Add a Printout - Invoice

Your fp. system will include the ability to print anything from company information to purchase orders, using our standard, built-in printout layouts. However, you do have the ability to control much of what these printouts show, as well as the ability to brand these printouts with your own corporate look.

Please review this article to learn about creating an Invoice printout, and be encouraged to review other articles in this chapter for specific steps on creating other kinds of printouts: Printouts in fp.

Accessing the Printout Area

Accessing the Printout Area

From the Admin menu, choose System Set Up >  Printing Preferences.

The Printing Preferences area is made up of a series of tabs. On the Standard Printouts tab, you will see a list of all the printouts available for configuration. A "Y" beside the printout name, means that the standard version of the printout(aka the version that comes with your system) is being used. An "N" beside the printout name means that either a copy of the standard version, and/ or a configured version of the printout is in use.

From the Standard tab you can also:

  1. Preview or Copy any of the Standard Printouts.
  2. Choose to edit or delete/ change the logo on file. This logo will appear on Standard Printouts by default.
  3. Navigate to the My Printouts tab to see your configured printouts or create new ones.
  4. Set up Branding Templates - learn more about that here.

Create a New Printout

Navigate to the My Printouts tab and chose Add Printout.

An Add Printout screen will appear. Required fields are marked in blue.

Begin by naming the printout, and then selecting the kind of printout you wish to create. The Printout Type dropdown menu will show you the same printouts listed on the Standard Printouts tab, which is the complete list of available printouts.

For this example, we'll choose Invoice (Printout).

  1. Optionally input a description. This will not show when the printout is used, but may serve to help your team members pick this printout appropriately.
  2. Optionally associate a Brand Template to this Printout. Please review this article to learn about Adding a Brand Template.
  3. Click Save & Next when ready.

Configure the Printout

You will now see a series of printout block types. The block type names, and what is available as configurable options will vary between printouts. Because we are making an Invoice printout, we are seeing blocks related to that specific printout.

Here in the Invoice Header block, we can pick a header block (ie. Header Reversal, Header Classic), as well as decide what information we wish to show on the block- ie. Show Client Address, or Show Logo.

As you make choices or changes per block, the screen above will change accordingly. And at any time, you can click the Preview button, to see how a sample version of the printout is taking shape.

Use your mouse to move from block type to block type. Some block types will include lots of selectable options, others with few or none.

Should you not want the content of a particular block type to show at all, just de-select its tick box. Changes you make will save as you go.

When you are done making all of your changes, click Approve & Publish.

The system will ask you to confirm your selection. Click Submit.

The newly created printout will now be stored under the My Printouts tab. It can be previewed, edited, copied or deleted at anytime. You can also simply un-check the Enabled box, if you wish to keep the record of this printout, but no longer use it.

Use the Printout

When printing an individual invoice, you will see this newly created printout as an option. If this is the only enabled version of this printout, it will be the default option used.

Please Be Advised - Printouts that Include the Expanded Summary Report

There are optional block types on the Invoice Printout for the Expanded Summary Report and/ or the Status Report. These reports can be configured as to the level of detail they show, when and if you choose to include them.

  • Expanded Summary Report: As the name suggests, this report is a detailed view into the Actuals (time tracked & expenses) on the Job you are invoicing. It breaks down to Estimated hours/ quantities, Estimated amounts, Actual amounts, Service Group, Service type and more.
  • Status Report: This report also pertains to Actuals. It shows the date on which time was tracked, the staff initials, Service Group, and shows the hourly rate, quantity of hours and totals.

We have found that clients can encounter issues though, if they are manually adjusting values on Invoices, as well as including the Expanded Summary report on the Invoice printout.

Let's say that on my Invoice, I've billed to Actuals, but decide to over-write a value into my line for Printing. There are no actual Actuals for this row, but I'm putting $5000 here.

When I print this Invoice, and that printout includes my reports, I run into a problem. On the Expanded Summary portion, my client can see that the $5000 is a bit out of thin air. We understand that there may be occasion to over-write in this way, and it may be ok'd by the client, but know that the reports (should you include them in the printout) will show another story.

Important Note - Standard Printouts

Once you create a new version of one of the standard printouts, that standard version becomes inactive. On the Standards Printouts tab, you will see an "N" for any standard printouts that are no longer enabled. To make the standard version available again you have 2 options:

i) Disable any "My Printouts" version(s) of the standard printout. (Done by un-checking the Enabled box for those printouts under the My Printouts tab).

ii) Make a copy of the standard printout. This is a quick process, and can be learned about here: Re-Enable & Copy a Standard Printout

Be advised that you can have up to 3 custom printouts enabled for each printout type, per Office, and 3 brand templates enabled per Office.

For an additional $49 per month, fp.PrintPlus will increase your limit to 8 enabled custom printouts per printout type, and up to 12 enabled custom brand templates. To upgrade to fp.PrintPlus please reach out via email: support@functionpoint.com

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