Sample printed document templates

Sage Intacct offers several printed document template samples that can serve as a starting point for your own templates. This page describes some of the most useful samples, what use cases they’re meant for, and common changes some companies have found useful.

The following are notes about the samples:

  • Each sample template includes pre-defined styles and other Microsoft® Word settings to help you avoid printing errors and to simplify your template creation.
  • Remember to replace the logo image with your own in each template you decide to use.
  • Country-specific samples use the A4 format. Other samples use the Letter format.
  • This page only describes the most-up-to-date samples, which we recommend as a starting point. Other samples might appear in your list with the prefix Intacct in the name that might contain different Microsoft® Word settings.

Accounts Receivable

The following samples are specific to Accounts Receivable.

Sage Intacct provides samples specific to Australia, Canada, South Africa , and the United Kingdom. These sample templates aim to meet legal requirements in that tax jurisdiction. However, it is your responsibility to verify your legal requirements and determine whether the templates meet those requirements. These samples include:

  • AR Tax Invoice Sample (AUS GST-enabled)
  • OE Tax Invoice Sample (AUS GST-enabled)
  • AR Tax Invoice Sample (Canadian Sales Tax-enabled)
  • OE Tax Invoice Sample (Canadian Sales Tax-enabled)
  • AR Tax Invoice Sample (ZA VAT-enabled)
  • OE Tax Invoice Sample (ZA VAT-enabled)
  • AR Sales Invoice Sample (UK VAT-enabled)
  • OE Sales Invoice Sample (UK VAT-enabled)

For these templates, make limited changes, such as changing colors, updating the company logo, or changing the font. Other edits might impact the accuracy or functionality of the templates. For more customizations, like adding fields, changing the layout, or changing the header, contact professional services.

For the Canadian Sales Tax templates, you can select a template that displays the totals for PST and GST in the transaction currency or the base currency.

If you have needs outside the Australian, Canadian, South African, or United Kingdom tax jurisdictions, or if these templates do not meet your requirements, contact professional services.

Sample template Use case

AR Invoice Sample

Standard invoice template based on the line item description and amount. This sample includes an aging table at the bottom.

AR Statement Sample

Standard AR statement that includes the record number, days due, amount, charges, and payments for each line item.

AR Custom Aging Statement Sample

Standard AR statement that allows you to change the aging periods in the statement (for example, 0-14, 15-30, 31-45 days instead of the standard 0-30, 31-60 days).

You need the Sage Intacct Printed Document Toolbar installed and configured to change the aging period merge fields. Make sure to update the aging period column headers and Total due calculation to reflect custom aging periods.

  1. In Word, right select «Total due» in the aging period table, then select Toggle field codes.

    This exposes the calculation for that column.

  2. Use the Printed Document Toolbar or copy-and-paste the custom aging period merge fields to replace the existing aging period merge fields in the calculation.

  3. Save the template and re-upload it to Intacct.

AR Tax Invoice Sample (AUS GST-enabled)

Standard tax invoice sample that includes tax per line item and the subtotal, tax subtotal, and total due.

This sample contains merge fields that only apply to companies subscribed to Taxes.

AR Tax Invoice Sample (CAN GST-enabled)

Standard tax invoice sample that includes the subtotal, tax subtotal, total due, and a tax rates table. You can select a template that displays the totals for PST and GST in the transaction currency or the base currency.

This sample contains merge fields that only apply to companies subscribed to Taxes.

AR Tax Invoice Sample (ZA VAT-enabled)

Standard tax invoice sample that includes tax per line item and the subtotal, tax subtotal, and total due. Headings also dynamic change to meet local requirements.

This sample contains merge fields that only apply to companies subscribed to Taxes.

To meet invoice requirements for the South Africa tax jurisdiction, you need to set some specific options:

Customers: When customers in South Africa have agreed to accept emailed documents, the text 'Computer Generated' needs to be included in the PDF. Set the Accepts emailed invoices option to true in the customer record so that the PDFs are generated with correct wording.

  1. Go to Accounts Receivable > Setup > Customers.

  2. Find the customer that you want to set options for.

  3. Select Edit at the end of the row.

  4. On the Customer tab, ensure that Country is set to South Africa.
  5. On the Additional information tab, select Accepts emailed invoices.

  1. Go to Accounts Receivable > Setup > Customers.

  2. Select Edit next to the customer.
  3. On the Customer tab, ensure that Country is set to South Africa.
  4. On the Additional information tab, select the Accepts emailed invoices checkbox.

Accounts Receivable- After a posted invoice, credit note, or debit note is printed, all subsequent printed copies of the document need to include the text 'Copy'. In addition, the posted transactions that have been printed or emailed are not be editable. Setting two options on the Configure Accounts Receivable page ensures that these requirements are met.

