Assigning invoice template to customer or job

Hayley Coates
Hayley Coates Member Posts: 9
edited July 2020 in Accounts Hosted
Our company needs to use two different invoice templates with one being used for some customers and one being used for other customers.
Is it possible to assign an invoice template to a customer?
I have had a look but can't see any obvious way of being able to do it. 

We are using Reckon Accounts Hosted

Comments

  • DFB
    DFB Member Posts: 33 ✭✭
    edited December 2016
    You can certainly create multiple different Invoice templates and then assign the Invoice Template at the time of creation, by selecting the template from the drop down box in the top right corner. However, I don't think you can assign a template to a particular customer.
  • gazza73
    gazza73 Accredited Partner Posts: 802 Accredited Partner Accredited Partner
    edited February 2017
    Hayley

    I'm afraid I see it the same way as DFB.  It might be an interesting suggestion to Developers.   I too have seen a practical reason for this,  perhaps based on a field representing 'Customer related department'  or something to that effect. 

    Many of us have multiple trading names for segments of our business and like to prepare ORDER, ESTIMATES and INVOICES under the logo/banner of that trading name and the way we want to present ourselves.  And that may well be under the umbrella of a single ACN/ABN trading entity,

    Gary
  • John Graetz
    John Graetz Member Posts: 1,651 ✭✭✭
    edited July 2020
    Hayley.  There is one way that you can do this, but it is not the way that you might think.  The simplest way is to memorise an Invoice transaction for each of your customers, using the desired Invoice template.  Then, when you want to do a new invoice, call up the memorised Invoice transaction, change the item details and you have your new transaction/invoice with the correct invoice template. This memorised invoice could also have other specific information on it that your might want to use.  It does mean that you have a lot of memorised invoice transactions, but at least you will be using the correct template without even having to think about it and you would also preserve any other specific messages for a customer.  John L G
  • gazza73
    gazza73 Accredited Partner Posts: 802 Accredited Partner Accredited Partner
    edited December 2016
    That's a terrific innovative approach John!

    Gaz
  • John Graetz
    John Graetz Member Posts: 1,651 ✭✭✭
    edited December 2016
    Hi Hayley.  Here is probably a better way, in some respects, which I remembered overnight.  This will overcome the need to memorise invoices, if you don't want to do that.  This utilises what is probably a little known feature of Reckon Accounts, AND, it is one that Reckon can EASILY implement.  So here goes:
    1.  Open up the record for any customer, it doesn't matter who it is
    2.  Go to the Additional Info tab and open it.  Down near the bottom right of this page you will see a button "Define Fields" and click on it.
    3.  Create a new Label and call it say TEMPLATE.  Then place a tick under Customers:Jobs.  Click OK and save the record.  At this stage you will receive a message that you need to add this field to your Customised Invoice Templates.
    4.  Now that you have created this new field, it will appear on every Customer's record under the "Additional Info" tab.
    5  Now go to your Customised Invoice Template and open it.  Down the bottom, click on "Additional Customisation".
    6.  Under the Tab "Header", SCROLL DOWN the page until you see this new "item" called TEMPLATE and place a tick in the box adjacent to it.  (You will need to do this for every one of your customised Invoice templates.)  Now save this template and exit.
    7.  Go to any one of your customers.  Go to the "Additional Info" tab and go across to the TEMPLATE box.  Insert the name of the Invoice Template that you want to be the default for this customer and save the record.
    8.  Now go to Create Invoice.  Select the customer whose record you have just updated and then you should see the new field TEMPLATE appear, together with the name of the Default Invoice template for this customer.  That should put a smile on your face :).
    You will now need to input the default Invoice Template into every customer record.  Remember that you need to select this new field for every Invoice Template that you have.
    As you can see, this should not be a difficult task for Reckon to do, to add a new field to the Customer Record, instead of all of us having to do it individually.
    John L G
  • gazza73
    gazza73 Accredited Partner Posts: 802 Accredited Partner Accredited Partner
    edited December 2016
    John.  I like your work!    

    Can I check I understand this.  When you finally get to create a new invoice, using your methodology,  the defined filed process you've implemented will simply prompt/remind you which template SHOULD be selected for this particular customer.   You'd still need to do one more step at the time of creating the invoice,  and that is, to use the dropdown template button to select a template that MATCHES that name that is prompting you.    

