Invoices

Transcription

Invoices

TM
Invoices
& Estimates
For Windows 95
User’s Guide
1259 El Camino Real, Suite 167
Menlo Park, CA 94025-4227
(650) 473-3600
Invoices User’s Guide
Copyright © 1998-1999 MySoftware Company.
All Rights Reserved.
Easy Custom Invoices, MyAdvancedLabelDesigner, MyMailManager, Mail Tools, ProVenture, and MySoftware
are trademarks of MySoftware Company. Microsoft, Microsoft Access, Excel, FoxPro, Office, Windows, Word,
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MySoftware Company.
Documentation by D. Leatherman
SW100a Document Number 127-5008-1.0a
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Contents
Getting Started
7
Introduction ............................................................................................................................... 7
Installing Invoices ..................................................................................................................... 8
Starting the Program.................................................................................................................. 9
Learning the Basics ................................................................................................................. 10
Using Shortcuts ....................................................................................................................... 13
Buying Pre-Printed Forms....................................................................................................... 15
Getting Help ............................................................................................................................ 16
Learning to Use the Program
17
Overview ................................................................................................................................. 17
Starting the Tutorial ................................................................................................................ 18
Designing the Invoice Format
21
Overview ................................................................................................................................. 21
Using the ProVenture Invoices Setup Wizard......................................................................... 21
Customizing the Invoices ........................................................................................................ 27
Writing and Printing an Invoice
33
Overview ................................................................................................................................. 33
Writing the First Invoice ......................................................................................................... 33
Printing the Invoice ................................................................................................................. 39
Importing the Tutorial Files
41
Overview ................................................................................................................................. 41
Viewing the Lists .................................................................................................................... 42
Importing a Customer List ...................................................................................................... 43
Loading the Tutorial Backup File ........................................................................................... 45
Contents • iv
Editing the Customer List and Product List
47
Overview ................................................................................................................................. 47
Editing the Customer List........................................................................................................ 47
Editing the Product List........................................................................................................... 49
Sending an Estimate
50
Overview ................................................................................................................................. 50
Writing and Printing the Estimate ........................................................................................... 50
Printing the Estimate ............................................................................................................... 52
Converting the Estimate to an Invoice .................................................................................... 53
Recording a Payment
54
Overview ................................................................................................................................. 54
Applying a Payment to Invoices ............................................................................................. 54
Viewing and Printing Reports
56
Overview ................................................................................................................................. 56
Selecting Reports..................................................................................................................... 56
Printing a Report ..................................................................................................................... 58
Exiting the Reports Dialog ...................................................................................................... 59
Printing a Statement
60
Overview ................................................................................................................................. 60
Printing the Statement ............................................................................................................. 60
Removing Old Paid Invoices
62
Overview ................................................................................................................................. 62
Removing the Invoices and Estimates..................................................................................... 63
Restoring Your Files
64
Overview ................................................................................................................................. 64
Restoring from a Backup......................................................................................................... 64
Learning More About Invoices
66
Overview ................................................................................................................................. 66
Learning About Other Features of Invoices ............................................................................ 66
Navigating the Online Help..................................................................................................... 68
Contents • v
Helpful Hints and Troubleshooting
70
General Hints and Troubleshooting ........................................................................................ 70
Printing Hints and Troubleshooting ........................................................................................ 73
File Maintenance Hints and Troubleshooting ......................................................................... 75
Technical Support ................................................................................................................... 75
Keyboard Shortcuts ................................................................................................................. 76
Glossary of Terms
77
Index
81
Contents • vi
Getting Started
Introduction
ProVenture Invoices is an easy-to-use invoicing system for use with
Microsoft Windows 95. Use Invoices to create and print professionalquality invoices, estimates, and statements, and to track customer
payments and unpaid invoices. Customer information, as well as product
and service information, is automatically stored and retrieved as you
write your invoices and estimates. You can also view and print a variety
of reports to help you manage your business more effectively and more
efficiently.
The tutorial chapters in this user’s guide take you through the steps of
designing and printing invoices, estimates, reports, and statements. They
give you hands-on experience with most of the major features of
Invoices.
For complete information about all of the features of Invoices, see the
online help.
Getting Started • 7
Installing Invoices
To install Invoices, your computer must meet the following
requirements:
•
A 386 or better processor
•
At least 20 MB of available hard disk space
•
At least 8 MB of RAM
•
Microsoft Windows 95 installed
To fully install Invoices, including the T/Maker ClickArt and the
Bitstream fonts, you need 24 MB of hard disk space. Additional hard
disk space is required to store your invoice, customer, and product
information after you begin using the program.
To Install Invoices
1.
Close all open programs.
2.
Insert the Invoices CD in your CD-ROM drive to open the Invoices
setup program.
3.
Follow the on-screen instructions to finish installing the program.
If the setup program does not open, or if you have the diskette version,
perform the following steps:
1.
Close all open programs.
2.
Insert the Invoices CD into your CD-ROM drive.
3.
Open the Windows 95 Start menu and choose Settings > Control
Panel to open the Windows Control Panel group.
4.
Double-click on the Add/Remove Programs icon to open the
Add/Remove dialog.
5.
Click the Install button.
6.
Follow the on-screen instructions to finish installing Invoices.
Starting the Program
After the installation is complete, Invoices is available through the Start
menu.
1.
Open the Windows 95 Start menu.
2.
Choose Programs > ProVenture > Invoices to start the program.
The first time you start Invoices, it is helpful to read the rest of this chapter
to gain an overview of the program. The tutorial chapters that follow give
you hands-on experience with many of the key features of Invoices.
Creating Your Invoice File
The first time you start Invoices, you need to create a file. All of your
invoices can be stored in a single file. The program prompts you with the
File Selection dialog.
If you already have an Invoices file on your computer, click Open in the
File Selection dialog. The Open dialog helps you locate and open your
file.
If you want to start a new file, click Create to open the New Invoice File
Name dialog.
To Create a New File
1.
2.
Click the Look in drop-down list to select the drive and directory
where you want to store your file.
Invoices saves your file in the Data folder of the main program
directory, unless you specify another location.
Type a name for the file in the File name box.
3.
Invoices supports file names up to 26 characters long (including
spaces). You do not need to type a three-letter extension.
Click Open.
Learning the Basics
This section gives you an overview of the basic steps used to design,
write, and print an invoice. The topics in this section list cross-references
where you can find more detailed information.
The tutorial chapters in this user’s guide take you through the steps of
designing and printing invoices, estimates, reports, and statements. They
give you hands-on experience with most of the major features of
Invoices.
For complete information about all of the features of Invoices, see the
online help.
Designing Your Invoices
Before you begin writing and printing your invoices, you must first
decide what style invoice you want to use. Use the ProVenture Invoices
Setup Wizard to choose the invoice style that matches your type of
business.
The wizard automatically opens when you create a new file. You can
also start the wizard by opening the Tools menu and choosing Invoice
Setup Wizard.
Click Next and follow the instructions of the ProVenture Invoices Setup
Wizard (see “Using the ProVenture Invoices Setup Wizard” on page 21).
After you have selected your invoice style, you can use it as it is or
customize it further using the Customize page. To open the Customize
page, click the Customize tab.
In the Customize page, you can add a logo, alter your return address,
customize the invoice layout, and add messages to the bottom of your
invoices, estimates, and statements (see “Customizing the Invoices” on
page 27).
Writing and Printing Your Invoices
Enter the information for your invoices in the Invoice page. To open the
Invoice page, click the Invoice tab.
New Invoice
Invoices automatically builds a Customer List and a Product List when
you enter information on your invoice. As you enter information on each
new invoice, these lists are searched, and the fields in the invoice are
automatically filled with information from the lists.
The information you enter on your invoice is automatically saved as you
enter it. You never need to save your work manually. However, we
recommend that you backup your files frequently (see “Backing Up
Your Current Files” on page 18).
To write a new invoice, open the Edit menu and choose New Invoice, or
click the New Invoice button in the toolbar at the top of the Invoices
window.
For detailed information about writing your invoices, see “Writing and
Printing an Invoice” on page 33.
To Print Your Invoices
Your invoices can be printed one at a time or as a group.
1. Open the File menu and choose Print > Print Invoices to open the
Print Invoices dialog.
2. Select the invoices you want to print.
3.
You can fax your invoices directly to your customers by choosing
your fax driver from the list of printers.
Click Print.
For more information about printing your invoices, see “Printing the
Invoice” on page 39.
Saving Your Invoices
Invoices automatically saves your invoices as you write them. You never
need to perform a save operation. Likewise, your customer and product
lists are saved as you update them.
However, we recommend that you backup your files regularly. You can
either make your backup when you are prompted as you exit the
program, or open the File menu and choose Backup while the program is
running (see “Backing Up Your Current Files” on page 18).
Exiting the Program
To exit Invoices, open the File menu and choose Exit.
As you exit the program, you are prompted to backup your files.
The backup feature compresses and saves a backup of your files. You
can save the backup file anywhere, but we recommend that you save it
on diskette or tape.
For more information about backing up your files, see “Backing Up
Your Current Files” on page 18.
Using Shortcuts
Invoices is designed with ease-of-use in mind.
