Invoice Export Presets

In OfficeRnD, you can create custom invoice export presets. You can set a default date format and choose specific properties and columns.

Follow the steps below to create an invoice export preset:

1. Navigate to Settings/Billing (1) and click on the Export Settings (2) tab.

2. Click on the blue Add preset button (3) in the top right corner of the screen.

Export_Settings.png

In the newly opened window add the following information:

  1. Name - this will be the title of the preset. You will be able to choose the preset from a drop-down menu in the Billing > Invoices > Export window.
  2. Columns - click on the + sign and select a column from the drop-down menu. Next, enter the title of the column. Click the + sign again if you want to add more columns.
    Note: The meaning of each property from the drop-down menu is explained at the end of the article.
  3. Custom Date Format - enter your preferred date format, dividing the days (DD), months (MM), and year (YYYY) with a hyphen (-). 
  4. Custom Line Numbering - here, you can change the initial number of the LineNumber column. Note: The LineNumber column adds alternative numbering for the exported items.
  5. Custom File Header - an additional header that may be added before the exported content in the .CSV spreadsheet file.
    Note: To add more than one additional headers, separate them with a comma.
  6. After everything is set, click Add.

Add_invoice_export_preset.png

 

To use the newly created preset, follow the steps below:

  1. Go to Billing > Invoices.
  2. Select the invoices you want to export.
  3. Click the Export button in the top right corner of the screen.
    Select_invoices.png
  4. In the Export Invoice Data tab, click the checkbox next to Use an export preset.
  5. From the drop-down menu, choose the preset you created.
  6. Click Download Invoice Data.
    Export_selected_invoices.png

 

Column Properties

  • Description - The description of every line item.
  • ItemCode – The plan's unique code field (next to the Plan name in the Plan dialog).
  • Quantity - The quantity of every line item in the invoice.
  • Unit Price - The price per unit for the specified plan. If it's a monthly membership, this is the price per month. You can leave Unit price as it is an accounting term connected to the line item.
  • Unit Price without tax - Depending on the tax strategy, this could be the same as the unit price, or the number on which you should apply the tax.
  • Total without tax - The total amount of the invoice without tax. 
  • Discount - Percent discount per line item. If a fee is paid partially with coins, the discount won’t be applied.
  • Tax Rate Code – Tax percentage. 
  • Tax – Total tax amount. 
  • Line Total - Total amount of the line item in the invoice.
  • Account Name – Revenue account name.
  • Account Code – Unique code for revenue account. 
  • Tax Rate Code – Unique code for tax rate. 
  • Tax Rate Type – Name of the tax rate.
  • Line Start Date – Membership period start date. 
  • Line End Date – Membership period end date.
  • Line Start Month – Membership period start month.
  • Document Type - Type of document, such as “invoice”, “credit note”, “overpayment”.
  • Invoice Number - Number of the invoice/credit/overpayment document.
  • Reference – The information entered in the “reference” field of the invoice.
  • Allocations – List of allocated credit notes or overpayments to invoices.
  • Invoice Date – Issue date of the invoice.
  • Due Date - Due date of the invoice.
  • Payment Method – Payment method of the invoice – “Bank transfer”, “Cash”, etc.
  • Pending Amount – Calculated the total amount of the invoice when the due date has not arrived yet. 
  • Paid Amount - Calculated the total amount of the invoice when the status is paid.
  • Payable Amount - Calculated the total amount of the invoice when the status is overdue.
  • Amount – Total amount of the invoice with tax.
  • Base Total – Total amount of the invoice without tax.
  • Start Date – Start of the common memberships start date.
  • End Date - End of the common memberships end date.
  • Charge Details – Details when there is a payment gateway integration.
  • Invoice Month – Issue date month.
  • Invoice Period Month - The period of which the invoice is generated for.
  • Office Name – Name of the location.
  • Office Code – Unique code of the location.
  • Line Number – invoice line item numbers.
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