Creating a Purchase Invoice/ Refund Layout

Daftra software allows users to modify templates for purchase invoices/purchase refund receipts, and to change the nature of the data displayed in the template, whether related to the business, the client, or otherwise. This includes the ability to modify labels for fields and columns and format them according to the business needs. This encompasses the capability to adjust logos, stamps, headers, and footers of the template. You can set the modified template as the default template for the account, or it can be manually chosen when “adding a new purchase invoice“.

1. Click on “Purchases” from the main menu.
2. Click on “Purchase Invoice Settings”.
3. Click on the “Purchase Layouts” card.
4. Click the “New Layout” button.
5. Select one of the basic layouts supported by the software to modify it.
6. Make the necessary changes in the “Custom Purchase Invoice Builder” section, where you can modify:
   • Title: Set the invoice title then click the “Save” button.
   • Business Info: Use the variables to add business data as needed, then click the “Save” button.
   • Logo: Upload your organization’s logo to include it in the invoice template by clicking the “Choose file” button, adjust the logo size in the invoice, and then click the “Save” button.
   • Supplier Info: Use the variables to add supplier information as needed, then click the “Save” button.
   • Shipping Info: Use the variables to add shipping info as needed, then click the “Save” button.
   • Custom Fields: Click the “Add More Fields” button from the window, fill in the data as needed, then click the “Save” button.
   • Labels: Modify the field labels within the template as needed, then click the “Save” button.
   • Notes: Use the variables to add notes as needed, then click the “Save” button.
   • Header: Use the variables to add a header as needed, then click the “Save” button.
   • Footer: Use the variables to add a footer as required, then click the “Save” button.
   • Item Columns: Select the desired columns from the dropdown menu to be included in the invoice, with the option to rename each as needed, then click the “Save” button.
   • Style: Adjust the invoice style including font size, items table style, paper size, paper margin, and others as needed, then click the “Save” button.
7. Click on “Template Details” and enter the template name in the assigned field to distinguish it from other layout.
8. Click the “Set this layout as default” button so it appears when creating a new purchase invoice as your default invoice layout.
   • If you make this layout the default, the system will show more checkbox options related to:
     • Set this Layout as the default for purchase invoices
     • Set this Layout as the default for purchase refunds
9. Check the box “Don’t show the currency symbol in the items list” if you don’t want to show the used currency in the purchase invoice or purchase returns.
   • You can click the checkbox again to cancel this option
10. Check the box “Always show “Paid Amount” and “Balance Due”” if you want to display paid and due amounts.
    • You can click the checkbox again to cancel this option
11. Select the quantity and unit price options from the dropdown menu, choosing from (Show unit price before quantity, or Show quantity before unit price, or Hide quantity and unit price).
12. Click the “Save” button.

• When creating a new purchase invoice, you’ll find the layout you’ve just created included in the “Invoice Layout” list at the top right of the screen. For more details, refer to the guide “How to add a purchase order”.