Crafting Effective Invoice Notes and Terms Example for Security

Invoice notes and terms example for Security

welcome to the invoice layout modification video um I'm going to just give you a quick walkr on how you can add information and change information to your invoices um before we can actually do this we have to have actually created an invoice and that will have been covered through some other video or tutorial so let's start with um reprinting so I'm going to click on customers and invoices invoices and credit notes now we can only uh modify a layout once we've actually got some invoices to print so here we have a couple of invoices that I've erised earlier um I'm just going to click on um print all and we come here to the invoice print manager now it's from here that we can actually change the layout of our invoices so we click on layout and you may have a default layout um um if you have just select it and the invoice layout designer window will open so all these various boxes that you see here um will be used to add information to your invoice at the time of printing so what I'm going to do here is I'm going to show you how to add a pay Buy Date onto the bottom of your invoice so we click here here on options and show variables this will actually show you all the variables that can be added to your um to your invoice so once we've got our variable window open just scroll down here to the bottom so the first thing I'm going to do is I'm going to add some text so I'm going to scroll down through my variable list here click on shapes text and Graphics I'm going to use the text Shortline and to click on that hold the left Mouse button down Dr drag it to this area here and let go and now you'll get an opportunity of adding some text so I can type something like payment to reach us with in and click okay so now we've got some text here and I can now come to account and I can find my terms of trading and I can drag the terms of trading down and I can fit that there and then we we want to add the word days after that so we come down here and drag this to this area here um and just type in days now we need to take this and add this position it just here now you'll see that when I actually click on these variables they get a red border this means that this is the variable that you can actually act on so we can use the mouse to drag this around personally I prefer to click on it and then use the cursor Keys up down left right to give me a much finer positioning now you can see that this Line's a little bit uneven so what I can do is I can click here on a blank area keep my leftand mouse button down and drag you'll see a dotted line will appear and drag over all the items and they'll all turn red now I can rightclick click on format and I can click align tops and now when I click on a blank area here they will all line up if I just turn them all red again they all the tops are lined up are lined up now when I actually preview this there'll be a big gap here because this word terms of trading will actually be replaced with a number for example 30 or 12 so um I'm just going to um I'm just going to preview this now what I could do is I could click on file and I could exit and I could save and then I could put click on print select click on preview and uh let's just reduce that down so you can see it on the window um and then make that a little bit bigger um and you can see payment to reach us within 30 big gap days so what I need to do is move this word days over so that that it comes up just after the 30 so I can close this so now I can go back to my layout click on my default um scroll down so now I'm going to drag this so it actually goes over the top of this writing here so just I'm just going to use left Arrow looks a bit um a bit strange but once you've printed it out a couple of times um and used it for a bit you'll see it makes sense now I'm not going to save it and go out what I'm going to do is I'm going to click on options and then I'm going to preview and this will use the last information let's just drag that back in the window for you if I scroll this down you'll see that we've lost that Gap in fact the word days could go a little bit further over so that shows you how you can add various items to an invoice um now there is something else which I want to use for this particular demonstration and that is I want to put a date by which payment should be received so I can click up here onto our show variables and we'll just put a piece of text in here and just say payment to reach us by and click okay and we'll move this a little bit later and now there's a new variable that's been added here and I can put this in which is your due date invoice date plus terms of trading so um we can just line that up and again I will now highlight all of them press right arrow click format align tops and now I can take all that information and I can I can use my mouse or my keyboard to position that wherever I wish to on the invoice same thing here and in fact I can highlight all of this rightclick format align tops and if I wish I can make this bold for example I can highlight all of these right click and click on Bold and you'll see that it now comes up in bold I can just move that over a bit because it's going to overwrite and now I can click options and view let's just bring that back into view for you and you'll see now that this is payment to reach us within and I need to move the 30 days over a little bit payment to reach just by Friday January and 2010 okay so that shows you how you can add various um items to an invoice once you've finished you can um click exit it will ask you if you want to save the changes say yes you can give your invoice a title and now that will be the format that will be used for for all printing