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Word2PDF Invoices

 
 

Overview

Word2PDF is a convenient Sellercloud feature that allows you to create your own invoice template on Microsoft Word and then generate invoices directly into PDF. You can choose one of Sellercloud’s Default Templates, or you can build your own Custom Template.

For information on creating custom Product Labels, you can read our dedicated article for Word2PDF Labels.

Default Templates

Sellercloud offers three default templates that are compatible with Word2PDF, which you can customize:

Don’t Copy/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.
Do not use Microsoft Word’s Open a Copy function to download any new templates, either from this article or from the Invoice Type field’s Word2PDF template value, because your PDF invoice won’t generate properly.

Create Custom Template

To create a Custom Template fit for your business needs, you must adhere to strict Word2PDF formatting rules.

Formatting Restrictions

  • Format all tables, rows, and cells only using styles. For example, pressing the space key to create a tab indent will not produce a proper tab. 
  • Headers and footers must be properly applied. For example, placing header text at the top of the document will not work properly. Instead, use Word’s Insert  Header&Footer function.
  • If you want to create a custom template from an existing one (either from a default template or a custom one), do not copy/paste the template’s contents into a new Word file. This will automatically add placeholders in all the new template tables. Instead, use MS Word’s Save As function to save the default template as a new file with a unique name.
  • Do not use drawing canvases. Tables and images must be placed directly into the document, not inside a drawing canvas.
  • Do not manually apply shading to individual rows. If you want alternate shading in the table rows, apply a table style to the table.
  • Do not add extra line breaks in tables.

Order Items Table

  • The orderitemstable shown below is the table for the order item’s information and pricing. This table must have only 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 those are for order-level data, not item-level data.
  • orderitemstable must be in the Title field of the Table Properties’ Alt Text tab (select the table and right-click to choose Table Properties).
  • Do not add anything besides orderitemstable in the Title of your table.
  • You can only have one orderitemstable in your template.
You can enable the Advanced Client Setting Sort Invoice Product IDs Alphabetically to ensure the SKUs in the order items table are sorted alphabetically.

Placeholders

Sellercloud uses Placeholders to populate your template with correct order and item info when generating a PDF Invoice. Once your Word document is formatted correctly, you can insert placeholders into their appropriate locations. 

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

PLACEHOLDER USAGE REFERENCE INFORMATION
#?ID?# Sellercloud Order ID —
#?ProductName?# Product Name in Sellercloud  
#?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 ordered item from the channel —
#?ProductID?#  Sellercoud SKU —
#?ManufacturerSKU?# Manufacturer SKU from the Product Properties page.  —
#?ProductImage?# Product image —
#?UPC?# The item’s UPC —
#?ASIN?# The item’s ASIN  —
#?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.
#?ProductWholesalePrice?# The product’s wholesale price, as configured on the product details page. —
#?LineTotal?# Total of the line item —
#?LineTotalWithDiscounts?# Total of the line item, including discounts  —
#?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’s Instructions Will appear outside of the order items table.
#?CustomerEmail?# The customer’s contact email. —
#?CustomerPhone?# The customer’s phone number. —
#?ShippingMethodRequested?# Channel shipping carrier and service —
#?BarCodeChannelOrderNumber?# Channel order ID barcode —
#?BarCodeOrderID?# Order ID barcode —
#?UCCBarcodeLabel?#
 Generates a barcode based on Package ID and Order ID  —
#?AsinBarCode?# ASIN barcode —
#?EanBarCode?# EAN barcode —
#?FnskuBarCode?# FNSKU barcode —
#?GtinBarCode?# GTIN barcode —
#?SkuBarCode?# SKU barcode —
#?UpcBarCode?# UPC barcode —
#?CC_CustomColumnName?# Order Level Custom Columns E.g. #?CC_TestOrderColumnName?#
#?CCProduct_ColumnName?# Product Level Custom Columns E.g. #?CCProduct_TestProductColumnName?#
#?BrandLogo?# Brand Logo —
#?ShippingSourceWarehouseID?#
 Ship From warehouse of the order. —
#?LocationNotes?# Product’s location notes —
#?Notes?# Order Item notes. These are the notes found in the Items panel on the Order Details page.  
#?ShippingPackageTypeID?#
 The Package Type found in the Product Preferences page.  
#?KitMainItemIncludes?# Prints Kit main component name Allows multi-line
#?KitIncludesNotMainItem?# Prints Kit non-main component name Allows multi-line
#?KitMainItemSKUIncludes?# Prints Kit main component Product ID Allows multi-line
#?KitIncludesNotMainItemSKU?# Prints Kit non-main component Product ID Allows multi-line
#?KitItemSumTotalQty?# Total quantity of the components of all ordered kit products —
#?KitItemSumQty?# Total quantity of the components in an ordered kit —
#?KitItemSKUWithQty?# Prints bundle item SKU with quantity In format bundleItemSKU – Qty
#?KitItemSKUWithQtyIncludeMain?# Prints bundle item main component SKU with quantity In format bundleItemSKU – Qty
#?KitItemDetails?# Prints Kit Details Component SKUS, Names, and Qty in the kit
#?SerialNumbers?# Serial Numbers of the ordered items —
#?PaymentTermName?# Customer’s Payment Term name. —
#?PaymentDueDateByUserTerm?# Payment due date for Customer Credit Terms —
#?PaymentDueDateByOrderTerm?# Payment due date for OrderCredit Terms —
#?VendorSKU?#
 This placeholder looks at the product’s Default Vendor to select which Vendor SKU to print.  —
#?SalesRepID?# Prints the internal Sellercloud ID of the Sales Rep on the order. —
#?SalesRepUserame?# Prints the email of the Sales Rep on the order. —

