Invoice Template

You require a template to define how you present information on an Invoice. You can use X-Author for Contracts to create an Invoice and an Invoice Statement template.

To learn about templates, Term exceptions, merge fields and child objects, see the X-Author Contracts User Guide. To know more about creating a template using Microsoft Word, see Managing Templates and Cloning a Template sections in the X-Author Contracts User Guide.

To create a new template

Click + > Templates > New.

Enter values for the fields described in the following table:


Field	Description
Information section
Name	Give this template a unique name to help you and others in your organization identify it with ease.
Type	Select from one of the following options. Invoice - Select this option if you want to create a template for an Invoice Invoice Statement - Select this option if you want to create a template for an Invoice Statement
Reference	Enter a unique external reference identifier to help you and others in your organization identify it with ease.
Description	Enter a brief description of the functions and purpose of this template for the benefit of other in your organization who may want to use this template.
Agreement type	Select Default.
Category	Select Default.
Subcategory	Select Default.
Is Active?	Select the check box to activate the template and make it available for use.
Cloned from?	If you are cloning this template, look up and select the source you are using to clone this template.
Cloned from Reference	Enter the unique external reference identifier of the source you are using to clone this template.
Term Exception	Lookup and select the Id for the term exception associated with the clause or section.
Keywords	enter the keywords that will help other users effectively search for this template.
Language	Select the language you want to present your invoice in.
Locale	Select the geographical region where you are presenting this invoice.
Next Revision Date	Select a date when you want to revise this template.
Publishing section
Needs Publishing?	Select the check box to publish this template.
Published Date	Select a date to publish this template.
Published Doc ID	Enter the Document ID of this template.
Content and Merge fields section
Text Content	Enter the verbiage that you want to include in the template. For more information, contact your manager or the Legal team in your organization.
Merge fields	Enter the names of the merge fields and clauses you want to include in the template.
Excluded Merge Child Objects	Enter the names of the child objects that you want to reference in the template.

Click Save.

Now, you can apply this template to generate an Invoice.

Overriding an Invoice Template

With the Conga Billing, you can now override the Invoice Template you use.

You can create several templates on which your invoices are based. You can select the Invoice template at the account or account location that you want to use. However, if you want to override this account wide choice and switch to a different template, you can do so with this newly added Invoice Run page.

For example, you work in billing operations at a software company. You want to generate an invoice in a different format only for one invoice run, but do not want to change the default template at the account level. Input the name of the template you wish to override with and run the invoice run to create invoices using a new template.

To Override an Invoice Template

Create a new Invoice run.
Enter appropriate values for required fields.
In the Processing Options section, enter the name of the Invoice template you want to use.
Click Save.

Now that you have a template ready to base the invoice on, you can start to configure fields and define values for these fields to present on the invoice that you send to your customer. So let's start using the Conga Billing application.

Invoice Email Templates

You need to create an invoice email template and apply it to the account or account location.

Creating an Invoice Email Template

Go to Setup and type email in the quick find box. Alternately, open Email Templates under Communication Templates.
Select Conga Billing Email Templates as the Folder.

Note:
The folder names in the new orgs are auto-updated to Conga Billing Email Templates after installing the latest Billing managed package. For existing orgs, the Admin has to manually update the folder label to Conga Billing Email Templates by clicking Edit next to Folder.
Click New Template and select a template type from the list of options.
1. Select Text to use merge fields to personalize your email content.
2. Select HTML to use Salesforce's pre-defined Email layout options to create your own HTML template.
3. Select Custom to create your own HTML layout from scratch.
4. Select VisualForce to use Visualforce for creating email templates.Developers and administrators can use this option to perform advance operations on data that'll be sent to recipients.
Enter the template information such as Folder, Template Name, Email Layout and Description.

Note:
You must select Available For Use option to make the template visible and available for selection.
Using the Merge Field Options, you can add dynamic fields to your email body. As shown in the following screen, on selecting the Name field from the Select Field picklist, you get a Copy Merge Field Value '{!Contact.Name}'.
Paste this value in the Email body to display the contact name in the email. Enter the Subject and click Save.

The templates you create will be added to the Conga Billing Email Templates folder.

You can add multiple templates for Invoice and specify one for applicability at the Account or Account Location level.

Conga Product Documentation

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