Order Entry Invoices – Printing Payment Details on an Invoice
Did you know you can print payment details on an invoice generated from Order Entry? No? Neither did I until I started digging into inspecting the order entry page and found the table object name. So here’s how!
How to Find the Payment Table html section in Intacct:
- Go to your Order Entry Invoice transaction: Order Entry > Sales Invoice (most likely the name of your invoice transaction but it could be named something else if it’s custom) > View any paid or partially paid invoice in the list > Payment Details
Helpful Tip! Payment not displaying on your Order Entry invoice? Good news! You can still enable it by going to: Order Entry > Open Setup > Configure Order Entry > Check the box to “Display Payment Status”
- Right click and inspect the page. Notice that the table object is called PAYMENTS. Great! Now that you know the table name, you can use that in the invoice template.
How to Modify the Invoice Template:
- Download your Invoice template from either Platform Services or Customization Services module > “Document Templates”. Click to Export the current template you are using.
- Once you have the Word Merge Document open, copy your entries section and paste it a few lines below so that you now have two sections of entries. Like so:
- Now, we have two sets of tables of line items, but what we want is not to call the ENTRIES (line items) table, but rather the PAYMENTS table (as we discussed in step 1). So all we have to do is replace the following:
| Entries Table Merge Field | Payments Table Merge Field |
| <<TableStart:ENTRIES>> | <<TableStart:PAYMENTS>> |
| <<TableEnd:ENTRIES>> | <<TableEnd:PAYMENTS>> |
| <<ENTRIES_ITEMID>> | <<PAYMENTS_RECEIPTDATE>> |
| <<ENTRIES_ITEMDESC>> | <<PAYMENTS_PAYMENTTYPE>> |
| <<ENTRIES_MEMO>> | <<PAYMENTS_DOCUMENTNUMBER>> |
| <<ENTRIES_TOTAL>> | <<PAYMENTS_TRX_AMOUNT>> |
*Important! Remember that when you are editing the merge field, click to Toggle Field Codes, then edit the merge field. This way you are editing the merge field and not just the visual label of the merge field.
*Helpful Tip! You can find these merge fields just by inspecting the page of the Payment Details tab.
When complete it should look like this:
To hide the payment table if no payment has been applied, I added an IF word merge statement so that if the TOTALPAID = 0, the payment section is hidden.
- Save your word template and upload to Intacct by going to: Platform / Customization Services > Document Templates > Edit > Upload Template. Save!
- Final Step! Print an invoice using your new template and marvel at the fact that you just magically made the payment details display for your invoices.
Bonus Tip! You’ll notice I also added two IF statements in my payment entries:
- <<PAYMENTS_PAYMENTTYPE>> field: { IF <<PAYMENTS_PAYMENTTYPE>>=”” “Adjustment” “<<PAYMENTS_PAYMENTTYPE>>”\*MERGEFORMAT }
This was because for Adjustments, the record type displays as a blank instead of Adjustment so I had to add a condition in order to make it display.
- <<PAYMENTS_RECORDTYPE>> field: { IF <<PAYMENTS_RECORDTYPE=”ro” “Overpayments/Advance” ” ” \*MERGEFORMAT }
Finally, overpayments and advances print as a record type of “ro” so you’ll want to add a second condition to make it display as Overpayment/Advance. If you don’t usually record overpayments or advances, this won’t be an issue.
Need help customizing you invoice templates? Feel free to reach out to our CLA Intacct team!
Kathy Jastrzebski is a manager with CLA’s Intacct team. CLA is an Intacct Premier Partner with a partnership that spans over 20 years and more than 1,000 successful implementations. Kathy brings five years of accounting experience along with seven years of Sage Intacct implementation experience. Along with her accounting experience, she has a passion for leveraging technology to lead finance teams worldwide through system implementations with a mission of increasing department efficiency through business process improvements.
Thank you Kathy, very helpful and wonderfully explained.