Special Notes for Accounting Templates

Overview

Some merge fields and options only have meaning in an accounting context and this section describes some of the special features of these merge fields. 

Note: This article applies to users on Classic Billing. All concepts and processes are not applicable to EBM users. 

 

Sale/Purchase Merge Fields

When you create document templates for quotes, orders, and invoices you will use merge fields that relate to header and line item details.  

Note: Some merge fields get their values from the accounting configuration, for example, SP_SalePurchaseTypeTitle and system_GSTAlias. If you are getting unexpected text on your generated documents make sure you check your accounting settings.

 

Header and Line Item Merge Fields

Header merge fields begin with SP_
Line-item merge fields begin with SPI_

 

Useful Merge Fields

You can see the full list of accounting merge fields by going to Admin > Document Assembly > Merge Field List. 

Note: Filter the merge field list by "Data Source" to see just the sections you need. 

Field Name	Example	Source
SP_SalePurchaseTypeTitle	Tax Invoice	Document type (quote, order, invoice) Admin > Billing >Sales/Purchase Types.
SP_Title	H.B. Jones, Final Bill	The title of the specific invoice.
system_GSTAlias	FEIN	Sales Tax Alias under Admin > Accounting > Accounting Preferences.
Action_SalesInvoicesTotallncl	115.00	Total (including tax) of all invoices for the current matter.
Action_SalesInvoicesTotalExcl	100.00	Total (excluding tax) of all invoices for the current matter.
TRUST_MultiUnpaidSalesInvoices	2,309.77	The total amount owing on all invoices for ALL matters for this client (or client combination if more than one client is linked to the matter).
TRUST_UnpaidSalesInvoices	1,200.00	The total amount owing on all invoices for THIS matter for this client (or client combination if more than one client linked to the matter).

 

Summing Quantities

In some cases, you may want to sum quantities from the line items and headings. For example to show a total of all billable hours. To do this you can use the following merge fields:

SPI_SumOfQuantity	Total quantity for items in a heading (multiplied by any heading quantities).
SP_SumOfQuantity	Total quantity for ALL line items in the invoice.

Options:

uom=A,B,C	If you have mixed units of measure (UOMs) you may only want to sum some of them e.g. only "Hours". You can limit this with a comma-separated list of UOMs using this option.
dp	Since this is a decimal merge field you can use this option to specify the number of decimal places.

Example:

Total Header Hours = [[SPI_SumOfQuantity|uom=Hour, Hours|dp=2|rn=*]]

Total Quantity = [[SP_SumOfQuantity|dp=0]]

Australian BPAY Numbers

[[SP_OurReferenceBpay]]

This takes "our reference" and converts it into a BPAY reference (twelve-digit number including a check-digit).

Example:

Here is an example of how merge fields might be used to create a typical invoice. Note these fields would be distributed to the relevant parts of the doc template. 

Company Letterhead

[[DivisionLogo|pt=Div_Action|height=100]]

[[CompanyName|pt=Div_Action]]

[[MailingAddressLine|pt=Div_Action]]

Invoice Header

[[SP_SalePurchaseTypeTitle]]

Date: [[SP_SalePurchaseDate]]

Invoice #: [[SP_OurReference]]