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Filogy ensures financial logic for your WooCommerce store.

Filogy Invoice v1.1.0

Copyright © 2017 Peter Rath - WebshopLogic

1. Introduction

Most of the countries you have to create invoives if you sell a product or service. You can do it right from your WooCommerce webstore. The order placed by the customer has already contains most of the information that need to create an invoice. Why do you enter them a stnadalone invoice application to print an invoice? Or why do you integrate another application to create an invoice?

Use Filogy Invoice to generate PDF or HTML invoices easily right from your well known WooCommerce order screens. Not only invoices can be created, but printable orders or delivery notes. All of these financial documents contains the WooCommerce order data. You have the possibility to make invoices and other documents available for your customers on-line in My Account page of your website.

Your WooCommerce store can be more efficient with Filogy Invoice, you can do the paperwork faster - which helps you to focus on more creative and enjoyable tasks.

Filogy Invoice is part of Fology product line, which is an integrated business management system designed for retail companies operating WooCommerce webstore. It helps to automate the sales, purchase and financial processes, provides structured information for manage the webstore effectively.

Before you start please read this documentation carefully. The usage of this plugin is not difficult at all. But it is necessary to be aware of the operation of it’s functions.

Each country has different laws about commercial and financial activities like invoicing. Please check that if Filogy Invoice complies with the laws of your country and state before using it.

2. Get Started

You can skip this section for the first time, but it is important to read this before you begin to use the application and do the settings.
Set WooCommerce before Filogy.

2.1. Setup Jedi

You can set Filogy manually or automatically. If the settings have not applied yet, the following message is displayed on the top of the screens.

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Figure 1. Start Setup Jedi

If you want to apply settings automatically, click on Financial Logic Setup Jedi button on the screen above, or choose "Filogy / Filogy Setup Jedi" menu.

The Setup Jedi Page will be displayed. image::http://filogy.com/documentation/filogy_documentation_v1_1_0/filogy-invoice_images/012_setup_jedi_top_INV.png[scaledwidth="100%", title="Setup Jedi"]

If you see messages marked in red in the different sections of the page, that mens some settings have to be applied. We suggest you not to start using Filogy before all of these settings are applied, and all messages are green.

You can apply predefined settings automatically by clicking on Set Defaults and Install buttons in different sections of the screen. Or you can adjust settings manually, that is described later. After you have set everything, the messages will be marked in green.

The most important Filogy functions and menus are not available before settings are applied!

Example 1. Missing and done settings

The following example shows auto setup of "Document Sequence Settings" on Setup Jedi page, and how the status of this settings is changed from red to green.

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Figure 2. Document Sequence Settings - Setup Jedi

After clicking on Set Defaults button the message will be changed.

2.2. Document Sequence Settings

Every Filogy document (order, invoice, delivery note, …​) has a unique, automatically generated document number. You can set and modify those settings that describes how the numbers have to be generated by Filogy. The document number generation function is based on sequences. A sequence is a generator of unique and continuous number series. Every document type must have one or more sequences. This means that the different document types are numbered independently. To make the different document numbers distinguishable, prefixes and/or suffixes have to be set for every sequences. For example "SI" prefix or suffix can be applied for sales invoices, and "PO" for purchase orders. You can also set if the number contain the actual year, and if the numbering should be restarted in every year or not.

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Figure 3. Document Sequence Options
Table 1. Document Sequence Options
Option Name Description

Sequence ID

Code of actual sequence row. You can type any unique code that you need. The code should express the aim of the sequence. E.g. "SI" for sales invoice, "PI" for purchase invoice, or "SINV_domestic" and "SINV_foreign" for use different numbering for domestic and foreign invoices.

Sequence Name

Name of actual sequence row. You can type any unique name that you need. The name should express the aim of the sequence.

Prefix

Prefix of number. e.g "SI", "PI", "SID", "SIF" for the sequences mentioned above. This will be part of the generated numbers.

First Number

First generated sequential number (the generated number of first document or first document of the year)

Padding Length

Length of the number without prefix and suffix. The number will be filled with the given padding string to achieve this length.

