Invoicing

Invoice configuration, placeholders, and types

Invoicing

Invoice configuration, placeholders, and types

Invoice Header

Invoice Header Date

You can change the presentation of the date shown in the invoice header of Periodic, Recharge, and Recharge - Fuel type invoices using the setting invoice_header_date_format. It has no effect on Combined, Booking, Sale, Payout, or client-specific invoices.

Visit MySQL date-format for a list of the available formats you can use. The standard setting is %D %M %Y (e.g. 27th January 2017).

Invoice Header Layout

Placeholder Name	Location on Template	Default Value
header1_height	Header	Determines height of the header first row
header11_width	Header	Determines width of the header first row, left hand column
header12_xxxx	Header	Header second row, left hand column. Set for 'font_size', 'text', and 'width'
header13_xxxx	Header	Header third row, left hand column. Set for 'font_size', 'text', and 'width'
header14_xxxx	Header	Header first row, right hand column. Set for 'font_size', 'text', and 'width'

Tax Invoice

Placeholder Name	Description
header53_text	Stores the title of the invoice. These can be adjusted for Combined, Periodic, and Recharge templates. The standard settings are shown below. These can be modified to suit your needs.

Invoice titles by type:

Invoice (Combined)
Lease and Recharge Expenses (Lease and Recharge Expenses)
Periodic: Lease Charges #period_ended_date#. Example: Lease Charges 17th April 2018
Recharges: Recharge Expenses for Period ended #period_ended_date#. Example: Recharge Expenses for Period ended 17th April 2018
Recharges Fuel: Fuel Charges #period_ended_date#. Example: Fuel Charges 17th April 2018
Pay Run: Pay Run for #period_ended_date#. Example: Pay Run for 17th April 2018

Header Columns

Placeholder Name	Location on Template	Default Value
header71_text	Header seventh row, first column. Set for 'text'. Only the pdfperiodicperlc template can be customised to change this text. 'Contract' is the coded value for all other templates	Contract
header81_text	Header eighth row, first column. Set for 'text'. Only the pdfperiodicperlc template can be customised to change this text. 'ID' is the coded value for all other templates	ID
header72_text	Header seventh row, second column. Set for 'text'. Only the pdfperiodicperlc template can be customised to change this text. 'Rego' is the coded value for all other templates	Rego
header82_text	Header eighth row, second column. Set for 'text'. Only the pdfperiodicperlc template can be customised to change this text
header74_text	Header seventh row, fourth column. Set for 'text'	Driver
header78_text	Header seventh row, eighth column. Set for 'text'	Start
header88_text	Header eighth row, eighth column. Set for 'text'	Date
header79_text	Header seventh row, ninth column. Set for 'text'	End
header89_text	Header eighth row, ninth column. Set for 'text'	Date
body12_text	Body, second column. Only the pdfperiodicperlc template can be customised. The template can be modified to show #employee_no# here instead. #reg_no# is the coded value for all other templates	#reg_no#

Invoice Footer

An invoice footer typically contains your banking details and business address but can contain up to eight rows.

The first two rows have a left-hand field and a centre field. The remaining 6 rows have a centre field only.

Invoice Footer Layout

Placeholder Name	Location on Template	Default Value
footer11_xxxx	Footer left hand column. Set for 'align', 'font_size', 'text', and 'width'
footer21_xxxx	Footer left hand column. Set for 'align', 'font_size', 'text', and 'width'
footer12_xxxx	Footer centre column. Set for 'align', 'font_size', 'text', and 'width'
footer22_xxxx	Footer centre column. Set for 'align', 'font_size', 'text', and 'width'
footer3xxxx	Footer centre hand column. Set for 'align', 'font_size', 'text', and 'width'
footer4xxxx	Footer centre hand column. Set for 'align', 'font_size', 'text', and 'width'
footer5xxxx	Footer centre hand column. Set for 'align', 'font_size', 'text', and 'width'
footer6xxxx	Footer centre hand column. Set for 'align', 'font_size', 'text', and 'width'
footer7xxxx	Footer centre hand column. Set for 'align', 'font_size', 'text', and 'width'
footer8xxxx	Footer centre hand column. Set for 'align', 'font_size', 'text', and 'width'
footer13_width	Footer right hand column. Note this is not text placeholders for the right hand column, it is used for spacing purposes
footer23_width	Footer right hand column. Note this is not text placeholders for the right hand column, it is used for spacing purposes

Invoice Placeholders

Invoice Layout

The structure for gb_template_placeholders contains these fields:

Field	Type	Description
template_placeholder_id	ID	System generated
template_id	ID	ID of parent gb_template record
placeholder_name	text	Field contains the name of the placeholder location or function on the invoice page
placeholder_value	text	Populate with text or system placeholders to customise your invoices

Invoice Logo

Standard invoices have been designed to hold your organisation's logo in the centre of the header area.

