In this article, you will learn how to create your own invoice layout and use this within PSOhub.
Before starting with this, make sure you understand that making changes within the default templates can cause errors. While we try to support you as much as we can, it is not possible for us to review each template that has been edited.
Using the custom layout
To start using the custom layout, go to invoice settings and set the invoice layout to custom.
You now have the possibility to upload two files. One for invoices with specification and one for without.
Below , you can download the base templates that can be used to customize your own layout.
If you have multiple currencies that use the same symbol, you might want to use the templates below. Instead of the symbol ($) they will show the currency name, like USD or CAD.
How it works
Open the Word file. In here, you will see a document with the following layout:
All the fields that are surrounded in << >> are PSOhub data fields. That means that they will be filled by the application once you generate your invoice.
In the tutorial below, we will explain how you can add, remove and modify these fields. First, its important to know how the document needs to be build up to prevent errors.
Each document needs to start with <<TableStart: Container>> and at the very end of the document, <<TableEnd:Container>>
Within each part where you require data from the application, you also need to start with <<TableStart: TableName>> and end with <<TableEnd: TableName>>
Between start and end, you can add fields that are available within that table.
Using tables
For the best results, its advised to use tables to create your invoice layout. Tables are an easy way to align parts of your document.
You can use the table start and end in tables but its important that TableStart and TableEnd are in the same section, same table row or same table cell.
This will be the most common error you will encounter if you work with custom invoicing so please pay extra attention to it.
Tutorial
To get you started, lets create an empty Word document to get some practice into creating a document. In the near future, more advanced tutorials will be added to help you work with tables , multiple pages and even if-then conditions in your document.
Create a new word document
For easy and quick inserting of fields, use CTRL + F9
The following brackets should appear { }
Between these , you can type: TableStart:Container . It is case sensitive so be sure to pay attention to that
Once you are done typing, do not use enter but click outside the {} and the field will be there
Now, if you want to edit the display (what you see) of the field, you can simply change the text that you see now.
However, if you want to change the value , right click and select "Change field" or "Manage field" . In here, you can change the data value that will be used.
Lets add the invoice now. Follow the same actions as above and enter TableStart:Invoice
Lets add a few fields from the invoice just to see if it works
For attributes, you can simply use the names:
- Name
- InvoiceNumber
- InvoiceDateYour document should now look like this example 1 at the bottom
Now, lets close the tables. First, do close the Invoice table.
Then, close the container
Your done! Now, go to PSOhub and upload this in the Invoice Settings, Custom.
Press preview and your invoice should display with the fields filled!
Tips!
Use ALT+F9 to reveal all the mergefield codes. Be sure to read the tutorial and that you need to edit a mergefield to change the actual value, not just change it by editing the text
Always use the shortcut keys to insert a field. Simply typing this will not create a mergefield for you.
Example 1
Table: Invoice | Attributes |
Currency Symbol | C |
Currency Full Name | Currency |
| Customer |
| DefaultCurrency |
| Draft |
| DueDateDisplay |
| Footer |
| ProjectNumber |
| InvoiceDateDisplay |
| DateFromDisplay |
| DateToDisplay |
| ProjectManagerDisplay |
| InvoiceNumber |
| IsCredit |
| Name |
| Note |
| Reference |
| Total |
| TotalExVAT |
| VATAmount |
| VATPercentage |
| ContactEMail |
| ContactPhonenumber |
| TaxNumber |
Table: InvoiceContractLine | Attributes |
| Amount |
Currency | C |
| Description |
| DetailLevel |
| LineNumber |
| LineType |
| Name |
| ToBeInvoiced |
| Amount |
| C |
| Description |
| DetailLevel |
| LineNumber |
| LineType |
| Name |
| ToBeInvoiced |
Table: InvoiceTax | Attributes |
Currency | C |
| TaxName |
| VATAmount |
| VATPercentage |
Table: Address | Attributes |
| Address |
| City |
| Company |
| Country |
| PostalCode |
| MainContact |
| TaxCode |
| CompanyRegistrationCode |
Table: InvoiceLine | Attributes |
| AmountOfHours |
| C |
| DateDisplay |
| Description |
| DetailLevelLine |
| Name |
| Rate |
| TotalAmount |