  1. Go to Accounts Receivable > Setup > Configuration.

  2. Scroll to the Enable functionality section.
  3. Select the following checkboxes:
    • Deactivate editing after posted transactions are printed or emailed
    • Flag as printed when any print or email option is selected

Order Entry - After a posted invoice is printed, all subsequent printed copies of the document need to include the text 'Copy'. In addition, the posted transactions that have been printed or emailed are not be editable. Setting options in the Configure Order Entry page and in the transaction definition ensures that these requirements are met:

  1. Go to Order Entry > Setup > Configuration.

  2. Scroll to the Enable functionality section.
  3. Select Flag printed draft transactions as not printed.

  4. Select Save.

  5. Go to Order Entry > Setup > More > Transaction definitions.

  6. Find the transaction definition that you want to edit.
  7. Select Select Edit at the end of the row.
  8. On the Security configuration tab, set Edit policy to anything except All.

  1. Go to Order Entry > Setup > Configuration.

  2. Scroll to the Enable functionality section.
  3. Select the Flag printed draft transactions as not printed checkbox.

  4. Go to Order Entry > Setup > More > Transaction definitions.

  5. Select Edit next to the appropriate transaction definition.
  6. On the Security configuration tab, set Edit policy to anything except All.

AR Sales Invoice Sample (UK VAT-enabled)

Standard tax invoice sample that includes the subtotal, tax subtotal, total due, and a tax rates table.

This sample contains merge fields that only apply to companies subscribed to Taxes.

Construction

The following samples are specific to Construction.

Sample template Use case

Change request with entries

Sample that lists all price entries from the change request.

Change request summary

Sample that totals all price entries from the change request into a single document.

Contracts

The following samples are specific to Contracts.

Sample template Use case
Contracts Invoice - multiple contracts sample

Uses "Subscription" terminology and contains fields in the details section to display amount due by contract ID. Use this template for customers who have multiple contracts.

This template works best when only the Customer checkbox is selected in the Invoice by options in the Generate Invoices page.

Example of the multi contracts sample contract invoice.

Contracts Invoice - service period sample

Includes the Service period start date and Service period end date in the line item details section. Use this template to give customers visibility into the exact period they're being billed for.

Example of a contract invoice with service periods.

Contracts Invoice - single contract sample

Uses "Subscription" terminology, contains the contract ID, and lists contract lines by item ID. Use this template for customers who have one contract.

Shows the single contract sample contract invoice.

Contracts Invoice - usage price calculation memo

Includes the Price calculation memo field in the line item details section. This shows the details for how Intacct calculated the billing price for a usage-based contract line item. Use this template for customers that you bill for usage.

Shows the price calculation memo sample contract invoice.

Inventory Control

The following samples are specific to Inventory Control.

Sample template Use case

Inventory Transfer Sample

Simple inventory transfer sample that can be used internally. This information is also held in the audit trail if you want to view the information in Sage Intacct instead.

Be sure that the template type that you apply to this printed document template matches the template type set in your transaction definition, which differs from Workflow category.

Purchasing

The following samples are specific to Purchasing.

Sample template Use case

Purchase Order Sample

Standard purchase order with key fields like item number, unit of measure, quantity, and unit price.

For further detail and customization, consider adding the Deliver-to contact fields to the description column on the template. Deliver to is enabled in Purchasing configuration.

Order Entry

The following samples are specific to Order Entry.

Sage Intacct provides samples specific to Australia (AU), South Africa (SA), and United Kingdom (UK). These sample templates aim to meet legal requirements in that tax jurisdiction. However, it is your responsibility to verify your legal requirements and determine whether the templates meet those requirements. These samples include:

  • AR Tax Invoice Sample (AUS GST-enabled)
  • OE Tax Invoice Sample (AUS GST-enabled)
  • AR Tax Invoice Sample (ZA VAT-enabled)
  • OE Tax Invoice Sample (ZA VAT-enabled)
  • AR Sales Invoice Sample (UK VAT-enabled)
  • OE Sales Invoice Sample (UK VAT-enabled)

For these templates, make limited changes, such as changing colors, updating the company logo, or changing the font. Other edits might impact the accuracy or functionality of the templates. For customization, like adding fields, changing the layout, or changing the header, contact professional services.

If you have needs outside the AU, SA, or UK tax jurisdictions, or if these templates do not meet your requirements, contact professional services.

Sample template Use case

Sales Invoice Sample

This sample serves two use cases:

  • Standard Order Entry-based invoice: If you work primarily out of Order Entry to generate your OE sales invoices, you can use this sample. The sample includes the most commonly used fields, such as item number, description, unit, quantity, unit price, and total amount.
  • Inventory-based invoice: You can customize this standard sales invoice into a template. Add more detail and the Deliver-to contact fields on your line items for invoices that cover several shipping locations. Deliver to is enabled in Purchasing configuration.

