Invoice Design and using the AbtracOnLine Report Designer

The forms and documents that are sent to your clients from AbtracOnLine can all be styled to suit your corporate image.

The invoice layout is the most commonly modified form, if applicable you can also customise your Purchase Orders and Accounts Rendered.

This article details modifications to the invoice layout, but the process is similar for all other instances.

Confirming an invoice template

When you go live with AbtracOnLine we recommend you do invest in getting the support team to create your invoice layout for you.

We like to start with an example of a previous invoice, or if you don’t have one then a basic mock up in MS Word helps. We also need a high resolution copy of any logos to be included.

We will then add your logo and modify the header, subtotal and footer of the Abtrac invoice to suit.

The invoice body is less flexible in terms of the changes we can make, but we’ll teach you how to style the main body of each individual invoice using the Abtrac invoicing module as part of your invoice training.

If you would like to create your own invoice modification you can do so from the AbtracOnLine Report Designer, however we do find that most Abtrac users prefer to let us create the original design, and tend to use the report designer for minor changes.

It typically takes the support team between 1 – 4 hours to create and confirm a layout for you. It tends to take quite a bit longer to do it yourself as there is also a bit of time to familiarise yourself with the report designer and the fields available.

Making changes to your invoice design with the report designer

Once your invoice design has been created you can make small changes to it from within Abtrac with the Report Designer.

The important Dos and Don’ts

Do

Take a BACKUP of your current template
Before making any adjustments, be sure to take a copy of your template so you have a version you can revert back to if need be.
Learn how to do this here

Don’t

– Never adjust the horizontal margin.
The horizontal margins should not be changed as this will upset the algorithms that are used in the body of the invoice which in turn will create unwanted display issues.

If for some reason, they are accidentally adjusted when you are making changes, ensure they are returned to the below measurements.

2069_Horiztonal Margins

– Under no circumstances make changes to the “Details” Section.
The detail section should not be tampered with at any stage as the algorithms that are used to generate the body of the invoice will cause major disruptions if adjusted and cause significant issues to your invoice template. In some cases changes to this area are irreversible so you will then need to start over again with the layout.

– Do not add any extra sections to the left hand side of the invoice e.g. headers, footers etc.
This again can affect the layout of the invoice and can make any generated invoice go haphazard.

How to:

Where do I go to make changes to my invoice?

How do I take a backup and start editing or add a new invoice template?

How do I add a logo or image?

How do I add a label?

How do I make a text field?

How do I change the font type face, size and colour?

How do I align labels, text boxes, logos and lines?

How do I group fields together (e.g. addresses)?

How do I add a lined/bordered box?

How do I add a page number?

How to do I make a multiline text field?

How do I preview the changes I’ve made?


Where do I go to make changes to my invoice?

Go to Administration → Settings → Invoice Settings

Select the invoice setting you wish to change then go to the Invoice, Account Rendered, Purchase Order, and Receipt Templates area of the page. At the top click on the Default Invoice Template edit button on the right-hand side. This will show you all of your current active invoice templates.

2069_Invoice Settings

AbtracOnLine – Invoice settings

AbtracOnLine - Edit report template

AbtracOnLine – Edit report template


How do I take a backup and start editing or add a new invoice template
In the Report Designer screen click on the plus to add a new template. As mentioned above we’d recommend copying an existing template before you make any changes so that you have a back up copy.
AbtracOnLine - Report Designer Add Template

AbtracOnLine – Edit report template

Once a template is created you can choose the edit (pencil) button to rename the report or add comments.

2069_rename-or-editedited.png

Clicking on the report name will open the Report Designer.


How to Edit the Invoice Layout

There are two editable sections in the Report Designer:

  • Report Header & Top Margin (Teal Blue)
  • Group Footer & Bottom Margin (Purple Blue)
  • The “Detail” Section (Grey) is not editable and contains all the code used to create your invoices.
AbtracOnLine-Report Designer editable sections

AbtracOnLine – Report Designer – Editable sections


How do I add a logo or image?

2069_InsertImage1.pngChoose the image icon (pictured) from the Labels menu on the left hand side.

Drag and drop the image icon into your invoice template.

To place your logo/image in the box. From the Properties menu on the right hand side click on the ellipses […] after the word “image”.

From here you can select where your graphic is saved and drag it into place.

Make sure you graphic is no larger than 600Kb.

2069_InsertImage2.png

AbtracOnLine – Report Designer – Add an image or logo

To resize the image proportionally, click on the sizing drop down menu in the properties panel and select “zoom image”.

2069_InsertImage3.png

Select the graphic within the invoice template and drag one of the corners to adjust to your desired size.