•
The menu and toolbar are similar to those found in Microsoft
Office programs, so you do not have to spend time searching for
familiar features.
•
Windows 95 features are supported, such as using a right-mouseclick to open shortcut menus.
•
The tabbed-workbook design of the main window makes it easy to
navigate through the tasks of writing, printing, and tracking your
invoices and estimates.
Using the Main Toolbar
The toolbar at the top of the Invoices window helps you to quickly
perform common tasks.
New Invoice
Print
New Estimate
Reports
Print Preview
New Customer
Aging
New Product
To perform a task from the toolbar, click on a button.
The four arrow buttons near the center of the toolbar help you navigate
through your invoices and estimates.
First
Previous
Last
Next
To Customize the Toolbar
You can change the look of the buttons or remove the toolbar from the
screen using the Toolbar dialog. To view the Toolbar dialog, open the
View menu and choose Toolbar.
If you want to…
Then do this…
Display the toolbar.
Mark the Show Toolbar check box,
if it is not already marked.
Display the toolbars with multiple
colors.
Mark the Color Buttons check box,
Display larger-sized buttons.
Mark the Large Buttons check box,
Show the Tool Tips and Status Bar
help when the cursor is paused over
buttons.
Mark the Show Tool Tips check
box, if it is not already marked.
Click OK to close the dialog and apply any changes.
Using Shortcut Menus
A right-mouse click opens a shortcut menu in many Windows 95
programs. The contents of the shortcut menu in Invoices change
depending on where you click. For example, if you right-click on an
editable field, the following shortcut menu displays.
To choose an item from the shortcut menu, left-click on it.
Navigating the Tabs
The tabbed-workbook design of the main window makes it easy to
navigate through the tasks of writing, printing, and tracking your
invoices and estimates. To display a page in the workbook, click its tab.
Buying Pre-Printed Forms
MySoftware offers a selection of pre-printed forms for use with Invoices.
Print your data on these professionally-designed forms to give your
invoices, estimates, and statements a polished look.
You can have your logo and your return address imprinted directly on
these forms. Single-sheet or multipart, carbonless forms are available, as
well as double-windowed envelopes to speed up your mailings.
For a catalog and ordering information, open the Forms menu and
choose Ordering Information.
Getting Help
In addition to this user’s guide, there is complete online help included
with Invoices.
Using Online Help
To view the main online help topics, open the Help menu and choose
Invoices Help Topics. The tabs at the top of the Help Topics dialog
allow you to search the help topics with the table of contents, the index,
or using the Find tab for keyword searching.
Help Topics
Click the Help Topics button at the top of any help window to return to
the Help Topics dialog.
The online help system can also be viewed by clicking the Help button
in an Invoices dialog. A help topic related to that dialog displays.
For more information about finding topics in the online help, see
“Navigating the Online Help” on page 68.
The help system also includes ToolTips, Status Bar Help, and What’s
This? Help.
•
ToolTips display when you pause the cursor over any of the buttons
in the toolbar. ToolTips can be shut off using the Toolbar dialog (see
“Using the Main Toolbar” on page 14).
•
Status Bar Help displays on the left side of the Status Bar at the
bottom of the Invoices window. You can remove the Status Bar
from the screen by turning it off in the View menu.
•
What’s This? Help is available for buttons and other features in
dialogs. Click the
icon in the upper-right corner of the active
dialog, then click on a feature in the dialog. A help topic will display
with a description of the selected feature.
You can also view What’s This? Help by pressing TAB to move to a
feature in a dialog and then pressing F1, or by right-clicking on a
feature and choosing What’s This? from the shortcut menu.
Learning to Use the Program
Overview
The tutorial in this user’s guide takes you through the steps of designing
and printing invoices, estimates, reports, and statements. It gives you
hands-on experience with most of the major features of Invoices.
You can complete the tutorial all at once or just do a section at a time.
The entire tutorial takes less than an hour to complete.
This chapter gives you an overview of the tutorial and takes you through
the steps of backing up your current file and creating a new file.
The following chapters complete this tutorial:
•
•
•
•
Editing the Customer List and Product List
•
Sending an Estimate
•
Recording a Payment
•
•
•
•
CAUTION: If you have already begun using Invoices, you need to back
up your files before starting this tutorial. The files used for this tutorial
will overwrite your current files (see “Backing Up Your Current Files”
on page 18).
Learning to Use the Program • 17
Starting the Tutorial
Your first task in this tutorial is to design an invoice form for a fictitious
company.
Once the invoice form is designed, you will write and print invoices and
estimates, edit the Customer List and Product List, process a payment,
view and print reports, and print a customer statement.
Begin by backing up your current invoice files, then create a new file to
use with this tutorial.
Backing Up Your Current Files
Invoices allows you to have as many invoice files as you want. However,
they all share the same Customer List and Product List. If you have
already begun using Invoices, you need to backup your files before
continuing with this tutorial to prevent losing any information you have
already saved. When you have completed the tutorial, you can restore
your files from your backup.
If you are running Invoices for the first time, you do not need to make a
backup at this time. Skip ahead to “Creating the Tutorial File” on page
20.
CAUTION: Because the data on your hard drive can be lost or corrupted
by a power surge, you should backup your files to tape or diskette. It is
also a good idea to save each new backup on a different diskette, in case
of disk errors or accidental erasure.
To Backup Your Current Files
Before you backup your file, be sure the file you want to backup is the
file that is open. The file name is displayed in the title bar at the top of
the program window.
1.
Open the File menu and choose Backup to open the Backup dialog.
To save your backup to diskette, insert a formatted diskette in your
disk drive.
2.
Enter the drive where you want to save your backup file in the
Backup working files to box, or click the Browse button.
We recommend that you save the backup to tape or diskette.
You can enter a file name for the backup, but you do not need to. If
you do not enter a name, the backup file takes its name from your
invoice file. For example, if your disk drive is Drive A, the box
should read a:\filename Backup.bak, where filename
is the name of your invoice file.
3.
Click OK.
You may want to keep separate backup files each time you make a
backup. That way, if one of your backup files is not saved properly, you
will have another one if you need it. To keep separate backups, save each
backup file with a different name, or use a new diskette or folder for
each backup file.
Creating the Tutorial File
Once you have made a backup of your file, you can create the working
file for the tutorial.
1.
2.
Open the File menu and choose New File to open the New Invoice
File Name dialog.
If you are just starting the program, click Create in the File
Selection dialog.
If the ProVenture Invoices Setup Wizard is displayed, click
Cancel, then open the File menu and choose New File.
Click in the File Name box and type Xterm.
In order to use the files for the tutorial that are on the Invoices CD,
you must name this invoice file Xterm.
3.
Click Open.
When you start a new file, the ProVenture Invoices Setup Wizard opens
automatically, allowing you to choose your form options for the new file
(see “Using the ProVenture Invoices Setup Wizard” on page 22).
Learning to Use the Program 20
Overview
In this chapter, you will design invoices for a product and service
oriented company. You will begin by using the ProVenture Invoices
Setup Wizard, then you will further customize the invoices in the
Customize page of the Invoices workbook.
Using the ProVenture Invoices Setup Wizard
Once you have opened a new file, the ProVenture Invoices Setup Wizard
displays to guide you through the process of creating an invoice form.
You can also start the wizard by opening the Tools menu and choosing
Invoice Setup Wizard.
The ProVenture Invoices Setup Wizard allows you to enter the return
address, choose the business type, choose the form style, and choose the
sales tax criteria. Once you have completed this wizard, you will further
customize the invoice format in the Customize page.
To continue with the wizard, click Next.
Designing the Invoice Format • 21
Entering the Return Address
You can enter up to five lines of return address information. In this
tutorial, the company name, two address lines, and a phone number line
are printed at the top of the invoices.
To leave the return address
blank on your invoices,
leave this box empty. You
may want to leave this box
blank if you are using
letterhead or have your
return address pre-printed
on your invoices.
To enter your return address, type each line, then press ENTER to move to
a new line.
1.
Type the following information in the box.
X-Terminators
86 Beetle Street
Menlo Park, CA 94025-5991
Call: (650) 555-BUGS
2.
Click Next.
Selecting the Business Type
You can choose a style that best matches your type of business. The
selection you make in this step of the wizard determines the names of the
headings and the number of columns on your invoices and estimates.
The company in this tutorial sells products and services.
1.
Choose the Products and Services option at the top of the dialog.
The wizard displays a preview of the headings.
2.
Click Next.
Selecting the Invoice Style
You can choose an invoice style to customize the look of your invoices.
The selection you make in this step of the wizard determines the fonts
that are used when printing your invoices and estimates.
This tutorial uses the Standard style.
1.
Choose the Standard option at the top of the dialog.
The wizard displays a preview of the selected invoice style.
2.
Click Next.
Selecting the Sales Tax Format
Invoices supports U.S. and Canadian sales tax computations. It also
supports two tax rates. You can choose the tax structure you want to use
for your invoices and estimates. This step also allows you to enter the tax
rates you use most often.
This tutorial uses only one U.S. tax rate.
1.
Choose the One tax only option in the United States box.
2.
Click in the Sales Tax (%) box and enter 7.75.
3.
