Invoice Set Up on pre-printed forms

Original Question:

Could someone point me in the right direction to create an invoice template for a pre-printed form. In other words, how do you place the invoice data so it drops into the correct box on the form.

Thanks

Lawrence

Customizing an invoice template to fit a pre-printed form in SQL-Ledger involves adjusting the positions of the invoice data so they align with the designated areas on your form. Below is a comprehensive guide to help you set up your invoice template accordingly.

1. Understanding SQL-Ledger’s Template System

• Template Language: SQL-Ledger uses LaTeX for its invoice templates.
• Template Files: Invoice templates are located in the templates directory of your SQL-Ledger installation, typically named invoice.tex or similar.

2. Preparing Your Environment

• Install LaTeX: Ensure you have a LaTeX distribution installed (e.g., TeX Live, MiKTeX).
• Text Editor: Use a text editor that supports LaTeX syntax highlighting for easier editing.
• Required Package: You’ll need the LaTeX package textpos for precise positioning.

3. Including the textpos Package

Add the textpos package to your LaTeX template:

\usepackage[absolute,overlay]{textpos}

Place this line in the preamble of your document, before \begin{document}.

4. Setting Up the Coordinate Grid

Configure the page dimensions to match your pre-printed form:

\setlength{\TPHorizModule}{1mm}
\setlength{\TPVertModule}{1mm}
\textblockorigin{0mm}{0mm} % Adjust if your printer has non-printable margins

This sets up a coordinate grid using millimeters, which is helpful for precise placement.

5. Positioning Text with textblock

Use the textblock environment to place text at specific coordinates:

\begin{textblock}{width}(x_coord,y_coord)
Your content here
\end{textblock}

• width: Width of the text block in units (matches \TPHorizModule).
• x_coord, y_coord: Coordinates where the text block starts.

6. Customizing Template Fields

Replace standard fields with positioned text blocks. For example:

% Position the invoice number
\begin{textblock}{30}(150, 20)
\textbf{Invoice Number:} \VAR{invoice.invnumber}
\end{textblock}

% Position the invoice date
\begin{textblock}{30}(150, 30)
\textbf{Date:} \VAR{invoice.transdate}
\end{textblock}

% Position the customer name
\begin{textblock}{80}(20, 50)
\VAR{customer.name}
\end{textblock}

Adjust the coordinates (x_coord, y_coord) to match the locations on your pre-printed form.

7. Adjusting Itemized Lists

For line items, use a loop with dynamic positioning:

% Set initial Y-coordinate for items
\newcommand{\itemstarty}{100} % Starting Y position
\newcommand{\itemstep}{10}    % Vertical space between items

% Begin loop over invoice items
\BLOCK{ for item in invoice.items }
\begin{textblock}{180}(20, \the\numexpr \itemstarty - \itemstep * \VAR{ forloop.counter0 } \relax)
\VAR{ item.description } \hfill \VAR{ item.qty } \hfill \VAR{ item.sellprice } \hfill \VAR{ item.linetotal }
\end{textblock}
\BLOCK{ endfor }

• \itemstarty: Starting Y-coordinate for the first item.
• \itemstep: Vertical spacing between items.
• \VAR{ forloop.counter0 }: Zero-based index of the loop iteration.

8. Testing and Refinement

As suggested by Brian Roper in the forum:

1. Print a Test Invoice: Print the modified invoice on plain paper.
2. Overlay on Pre-Printed Form: Place the printed invoice over the pre-printed form.
3. Check Alignment: Hold them up to a light source to verify alignment.
4. Adjust Coordinates: Fine-tune the (x_coord, y_coord) values based on discrepancies.
5. Repeat: Iterate until the data aligns perfectly with the form fields.

9. Applying the Customized Template

• Save the Template: Save your customized LaTeX file, e.g., custom_invoice.tex.
• Update SQL-Ledger Settings:
• Log in to SQL-Ledger.
• Navigate to “System” > “Defaults” > “Templates”.
• Select your new template for invoices.

10. Additional Tips

• Backup: Before making changes, backup the original template files.
• Documentation: Comment your LaTeX code for future reference.
• Margins and Printer Settings: Account for any non-printable areas your printer may have.
• Consult LaTeX Resources: If you’re new to LaTeX, refer to online tutorials for additional help.

11. Alternative Solutions

If customizing LaTeX templates is challenging:

• Upgrade SQL-Ledger: Consider updating to a newer version with improved template handling.
• Use PDF Editing Tools: Generate invoices as PDFs and adjust them using a PDF editor (not ideal for batch processing).
• Seek Professional Help: Hire someone with LaTeX expertise to assist in template customization.

Conclusion

By carefully adjusting your invoice template using the textpos package in LaTeX, you can align your invoice data to fit perfectly within the designated areas of your pre-printed forms. This method ensures professional-looking invoices and efficient use of your existing stationery.