Xero Merge Fields for Templates

Any template can use the following date fields to populate dates whether SuiteFiles is connected to Xero Practice Manager or not:

Date Field Value
[DATE:TODAY]
[DATE:TODAYTEXT]
[DATE:FULLTODAYTEXT]
[DATE:YEAR]
Today's date formatted DD/MM/YYYY (e.g. 21/04/2016)
Today's date formatted DD MMM YYYY (e.g. 21 Apr 2016)
Today's date formatted DD MMMM YYYY (e.g. 21 April 2016)
The current year formatted YYYY (e.g. 2016)

When working with document and email templates in SuiteFiles you can add merge fields to them that will pull information about the client from the Xero Practice Manager (XPM) and display in the finished file. The field syntax to use and their corresponding data in XPM are:

Field Name Value
[CLIENT:NAME]
[CLIENT:ADDRESS]
[CLIENT:IRD]
[CLIENT:ID] 
[CLIENT:PHONE] 
[CLIENT:FAX] 
[CLIENT:WEBSITE] 
[PRIMARYCONTACT:FULLNAME]
[PRIMARYCONTACT:ID]
[PRIMARYCONTACT:NAME]
[PRIMARYCONTACT:MOBILE]
[PRIMARYCONTACT:EMAIL]
[PRIMARYCONTACT:PHONE]
[PRIMARYCONTACT:POSITION]
[PRIMARYCONTACT:SALUTATION]
[PRIMARYCONTACT:ADDRESSEE]
[PRIMARYCONTACT:ISPRIMARY]
[CLIENT:REFERRALSOURCE]
[CLIENT:EXPORTCODE]
[CLIENT:ISPROSPECT]
[CLIENT:ISARCHIVED]
[CLIENT:ISDELETED]
[CLIENT:TAXNUMBER] 
[CLIENT:COMPANYNUMBER] 
[CLIENT:BUSINESSNUMBER] 
[CLIENT:BALANCEMONTH] 
[CLIENT:GSTREGISTERED] 
[CLIENT:PREPAREGST] 
[CLIENT:SIGNEDTAXAUTHORITY] 
[CLIENT::AGENCYSTATUS] 
[CLIENT::PREPAREACTIVITYSTATEMENT] 
[CLIENT:PREPARETAXRETURN] 
[CLIENT:NOTES] 
[CLIENT:GROUPS]
BUSINESS NAME
STREET ADDRESS
IRD
ID
PHONE 
FAX 
WEBSITE 
PRIMARY CONTACT FULL NAME
ID
NAME
MOBILE
EMAIL
PHONE
POSITION
SALUTATION
ADDRESSEE
IS PRIMARY CONTACT
REFERRAL SOURCE
EXPORTCODE
IS PROSPECT
IS ARCHIVED
IS DELETED
TAX NUMBER 
COMPANY NUMBER 
BUSINESS NUMBER 
BALANCE MONTH  
GST REGISTERED 
PREPARE GST 
SIGNED TAX AUTHORITY 
AGENCY STATUS 
PREPARE ACTIVITY STATEMENT 
PREPARE TAX RETURN 
NOTES 
GROUPS 


Address Fields

There are many different address fields that can be pulled from XPM. A description of these are below:

The following receives the physical address of the client:
[CLIENT:ADDRESS]
[CLIENT:CITY] 
[CLIENT:REGION] 
[CLIENT:POSTCODE] 
[CLIENT:COUNTRY] 

The following receives the postal address of the client:
[CLIENT:POSTALADDRESS]
[CLIENT:POSTALCITY]
[CLIENT:POSTALREGION]
[CLIENT:POSTALPOSTCODE]
[CLIENT:POSTALCOUNTRY]

The following receives the postal address of the client first but if the postal address does not exist, then it defaults to the physical address:
[ADDRESS:POSTAL_OR_PHYSICAL] 
[CITY:POSTAL_OR_PHYSICAL]
[REGION:POSTAL_OR_PHYSICAL]
[POSTCODE:POSTAL_OR_PHYSICAL] 
[COUNTRY:POSTAL_OR_PHYSICAL] 


Custom Fields

You can also create custom fields within XPM and use those as merge fields as well. To create a custom field for clients in XPM, go to Business Settings and then select Custom Fields. On the Custom Fields page, select New Custom Field on the left hand side and this will bring you to a page which will allow you select multiple field types. When you create a custom field, ensure you select the Client checkbox under Usage so that the field is able to show up for all clients.

