Default Invoice Form - Invoicing Form Builder List

Default Invoice Form - Invoicing Form Builder List

Purpose Statement

The Default Invoice Form feature allows administrators to designate a specific invoice form template as the standard form that will automatically populate when creating new invoices. This streamlines the invoicing process by ensuring consistency across all invoice creation and reducing manual form selection time for users.

Background Information

The Default Invoice Form functionality is part of the First Due Platform's Form Builder system, specifically designed for the Invoicing module. When a default form is established, it becomes the template that automatically loads whenever users create new invoices, eliminating the need to manually select a form each time. This feature is particularly valuable for departments that use standardized billing procedures and want to maintain consistency across all invoice documentation. The default form inherits all configured fields, calculations, and formatting from the selected template, ensuring uniformity in invoice presentation and data collection.

Required Permissions

To configure and manage default invoice forms, users must have the following permissions:

  • Form Builder Management - Required to access form builder settings and designate default forms
  • Invoicing Administration - Needed to modify invoicing system configurations
  • Administrative Access - Required for system-level form management functions

Video


Step-by-Step Guide




Permissions Required:






Default Form:







Data form previous Invoice Form will be brought into the newly created Default Form:






Example:






Default Form 01 will be set as the Default Form:






Best Practices

Do:
  • Choose a comprehensive form template that covers all standard invoice requirements
  • Ensure the default form includes all necessary data fields for your department's billing process
  • Test the default form thoroughly before implementing it system-wide
  • Regularly review and update the default form to maintain compliance with current procedures

Don't:

  • Change the default form frequently, as this can cause confusion for users
  • Select a form as default without verifying it contains all required billing information
  • Forget to communicate default form changes to all invoicing personnel
  • Use incomplete or outdated forms as default templates

Tips:

  • Consider creating a standardized default form that works for the majority of your invoicing scenarios
  • Maintain backup forms for specialized invoicing situations that require different data collection
  • Document any customizations made to the default form for future reference

Troubleshooting & FAQs

Q: What happens to existing invoices when I change the default form? A: Existing invoices remain unchanged. The new default form only affects newly created invoices going forward.

Q: Can I have multiple default forms for different types of invoices? A: Only one form can be designated as the default at a time. However, users can still manually select different forms when creating specific types of invoices.

Q: Why isn't my default form appearing when I create a new invoice? A: Verify that the form was properly saved as default and that you have the correct permissions. Clear your browser cache and try again.

Q: What data transfers when I set a new default form? A: Configuration settings and field structures transfer, but individual invoice data remains with their original forms.

Common Issues:

  • Form not saving as default: Check user permissions and ensure all required fields are completed
  • Default form not loading: Clear browser cache and verify form is properly configured
  • Missing data fields: Review form template to ensure all necessary billing fields are included

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