Word2PDF Invoices

Understanding Word2PDF Invoices

Do not use Microsoft Word’s Open a copy function to make any new templates that you download (either from this article or from the Invoice Type field’s Word2PDF template value). This known issue with MS Word can auto-insert an incorrect orderitemstable into the Alt Text tab’s Title of other tables that are not the orderitemstable, such as the totals table. This will not allow the PDF to generate properly.

Word2PDF is a convenient Sellercloud feature that lets you print out invoices, which are created using a Word template, directly into a PDF format 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 three 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/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.

You have three different invoice designs to choose from:


Creating a custom template

You can create a template that is customized to your unique needs. To do this correctly, you need to understand the formatting requirements.

Formatting requirements

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

The formatting requirements are as follows:

  • 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.
  • 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 orderitemstable should be filled in the Alt Text tab’s title.
  • 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/paste the template’s contents into a new Word file: This will automatically add placeholders in all the new template’s tables. Instead, use MS Word’s Save As function to save the default template as a new file with a unique name.

Using placeholders

Once your document is formatted correctly, you can begin to use 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. There are many supported placeholders for this feature, and you must enter them exactly as shown. Click the accordion below to view the placeholders.

Supported placeholders

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’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.

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.

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.
  • 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 any placeholders into the Alt Text tab’s’ Title of other tables’ Table Properties. Only orderitemstable should be there.

word to pdf, WordtoPDF, PDF


Printing order invoices to PDF

After you decide which invoice template to use, you can print invoices to PDF. You can print order invoices or wholesale invoices.

You can click Per Channel Preferences to set your Invoice Type per channel. When set, that invoice type will override your selection here for all orders from the channels that have a set per channel preference. Show me a sample in Alpha.
You have the option to preview an invoice as a PDF file. Simply enter an order number into the Order Number box > Click Preview. The PDF invoice will download. Show me a sample in Alpha.

The steps to print differ slightly depending on interface. Click the appropriate interface below.

Alpha

To begin printing invoices in the Alpha interface, follow these steps:

  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. Notice that you can always click the Download icon to download the current template after you have selected one.
  4. For order invoices, select your choice from the dropdown in Order Form Invoice Type. For wholesale invoices, select your choice from the dropdown in WholeSale Invoice Type.
  5. You can print the invoice to PDF in two different ways:
    • Open the Order Details page > Click the Action menu > Select the action Print Invoice to PDF > Go.
    • On the Manage Orders page > Select the order > Click Action menu > Print Invoice to PDF > Go.

alpha word2pdf


Delta

To begin printing invoices in the Delta interface, follow these steps:

  1. Go to Settings > Companies > Manage Companies > Select your company.
  2. Navigate to your company’s Toolbox > Invoice Settings.
  3. From the Invoice Type dropdown, select WORD2PDF.
  4. From the Word to PDF Template, click Choose File to upload your template > Save. Notice that you can always click the Download icon to download the current template after you have selected one.
  5. For order invoices, select your choice from the dropdown in Order Form Invoice Type. For wholesale invoices, select your choice from the dropdown in WholeSale Invoice Type.
  6. You can print the invoice to PDF in two different ways:
    • Open the Order Details page > Click the Action menu > Select the action Print Invoice to PDF > Go.
    • On the Manage Orders page > Select the order > Click Action menu > Print Invoice to PDF > Go.

delta word2pdf



Printing product labels to PDF

You can also print product labels to PDF.

word to pdf product label

  1. Go to Settings > Word to PDF Profiles.
    • You can access your preexisting profiles here. You can also delete profiles by selecting the profile > Action menu > Delete.
  2. Enter the Profile Name.
  3. Click Choose File > Select your file.
  4. Click Save Profile.
  5. There are two possible ways to print using this profile:
    • Go to the Manage Inventory page > Select your inventory > Action menu > Print Product Labels > Print using Plugin > Select your profile > Print Barcode.
    • Go to the Product Details page > Action menu > Print Product Labels > Print using Plugin > Select your profile > Print Barcode.

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