Custom Invoice Tags

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imagicsupport
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Custom Invoice Tags

Post by imagicsupport »

iMagic Inventory allows you to create invoices with your own layout in Microsoft Word, these are called custom invoices. In each invoice you can add "Tags", these are replaced by iMagic Inventory with the appropriate information.

If a Tag does not appear to be working then first check that you have the latest version of iMagic Inventory. You can check and download updates by selecting from the main menu 'Help > Check Web for Updates'.

Example:
A tag might be <invoicedate> which is replaced with the date of the invoice.

Several example custom invoices are installed, such as InvoiceTemplate.doc, these can be modified as required, or used as a basis to create new templates.

The tags currently available are:

(for the customer)
<businessname>
<firstname> <lastname>
<address1>
<address2>
<city> <state>
<zipcode>
<country>
<phone>
<email>
<fax>
<cell>
<shiptobusinessname>
<shiptofirstname> <shiptolastname>
<shiptoaddress1>
<shiptoaddress2>
<shiptocity> <shiptostate>
<shiptozipcode>
<shiptocountry>
<customerno>

(for the invoice)
<invoiceno>
<invoicedate>
<orderdate>
<shippingmethod>
<invoiceterms>
<taxname2>
<subtotal>
<taxtotal>
<tax2>
<shippingtotal>
<subshippingtotal> sub total + shipping
<grandtotal>
<paid>
<owing>
<paymentmethod>
<notes>
<totalitems>
<ponumber> - The Manual Purchase Order Number
<createduser> - if you're the User Access feature to track either users or sales people creating invoices then this tag would indicate who created the invoice.

The section that lists the items is a special case since it contains multiple tags for each item (ie name, price, quantity), as such you need to start it with the tag:
<itemlist>

and end it with the tag:
</itemlist>

Between those two tags you can use the following tags:
<quantity> - quantity ordered.
<itemno> - the item's reference number.
<linenumber> - a unique number that counts the number of "lines" or entries on the invoice. Useful for referencing when dealing with customer enquiries.
<name> - the item's name.
<description> - item description.
<purchaseprice> - item's purchase price field.
<ourprice> - sale price from selected Price List.
<tax> - tax name used for this item.
<totalprice> - quantity x ourprice + tax .
<totalpretax> - quantity x ourprice.
<uniquecode_list> - Any Unique Tracking Codes from Item Tracking.
<location> - of the item added.
<warehouse> - warehouse the location is in.
<vendor_businessname> - default vendor for item.
<discount> - total discount for item.
<barcode> - barcode in number form.
<barcode_image> - barcode in picture form.
<picture> - picture set for the item.
<discountpercentage> - calculated discount percentage of item, to the nearest whole number.
<unit> - the quantity in stock unit measurement, ie boxes, cartons, weight etc.
*item custom fields* You can also add in any Custom Item Fields you might have added by putting the name of the custom field inside <>. So if the custom field is called "Rating" then the tag would be <Rating>.

So an example of this section would be:
<itemlist>
<quantity> <itemno> <name> <ourprice> <tax> <totalprice>
</itemlist>

By default example custom invoices are installed, for Windows 10 they can be found in the folder:
Documents\iMagic Inventory\Templates

For older Windows XP/7/8 they can be found here:
My Documents\iMagic Inventory\Templates

Regards, John
Last edited by imagicsupport on Thu Aug 31, 2017 8:44 am, edited 18 times in total.
JPSM
Posts: 25
Joined: Sat Aug 08, 2009 1:44 am

Custom Invoice items not showing correctly

Post by JPSM »

My custom invoice is not showing the items properly. I have added 2 items to this invoice and it is only show one line with the 2nd item description name showing in quantity of first line etc,
The tags look correct to me Is there anyway I can send you my custom invoice for you to check? I moved some items and deleted some items (reference number etc) but I have gone back to your template and cannot see why mine is not working correctly. I need to get this resolved. thx
imagicsupport
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Post by imagicsupport »

Yes you can email your template to me at http://www.imagicinventorysoftware.com/ ... upport.php

Regards, Jon
Last edited by imagicsupport on Fri Nov 13, 2015 12:22 pm, edited 1 time in total.
marieg
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Joined: Thu Feb 11, 2010 9:59 pm

Re: Custom Invoice Tags

Post by marieg »

I want to include the customer notes in my custom invoice - would it be possible to have this included in the tags available? or is there a way to auto populate the customer notes into the invoice notes? Many thanks.
imagicsupport
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Post by imagicsupport »

I'll get that tag added in for you.

