pixel. To upload the logo,   select the choose file option and click on “upload” to upload the logo.

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DESIGN YOUR PURCHASE INVOICE TEMPLATE

Surf Accounts allows you to design your quotation template with business logo, font styles, header, footer and selective values of transaction according to your business requirements. To edit the template through Surf Accounts select the “Edit” option from the browse; the following options will appear.

Document Title

The document title displays “Purchase Invoice” as the default prefix to be used for generating purchase invoice. For e.g: To Change the prefix “Purchase Invoice” with your desired name, type the name here. For example Purchase Invoice1234 will have a template Document Title “Purchase Invoice”.

Rename Ref no.

Enter a label for the Ref. No field to print in the Invoice. For example: to print Ref. No. 14/2014 for invoice 1234 as Ref. 14/2014 as in the print out, type Ref here. You can add a maximum of 10 characters here. Please note that to print the Ref no in the template, select “Show Reference number” from the “Show Columns”.

Paper Size

By default the paper size will be A4. If you wish to change it from A4 to “letter” user the dropdown.

Measurement Style

Select the metric of the measurement here. Default selection is in centimeters. You can select between inches or centimeters.

Top Margin

Default Top margin is set to 1.50 cm. However if you want to reduce or increase it you can change it from the Top Margin of the template to accommodate more/ less field.

Bottom Margin

Default bottom margin is set to 1.50 cm. However if you want to reduce or increase it you can change it from the Bottom Margin of the template to accommodate more/ less field.

Left Margin

Default left margin is set to 1.20 cm. However if you want to reduce or increase it you can change it from the Left Margin of the template to accommodate more/ less field.

Right Margin

Default right margin is set to 1.20 cm. However if you want to reduce or increase it you can change it from the Right Margin of the template to accommodate more/ less field.

Header Font

Header contains the Business address, Delivery Address, Customer Address and other fixed information. Default font is set to “Calibri”. You can change it from the drop down.

Header Font Size

Type the header font size here. The default font size is 18px.

Body Font

Type the font style to print the body of the purchase invoice. The invoice body prints the columns selected from the section ‘Show Columns’. The default is set to ‘Calibri’. If you wish to change the font select the drop down menu.

Body Font Size

Type the font size of the body. Default is set to 16 pixel.

Terms Font

You may select a different font to print the Terms and Condition of your business in the purchase invoice. Default font is ‘Calibri’.

Terms Font Size

You may select a different font size to print the Terms and Conditions of your business in the purchase invoice. Default font size is set to 14 pixel.

Footer Font

The purchase invoice footer displays ‘optional footer’ if any, designed in the template. To add an optional footer, type a suitable text in Edit» Optional Footer. Select from the drop down the font style of the footer of the template. Default font is set to ‘Calibri’.

Footer Font Size

Select from the drop down the font size of the footer of the template. Default is set to 14 pixel.

Show Optional Terms & Conditions

Surf Accounts provides standard note as Optional Terms & Condition to be used within the purchase invoice template. To print the same, select the check box. You can customise the terms and condition as per the business requirement.

Logo position

Surf Accounts allows you to print the business logo within any transaction template. After uploading the logo select the logo position. The logo can be either left or right hand side of the template along with the document title.

Show business details

Select the business details to print the details of the Business address in the template header.

Show delivery address

Select this check box, to print the delivery address in the template header.

Show Due Date

To print the due date in the invoice template, select “Show Due Date” check box.

Show Credit Terms

Select the check box, to print the credit terms decided between business and customer. The credit terms are defined in Customer »Credit Terms.

Show P.O. Number

Select the check box, to print the reference number within the template.

Show Reference Number

Select the check box, to print reference number within the template.

Show other information

Select the check box, to print ‘Other Information’ defined within customer. The other information of customer appears within the header of the Purchase Invoice template.

Show VAT split

Select the check box, to print VAT.

Show quantity column

Select the check box, to print Quantity Column.

Show Status Banner

Select the check box, to print the status of the Invoice.

Show Totals

Select the check box, to show the total amount.

Show Document Title & No

Select the check box, to print the document title and number in the purchase invoice. For example the document title appears under the general setting of the template.

Show Supplier VAT Number

Select the check box to show the supplier VAT number.

Show Product Code Column

Select the check box to show the product code on the purchase invoice.

Show Discount Column

Select the check box, to print “Show Discount Column”.

Show Discounted Column

Select the check box, to print discounted amount column.

Show Price Column

Select the check box to print the price of the product.

Show VAT % Column

VAT percentage depends on the individual invoice depending on the product or location of the business. Select the check box to print the VAT %.

Show Product Image

Select the check box, to print the show product image. Please note, you may upload the product image from Settings» look ups » Product List select the record to update product.

Show Notes

Select the check box, to print “Show Notes”.

Show Printed On

Select the check box, to print “Show Printed On”.

Show VAT Total

Select the check box, to print “Show VAT Total”.

Show Discount Total

Select the check box, to print “Show Discount Total”.

Show Supplier name

Select the check box, to print “Show Supplier Name”.

Show Total Column

Select the check, to print “show Total Column”.

Show Supplier Phone

Select the check box, to display the supplier’s phone number.

Show Optional Footer

Type footer information here. You can provide Business tagline or business name and address as Invoice footer. The alignment of the footer is centered. However you can select footer font style and size by editing the template.

Preview of Your Purchase Invoice

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