Click Next.
Completing the Wizard
MySoftware offers a selection of pre-printed forms for use with Invoices.
You can have your logo and your return address imprinted directly on
these forms. Single-sheet or multipart, carbonless forms are available, as
well as double-windowed envelopes to speed up your mailings. Print
your data on these professionally-designed forms to give your invoices,
estimates, and statements a polished look.
For a catalog and ordering
information, open the
Forms menu and choose
Ordering Information.
1.
Click Next.
The last dialog of the ProVenture Invoices Setup Wizard opens.
2.
Click Finish.
Customizing the Invoices
When the ProVenture Invoices Setup Wizard closes, the Invoice page
displays the selected invoice design.
The columns in the Line Item area are configured and labeled for a
product and service type business. Only one sales tax column is shown.
Click the Customize tab to display the Customize page.
In the Customize page, you can personalize your invoice format:
•
Add clipart for your logo.
•
Edit your return address.
•
Change the titles on the forms.
•
Change the width of the columns.
•
Add border lines.
•
Change the fonts.
•
Add a message to the bottom of invoices, estimates, and statements.
You can also choose from MySoftware’s professionally-designed forms.
For information about choosing a pre-printed form, see the online help.
In this tutorial, you will rename the column headings, resize the columns,
add a clipart logo, choose the fonts that are printed on the invoice, and
add a message to print on the bottom of every invoice.
Customizing the Column Headings
1.
Click the Add/Remove Columns button to open the Add/Remove
Columns dialog.
The marked check boxes in the Add/Remove Columns dialog
represent the columns that display and print on your invoice.
Cleared check boxes do not display or print.
2.
Click the check boxes in the General Information Block to mark or
clear them:
•
Mark PO Number, Terms, Customer #, Service Rep., and
Project.
•
Clear Code.
3.
Click the check boxes in the Line Item Area to mark or clear them:
•
Mark Date, Code, Quantity/Hours, Price/Rate, and Tax.
•
Clear Dept., Discount, and Tax2.
The Description and Amount columns are required and cannot be
removed from the invoice.
4.
Click OK.
The column selections are displayed in the Customize page.
5.
Click in the Project column heading in the General Information
Block.
6.
Click and drag to highlight the name.
7.
Type Ship Via.
Changing the Width of the Columns
You can click and drag the vertical lines between column headings to
resize the columns.
1.
Place the cursor over the vertical line between Price/Rate and Tax
column headings. The cursor changes to a double-headed arrow.
2.
Click and hold the mouse button down as you drag the cursor to the
right to reduce the width of the Tax column.
When you pause the cursor over
the vertical line between column
headings, it changes to a doubleheaded arrow.
3.
Release the mouse button.
4.
Reduce the size of the Price/Rate and Quantity/Hours columns in
the same manner.
5.
Click and drag the vertical line on the right side of the Code column
heading to the right. Do the same to widen the Date column.
Adding the Logo
Clipart is placed in the Logo box and printed on the left side of your
return address.
1.
Click the New button to open the Select Image dialog.
2.
Insert the Invoices CD in your CD-ROM drive.
3.
Choose your CD-ROM drive from the Drives drop-down list.
4.
Open the Tutorial folder on the CD.
5.
Choose NoBugs.bmp from the File name list to view a preview of
the clipart.
6.
Click OK.
Logo Box
Invoices can read BMP,
RLE, DIB, TIF, PCX, DCX,
WPG, JPG, IMG, TGA,
WMF, and EPS graphic
formats (LZW encoded TIF
files are not supported).
The T-Maker ClickArt images included with Invoices are in a directory
called Clipart. Additional clipart is stored in the Clipart directory on the
Invoices CD.
To reduce the size of your invoice file, Invoices saves the location of
your graphic file instead of saving the clipart logo itself. For example,
since the graphic you are using is on a CD, you must have the CD in
your CD-ROM drive to view or print the logo.
Changing the Fonts
Fonts
1.
Click the Fonts button on the bottom of the Customize page to open
the Fonts dialog.
Fonts can be selected for three different areas of your invoices:
•
Title refers to the name (like “Invoice”) that is printed at the top
of the page.
•
Headings includes the return address, Ship To and Bill To
headings, column headings, and the data in the General
Information fields.
•
Data refers to the text in the Ship To and Bill To boxes,
product and service descriptions, pricing, taxes, and totals.
2.
Choose Arial and 30 point from the Title drop-down lists.
3.
Choose Arial and 9 point from the Headings drop-down lists.
4.
Choose Times New Roman and 10 point from the Data drop-down
lists.
5.
Click OK.
The return address uses the same font and size as the Headings area. The
first line of the return address is printed in a slightly larger font size.
NOTE: To increase the speed of the program, the selected fonts do not
display in the Customize page. To view the fonts, enter customer
information into an invoice or estimate, then open the File menu and
choose Print Preview.
Adding a Message to the Bottom of Every Invoice
1.
Global Message
Click the Global Message button near the bottom of the page to
open the Global Message dialog.
There are three tabs in this dialog. You can enter separate messages
for your invoices, estimates, and statements.
2.
Click the Invoice Message tab near the top of the Global Message
dialog.
3.
Click in the edit box and type Thank you for doing
business with X-Terminators!
4.
Click and drag your cursor across the entire sentence to highlight it.
5.
Choose Arial and 12 point from the font name and size drop-down
lists.
6.
Click the Bold, Italic, and Center Text buttons to select them.
7.
Click OK.
NOTE: The message does not display in the Customize, Invoice, or
Estimate pages. To view the message, enter customer information into an
invoice or estimate, then open the File menu and choose Print Preview.
Saving Your Form Design Changes
1.
Click the Invoice tab.
The Form Design Changed dialog opens with design-update options.
2.
Click OK to apply your changes to all future invoices.
The Invoice page displays the changes you made.
Designing the Invoice Format 32
Overview
Once your invoice form is designed, you can write and print invoices to
send to your customers. In this chapter, you will write an invoice and
print it on plain paper. You will also learn how to print an envelope to
mail this invoice to the customer.
Writing the First Invoice
To view the Invoice page,
click the Invoice tab.
In the Invoice page, you will enter the customer’s billing and shipping
addresses, edit the General Information fields, enter product and service
descriptions, set tax rates and discounts, and add a personal message that
will print only on this invoice.
Entering the Customer Address Information
Enter the customer address information in the Bill To and Ship To
boxes. The fields in these boxes are shown in brackets.
New Invoice
1.
Open the Edit menu and choose New Invoice or click the New
Invoice button in the toolbar to display a blank invoice with today’s
date.
2.
Click on the First Name field in the Bill To box.
The cursor is placed on the left side of the field, and the field name
is removed from the display.
3.
Type: Alexander, then press TAB to move the cursor to the Last
Name field.
4.
Type: Douglas, then press TAB.
Writing and Printing an Invoice • 33
5.
Type the following information into the rest of the fields:
In this field…
Type…
Company
The Achiever Group
Address1
515 Taurus Court
Address2
Suite 10
City
San Jose
State
CA
ZIP Code
95118-5891
Press TAB or ENTER to move from field to field. To move to the
previous field, hold the SHIFT key down and press TAB.
Duplicate
6.
Click the Duplicate button between the address boxes to copy the
billing address to the Ship To box.
Editing the General Information Fields
The General Information Fields are located just below the Bill To and
Ship To boxes.
1.
Click on the editable field below PO Number in the General
Information Fields.
2.
Type 106897 in the PO Number box, then press TAB.
The cursor moves to the Terms box.
3.
Type Net 30, then press TAB.
4.
In this field…
Type…
Customer #
LE388
Service Rep.
Hap
Ship Via
Our Truck
Entering the First Line Item
The first line item is a product description that does not require an entry
in the Date column.
1.
Click in the Code column of the first line of the Line Item area.
2.
Type 212257, then press TAB.
The cursor moves to the Description column.
3.
Type Lady Beetles (1000), then press TAB.
4.
In this field…
Type…
Quantity/Hours
3
Price/Rate
12.95
5.
Click in the Tax column to mark it with a
item.
6.
Press TAB.
, since this is a taxable
Invoices calculates the Amount by multiplying Quantity times Price.
Entering the Second Line Item
The second line item is a service description with more than one line of
text in the Description column. As you type in this column, the text
automatically wraps to the next line.
1.
Click in the Date column of the second line of the Line Item area.
2.
Type today’s date, then press TAB to move the cursor to the Code
column.
3.
Type 199163, then press TAB.
The cursor moves to the Description column.
4.
Type IPM Seminar B (Includes the use of
beneficial insects to combat common pests.)
When you reach the end of the first line, a box opens for you to
continue typing the description.
5.
Press TAB twice to move the cursor to the Quantity/Hours column.
6.
In this field…
Type…
Quantity
1
Price
44.95
previous field, hold the SHIFT key down and press TAB. You may
need to press TAB twice to move out of the Description column.
Leave the Tax column unmarked, since this item is not taxable. Invoices
calculates the Amount by multiplying Quantity times Price.
There is more text in the Description column than can be displayed in
one line. To view the entire contents of the field, click in the Description
column and press an ARROW key on your keyboard. Press TAB twice to
close the edit box and move to the next field. Although not all of the text
displays, it will all print when you print the invoice.
