Create Invoice Templates

Invoice templates enable you to prefill some of the recurring fields and determine the viewable fields on invoices, giving you the ability to control and customize your own invoice PDFs. You can also select a Locale so that the PDF is generated in the language you selected.

You can toggle various sections on or off (for optional sections) and move them up and down using the options near the top of the header. Example: You could toggle off the

Remit To

section if you didn’t want this section to display on your invoices, or you could move it to the bottom of the invoice. All changes made are reflected on the preview invoice on the right side of the page.

Navigate to the

Invoices

page.

Depending on your permissions, you can access this page directly from the VNDLY header or in the

Invoices

drop-down menu.

Select the

Templates

tab, and click

Add Template

While completing the

Formatting

section, consider:

Option	Description
Vertical Layout/Horizontal Layout	Configure whether you'd like the invoice to display vertically or horizontally.
Invoice Number	Configure whether you wish the invoice number to display in the Header.
Workday VNDLY Logo	Configure whether you wish the Workday VNDLY Logo to display in the header.
Page Numbers	Configure whether the page numbers display in the footer. You can also configure the alignment: left, center, right.
Date Created	Configure whether the date created displays in the footer. You can also configure the alignment: left, center, right.

Consider these items while completing the

Template Titles

section:

Option	Description
Template Name	Identifies the template.
Report Title	Static text that displays on the invoice.

Consider these items while completing the

Payment Terms

section:

Option	Description
Entry Type	Select whether you prefer to enter the payment terms manually or to have the payment terms read from the vendor profile.
Display Options	Indicate whether you want payment terms and the due date to display on the invoice.
Payment Terms (in days)	Number of days after the invoice gets finalized when the bill-to entity can provide payment based to the remit-to entity without penalty. The number is generally contractual, and is only available if you selected an Entry Type of Manual.

Consider these items while completing the

Bill To

section:

Option	Description
Bill To	The entity responsible for paying the invoice amount.
Bill To Logo	Enables you to upload a file of the logo for the entity responsible for paying the invoice amount.

Consider these items while completing the

Remit To

section:

Option	Description
Entry Type	Select whether you prefer to enter the remit to details manually or to read the remit to details from the vendor profile. If you select Read From Vendor Profile , you can select the fields you want to include. Selecting to use the Remit To Address from the Vendor Profile will only apply to invoices containing a single vendor. Mixed-vendor invoices don't take advantage of this option.
Remit To	The entity to which the payment should be sent.
Remit To Logo	Enables you to upload a file of the logo for the entity where the payment should be sent.

Consider these items while completing the

Taxes - Header

section:

Option	Description
Show Tax Amount in Header	Select to display the tax amount on the invoice header.
Show Invoice Amount	Select to display the invoice amount on the invoice header.
Show Tax Registration Number	Select to display the tax registration number on the invoice header. When selected, you must select the entry type. If you select Manual , you must enter the tax registration number. If you select Read from Vendor Profile , the tax registration number is automatically pulled from the vendor profile.

Consider this item while completing the

Custom Fields

section:

Option	Description
Custom Fields	Only custom fields configured to display on invoices are available for selection. Each template can display different custom field configurations as needed for that invoice. To display on the Template, configure the Custom Field at the Business Unit: All level in Custom Field settings.

Consider this while completing the

Messages

section:

Option	Description
Message on Invoice	Enables you to enter a message that displays on the invoice.

Click

Edit

to the right of the

Invoice Details

section of the Template Preview. You can add another

Invoice Details

section by clicking the

Add Section

button at the bottom of the page. This enables you to add multiple reports to the invoice.

Consider these items while completing the

Invoice Details

section:

Option	Description
Report	Select the appropriate report, which determines the fields that are available for selection. Then check the box for each field that you want on the report. You can modify the field name and order of the fields if necessary.
Create Column	You'll need to enter the Group Name and then select the fields you want included in the group. Click Add to list .

Consider this while completing the

Subtotals

section:

Option	Description
Subtotal	Fields selected in the Invoice Details section that can be subtotaled display here. Check the box for each field that you wish to include subtotals for on the invoice.

Consider this while completing the

Invoice Details Grouping

section:

Option	Description
Invoice Details Grouping	Enables you to group fields containing the selected values together. Check the box for one or more fields that you wish to organize by.

Consider these while completing the

Table Formatting

section:

Option	Description
Table Row Stripes	Adds alternating gray rows to your invoice tables for easier viewing.
Table Cell Borders	Adds borders to each cell in the invoice tables for easier viewing.

Click

Edit

to the right of the

Totals

section of the Template Preview. You can add another

Totals

section by clicking the

Add Section

button at the bottom of the page.

Consider these while completing the

Taxes - Footer

section:

Option	Description
Show Client Totals	Select to display client totals on the invoice.
Show Vendor Totals	Select to display vendor totals on the invoice. When this option is selected, you can also choose to Show Client Subtotal or Show Discounts .
Display Currency Code on Totals	Select to display the totals with the local currency code. If you also select Display Totals in Base Currency , the totals display with the base currency code.
Display Totals in Base Currency	Select to convert the totals to the base currency amount.
Show Tax Amount in Footer	When selected, displays the total amount of taxes on the invoice footer. Select Combined Taxes to display the combined total of taxes, or Split Taxes to display a row for each tax type on the invoice.
Show Rate	Includes the tax rate percentage on the invoice footer.

Click

Add Section

to add another

Invoice Details

section,

Totals

section, or a page break.

Check the box for

Use as default

if you wish to make this template the default invoice template.

Click

Save

near the top right of the page.