Printing Invoices

Printing invoices from the drawer

To print an invoice, open it in the document drawer, and click the button in the top of the drawer. If the invoice has status Assembled, you can choose between printing with or without DRAFT-watermark by clicking the little arrow down icon next to the button.

Clicking the little down-arrow on an Assembled invoice will give you a dropdown menu

Aggregated line items

Some line items are automatically aggregated when printing an invoice:

• Charter Hire lines

  • Lines on the document for the same rate and hire period are aggregated into a single line spanning the entire period.

  • The line will be generated using GMT or LT timezone, depending on the payment term set in the contract. If using local time, the timezone is that of the delivery port.

• Commission lines

  • Lines on the document with same rate and business partner will be aggregated.

  • For time charter invoices, this aggregation can be turned on or off using the "Sum commission on hire invoices" setting.

• VAT lines

  • Lines on the document for VAT that have the same VAT rate will be aggregated and added below the subtotal if using the new invoice template, or as separate line items in the old template.

New invoice printout template

A brand new version of the invoice printout has been made available from version 7.7 and onwards. To switch between the new and old version, toggle the "Use new invoice template" setting under Invoicing Preferences in System Settings.

The new template brings along a beautiful new design language, as well as the ability to choose and select which data is being displayed in the printout.

Example of the new invoice printout

Logo section

The logo will automatically scale while retaining the aspect ratio, up to a maximum width of 150px. The taller the logo, the further the receiving party address lines will be pushed down. We recommend a width of 90px and height of 70px, though you may experiment with different dimensions to suit your needs.

Freely selectable fields and labels

The new template allows for 2 sections where you can freely specify a label and accompanying value to be displayed. These values will always map one-to-one to the position they have been placed in.

If a value cannot be fetched from the specified object path, the label will be removed from the printout.

If the section has not been configured, or no values at all can be fetched, the entire section will be removed from the printout.

For instructions about setting this up, click here.

Selectable fields below the header

This section consist of a box that allows you to put up to 8 freely selectable values with an accompanying label.

The first free-select section. Note that a second row was also not added.

Setup example

Selectable fields below the document lines

This section consist of a small box that allows you to put up to 4 freely selectable values with an accompanying label. It is positioned below the document lines and the RoE & VAT section, if it exists.

The second free-select section. In this case, we have not labeled position 2.

Setup example

VAT and Rate of Exchange Section

If your document currency is a different currency than the currency associated with the VAT country, then the PDF printout will automatically contain a section with the Rate of Exchange and the VAT in both currencies (this will happen, independent of if you are using the old invoice template or the new one).

Cargo list appendix

When printing a document related to a cargo Fixture, an appendix will be added to the invoice, detailing the cargos of the fixture. The list will show the port rotation, commodity, actual BL date, the gross weight of the cargo in metric tonnes, and any external references.

Disabled invoice settings on the new template

The old invoice template had a few settings that are now deprecated in the new template. The following settings have no effect if you are using the new template:

• Show Company Address in Header

• Show External Document No

• Show IMO on Invoice

• Show Business Partner VAT Number

• Show Issuing Company VAT Number

Information if you want to edit the PDF

To maintain a consistent layout when editing invoices in Adobe Acrobat, installing the correct font is necessary. You can download the font for installation here dejavu-fonts-ttf-2.37.

Installing a font for Window users

• Download the font files. These often come compressed in .zip folders. In one .zip folder, you might find several variations on the same font, such as “light” and “heavy.”

• If the font files are zipped, unzip them by right-clicking the .zip folder and then clicking Extract.

• Now you'll see the available TrueType and OpenType font files: The list of fonts in the unzipped file. Right-click the fonts you want, and click Install.

More info on Microsoft Support

Installing a font for Mac users

• On your Mac, download a font file from Apple or another source.

  Note: macOS supports TrueType (.ttf), Variable TrueType (.ttf), TrueType Collection (.ttc), OpenType and OpenType-SVG (.otf), and OpenType Collection (.ttc) fonts. Legacy suitcase TrueType fonts and PostScript Type 1 LWFN fonts might work but aren’t recommended.

• Do any of the following:

  • In the Font Book app , choose File > Add Fonts to Current User. In the window that appears, double-click the font file.

  • Drag the font file to the Font Book app icon in the Dock, then click Install in the dialogue that appears.

  • Drag the font file to the Font Book window.

  • Double-click the font file in the Finder, then click Install in the dialogue that appears.

  When you install a font, Font Book automatically validates or checks the font you’re installing for errors. Font Book also checks for duplicate fonts.

More info on Apple Support