Adding a Discount Rate
You can add a discount line to your invoice.
Double-click here to edit
the discount rate.
1.
Open the Edit menu and choose Add Discount to add a discount
line below the last item you entered.
2.
Double-click in the Description field of the discount line to open
the Customer Discount dialog.
3.
Double-click in the Percent discount to apply box to highlight the
current entry, then type 15.
4.
Click OK.
The new 15% discount rate displays on the invoice.
Invoices calculates the amount of the discount by adding the Amount
columns in the previous lines, then multiplying this subtotal times the
discount rate.
Changing the Tax Rate
You can edit the tax rate on an invoice. The tax rate is located in the
Totals box below the line items.
In the Totals box, the Amount columns are added together, and the
discount is subtracted, then the result is displayed in the Sub Total line.
The Sub Total and Tax are added together, and the sum is displayed in
the Total line.
The Tax line shows the name of the tax, the tax rate, the taxable amount,
and the tax. The tax rate shown is 7.75%, as you entered in the wizard.
1.
Double-click in the tax rate box to highlight the current rate.
2.
Type 8.25.
3.
Press TAB.
The tax rate is multiplied times the taxable amount (less any discount),
then the result is displayed in the Amount column of the Tax line.
In this case, only the first line is taxable. The amount to tax is computed
by subtracting the 15% discount from the Amount column of line one.
Adding a Personal Message to This Invoice
The following message will only print on this invoice.
1.
Click the Message button near the bottom of the page to open the
Invoice Memo dialog.
You may need to use the scroll bar on the right side of the Invoice
page to scroll down and display the Message button
2.
Click in the edit box and type Your XT Club discount has
been applied to this invoice.
3.
Click and drag your cursor across the entire sentence to highlight it.
4.
Choose Arial and 12 point from the font name and size drop-down
lists.
5.
Click the Bold, Italic, and Center Text buttons to select them.
6.
Click OK.
The message is displayed below the discount line.
Printing the Invoice
To print this invoice, you will choose your printer, then print the invoice
on a plain piece of 8 ½" x 11" paper. You will then print a #10 envelope
for the invoice.
1.
Open the File menu and choose Print > Print Invoice to open the
Print Invoice dialog.
2.
Click the Name drop-down list and choose the printer you want to
use to print this invoice.
The printer you choose becomes the default printer for invoices.
You can choose different default printers for invoices, estimates,
statements, packing slips, and envelopes.
3.
Choose Current Invoice in the Print Range box.
4.
Click OK to print the invoice.
Printing the Envelope
You can mail your invoices in the double-windowed envelopes available
from MySoftware, or print the customer’s address on an envelope.
1.
Open the File menu and choose Print > Print Envelope to open the
Print Envelope dialog.
2.
use to print this envelope.
The printer you choose becomes the default printer for envelopes.
3.
Choose Douglas, Alexander - The Achiever Group from the
Customer Name list.
4.
Choose Envelope #10 4 1/8 x 9 1/2 in from the Paper Size dropdown list.
5.
Insert a #10 envelope in your printer according to your printer’s
instructions.
6.
Click OK to print the return address and billing address on the
envelope.
If the information is printed sideways on the envelope, you may
need to change the printer orientation. To change the orientation,
open the Print Envelope dialog and click Properties (see your
printer’s documentation).
NOTE: The addresses used in this tutorial are fictional.
Overview
Invoices automatically builds a Customer List and a Product List as you
write your invoices. When you type an invoice, the information is
automatically filled in from these lists when a match is found.
This section of the tutorial introduces you to the Customer List and the
Product List. Then it takes you through the steps of importing a database
into your Customer File. Lastly, it shows you how to restore the files
from a backup. The backup file for the tutorial is on the Invoices CD.
CAUTION: If you have already begun using Invoices (other than for
this tutorial) and have not made a backup of your files, you need to open
your invoice file and make a backup of it before starting this section (see
“Backing Up Your Current Files” on page 18).
Importing the Tutorial Files • 41
Viewing the Lists
The customer and product information you entered in the invoice are
displayed in the Customer List and the Product List.
Viewing the Product List
Click the Product tab.
The information you entered for the IPM Seminar B and the Lady
Beetles are shown on separate lines in the list. The list is arranged
alphabetically by description.
Viewing the Customer List
Click the Customer tab.
The address information for the customer you entered on the invoice is
displayed.
Importing a Customer List
If you already have a database with your customer information, you can
save yourself a lot of retyping by importing the database into the
Invoices Customer List.
In this section, you will import a customer list from a text file on the
Invoices CD. First you will select the file, then you will map the import
fields from the text file to the field names used by Invoices.
Selecting the Import File
1.
Open the File menu and choose Import Customer List.
The Open dialog displays to help you locate the file you want to
import.
For a list of file types you
can import, see “Importing
a Customer Database File”
in the online help.
2.
Click the Files of type drop-down list and choose Text Files (*.txt).
3.
4.
Locate the Tutorial directory on the CD.
5.
Click the file named Address.txt to select it.
6.
Click Open.
Since you are importing a text file, the Use First Record for Field
Names dialog opens.
7.
Click Yes in this dialog, since the first record contains field names.
The Map Import Fields dialog opens with the names from the first record
in the import list.
Mapping the Import Fields
The import file contains billing address information only. In order for
Invoices to properly use the data in the import file, you must map the
field names in the import file to field names from Invoices. In the
Invoices Customer List, the billing address field names start with BT. To
simplify the process for this tutorial, the field names in the import file
match the field names used by Invoices.
For a list of the field names
used in Invoices, see “Field
Names in Map Import Field
Dialog” in the online help.
1.
2.
3.
Click the BTAddress1 field from the Fields in Import Database
list. The field names in this list are from the import file.
Click the BTAddress1 field from the Fields in Opened Invoice
File list. The field names in this list are from the Customer List.
Click the Map button, located between the lists to display the
pairing in the Mapped Fields list at the bottom of the dialog.
4.
Click the BTAddress2 field in the Import Database list.
5.
Click the BTAddress2 field in the Invoice File list.
6.
Click the Map button to list the new pairing below the first pairing
in the Mapped Fields list.
7.
Map the rest of the fields by selecting matching records from the
lists and clicking the Map button.
In this tutorial, all of the field names in the import file are the same
as those in the Customer List.
The Title field in the import file does not have a match to a
Customer List field name. Do not map this field. Invoices only uses
the data you map to field names in the Customer List.
If you need to remove a pairing from the Mapped Fields list, click
the pairing to select it, then click the Unmap button.
8.
Click OK to import the database.
This adds 49 records to your customer list. If your customer list was
empty when you started this tutorial, you now have a total of 50 records.
Loading the Tutorial Backup File
The backup file for this tutorial is in the Tutorial directory on the CD.
The information in the file contains the information from the previous
steps along with more data for you to work with.
The steps for loading this file are the same as you would use to restore
your files from your backup.
CAUTION: If you have already begun using Invoices (other than for
this tutorial) and have not made a backup of your files, you need to open
your invoice file and make a backup of it before starting this section (see
“Backing Up Your Current Files” on page 18).
1.
2.
Open the File menu and choose Restore from Backup to open the
Restore from Backup dialog.
3.
Click Browse, and locate the Tutorial directory on the CD.
To restore a file from a
backup, the original file
must be open.
For example, to restore the
tutorial files from the
backup file on the CD, you
need to have the Xterm.inv
file open.
If you do not have a diskette in your A drive, a message displays
telling you so. Click Cancel to open the Restore From dialog.
4.
Click the file named Xterm.bak.
5.
Click Open to return to the Restore from Backup dialog.
6.
Make sure the Invoices, Customers, and Products check boxes are
marked in the Restore From Backup dialog.
7.
Click OK to add the files to your hard drive.
Before your files are restored, a message displays to remind you that
all of the information in your current files will be replaced by the
backup files.
8.
Click Yes.
Editing the Customer List and
Product List
Overview
As you use Invoices, you may need to make changes to the Customer
List and the Product List. This chapter takes you through the steps of
editing these lists.
Editing the Customer List
The Customer Page displays a list of customers on the left and the
contact and billing information for the selected customer on the right. In
this section you will add the fax number for a customer and change the
Repeat Billing options for your customers.
1.
Click the Customer tab.
2.
Scroll through the Customer Name list on the left side of the dialog
until you find: Lackey, Sylvia - Sylvia’s Gardens.
3.
Click on this name to display the customer information on the right.
4.
Click in the Fax box and type (408) 555-5225.
If you have a fax modem installed, you can copy the fax number from
your customer list and paste it into your fax program.
Editing the Customer List and Product List • 47
Changing the Repeat Billing Options
1.
Mark the Repeat Billing check box to allow repeat billing for this
customer.
2.
Open the Tools menu and choose Repeat Billing to open the Repeat
Billing dialog.
3.
Click the check boxes in the General Information Block to mark or
clear them:
4.
5.
•
Mark Terms, Customer #, Service Rep., and Ship Via.
•
Clear PO Number. The sixth field is dimmed and marked (not
in use).
Click the check boxes in the Line Item Area to mark or clear them:
•
Mark Taxes, and Customer Memo.
