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Available Merge Fields for Statements

Updated

 

The Goal: Understand which merge fields are available for statement templates, what each one pulls from, and how to change the InvoiceDate format on a statement template.

Before You Begin:

  • You need access to your statement templates, located at Settings, General Settings section, Document Generation Templates.
  • When using merge fields on statements, the system looks to the invoice(s) for the appropriate information to be included via merge fields. Many fields are included on the default statement template; other fields may be added manually by editing the invoice.
  • To edit the InvoiceDate format, you will need MS Word (or a compatible editor) to toggle field codes.

Available Merge Fields

The following merge fields are available for use on statement templates:

Merge Field Name Description Included On Default Template
Url Tenant Logo URL from the General Settings page under Settings, General Settings section > Primary Logo  
Width Tenant Logo width  
Height Tenant Logo height  
DisplayName    
AccountNumber The account number of the contact the statement is generated for.  
BalanceHtmlCol    
DescriptionHtmlCol The description of the fee items and/or any payments against the fee items listed on the statement.  
ChildPaymentHyperlink    
TotalHtmlCol    
Invoice Invoice number  
InvoiceDate Invoice date.*  
QuantityHtmlCol The number of fee items purchased.  
UnitPriceHtmlCol The price of the fee items purchased.  
StatementDate Date the statement was generated.  
Company This is the name of your association/chamber.  
Address1 This is Address 1 for your association/chamber.  
Address2 This is Address 2 for your association/chamber.  
AddressOnly    
Address1Only    
Address2Only    
AddressCityStatePostalCodeOnly    
Telephone This is the telephone number for your association/chamber.  
Fax This is the fax number for your association/chamber.  
Email This is the email address for your association/chamber.  
WebAddress This is the web-site address for your association/chamber.  
Instructions Instructions for the recipient in regards to the statement/invoice payment.  
DueDate The invoice due date.  
PurchasedByName The name of the Purchasing Organization (if applicable), otherwise name of purchaser will show.  
BillToName Billing Contact Name (if applicable).  
BillToEmail Billing Contact Email  
BillToAddress Billing Address Line 1 and 2 on same line.  
BillToAddress1 Billing Address Line 1  
BillToAddress2 Billing Address Line 2  
BillToCity Billing City  
BillToCountry Billing Country  
BillToContact Billing Contact Name (if applicable).  
TotalPurchases The total of all the invoices on the statement.  
TotalPayments The total of any payments made against invoices on the statement.  
TotalRemainingBalance The total of any remaining balances on invoices on the statement.  
ARCurrent Current open balance.  
AR30 Past Due Open Balance in the last 30-60 days  
AR60 Past Due Open Balance in the last 60-90 days  
AR90Plus Past Due Open Balance over 90 days  
PaymentHyperlink Link to payment screen.  
UFPurchasedByContactPrefix Prefix for the contact who made the purchase. This is the ‘’’customer’’’.  
UFPurchasedByContactFirstName First name of the contact who made the purchase. This is the ‘’’customer’’’.  
UFPurchasedByContactMiddleName Middle name of the contact who made the purchase. This is the ‘’’customer’’’.  
UFPurchasedByContactLastName Last name of the contact who made the purchase. This is the ‘’’customer’’’.  
UFPurchasedByContactSuffix Suffix of the contact who made the purchase. This is the ‘’’customer’’’.  
UFPurchasedByContactCommonName Common name of the contact who made the purchase. This is the ‘’’customer’’’.  
UFPurchasedByContactName The first and last name of the contact who made the purchase. This is the ‘’’customer’’’.  
UFPurchasedFromOrganizationName The organization from which the purchase was made (your association/chamber).  
UFPurchaseCreatedDate The date an invoice was created.  
UFBillingContactPrefix The prefix for the billing contact selected when the invoice was created.  
UFBillingContactFirstName The first name of the billing contact selected when the invoice was created.  
UFBillingContactMiddleName The middle name of the billing selected when the invoice was created.  
UFBillingContactLastName The last name of the billing contact selected when the invoice was created.  
UFBillingContactSuffix The suffix of the billing contact selected when the invoice was created.  
UFBillingContactCommonName The common name of the billing contact selected when the invoice was created.  
UFBillingContactName The full name of the billing contact selected when the invoice was created.  
UFBillingAddress1 The billing address selected when the invoice was created.  
UFBillingAddress1 The billing address 2 associated to the address selected when the invoice was created.  
UFBillingAddressCity The city associated to the address selected when the invoice was created.  
UFBillingAddressStateProvince The state or province associated to the address selected when the invoice was created.  
UFBillingAddressPostalCode The postal code associated to the address selected when the invoice was created.  
UFBillingAddressCountry The country associated to the address selected when the invoice was created.  
UFBillingEmailAddress The email address of the billing contact selected when the invoice was created.  
UFScheduledPaymentDate Date of the scheduled payment if auto-pay was selected for the items on the invoice.  
UFScheduledPaymentAmount Amount of the scheduled payment if auto-pay was selected for the items on the invoice.  
UFScheduledPaymentProfile Last four digits + expiry date of the card selected for the scheduled payment if auto-pay was selected for the items on the invoice.  

Step-by-Step Instructions: Change the InvoiceDate Format

*Invoice Date: the default date format used in statements is MM/dd/yyyy. There is an option to use a MM/dd/yy display, but it involves editing the actual merge fields in the statement template.

  1. Use the Edit option on the desired statement template.
  2. Display the field codes in the template. (In Windows/MS Word, use Alt + F9 to toggle the field codes display.)
  3. Find the merge field for the InvoiceDate. It should look like this:  { MERGEFIELD InvoiceDate \* MERGEFORMAT }
  4. Edit the merge field so it looks like this: { MERGEFIELD InvoiceDate \@ "MM/dd/yy" }
  5. Toggle the field codes off and Save your template.

Common Pitfalls

  • Forgetting that single-digit formats still pad two-digit values: If you prefer a 1-digit month or 1-digit day, you can put a single M or single d into the merge field instead. Using the single M or single d will still show a 2-digit month/day when the value is two digits, but for a single-digit value it will shave off the leading zero.
  • Editing the wrong merge field: Be sure you have field codes displayed (Alt + F9) before editing, so you are changing the actual InvoiceDate merge field and not the visible text.

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