Padding String

This string will be apply to fill the number.

Suffix

Suffix of number format. This will be part of the generated numbers.

Year Handling

Include year into the number. (Possible values: "Not include", "Include", "Include and Restart")

Separator

Separator character of financial document number parts.

Changing these settings, you can achieve the following number formats (examples):

  • SI/001234

  • SI-000001234-2016

  • PO0001234DOM

2.3. Applying settings for sequences

If you would like to apply automatic sequence settings, go to Setup Jedi by click on Filogy Setup Jedi button on the top of the screens, or choose "Filogy / Filogy Setup Jedi" menu. Click on Set Defaults buttons in "Document Sequence Settings" section.

For manual settings, go to "Filogy / Settings" menu. Chose "Documents" tab, and document type from the links on the top of the screen.

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Figure 4. Document Sequence Settings - Manually

In "Sequence Details" list every row contain an individual sequence. Use Add Row or Remove selected row(s) buttons to add or remove sequences, and you can modify the existing rows.

2.4. Financial Settings

Tax related financial options can be set on Tax tab of WooCommerce settings menu. Please set WooCommerce Tax options precisely.

If you clear "Enable Taxes" checkbox In WooCommerce, taxes calculated improperly on back-end. We suggest not to clear this checkbox. Instead of it zero tax can be set. (E.g. WooCommerce 2.5.0)

In "General" tab of "WooCommerce / Settings" menu, the following new setting tabs are available.

  • General Settings - see below

  • Account Determination Settings - see above

  • Case Settings - sequences for case numbering can be set here, you can see sequence settings above

2.4.1. General Settings (Financials)

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Figure 5. General Settings (Financials)
Table 2. General Settings (Financials)
Option Name Description

Order document number display format

Financial Logic document numbering function generates a sequential number for the orders, thus every order has the original WooCommerce order number, and another number generated by FILOGY. You can chose which number would you like to display. The chosen order number will be displayed on the front-end too. The possible values of order number formats to be displayed:

  • Financial Logic order format only

  • WooCommerce original order format only

  • WC Financials order format plus WC original order format in brackets

Strict Settings Validation

Clear this checkbox if you do not want strict validation of settings, doing this you can hide warning on top of pages, if the mandatory settings are done, but some optional settings have not been set yet.

On Setup Jedi page missing settings are marked in red. These are mandatory settings (except initial inventory settings).

2.4.2. General Settings (Documents)

On this settings tab you can set your own data as seller data, your logo, VAT numbers that will be written to the financial documents. You can also set here the document format and styling options.

FILOGY uses a special WordPress user for storing your own company data (seller data). You can create a new user by clicking on the "Create new seller user" link or if you already has a user containing your official company name and address of your store, then you can choose that. You can choose the new or existing user in the Default Seller Data field by typing some letters of the name, then selecting the right one from the appearing list.

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Figure 6. General Settings (Documents)
Table 3. General Settings (Documents)
Option Name Description

Default Seller data

Your company name and address are displayed on every financial document. These data have to be recorded as a partner. This means that you have to be create a new partner or use an existing one with your company data. You have to select this partner into this field.

Seller VAT Number

If you need to display your VAT Number on the created documents, you have to enter your VAT number here.

Seller Domestic VAT Number

If you need to display your Domestic VAT Number on the created documents, you have to enter your Domestic VAT number here.

Enable modification of an already saved pseudo document

You can enable or disable whether a document can be modified after validation. This feature is available only for those documents that is created from Filogy Invoice plugin. It can be enabled if you want to allow modification of a saved document (e.g. invoice).

