The layout of an invoice and other document types sent from Uniconta can be customized to suit the look you want for your company.
The example below is based on an invoice layout, but the same approach can also be used for other types of layouts such as offers, delivery notes, order confirmations, etc.
The layout of an invoice can be structured in two ways in Uniconta. One is through simple layout choices, where you decide where on the layout you want certain information. This setup is done under Accounts Receivable/Maintenance/Invoice layout.
This article is based on the simple layout selection.
If you need more advanced layout options and possibly add codes such as “IF-THEN-ELSE”, the invoice layout must be developed via Uniconta's report generator, which can be found under Tools/Report generator/User-designed reports. Read more about this here.
Workflow for invoice layout. invoice layout
- Customize an invoice layout under Accounts receivable/Maintenance/Invoice layout
- Create an E-mail setup under Company/Maintenance/E-mail setup and Customer/Maintenance/E-mail setupto define how the email should look when you send Invoices by email.
- Create or customize Layout groups that bring together the desired layout and the set up emails. Layout groups can be found under Customer/Maintenance/Layout groups.
Invoice layout videos
Video / Setting up a simple invoice layout
Create or modify an existing layout
Uniconta is built with three different layouts that you can use or base your own layout on.
- Standard includes space for logo in the top right side of the design.
- Advanced 01 includes space for the logo in the top left side of the design. Advanced 01 also includes the shipping address fields.
- Advanced 02 includes space for the logo in the top right side of the design. Advanced 02 also includes the shipping address fields.
All three designs are available for five different document types.
If you have designed a nice layout and want to reuse it for another report, select Copy layout in the menu.
Below is the content of a Standard Invoice (Standard - Invoioce), which is the one selected when creating a Uniconta.
Coordinate system for the invoice layout
The simple invoice layout is based on a coordinate system (Row, Column).
On a portrait A4 page, you have (1, 1) in the top left corner and (150, 130) in the bottom right corner.
130 is the last character on the page, but it is not recommended to use more than 100/110, as the text will most likely not make it onto a printout.
Note that in Invoice layout it is also possible to write texts from scratch.
[caption id="attachment_122692" align="aligncenter" width="600"]
Invoice layout, setup in coordinate system[/caption]
Customize invoice layout
To customize the current invoice layout, follow the steps below if the invoice layout you are using is built with the simple layout choices.
If your invoice layout is instead created via our report generator, you need to customize the layout via Tools/Report generator/User designed reports. Read more about this here.
- Select Accounts receivable/Maintenance/Invoice layout
- Place the cursor on the layout that in the Document type field = Invoice and where the Default field is checked
- Select the Edit button
- In the screen that opens, you can, for example, change the font and change the values in selected fields to determine whether or not certain information should be printed on your layout and, if so, where it should be placed on the printout. For example, if you fill in the fields as described below, your invoice layout will look as shown below.
The Name field is the name of the invoice layout. The Document type field is filled in with the Value 'Invoices', as this is based on an invoice layout.
You can choose whether the invoice layout should be landscape instead of Portrait, whether you want a watermark with a text or an image and which font to use on the invoice layout.
Read more about watermarks here. - Under the heading Order lines (Column ) you define the Location of the fields on the Order/invoice lines.For example, if you do not want to print Item numbers on your invoice lines, you can enter 0 in the Item field and change the value in the Text field from 1 to 14 to define that the Text should start at 1 in the coordinate system described earlier in this article.If you want more space for the text on the Order/invoice lines, you can for example specify that Quantity should start at 65 and/or that Text should start at 8.
- Under the heading Position (Row & Column ), define the position of other information on the layout.
In the example below you can see that Address and Company address are both printed in row 22, but one is placed in Column 3 and the other in Column 80, i.e. the customer's address on the Invoices is printed on the left side of the paper and the Company address is printed on the right side of the paper. If there are fields you do not want to print, simply set the values to 0.
If there are fields you want more space for in width, such as the customer address, simply ensure that the information you print on the same line (row) starts later, i.e. moved to a higher column number or moved to a completely different location on the layout.You can also define where your logo should be placed on the layout. Read more about how to upload the logo to your accounts in Uniconta below in a separate section. Read about which delivery addresses are printed on invoices when using our standard 'Invoice layout' here.
Read more about delivery addresses on other documents when using invoice accounts here.
- Under the Free text heading, you can enter different free text lines to be displayed at the bottom of the invoice layout. See the example below.
Example of invoice layout if the above setup is selected:
Add logo to invoice layout
Logo must be added under Company/Company information/Company images
Here you get the option of 3 logo types:
- Toolbar (Located to the left at the top of Uniconta)
- Icon (not used)
- Logo (Used for documents in Uniconta, e.g. invoices, order forms, etc.)
JPG, GIF and PNG image files are supported
You can then place the logo on the invoice layout by entering values in the Logofield .
You can also specify how big the logo should be on the layout in the Logo height and Logo width fields.
See below in the article how to test your layout.
Watermark on layout
Read how to create a watermark here...
Test your invoice layout
To test how your invoice looks, you can use the quick invoice feature and simply print a pro forma invoice.
- Select Accounts Receivable/Maintenance/Layout groups
- Select the Add record button and fill in the Layout groups as shown in the example below, where the Invoices field is filled with the Name of the invoice layout you have customized/want to test
- Select the Save button on the ribbon
- Select Debtor/Quick invoice
- Select an Account
- Select layout group = Test in the Layout group field
- Add a line item with quantity and price.
Note! You do not need to select an item number. The Item number field can easily be skipped. - Press F7 or select the Create Invoices button on the ribbon
REMEMBER! If you select the Create Invoices button, check the Simulation and Preview boxes and select the Generate button to print a proforma invoice - If the printout is not as desired, go back to Accounts Receivable/Customization/Invoice layout without closing the quick invoice. Make further changes, save the changes and go back to the quick invoice and select F7 again to print a pro forma invoice again with the latest changes.
Blank page 2 on invoice/printouts
If you have a blank page 2 on your printouts, take a look at the video below that describes how to change this.