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Merge field reference

  • Updated

Use this reference information to set up the  merge fields Merge fields are a special feature of Microsoft Word, which act as placeholders for data that will be imported into a document from an external data source. For example, the WorkflowMax sample invoice template contains the <<ClientBillingAddress>> merge field. When you use the template to print an invoice, the <<ClientBillingAddress>> merge field is replaced by the client's billing address that is stored in the invoice you're printing.  you require when you create a custom print template. For details, see About building a custom print template.

In the tables below, the 'X' indicates which template (QUote, Job Brief, Purchase Order, Invoice Statement or INvoice) each merge field can be used in.

Do NOT delete the mandatory TableStart and TableEnd merge fields in any of the templates. These fields are used to control the way that WorkflowMax loads data into the template from the database.

Custom fields You can use custom fields to extend the range of standard data fields in the WorkflowMax database. These custom fields can then be used in custom reports - ensuring that you get maximum value from your reports. Custom fields can be added to any of the following data tables: Clients, Contacts, Jobs, Job Costs, Tasks, Leads, Suppliers and Time Sheets.  can be used in custom print templates, but the number of merge fields is limited. For details see Custom fields at the end of this article.

  • Information about current user
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice

    Name

    From Business > Settings > Staff > (current user) Name.

    		 X X X X X

    Email

    From  Portal The WorkflowMax Portal allows you to manage your Xero account profile and to connect to other WorkflowMax accounts. To open the Portal, click your company name (top-left of the WorkflowMax menu bar).  > Edit Profile > Email / Login.

    		X X X X X

    Phone

    From Business > Settings > Staff > (current user) Phone.

    		 X X X X X

    Mobile

    From Business > Settings > Staff > (current user) Mobile.

    		 X X X X X
  • Information from template and system
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice

    TITLE

    Document title based on the template selected:

    • Tax Invoice (Invoice template)
    • Invoice Statement
    • Job Brief
    • Purchase Order
    • Quote or Estimate (Quote template).

    Alternatively, to customise the TITLE that appears on custom print templates, delete the <<TITLE>> merge field and replace it with the required plain text. For example, in a Job Brief, delete the <<TITLE>> and replace it with the text JOB SHEET.

    		 X X X X X

    Today

    Today's date.

    		 X X X X X

  • Information from Organisation Settings
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice

    PreferenceInformation

    From Business > Settings > Organisation Settings > (Account) Information.

    Can be used to display information about your business including: business name, address, phone numbers, email address, website address, Skype address, sales tax number, business number.

    		 X X X X X

    PreferenceTaskHeading

    From Business > Settings > Organisation Settings > (Account) Task heading.

    Allows you to change the displayed name of the Task table in the custom print template from Tasks to Activities, Labour or some other suitable heading.

    		 X X X X X

    PreferenceFolderHeading

    From Business > Settings > Organisation Settings > (Account) Folder heading.

    Allows you to change the displayed name of the Folder table in the custom print template from Folders to Phases, Sections or some other suitable heading.

    		 X        

    PreferenceCostHeading

    From Business > Settings > Organisation Settings > (Account) Cost heading.

    Allows you to change the displayed name of the Cost table in the custom print template from Costs to Materials, Disbursements or some other suitable heading.

    		 X X X X X

    PreferenceOptionHeading

    From Business > Settings > Organisation Settings > (Account) Option heading.

    Allows you to change the displayed name of the Option table (when present) in the custom print template from Options to Optional Features or some other suitable heading.

    		 X        

    PreferenceTaxName

    From Business > Settings > Organisation Settings > (Financial) Tax 1 Name.

    Allows you to display the name of the applicable sales tax such as GST, VAT.

    		 X X X X X

    PreferenceTerms

    From Business > Settings > Organisation Settings > (Invoice) Footer OR (Purchase Order) Footer OR (Quote/Estimate) Quote Footer OR Estimate Footer.

    The footer text displayed by the <<PreferenceTerms>> merge field will depend on the custom print template selected: Quote/Estimate, Invoice or Purchase Order.

    		 X X X   X

    PaymentAdviceHeading

    From Business > Settings > Organisation Settings > (Payment Advice) Heading.

    Example heading: Please make payment by the due date as per the instructions below.