Enable deprecated document templates

This option can be enabled if you are using an old template that is deprecated in a new version of the plugin. Setting this checkbox, the older template can be used. (Available only in Filogy Finance)

2.4.3. Special document setting

The following document types can be set up separately (the available document types are depend on the type of your Filogy product). Chose the needed tab:

  • Sales Quotation

  • Sales Order

  • Sales Delivery Note

  • Sales Invoice

  • Incoming Payment

  • Purchase Quotation

  • Purchase Order

  • Purchase Goods Receipt

  • Purchase Invoice

  • Outgoing Payment

  • Man Journal Doc

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Figure 7. Special document setting
Table 4. Special document setting
Option Name Description

Enable/Disable

Enable usage of this document. At this moment this option is not used, so every document type is enabled.

Due Days

Number of days related to the creation date of the document. Due Date has different meaning for different document types. For example in case of an invoice due date means the date when the invoice have to be payed, in case of order, the due date shows when the order have to be fulfilled.

PDF Document Format

There are three document formats: Classic, Extra Lines, Detailed.

Classic is the simplest format, only the product/service item lines appears in the document rows. Shipment, fees and TAX is displayed in the summary lines. On Extra Lines format documents, shipping and fee lines are displayed the same way as the normal product/service lines. Detailed format contains tax and gross values in every line.

This option has also impact on html documents, not only pdf.

Display Tax detail lines

Select this check box if you need display Tax detail lines in a separate table.

Default Comment

You can enter a text that you want to write to all of the documents, e.g. "Thank you for your purchase".

Document Output Format

Select PDF / HTML

Sequence Details

You can define one or more sequence type for this document type. The first one will be the default sequence. Please find more information about it in "Document Sequence Settings" section above.

3. General Master Data

3.1. Partners

Most of the business transactions belong to a business partner, mostly a customer or a supplier. For example every sales order or sales invoice has a customer, and every purchase document has a vendor who takes part in the business event.

Every partner has to be in the partner master data store, which is the standard WordPress User store, supplemented with financial fields.

There is one more special user, that contains your company’s official data (name and address), this user can be selected when you define the seller data to be displayed on the documents.

Partner data can be edited in "Users / All users" menu.

The following partner data have to be recorded:
  • Partner Billing Address (including Name)

  • Partner Shipping Address (including Name)

  • User data (e.g. user name, nickname, e-mail address, and other data if the partner is also a user of the site)

The financial balance value of partners appears on WordPress User list.

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Figure 8. Partner List

To display the user edit page with special financial data, press Financial Data button on Users list page.

The partner data (name, addresses) can be modified here, you can see the account receivable and payable values, and Transaction Matching can be launched from here for the selected partner.

4. Invoices and Delivery Notes

In Filogy Invoice you can create printable financial documents from your WooCommerce order: * Order * Delivery Note * Invoice

Delivery Note and Invoice basically have the same content than order, but they have:

  • different title (they are not order thus have Invoice and Delivery Note titles)

  • unique document number using different sequence and prefix

  • unique creation date

  • unique completion date

  • unique due date (just the invoice)

  • unique notes (it is not available in free version)

All the other data of Delivery Note and Invoice are the same as the order data, because technically they are the order itself supplemented by the additional data mentioned above. We called them pseudo documents, because they are another appearance of the order.

In Filogy Finance plugin it is possible to create real delivery notes, invoices and many other types of document, not just pseudo documents.

4.1. Handling Delivery Note and Invoice data

On the standard WooCommerce Edit Order page there are a metabox that contains data of Delivery Note and Invoice pseudo documents, and buttons that ensure the necessary functions. It is shown on the screenshot below:

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Figure 9. Delivery Note and Invoice data metabox on WooCommerce Edit Order page
Table 5. Document fields and action
Option Name Description

Delivery Note Number / Invoice Number

The automatically generated unique number of document is displayed here. When a document data has not saved yet, the document has a temporary draft number, which is changed to the final number when it is saved by the Save Delivery Note or Save Invoice buttons.

 

The document number is generated in accordance with one of the sequences of the actual document type. Every sequence has it’s own number format, number series. Sequences of document type can be set up in Filogy Settings. Select "Document" tab of "Filogy / Settings" menu. Select the appropriate document link at the top of the screen, and in "Sequence Details" section set the sequence formats. For more details, see Document Sequence Settings

Creation Date

Creation date and time of the document. The value of the field will be the actual date on which the document data was saved. If creation of order and save of the delivery note or invoice document data does not happen on the same day, then the Creation Date will be changed when you save the document data.