Custom width and height are supported for all barcode placeholders. To use custom values, set the format of the desired placeholder as follows: #?UpcBarCode_2x3?# .

An Invoice Template can also contain tables with text for standard company messages, such as 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.

WayToPay.me Placeholders

Word2PDF Invoice templates also support Waytopay.me links. If you include placeholders for Waytopay.me, they will only generate information on the actual PDF Invoice if the order is Unpaid. For Fully Charged orders, the placeholders will be hidden, and their slot on the invoice will be empty. There are three placeholders you can use:

  • #?WayToPayLink?# – a clickable Waytopay.me link for the specific order, where the customer can make a payment.
  • #?WayToPayLinkImage?# – a clickable Waytopay.me logo, which takes the customer to their order to make a payment.
  • #?WayToPayLinkQR?# – scannable QR Code that takes the customer to their order in Waytopay.me, where they can make a payment.

Configure Order Invoice

After you create your invoice template, to configure Order Invoices:

  1. Go to Company Settings.
  2. Click Toolbox and select Invoice Settings.
  3. Click Edit.
  4. Select Word 2 PDF in the respective panels. Each panel relates to a specific invoice type: Standard Packing Slip, Order Form Packing Slip, and Wholesale Packing Slip.
    If you don’t see the Order Form and Wholesale options, you must enable the Enable Wholesale and Order Form Invoice Options Client Setting.
  5. Upload the Word 2 PDF Template file.
  6. Click Save. 

You can also set a channel-specific Invoice Type. Go to Company Settings > Toolbox > Invoice Settings > Click Per Channel Preferences.

Once configured, your channel invoice preference will override your company’s default invoice template.

You can print PDF invoices in two different ways:

  • Open the Order Details Page > Click the Action menu > Select the action Print Invoice to PDF > Go.
  • Open the Manage Orders Page > Select the Order > Click Action menu > Print Invoice to PDF > Go.

Overview

Word2PDF is a convenient Sellercloud feature that allows you to create your own invoice template on Microsoft Word and then generate invoices directly into PDF. You can choose one of Sellercloud’s Default Templates, or you can build your own Custom Template.

For information on creating custom Product Labels, you can read our dedicated article for Word2PDF Labels.

Default Templates

Sellercloud offers three default templates that are compatible with Word2PDF, which you can customize:

Do not use Microsoft Word’s Open a Copy function to download any new templates, either from this article or from the Invoice Type field’s Word2PDF template value, because your PDF invoice won’t generate properly.
Don’t Copy/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.

Create Custom Template

To create a Custom Template fit for your business needs, you must adhere to strict Word2PDF formatting rules.

Formatting Restrictions

  • Format all tables, rows, and cells only using styles. For example, pressing the space key to create a tab indent will not produce a proper tab.
  • Headers and footers must be properly applied. For example, placing header text at the top of the document will not work properly. Instead, use Word’s Insert  Header&Footer function.
  • If you want to create a custom template from an existing one (from either a default template or a custom one), do not copy/paste the template’s contents into a new Word file. This will automatically add placeholders in all the new template tables. Instead, use MS Word’s Save As function to save the default template as a new file with a unique name.
  • Do not use drawing canvases. Tables and images must be placed directly into the document, not inside a drawing canvas.
  • Do not manually apply shading to individual rows. If you want alternate shading in the table rows, apply a table style to the table.
  • Do not add extra line breaks in tables.

Order Items Table

  • The orderitemstable shown below is the table for the order item’s information and pricing. This table must have only 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 those are for order-level data, not item-level data.
  • orderitemstable must be in the Title field of the Table Properties’ Alt Text tab (select the table and right-click to choose Table Properties).
  • Do not add anything besides orderitemstable into the Title of your table.
  • You can only have one orderitemstable in your template.
You can enable the Advanced Client Setting Sort Invoice Product IDs Alphabetically to ensure the SKUs in the order items table are sorted alphabetically.

