Both theworksheet and the form can be used to edit an invoice, although there are some significant differences between the two.
|Invoice worksheet||Invoice Edit form|
|Create new invoices||Yes||No|
|Add invoice items||Yes||No|
|Delete invoice items||Yes||Yes|
|Delete or void payment||No||Yes|
The Invoice Worksheet
Here is a screen shot of theworksheet.
It's easy to get started with theworksheet because it is based on the What You See Is What You Get (or WYSIWYG) paradigm. However, to be effective, there are still some important points you need to know.
- The button clears the worksheet. After clearing, the Invoice Date and Ship Date field automatically revert to the current date. The , , , are also set to their default values respectively. You can set these default values by clicking the button on the worksheet.
- To keep the command button area visible when scrolling the worksheet, it is frozen at the top-left cell of the invoice area.
- The worksheet is protected by default to avoid accidentally corrupting formulas. If you want to alter the protected contents such as the company name, logo and certain text labels, you can unprotect it by clicking Excel Menu -> -> in Excel 2000 - 2003, or by clicking tab -> group -> if you are running Excel 2007/2010. When you finish customizing the worksheet, it is strongly recommended that you return the worksheet to protected status to avoid accidental corruption of formulas.
- By default, the maximum number of invoice line items is 12. These lines must be filled, one by one,
with NO blank rows between them. For example, if you have three product line items, then they must
be keyed or entered into rows 1, 2, and 3. If you filled them into rows 1, 2, and 4, then only row 1
and 2 will be saved to the database. Because line 3 was skipped or left blank,
then Row 4 will be discarded without any warning.
An item is treated as blank if ANY of the following fields are empty or zero: Product ID, Product Description, and Line Total.
For an in-depth look at the invoice workbook, see the chapter titled.
The Invoice Edit Window
Thewindow allows you to edit most fields of an invoice, except the calculated fields, tax rate fields, shipping costs, and invoice items.
Here is a screen shot of theWindow.
|Save Changes||Saves the modified data to the database.|
|Edit in Excel||Displays the current invoice in Excel.|
|Void Invoice||Deletes the invoice from the Sales Record but keeps a copy in the database for reference.|
|Print Invoice||Displays the invoice in theworksheet and prints it, using default print options.|
|Email Invoice||Displays the invoice in Excel, extracts theworksheet as a new workbook, and creates a new email message to send the workbook to selected e-mail addresses.|
|Delete Invoice||Deletes the invoice record from the database. This will delete all payments and place all products back into stock (where applicable).|
|Refresh||Reload data from the database. This command is basically used in a network environment where multiple users open the same database. You can use this button to update or refresh data modified by other uses.|
Unlike theworksheet, the window shows you all the payments on the tab, where you can add new payments, remove or edit existing payments. To add a new payment, click the button. To remove or edit an existing payment, double click the payment record to open the window.