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Xero Merge Fields for Templates

Insert these merge fields into your file or email templates to populate your templates with your client and contact data from an integrated CRM like Xero Practice Manager or WorkflowMax

This guide will step you through: 

Date fields

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

Date Field

[DATE:TODAY] 
[DATE:TODAYTEXT] 
[DATE:FULLTODAYTEXT] 
[DATE:YEAR] 

Value

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) 

Client and contact fields

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

[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] 

Value

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

[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] 

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 

Business Values

Business Values allow you to pull through your own business details onto your SuiteFiles Templates. To enter these values, an Administrator can click their user name in the top right corner of SuiteFiles Web, click Account, then select Business Values. Click the blue Edit Values button to update the Values. Once done, click Save Business Values. The Merge Field when entered into your template must be in CAPS, the Field Name can include a space 

Field Name

[BUSINESS:WEBSITE]  
[BUSINESS:BUILDING]  
[BUSINESS:STREET]  
[BUSINESS:CITY]  
[BUSINESS:POSTCODE]  
[BUSINESS:COMPANYNUMBER]  
[BUSINESS:MANAGINGDIRECTOR] 

Value

WEBSITE  
BUILDING  
STREET  
CITY  
POSTCODE  
COMPANY NAME  
MANAGING DIRECTOR 

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.