Overview
If you are new to Emersion, or need to learn about invoice templates in Emersion, this is the place to start. This article is aimed at users needing to understand the basics of invoice templates and how to approach creating an invoice template in Emersion.
Invoice Generation Fundamentals
Understanding how invoices are generated in Emersion is essential for users responsible for setting up and maintaining invoice templates. The first thing to understand is that this is a multi-step process.
Generation of the XML
The first step of the invoice generation process is the production of an XML file. This XML contains all information that will be part of the invoice, including the design settings and layout settings. This XML file is sent to a PDF processing engine.
The PDF generator takes the XML and analyses it. Then, these steps happen in sequential order.
Apply the Invoice Layout Type
The system will first check to see what invoice layout type is associated with the invoice. The invoice layout type determines the structure and positioning of the various elements and controls the overall look and feel of the invoice.
Overlay the Design
Service providers can use the invoice design settings to turn on/off sections on the invoice, add text, add or remove certain columns, re-align certain objects, etc. The system looks for any invoice design settings that are used to override the default invoice design settings contained in the invoice layout type and applies them.
Apply the Invoice Layout Settings
The invoice layout settings are then applied.
Generation of the PDF
With all this preparation complete, a PDF file is generated and is available to view in Cumulus under the following locations:
- Finance > Accounts Receivable > Invoice List
- Customer > Invoice List
Approaching Invoice Template Creation
The section above introduces readers to how invoices are generated at a high level. Being able to generate an invoice assumes an invoice template already exists. Once you have a basic understanding of how invoices are generated, working with each of the components becomes easier.
Technically in Emersion, there is no such thing as an invoice template. An "invoice template" in Emersion can be thought of as a term that represents multiple components working together.
From a high level, there are 3 steps to approaching the construction of your invoice template in Emersion.
- The first step towards building a invoice template is to select an invoice layout type to use. This will establish the data structures and overall look and feel. If these layout types cannot meet your requirements, please contact our sales department who can discuss your specific needs in detail.
- The next step is to plan which design settings you will use to further customise your invoice template. If you choose not to use design settings, then the default design settings will apply. The Emersion default design settings will vary for each invoice layout type.
- The invoice layout settings contain the company-specific information that will show on the invoices. Review the invoice layout sub tabs and ensure you collect all the information you require to populate in this section.
Single Design, Multiple Layouts
It is possible to have a single invoice design and apply multiple invoice layouts to create more than one template. This is common when service providers want their invoices to be have a consistent look and feel, but want to have different invoice layout settings. The invoices will look the same from a design perspective and retain the same overarching invoice structure, but the company information printed on it (such as Reply To address) needs to be different.
This single design, multiple layouts configuration provides the ability for service providers to have different invoice templates for different groups of customers, but with the same look and feel. This is particularly useful for companies with a more complex entity structure, or are part of a group of companies. Multiple layouts are also used by service providers to have one invoice template for business customers and another for residential customers.
Multiple Design, Single Layout
This configuration is less common, but having multiple invoice layouts all using the same design is frequently a solution we suggest to or service providers who have a requirement to print the same company-based information printed on the invoices, but want to leverage a different invoice designs for different groups of customers. The invoice layout type samples provided here show this configuration in action. A single invoice layout was used to demonstrate the same content across multiple invoice layout types.
Multiple Designs, Multiple Layouts
More complex requirements may see service providers maintaining multiple designs and multiple layouts. Emersion's consultants can assist you to consolidate your existing invoice templates into the minimum number of designs and layouts in order to keep this as simple as possible.