Customize a printed document template in Microsoft® Word

There are two key components to customizing your printed document template:

  • Flexibility of merge fields from Sage Intacct
  • Formatting power of Word

Add and test information incrementally while you customize your document.

For example, customize your company header first, then test it. After, customize the table header, and then test that. Adding and testing information to your document template incrementally helps you identify any problems you might encounter.

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

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

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

Subscription

Customization Services or

Platform Services

Regional availability

All regions
User type Business
Permissions Printed Document Templates: List, View, Add, Edit
Configuration Microsoft® Word

Add standards merge fields

Add selected merge fields to your document template to display data from Sage Intacct specific to each customer. Before you begin, make sure that you followed the steps in Export a printed document template

  1. Download the list of viable merge fields for printed document templates.
  2. Copy and paste merge fields from this Word document directly into your own printed document template to display specific account information from Sage Intacct at the time of delivery.
    Be sure to use the merge fields appropriate for each application, or you might encounter errors when printing your document.

You can also use the Sage Intacct Printed Document Toolbar if you downloaded and configured the toolbar.

  1. In your Word file, find the Intacct toolbar in Add-ins.
  2. Select the Intacct toolbar, then select Log in from the dropdown list and do one of the following:
    • For companies: Enter your Company ID, User ID, and Password to log in to your Intacct instance.
    • For consoles: Enter your Company ID, User ID, Password, and the Client ID or Entity ID for whom you are creating the document template. This loads all applicable application data fields, including custom fields, for the particular client or entity.
  3. Position the cursor where you want to insert the merge field, then select Intacct toolbar and select Insert Merge Field.
  4. In the Select application dropdown list, select the application that corresponds to the desired merge field.
    For example, if you want an address field, select Company; if you want a sales item field, select Order Entry, and so on.
  5. In the 1. Choose field type list box, select the element that contains the desired field.
    For example, if you’re making a printed document template for your Order Entry transactions, select the appropriate transaction definition.
  6. Find and select the desired data field in the 2. Then select the merge field to insert list box.
  7. Select Insert.
    The field is inserted in the template and appears highlighted.

Add custom merge fields

You can also add custom fields you created to your printed document templates.

Custom fields are specific to their transaction definition and application areas. For example, you cannot add a custom field from Sales Invoice1 to your Sales Invoice2 printed document template.

  1. In Intacct, find the Field ID (not the field name) of your custom field.
  2. In Word, press Ctrl+F9 to insert merge field brackets.
  3. In between the brackets, type MERGEFIELD followed by a space, then enter your custom field ID in all caps.
    Your merge field will look like this: { MERGEFIELD COMPANY_NAME }.
    For your merge fields to work, each word has to be capitalized. Additionally, be sure to add a space:
    • after the first bracket
    • between each text grouping
    • before the last bracket

Format in Microsoft® Word

Use Word to customize the formatting and layout of your templates. You can create tables, bold key information, and format your transactional information to suit your business needs.

When working in Word, we recommend following these guidelines:

  • Turn on paragraph markers in Word to see information grouped together.
  • Lay out your content in separate tables.
    For example, use separate tables for company information, customer information, the transaction header, and transaction line item entries.
  • Turn on table grid lines for precise tables.
  • Use Word headers and footers for static text that you want to display on every page.
    • Consider using different headers for your first and last page, an option available in Header and Footer Tools.
  • Obtain any images that you want to use at the correct size before you insert the images into Word. Do not use Word to resize images.
    • If you want to logo to appear on every page of your document, place the logo in the header of the document.

You can add the following types of content to a printed document template:

Allowable content types and notes about each one.
Content type Notes

Static text

Static text is the actual text in the Word file. This text does not change each time you print or email your documents. Because the PDF of your document is created in Intacct, only specific fonts are available, which include:

  • Arial
  • Calibri Family
  • Courier New
  • Times New Roman
  • Tahoma
  • Cambria
  • Verdana
  • Trebuchet

Merge fields

Merge fields are replaced with data from a particular field from Intacct at the time of delivery. You can add both standard and custom fields to your document templates.

.Download the Merge fields list for printed document templates to learn what fields you can add.

Here is an example of a merge field:

«COMPANY_NAME»

The brackets « » indicate that the item is a merge field.

COMPANY_NAME is the merge field ID.

Images

You might want to add images of your company logo to your printed document templates to create the branded look and feel of your business. Supported image types include:

  • PNG
  • JPEG
  • GIF

Save your printed document template

After you’re done customizing your document template, save it using a descriptive name so that you can identify it easily in a list. For example, "NY_sales_invoice.doc".

Ensure that your template is saved as a "Word 97-2003" .doc, or you might get errors when printing your document.

Next step: Upload a printed document template to Sage Intacct