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Locating\/Changing Invoice Templates

Distributor steps for finding which invoice template a customer or chain uses in Encompass, editing it, or creating a unique Invoice, BOL and Document Template for them. Requires v23.03+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.03

Pre-Conditions

  • If a Customer/Chain would like a unique Invoice Template, then a unique Document Template and Invoice Template will need to be created.
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  • If there is an issue with an Invoice Template before doing the following steps you will need to determine through the Best Practices, which Template they are currently using.

Steps

Updating the Invoice Template:
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  • Once you have located the proper Invoice Template, make changes in the Template Designer as needed and press 'Save'

Customer/Chain needs their own Unique Invoice Template
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  1. Once you have located the proper Invoice Template, in the Template Designer press 'Save As...'
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  2. Rename to your choosing
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  3. Make any necessary changes to the Template with the Template Designer and make sure to 'Save' your changes
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  4. Create a BOL to match your New Template by clicking 'Save As' and change the 'Template Type' to 'Invoice Bill Of Lading'
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  5. Go back to the 'Document Templates' Table and create a New Document Template
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  6. Select the Newly created Invoice Template and BOL Template respectively
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  7. Assign the New Document Template to the desired Record

Fields And Definitions

  • Document Template - Name of the Document Template
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  • Invoice Template - Attached Invoice Template
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  • Invoice BOL Template - Attached Invoice BOL Template
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  • Quote Template - Attached Quote Template

Best Practices

Template Hierarchy
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  1. Split Invoice - set on the Customer or Chain Split Invoice Record
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  2. Customer - set on the Customers Table
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  3. Chain - set on the Chains Table
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  4. Location - linked through the Customers Location
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If the Document Template is set at any level, it will override any Document Template set at a lower level.
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Document Templates are required on the Locations Table, so if a Customer/Chain does not have a Custom Template, it will default to the Location.
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Naming the Document Template to the Chain or Customer Name Template will avoid confusion between the templates.

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