The logo records define the particular logo to use, its size, and the coordinates of the logo on the page.

Invoice Header

The invoice header for the pdfperiodicperlc template is designed to accept nomenclature changes for 'Contract ID', 'Rego', and 'Driver'.

Field Text

The required field text is entered using text records for each header and footer row.

If no text is required, the placeholder_value field is left blank.

Field Text with a System Placeholder

You can use system placeholders within a field, either on its own or with static text.

Example 1: Terms: #terms# will display the value stored in Clients / Contract Defaults Billing Terms for the particular client. Result: 'Terms: 15th Nett'

Example 2: #client_code# will display the "Client Code" of the particular client.

Go to Invoice System Placeholders for a full list of available placeholders.

Field Height

The required height for each row is created by creating a record for each header and footer row with the desired height entered.

The default height is unspecified and no record is required if this is acceptable.

Field Width

The first four rows of the footer can have a specified width, as there are two footer fields available on the first four rows.

Field Font Size

Placeholder font size can be controlled using font size placeholders for each header and footer row.

Where a font size placeholder_value is set as '0' the standard system font size '8' is used.

Is a size record required if 8 is to be used?

What if the field font height is higher than the default row height of the specified row height?

Field Alignment

The alignment of a field can be controlled using an align record for each header and footer row.

Placeholder values can be set as 'L' (left align), 'R' (right align), or 'C' (centre align).

The known default field alignments are as follows:

Footer left fields are left aligned
Footer centre fields are centre aligned

Invoice System Placeholders

The system placeholders below can be used within the customised invoice headers and footers.

They use the # syntax to mark them as placeholders. Example: #invoice_date#.

Invoice Placeholder Values

These are used in the field gb_template_placeholders.placeholder_value.

Placeholder Value	Description (Location of Data in System Screens)
invoice_date	Fleet / Billing screens "Dated" or "Invoice Date"
invoice_from_date	Fleet / Billing / Combined or Periodic "Invoice From". The presentation of this date is dd-mmm-yyyy. Example: '17-04-2018'
invoice_to_date	Fleet / Billing / Combined or Periodic "Invoice To". The presentation of this date is dd-mmm-yyyy. Example: '17-04-2018'
invoice_no	System generated
invoice_title
period_ended_date	Fleet / Billing screens "Dated" or "Invoice Date". The presentation of this date is long form. Example: '17th April 2018'
client_id	Clients / Contact "Client ID"
client_code	Clients / Contact "Client Code"
client_name	Clients / Contact "Name"
address_1	Clients / Contact Postal (concatenation of "Address" fields 1 and 2)
address_2	Clients / Contact Postal (concatenation of "Suburb", "State", and "Postcode")
abn	Clients / Contact "ABN"
client_group_code	Clients / Contact "Group"
contact1_name	Clients / Contact Contact 1 "Name"
client_email_name	Clients / Contact Contact 1 "Name"
client_email_address	Clients / Contact Contact 1 "Email"
client_email_name_cc	Clients / Contact CC "Name"
client_email_address_cc	Clients / Contact CC "Email"
channel_id	Clients / MLA "Channel"
payment_method	Clients / Contract Defaults "Payment Method"
billing_terms	Clients / Contract Defaults "Billing Terms" of the client
terms	Clients / Contract Defaults "Billing Terms" of the client. If blank, this placeholder returns the value stored in gb_control
payment_due_date	A calculated due date can be shown on the invoice based on the invoice date and the client's "Billing Terms". Visit the Billing Terms page for set-up details
client_group_id	Client Groups / Contact "Group code ID"
group_name	Client Groups / Contact "Name"
group_email_name	Client Groups / Contact "A/C Payable"
group_email_address	Client Groups / Contact "A/C Payable"
bank_bsb	Channels / Contact "BSB Number"
bank_account_number	Channels / Contact "Bank Account Number"
reg_no	Default value where the placeholder_name is body12_text. Only the pdfperiodicperlc and pdfpayrun templates can be customised for this field
employee_no	Employees / Contact "Employee No". Available to use where the placeholder_name is body12_text. Only the pdfperiodicperlc and pdfpayrun templates can be customised for this field

Email Template Placeholder Values

These are used in the field gb_template_placeholders.placeholder_value.

Placeholder Value	Description (Location of Data in System Screens)
download_links_for_large_attachments	To configure system settings to convert large email attachments into URL links for HTML Templates, please include the placeholder #download_links_for_large_attachments# in your HTML Template body. Large attachments are defined as attachments that exceed the GB Control 'email_attachments_max_size_in_bytes' value

Pay Run Email Placeholder Values

These placeholders are available for use in pay run report emails.