How do I add a label?

2069_Type Icon

Any fields within [square brackets] are dynamic and are linked to information in your version of Abtrac e.g. Invoice Number, Tax Number, Addresses.

To add a label, simply drag and drop the Type Icon from the left hand side and drop into your invoice template.

With the label selected, come across to the Properties on the right hand side and where is says “Data Binding” hit the arrow on the right hand side and select “invoicePreviewDataSet” then “Invoice”. From here you can select the data field you’re after.

2069_Add a data field label

AbtracOnLine – Report Designer – Add a label


How do I make a text field?

Much like adding a label, just drag and drop the Type Icon from the left hand side and drop into your invoice template. Double click the box you’ve just placed into the invoice and start typing!

Be sure to drag the corner of the box to increase the size of the text field so all the content is showing. Otherwise anything cut off will not show up on the invoice.


How do I change the font type face, size and colour?

Select the label or text box you wish to adjust, from the Properties menu choose the “Appearance” drop down. Then choose to show the “Font” drop down options also.

2069_FontAppearance.png

AbtracOnLine – Report Designer – Changing font, size and colour

From here you’ll be able to adjust the size of the text, make it bold, change the colour and adjust the alignment.


How do I align labels, text boxes, logos and lines?

When adding new fields or changing the layout, it is easy for things to become misaligned, leaving your invoice template looking less than professional.
To quickly line up any items, first select them item you want to align other objects to (this selected item will have white squares around the edges) then push “CTRL” and select the other misaligned items (these will have solid black boxes in the corner).

2069_Aligning.png

AbtracOnLine – Report Designer – Alignment

Once selected you can choose the alignment you wish to make from the Properties menu on the right hand side.


How do I group fields together (e.g. addresses)?

This is a handy feature if you’d like contain a group of fields together for ease of moving around template without having to select each individual field.

2069_Group Fields Together

Go to your tools on the left hand side. Select the square box (XRPanel) and drag and drop into your invoice template.

Increase the dimensions of the box to the desired size allowing for the amount of content you’d like to place inside. Select the fields you’d like to group together and drag and drop into the box you’ve just created.  Everything placed in this box will now be contained together and you can move the whole box around as you wish.


How do I add a lined/bordered box?

2069_Group Fields Together

Go to your tools on the left hand side. Select the square box (XRPanel) and drag and drop into your invoice.

With the box selected, head over the Properties on the right hand side of your screen. Come down the “Appearance” section and where it says “Borders”,  select the fully lined box next to the preselected dotted line box (which means the border feature is currently activated) and this will add a line around the whole outside of the box.

2069_Adding a lined Box

AbtracOnLine – Report Designer – Adding a line/bordered box

Here you will also find the settings where you can adjust the thickness of the border and change the colour.

Place any content into the bordered box and it will also be grouped together.


How do I add a page number?

2069_Page NumberHead across to your tool panel on the left hand side of the page. Scroll down and towards the bottom of the panel you’ll find the below XRPageInfo Icon.

Drag and drop this onto your invoice.

With this field selected, move over to the Properties panel on the right hand side and come down to “ACTIONS” and click the three dots in the field next to “Format”.

2069_Page Number Icon

AbtracOnLine – Report Designer – Page numbering

A new window called “FormatString Editor” will now have been brought up.  Under “Category”, click on the “General”, then hit OK. This will have now setup your page number preset for your invoices.

2069_Page Number-FormatString Editor

AbtracOnLine – Report Designer – Formatting the page numbering


How to do I make a multiline text field?

This is a particularly useful tool for Invoice contact text, Invoice Terms and such alike where more text lines are required.

Select the field you wish to make multiline then go across to the Properties panel on the right hand side. Under the “Text” section, click to put a tick in the box next to Multiline which will activate this feature.

2069_Multiline

AbtracOnLine – Report Designer – Multiline text fields


How do I preview the changes I’ve made?

Once you’ve completed your changes you can save your report template from the left hand menu option.

AbtracOnLine - Report Designer - Save changes

AbtracOnLine – Report Designer – Save changes

To view the changes you’ve made and make sure all data fields are working as they should be, go to Administration > Settings > Invoice Settings > click on the dropdown arrow next to your Default Invoice Template and select the name of Invoice you’ve been working on. Click the save button.

2069_Preview changes made

Now load an invoice (Invoices > Load Invoice) and select the print preview icon on any one of your invoices. This will bring up the invoice for this client using your new, updated template you’ve just been working on.

Haven’t found the help you’re looking for? Feel free to get in touch with our support team and we’ll happily point you in the right direction.

Abtrac KB# 2069