WO Invoice Formats

Work order invoice formats are saved layouts for custom invoices for use with the Logbook module. They typically contain both static text and print tokens that relate to specific fields associated with work orders.

Once a work order invoice format has been created, it can be associated with the properties that will use it on the Edit a Property page.

To open the Work Order Invoice Format page:

  1. Open the Administration Menu page.

  2. Under the WORK ORDER ADMIN heading, click WO Invoice Format.

ClosedCreate a Work Order Invoice Format

Creating a new work order invoice format allows you to create a format for a custom invoice. To create a new work order invoice format:

  1. Click the Create New Format link.

  2. In the Format Name field, enter the name for the work order invoice format.

    Work order invoice format names must be unique.

  3. In the Tab Order field, enter a numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  4. Enter the content in the large Format Text field.

    The content can include static text, print tokens, and images, and can be formatted using the formatting tools at the top of the field. You can create the format from scratch or copy and paste it in from another electronic document.

  5. Click OK to save the new work order invoice format.

  6. To propagate the new work order invoice format to all properties in a region:

    1. In the Add this format to the following Region field, select a region.
    2. Click Assign.

ClosedEdit a Work Order Invoice Format

To edit an existing work order invoice format:

  1. In the Format Name field, select the work order invoice format that you want to edit.

    The content of the selected format appears. Text values that are displayed between asterisks (for example **COMPANYNAME**) are print tokens.

  2. Click the Edit this Format link.

  3. Modify any of the following values:

    • Format Name – the name of the format
    • Tab Order – the position in drop-down menus where lower numbered values are listed first
    • Format Text – the content of the work order invoice format.
  4. Click UPDATE.

  5. To propagate the new work order invoice format to all properties in a region:

    1. In the Add this format to the following Region field, select a region.
    2. Click Assign.

ClosedPrint a Work Order Invoice Format

You can print a work order invoice format to ensure that it lays out on the page as expected.

When printing the work order invoice format, only the template will print. The system cannot populate print tokens with work order information.

To print a work order invoice format:

  1. In the Format Name field, select the work order invoice format you want to print.

  2. Click the Print Format link.

    The content of the selected format appears, as well as a Print dialog box.

  3. Select the desired printer.
  4. Click OK.

ClosedDelete a Work Order Invoice Format

Work order invoice formats that have not been used can be deleted from the system.

Work order invoice formats that have been associated with a property cannot be deleted. You can either remove all property associations with a work order invoice format and then delete it or you can inactivate the work order invoice format to prevent users from accessing them.

To delete a work order invoice format:

  1. In the Format Name field, select the work order invoice format you want to delete.
  2. Click the Edit this Format link.

  3. Click the Delete Format link.

    A dialog box opens asking you to confirm your choice.

  4. Click OK.

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