Completion Date

Completion date of the business transaction. The default value for this field is the current date on which the document is created, what can be changed if needed before save.

Due Date

Due Date of the invoice means the date when the invoice have to be payed. The default value for this field is related to the creation date, it is increased by the Due Days value that is set in "Documents / Sales Invoice" tab of Filogy / Settings" menu. The Due Date can be changed if needed before save.

Notes

Any text of Delivery Note or Invoice, that will be printed to the document. (It is not available in free version of Filogy Invoice )

4.2. Save Delivery Note and Invoice

When the Delivery Note or Invoice can be validated, and all data fields are set, press Save Delivery Nore or Save Invoice buttons. The sequential document number will be generated at this moment. According to the plugin settings, the document data will not be changed after saving as a valid document.

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Figure 10. Before and After Save Invoice Action

Before save, you can use Print Draft button to print a draft invoice, it can be used as a proforma invoice, that can be sent the customer, and after paying the invoice can be saved as a validated invoice.

If you need to modify a saved and validated Delivery Note or Invoice later, set "Enable modification of an already saved pseudo document" checkbox in "Document" tab of "Filogy / Settings" menu.

4.3. Print Order, Delivery Note and Invoice

You can print the document any time by using the print buttons.

Printe buttons are available for print Order, Delivery Note or Invoice. The buttons are in the Order Edit page, and on the Order List.

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Figure 11. Print Order, Print Delivery Note, Print Invoice

Customers also can download and print Delivery Notes or Invoices in My Account menu, after the documents data are saved:

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Figure 12. Print Invoice in My Account menu

5. Document Design Customizer

You can customize the look and feel of your invoices easily right in the WordPress Customizer.

The available settings are depend on the Filogy type. Colors, font sizes, borders, backgrounds, margins and other attributes of different parts of invoice content can be easily changed. If you wish you can use beautiful pre-built skins as a base, and change them to fit your needs, or you can design your document design from stretch.

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Figure 13. Predefined document skins

Filogy doc customizer is available in "Filogy / Doc Design Customizer" menu.

Filogy prepare your document to be modified and preview most of the modifications live. The following Filogy Document Design Customizer Page will be displayed.

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Figure 14. Filogy Document Design Customizer Page

First time you will see a document using the standard template and skin it the customizer preview section on the right side of the page, and the customizer menu on the left.

If you use a predefined skin, that will not be modified, you have to save it as a different skin name to be able to modify it. You can do it in Open / Save Options customizer menu by entering a skin name into the Save Skin as field. After entering your skin name, press Save & Publish button, then reload the page in your browser (F5).

5.1. Template and Skin handling

There are two phrases to know: template and skin.

Template: Template defines the arrangement of document elements (header, seller and customer data, document number, dates, item rows, …​). There are predefined templates, that can be used. These templates can be modified by writing template codes, or you can use Filogy Invoice Builder plugin for create your own template using a drag and drop page builder.

Skin: Skin defines the look and feel of your documents (colors, fonts, borders, backgrounds, logo, …​). Every skin can be applied on a specific template. Thus the template defines the arrangement, the skin defines the look and feel.

5.1.1. Change template and/or skins

In Filogy Document Customizer you can chose the predefined template, or a template that you have built by using Filogy Invoice Builder in "Change Template" field "Open / Save Options" menu. Then you can chose a skin for the chosen template in "Change Skin" field (here are the predefined skins and skins that you have saved). After choosing Theme and Skin click on Open button.

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Figure 15. Chose template and skin
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Figure 16. The selected template/skin is displayed

5.1.2. Save skin as other name

You can save any Skin as different name by entering a name into "Save Skin as" field, and press Save as …​ & Publish button.

5.1.3. Delete Skin

Open that skin that you want to delete. Click on "Delete Actual Skin" link. Before clicking on delete link, you can choose another template and skin that you would like to open after your actually selected skin is deleted.

