How to Edit Invoice Template in Sage 100

Accessing the Invoice Template Editor

Before making any modifications, you'll need to access the invoice template editor:

1. Navigate to the print process in Sage 100
2. Select your desired batch
3. Click "Proceed" to open the AR invoice printing dialogue

Important: Never modify the standard form code. Instead, create a new form code for your customized version to preserve the original template.

Creating a New Form Code

To begin customizing your invoice template:

1. Enter a new form code in the Form Code field
2. Provide a description for your new template
3. Select your preferred paper style
4. Click the "Designer" button in the upper right corner to launch Crystal Reports

Note: The Designer button will only be visible if:

• Crystal Reports is installed on your computer
• You have proper security permissions to access the designer

Basic Customization Options

Logo Integration

To add your company logo:

1. Select the area where you want to place the logo
2. Use the "Insert Picture" function
3. Choose your logo file
4. Resize using the single arrow handles (avoid double arrows which only move the image)

Header Section Customization

The header section typically includes:

1. Business name and contact details
2. Company address
3. Tax information
4. Reference numbers

Invoice Details Section

Customize the following elements:

1. Client/customer information
2. Invoice number and date
3. Payment terms
4. Delivery address
5. Product/service description area

Advanced Customization Features

Color and Design Elements

1. Background Colors:

• Select elements you want to modify
• Access the Format Editor
• Choose your desired color scheme
• Apply to specific sections or the entire invoice

Font Customization

You can modify:

• Font styles
• Sizes
• Colors
• Text alignment
• Special formatting

Adding Custom Fields

Formula Fields

To add new information fields:

1. Access the Formula Fields section
2. Click the plus sign to expand available options
3. Select desired fields from the merge fields list
4. Position the cursor where you want the new field
5. Double-click or use the insert button to add the field

Table Customization

For detailed invoices with multiple line items:

1. Locate the table start and end markers
2. Modify column widths and layouts
3. Add or remove columns as needed
4. Customize the table headers and formatting

Multi-Part Form Setup

Enable multi-part printing for sending documents to multiple locations:

1. Select the Multi-Part Form Enabled checkbox
2. Configure the number of copies needed
3. Set collation preferences if printing multiple copies

Testing and Implementation

Preview and Testing

Before finalizing your template:

1. Save your modifications
2. Return to the printing dialogue
3. Preview the invoice to ensure all elements are correctly positioned
4. Test print several samples with different types of data

Common Troubleshooting

If you encounter issues:

1. Verify Crystal Reports installation
2. Check security permissions
3. Ensure all formula fields are properly formatted
4. Validate that all required fields are present

Best Practices

Template Management

1. Always maintain a backup of the original template
2. Document all customizations made
3. Use consistent branding elements
4. Test thoroughly before implementing

Security Considerations

1. Set appropriate user permissions
2. Maintain version control
3. Create separate templates for different purposes
4. Regular backup of custom templates

Additional Features

Comment Options

Configure how comments appear on invoices:

1. Full: Displays entire comment text
2. Partial: Shows first 100 characters
3. None: Hides all comments

Line Messages

You can add up to two custom message lines to appear on your invoices for special instructions or announcements

Sorting and Filtering

Invoice Organization

Customize how invoices are sorted and filtered:

1. Select sorting options for optimal organization
2. Choose specific invoice types to print
3. Set criteria for including or excluding previously printed invoices

Template Maintenance

Regular Updates

To keep your invoice templates current:

1. Review templates quarterly
2. Update contact information as needed
3. Adjust formatting for any new requirements
4. Verify compliance with current business standards

Integration with Other Modules

Your customized invoice template can integrate with:

1. Accounts Receivable
2. General Ledger
3. Sales Orders
4. Customer Management

This comprehensive approach to invoice template customization in Sage 100 ensures your business documents maintain a professional appearance while including all necessary information. Remember to save your work frequently and test thoroughly before implementing any major changes to your invoice templates.

Citations: [1] https://weareindy.com/blog/how-to-edit-a-sage-invoice-template-explained [2] https://www.youtube.com/watch?v=Mwy-z9-eIB8 [3] https://www.youtube.com/watch?v=DFc8rB7dmjc [4] https://www.youtube.com/watch?v=MxtAG9BJRMY [5] https://gb-kb.sage.com/portal/app/portlets/results/botviewsolution.jsp?hypermediatext=null&solutionid=200427112301531 [6] https://www.youtube.com/watch?v=DZ6Earsc2hA [7] https://help-sage100.na.sage.com/2024/Subsystems/SO/SOMainFields/Invoice_Printing_-_Fields.htm [8] http://sage100contractorhelp.sagecre.com/documents/documents/19_5/US/UserGuide.pdf