Setting Up Invoice/Statement Formats

Setup invoice or trust statements to suit your needs. StandardInvoice.rpt is the DebtCol default invoice format. TrustStatement.rpt is the DebtCol default trust statement format.

Sometimes customers will have specific invoicing requirements. Some may want items sorted by date and others by debtor. Whatever the requirements are, each can be catered for easily within the Crystal Reports program used to create the templates. DebtCol staff design the crystal reports for you.

Once the Crystal Report has been created to meet the specific need, you will need to create an associated invoice/statement format here.

Invoice/Statement Formats are subsequently assigned to each client within Client Maintenance. When invoices and statements are generated in bulk, the program will refer to the invoice format on the client and use that.

Determining the Type

A template can be either a mercantile invoice, legal invoice or trust statement. 

If you need legal charges to appear on a separate "legal" invoices to non-legal charges you must create two separate templates and Crystal Reports and link them together. One template will have a type of "Mercantile" and should have specific non-legal transaction types as either an include or exclude. See the below diagram for a basic example.


If the mercantile invoice has an include or exclude defined, the legal invoice must have the exact opposite. Once the legal invoice format has been created, the mercantile invoice must link to it by selecting it from the "legal Invoice" select box.

Create By will determine if the DebtCol system will combine all charges for a client, or create separate invoices for each case.

If the invoice is by case, include open balance should be set to "no".

If the invoice is by client and include open balance is "yes", a carried forward balance will appear on these invoices showing past due amounts.

Email Rules

When invoices are dispatched by email, the System Settings will determine the emails subject and message in the body. Should you wish to override the system defaults for a specific invoice/statement format, click the "Email Rules" page on the side-bar then type your subject and message where indicated. 

Tip: When recording a default email subject and message, use the merge fields shown on the screen to reflect variable data