Intacct: Customization Documents & Custom Invoices

Invoice requirements vary from one company to another. While a standard invoice may work well for most companies, often times your customer’s invoice requirements dictate your invoice format (especially if your customer is a government body or simply your largest customer). And, well, if you like having a positive number in your bank account, it’s highly unlikely you’re going to argue with your clients. So you are faced with two options: spend your time editing a document outside of your system (and let your coffee get cold in the process) or let your accounting software customize invoices for you! That becomes possible in Intacct with Custom Documents.

This post will be an introduction to customizing your Invoices citing one of the more popular requests I have come across: displaying a “Paid” stamp on a paid invoice.

The Problem: When printing an invoice, no payment stamp displays at the top of a paid invoice. Four simple letters you would think would be so simple to add! Yet, they are not there.

The Solution: Custom Documents using Merge Fields and IF statements.

First, where are custom documents managed?

Customization (or Platform) Services > Custom Documents

Custom Documents

That brings you to the following list screen – so now what?

Custom Documents List Screen

Step 1: Export an invoice template 

Unless you would like to start from scratch and need to completely customize your invoice, I highly suggest exporting one of the templates already here and using it as a starting point. (If using AR: Export the “Intacct AR Invoice”; If using Order Entry: Export the “Intacct Sales Invoice”; Or if you already have a custom invoice already created by your implementation team, export that one!)

When you open the document in Word, you should see something like this:

Screen Shot 2015-10-16 at 7.13.49 PM

Step 2: A Little Background (aka Understanding what you’re looking at)

If you’ve not used Mail Merge before and are unfamiliar with Merge Fields this probably looks like gibberish and is overwhelming (don’t leave yet! it’s really not that complicated).

What’s a merge field? 

The Format of a Merge Field: <<  >> A merge field always has these carrots around it. (You cannot simply type the carrots, it won’t work). Below is a screenshot of some merge fields:

1

Where The Magic Is: Right click on any merge field, and click toggle field codes. This displays the Intacct field:

2

Inside the Merge Field: Remember Smart Rules? Well right clicking on any merge field and clicking toggle field codes displays the Intacct fields we used in building Smart Rules. Merge fields are essentially your field ID’s in Intacct (ex: CUSTOMERID). Anything that is available on your invoice document in Intacct can print on an invoice. You can use the catalog to find them (which I explain how to use in the post linked above).

If that’s not your style, feel free to download the Intacct Word Add-in. (The red link at the top of your Intacct Custom Documents list screen will download the tool bar, then just simply sign in to Intacct through Word).

Screen Shot 2015-10-16 at 7.21.34 PM

This is a great start to learning how merge fields work in custom documents within Intacct. (It’s how I learned!) It involves no formulas or looking up of Intacct fields, simply inserts them for you!

Step 3: The Formula

Now that you know what a merge field is and how to add one to your document, let’s write the IF statement formula. If you like Excel formulas, this will be a breeze for you.

Go to: Insert > Quick Parts > Field

3

Choose the field type: IF

4

Once you click OK, you’ll see this appear on your Invoice template (but don’t fret!):

5

Right clicking and toggling the field codes displays:

6-1

Let’s write the formula:

11

The Formula format is: 

Our Merge Field (Total Due): {MERGEFIELD TOTALDUE \*MERGEFORMAT}

The IF part of our formula is testing whether the total due is $0.00 or not. Then, if the total due is $0.00, the invoice displays the first value in quotes: “PAID”. Otherwise, nothing will display the second part in quotes(“”). That’s it!

Step 4: Now, add a new document to Intacct’s Custom Documents:

Customization Services > Custom Documents > Add

9

Give your template a name and choose which Application (module) it will be available in (AR or OE), then choose the file and upload.

**If you’re using Order Entry, you’ll need to set this template as the default on your Sales Invoice transaction definition (ask your implementer if you need help with that or just modify the invoice they created for you and re-import to their’s).

Now, when you print an invoice that has been paid the following displays:

Screen Shot 2015-10-16 at 8.23.59 PM

Imagine the possibilities of IF statements! I’ve used them to create custom templates that translate based on the entity you’re printing from (pretty cool) – consolidating multiple invoice templates into one. The possibilities are pretty endless!

What goes quite well with this post? Order Entry Email Customization . (If your customer also has specific e-mail requirements like having the PO in your email subject line – this post is for you!)

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