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Creating an Invoice Template

You can create invoice templates for regularly recurring expenses, such as monthly utility bills. Templates make it easy to enter invoices for regular expenditures.
Invoice templates identify a supplier, invoice number, and basic invoice details. You can give templates descriptive titles and add miscellaneous expense lines. When an invoice is created from a template, the following items are copied from the template to the new invoice:
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Supplier information
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Invoice number, with the current month and year appended
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Invoice amount
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Invoice information, including the number and title of the source template
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Miscellaneous expense lines
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Invoice line extra charges
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Invoice line taxes
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Invoice line distribution
Note: Extra charge and tax lines can only be added to templates from miscellaneous expense lines.
Tip: You can also create and use templates in the Supplier window.
Tip: You can view the invoices that were created using the template. In the template’s Invoice window, select the Invoices view. The table lists the invoices, beginning with the most recent. Invoice dates, amounts, and statuses are also shown.
This topic explains how:
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To Create an Invoice Template
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To Add a Miscellaneous Expense Line
For information about using the template, see Creating an Invoice from a Template.

To Create an Invoice Template

1.
From the Site window, select the Invoicing view, Invoices tab, then the Templates tab. By default, this table lists all invoice templates by supplier. It also displays information about the most recent invoices created from the templates.
2.
Click New. The New Invoice Template dialog appears.
3.
Select the supplier. The supplier’s information is displayed in the dialog.
4.
Provide a number and title to identify the template. The template number must be provided, and it must be unique by supplier and site.
5.
In the Details area, provide default selections for the invoices created from the template. Select the appropriate invoice type. Note that templates cannot be created for credit memos, so only regular invoice types are available for selection.
Setting Name
Description
Invoice Type
Select the type of invoice that you are creating. The invoice type:
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Can be used to group and order invoices
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Controls whether the invoice is a regular type of invoice or a credit memo
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Controls the types of invoice lines that can be added to the invoice
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Controls if the invoice requires approval
Invoice type is not mandatory. If an invoice type is not selected, the invoice does not require approval.
6.
Fill in any other information, as appropriate. Any information that you do not enter now, you can enter later on the template.
Setting Name
Description
Invoice Amount
The total amount of the invoice in the supplier’s currency. When creating an invoice from the template, you can change the amount.
Payment Terms
The payment terms for the invoice.
Discount Percent
The percentage discount applied to the invoice.
Discount Amount
The amount of any discount applied to the invoice. If you filled in the invoice amount and discount percent, the system fills in the amount automatically.
7.
When you are finished entering information, click OK. The system creates and opens a new invoice template.
8.
Now that you have created the invoice template, you can add notes, attachments, and a description to it.

To Add a Miscellaneous Expense Line

1.
Open the template’s Invoice window and select the Worksheet view.
2.
Make sure that editing is enabled.
3.
Click the New list and then Miscellaneous Expense Line. The Invoice Line dialog appears.
4.
On the General tab, you can select the resource being invoiced. If the invoice is for a non-catalog item, enter the description of the item being invoiced.
5.
Enter the amount of the invoice line.
6.
To enter the distribution for the line, click New. In the Invoice Line Distribution dialog, select the work order, asset, or account to charge the line to. If charging to multiple accounts, set the percentage or amount charged to the current account, and then click OK.
7.
To distribute the charge to more than one account, repeat step 6.
8.
Select the Charges tab. You can add any charges that are applicable to this line on this tab.
9.
Select the Taxes tab. You can add any taxes that are applicable to this line on this tab.
10.
When you are finished entering the appropriate information, click OK. The system adds a new line to the invoice template.
11.
When you are finished entering information, save the invoice template.