🧾 The Automated Invoice System: A Detailed Breakdown of Our Custom Template
The invoice template
we built using Google Apps Script and VBA is not a standard, static form; it is
a dynamic, self-calculating financial instrument
specifically engineered to eliminate manual data entry and calculation errors.
It transforms the tedious task of monthly billing into a fast, reliable, and
professional process.
Here is a
feature-by-feature breakdown of the exact invoice structure generated by our
code:
1. Structure and Branding (Rows 1-9)
The initial section of
the invoice establishes identity and sets the stage for the transaction
details. Our code sets up the header and preliminary information for a clean,
professional look:
·
Company Header & Logo Space (Rows 1-4):
o Row 1 (Merged): Reserved as a large space (80px height)
specifically for placing the company logo via image insertion.
o Row 2 & 3: Contain placeholders for the [COMPANY NAME HERE] (bold, size 18) and essential
contact details (Address, Phone, Email).
·
Invoice Identification (Rows 5-6):
o The term "INVOICE" is prominently displayed, confirming
the document's purpose.
o Key administrative
fields are positioned horizontally (Columns D, E, F) to capture the Invoice #, Date (automatically
populated by the script with the current date), and Due Date.
·
Billing Information (Rows 7-9):
o Clear labels are
provided for manual entry of the client's information: BILL TO, Customer Name, and Customer Address.
2. The Dynamic Item Table (Rows 10-20)
This is the automated
core of the system. The script actively monitors this range (Rows 11 to 20) to
perform instant lookups and calculations whenever you type.
|
Column |
Header |
Type |
Functionality |
|
A |
Item Code |
User Input |
The Trigger. The user enters the unique product/service
code (e.g., LAP-2025). This action initiates the entire macro/script lookup
process. |
|
B |
Description |
Script Output |
Automated Lookup. The script retrieves the full product
description from the Price List sheet and writes it here instantly. |
|
C |
Quantity |
User Input |
The number of units
or hours delivered. This is the second trigger for calculating the line
total. |
|
D |
Unit Price (PKR) |
Script Output |
Automated Lookup. The script retrieves the exact price per
unit from the Price List and writes it here. |
|
E |
Total Price (PKR) |
Script Output |
Automated Calculation. The script calculates Quantity (C) $\times$ Unit Price (D) and inserts the
resulting value. |
Key Automation Logic:
·
The code only runs when Columns A or C are edited within this
range.
·
If the Item Code is found in the Price List, Columns B and D are
populated. If not found, B, D, and E are cleared, indicating an error to the
user.
·
The output in Column E is a value, not a
formula, which prevents accidental deletion of calculation logic.
3. The Grand Total Summary (Rows 22-24)
This section is
dedicated to the financial finalization of the invoice. It is completely
managed by the automation function (updateGrandTotal). All calculations are instant and rely on
the values generated in Column E of the item table.
|
Row |
Label (Column D) |
Value (Column E) |
Functionality |
|
22 |
Subtotal: |
Script Output |
Sums all values in
the Total Price (E11:E20) column. |
|
23 |
Tax (17%): |
Script Output |
Calculates the Tax
Amount: Subtotal $\times$ 0.17. |
|
24 |
GRAND TOTAL: |
Script Output |
Calculates the final
amount due: Subtotal + Tax Amount. |
Financial Accuracy:
The tax rate is
hard-coded into the script (17% in the
configuration constants), ensuring consistent application across every single
invoice line, guaranteeing financial and tax compliance with pre-defined rates.
In essence, the user
is only responsible for entering the Item Code and Quantity; the script handles the description, price
retrieval, line calculations, subtotal, tax, and grand total—making the process
reliable, quick, and error-free.
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