This article contains all the MailMerge tables for the financials module. Each table contains MailMerge fields that can be used to edit financial document templates. Please see Template editing for a video tutorial of the template editing process and familiarize yourself with how to Manage Document and Email Templates before editing your templates. Financial document templates can be downloaded from Settings → Document and email templates → Financial.
Financial MailMerge fields are used in the following template types: Expense Claims, Expense Claim Receipts.
Note: Cin7 Core have a dedicated support team for resolving template issues, don't hesitate to contact Cin7 Core Support for help.
Before you start
- Manage Document and Email Templates (required) - please start here first if you are unfamiliar with how MailMerge fields work.
Important table structure information
All sections in a template must be contained within TableStart and TableEnd tags. This defines which table the mail merge fields data will be pulled from.
- Templates will start and end with the parent TableStart and TableEnd tags, e.g. «TableStart:Purchase» and «TableEnd:Purchase». Child TableStart and TableEnd tags can be placed within the parent tags.
- Tables that may have multiple lines generated in them, for example, tables with sale order lines, purchase order lines, or additional Charges, will have TableStart and TableEnd tags within the table itself. e.g. «TableStart:POLines» and «TableEnd:POLines». These are child tags that will be found within the parent tags.
- TableStart and TableEnd tags that end in Details (POLineDetails, InvoiceDetails etc.) are for matrix documents, e.g. Purchase Order Matrix, Invoice Matrix.
If you need to customize standard templates, make sure that the opening tag for any table «TableStart:NAME» has the matching closing tag «TableEnd:NAME», or your template will not work. Try to change the structure as little as possible to preserve the template functionality.
Parent table fields can be used in child tables but child table fields can only be used within the child table. In the sample table, Purchase is the parent table and POLines is the child table.
Sample Structure:
The most important thing to remember when making changes to templates is to change the FIELD CODE, not the FIELD NAME.
Right-click any <<field name>> and click Toggle Field Codes to show the field code (displayed as {MERGEFIELD field code}).
Windows users can toggle all field codes by holding down ALT + F9.
Mac users can toggle all field codes by pressing OPTION + F9.
FIELD NAMES: Don't change these.
FIELD CODES: Change these.
Once you have made your changes to the field code, right-click and click Update Field for the changes to take effect.
Financial MailMerge fields
Financial process MailMerge fields are used in the following template types: Expense Claims, Expense Claim Receipts
Expense Claims
These field codes can be used between the «TableStart:ExpenseClaim» and «TableEnd:ExpenseClaim» tags. This is the parent MailMerge table for expense claim templates. Parent fields can be used anywhere between the parent start and end tags.
Expense Claim field codes can be used in the Expense Claim document templates.
| Field Code | Description |
|---|---|
| EmployeeName | Employee name for the expense claim. |
| DueDate | Expense claim due date. |
| EffectiveDate | Expense claim effective date. |
| Notes | Expense claim text note. |
| ClaimTotal | Sum of cost for all receipts included in expense claim. |
| ApprovedTotal | Expense claim approved amount. |
| CreatedBy | User name who create the expense claim. |
Expense Claims Items
These field codes can be used between the «TableStart:Items» and «TableEnd:Items» tags. This is the child MailMerge table for the expense claim template Child fields can only be used between the child table start and end tags.
Claim Items TableStart tags, TableEnd tags and field codes are used to generate tables where expense claim item lines are displayed. The field codes can be used in the Expense Claim document template.
| Field Code | Description |
|---|---|
| ReceiptNumber | Receipt number included in expense claim. |
| ReceiptDate | Date of the receipt. |
| ReceiptsStatus | Receipt status included in expense claim. |
| Reference | Receipt reference included in expense claim. |
| PaidTo | Employee name to whom paid to. |
| ItemNo | Quantity of items in receipt items table. |
| ItemCost | Sum of items cost in receipt items table. |
Expense Claim Receipt
These field codes can be used between the «TableStart:ExpenseClaimReceipt» and «TableEnd:ExpenseClaimReceipt» tags. This is the parent MailMerge table for expense claim receipt templates. Parent fields can be used anywhere between the parent start and end tags.
ExpenseClaimReceipt field codes can be used in the Expense Claim Receipt document templates.
| Field Code | Description |
|---|---|
| ReceiptNumber | Receipt number. |
| SupplierName | Supplier name for the receipt items. |
| EmployeeName | Employee submitting the receipt. |
| ReceiptDate | Date of the receipt. |
| Currency | Currency of the receipt. |
| TaxRule | Tax rule of the receipt. |
| AccountName | Account name for the receipt. |
| AccountCode | Account code for the receipt. |
| Reference | Receipt reference. |
| Company | Company name. |
| BeforeTax | Before Tax Total Amount |
| TaxTotal | Tax Total Amount |
| TotalAmount | Total Amount of expense claim |
Items
These field codes can be used between the «TableStart:Items» and «TableEnd:Items» tags. This is the child MailMerge table for the expense claim receipt template. This is the child MailMerge table for expense claim receipt templates. Child fields can only be used between the child table start and end tags.
Receipt Items TableStart tags, TableEnd tags and field codes are used to generate tables where receipt item lines are displayed. The field codes can be used in the Expense Claim Receipt document template.
| Field Code | Description |
|---|---|
| TaxRule | Tax rule of the receipt. |
| AccountName | Account name for the receipt item. |
| AccountCode | Account code for the receipt item. |
| ReceiptItemDescription | Receipt item description. |
| ReceiptItemQuantity | Quantity of receipt item. |
| ReceiptItemPrice | Price of receipt item. |
| Total | Total or receipt item (ItemPrice x ItemQuantity). |