Create Your Ideal Invoice Layout Template for Management Effortlessly

Invoice layout template for Management

uh so these are the steps here we're gonna  follow in our webinar today uh so first   we're gonna be going into business central and  going to the report layout selection window   from there we're gonna locate our report and  we're gonna navigate to the custom reports   section so in the custom layout section we can  create a copy of that standard report that we have   and then we can give it a new name from the  custom layouts window we can export that report   into word and then in word we can do all of our  modifications once our modifications are done   we're going to save the report in word and then  go back to the custom layout screen in business   central and import that report once that's done  we'll assign it to a company and we'll test it out   so not too many steps kind of straightforward  to follow and i think it's a little bit more of   a simpler process and more intuitive process  than in modifying an invoice or other report   within dynamics gp so that's a little bit of a  benefit of business central over gp right there okay so let's jump into a demonstration  here in business central i'm gonna hop into   microsoft chrome here and we can see that  i already got business central opened up   uh i'm gonna be working in the cronus canada  incorporated company so this is just a   regular uh test company within business  central with some demo data in it   so first thing i'm going to be doing here  is navigating to the report layout selection   window so we'll use the search bar here and  we're just going to type in report layout and here's the page i want to go to so i'm going to switch my company  name here over to cronus canada   and i'm going to use the search feature here to  find my invoice now i know it's report id 1306   that we're going to be modifying but say  we didn't know that or if we're looking   for which report we're going to be modifying we  can also type in something such as sales in here   and it's going to look through all the  report names that have sales in it so   you would also be able to narrow down which report  you're looking for that way as well so here we go   1306 the report that i'm going to be modifying  i'm going to select it here and i'm going to go to   process and custom layouts okay so this is where  we can handle all of the custom report layouts   for the sales invoice report so we can see that  there's a whole bunch here that already set up   i have done a little bit of  testing previously so i got   a demo one already set up here but let's just  start from scratch here um i'm going to choose   the report i want to modify which is going to  be sales invoice blue here i'm going to click   new and new again and i want to insert the  word layout so this is very important here   this is going to allow me to modify  this invoice within word okay   so i'm going to click ok there and now we can see  we got a new report here copy of built-in layout   okay so a very important step right here is to  give us a new name so that we know exactly which   report we're working with and so i'm just  going to name this demo invoice here okay all right so we got our report here created   so it's based off the sales invoice blue it's  copied and now we've named a demo invoice   so what i'm going to do here now is i'm going to  go to layout and i'm going to export that layout okay we can see that it has exported a report  here for us i'm going to open this one up here you might want to check your browser settings  so that you know where these reports are saving   i know that mine is saving into  my downloads folder at the moment   but i can open it up right from the task  bar there on the bottom of my web browser   so i do got word open here and this is  the exported report for business central   okay i'm gonna hit enable editing here to allow me  to modify this report and now we can see i got my   whole list of toolbars and  menu options available to me so to start we're going to want to make  sure that we have our developer tab here   available to us so if we don't see that as  listed here on our ribbon we can go to file   then options and we'll go to customize the ribbon  and we can just check off the box here for the   developer tab okay so why that's important is  it because it allows us to bring on the field   list here so this is basically a listing of  all the fields that are in business central   that we can drag onto our report so most people  who are looking to modify uh their sales invoice   it's probably because they want to bring on um  they want to bring on a field that they see on   the invoice that's not currently on their printed  invoice okay so for example one of the one of the   fields i know that's on the sales invoice is the  customer po number so you may be inputting that   in business central but you find that hey look  it's not showing up on my on my report when   i print it on my invoice when i print it so we  can rectify that so we'll go to our header here   and i can find my customer  po number field and i can   bring that onto a report simply by  clicking it and then dragging it here okay and also we'll notice that we have a whole  bunch of these fields here with lbl behind it   so that's just me it's a label um so that's kind  of the customer po number label uh don't worry   that lbl is not going to print um what we're going  to find it's going to be something just probably   like customer pio number is what's going to show  up on the report okay so um now that we've brought   this label on here we can see that it's not bolded  all the other labels look like they are bolded so   we can go ahead and and bold that as we would  um any regular type of text that we have on our   word document okay so what's nice about  modifying these invoices in word is that   everybody is familiar with word everybody kind  of knows how to format things in word and uh it's   pretty intuitive okay so that's kind of a bonus  of modifying invoices and business central is   that it leverages word and allows us to use those  skills that we already know okay so we've seen   here i've already brought on a new field onto the  report um so say we can do other things such as um   if i want to put a different logo  in i can do that from here as well   so what i'm going to do is just  click this here and i'm going to browse to a file where i know i have a  picture to bring in as a logo   so just excuse me for one second while i navigate  there so i have this logo here i wanted to insert   okay one tip here i want to share with you  guys is that when you're importing logos   a lot of times i found there has been issues  with them and a lot of time those issues can be   rectified if we remove content control on them  okay so i'm going to do that here i only know that   because when i was practicing for this webinar i  was having issues with my logo showing it would   not show up until i removed the content control  and then lo and behold it did show correctly and   as i wanted it okay so we can see here i have that  logo in i can resize it if i wanted to and drag it   around and move it however i wanted okay and last  thing i just want to let you guys know is that   say we did want to add some sort of static text  onto this report we could as well um we generally   prefer that you guys don't do