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.

If you are using the report designer we recommend you make a copy of your current template before making any adjustments so you have a version you can revert back to.

From Administration > Settings > Invoice Settings > choose the Edit button next to your Default Invoice Template.

AbtracOnLine - Edit report template

AbtracOnLine – Edit report template

In the Report Designer screen choose to add a new template. As mentioned above we’d recommend copying an existing template so that you have a back up copy.

AbtracOnLine - Report Designer Add Template

AbtracOnLine – Report Designer Add Template

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

Clicking on the report name will open the Report Designer.

2069_rename-or-edit

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

Within the Report Designer there are also two types of fields

2069_report-designer_fields-and-labels

e.g. Date: and [InvoiceDate]

Any fields within [square brackets] are dynamic and are linked to information in your version of Abtrac.

The Fields list menu is accessed from the right hand side of the Report Designer and shows of all available fields.

AbtracOnLine - Report Designer - Fields List

AbtracOnLine – Report Designer – Fields List

Any labels (without brackets) are just text fields and will remain the same for all invoices generated.

Labels, Lines, Boxes and Images are accessed from the  left hand side of the Report Designer.

To add either Labels or Fields into the report Click and Drag from either the left hand menu (for Labels) or from the right (from the Field List).

The right hand menu also contains the Properties menu, used to resize, rename and style both labels and fields.

AbtracOnLine - Report Designer - Click Drag Add and Edit

AbtracOnLine – Report Designer – Click Drag Add and Edit Labels

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


Quick Tips for using the Report Designer

 

Inserting 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

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.

Aligning labels, text boxes, logos, 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

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

Changing a 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

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

Abtrac KB# 2069