Order custom fields in invoices - workaround.

Wojciech Mocek

• March 21, 2017 11:22

Problem:

user is creating custom Invoice Print Layouts in excel and needs to add in some Order custom fields but there doesn't seem to be an option in the Excel Template.

There are codes to enter Billing, Invoice and Project custom fields, but no Order custom fields.

Solution:

It is not possible to retrieve orders' information in the invoices/quotes. However one can retrieve projects' information, so the idea is to have the values of the order custom field copied automatically into project custom fields. This way one can have order information retrieved into invoices/quotes.

Here is the process, once order custom field is created in the 'new order form' configuration, for each option there is 'project settings' tab. Under this tab, there is Placeholder link, click it and copy the one corresponding to your order custom field:



Then, paste it in the field corresponding to your project custom field, as default value (this implies that you have created a project custom field (text field)):


Now modify invoice template (Settings>Invoice print layout), click 'help with customizing templates' to see which placeholder you need to copy into the template (<#ProjectCustomStr1/2/3...>):




Finally, paste the placeholder into the template, save your change, upload the template back into the platform.

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  Anthony Fitzgerald

  • July 11, 2017 14:16

  Hi Wojciech,

  That works in theory, and I was using that, however, because the Project custom fields is not directly liked to the order, its a one of snapshot copy of the order custom fields, it can be out of date when processing the invoice.

  I have had numerous occasions where the client or sales team modified the Order after it was created because they entered the wrong info in the custom fields, or left it blank because they didn't know the info at time of order creation, e.g. PO number, Cost Center etc. So then they update the order, but project custom field is now incorrect or blank, so the invoice is incorrect.

  Thankfully with the new update this is no longer an issue as we can now directly access the Order custom fields in the invoice.

  However I have a similar issue now for the Invoice and Invoice production screens. The search filters only have Project Custom Fields available, but I need to filter on Order custom fields, e.g. I need to aggregate a clients invoice for a specific cost center.

  Can you mention this to the guys and see if the can add Order Custom fields to the Search Filters in both the invoice tabs.

  Cheers,

  Anthony.

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  Wojciech Mocek

  • July 17, 2017 15:00

  Thanks Anthony for pointing this out.

  Real life scenarios are so rich :-)

  Would you mind to create another feature suggestion?

  At the same time you can also some other ideas you might have for custom fields which are related to invoices.

  All the best Anthony

  Wojciech

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