Create Your Office 365 Invoice Template for Facilities Effortlessly

Office 365 invoice template for Facilities

foreign [Music] and in today's video I'm going to be showing you how to create a simple invoice template using documents core pack in this video I'll be showing you how to do that using documents core packs basic and advanced features including Dynamic relationship table creation join fields and our condition fields this video will serve as a sort of visual guide for a template that we offer on our website so for a link to that and a link to our website in general please consider checking out the video description down below now then let's get started so here you can see we already have a sort of beginning to our template as mentioned this is going to be an invoice template and so we need to establish what the purpose of this template will be basically the purpose of this template will be to list all products from an invoice along with any other relevant information including discount and tax information to show you what we're trying to shoot for here I have already prepared a result document that was buried ahead of time this document shows what we're trying to go for we have the information about the customer and their parent company some general information about the invoice the products themselves and the discount and total information this is what we're trying to go for here and that is what we're going to be trying to build in our demo today so I'm going to go ahead and minimize this and now let's take a look at our template here right now we don't have too much but we're going to be changing that here in just a moment but before we start adding fields and tables and all of that what we need to do is we need to First go over to this mscrm add-ons tab here insert mail merge fields and we need to start by of course setting the type if you've already watched a few of these videos you probably already know why this is important but just in case you haven't always important to set the type because you need to do that to get the right fields and you cannot change this once you've already put in a field in the template you would need to start over if you do that so I've gone ahead and set the invoice entity as our type next thing that we want to do is we want to also set a name a dynamic document name for our template so that way when it generates it will generate with its name that we set here we set the property here and we will go ahead and call this invoice oops invoice and plus and then we're going to throw in the invoice ID here whatever it is here it is there we go check that okay and there we go so we got those two things out of the way so with the type and document name sets now we need to start adding the standard fields so what I mean by standard Fields is any of the fields listed here and I'm going to look myself here so you can see a little bit more clear let's start by filling in the fields here invoice ID payment terms and due date we've already set invoice ID earlier so we can just put that in like that and then due date which is actually just up here I think and then payment term find somewhere here okay and now we want to add in some of the information regarding our customer and our customers parent account so to do that we're going to have to go down to our lookup fields which you can find at the bottom of the standard list of fields we're going to be pulling from two different lookup Fields the customer account and customer contact lookup fields so we're going to go ahead and go to customer account first and I want to go with name up top then since we're already up here we'll put address one down here and then we want the primary contact which we can let's go all the way down and we need to go to the lookup within the lookup right down here primary contact and then we want their full name we also want to put the full name here so we'll remove that and then add it like so okay so that's that's lookup done and now we need to add in two other fields from this one customer contact lookup field we want to add the address and then of course we also want to add the full name okay good so we got that if you want of course you can make these bold or italicized whatever you want of course standard reward functionality always works with our templates as well so that's what we got there for our standard Fields now I think we need to get into creating the table what this table is supposed to do is we want to list off all products as a part of this invoice so we're going to be needing to get a few bits of information from our invoice entity or our invisible voice line entity to do that we are going to go over to the additional tab over here and then click on ADD relationship entity the relationship that we need to establish is to invoice line here so we're going to go to invoice invoice line and we're going to need a few Fields here we're going to need amount I'm going to need price per unit quantity and then we're going to need one more field but this from a link element which we'll go to select add there and we need to refer back to the product to get the name field that we want should be right here remember many to one product invoice line and then we're going to go select the name field here and that will give us the name of our product then we can hit OK there and then once I shake it down we're going to hit OK there as well okay so now we got everything for our table we're going to go ahead and expand that and we're going to start by double clicking the name field here to bring up the insert and table dialog for this one let's say we want table with header table with footer both splits and we want four columns for our four Fields here it's already populated with the name so now we need the other fields go with price per unit quantity and amount and then I'm going to put in the column names here name a PPU q2y and then amount okay there's one other field that we want to add into this table before we move on to the next step and that is the total line item amount or a total detail amount I guess it actually has the same name in the from the logic standpoint so we're going to go up and let's see we'll minimize that lookup we need this field total detail amount aka the total line item amount so that way we will when this generates we will see the base amount whatever this product costs and then at the very bottom in the footer we will see the total line item amount now in this case this works because we already have this field will dictate or it will show rather the Total Line atom amount in your case it might be a little bit different uh maybe you need to use the a sum field instead and if you do need a sum field for that I would recommend looking to our website for that for documentation on how some Fields work in our case we can just leave it like this okay so now we have our product table but we're not quite done as we saw here in our demo result we have the table but there's also another spot that we have here where it shows the discount and total it's also there's also one other thing that we want to include in our template which I will show here in just a second but we want to show this bit of extra information as well so that way if there is a discount we can get the revised total amount so how do we do that well if you look here we have our discount and we have a total again what we want to do with another extra thing that I want to mention is that we want to show the amount discount that we have here in our environment but only if we actually have a discount for this invoice if we don't have a discount for this invoice then we don't want this to show up to do to do that that's where condition Fields come into play to create a condition field we need to go to the insert field button