AR Management - This article explains how to set up invoice templates and how to define when invoice templates are used.
Invoice templates are used to define styling and settings for groups of invoices, and they are automatically assigned to invoice records on their creation.
Required packages and permissions
Available with: Lumary 22.82 and later
Permission: Lumary AR - AR Management
Lumary AR Management features do not necessarily come as standard. If these features are not available to your users, please contact your Account Manager.
In this article we will discuss:
Creating and managing Invoice Templates
Invoice Templates can be created and managed within the AR Management tab. To create or edit an Invoice Template:
- Click the App Launcher, and select AR Management.
- Select Invoice Templates.
- View, Edit or Create:
- To Edit or View a template, select a checkbox next to the desired template, then click the View or Edit button on the bottom right of the screen.
- To create a new template, click the + New Invoice Template button at the top right of the screen.
- Field Options:
| Field Name | Explanation | Considerations |
| Template Name | Name given to a template that will be shown in Lumary to users. Name should make sense for a user to be able to select appropriate templates to use. | |
|
Invoice PDF Details |
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| Invoice Logo | This is the logo that will be used on the invoice. Logos can be uploaded to the Static Resource section of Lumary by a System Administrator, once uploaded, they will then be selectable in this field. |
Logo Creation, Please use the template at the bottom of this article as a guide to ensure your image meets the template requirements. Logo Image save sizes should be kept small, 10kb limits. |
| Invoice Item Field Set | This is a Field Set created by your System Administrator on the Invoice Item object to capture specific additional fields which will be shown on the invoice for each service invoiced. | |
| Invoice Header | This is a rich-text field that will consume the top second half of an invoice, it can include images and text and will always be right aligned. | This field should capture your business name, address details, ABN etc. |
| Invoice Terms and Conditions | This rich-text field is optional and only renders if the field is not blank. It allows you to add specific terms and conditions for this invoice template type. | |
| Invoice Footer | This rich-text field appears at the very bottom of the invoice, if populated. | |
| BSB and BPAY Details | ||
| Account Name | The Account Name to be shown for electronic funds transfer payment option. | |
| Account Number | The Account Number to be shown for electronic funds transfer payment option. | |
| BSB Number | The BSB Number to be shown for electronic funds transfer payment option. | |
| BPAY Biller Code | The BPAY Biller Code to be shown for BPAY payment option. | |
| Invoice Distribution Details | ||
| Send Invoice Email Template | This is the email template that should be used when the email is sent to a debtor with the invoice PDF attached. These can be set up by a system administrator. | Email Templates in Lightning Experience |
| From Email Address | This is the email address that should be used when the email is sent to a debtor with the invoice PDF attached. This is an Org-Wide email address that can be added and verified by a system administrator. | Set Up Organization-Wide Email Addresses |
| From Email Name | This is the textual name (e.g. ACME Accounts) that should be used when the email is sent to a debtor with the invoice PDF attached. | |
| Invoice Reminder Settings | ||
| Invoice Reminder Days Before Due 1 | This should be the number of days before an invoice's due date that a reminder email should be sent for the first reminder slot. | This is the first reminder time slot. |
| Invoice Reminder Email Template 1 | This should be the email template used for when the first slot email reminder is sent out to debtors. | |
| Invoice Reminder Days Before Due 2 | This should be the number of days before an invoice's due date that a reminder email should be sent for the second reminder slot. | This is the second reminder time slot. |
| Invoice Reminder Email Template 2 | This should be the email template used for when the second slot email reminder is sent out to debtors. | |
| Invoice Reminder Days Before Due 3 | This should be the number of days before an invoice's due date that a reminder email should be sent for the third reminder slot. | This is the third reminder time slot. |
| Invoice Reminder Email Template 3 | This should be the email template used for when the third slot email reminder is sent out to debtors. | |
| Invoice Overdue Reminder Days After Due 1 | This should be the number of days after an invoice's due date that a reminder email should be sent for the first overdue reminder slot. | This is the first overdue reminder time slot. |
| Invoice Overdue Email Template 1 | This should be the email template used for when the first overdue slot email reminder is sent out to debtors. | |
| Invoice Overdue Reminder Days After Due 2 | This should be the number of days after an invoice's due date that a reminder email should be sent for the second overdue reminder slot. | This is the second overdue reminder time slot. |
| Invoice Overdue Email Template 2 | This should be the email template used for when the second overdue slot email reminder is sent out to debtors. | |
Here is where the above fields affect the generated PDF:
Locations invoice templates can be defined
Invoice Templates are assigned automatically to an invoice that is created through the Generate Invoice button on a Session and via the Generate Invoices button on a Bulk Invoice Run extract or an NDIS extract.
Invoice Items are grouped into invoices with other items with the same grouping logic. Part of this grouping logic includes which template to use. Templates are determined based on the linked Service Delivered record using the following logic
- Extract is NDIS, this will set the template to use the Default Invoice Template set in AR Management Settings, if this is not the case it will look at the next item,
- Checks if there is a specific Invoice Template listed on the Debtor record (Billing Account or Billing Contact), if this is not the case it will look at the next item,
- Checks if there is a specific Invoice Template listed on the Site record linked to the Service Delivered record, if this is not the case it will look at the next item,
- Other it will default and use the Default Invoice Template set in AR Management Settings.