5.1.4. My Colors

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Figure 17. My Colors

There are many possibilities to use colors for every skins. Fonts, borders, backgrounds of different elements of the document can have it’s own color. Instead of setting fixed colors directly to these elements, you can set a color palette called "My Colors", and set these colors for the document elements. If you need to change colors later, you do not have to change tons of color settings, it is enough to change the colors of "My Colors" palette, and all of the element for which that color is set will be changed automatically.

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5.1.5. Document Element Colors

You have two options to set a document element colors, you can select an individual color from the color palette, or you can use those colors that you set previously in My Colors palette. In the following example you will see how to setup the background color of item table header cells (for all item table columns).

In a single document there are many color setting possibilities, in our example we need to set item table background color, thus we use "Item Table Columns / All-Item-Table-Columns / Item Table Header Cell Settings / Background Color" field group.

You can see two color setting fields:

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Figure 18. Color Setting Field Group

The upper field is for set an individual color chosen from the well known color palette. If you use this, the item table header backgrounds will not have any connection with My Color palette, thus if you change My Color Palette later, your item table header background will not be changed.

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Figure 19. Set an independent color

Use the lower color field, and chose one of the predefined colors of My Colors palette (e.g. choose the primary color). Whenever you change the chosen color palette item later (e.g change primary color of the palette), your item table header background will also be changed immediately.

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Figure 20. Set a My Colors palette item to use

Using a color palette element is very useful when a specific color is applied many times in different parts of your document. You do not have to change them one by one, it is enough to change your color palette, and all of your referenced color will automatically changed.

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Figure 21. Difference between using independent colors OR a My Colors palette item

5.1.6. Settings for different part of the document structure

It is important to know the structure of the document.

See the following example document. It cannot be seen but it contains vertical rows, insider every row there are widgets that may contain a logo, or it can be a normal widget with header and content (e.g. seller or customer data widgets), or a data table (in our case a horizontal data table) that contains labels and values about invoice number, invoice dates. There are a part for invoice item lines containing the products or services, the quantities and prices. Every part can be customised separately, but it is possible to apply settings for the whole document generally, or for a specific row (horizontal bar), or every widgets together.

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Figure 22. Example Document

The document contains the following parts:

Document: Document level General Settings, that is impact on the whole document.

In Document General Settings you can set the base font size for the whole document or font family or top or bottom margins. You can also define your logo here.

Do not use transparent images, because it makes PDF document rendering extremely slow! Before upload your logo, please set it’s background color in an image editor (e.g. use white color for the background if you place your logo on a white area).

Row: The document always contain rows, that is the horizontal bars of the document. (If rows have not got own border or background, they are not definitely visible, but they are always exist.)

Rows can be customized, you can set a border or background of rows of the document. You can apply design settings for individual rows, or for all rows of the document (you can choose the appropriate row name or "All-Normal-Rows" in the menu).

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Figure 23. Row Setting Groups

In "Row Settings" setting group the standard row settings can be defined. In "Row Full Width Settings" setting group you can apply some special settings if you need full width design. Full width rows can be used in a modern, cool invoice design, like in the following example.

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Figure 24. The selected template/skin is displayed

In this case do not apply any margins for the documents, and inside the "Row Full Width Settings" partitions apply a left and right padding for the included content (this will be the content margin), and here can be set a full width background color or background image, or border.

Cell: In every document row contains cells and inside cells there can be widgets.

Cells are rarely used for customisation. But in special cases it can be needed to apply background for cells.

Widget: One of the most important parts of the document is the widget. A normal widget has a header and a content. There can be spacial widgets for displaying document title, or holding data in a table format.

You can apply design settings for individual widgets, or for all widgets of the document (you can choose the appropriate widget name or "All-Widgets" in the menu).

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Figure 25. Normal Widget Setting Groups

Widget header and content can be customized separately by choosing "Widget Header Settings" or "Widget Content Settings" parameter group.

