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Invoice Templates

How Tos (2)

You can find this section under Trade Site > Invoice Templates in the IRP left navigation menu.

You use this section to configure customised invoices for different trade customers. Typically you might include the following elements in an invoice:

  • Your VAT/Tax number
  • Your logo and your contact details
  • The date, invoice number, Order ID and Purchase Order ID
  • The trade customer’s ID, billing address and delivery address
  • Quantity shipped, description, etc.
  • Unit price, shipping costs, VAT/TAX, total amount due, etc.

You can design your invoice templates to include all of these elements and imagery using the HTML editor in IRP Admin. There is also a useful Copy function, which makes it easy to re-use the same template over and over again.

Invoice Templates are straightforward to set up on the IRP. The main InvoiceTemplates.aspx screen appears as follows:

IRP Invoice Templates screen

You can use the search bar at the top of the screen to search for the name of any Invoice Template in the system. The main grid shows the following details of each Invoice Template:

  • ID: This is the unique IRP identifier for the Invoice Template, used throughout IRP Admin.
  • Active: Active templates will be used by the system when creating Invoices for Orders. Inactive templates will be ignored until they are activated.
  • Name: This is the name of the Invoice Template, used to identify the template throughout IRP Admin.
  • Associated Countries: This is the Country that the Invoice Template applies to, for example Sweden.
  • Preview: Click this button to see what an Invoice Template will look like.
  • Copy: Click this button to copy an Invoice Template. This is useful if you need to create several Invoice Templates that are very similar other than, for example, the Associated Country. For details, see the How To Copy or Delete an Invoice Template article in this section.
  • Edit: Click this button to edit an Invoice Template. For details, see the How To Add or Edit an Invoice Template article in this section.


How To Guides (2)

To add or edit an Invoice Template, follow these steps:

  1. Go to Trade Site > Invoice Templates in the IRP Admin left navigation menu.
  2. To add a new Invoice Template, click the Add New Invoice Template button at the top of the screen.
  3. To edit an existing Invoice Template, click the Edit button to the right of the Invoice Template that you want to edit. The InvoiceTemplateEdit.aspx screen appears.
  4. Fill in the following details on the Template Information tab:
  5. Setting Description
    Template Details
    Template ID This is a unique IRP identifier for the Invoice Template, added automatically by IRP Admin.
    Active Active templates will be used by the system when creating Invoices for Orders. Inactive templates will be ignored until they are activated.
    Template Name Enter a Name for the Invoice Template. This will be used to quickly identify templates in IRP Admin.
    HTML Body Content
    HTML Enter or edit the HTML content of the Invoice Template. You can use either HTML (by clicking the ‘Source’ button) or the rich text editor. Note that you do not have to make the CSS inline — you can specify styles in the CSS section below. Use any of the available placeholders (described below) to specify the placement of data.
    Available Placeholders
    Placeholders Use any of the following placeholders in your HTML:
    • $$ApplicationTradeURL$$
    • $$ApplicationURL$$
    • $$BillingAddress$$
    • $$CardExpiryDate$$
    • $$CardNumber$$
    • $$CardType$$
    • $$Category$$
    • $$CustomerID$$
    • $$DayPhone$$
    • $$DeliveryAddress$$
    • $$DiscountDescription$$
    • $$DiscountTotal$$
    • $$EmailAddress$$
    • $$ExternalStockID$$
    • $$InvoiceDateCreated$$
    • $$InvoiceDueDate$$
    • $$InvoiceID$$
    • $$ItemDescription$$
    • $$ItemTax$$
    • $$LineTax$$
    • $$LineTotal$$
    • $$LineTotalExTax$$
    • $$NameOnCard$$
    • $$OrderDate$$
    • $$OrderID$$
    • $$OrderIDBarcode$$
    • $$OrderItemIDBarcode$$
    • $$OrderSheetLogo$$
    • $$OtherPhone$$
    • $$PartCode$$
    • $$PickingLocation$$
    • $$PromotionDescription$$
    • $$PromotionTotal$$
    • $$PurchaseOrderNumber$$
    • $$Quantity$$
    • $$QuantityIninvoice$$
    • $$QuantityRemaining$$
    • $$ReceiptGeneratedDate$$
    • $$Shipping$$
    • $$ShippingExTax$$
    • $$ShippingMethod$$
    • $$ShippingexTax$$
    • $$StockID$$
    • $$StockImage$$
    • $$Subscribed$$
    • $$SubTotal$$
    • $$SubTotalexTax$$
    • $$TaxFree$$
    • $$TaxRate$$e$$
    • $$TotalPrice$$
    • $$TotalTax$$
    • $$UnitPrice$$
    • $$UnitPriceExTax$$
    • $$UnitTax$$
    • $$UnitTaxRate$$
    • $$UnitTotal$$
    • $$VatNumber$$
    • $$VoucherDescription$$
    • $$VoucherTotal$$
    CSS Styles
    CSS If required, enter the CSS classes that you have referenced in the HTML section above.

  6. Click the Insert Invoice Template button or the Update Invoice Template button. If successful, you should see a message at the top of the screen:
    IRP Trade Price Lists successful message

You can now move on to associate countries with the template, as follows:

  1. Click the Countries Using This Template tab.
  2. Use the Add or Remove buttons to move countries between the ‘Select Countries’ and the ‘Countries Using this Template’ boxes:
    Trade Invoice Template Associated Countries screen
  3. Click the Update Invoice Template button.

You should now see what your template looks like by clicking the Preview button on either the main InvoiceTemplates.aspx screen or on the InvoiceTemplateEdit.aspx screen. You can then make any necessary adjustments to the HTML and preview the template again.

To copy or delete an Invoice Template, see the How To Copy or Delete an Invoice Template article in this section.


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