•
Clear Line items.
Click OK.
Every time you write a new invoice for a customer that has the Repeat
Billing option marked, the information selected in the Repeat Billing
dialog from the customer’s previous invoice is copied into the new
invoice. An example of this behavior is shown in the “Sending an
Estimate” chapter of this tutorial starting on page 50.
Editing the Product List
The Product page displays the products and services from your invoices.
In this section you will change the price of a product.
1.
Click the Product tab.
2.
Click on the word Description in the column headings to sort the
Product List in descending order (Z to A) by description.
3.
Locate Preying Mantid Egg Case in the list.
4.
Click in the Price column in this line.
5.
Change the price to 2.50.
When you write a new invoice for this product, the Price/Rate column
will be automatically filled in with this price. Invoices that are already
written are not changed.
Sending an Estimate
Overview
You can send estimates to your customers. When a customer accepts the
estimate and places the order you can convert the estimate to an invoice.
In this chapter you will first write and print an estimate, then you will
convert the estimate to an invoice.
Writing and Printing the Estimate
Writing an estimate is essentially the same as writing an invoice. As you
type, the Customer List and Product List are searched. When a match is
found, the fields are filled in from the lists.
Sending an Estimate • 50
Entering the Customer Information
New Estimate
1.
Click the Estimate tab.
2.
Open the Edit menu and choose New Estimate, or click the New
Estimate button in the toolbar.
A blank estimate is displayed with today’s date.
3.
Click in the First Name field of the Bill To box.
4.
Type Polly.
The Bill To and Ship To boxes automatically fill in with Polly Isaac’s
information from the Customer List.
Click in a General Information field. The General Information fields
automatically fill in. The data for these fields is copied from the last
invoice written for this customer.
Entering the Product and Service Information
The product and service descriptions are saved in the Product List. You
only need to type a few letters in the Description column, then you can
choose the description from the list.
1.
Click in the Description column of the first line of the Line Item
area.
2.
Type Bac.
3.
Click the arrow on the right side of the column to view the dropdown list.
4.
Choose Bacillus thurengiensus v. kurstaki (16 oz.) from the list.
There is no need to type in the entire description line.
5.
Press TAB to move to the Quantity/Hours column
The line automatically fills in with the product identification
information and the unit price.
6.
Type 1 in the Quantity/Hours column, then press TAB.
7.
Click in the Description column of the next line.
8.
Type Bt.
The rest of the description line automatically fills in since there is
only one description in the Product List that starts with Bt.
9.
Press TAB to move to the Quantity/Hours column.
The line fills in with the code number and the hourly rate.
10. Type 2 in the Quantity/Hours column, then press TAB.
Invoices calculates the Amount for each line by multiplying Quantity
times Price, then totals the estimate. A discount line is also added to the
line item area, since a discount is entered for this customer in the
Customer List.
Editing the Personal Message
The personal message is copied from the last invoice written for this
customer. You will need to change the word invoice to estimate.
1.
Click the Message button to open the Invoice Message dialog.
2.
Double-click on the word invoice to highlight it.
3.
Type estimate.
4.
Click OK.
Printing the Estimate
1.
Open the File menu and choose Print > Print Estimate to open the
Print Estimate dialog.
2.
use to print this estimate.
The printer you choose becomes the default printer estimates. You
can choose different default printers for invoices, estimates,
3.
Choose Current Estimate in the Print Range box.
4.
Click OK to print the estimate.
Converting the Estimate to an Invoice
You can easily convert an estimate to an invoice using Invoices.
Create Invoice
1.
Click the Estimate tab.
2.
Be sure the estimate you want to convert is displayed.
3.
Click the Create Invoice button at the bottom of the Estimate page.
The Invoice page opens and a new invoice is created with today’s date
and all of the information from the estimate. You can edit the invoice if
you need to. For example, you may need to enter a purchase order
number and change the message printed on the invoice.
The estimate remains unchanged. To view it, click the Estimate tab.
Recording a Payment
Overview
When a customer sends a payment to you, you can apply the payment to
unpaid invoices.
In this chapter you will enter a payment on account for a customer, then
apply it to unpaid invoices. An overpayment will be shown as a credit.
You will then enter a negative payment for the credit as if you issued a
refund check for the overpayment.
Applying a Payment to Invoices
When you enter a payment, Invoices automatically applies the payment
to the oldest unpaid invoice for the customer. Any overpayment is saved
as a credit for you to apply to the next unpaid invoice. You can also enter
a negative payment.
1.
Click the Payment tab.
2.
Click in the Customer drop-down list and choose Dale, Bennie Dale’s Landscape Maintenance.
All of the unpaid invoices for the selected customer are listed in the
Invoices box.
Recording a Payment • 54
3.
Click in the Payment column of the Enter a payment box and type
150, then press TAB to move the cursor to the Check/Card#
column.
4.
Type Check #944.
The payment is assigned to invoices in the Distribution column of
the Invoices box.
5.
•
$37.17 is applied to invoice number 1056.
•
$75.78 is applied to invoice number 1082.
•
$37.05 is displayed as a credit at the end of the list.
Click Apply Payment to apply the payment distribution to the
invoices and clear the Distribution column.
For information about changing which invoices a payment is applied to,
see “Apply the Payment to Invoices” in the online help.
Applying a Negative Payment
1.
Click in the Payment column of the Enter a payment box and type
-37.05 (make sure you enter a minus sign), then press TAB.
2.
Type Overpayment in the Check/Card# column.
The negative payment is applied to the credit in the Distribution
column.
3.
Click Apply Payment.
The credit is removed from the list.
Viewing a Record of Payment Entries
1.
Click Payment History to open the Payment History dialog.
The Payment History dialog lists all payment entries for the selected
customer.
2.
Click OK to close the Payment History dialog.
Recording a Payment • 55
Overview
Invoices allows you to print several types of reports to help you keep
your business operating efficiently.
In this chapter you will view an Accounts Receivable Report, then you
will filter and print the Accounts Receivable Report.
Selecting Reports
Reports
To view the Reports dialog, open the View menu and choose Reports, or
click the Reports button in the toolbar.
The names of the reports are
displayed as icons on the
left side of the Reports
dialog. The selected report
displays on the right. The
menus and toolbar at the top
of the dialog help you to
navigate, print, and
customize a report.
Viewing and Printing Reports • 56
Viewing an Accounts Receivable Report
1.
2.
3.
4.
5.
6.
7.
Zoom
Navigation
Click the Receivables folder on the left side of the dialog to open
the folder.
Right-click on the Accounts Receivable icon and choose
Customize from the shortcut menu to open the Accounts Receivable
Properties dialog.
Click the Date tab.
Click on the Dates drop-down list, scroll to the end of the list, and
choose Custom Dates.
Click in the From box and type 04/01/1996, then press TAB.
The cursor moves to the To box.
Type 06/30/1996.
Click OK.
The Accounts Receivable report is displayed on the right side of the
dialog. Payments received in the second quarter of 1996 are displayed by
invoice and subtotaled by customer and month.
To change the magnification of the display, open the View menu and
choose Zoom, or click the Zoom button in the toolbar. There are three
levels of magnification available.
To view areas of the report that do not fit in the display, use the scroll
bars on the bottom and right sides of the report view box.
To view the other pages of the report, use the navigation buttons in the
toolbar.
Printing a Report
Print
Print the displayed report directly from the Reports dialog by clicking the
Print button in the toolbar at the top of the dialog. In this section you
will filter the Accounts Receivable report by a single customer, then
print the report.
Filtering the Accounts Receivable Report
1.
Click the Receivables folder to open it, if it is not already open.
2.
Right-click on the Accounts Receivable icon and choose
Customize from the shortcut menu to open the Accounts Receivable
Properties dialog.
3.
Click on the Transactions tab.
4.
Choose Herschel, Rashie - Bay Area Rail Lines from the
Transactions For drop-down list.
5.
Click OK.
The Accounts Receivable Report displays the amounts owed by Bay
Area Rail Lines for the second quarter of 1996.
Printing the Accounts Receivable Report
Once you have the Accounts Receivable report displayed, you can print it.
Print
1.
Open the Report menu and choose Print, or click the Print button in
the toolbar, to open the Print Setup dialog.
2.
Choose the printer you want to use for the report from the Name
drop-down list.
3.
Choose Portrait orientation for this report.
4.
Click OK to print the report.
Exiting the Reports Dialog
Exit
To exit the Reports dialog, open the Report menu and choose Exit, or
click the Exit button.
Overview
After viewing reports, you might want to send statements to customers
who owe you money.
In this chapter, you will print a statement of outstanding invoices for a
customer.
Printing the Statement
The Print Statement dialog allows you to select the customer or
customers you want to send statements to. You can also choose to
include only invoices dated before a specified date in the printed
statements.
The Print Statement dialog allows you to choose a printer, choose a preprinted form to print on, choose the customers, indicate how many
copies of each statement to print, and choose to print statements for
unpaid invoices up to a specified date.
You can also open a dialog to set the print margins (see “Setting the Print
Margins” in the online help) or align your printer (see “Aligning Your
Printer” in the online help).