It is possible to set parameters for a whole widget in "Widget Settings" parameter group (e.g. a background or border for the whole widget or padding or margin around the entire widget).

In "Widget Layout" setting partitions it is possible to change the positions of header and content, e.g. place them side by side. It is possible to apply settings for "All-Widgets" together, or only for a selected one.

Document Title Widget: It is a special widget for displaying the document title. It has only content part, that contains the title itself.

Data Table Widget: Data Table Widget is a special widget, that contains a table for label and value pairs. The labels and values can be displayed side by side (vertical data table), or under each other (horizontal data table, like in our example document). It may also can have a widget header (but most of the time templates are not use it).

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Figure 26. Data Table Widget Setting Groups

The content part itself not too important in case of a data table widget. It is possible to set a padding value in "Widget Content Settings" menu.

In "Data Table Setting" part you can set background and border for the data table. In "Data Labels" and "Data Values" parts it is possible to set a lot of properties about text, font and borders only for labels or values section.

In case of data table widgets the normal "Widget Settings" and "Cell Settings" properties are also available, just like in normal widgets.

Item Table Columns: Item table is for displaying document items (like products, qty, price, …​).

Item table has columns, that can be design separately, or you can apply settings for all columns together ("All-Item-Table-Columns").

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Figure 27. Item Table Columns Setting Groups

The item table has a header, a body and a footer, that parts can be designed separately. It is possible to set properties of the table itself, especially border settings.

The followinf picture contains the different part of documents.

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Figure 28. Parts of a document that can be customized

5.1.7. Template Specific Settings

Template specific settings contains some setting fields that can be set the functionality of the actual template.

In Standard and Classic templates it is possible to set the following settings:

Table 6. Template Specific Settings
Option Name Description

PDF Document Format

Set the document format described below.

PDF Document Format

Set the column in which the label of footer lines should be displayed, described below.

PDF Document Format

  • Classic

    • Simple item line columns: Description, Var Rates, Qty, Unit Price, Net Amount

    • shipping fees and other fees are in invoice summary lines

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Figure 29. Classic document format
  • Extra Lines

    • Simple item line columns: the same as Classic columns

    • shipping fee and other fees placed as invoice line item

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Figure 30. Extra lines format
  • Detailed

    • More item line columns: Classic columns and Var Amount, Gross Amount in every line

    • shipping fee and other fees placed as invoice line item

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Figure 31. Detailed document format

Items Footer Label Column

Set the column in which the label of footer lines should be displayed. In the example above, the footer labels (SUBTOTAL, TOTAL) are written into "Unit Price" column, and in the two previous examples they are written in "Qty" column. It can be set in this field.

5.1.8. Global Options

Table 7. Global Options
Option Name Description

Sample Order or Invoice ID

You can choose which order or invoice or other document would you like to use as a sample for customizing the document style.

Show "created by" text in document footer

Set this checkbox to display "created by" text in document footer.

Hide error messages on financial documents

Clear this checkbox if you create a document template, and want to see if the applied shortcodes are appropriate, or there is an error.

Google Fonts API Key

You can apply Google Fonts in documents. If so, you need an API key for reach Google Fonts online. You can get Google API Key here: https://developers.google.com/fonts/docs/developer_api You will get a Google Fonts API Key like this: AIzaSyXxjxXTI5xXXxlFgxx4yB4xx6XXxoXxxX8. Enter this Google Fonts API Key into this field. This is not used in free version of Filogy Invoice.

Dequeue Styles

Your theme and plugins may disturb the generated document style, if you use Filogy Invoice Builder SiteOrigine template. You can dequeue the unnecessary styles.

Table 8. Global Options - Dequeue Styles
Option Name Description

Dequeue Theme Styles

Check if you need to remove all styles of your theme when create documents.

Dequeue Plugins Styles

Check if you need to remove styles of all plugins activated on your WP site when create documents.

Theme Dequeue Style Names

List of CSS stylesheets, that you need to remove when create documents. You can dequeue the unnecessary styles, by entering the name of these. You can enter more stylesheet name in new lines.