Placeholder Value	Description (Location of Data in System Screens)
client_name	Pay Runs / Pay Run "Client Code" > Clients / Contact "Name"
pay_cycle_code	Pay Runs / Pay Run "Pay Cycle"
invoice_date	Pay Runs / Pay Run "Period Date". Presented in dd/mm/yyyy format
pay_run_id	The pay run that matches the selected "Client Code", "Pay Cycle", and "Period Date" combination
pay_run_total	Pay Runs / Pay Run total for the selected "Client Code", "Pay Cycle", and "Period Date" combination. This does not round to 2dpi. Example: if the total is 727.80, you will see '727.8'
funds_due_date	Will only display if the date has been populated into the table. This date is added by the scheduler job SP - sppayruns - add payrundates. The added date can be derived from the Clients / Contract Defaults "Billing Terms" of the client. If is NULL, an odd date will be shown in emails. Example: '30/11/-0001'
payment_method	Clients / Contract Defaults "Payment Method"
invoice_no	If you have created multiple invoices, only one invoice_no will be displayed. This placeholder limits your flexibility to create multiple invoices to update pay runs in process. For a fixed reference for your pay run, use pay_run_id instead
posted_date	Date the pay run invoice was created. Presented in dd/mm/yyyy format. If you have created multiple invoices and posted on different days, only one posted_date will display

Invoice Type

When you create Booking Invoices, you can choose to create an "Interim" or "Final" invoice.

An "Interim" invoice is useful when the vehicle is being used over a number of months. Only the vehicle rental charge will be created on an "Interim" invoice.

A "Final" invoice is used when the vehicle is being rented for part of one month, or the booking is in its last month. A "Final" invoice will contain all other charges for the booking, such as Fuel and Damage Charges. If the vehicle used is a Hire Car, there may be other charges such as Airport Premiums and Surcharges.

Invoice To Date

This is a calculated display field that shows what the next "Invoice To" date will be with the current selections applied.

This will calculate if "Invoice To" and "Invoice To Day" are entered.

If no entry is made in "Invoice To" field, it will be displayed as blank also on 'Save'.

Invoice Date

The "Invoice Date" field enables the scheduler job to perform the same function as users achieve when they choose an "Invoice Date" in Fleet / Billing screens.

When creating a new job, "Invoice Date" is blank, until selected.

An "Invoice Date" cannot be selected if "Invoice To" is blank.

List box options are 'Invoice To' and 'Run Date'.

Choosing 'Invoice To' will use the calculated "Invoice To Date" as the Fleet / Billing "Invoice Date" when the billing selection and posting is run.

Choosing "Run Date" will use the system's run date as the Fleet / Billing "Invoice Date" when the billing selection and posting is run.

Invoice To

Selecting values for "Invoice To" and "Invoice To Day" will enable the scheduler job to perform the same function as you can achieve by choosing an "Invoice To" date in Fleet / Billing screens.

These fields do not have to be applied in scheduler jobs. If they are left blank, scheduler jobs will function as they do now.

List box options are 'Common Day Past', 'Common Day Future', 'Run Date Plus', and 'Payroll Cut Off Days'.

Common Day Past

Represents the 'Day' of the month that the billed items will be collated to.

Where the selected DAY is on or before the Next Due Day of the scheduled job, the calculated "Invoice To Date" will include items to be billed in the current month of the selected DAY
Where the selected DAY is after the Next Due Day of the scheduled job, the calculated "Invoice To Date" will include items to be billed in the previous month of the selected DAY

Common Day Future

Represents the 'Day' of the month that the billed items will be collated to.

Where the selected DAY is on or before the Next Due Day of the scheduled job, the calculated "Invoice To Date" will include items to be billed in the next month of the selected DAY
Where the selected DAY is after the Next Due Day of the scheduled job, the calculated "Invoice To Date" will include items to be billed in the current month of the selected DAY

Run Date Plus

Represents the number of days in the future from the scheduled 'Job Run Date' that the billed items will be collated to.

Payroll Cut Off Days

Represents the number of days in the future from the scheduled 'Job Run Date' that the billed items will be collated to using the value in payroll_cutoff_days.

This option is dependent on 'Client Code' being entered in the Parameters section. Where 'Client Code' is not selected, 'Payroll Cut Off Days' will not be an available option in the 'Invoice To' drop list.

Invoice To Day

The available day options vary based on the selected "Invoice To" option:

Common Day Past: Available day list is "1st, 2nd, 3rd, 4th, ... EOM"
Common Day Future: Available day list is "1st, 2nd, 3rd, 4th, ... EOM"
Run Date Plus: Available day list is "1, 2, 3, 4, ... 31". No EOM will be available
Payroll Cut Off Days: The day list box is disabled as no selection is required