Overview
Word to PDF 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 Word to PDF Product Labels and Purchase Order templates, see our Word to PDF Labels and Word to PDF POs articles.
Default Templates
Sellercloud offers three default templates that are compatible with Word to PDF, which you can customize:
Simple design example - download the Word to PDF Simple Template.
Plain design example - download the Word to PDF Plain Template.
Classic design example - download the Word to PDF Template Classic.
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 Word to PDF 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 Word to PDF 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.
Do not merge cells. Merged header cells may leave item columns blank, and merged cells in the placeholder row may prevent the invoice from generating.
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 Word to PDF 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 the correct order and item info when generating a PDF Invoice. Once your Word document is formatted correctly, you can insert placeholders where you want information to appear. When an invoice is generated, each placeholder is replaced with the corresponding value from the order.
To ensure all placeholders are populated correctly, follow the guidelines below when creating or editing your template:
Placeholders are enclosed in #? and ?# and cannot contain spaces. If a placeholder is misspelled, unsupported, or its value is empty, it is replaced with a blank space. The placeholder text itself is not printed.
Separate placeholders from surrounding text with a space, punctuation mark, or $ sign. Do not place them directly next to letters or numbers.
In the order items table, only the first line of each cell is processed. Placeholders on additional lines are ignored and will not be populated.
Most product placeholders, including product names, UPCs, ASINs, images, barcodes, kit placeholders, and product custom columns, must be the only content in their cell. Placeholders, such as #?Qty?#, #?ProductID?#, #?DisplayName?#, #?AdjustedSitePrice?#, and #?LineTotal?#, can be combined with other text if properly separated.
The tables below describe supported item-level and order-level placeholders. Enter these placeholders exactly as shown.
ITEM-LEVEL PLACEHOLDER |
USAGE |
REFERENCE INFORMATION |
#?ProductName?# |
Product Name in Sellercloud. |
Must be the only content in the cell. |
#?Qty?# |
Order item quantity. |
Can be combined with other text if properly separated. |
#?InventoryAvailableQty?# |
Available inventory qty of the product. |
-- |
#?DisplayName?# |
Name of the ordered item from the channel. |
Can be combined with other text if properly separated. |
#?ProductID?# |
Sellercloud SKU. |
Can be combined with other text if properly separated. |
#?ProductMasterSKU?# |
Product's Master SKU. |
-- |
#?ManufacturerSKU?# |
Manufacturer SKU from the Product Properties page. |
-- |
#?ProductShortDescription?# |
Product's short description. |
-- |
#?ProductImage?# |
Product's image. |
-- |
#?CountryOfOrigin?# |
Product's country of origin. |
-- |
#?UPC?# |
The item’s UPC. |
Must be the only content in the cell. |
#?ASIN?# |
The item's ASIN. |
Must be the only content in the cell. |
#?FNSKU?# |
The item's FNSKU. |
Must be the only content in the cell. |
#?DescriptionDefaultImage?# |
Default product image for the order item. |
Recommended image formats are .png and .jpeg. Must be the only content in the cell. |
#?ProductConditionInHouseName?# |
Condition of the item. |
-- |
#?AdjustedSitePrice?# |
Unit price of the item. |
Currency fields are formatted with two digits after the decimal. Can be combined with other text if properly separated. |
#?ProductWholesalePrice?# |
The product's wholesale price, as configured on the product details page. |
-- |
#?LineTotal?# |
Total of the line item. |
Can be combined with other text if properly separated. |
#?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. |
Appears outside of the order items table. |
#?Instructions?# |
Customer's Instructions. |
Appears outside of the order items table. |
#?UserName?# |
The customer's contact email. |
-- |
#?ShippingMethodRequested?# |
Channel shipping carrier and service. |
-- |
#?WeightKG?# |
Product weight in kilograms (2 decimals). |
-- |
#?WeightGrams?# |
Product weight in grams (2 decimals). |
-- |
#?BarCodeChannelOrderNumber?# |
Channel order ID barcode. |
Must be the only content in the cell. |
#?BarCodeOrderID?# |
Order ID barcode. |
Must be the only content in the cell. |
#?UCCBarcodeLabel?# |
Generates a barcode based on Package ID and Order ID. |
Must be the only content in the cell. |
#?SkuBarCode?# |
SKU barcode. |
Must be the only content in the cell and can only be used inside the order items table. |
#?UpcBarCode?# |
UPC barcode. |