    		 X X X X X

    PaymentAdviceText

    From Business > Settings > Organisation Settings > (Payment Advice) Details. Example payment advice:

    Please make payment by Internet Banking to:

    XXXX Bank Account Number XXXX-XXXX-XXXXXXXX-XX
    IBAN XXX SWIFT CODE XXXXX

    Or post your remittance to:

    XXX Corporation
    Private Bag XXX
    XXXX
    XXXX 2626JH3

    		 X X X X X
  • Client
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    ClientName

    From Clients > (Select a Client) > Options > Edit > Name.

    Inserts Job client name OR Billing Client Name (if a Billing Client has been selected).

    		 X X   X X
    ClientPhone From Clients > (Select a Client) > Options > Edit > Contact Details > Phone. X X   X X
    ClientFax From Clients > (Select a Client) > Options > Edit > Contact Details > Fax. X X   X X
    ClientAddress

    From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address (address box).

    Inserts the client's physical address information.

    		 X X   X X
    ClientCity

    From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Town / City.

    Inserts the city from the client's physical address information.

    		 X X   X X
    ClientRegion

    From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > State / Region.

    Inserts the region from the client's physical address information.

    		 X X   X X
    ClientPostCode

    From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Postal / Zip Code.

    Inserts the post code from the client's physical address information.

    		 X X   X X
    ClientCountry

    From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Country

    Inserts the country from the client's physical address information.

    		 X X   X X

    ClientAddressText

    Combines the physical address merge fields: ClientAddress, ClientCity, ClientRegion, ClientPostCode and ClientCountry.

    		 X X   X X
    ClientPostalAddress From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address (address box). X X   X X
    ClientPostalCity From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Town / City. X X   X X
    ClientPostalRegion From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > State / Region. X X   X X
    ClientPostalPostCode From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Postal / Zip Code. X X   X X
    ClientPostalCountry From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Country. X X   X X

    ClientPostalAddressText

    Combines the postal address merge fields: ClientPostalAddress, ClientPostalCity, ClientPostalRegion, ClientPostalPostCode and ClientPostalCountry.

    		 X X   X X
    ClientBillingAddress   X X   X X
    ClientAccountManagerName   X X   X X
    ClientAccountManagerEmail   X X   X X
    ClientAccountManagerPhone   X X   X X
    ClientAccountManagerMobile   X X   X X
  • Contact
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    ContactName   X X     X
    ContactPhone   X X     X
    ContactMobile   X X     X
    ContactPosition   X X     X
    ContactEmail   X X     X
    ContactSalutation   X X     X
    ContactAddressee   X X     X

    ContactSalutationOrName

    This field will substitute the contact name where a salutation doesn't exist.

    		 X X     X

    ContactAddresseeOrName

    This field will substitute the contact name where an addressee doesn't exist.

    		 X X     X
  • Folder

    The Folder merge table is available only for quotes and invoices. It can contain two child tables: Tasks and Costs.

    Any tasks or costs that are assigned to a folder will be listed in the Folder table, if the Cost/Task merge table is included in that Folder table as another merge field.

    When the Folder table is used, the TableStart:Folder and TableEnd:Folder merge fields must be within the same section or table.

      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    FolderName

     

    		 X       X
    FolderDescription   X       X
    FolderAmount The total value of all task and cost items in the folder, excluding tax. Use the Amount merge field to display the value of each task and cost item. X       X
    FolderAmountTax

    Tax payable on FolderAmount.

    		 X       X
    FolderAmountTotal

    FolderAmount + FolderAmountTax

    		 X       X
    FolderQuotedAmount

    The total quoted value of all task and cost items in the folder, excluding tax 

    		         X
    FolderQuotedAmountTax

    Tax payable on the FolderQuotedAmount 

    		         X
    FolderQuotedAmountTotal

    FolderQuotedAmount + FolderQuotedAmountTax

    		         X
    FolderPrevAmount

    The total previously invoiced value of all task and cost items in the folder, excluding tax

    		         X
    FolderPrevAmountTax

    Tax payable on FolderPrevAmount

    		         X
    FolderPrevAmountTotal

    FolderPrevAmount + FolderPrevAmountTax

    		         X
    FolderTotalClaimedAmount

    FolderAmount + FolderPrevAmount

    		         X
    FolderTotalClaimedAmountTax

    Tax payable on FolderTotalClaimedAmount

    		         X
    FolderTotalClaimedAmountTotal

    FolderTotalClaimedAmount + FolderTotalClaimedAmountTax

    		         X
    FolderTotalUnclaimedAmount

    FolderQuotedAmount - FolderTotalClaimedAmount 

    		         X
    FolderTotalUnclaimedAmountTax

    Tax on FolderTotalUnclaimedAmount

    		         X
    FolderTotalUnclaimedAmountTotal

    FolderTotalUnclaimedAmount + FolderTotalUnclaimedAmountTax

    		         X
    PreferenceTaskHeading

    From Business > Settings > Organisation Settings > Task heading.