that we would  prefer that you change things in gp or or business   central as this is um and then drag in that  field onto the report that way if it ever changes   in your accounting software it'll  automatically change on the report   okay so but if you say we wanted  to add in like our gst number here   or something like that um you know  we could do that if we wanted to   okay so i'm just going to add some random text  on here just so we have an example okay so we   could see that we've made our modifications here  to our invoice template um we've added on a logo   we've put some static text into uh the header area  and we've also added on the custom po number field   okay so i've saved the report here already to  my pc so now we're ready to go into business   central again and import that report so let's take  a look at how that's going to work so back in bus   essential here we can see that i'm on the custom  report layout section i'm going to make sure i got   my demo invoice here selected and i'm going to  go to layout and i'm going to import my layout i'm going to browse out to where my document is and i got it saved here invoice demo i'm  going to click open to get that imported   okay and now it's in the system i'm gonna navigate  back to our report layout selection uh window and i'm going to go into our cronus  company since that's the one we're   working with here and i'm going to search for  report 1306 which i know is the sales invoice   okay so we can see here now for cronus  currently the report id 1306 has our built-in   word report assigned to it instead what we want  to do is change this to our custom layout now it's going to ask us which report we want and  we're going to choose the demo invoice here   okay and now it's set here for conus canada  what's great about um business central is that   we can test this report right away um without  having to navigate to an invoice or something   like that we can do it right from this window  here okay so some time saving over report changes   in dynamics gp as normally once you import a  report you have to go into um wherever window you   wanted to print that report from and print it from  there so it's a little bit time saving here um   in business central over dynamics gp okay  so we're just going to choose the last   printed invoice that we had here and i'm just  going to click preview for demonstration sake let this load up perfect okay we can see here that  i have my logo has shown up nicely here the static   text that i entered gst number is now showing up  and as well we can see our customer po numbered   label has showed up i assume i'm assuming  here that there was no customer po number   entered on this particular invoice that's why  there's no number actually showing up but yeah   we can see here everything kind of showed up as  we thought it would and everything looks great okay so that uh pretty much concludes the  demonstration uh portion of this webinar   that i had just to go back over the steps that  we did we went to the report layout selection   window uh we located our report and  then we navigated to custom layouts   from there we copied the the default report we  created a copy of it um we gave that report a new   name and then we exported that layout once that  layout was exported in microsoft word we went into   the invoice and we modified it as as we  needed to once those modifications were done   we saved it and then back in the custom layout  section of microsoft dynamics gp we imported that   report and then we were able to run a test report  after that and see that everything worked okay   so um once you're used to that to that  process it's it's pretty simple to start   going ahead and modifying all the reports  you needed to um i am going to mention that   not all reports are word friendly so not all  of the the reports in business you can modify   via work templates other ones you have to  to modify using some sort of sql reporting report software so that's  a little bit more difficult   if there is enough demand i can do a webinar  on that i have done a little bit of that modifying reports in that way before such as  check reports for example okay so if there's   enough demand for that i can um do a powerpoint  on on that one as well for you guys and   we can set up another webinar in the future  okay just let me know if that's something you   you'd like i'll have my email listed later  on in one of the slides of this webinar okay so just to share some general tips with  you guys of stuff that we've done here today   so i want to make sure you guys  can remove the content control on   your images as we can see my logo showed up  nicely but i did have to slog through a few   versions of the template before i  realized that removing the content control   is what was my issue okay uh so i'll also  mention just uh if you've worked with dynamic gp   work templates before you're going to know  this to save multiple copies of your report   um especially when you're you're new to doing  um reports in a word you're gonna find that um   as you're pulling reports and as you're  pulling fields onto the report and as you're   moving things and a table around things do get  shifted sometimes and you can kind of break the   report if you do too many modifications at once  um so that's why we always recommend save multiple   copies um so save a lot of times we recommend do  one change save import and see if it worked and   then do the next change import see if it worked  right so that's only for um pretty much people   who are just starting out with modifying uh word  word reports here um once you kind of get the hang   of it um and you know kind of what the pitfalls  are you know how to avoid them or you know how to   work around them uh so but when you when you get  going yeah practice lots in the test company test   often and save multiple copies okay and just to  touch on a little bit of what i mentioned before   um we always kind of discourage the use of static  text on reports where possible um just because you   know if things do change and you've and you've  changed it in business central you don't have   to go in and change it again on the report if  you change in a bit of central and it's on a   field that's already dragged onto the report  it automatically changes on the report saving   you time and potentially eliminating mistakes and  errors as well okay so that pretty much concludes   the webinar on modifying invoice templates  contact me at colin p at prophet.ca with any   questions you may have in regards to  modifying any reports in business central   um and i'd be glad to work with you on that but  i do want to make mention of some other upcoming   webinars that we have here at prophet we've got  a dynamics gp webinar coming out on workflows   we're doing some analytical stuff in office 365.  i am going to be doing another business central um   webinar coming up in may that one's going to be  on security and we have one here on dynamics 365   mail merge and email templates coming up as well  okay so thank you for watching uh here's my email   address on this slide i'm also gonna mention to  you guys if you're if you're enjoying these uh   prophet.ca webinars that we do every wednesday  go ahead and uh register or uh subscribe so that   you can get the the full content on our youtube  channel okay thanks very much and have a great day