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Below is an alphabetized list of the available Invoice Template Fields.  When you generate an invoice, each of these fields are replaced in the Invoice Template with actual values.

NOTE: Invoice Template Fields are replaced with actual values corresponding to the time records on the invoice in one of three ways:  A) single word/value or short phrase, B) one line of text or set of values, C) multiple lines of text and values.

 

%address_line_1

Address information for the client is supplied on the Edit Client Information window .  See Handling of Address Lines below.

%address_line_2

Address information for the client is supplied on the Edit Client Information window .  See Handling of Address Lines below.

%address_line_3

Address information for the client is supplied on the Edit Client Information window .  See Handling of Address Lines below.

%client_comment

Short comment field for the client. Supplied on the Edit Client Information window in the Comment field for that client.

%client_name

Name of the client (company). Supplied on the Edit Client Information window for that client

%city

Only use this field under special circumstances. See Handling of Address Lines below.

%contact

Contact name for the client. Supplied on the Edit Client Information window in the Contact field for that client

%date

The date for the invoice.  You fill in this value on a pop-up window when you generate the invoice.

%day_description

The date and description (2 columns) for each time record on the invoice.  See Special Template Field %day_description below.

%description

The description (1 column) for each time record on the invoice.  See Special Template Field %description below.

%detail

The date, description, duration, rate and fee (5 columns) for each time record on the invoice.  See Special Template Field %detail below.

%distance

The sum total distance of travel for all time records on this invoice.

%duration

The sum total duration (total time) for all time records on this invoice.

%expenses

The sum total of the Fixed Expense field for all time records on this invoice.

%general_comment

A short one-line comment field.  You fill in this value on a pop-up window when you generate the invoice.

%hours_breakdown

Shows the rate and duration (total time) for each different rate on the invoice.  See Special Template Field %hours_breakdown below.

%internal_fee

The sum total internal fee (Internal Rate multiplied by Duration) for all time records on this invoice.  If you do not see the Internal Rate field on the Time Record Editor or Stopwatch windows, click the "More>>" button.

%num_records

The total number of time records on this invoice.

%number

This invoice number. Set the Next Invoice Number here: Global Options Window/Other Tab

%prev_bal

The total amount previously invoiced minus the total amount of payments.  See: Using Accounts Receivable to learn how to record payments and determine how much clients owe you.

%project

Displays the name of the Project if there is only one Project name in all of the time records for this invoice. Or, it displays, "Multiple Projects" if there are 2 or more Project names in all of the time records for this invoice.

%state

Only use this field under special circumstances. See Handling of Address Lines below.

%tax

The sum total amount of tax for all time records on this invoice.

%terms

The payment terms, as in "Net 30" (Net amount due within 30 days of receipt of invoice). Supplied on the Edit Client Information window in the Terms field for that client.

%time_fee

The fee based on the time alone, excluding expenses, tax, travel and previous balance.

%total_due

The total due, including the time fee, expenses, tax, travel and previous balance.

%total_fee

The total fee due including time fee, expenses, tax, travel and excluding the previous balance.

%zip

Only use this field under special circumstances. See Handling of Address Lines below.

 

 

 

Handling of Address Lines

Time Logger has three special Invoice Template Fields %address_line_1, %address_line_2 and %address_line_3 that will automatically format the display of your clients' addresses.  Depending upon whether or not you supply a value for "Address 2:"  for your client on the Edit Client Information window, Time Logger will automatically adjust the display of the:

Address Line 1
Address Line 2
City, State, Zip

values for your client so that there are no blank lines between the Address and City/State/Zip lines.  The table below illustrates how this works.

       

Address Lines

Output from Invoice Template
(color added for emphasis)

Invoice Template Fields Used

two address lines

Tom Smith
EasySoft, Inc.
Second Floor
300 Market Street
San Francisco, CA  94705

%contact

%client_name

%address_line_1

%address_line_2

%address_line_3

 

 

one address line

Linea Conroy
ArcSoft
4 Elm Street
Berkeley, CA  95501

%contact

%client_name

%address_line_1

%address_line_2

%address_line_3

       

NOTE: The fields %city, %state, and %zip are also available for special circumstances.

 

Special Template Fields

Time Logger supports adding individual time record information to the invoice itself.  For example, you may wish to display the descriptions of  each time record on the invoice.  This is particularly useful for users who typically have only a few time records per invoice and clients who desire to know these types of details.

These fields are a little different, because the text with which the template field is being replaced may be many lines long, and include tab characters.  Thus, you need to set up your template with this in mind.  Time Logger comes with several sample templates that show you how to set this up.  You'll find them in the Sample Invoice Templates directory where your Invoices are saved. Open the sample invoice template and click on the special field and notice the tab positions and direction (left or right tabs).


%day_description

Use this field to add the date and the description for each time record on the invoice. For Example:

DayDescription

IMPORTANT: Be sure that the line on which you place this template field has 2 tab settings, one for each column.


%description

This adds a description paragraph to the invoice for each time record. For example:

Added session saving of key mouse presence. Modified hotkeys in flood and auto measures setup windows. Added ability to save mouse keyboard with session info.

Finally solved some of the keyboard mouse issues. Put together final version, prepared diskettes for Jenson Corp.

Wrote up combined status report.

 


%detail

With this field you can display even more information for each time record on the invoice. For example:

Detail

IMPORTANT: Be sure that the line on which you place this template field has 5 tab settings, one for each column.


%hours_breakdown

This field shows how much time is represented for each time record on the invoice at each different hourly rate. For Example:

39.70 Hours at $60.00/Hour
21.23 Hours at $100.00/Hour

You'll want to put this field on a line by itself, perhaps with a tab before %hours-breakdown.