Answer for:

Space/Length Allocation for form entry fields

Message 4 of 8

View entire thread
0 Votes

with large numbers like currency conversions, you definitely want a single field dedicated to it - instead of mixing it with the description. its not uncommon for a product to have multiple fields on the invoice.

usually, the first field contains abbreviated data that your organization uses to identify the product, product number, manufacturer, etc..

the next field can have detailed descriptions or even instructions for use or warranty information.

then a third field could have financial data in it, perhaps calling it exchange rate and contain the formula that converted the cost of your product.

or maybe the third field could be sub divided in half, making one field contain the u.s. dollar and the second field containing the foreign dollar and the third field, the converted total.

also, although many types of invoices seem similar from one company to another, it is not uncommon to have an invoice that looks like a formal letter, whereas the subject line says "Invoice", the Reference line has "Invoice Number", the to and from heading has the customers contact data and your companies heading. (a collection letter is an invoice too)

then in the base of the letter, you would have one paragraph for your product,

the next paragraph would have instructions.

the next will have warranty, the next will have the formulation that converted the cost of the product from us dollar to the foreign equivalency.

then the next paragraph can have your bank routing number and instructions.

and of course your final paragraph can conclude the transaction with warm regards, sales agent data, etc...

but the letter can be formed in any way you want, as long as it contains all the information that your customer needs. you might also provide two letter letters, one in english and the other in the customers native tongue.

the reason that such invoice's are accepted in the form of a letter is because some products, like yachts and jet planes, simply can't be billed on a cheesy invoice.

in some accounting programs, whereas you can design your own invoice template, you can also create a template that looks pretty close to a formal letter as well.

the invoice in the form of a letter i describe above is not the same as invoice cover letter. an invoice cover letter must also have a standard invoice attached to it.

but either way, invoice letter or invoice cover letter + invoice, this is classier and its what you likely to add to your system of billing, when a simple invoice simply isn't sufficient.

remember, that when it comes to business, the rule of thumb is to do what works well for your company and not what works well for other companies, ie your competition.