Regards, Jon
iMagic Soft Support
adamfuller
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Joined: Sat Jan 15, 2011 6:32 am

Post by adamfuller »

I need a tag to include the purchase price on invoices for in house records. I can't seem to find a tag for that. Also the other poster mentioned a tag to include notes on the invoice, that would be helpful as well.

Thanks
Adam
imagicsupport
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Post by imagicsupport »

Hi Adam,

The invoice notes are available from the <notes> tag.

I'll get the Purchase Price added in for you.

Regards, Jon
iMagic Soft Support
adamfuller
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Joined: Sat Jan 15, 2011 6:32 am

Post by adamfuller »

Just a check up to see if the purchase price has been added as a tag?
imagicsupport
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Post by imagicsupport »

Hi Adam,

No not yet, however it is on our update list so should go in. If you need it sooner we can do a custom update for you, just send me an email.

You can see the latest update list from the main inventory website at:
http://www.imagicinventorysoftware.com/ ... .php?App=1

Regards, Jon
iMagic Soft Support
microdax
Posts: 7
Joined: Sun Apr 17, 2011 7:04 pm

Item Units & Item Numbering

Post by microdax »

Hi,

Our company purchased iMAGIC Inventory a few weeks a go.
I configured a custom invoice using tags provided and they worked perfect
except than I could not find a Tag to Add Item Numbering and Item Unit of Measure such as Kg, Cm etc. May you please help me?
imagicsupport
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Post by imagicsupport »

Hi microdax,

If you select Help/Check Web for Updates you should be able to download the update that has these tags. You'd want the <itemno> and <unit> tags.

Regards, Jon
iMagic Soft Support
microdax
Posts: 7
Joined: Sun Apr 17, 2011 7:04 pm

Item Numbering

Post by microdax »

Hi, Jon

Thank you for your support.
I tried, <unit> tag worked, but <itemno> shows item number recorded in inventory but i need something else which can show the serial number according to my listing in custom invoice i.e 1 (For the first item in invoice) 2. (For second ) and so on.
microdax
Posts: 7
Joined: Sun Apr 17, 2011 7:04 pm

Custom Quotes and Delivery Notes.

Post by microdax »

Hi, John

Will you consider to make custom Quotes and Delivery Note available in future versions of iMAGIC ?

Thank you for your everyday support,

Regards,

Michael,
Multinational Procurement Services (T) Ltd
imagicsupport
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Post by imagicsupport »

Hi Michael,

We could create an item list number (for want of a better name) that just listed a number for each item. I feel there is something more to this though? Is it just a case that you want a number count starting at 1 on each invoice? ie:
Invoice for George Smith
1. 10 Widgets
2. 20 Woofles
3. 15 Woopers

Then another invoice would start again at 1, ie:
Invoice for Fred Wilson
1. 2 Woofles
2. 3 Widgets
3. 25 Woopers

If that is all you are wanting, then I'm sure we could add that in for you.

Custom Quotes are currently being worked on, I'm hoping they will be out in the next few weeks.

I hadn't considered custom Delivery Notes, but I could see how this could be quite useful. I've added that onto our update list for you.

Regards, Jon
iMagic Soft Support
microdax
Posts: 7
Joined: Sun Apr 17, 2011 7:04 pm

Item Numbering

Post by microdax »

Hi Jon,

That is exactly what I want simply a number count starting at 1 on each invoice, Thank you!

Regards,

Michael
Multinational Procurement Service (T) Ltd
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