Sales Invoice Aging Sample

This sample mirrors the Sales Invoice Sample as a standard, Order Entry sales invoice, but it also includes an aging table at the bottom.

Sales Invoice Fixed Price Sample

This sample serves three use cases with extra customization:

  • Fixed price contract: If you work with contracts and have a fixed price for some services, this sample covers your basic needs. It has a simplified table layout that includes only the item number, description, and amount.
  • Quantity-based contract: If you have a need to recognize quantity in your contracts, add the Price calc memo field as a column to the entries table.
  • Fixed fee projects billing: You could also use this as a basis for fixed fee projects billing templates. Simply add the Projects field as a column to the entries table and make any other adjustments necessary.

Sales Invoice Time and Expense Sample

Projects billing based on time and expenses, which also includes employee and task. Projects billing is unique to each business. Many companies find it useful to customize this template further.

Additionally, this template also includes logic for grouping by line totals in the Qty and Line total columns.

Sales Order Sample

Standard sales order template that offers commonly used fields and layout, including item number, description, unit, quantity, unit price, and amount for each line item.

OE Tax Invoice Sample (AUS GST_enabled)

Standard tax invoice sample that includes tax per line item and the subtotal, tax subtotal, and total due.

This sample contains merge fields that only apply to companies subscribed to Taxes.

OE Sales Invoice Sample (UK VAT-enabled)

Standard sales invoice sample that includes the subtotal, tax subtotal, total due, and a tax rates table.

This sample contains merge fields that only apply to companies subscribed to Taxes.
OE Tax Invoice Sample (ZA VAT-enabled)

Standard tax invoice sample that includes tax per line item and the subtotal, tax subtotal, and total due. Headings also dynamic change to meet local requirements.

This sample contains merge fields that only apply to companies subscribed to Taxes.

To meet invoice requirements for the South Africa tax jurisdiction, you need to set some specific options:

Customers - When customers in South Africa have agreed to accept emailed documents, the text 'Computer Generated' needs to be included in the PDF. Set the Accepts emailed invoices option to true in the customer record so that the PDFs are generated with the correct wording.

  1. Go to Accounts Receivable > Setup > Customers
  2. Find the customer that you want to set options for.

  3. Select Edit at the end of the row.

  4. On the Customer tab, ensure that Country is set to South Africa.
  5. On the Additional information tab, select the Accepts emailed invoices checkbox.

  6. Select Save.

  1. Go to Accounts Receivable > Setup > Customers
  2. Select Edit next to the customer.
  3. On the Customer tab, ensure that Country is set to South Africa.
  4. On the Additional information tab, select the Accepts emailed invoices checkbox.

Accounts Receivable- After a posted invoice, credit note, or debit note is printed, all subsequent printed copies of the document need to include the text 'Copy'. In addition, the posted transactions that have been printed or emailed are not be editable. Setting two options on the Configure Accounts Receivable page ensures that these requirements are met.

  1. Go to Accounts Receivable > Setup > Configuration.

  2. Go to the Enable functionality section.
  3. Select the following checkboxes:
    • Deactivate editing after posted transactions are printed or emailed
    • Flag as printed when any print or email option is selected

  4. Select Save.

  1. Go to Accounts Receivable > Setup > Configuration.

  2. Scroll to the Enable functionality section.
  3. Select the following checkboxes:
    • Deactivate editing after posted transactions are printed or emailed
    • Flag as printed when any print or email option is selected

Order Entry - After a posted invoice is printed, all subsequent printed copies of the document need to include the text 'Copy'. In addition, the posted transactions that have been printed or emailed are not be editable. Setting options in the Configure Order Entry page and in the transaction definition ensures that these requirements are met:

  1. Go to Order Entry > Setup > Configuration.

  2. Go to the Enable functionality section.
  3. Select the Flag printed draft transactions as not printed checkbox.

  4. Select Save.

  5. Go to Order Entry > Setup > More > Transaction definitions.

  6. Find the transaction definition that you want to edit.

  7. Select Edit at the end of the row.

  8. On the Security configuration tab, set Edit policy to anything except All.

  9. Select Save.

  1. Go to Order Entry > Setup > Configuration.

  2. Scroll to the Enable functionality section.
  3. Select the Flag printed draft transactions as not printed checkbox.

  4. Go to Order Entry > Setup > More > Transaction definitions.

  5. Select Edit next to the appropriate transaction definition.
  6. On the Security configuration tab, set Edit policy to anything except All.

Supplies Inventory

The following samples are specific to Supplies Inventory.

Sample template Use case

Supplies Pick List Template Sample

Standard pick list for warehouse picking activities. Includes the order line item details, warehouse quantity, and delivery destination. Customize this template to add more detailed warehouse location tracking details.

Supplies Report Template Sample

Standard pick report for tracking issued inventory includes the Supplies Pick List Template details, as well as pick status.