 

Placeholders

Sellercloud uses Placeholders to populate your template with correct order and item info when generating a PDF Invoice. Once your Word document is formatted correctly, you can insert placeholders into their appropriate locations. 

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

PLACEHOLDER USAGE REFERENCE INFORMATION
#?ID?# Sellercloud Order ID —
#?ProductName?# Product Name in Sellercloud  
#?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 ordered item from the channel —
#?ProductID?#  Sellercloud SKU —
#?ManufacturerSKU?#  Manufacturer SKU from the Product Properties page.  
#?ProductImage?# Product image —
#?UPC?# UPC code —
#?ASIN?# The product’s ASIN.  
#?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 —
#?LineTotalWithDiscounts?# Total of the line item, including discounts  
#?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’s Instructions Will appear outside of the order items table.
#?ShippingMethodRequested?# Channel shipping carrier and service —
#?BarCodeChannelOrderNumber?# Channel order ID barcode —
#?BarCodeOrderID?# Order ID barcode —
#?AsinBarCode?# ASIN barcode —
#?EanBarCode?# EAN barcode —
#?FnskuBarCode?# FNSKU barcode —
#?GtinBarCode?# GTIN barcode —
#?SkuBarCode?# SKU barcode —
#?UpcBarCode?# UPC barcode —
#?CC_CustomColumnName?# Order Level Custom Columns E.g. #?CC_TestOrderColumnName?#
#?CCProduct_ColumnName?# Product Level Custom Columns E.g. #?CCProduct_TestProductColumnName?#
#?BrandLogo?# Brand Logo  
#?LocationNotes?# Product’s location notes  
#?KitMainItemIncludes?# Prints Kit main component name Allows multi-line
#?KitIncludesNotMainItem?# Prints Kit non-main component name Allows multi-line
#?KitMainItemSKUIncludes?# Prints Kit main component Product ID Allows multi-line
#?KitIncludesNotMainItemSKU?# Prints Kit non-main component Product ID Allows multi-line
#?KitItemSumTotalQty?# Total quantity of the components of all ordered kit products  
#?KitItemSumQty?# Total quantity of the components in an ordered kit  
#?KitItemSKUWithQty?# Prints bundle item SKU with quantity In format bundleItemSKU – Qty
#?KitItemSKUWithQtyIncludeMain?# Prints bundle item main component SKU with quantity In format bundleItemSKU – Qty
#?KitItemDetails?# Prints Kit Details Component SKUS, Names, and Qty in the kit
#?SerialNumbers?# Serial Numbers of the ordered items  

Custom width and height are supported for all barcode placeholders. To use custom values, set the format of the desired placeholder as follows: #?UpcBarCode_2x3?# .

An Invoice Template can contain tables with text for standard company messages, such as 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.

WayToPay.me Placeholders

Word2PDF Invoice templates also support Waytopay.me links. If you include placeholders for Waytopay.me, they will only generate information on the actual PDF Invoice if the order is Unpaid. For Fully Charged orders, the placeholders will be hidden, and their slot on the invoice will be empty. There are three placeholders you can use:

  • #?WayToPayLink?# – a clickable Waytopay.me link for the specific order, where the customer can make a payment.
  • #?WayToPayLinkImage?# – a clickable Waytopay.me logo, which takes the customer to their order to make a payment.
  • #?WayToPayLinkQR?# – scannable QR Code that takes the customer to their order in Waytopay.me, where they can make a payment.

Configure Invoice Template

After you create your invoice template, you can configure Order Invoices:

  1. Go to Settings > Select your Company > Toolbox > Invoice Settings.
  2. From the Invoice Type dropdown, select WORD2PDF.
  3. From the Word to PDF Template, click Choose File to upload your template > Save. 
  4. For Order Invoices, select your choice from the Order Form Invoice Type dropdown. 
  5. For Wholesale Invoices, select your choice from the Wholesale Invoice Type dropdown.
If you don’t see the Order Form and Wholesale options, you must enable the Enable Wholesale and Order Form Invoice Options Client Setting.

You can also set a channel-specific Invoice Type.  Go to your company’s Settings > Select Invoice Settings from your Toolbox options > Click Per Channel Preferences.

Once set, your channel invoice preference will override your company’s default invoice template.

To preview an invoice as a PDF file, enter an order number into the Order Number box > Click Preview > a PDF invoice will download. 

You can print the invoice to PDF in two different ways:

  • On the Order Details Page > Click the Action menu > Select Print Invoice(s) to PDF > Click Go.
  • On the Manage Orders Page > Select the Order > Click Action menu > Select Print Invoice to PDF > Click Go.
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