Must be the only content in the cell and can only be used inside the order items table. |
#?CC_CustomColumnName?# |
Order Level Custom Columns. |
E.g. #?CC_TestOrderColumnName?# |
#?CCProduct_ColumnName?# |
Product Level Custom Columns. |
E.g. #?CCProduct_TestProductColumnName?# |
#?ShippingSourceWarehouseID?# |
The ID of the warehouse from which the order is shipped. |
-- |
#?ShipFromWarehouseName?# |
The name of the warehouse from which the order is shipped. |
-- |
#?LocationNotes?# |
Product's location notes, printed with the prefix "LOC:". |
-- |
#?Notes?# |
Order Item notes. These are the notes found in the Items panel on the Order Details page. |
-- |
#?ShippingPackageTypeID?# |
The Package Type as set in the Product Preferences page. |
-- |
#?PackageWeightKG?# |
Package weight in kilograms (2 decimals). |
-- |
#?PackageWeightGrams?# |
Package weight in grams (2 decimals). |
-- |
#?KitMainItemIncludes?# |
Prints Kit main component name. |
Allows multi-line. Must be the only content in the cell. |
#?KitIncludesNotMainItem?# |
Prints Kit non-main component name. |
Allows multi-line. Must be the only content in the cell. |
#?KitMainItemSKUIncludes?# |
Prints Kit main component Product ID. |
Allows multi-line. Must be the only content in the cell. |
#?KitIncludesNotMainItemSKU?# |
Prints Kit non-main component Product ID. |
Allows multi-line. Must be the only content in the cell. |
#?KitItemSumTotalQty?# |
Total quantity of the components of all ordered kit products. |
Must be the only content in the cell. |
#?KitItemSumQty?# |
Total quantity of the components in an ordered kit. |
Must be the only content in the cell. |
#?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. Must be the only content in the cell. |
#?KitItemDetailsWithProductBarcode?# |
Prints Kit Details with a barcode for each component. |
Must be the only content in the cell. |
#?ItemSerialNumbers?# |
Serial Numbers of the ordered items (one number per line). |
-- |
#?OrderItemLotExpiry?# |
Lot expiry date of the ordered item. |
-- |
#?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. |
-- |
#?SalesRepUsername?# |
Prints the email of the Sales Rep on the order. |
-- |
ORDER-LEVEL PLACEHOLDER |
USAGE |
REFERENCE INFORMATION |
#?ID?# |
Sellercloud Order ID. |
-- |
#?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. |
-- |
#?PaymentTermName?# |
The Payment Term assigned to the order. To print the customer's credit terms instead, use #?CustomerCreditTerm?#. |
-- |
#?CustomerCreditTerm?# |
The customer's Credit Term assigned to the order. To print the payment terms instead, use #?PaymentTermName?#. |
-- |
#?PaymentDueDateByUserTerm?# |
The payment due date based on the customer's Credit Terms. The due date is calculated by adding the credit-term days to the order's ship date. |
-- |
#?PaymentDueDateByOrderTerm?# |
The payment due date based on the order's Payment Terms. The due date is calculated by adding the payment-term days to the order's ship date. |
-- |
#?TrackingNumberAll?# |
All tracking numbers assigned to the order's shipments. |
-- |
#?TrackingNumberBarcode?# |
Barcode of the first package's tracking number. |
-- |
#?OrderPackagesAmount?# |
The total number of packages created for the order. |
-- |
#?SubTotalIncludingDiscountTotal?# |
The order subtotal including the order discount total. |
-- |
#?RemainingDues?# |
The outstanding balance remaining on the order after payments and refunds have been applied. |
-- |
#?PromoCodes?# |
Promo codes applied to the order, listed one per line as Code:Discount. |
-- |
#?MarketingSource?# |
The marketing source attributed to the order, such as the campaign, referral, or channel that generated it. |
-- |
#?TransactionReferenceNumber?# |
The reference number associated with the order's payment transaction. |
-- |
#?UserGroupFirst?# |
The first group in the customer account. |
-- |
#?UserGroupList?# |
All groups associated with the customer account. |
-- |
#?BillingAddress_FieldName?# |
A specific field from the billing address, such as City, PostalCode, or PhoneNumber. |
-- |
#?ShippingAddress_FieldName?# |
A specific field from the shipping address, such as City, PostalCode, or PhoneNumber. |
-- |
#?ShippingAddress_City?# |
The city specified in the order's shipping address. |
-- |
#?BillingAddress_PostalCode?# |
The postal or ZIP code specified in the order's billing address. |
-- |
#?ShippingAddress_PhoneNumber?# |
The phone number specified in the order's shipping address. |
-- |
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
Word to PDF 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:
Go to Company Settings.
Click Toolbox and select Invoice Settings.
Click Edit.
-
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.
Upload the Word to PDF Template file.
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.
Print Invoice to PDF
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.