    Allows you to change the displayed name of the Task table in the custom print template from Tasks to Activities, Labour or some other suitable heading.

    		 X X X X X
    PreferenceCostHeading

    From Business > Settings > Organisation Settings > Cost heading.

    Allows you to change the displayed name of the Cost table in the custom print template from Costs to Materials, Disbursements or some other suitable heading.

    		 X X X X X
    PreferenceFolderHeading

    From Business > Settings > Organisation Settings > Folder heading.

    Allows you to change the displayed name of the Folder table in the custom print template from Folders to Phases, Sections or some other suitable heading.

    		 X       X
  • Supplier
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    SupplierName       X    
    SupplierPhone       X    
    SupplierFax       X    
    SupplierAddress       X    
    SupplierCity       X    
    SupplierRegion       X    
    SupplierPostCode       X    
    SupplierCountry       X    

    SupplierAddressText

    The Address, City, Region, Post Code and Country fields formatted as per standard formatting.

    		     X    
    SupplierPostalAddress       X    
    SupplierPostalCity       X    
    SupplierPostalRegion       X    
    SupplierPostalPostCode       X    
    SupplierPostalCountry       X    

    SupplierPostalAddressText

    The Postal Address, Postal City, Postal Region, Postal Post Code and Postal Country fields formatted as per standard formatting.

    		     X    
    SupplierBillingAddress       X    
  • Quote
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    QuoteType   X        
    QuoteDate   X        
    QuoteValidDate   X        
    QuoteNumber   X

    X

    		      
    QuoteJobNumber   X        
    QuoteName   X        
    QuoteDescription   X        
    QuoteOptionExplanation   X        
    QuoteTaxRate   X        
    QuoteSubTotal   X        
    QuoteTaxTotal   X        
    QuoteTax1Total (for US clients)   X        
    QuoteTax2Total (for US clients)   X        
    QuoteTaskSubTotal   X        
    QuoteCostSubTotal   X        
    QuoteTotal   X        
    OptionSubTotal   X        
    OptionSubTotalIncludingTax   X        
  • Task Table
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Description Comprises task name + task label. X X     X
    Name   X X     X
    Label   X X     X
    Note Task "Description" field. X X     X
    Time   X       X
    TimeHourMinute 2:45 for example. X       X
    TimeDecimal 2.75 for example. X       X
    Rate   X       X
    Amount The value of each task item, excluding tax X       X
    AmountTax Tax payable on Amount X       X
    AmountTotal Amount + AmountTax X       X
    Days   X X     X
    DailyRate The DailyRate for the task is calculated as the billable rate multiplied by 8 hours. X       X
    FolderName   X        
    TaxRate1           X
    TaxRate2           X
    EstimatedTime     X      
    ActualTime     X      
    RemainingTime     X      
    StartDate     X      
    DueDate     X      
    Staff     X      
    Completed     X      
    DateCompleted     X      
    CompletedBy     X      
    Quoted amount            
    QuotedAmount Total quoted amount for tasks         X
    QuotedAmountTax           X
    QuotedAmountTotal           X
    Previously invoiced amount            

