Word2PDF Invoices

Updated 2 months ago

Word2PDF is a convenient SellerCloud feature that lets you print out invoices, which are created using a Word template, directly into a PDF-type invoice.

You can use one of the SellerCloud default templates, or you can build your own custom template following the rules in this topic.


Using the default templates

SellerCloud offers 3 default templates that are compatible with Word2PDF. You can use these as they are, or you can customize them using the same rules as if creating a custom template from scratch.

If you do create a custom template from a default template, do not copy-and-paste the default template's contents into a new Word file! Use Word's "Save As" function to save the default template as a new file with a unique name.

Creating a custom template

If you are not comfortable creating your own template in Word, use one of the default templates from SellerCloud.

Formatting requirements

You must adhere to the strict formatting rules below for the Word2PDF feature to produce the desired results:

  • Do not use drawing canvases. Tables and images must be placed directly into the document, not inside a drawing canvas.

  • If you want alternate shading in the table rows, apply a table style to the table. Do not manually apply shading to individual rows.

  • Format all tables, rows, and cells using styles. For example, pressing the space bar to create a tab indent will not produce a proper tab.

  • Do not add extra line breaks in tables.

  • Headers and footers must be properly applied. For example, placing header text at the top of the document will not work properly.

  • Do not add any placeholders to the Alt Text tab's' Title in other tables' Table Properties! Only the "orderitemstable" should have the "orderitemstable" placeholder.

  • If you are creating a custom template from an existing one (either the default templates or a custom one you already created), do not 'copy-and-paste' the template's contents into a new Word file. This will automatically add placeholders in all the new template's tables. Instead, use Word's "Save As" function to save the default template as a new file with a unique name.
Using placeholders

For the Word2PDF function to pull the correct information using the template, you must insert placeholders into the appropriate locations in the template's tables. See the table of supported placeholders further below.

An invoice template can contain tables with text for standard company messages; for example, your company's returns and exchanges policy; contact information, customer service hours, etc. These tables do not need placeholders since they do not pull data from SellerCloud orders.

Review and carefully follow the rules below:

  • The "orderitemstable" shown below is the table for the order item's information and pricing. This table must have only have 1 row that contains your desired placeholders; the Word2PDF feature will automatically insert a separate row for each of your order items!

  • The "orderitemstable" must be its own separate table; do not add any additional rows to this table for placeholders like SubTotal, Discount, Tax, etc. Instead, put those placeholders into a separate, multi-row table. This is required because this those are for order-level data, not item-level data. Check the default templates for reference.

  • The "orderitemstable" must include the placeholder orderitemstable in the Table Properties' Alt Text tab's Title field, as shown below (select the table and right-click to choose Table Properties):

  • Do not add any placeholders into the Alt Text tab's' Title of other tables' Table Properties! Only the "orderitemstable" should contain a placeholder, and it should be the "orderitemstable" placeholder.

The table below describes all of the supported placeholders. Enter these placeholders exactly as shown.


PLACEHOLDER

USAGE

REFERENCE INFORMATION

#?ID?#

Invoice number

--

#?TimeOfOrder?#

Order date.

--

#?PaymentDate?#

Payment date.

Will not appear if an order is unpaid.

#?OrderSourceOrderId?#

Channel order number.

--

#?BillingAddress?#

Sold To address.

--

#?ShippingAddress?#

Ship To address.

--

#?Qty?#

Order item quantity.

--

#?DisplayName?#

Name of the order item from the channel.

--

#?ProductID?# 

SKU.

--

#?ProductImage?#

Product image.

--

#?UPC?#

UPC code.

--

#?DescriptionDefaultImage?#

Default product image for the order item.

Recommended image formats are .png and .jpeg. 

#?ProductConditionInHouseName?#

Condition of the item.

--

#?AdjustedSitePrice?#     

Unit price of the item.

Currency fields are formatted with two digits after the decimal. 

#?LineTotal?#

Total of the line item.

--

#?Subtotal?#

Invoice subtotal

You can insert a $ before the placeholder.

#?OrderDiscountsTotal?#

Total of discounts applied.

You can insert a '-$' before the placeholder.

#?TaxTotal?#

Total of taxes.

You can insert a $ before the placeholder.

#?ShippingTotal?#

Total of shipping charges.

You can insert a $ before the placeholder.

#?HandlingFee?#

Total of handling fees.

You can insert a $ before the placeholder.

#?GrandTotal?#

Grand total of the invoice.

You can insert a $ before the placeholder.

#?GiftWrapMessage?# 

Gift message for the first item in the order that has a message. 

Will appear outside of the order items table.

#?Instructions?#

Customer service notes.

Will appear outside of the order items table.

#?ShippingMethodRequested?#

Channel shipping carrier and service

--

#?BarCodeChannelOrderNumber?#

Channel order ID barcode.

--

#?BarCodeOrderID?#

Order ID barcode.

--



Printing order invoices to PDF

Once you have decided which invoice template to use, you are ready to print invoices to PDF:

  1. In SellerCloud, click Settings > Company > Toolbox > Invoice Settings.
  2. From the Invoice Type dropdown > choose Word2PDF.

  3. At the Word to PDF Template field, click Choose File to upload your template > Save. Notice that you can always click the Download icon to download the current template, after one has been selected.
About the Per Channel Preferences: Invoice Type can be set per channel; if so, that invoice type will override your selection here for all orders from the channels that have "per channel preferences."
  1. Optional: To preview an invoice as a PDF file, enter an order number into the Order Number box > click Preview. The PDF invoice will download.
  2. You can print invoices to PDF in 2 different ways:
    1. Open the order > click Action Menu > Print Invoice to PDF > Go.
    2. On the Manage Orders page > select the order > click Action Menu > Print Invoice to PDF > Go.


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