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

Continue reading

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Intacct : Email Templates

If you’ve been using Intacct Order Entry, you might have used the Print/E-mail Documents feature. Handy tool, right? You can instantly send out Sales Orders, Sales Invoices, Sales Credit Memos in bulk in just a few clicks. It’s pretty cool and makes the process of sending invoices much less agonizing. So Intacct solved that problem but then came along another issue. The actual email that is sent to your customers. There was no way to customize the email.

As a business, your interactions with a customer is what defines their experience. A lot of times it’s what can set you off on the right or wrong foot. Imagine closing a deal with a new customer, finance processing the charge and then the customer gets this email:

Subject: Document Due on 06/10/2015 for Customer- America’s Gardening Resource

Body: Dear Customer,

A document is attached to this e-mail as a PDF file.
Document No. Sales Invoice-INV0060
Due Date: 06/10/2015

If you have any questions, please reply to this e-mail.

To view this, click on the attachment. Adobe Acrobat should launch. If you do not have Acrobat installed on your computer, you can download it from here .

Sincerely,
Kathy Jastrzebski
katherine.jastrzebski@gmail.com
Okay, that’s not all that bad. I mean it’s not horrible. Besides the fact that some people may take your email subject to mean they need to pay this invoice (which if this is after they already paid – could start a fire). BUT, what if instead of that email your new customer got this email:

Subject: Thank You for Your Business, America’s Gardening Resource

Body: Dear Mr. Smith,

Thank you for your business! We appreciate it very much. Attached, please find a copy of your Invocie for the charge on 06/02/2015. If you have any questions please do not hesitate to contact ar@mybusiness.com.

Thank you!

Sincerely,
Kathy Jastrzebski
katherine.jastrzebski@gmail.com

Much better, right? Not only does that set up the customer interaction on the right foot, but it sets a precedence for all future interactions.

That’s one possible use of the Intacct Order Entry Email Template. Another might be if emails being sent out to generic AP email inboxes need to have a specific subject line containing the PO. Sometimes that’s a requirement for the AP admin to process the invoice (which if not formatted correctly could lead to a delay in payment).

So let’s go through setting up a Custom Email Document by following these 3 easy steps: Continue reading