    IE:  it's not an automatic selection here, but a really beaut prompt/reminder for the operator?

    Gary

  • John Graetz
    John Graetz Member Posts: 1,651 ✭✭✭
    edited December 2016
    Thanks Gary - you are correct.  This is only a prompt - you still have to select the nominated template.  But at least you can see which template to use without having to go elsewhere to find out.  John L G
  • Melissa Meeds
    Melissa Meeds Member Posts: 18
    edited November 2015

    Hi, I have many different templates for Invoices for the Transport Industry .. I just created the template and saved it using the customer name, so when I create an invoice, under Template (drop down box) I just select the customer name, that way it is the right template and any addition custom notes etc all relate to that customer... If another customer has the same template, I just create a copy of template and rename to that customer... I find it the easiest and simplest way and it is always right. Hope that helps :)

    Mel

  • Hayley Coates
    Hayley Coates Member Posts: 9
    edited November 2015
    Thanks for your suggestion John.
    Having the prompt of which invoice template needs to be used will be helpful, I just need to make sure that I remember to select it :) Thankfully all of our invoices are either printed or saved and emailed by me to I should see if any our selected incorrectly and fix them before they get to the customer.
  • Lori Notman
    Lori Notman Member Posts: 2
    edited November 2015
    It would still be an advantage to a business with multiple trading names to be able to to nominate a template under the additional Info tab (just like type etc) and it defaults to it automatically without having to remember to change it every time you do an invoice. 
  • John Graetz
    John Graetz Member Posts: 1,651 ✭✭✭
    edited December 2016
    HI Lori.  As you will have noted, you are not alone in wanting that functionality, but you will also notice that not one person from Reckon elected to comment, so one cannot be particularly confident of them deciding to take anything on board in an effort to provide this needed service.  John L G
  • Tracey Jorgensen
    Tracey Jorgensen Member Posts: 4
    edited May 2016

    Hi John,  I like this way, however when the customer has zero quantity of an item, the item and the zero shows up on the Tax Invoice making some Invoices very long.  Is there a way to print the Invoices without zero quantities using the memorised transaction list?


  • John Graetz
    John Graetz Member Posts: 1,651 ✭✭✭
    edited December 2016
    Hi Tracey.  Very simple solution.  When you recall the Invoice from the memorised transaction list, just delete any items that you don't want to show.  That just leaves you with the ones for which you have some activity.  All you have to do is to place your cursor on any part of a line that you don't want and then hold down ?Ctrl? and then press the ?Delete? button.  That will just delete the line that you don't want to include.  On a similar basis, if you want to insert a new line, hold down ?Ctrl  ?and then press the ?Insert? button.  That will add a blank line for you to insert another item anywhere within the invoice, or you can just add another line at the end of the invoice.  Hope this helps you.  John L G
  • Tracey Jorgensen
    Tracey Jorgensen Member Posts: 4
    edited May 2016

    Thanks for your help John.  I am trying that now, but it is not working.  I am bringing up the memorised transaction, holding the cursor over the line and pressing CTRL and DELETE at the same time.  Didn't work, so I bringing up the memorised transaction, saving it, and then trying the CTRL DELETE, and still nothing.  What am I missing?  I am on Reckon Hosted.


  • John Graetz
    John Graetz Member Posts: 1,651 ✭✭✭
    edited December 2016
    Sorry Tracey, my instruction was not specific enough.  You have to actually click on the line to be deleted first (to ?select? that line), rather than just placing the cursor over over the line.  Once you actually select the line to be deleted, it will work.  John L G
  • GoatyMcGoatBoat
    GoatyMcGoatBoat Member Posts: 54
    edited November 2017
    Two years ago, somebody raised this issue. 

    Today, I have the same issue.  I have one customer that requires a specific invoice template, and I need to apply that invoice template to every one of their invoices.  I also need to ensure that invoices to existing clients remain the same.

    It should be incredibly easy to do this, yet two years later I am struggling with the same issue that Hayley Coates was struggling with.

    Anyone from Reckon care to tell us how many years it will be before this functionality will be introduced?
  • CampsawZC
    CampsawZC Member Posts: 2

    Has this been changed?


    Incorrect invoice templates being used is causing many issues for us while reconciling different branches of our business. ?


    Is there a simple was to do this?