    PrevAmount

    		 Total previously invoiced amount for tasks         X

    PrevAmountTax

    		           X
    PrevAmountTotal           X
    Total claimed amount            
    TotalClaimedAmount Total Amount + PrevAmount         X
    TotalClaimedAmountTax           X
    TotalClaimedAmountTotal           X
    Total unclaimed amount            
    TotalUnclaimedAmount Total QuotedAmount - TotalClaimedAmount         X
    TotalUnclaimedAmountTax           X
    TotalUnclaimedAmountTotal           X
  • Cost Table
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Description   X X X   X
    Code   X X X   X
    Note   X X X   X
    Quantity   X X X   X
    Rate The Rate is the unit price for the cost item X   X   X
    Amount The value of each cost item, excluding tax X X X   X
    AmountTax Tax payable on Amount X   X   X
    AmountTotal Amount + AmountTax X   X   X
    FolderName   X        
    TaxRate1           X
    TaxRate2           X
    Date     X      
    Folder     X      
    UnitCost     X      
    UnitPrice     X      
    Cost     X      
    Supplier   X X      
    Quoted amount            
    QuotedAmount Total quoted amount for costs         X
    QuotedAmountTax           X
    QuotedAmountTotal           X
    Previously invoiced amount            

    PrevAmount

    		 Total previously invoiced amount for costs         X

    PrevAmountTax

    		           X
    PrevAmountTotal           X
    Total claimed amount            
    TotalClaimedAmount Total Amount + PrevAmount         X
    TotalClaimedAmountTax           X
    TotalClaimedAmountTotal           X
    Total unclaimed amount            
    TotalUnclaimedAmount Total QuotedAmount - TotalClaimedAmount         X
    TotalUnclaimedAmountTax           X
    TotalUnclaimedAmountTotal           X
  • Option Table
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Description   X        
    Code   X        
    Note   X        
    Quantity   X        
    Rate   X        
    Amount   X        
    AmountTax   X        
    AmountTotal   X        
    Supplier   X        
  • Purchase Order
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    OrderDate       X    
    OrderNumber       X    
    OrderDescription       X    
    OrderDeliveryAddress Merge field name DeliveryAddress also works here.     X    
    OrderTaxRate       X    
    OrderSubTotal       X    
    OrderTaxTotal       X    
    OrderTotal       X    
  • Job
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    JobNumber This merge field can be used in single job purchase orders only, not bulk purchase orders.   X X    
    JobName This merge field can be used in single job purchase orders only, not bulk purchase orders.   X X    
    JobDate     X      
    JobFolder     X      
    JobDescription     X      
    JobClientOrderNumber     X      
    JobPriority     X      
    JobStaff     X      
    JobManager     X      
    JobStartDate     X      
    JobDueDate     X      
    JobBudget     X      
    JobState     X      
    JobCategory     X      
    Manager       X    
  • Invoice
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Date Merge field name InvoiceDate also works here.         X
    DueDate Merge field name InvoiceDueDate also works here.         X
    Number Merge field name InvoiceNumber also works here.         X
    Description Merge field InvoiceDescription also works here.         X
    Type           X
    TaxRate           X
    SubTotal           X
    TaxTotal Merge field InvoiceTaxTotal also works here.         X
    Tax1Total           X
    Tax2Total           X
    CostTaxSubTotal            
    TaskTaxSubTotal            
    Total Merge field InvoiceTotal also works here.         X
    AmountPaid           X
    AmountDue Merge field name InvoiceAmountDue also works here.         X
    CostSubTotal           X
    TaskSubTotal           X
    TaskTotalTime           X
    TaskTotalTimeHourMinute           X
    TaskTotalTimeDecimal           X
    OrderNumber           X
    JobNumber           X
    JobName           X
    Manager           X
    Fee6Month This merge field is no longer supported.          
    Fee12Month This merge field is no longer supported.          
    TaskTotalTime           X
    TaskTotalTimeHourMinute           X
    TaskTotalTimeDecimal           X
    Quoted amount            
    QuotedCostSubTotal           X
    QuotedTaskSubTotal           X
    QuotedCostTaxSubTotal           X
    QuotedTaskTaxSubTotal           X
    QuotedSubTotal           X
    QuotedTaxTotal           X
    QuotedTotal           X
    Previously invoiced amount            
    PrevCostSubTotal Total previously invoiced amount for the job         X
    PrevTaskSubTotal           X
    PrevCostTaxSubTotal           X
    PrevTaskTaxSubTotal           X
    PrevSubTotal           X
    PrevTaxTotal           X
    PrevTotal           X
    Total claimed amount            
    TotalClaimedCostSubTotal Total of current invoice amount and all previously invoiced amounts         X
    TotalClaimedTaskSubTotal           X
    TotalClaimedCostTaxSubTotal           X
    TotalClaimedTaskTaxSubTotal           X
    TotalClaimedSubTotal           X
    TotalClaimedTaxTotal           X
    TotalClaimedTotal           X
    Total unclaimed amount            
    TotalUnclaimedCostSubTotal Quoted amount - total claimed amount         X
    TotalUnclaimedTaskSubTotal           X
    TotalUnclaimedCostTaxSubTotal           X
    TotalUnclaimedTaskTaxSubTotal           X
    TotalUnclaimedSubTotal           X
    TotalUnclaimedTaxTotal           X
    TotalUnclaimedTotal           X
  • Job Table (invoice only)
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Name           X
    Description           X
    Number           X
    ClientOrderNumber           X
    SubTotal           X
    TaskSubTotal           X
    TaskTotalTime           X
    TaskTotalTimeHourMinute           X
    TaskTotalTimeDecimal           X
    CostSubTotal           X
    QuoteNumber           X
    Manager           X
  • Time Table (invoice only)
        Timesheet display mode
    Merge Field Name Further details All Task / Staff Task / Date / Staff
    Date   X X X
    Staff   X X X

