Invoice Template Editor

Use Invoice Template Editor to create custom invoice templates for producing billing invoices that meet the specific needs of your enterprise.

Invoice Templates

An invoice template is a group of saved settings that determine the layout and content of the invoice. Deltek provides you with a Default invoice template for producing billing invoices. In addition to this, you can create different invoice templates as needed for different projects or billing scenarios.

You create invoice templates in Settings > Billing > Invoice Template Editor in the desktop application.

You specify an invoice template to use for creating a project's invoices and credit memos in the Invoice Template and Credit Template fields on the General tab in Billing > Billing Terms in the desktop application. If you use pre-invoices, you specify the invoice template to use for pre-invoices on the Pre-Invoice tab of a project's billing terms.

Invoice Template Editor

Each tab of he Invoice Template Editor provides options for customizing particular areas of your invoice. These options include showing or hiding headings, names, numbers, or labels, associated details, headers and footers, images, signatures, and various other types of information.

For example, there may be situations when you want to hide all details, subtotals, and phases for an invoice, and only show totals. In this case, you would use the Project Info tab and Sections tab to set the following options:

• On the Project Info tab, select the Hide option for Phase Header Label and clear the Print Phase Name option.
• On the Sections tab, use the Section Order list to specify the level of detail that displays in each section of the invoice. For example, for Reimbursables, you could select Total Only (Hide all Detail) which only shows the totals for reimbursables and does not list any details. Then, you could select the Hide Detail Subtotal option so that subtotals do not display.

Security and Access Rights

Your role's security settings determine your ability to update invoice templates. You may be able to view and/or update all templates or only a subset of templates. Contact your system administrator if you do not see an invoice template that you expect to see in the Invoice Template Editor, the Invoice Template field on the General tab of the Billing Terms form, or the Invoice Options field in Intercompany Billing.

Two types of access rights apply to invoice templates. Record Level View controls access to templates in Billing Terms and Intercompany Billing. Record Level Update controls access to templates in the Invoice Template Editor form.

Invoice Language

If you use multiple languages in DPS, you specify the language that you want to use each time that you log in to DPS. If you create an invoice template, DPS saves the language as part of the template. As a result, each time that you generate invoices based on that template, DPS generates them in that language, even if the person who initiates the billing process is currently logged in with a different language.

Because each template is associated with a specific language, make sure that you log in with the language that you want before you create a template. If you need to make changes to a template, be sure that you log in with the language for which you created it.