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Entry forms

An entry form is a simpler version of the invoice editor: for each section and field, it decides whether the field is shown, read-only or hidden, gives a default value and makes a field required. Forms are granted per role, so a customer-service team can enter invoices on a short form while accountants keep the complete editor.

Access: Settings → Add entry form; forms are listed under Views & UI as Entry form: name. The editor stays in English, except the section and field names, which follow the invoice editor's language.

At a glance​

Entry form: simpleENTRY FORMLABEL (ENGLISH)Simple invoiceLABEL (FRENCH)Facture simple👁 PreviewGranted per role (Roles › Actions). A hidden field keeps its value.Required by the rule set EN 16931, but not editable in this form and without a value: Payment › Payment Means. Show the field…SECTIONS AND FIELDS▾ Invoice Header5/14 fieldsShownFolded when the editor opensShow allHide allFIELDIN THE FORMREQUIREDDEFAULT VALUEInvoice NumberShownRead-onlyHiddenIssue DateShownRead-onlyHiddentodayDue DateShownRead-onlyHiddentoday+30CurrencyShownRead-onlyHiddenEURProfile IDShownRead-onlyHiddenContract Ref.ShownRead-onlyHidden▸ Customer6/15 fieldsShown▸ Delivery0/9 fieldsShown▸ Invoice Lines7/14 fieldsAlways shownLabels + PreviewPreview opens the editorRule-set warningrequired but hidden, no valueShown · Read-only · Hiddena hidden field keeps its valueSection shownor folded at openingRequired + defaulttoday, today+30, a list value…Fixed sectionskeys and lines always shown

Creating a form​

Add entry form asks for a name and a description; the form is stored as entry-form-<name>. A new form starts as the whole editor — every section and field shown — and Copy duplicates an existing form.

FieldDescription
Label (English) · Label (French)Name shown in the editor's picker, in the user's language (English when no French label).
PreviewOpens the invoice editor on the form as it stands, with Save disabled.

Sections and fields​

One card per section of the invoice editor: header, customer, delivery, payment, lines… Each card shows shown/total fields, a Shown box to hide the whole section, Folded when the editor opens, and Show all / Hide all. Document Keys and Invoice Lines are Always shown; VAT Summary and Totals are computed.

ColumnDescription
In the formShown, Read-only (greyed, no input) or Hidden. A hidden field keeps its value and is saved with the invoice, so a simple form never loses data from a rich invoice.
RequiredThe save is refused while the field is empty — Required: … — on single-value fields; a line field is required on every line.
Default valueValue of a new invoice (and of each new line for line fields). A list field takes a value of its list; a date takes today, today+N, today-N or a date.

A section or field added to the editor after the form was saved shows a new tag; until the form is saved again, it counts as hidden.

Warnings​

  • Under a field: Required, but the user cannot fill it and it has no default. — required, not shown, without default.
  • At the top: Required by the rule set …, but not editable in this form and without a value: Section › Field, … Show the field or give it a default, or the invoice fails validation. The check uses the default rule set: every business term it requires must be shown, or have a value.

In the invoice editor​

  • The editor opens on the role's default form. With several forms granted, a picker in its header switches form; what was typed is kept, and only empty fields take the new form's defaults.
  • Defaults apply to a new invoice and to each new line. Opening an existing invoice (edit, copy) keeps its values.
  • The required check adds to the XSD and Schematron validation; it does not replace it. A form is a convenience of the editor, not a security rule: the server stores the hidden fields like any other.

Access​

In the role editor, tab Actions, the block Invoice entry forms lists Complete (the whole editor) and every form. Tick the forms the role may use; with several, Opens on picks the one the editor opens on. A role without any form ticked keeps the complete editor.

Forms move between environments by promotion (kind Entry form); the role grants stay with the roles of each environment.

Tips & best practices​

  • Start from the fields the team actually types. Hide the rest rather than removing it: hidden values stay on the invoice.
  • Give constant values a default and lock them. A currency, a payment means or a profile shown read-only with a default avoids typing errors.
  • Clear every rule-set warning before granting the form. A required term the user cannot fill produces invoices that fail validation.
  • Use Preview after each change. It shows the editor exactly as the role will see it.