To print envelopes for your statements, see “Printing the Envelope” on
page 40.
Printing a Statement • 60
To print the statement:
1.
Open the File menu and choose Print > Print Statement to open the
Print Statement dialog.
2.
Click the Name drop-down list and choose the printer for printing
this statement.
The printer you choose becomes the default printer for statements.
3.
Click One Customer in the Customer Range box.
4.
Choose Herschel, Rashie - Bay Area Rail Lines from the One
Customer drop-down list.
5.
Choose Plain Paper Statement from the Statement Form dropdown list.
6.
Mark the Print invoices dated on or before check box.
7.
Click in the date box and type 06/30/1996.
8.
Click OK to print the statement.
Printing a Statement • 61
Overview
After you have written a lot of invoices and estimates, your file will get
very large. Reducing the number of invoices and estimates in your file
can speed up sorting and finding.
To make the invoices file more manageable, you can remove the old
invoices and estimates from your file. Invoices only removes invoices
that have a zero balance. You can also choose to remove voided invoices
and old estimates.
Since the invoices and estimates will be deleted from the file, it is a good
idea to backup your files before removing the old invoices and estimates
(see “Backing Up Your Current Files” on page 18).
In this chapter you will remove all of the estimates and paid invoices
dated before January 1, 1996. Since you do not need to restore these files
to their current state, you do not need to back up the files in this tutorial.
Removing Old Paid Invoices • 62
Removing the Invoices and Estimates
The Remove Invoices dialog allows you to choose which invoices or
estimates to remove.
1.
Open the Tools menu and choose Remove Invoices to open the
Remove Invoices dialog.
2.
Mark the Old Paid Invoices check box if it is not already marked.
3.
Mark the Old Estimates check box if it is not already marked.
4.
Clear the Void Invoices check box if it is marked.
5.
Click in the Remove only those dated before box and type
01/01/1996.
6.
Click OK.
All of the old paid invoices and old estimates from 1995 are removed
from the file. Unpaid and voided invoices are not removed.
Removing Old Paid Invoices • 63
Overview
When you started this tutorial, you were instructed to backup your
invoice files. Now that you have completed the tutorial, you will want to
restore your files to your hard drive. This will overwrite the Customer
List and Product List used in this tutorial.
You can backup your files and reload the tutorial files from the CD at
any time. For example, you might want to use the tutorial files to practice
a procedure from the online help.
If you did not have files to backup, you can erase the tutorial data by
restoring using the Empty.bak file in the Tutorial directory on the
Invoices CD (see “Restoring from Empty.bak” on page 65).
Restoring from a Backup
The Restore from Backup dialog allows you to select the backup file and
choose which files to restore. You will select the backup file you made at
the start of this tutorial and overwrite the Product List and Customer List
from the tutorial on your hard drive.
If you did not backup your files before starting this tutorial, see
“Restoring from Empty.bak” on page 65.
Restoring Your Files • 64
Restoring from Your Backup
1.
Open the File menu and choose Open File.
2.
Choose your invoice file from the list in the Open dialog.
3.
Click Open.
The tutorial file closes and your invoice file displays on your screen.
4.
Insert the diskette that you saved your backup on into your disk
drive.
5.
Open the File menu and choose Restore from Backup.
6.
Click the Browse button and locate your backup file.
If you saved your backup on a diskette, choose drive A.
7.
8.
Make sure all three check boxes in the Restore from Backup dialog
are marked.
9.
Click OK.
10. Click Yes in the reminder message to restore your files to your hard
drive.
Restoring from Empty.bak
Restoring from Empty.bak will delete the data in your Customer List and
Product List.
1.
Open the File menu and choose New File.
2.
Type Empty in the File name box.
3.
Click Open.
The tutorial file closes and the ProVenture Invoices Setup Wizard
displays.
4.
Click Cancel to close the wizard.
5.
6.
Open the File menu and choose Restore from Backup.
7.
Click the Browse button and locate Empty.bak in the Tutorial
directory on the Invoices CD.
8.
9.
Make sure all three check boxes in the Restore from Backup dialog
are marked.
10. Click OK.
11. Click Yes in the reminder message to overwrite the tutorial files on
your hard drive.
Restoring Your Files • 65
Learning More About Invoices
Overview
This tutorial has shown you how to design, write, and print invoices and
estimates. You have learned how to print statements, and use the
reporting, and file backup features of Invoices.
The online help has more extensive information about each of the
features mentioned in this tutorial, as well as many other features.
Learning About Other Features of Invoices
The tutorial helped you learn about most of the features of Invoices. The
online help contains information about all of the features of the program.
Some of the other features that you may find useful include:
Designing and Customizing Invoices
•
Choosing a Pre-printed Form
•
Changing the Tax Names and Rates
•
Adding an Aging Statement
Writing Invoices and Estimates
•
Changing the Invoice Number and Date
•
Entering Refunds, Credits, or Shipping Charges
•
Deleting Line Items
Recording Payments
•
Applying Payments to Specific Invoices
•
Applying Credits
•
Removing a Payment
Learning More About Invoices • 66
Printing Invoices, Estimates, and Statements
•
Setting the Print Margins
•
Aligning Your Printer
•
Printing Packing Slips
•
Previewing the Invoices or Estimates
•
Sending by Fax
Printing and Viewing Reports
•
Customizing the Reports Dialog
•
Renaming a Report
•
Exporting a Report
Managing Your Invoices
•
Viewing the Register
•
Sorting the Register
•
Finding a Specific Invoice or Estimate
•
Selecting Invoices or Estimates in the Register
•
Voiding Invoices and Estimates
•
Deleting Invoices and Estimates
Managing Your Customer List
•
Adding or Deleting a Customer
•
Entering Discount and Credit Information
•
Documenting Account Activity
•
Duplicating Information on New Invoices
Managing Your Product List
•
Adding or Deleting a Product and Service
•
Finding a Product or Service in the List
Managing Your Files
•
Transferring or Deleting Files
•
Using Invoices with Other Programs
To learn more about these features, see the online help.
Navigating the Online Help
The online help for Invoices offers many features to help you find the
information you need.
To view the online Help topics, open the Help menu and choose
Invoices Help Topics. This opens the Help Topics dialog.
Use the following navigation tools to find the help topics you want:
The Contents tab is like the table of
contents in a book.
Double-click on a
icon to see the topics
that are listed underneath it.
To view a topic, double-click on a
icon.
The Index and Find tabs in the Help Topics dialog can help you refine
your search for a help topic.
The Index tab in the Help Topics window
works like the index in a book.
Enter the word or phrase you are looking
for in the box at the top.
To view a help topic, double-click on the
index entry in the list.
The Find tab lets you search for words
and phrases in the help file. This is
particularly useful if you know the
word you need, but are having trouble
finding the information.
Enter the word or phrase you are
looking for in the box at the top.
To view a help topic, double-click the
topic in the list at the bottom.
Select a topic from the Help Topics dialog, or click a Help button in a
dialog, to open the main help window. The Help toolbar that is displayed
at the top of the main help window also has some features that may be
useful.
The
button returns you to the
Help Topics dialog.
The
button takes you back to the
last topic you viewed.
The
button lets you print the
current help topic.
buttons allow
The
you to browse through related help topics
like you would browse through a chapter in
a book.
button lists some terms
The
used in the User’s Guide and the online help
that may be unfamiliar to you.
Helpful Hints and Troubleshooting
General Hints and Troubleshooting
Adding Finance Charges or Mark-up Rates
Adding a finance charge or mark-up rate is simply adding a percentage
to the subtotal on your invoice.
1.
Click in a new line on your invoice and enter a description of the
mark-up.
2.
Enter a decimal number in the Quantity column.
A 5% finance charge or mark-up rate would be entered as .05 in the
quantity column.
3.
Enter the invoice subtotal in the Unit Price column.
4.
Press TAB.
The invoice subtotal and total change to reflect the finance charge or
mark-up rate.
Keeping Invoices for More Than One Company
Invoices allows you to have as many different invoice files as you want.
Each file numbers its invoices independently of any other file. Reports
are generated for each file separately. However, the files share the same
Customer List and Product List. If your companies share this
information, you only have to edit it once. For example, if a customer
has a new phone number, edit the Customer List in one invoice file, and
that will edit it for all of the invoice files.
If you want to keep your Customer List and Product List separate for
each company, you can backup each file as you exit it, then restore each
file from backup before you start working on it (see “To Keep Separate
Files in Backups” on page 71).
Helpful Hints and Troubleshooting • 70
To Keep Separate Files in Backups
Suppose you have two companies named A and B. The first time you run
Invoices, name the first file A.
1.
Backup the file for company A, when you finish working with it
(see “Backing Up Your Current Files” on page 18).
2.
Create a new file and name it B.
3.
Delete the customers from the Customer List and the products from
the Products List (see “Editing the Customer List and Product List”
on page 47 and “Editing the Product List” on page 49).
4.
Backup the file for company B when you finish working with it.
When you want to work with company A again, open the invoice file,
then restore the files from the last backup (see “Restoring from Your
Backup” on page 65).
When you are done working with company A, make a new backup.
Tax Calculations
Some states or provinces require sales tax to be rounded up instead of
rounded to the nearest cent. For example, 6% of $2.22 is $0.1332.
