MagManager supports multiple invoice templates, perfect if you have a client who pays by direct debit as you can tailor the invoice and the covering email they receive.
To get started with multiple invoices templates you simply need to have two additional templates set up: 1 - an invoice email template 2 - an invoice template, then on the client details tab update the 'Invoice Template' section and you're ready to go.
1 - How to Set up an Additional Invoice Email Document Template
2 - How to Set up an Additional Invoice Standard Document Template
3 - Update Invoice Template and Payment Method on Client Details Tab
1- How to Set up an Additional Invoice Email Document Template
This is the covering email to which the invoice PDF is automatically attached.
Click gear icon top right of screen > Under Admin select Document Templates >
(If you wish to duplicate an existing template, take a note of its name, so you can choose it from the dropdown list)
> Click the green New Document button, top right of screen > Select Email Document > Select Invoice > Select the email document you wish to copy - a copy of that document will be created ready to edit or if you prefer select Create New Document and create the document from scratch.
Edit the email document:
Title - Give the new document a title eg 'Invoice Email Direct Debit'.
Description - Add a description eg 'Covering email to send an invoice to Direct Debit Payers'
To - Select Accounts Contact Email from the search tokens.
Attachments - If required choose your terms & conditions from the drop down box (provided you have then uploaded attachements in MagManager).
Subject - Enter your text in the Subject field eg 'Magazine Advertising Invoice Number plus search token 'Invoicing Invoice No'.
Content - Paste the text you previously copied into the text editor and edit to suit your requirements > Save.
2 - How to Set up an Additional Invoice Standard Document Template
This is the actual invoice PDF, which can be printed or emailed as a PDF attachment to a client.
Click gear icon top right of screen > Under Admin select Document Templates >
(If you wish to duplicate an existing template, take a note of its name, so you can choose it from the dropdown list)
> Click the green New Document button, top right of screen > Select Standard Document > Select Invoice > Select the email document you wish to copy - a copy of that document will be created ready to edit or if you prefer select Create New Document and create the document from scratch.
Edit the standard document:
Title - Give the new document a title eg 'Invoice Direct Debit'.
Description - Invoice for Direct Debit Payers.
Content - Paste the text you previously copied into the text editor and edit to suit your requirements.
VERY IMPORTANT - Finally, select the Email Template from the drop down box (this is the covering email the client will receive with the invoice attached to it), In this case we've selected 'Invoice Email Direct Debit' > Save.
Once set up as described above these new documents will appear in Document Templates under the System Documents tab.
That's the template set up and ready to use.
3 - Update Invoice Template & Payment Method on Client Details Tab
From the client details Tab > choose the Invoice Template you wish to use from the dropdown box.
For clients paying by direct debit ensure the Payment Method is set to Direct Debit (otherwise the DD information will not pull through > Update.
Note: The default template will be used unless you choose otherwise.
4 - Bulk Change
For existing users with a large number of direct debit clients - we can run a query to bulk update the invoice template for clients where their Payment Method is set as Direct Debit. Please ensure that you have both a new invoice email document and new invoice standard documents set up and ready to use before contacting support@magmanager.co.uk to arrange this.
0 Comments