Advanced PDF Templates – Invoice and Packing List

creating Advanced PDF Templates for Standard Invoice, Commercial Invoice, Packing List, and Custom fields/buttons

Proposal Summary

This proposal covers the scope of four requirements of creating  Advanced PDF templates for Standard Invoice(in English and German), Commercial  Invoice, Packing List, and Custom buttons/fields to the Netsuite Production account.

Also, we will be providing a document: Field Mapping for the confirmation of the Field Mapping that is used for the Advanced PDF templates. In the German Template, we will ONLY change the labels to German once you provide the German labels in the attached Field Mapping document.

Requirement 1 – Custom Buttons in Invoice 

Our Solution

Custom Print Button

We will be creating 3 Custom Print Buttons: ‘Print Invoice’, ‘Print Commercial Invoice ’, and ‘Print Packing List’; and these buttons will be appearing only on the ‘View’ mode of the Invoice.

  •  ‘Print Invoice’ button
    • This button will be activated when the location(Shipping Address Country) is Germany.
    • By clicking this print button, it will be providing the Standard Invoice print.
    • If the Custom form used is ‘Fenetti Invoice (German Template)’ then the PDF Template will be in German.

In the German Template, we will be ONLY changing the labels to German. Dynamic Values like Customer Name & Address, Delivery Address, Item Name, Item Description, Memo will NOT be translated into German. That will be in English itself.

  • If the Custom form used is ‘Fenetti Invoice (Standard Template)’ then the PDF Template will be in English.
  • Also, if any other form is selected for the Invoice Record then the print PDF will be Standard Invoice print in the English language.
  • ‘Print Commercial Invoice ’ 
    • This button will be activated when the location(Shipping Address Country) is outside Germany.
    • With the single click of this custom print button, it will be providing the Commercial Invoice print in the English language.
  • ‘Print Packing List’
    • This button will be activated when the location(Shipping Address Country) is outside Germany.
    • With the single click of this custom print button, it will be providing the Packing List print.

Also, we will be hiding the default ‘Print’ button to avoid confusion.

Custom Fields in Invoice by sourcing from Item Record

There are limitations in fetching the fields from Item Record to the Invoice PDF Template, so in order to get the value, we will be creating custom fields in the Invoice Record which will be sourcing the value from the item record. 

The sourcing will work only for the new orders. If we want to change the existing orders, we need to reselect the item again for the sourcing to work.

We will be providing a document: Field Mapping for Field Mapping and based on the requirements we will be creating custom fields. 

Requirement 2 – PDF Template for Standard Invoice

Standard Invoice print layout should be changed as in the UK template(as provided).

Our Solution

We can create a new print layout for Standard Invoice as like the template provided(UK Template) and this layout will be available in the Invoice record under the custom button.

There are limitations in fetching the fields from Item Record to the PDF Template, so in order to get the value, we will be creating custom fields in the Invoice Record which will be sourcing the value from the item record.

The PDF Templates will be available in English and German based on the respective forms ‘Fenetti Invoice (Standard Template)’ and ‘Fenetti Invoice (German Template)’.

In the German Template, we will be ONLY changing the labels to German. Dynamic Values like Customer Name & Address, Delivery Address, Item Name, Item Description, Memo will NOT be translated into German.

The Mockup considered(footer section excluded) for the Standard Invoice is ‘Invoice – 455793 – Brand Alley – 130121_1350.pdf’ (shared).

The mockup considered for the footer section is ‘INV_0188.pdf’

Assumptions and Points to be Noted

  1. If the Custom form used is ‘Fenetti Invoice (German Template)’ then the PDF Template will be in German.
  2. If the Custom form used is ‘Fenetti Invoice (Standard Template)’ then the PDF Template will be in English.
  3. In the German Template, we will be ONLY changing the labels to German only if you will provide the German labels in the attached Field Mapping document.
  4. Dynamic Values like Customer Name & Address, Delivery Address, Item Name, Item Description, Memo(will fetching the same from the Invoice Record without translation) will NOT be translated into German. If you like to change these details to German, then please provide the Translated content. 
  5. There are limitations in fetching the fields from Item Record to the PDF Template, so in order to get the value, we will be creating custom fields in the Invoice Record which will be sourcing the value from the item record. The creation of these custom fields will also be included in the Requirement 1.
  6. We assume that the ‘Standard Invoice’ is the pdf template for the invoices issued within Germany.
  7. New Advanced PDF template that is going to be created for ‘Standard Invoice’ and will be the preferred PRINT TEMPLATE in Netsuite.
  8. Additional fields which don’t include in the standard Templates take more time and cost.
  9. This PDF template will have defaulted to all Subsidiaries.
  10. The logo in the template will be fetched from the Company Information.
  11. We assume that the ‘ DISPLAY COMPONENTS ON TRANSACTIONS’ is checked in the Item Record, then only the components will be listed in the PDF.
  12. Currently, components listing of Item Group is  NOT considered as these are absent in the production account.