Invoices rounds this up to $0.14. In some states and provinces, where
taxes are rounded to the nearest cent, this may result in occasionally
charging a penny more in taxes on an invoice or estimate.
To correct this for individual invoices or estimates, you can edit the
amount in the tax column.
If the Format of the Invoice Does Not Change…
The changes you make to your invoice and estimate design in the
Customize page only apply to new invoices and estimates, unless you
choose to apply them to the currently displayed invoice or estimate. To
prevent losing data or changing the computation of the taxes and totals,
existing invoices or estimates are not changed.
You can update the design of an invoice or estimate you are viewing in
the Invoice page or the Estimate page, or update a group of invoices or
estimates in the Register.
•
To update a displayed invoice or estimate, open the Tools menu and
choose Update Invoice Design or Update Estimate Design.
•
To update a group of invoices or estimates, select them in the
Register, then open the Tools menu and choose Update Invoice
Design or Update Estimate Design.
NOTE: You may not want to update the design of invoices or estimates
that have already been sent to your customers.
If Reports Do Not Print…
To print the reports in Invoices, you need to have a default printer
selected for Windows 95. To choose a default printer, see your Windows
95 documentation.
If Unbilled Invoices Appear in Reports…
When you write an Invoice with Invoices, the program treats the invoice
as if it were billed on the invoice date. If you want to write an order, but
not bill it until it ships, write the order in the Estimate page. When you
are ready to bill the order, convert the estimate to an invoice; the new
invoice will have the current date (see “Sending an Estimate” on page
50).
In some reports, data from voided invoices appear. To view the report
without the information from voided invoices, backup your files, then
remove the voided invoices from your invoice file. When you are done
with the report, restore your files from the backup.
•
For information about backing up your files, see “Backing Up Your
Current Files” on page 18.
•
For information about removing voided invoices, see “Removing
Old Paid Invoices” on page 62.
If Toolbar Buttons and Menu Items are Dimmed…
Whenever a toolbar button or menu item is not available for you to use,
that button or item is dimmed. For example, click the Customer tab,
then open the Tools menu. Void is dimmed, since you cannot void a
customer. You can void invoices and estimates in the Invoice page, the
Estimate page, or the Register.
If Colors Do Not Look Right…
Clipart that uses 256 or more colors may not display accurately on your
screen. Invoices uses the color palette of the original clipart to draw the
screen images, if your video driver will support it. If you only have a 16color video driver, only 16-colors will be displayed; check the
documentation that came with your video card and your monitor. You may
be able to change your system settings using the Windows 95 Control
Panel to display more colors (see your Windows 95 documentation).
Likewise, a picture will print on your invoices using the color palette of
your printer; if your printer has a 256 color palette, then a 256 color
picture will print accurately.
Screen colors are usually different than printed colors. The colors on
your monitor are created with red, green, and blue light, while the colors
on a printed page are created with dye or pigments. The best way to see
what the colors will look like on a printed invoice is to actually print one.
Printing Hints and Troubleshooting
Removing the Aging Statement from Invoices
An Aging Statement automatically prints at the bottom of your invoices,
unless you clear the Display Aging Statement check box in the
Customize page.
1.
Click the Customize tab.
2.
Clear the Display Aging Statement check box near the lower -left
side of the Customize page.
You may have to use the scroll boar on the right side of the page to move
the check box into view.
If the Logo Does Not Print…
Invoices saves the location of the clipart file that contains your logo
instead of saving the graphic with the clipart file. In order to view or
print the logo, the file must be available on your computer.
•
If you selected the clipart from a CD, be sure the CD is in your CDROM drive before printing.
•
If you have moved the clipart file to another directory, move it back
or import the logo again in the Customize page (see “Adding the
Logo” on page 30).
•
If you think you will move the clipart for your logo, you may want
to copy it into the Invoices program directory. The program
directory is the Invoices directory of the ProVenture directory in the
Program Files directory (c:\Program Files\ProVenture\Invoices).
If Color Does Not Print or Prints Incorrectly…
If you are having problems printing color, you may need to update your
printer driver. Check with the manufacturer of your color printer to make
sure you have the most current version of the printer driver.
Screen colors are usually different than printed colors. The colors on
your monitor are created with red, green, and blue light, while the colors
on a printed page are created with dye or pigments. The best way to see
what the colors will look like on a printed invoice is to actually print one.
If Colored Text Prints Black…
If you have applied a color to text on your invoice, when you use a black
and white printer, the colored text may be printed black instead of a
shade of gray. This is the way colored text is handled by some of the
printer drivers in Windows 95. Contact your printer’s manufacturer to
see if an updated driver is available that corrects this problem.
If Your Fax Modem Does Not Work…
If you are able to print an invoice, estimate, or statement, you should be
able to fax it with your fax modem. If you cannot send a fax from
Invoices, check to make sure you are using the correct fax number.
You also may have a problem with your fax driver. See the
documentation that came with your fax driver or contact the fax modem
manufacturer.
If Your Printer Driver Needs Updating…
If you need to update your printer driver, contact your printer’s
manufacturer. Many printer manufacturers have web sites where you can
download a driver. There are also a number of other places to help you
get current printer drivers:
•
Microsoft’s web site http://www.microsoft.com
•
Microsoft’s BBS 206-936-6735
•
Microsoft on CompuServe: type GO MSL
•
Microsoft customer support 1-800-426-9400
•
Local bulletin boards
•
Local dealers
File Maintenance Hints and Troubleshooting
If Empty Data Files Look Full in Explorer…
If you look at the size of a file using Windows Explorer, an empty data
file may appear to have data in it. This is due to the formatting
information contained in the file. The formatting information instructs
the file about the amount and type of data incorporated in the data file.
Since a data file contains this formatting information even when it
contains no data, it is larger than a truly empty file.
If you have removed invoices from your invoice file and noticed that the
file has not become smaller, this is due to the way the database handles
its cleanup activities. The invoices are retained in the file for a time, and
marked as deleted. When the database performs a cleanup operation, the
invoices are removed from the file.
If You Cannot Open an Invoice File…
If you have entered data in a data file and Invoices cannot access the
data, the file may be damaged or corrupted. Do not add any more data to
this file. A data file can become corrupted if a power surge or system
conflict occurs during a file writing operation.
1.
Copy the damaged files to a new directory using Windows Explorer
(see your Windows 95 documentation).
2.
Start Invoices and open a new file with the exact same name as your
old file (see “Creating the Tutorial File” on page 20).
3.
Restore the file from your last backup (see “Restoring from Your
Backup” on page 65).
Technical Support
If you cannot find answers to your questions in the online help or the
manual, you can contact technical support. See the back page of the
manual, the online help, or the Technical Support Policy card included
with the software for contact information, hours of operation, and other
details.
To receive support, you will need to have your serial number. Your serial
number can be found on the sleeve of your original Invoices CD or on
the label of the original diskette. If you entered the serial number when
you installed the software, start Invoices, then open the Help menu and
choose About Invoices. The serial number is displayed in the About
dialog.
Keyboard Shortcuts
You can access many of the commands in Invoices from the keyboard.
The most useful commands are listed below. Some of these shortcuts are
the same as for other Windows programs.
Working with text
Copy the highlighted text to the clipboard.
CTRL+C
Delete highlighted text
DELETE
Highlight to end of the line
SHIFT+END
Other shortcuts
View online help
F1
Open a new invoice
CTRL+I
Open a new estimate
CTRL+E
Enter a new customer record
CTRL+M
Enter a new product record
CTRL+P
Undelete
CTRL+Z
Open a file
CTRL+O
Create a new file
CTRL+N
Exit the program
ALT+F4
Glossary of Terms
Aging Statement
The Aging statement shows how long money has been owed to you. An
aging statement showing amounts owed by your customer can be printed
on the bottom of your invoices. You can also view an Aging dialog in
Invoices.
Backup
A backup is a copy of your files used to restore information to your
working files. Invoices prompts you to backup your files when you exit
the program.
Click and Drag
To click and drag, position the cursor where you want it, then hold the
mouse button down and drag the mouse across the mouse pad. Use this
action to resize columns and to highlight sections of text.
Clipart
Clipart refers to a graphic or picture created in another program that can
be placed on your invoice. Add clipart in the Logo box in the Customize
page of Invoices.
Clipboard
The Clipboard is where Windows 95 stores information or objects you
cut or copy. Objects in the Clipboard can be pasted into Invoices or other
programs. The contents of the Clipboard are overwritten each time you
cut or copy a new item.
Dialog
A window that opens in front of the main window is referred to as a
dialog. Dialogs help you perform a variety of tasks using Invoices.
Glossary of Terms • 77
Double-Click
When you click your mouse button very quickly twice in a row, you
double-click. You can use this technique in Invoices to select text for
editing or to open an invoice from the Register.
Drive Letter
Each of the disk drives on your computer is assigned a drive letter. For
example, your floppy-disk drive may be drive A, your hard-disk drive
may be drive C, and your CD-ROM drive may be drive D. To determine
what letter is assigned to a device, see your Windows documentation.