Below are some examples of custom fields you can create:

Please note, underscores are used to represent spaces in the field name. When creating a custom field in XPM, underscores and spaces can be used interchangeably but the merge fields in your documents must use underscores.
Field Name Value
[CUSTOM:ACCOUNTMANAGER] 
[CUSTOM:ACCOUNTMANAGERID] 
[CUSTOM:JOBMANAGER] 
[CUSTOM:JOBMANAGERID] 
[CUSTOM:BUSINESSSTRUCTURE] 
[CUSTOM:GSTPERIOD] 
[CUSTOM:GSTBASIS] 
[CUSTOM:BIRTHDAY_DATE] 
[CUSTOM:BIRTHDAY_TIME] 
[CUSTOM:BIRTHDAY_DAY] 
[CUSTOM:CHECKBOX_CHECKBOX_TRUE] 
[CUSTOM:CHECKBOX_CHECKBOX_YES] 
[CUSTOM:CHECKBOX_CHECKBOX_SUCCESS] 
[CUSTOM:CHECKBOX_CHECKBOX_X] 
[CUSTOM:CLIENTCODE] 
[CUSTOM:CLIENTID] 
[CUSTOM:DECIMAL] 
[CUSTOM:DROPDOWN] 
[CUSTOM:LINK] 
[CUSTOM:NUMBER] 
[CUSTOM:PHONE_NUMBER] 
[CUSTOM:SERIAL_NUMBER] 
[CUSTOM:SKYPE_CALL] 
[CUSTOM:SKYPE_CHAT] 
[CUSTOM:SOME_TEXT] 
[CUSTOM:TWITTER] 
[CUSTOM:VALUE] 
ACCOUNT MANAGER 
ACCOUNT MANAGER ID 
JOB MANAGER 
JOB MANAGER ID 
BUSINESS STRUCTURE 
GST PERIOD 
GST BASIS 
BIRTHDAY_DATE 
BIRTHDAY_TIME 
BIRTHDAY_DAY 
CHECKBOX_CHECKBOX_TRUE 
CHECKBOX_CHECKBOX_YES 
CHECKBOX_CHECKBOX_SUCCESS 
CHECKBOX_CHECKBOX_X  
CLIENT_CODE 
CLIENT_ID 
DECIMAL 
DROPDOWN 
LINK 
NUMBER 
PHONE_NUMBER 
SERIAL_NUMBER 
SKYPE_CALL 
SKYPE_CHAT 
SOME_TEXT 
TWITTER 
VALUE 

Using Checkbox Merge Fields with Conditions

Merge fields also allow you to use conditions so that certain text will (or won't) be displayed depending on if certain checkboxes are ticked in XPM. To do this, we can use the conditions IF/ENDIF and IFNOT/ENDIFNOT at the beginning of the merge field. An example of this is shown below:

[IF:CUSTOM:GSTREGISTERED_CHECKBOX_TRUE] As you’re registered for GST we also need to do the following: Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua.[ENDIF:CUSTOM:GSTREGISTERED_CHECKBOX_TRUE]

[IFNOT:CUSTOM:GSTREGISTERED_CHECKBOX_TRUE] As you’re not GST registered there’s nothing to do[ENDIFNOT:CUSTOM:GSTREGISTERED_CHECKBOX_TRUE]

In the above examples, the first paragraph will only display if the GSTREGISTERED checkbox is ticked and the second paragraph will display if that same checkbox is not ticked. As you can see, in this way you can display different text for multiple clients depending on their personal details.

You can also use the merge field [CUSTOM:CHECKBOXNAME_CHECKBOX_YES] which will either display 'Yes' or 'No depending on whether or not the checkbox is ticked for the client.


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