Risks 

  1. The user can print multiple times for an Invoice record.
  2. If ‘ DISPLAY COMPONENTS ON TRANSACTIONS’ is NOT checked in the Item Record, then the components will not be available in the PDF.

Requirement 3 – PDF Template for Commercial Invoice

The Commercial Invoice print layout should be changed as in the UK template(as provided).

Our Solution

We can create a new print layout for Commercial Invoice as like the template provided(UK Template) and this layout will be available in the Invoice record under the custom button.

There are limitations in fetching the fields from Item Record to the PDF Template, so in order to get the value, we will be creating custom fields in the Invoice Record which will be sourcing the value from the item record.

The Mockup considered(footer section excluded)  for the Commercial Invoice is ‘CommercialInvoiceCopy.pdf’ (shared).

The mockup considered for the footer section is ‘INV_0188.pdf’

Assumptions and Points to be Noted

  1. There are limitations in fetching the fields from Item Record to the PDF Template, so in order to get the value, we will be creating custom fields in the Invoice Record which will be sourcing the value from the item record. The creation of these custom fields will also be included in Requirement 1.
  2. We assume that the ‘Commercial Invoice’ is the pdf template for the invoices issued outside Germany.
  3. New Advanced PDF template that is going to be created for ‘Commercial Invoice’ in Netsuite.
  4. Additional fields which don’t include in the standard Templates take more time and cost.
  5. This PDF template will have defaulted to all Subsidiaries.
  6. The logo in the template will be fetched from the Company Information.
  7. We assume that the ‘ DISPLAY COMPONENTS ON TRANSACTIONS’ is checked in the Item Record, then only the components will be listed in the PDF.
  8. Currently, components listing of Item Group is  NOT considered as these are absent in the production account.

Risks 

  1. The user can print multiple times for an Invoice Order record.
  2. If ‘ DISPLAY COMPONENTS ON TRANSACTIONS’ is NOT checked in the Item Record, then the components will not be available in the PDF.

Requirement 4 – PDF Template for Packing List 

Packing List print layout should be changed as in the UK template(as provided)

Our Solution

We can create a new print layout for Packing List as like the template provided(UK Template) and this layout will be available in the Invoice record under the custom button.

There are limitations in fetching the fields from Item Record to the PDF Template, so in order to get the value, we will be creating custom fields in the Invoice Record which will be sourcing the value from the item record.

The Mockup considered(footer section excluded) for the Purchase Order is ‘Packing List (2).pdf’ (shared).

The mockup considered for the footer section is ‘INV_0188.pdf’

Assumptions and Points to be Noted

  1. There are limitations in fetching the fields from Item Record to the PDF Template, so in order to get the value, we will be creating custom fields in the Invoice Record which will be sourcing the value from the item record. The creation of these custom fields will also be included in Requirement 1.
  2. We assume that the ‘Packing List’ is the pdf template from the Invoice Record.
  3. New Advanced PDF template that is going to be created for  ‘Packing List’ and will be the preferred PRINT TEMPLATE for these forms in Netsuite.
  4. Additional fields which don’t include in the standard Templates take more time and cost.
  5. This PDF template will have defaulted to all Subsidiaries.
  6. We will NOT be considering the line: ‘Purchase Order For Maze Rattan Limited

Your Order No MZUK21006 – Our Order No: 16808’ 

  1. We will NOT be considering the line: THIS IS REVISED PURCHASE ORDER Issue No. 3 AND SUPERSEDES ALL OTHER ISSUES.
  2. The logo in the template will be fetched from the Company Information.
  3. We assume that the ‘ DISPLAY COMPONENTS ON TRANSACTIONS’ is checked in the Item Record, then only the components will be listed in the PDF.
  4. Currently, components listing of Item Group is  NOT considered as these are absent in the production account.

Risks 

  1. The user can take print multiple times for Invoice records.
  2. If ‘ DISPLAY COMPONENTS ON TRANSACTIONS’ is NOT checked in the Item Record, then the components will not be available in the PDF.

Budget and Time

TaskTime Required
Requirement 1 – Custom Buttons in Invoice5h
Requirement 2 – PDF Template for Standard Invoice (Both German and English)26h
Requirement 3 – PDF Template for Commercial Invoice14h
Requirement 4 – PDF Template for Packing List14h

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