Drop-Down List
A drop-down list is a box that you click on to display a list of items that
you can choose from. Click the arrow on the right side of the box to
display the list, then click on an item in the list to choose it.
Description Drop-Down List
Editable Field
An editable field is a box or area on the screen where you can enter and
edit data using your keyboard. Most of these fields support a right-click
shortcut menu with editing options. Invoices has many editable fields in
the workbook pages and in the dialogs.
Export
Exporting is copying data from one program to another. You can export
reports to other program formats from the Reports dialog. Other
programs with ODBC support can use the information in the Customer
List and Product List without exporting from Invoices. See also ODBC.
Fax Driver
The fax driver is the software that allows Invoices to communicate with
your fax modem. Invoices can only use a fax modem if you have
installed a Windows 95 fax driver for it. Install a fax driver using the
Windows 95 Control Panel.
General Information Block
This group of fields is printed below the billing and shipping addresses.
You can include up to six columns and change the names of the column
headings using the Customize page.
Import
Importing is copying data from one program into another. You can
import customer data into Invoices by opening the File menu and
choosing Import Customer List.
Map Fields
Mapping fields is matching the field names from a database you import
to the field names that are used by Invoices. You need to map the fields
from a database you import, so that Invoices can use the information.
ODBC
Invoices supports Microsoft’s Open Database Connectivity (ODBC).
With this support, you can import customer information from any
database that also supports ODBC, or you can use the information from
your Customer List and Product List in another ODBC-supported
database.
Packing Slip
A packing slip is similar to an invoice. All of the information from the
invoice is printed on a packing slip, except for the price of the items,
taxes, and totals.
Pinfeed
Pinfeed refers to a type of printer. Sometimes these printers are called
“form feed” or “tractor feed.” Dot matrix printers and daisy wheel
printers are primarily pinfeed types.
Printer Driver
The printer driver is the software that allows Invoices to communicate
with your printer. Invoices can only use a printer if you have installed a
Windows 95 printer driver for it. Install printer drivers using the
Windows 95 Control Panel. See also Fax Driver.
Record
A record is a part of a database. If you were keeping track of Names,
Addresses, and Phone Numbers, each record would contain one Name,
Address, and Phone Number.
Right-Click
Usually a mouse controller has two buttons. In the standard setup of the
mouse, the button on the left is used for selecting items; the right button
is used for special functions. When you click the right mouse button
(right-click) in Windows 95, you can open a shortcut menu. See also
“Using Shortcut Menus” on page 15.
Shortcut Menu
A shortcut menu is a Windows 95 menu that pops up when you rightclick. To choose an item from a shortcut menu, left-click on the desired
menu item.
Sub-menu
The words at the top of the main window are menu headings. Within
some of the menus are sub-menus that open when you click an item in a
menu. For example, click on File to open the File menu, then point to
Print. A sub-menu opens with printing choices. Click on an item in the
sub-menu to choose it.
Index
A
accounts receivable report 57
adding
clipart 30
customers 67
discount 37
products or services 67
address
billing 33
return 22, 30
shipping 33
aging 66
aligning a printer 67
assigning fields 44
credits 66
customer discount 37
customer list
contact information 47
editing 47
importing 43
selecting a customer 47
viewing 42
customers
adding 67
credit limit 67
deleting 67
discounts 67
notes 67
customizing the Reports dialog 67
D
B
backup 13
billing address 33
buying forms 15, 26
C
Canadian taxes 25
changing headings 28
choosing a printer 39
choosing pre-printed forms 66
clipart 30
columns
adding and removing 28
resizing 29
contact information 47
create invoice 12
credit for payment 55
credit limit 67
date range 57
dating invoices and estimates 66
deleting
customers 67
estimates 63, 67
files 67
invoice line items 66
invoices 63, 67
products or services 67
deleting line items 66
description column 35
discounts 37, 67
duplicating invoices 67
E
Edit menu
Add Discount 37
New Estimate 51
Index • 81
New Invoice 12, 33
estimates
converting to invoice 53
dating 66
deleting 63, 67
duplicating 67
memo 52
message 32
new 51
numbering 66
printing 52
removing 63
exiting Invoices 13
exporting reports 67
F
faxing 67
File menu
Backup 13, 19
Exit 13
Import Customer List 43
New File 20, 65
Open File 65
Print > Print Envelope 40
Print > Print Estimate 52
Print > Print Invoice 39
Print > Print Invoices 12
Print > Print Statement 61
Print Preview 31, 32
Restore from Backup 45, 65
files
deleting 67
importing 43
transferring 67
finance charges 70
finding an invoice or estimate 67
finding products or services 67
fonts 8, 24, 31
Forms menu
Ordering Information 15, 26
G
general information block 28
getting help 16
global message 32
graphics 30
H
headings 23, 28, 31
help
helpful hints 70
online 16, 68
technical support 75
troubleshooting 70
Help menu
About Invoices 75
Invoices Help Topics 16, 68
I
importing a customer list 43
importing clipart 30
installation 8
invoices
creating from estimate 53
dating 66
deleting 63, 67
duplicating 67
memo 38
message 32
new 33
numbering 66
printing 12
removing 63
K
keyboard shortcuts 76
L
line items 35, 66
logo 30
M
mapping fields 44
margins 67
mark-up rates 70
memos 38, 52
messages 32
Microsoft support 74
multiple companies 70
N
naming reports 67
Index • 82
negative payments 55
new
estimate 51
file 9, 20, 65
invoice 12, 20, 33, 53
notes 67
numbering invoices and estimates 66
ProVenture Invoices setup wizard
11, 21
Q
quitting Invoices 13
R
O
online help 16, 68
opening a file 65
ordering information 15, 26
P
packing slips 67
payments
applying credits 66
applying to invoices 54, 66
credits 55
distribution 54
entering 54
history 55
negative 55
record of 55
removing 66
pictures 30
pre-printed forms 15, 66
printing
aligning 67
alignment 60
choosing a printer 39
envelopes 40
estimates 52
faxing 67
invoices 12, 39
margins 60, 67
packing slips 67
previewing 67
reports 58, 59
statements 60
troubleshooting 73
product list
editing 49
viewing 42
products or services
adding 67
deleting 67
finding 67
refunds 55, 66
register
finding 67
selecting invoices or estimates 67
sorting 67
viewing 67
removing
invoices 63
repeat billing 48
reports
customizing the Reports dialog 67
date range 57
exporting 67
filtering 58
printing 58, 59
renaming 67
selecting 56
viewing 56
requirements, system 8
return address 22, 30
running Invoices 9
S
sales tax 25, 66, 71
saving files 13
selecting customers for statements
60
selecting invoices or estimates 67
shipping address 33
shipping charges 66
shortcuts 76
starting Invoices 9
statements
message 32
status bar 16
supplies 15, 26
system requirements 8
T
tax
Index • 83
non-taxable items 36
rates 25, 37, 66
rounding 71
taxable items 35
technical support 75
toolbar 14
Tools menu
Invoice Setup Wizard 11, 21
Remove Invoices 63
Repeat Billing 48
Update Estimate Design 71
Update Invoice Design 71
Void 72
ToolTips 16
total 37
transferring files 67
troubleshooting 70
two tax rates 25
U
update estimate design 71
update invoice design 71
V
View menu
Reports 56
Status Bar 16
Toolbar 14
Zoom 57
void 67, 72
W
What’s This? help 16
wizard
ProVenture Invoices setup 11, 21
Z
zoom 57
Index • 84
Technical Support Policy
This policy replaces any previously published policies.
MySoftware is committed to providing customers with excellent technical support, and we
have trained representatives available to address questions and product issues. Technical
Support is available for an additional fee. Since MySoftware’s goal is to provide powerful,
low-cost software solutions, we have chosen not to include technical support costs in the price
of our software. However, we are happy to provide this service to those customers looking for
additional assistance.
RECOMMENDED STEPS BEFORE CONTACTING TECHNICAL SUPPORT Look in the online help (open the Help menu and choose Help Topics) or check the
Frequently Asked Questions (FAQs) in the Support section of our Web site
(http://www.mysoftware.com/proventure) for answers to your questions. Both the online help
and the Web site have information, such as helpful hints and last minute updates, that may not
be included in the manual.
BEFORE YOU CALL - Please have your credit card ready, the program running, and
your serial number available. Your serial number is printed on the diskette label or the CD
envelope. Also, if you received an error message while using the program, please provide the
exact wording of the message.
WHEN YOU CALL - Your call will be answered by an automated voice system. You will be
asked to enter your credit card number—this is done so that we can handle your call more
efficiently. Be assured, your credit card will not be charged until you reach a support
representative and begin describing your product issue.
SUPPORT PRICING - For current Technical Support pricing:
•
Call our Technical Support line at 510-273-2026. (Calls to our support lines are toll calls,
but this ensures we can keep our service prices as low as possible.)
•
Check the Technical Support Policy in the Support section of our Web site
(http://www.mysoftware.com/proventure).
Technical Support
510-273-2026
Technical Support Hours
Monday through Friday, 7:00 A.M. to 4:00 P.M. Pacific Time
(Holidays excluded)
This policy is subject to change without notice. Support services will be provided
according to the prices, terms, and conditions in place at the time the services are used.

Invoices

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