down here we need to open that up and we need to go to computed item uh oops once again blocking that so I'll adjust that here so insert field computed item and condition field we're going to need to create three condition Fields because we want to show three different bits of information that is discount if we have it tax if we have it and then the total land amount if we have discount or tax available so for this first one we want to show discount if we have it so we'll name this discount oops count greater than zero it's up here and we'll get the right field for this should be the total discount amount right here and then greater than zero this is how we want to set up the condition so this will this condition field will only show itself if we have the total discount discount amount field be greater than zero otherwise it will be hidden and it will not be displayed so we'll go ahead and hit OK you will see then now we have our discount field set up here but there's nothing in that yet we need to enter something which we will in just a second before we do that let's go ahead and create the rest of our discount Fields or the rest of our condition field rather feuded item condition field and for this one I want to go with tax tax is greater than zero [Music] then we pull from that field it's a total of x greater than zero then we hit OK and now one other condition field we want to add field and that is if discount or tax is greater than zero this one will work slightly different from the others because we want to include an or statement in this so here we need to go down and we'll include the fields that we did but we already included before greater than zero and we're going to include total tax field again greater than zero but now to get the or statement working we need to select each row by going over to this arrow button click select row on both of them and then we select group or when we do that it groups them together like so so that way if the total discount amount or total tax is greater than zero then this field will be displayed then we're just going to hit OK and now we have each of our three condition Fields included in this template so far so we have our condition Fields now included in the template but the question is what do we want to put into these condition fields what we want to do here is well if we take a look at our demo we kind of want to have this kind of structure so we want to have our discount total and of course our optional tax field as well be displayed in this kind of format so to do that we can go into our template and then we can go over to the insert Tab and then we can include a regular or table into here and we can do that for each of our condition fields like so now what we want to fill into these tables is just the basically the labels I want to include discount minus tax Plus and then total total amount and then we'll leave that link and then we want to include the respective fields that we added into the conditions in the first place so total discount amount for Discount total tax for tax and then for total amount we want to include the total amount field and now we have that setup but if we were to include this like it is right now it would look fine but not too great basically there would be rather sizable gaps in the template and we don't exactly want that so what we're going to do is we're going to include another field called the join table field which I will show off here if you go to insert field and then go to static item you will see the join tables field right here and what's important as well is that when we add this field to the template we want to make sure that this field is included in the condition field itself the reason for that is because when we want to include this if the join table field is outside of it then it might not exactly pick up that we want to join the tables so we want to put the tape the field just like that and we want to do this for this one as well The Joint tables and there we go and we also want to do one other thing and that is we want to remove some of the white space in between these tables so we want to you can you can do this yourself but what makes it easier is if you do the click to show hide button up here in the Home tab that way you can see what kind of white space is there and we want to make sure there isn't too much white space so that way the joint tables process works nicely and we don't want to put another joint tables field down here because there's a point the join tables field will join whatever two tables are above and below it so in this case it would this field would join this table into this table and this field will join at the tax table and the total amount table so let's just remove the white space there and yeah I think I think that should be good we can also delete that if we want to Okay so we have our condition Fields now all set up and we're just about ready to get things ready for this template we can go ahead and actually save the temple down if you want to because I believe we have everything set up we got the table we've got our condition tables all set up and we have all the text that we need so I believe now would be the time to save it and give it a spin so I'm gonna go ahead and save this template and we are going to call it invoice simple hit enter and then once that is done saving we're going to go into our environment all right there we go so I've already got my test environment here so that way we can test the template that we have as you can see this one's called Arc products and we have a few products listed here we're going to go ahead and click the create document button to create this template or create a document based on your template so here it is our invoice simple template I'm going to click next and it will just give it a moment I'm going to test the document as a note create the document and give it a little bit of time to actually create the document then you can see hey we got our Dynamic document name here it shows up here invoice with the invoice number you can see the preview which is looking good I'm gonna go ahead and close it out click finish and we are going to go find this in our timeline okay so there it is we're going to go ahead and open this up download get a better View and then here it is so as you can see we have our template here or we have a document based on a template here the general Fields all filled in up here a few empty Fields well because they are empty in our environment we have our products listed off here with their respective amounts quantity and price per unit and then we have our discount and total amount here shown here we have the discount and of course the reflected total amount but what you are not seeing is the tax field and that's because this record does not have any tax field in it or rather the text field is left empty so that means the condition field is working properly and that's the text field is not showing up if there if we did have a tax field if there was information filled in the tax field then you would see it show up here too so with that I think looks like it all checks out yep that's wanted to double check it there all right so that looks like that's gonna be it for our video here on the invoice templates I hope that you were able to find it helpful if you did find the helpful make sure to subscribe to our Channel and check out the other videos that we have on our Channel make sure to take a look at our website as well and the crmaddons.com you can check the video description for a link to the website and of course you can check the description to a link to this sample template as well that looks like that's going to be it for this video today thank you all so much for watching and we'll see you in the next video bye-bye