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.|
|SP_SalePurchaseTypeTitle||Tax Invoice||Document type (quote, order, invoice) Admin > Billing >Sales/Purchase Types.|
|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).|
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.|
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.|
Total Header Hours = [[SPI_SumOfQuantity|uom=Hour, Hours|dp=2|rn=*]]
Total Quantity = [[SP_SumOfQuantity|dp=0]]
Australian BPAY Numbers
This takes "our reference" and converts it into a BPAY reference (twelve-digit number including a check-digit).
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.
Invoice #: [[SP_OurReference]]