Invoice, Credit & PO Templates

CMap enables you to design and edit Invoice, Credit and PO templates, so that when these are created and downloaded from CMap, they are formatted based on your business requirements. For simplicity, this article refers to Invoice Templates, however the functionality is the same for both Credit and PO Templates.

In this article, we'll look at:

  • How Invoice Templates work
  • Add a new Template
  • Downloading a Copy of an Existing Template
  • Editing an Existing Template

How Invoice Templates Work

When creating an invoice, CMap automatically inserts data such as your client's name and address onto your invoice template. It does this by searching your template for 'bookmarks' that it recognises.

Bookmarks tell CMap to ‘insert data here’. All you need to do is insert bookmarks onto your invoice Word document template in the places where you would like the data to appear.

Bookmarks are invisible, so do not be alarmed when you see nothing appear on the Word document.

How to insert a bookmark in Word

1. Open Word.

2. On the Insert tab of the Word Ribbon, select Bookmark to open the Bookmark dialog box. Alternatively, place the cursor where you want the bookmark to be and press Ctrl+Shift+F5.

3. Under Bookmark name, type a bookmark from the Available Bookmarks listed here.

Bookmarks are case sensitive, so it is imperative that you name your bookmarks correctly and with the correct case, or they will not work.

4. There is a helpful feature that makes managing these bookmarks easier by displaying their location within word, if you have not got this turned on follow the steps File > Options > Advanced > Show bookmarks part way down the screen.

5. If you want a specific bookmark to be formatted in a particular way, red text for example, you will need to enter a placeholder word/phrase. You can then highlight this text and add the Bookmark around it. When the template populates, the bookmarked text will override the placeholder in the same format.

If there is no text for the Bookmark to pull in, the placeholder text would remain when created.

Custom Field Bookmarking

You also can bookmark any Custom Fields you have created in your CMap instance. If you have any Custom Fields on Projects, Accounts (Companies) or Contacts, you can bookmark these and have them show on your invoices.

To add these you will need to have created the Custom Field first. Learn more about Custom Fields here.

1. To include a Custom Field in your Invoice Template, just add the full Custom field name following this with '_cf'. These fields will then be added to your Invoice.

If when creating the Custom Field, it has not been made mandatory to complete, and has been left blank on the particular entry, no detail would be pulled into the template.

Add a new Template

1. From your Dashboard, head to CMap's Admin area by clicking on the  icon, found on the right-hand side of the page. Under the heading TEMPLATES select Invoice, Credit & PO Templates.

2. Now, you may wish to use the Test Invoice Template tool (found in the right-hand panel) to test your Invoice Template before you upload it. Simply click Choose File, Browse and Open the Word document, then click Check Test Template.

CMap will automatically download a version of your template with test data populating your bookmarks. This enables you to spot and rectify any errors or formatting issues.

3. Choose the Office that you wish to upload your template to from the Invoice Templates for drop-down list (if you have multiple offices). Click Add New Template.

4. Add a Template name in the text box and select the Invoice Budget Type.

5. Select the Currency from the drop-down list and then choose the file you wish to upload by using the Choose File function to browse and upload the relevant Word document.

6. Select Add Template.

Avoid clicking Add Template multiple times as it will duplicate your templates. These will require CMap Support to remove them.

Download a copy of an existing Template

1. From your Dashboard, head to CMap's Admin area by clicking on the  icon, found on the right-hand side of the page. Under the heading TEMPLATES select Invoice, Credit & PO Templates.

2. Select the Office from the Invoice Templates for drop-down list (if you have multiple offices).

3. Click the Download Template link next to the template details.

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4. The template will be downloaded to your PC. Depending on your browser, it will save to different areas of your computer.

If you wish to work on this template, e.g., make an edit, or access it at a later date, be sure to save it somewhere memorable.

Edit an Existing Template

1. On your Dashboard, head to CMap's Admin area by clicking on the  icon, found on the right-hand side of the page. Under the heading TEMPLATES select Invoice, Credit & PO Templates.

2. Select the Office from the Invoice Templates for drop-down list (if you have multiple offices).

3. Find the template that you wish to edit and click the  icon. You will now have two options:

• Change the Template Name.

• Use the Choose File function to Browse, Open and Save a new file to override the existing template.

• Change the Currency.

4. Click Save when you are happy with the changes.

If you wish to edit the Template document, download a copy of the existing one as explained in Downloading a Copy of an Existing Template above, then make your changes. Save the document in Word, then override the existing template with your new version as described in Step 3 above.

Hey presto! You should now be able to create Invoice, Credit and PO Templates in word using our available bookmarks. Once you are happy with the Template in Word, the next step is to upload this into CMap. Read our guide here.

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