    Description

    Task name + Label.

    		 X X X
    Name Task Name. X X X
    Label Task Label. X X X
    Note Time sheet note. X X X
    Time   X X X
    TimeHourMinute 2:45 for example. X X X
    TimeDecimal 2.75 for example. X X X
    Rate   X X X
    Amount   X X X
  • Milestone Table
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Date     X      
    Name     X      
    Folder     X      
    Completed     X      
    DateCompleted     X      
    CompletedBy     X      
  • Note Table
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Date     X      
    Title     X      
    Note     X      
    Folder     X      
    CreatedBy     X      
  • Task To-do Table
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Name     X      
    Completed     X      
    Date Completed     X      
    CompletedBy     X      
  • Statement
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    StatementSubTotal         X  
    StatementTaxTotal         X  
    StatementTotal         X  
    StatementAmountPaid         X  
    StatementAmountDue         X  
    StatementDate         X  
  • Invoice Table (statements only)
      Template
    Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Date         X  
    Number         X  
    Description         X  
    SubTotal         X  
    TaxTotal         X  
    Total         X  
    AmountPaid         X  
    AmountDue         X  
    JobName         X  
    JobSummary         X  
    JobOrderNumber         X  
    DueDate         X  
  • Tax Table (tax letters and tax return cover pages only)
    Tax Table (tax letters and tax return cover pages only) Further details Tax Return Cover Page Provisional Tax Letter Terminal Tax Letter
    AgentName   X X X
    AgentAddress   X X X
    AgentPhone   X X X
    AgentFax   X X X
    ReturnPeriodFrom   X    
    ReturnPeriodTo   X    
    ReturnTaxYear   X    
    ReturnTaxType   X    
    PaymentDateApproved     X X
    PaymentAddresee     X X
    PaymentSalutation     X X
    PaymentInstallment     X X
    PaymentTaxYear     X X
    PaymentDate     X X

    The cover page and tax letter templates support all the client and job merge fields in addition to the above merge fields.

  • Custom Fields

    The following table shows which Custom fields You can use custom fields to extend the range of standard data fields in the WorkflowMax database. These custom fields can then be used in custom reports - ensuring that you get maximum value from your reports. Custom fields can be added to any of the following data tables: Clients, Contacts, Jobs, Job Costs, Tasks, Leads, Suppliers and Time Sheets.   can be used to create merge fields in specific print templates.

    <fieldname> is the name of the custom field. For example, a job custom field called Product Type would have a merge field text of JobCustom Product Type. The JobCustom merge field can be used only in the Job Brief template.

    The <fieldname> must match the custom field definition exactly. If the custom field Name is Product Type (with a space a capital letters), then ProductType (without the space) or Product type (with lowercase "t") will not work. To avoid problems, copy/paste the field Name from the Business >Settings > Custom Fields > Custom Fields tab.

      Template
    Data Table Merge Field Text QUQuote TL JBJob Brief POPurchase Order ISInvoice Statement INInvoice
    Job JobCustom <fieldname>     X      
    Job Task Custom <fieldname>     X      
    Job Cost Custom <fieldname>     X      
    Client ClientCustom <fieldname> X X X   X X
    Contact ContactCustom <fieldname> X   X     X
    Supplier SupplierCustom <fieldname>       X    

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