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Invoice Template

This chapter is intended to provide general information about the invoice template / workbook installed on your system. To get an in-depth look at the invoice template, see the chapter Customizing Invoice Template.

After installation, you will find a shortcut to the INVOICE.xls template under the Start -> (All) Programs -> OFFICE-KIT.COM -> Excel Invoice Manager menu. Click it to open the invoice template.

By default, in Windows 2000/XP the standard template file is stored in the installation folder of Excel Invoice Manager (\Program Files\Office-Kit.com\Excel Invoice Manager); In Windows Vista, this template is stored in a separated data file folder (\Users\<username>\Documents\My Excel Invoice Manager). However, you can move the template to anywhere in your system and create your own shortcut on the desktop. It is recommended that you create a backup copy of the template file before customizing it.

The invoice template contains 7 worksheets: Invoice, Sales Report, Customer Report, Product Report, Customer Statement, Sales Rep. Report, and Payment Report. As the names imply, the first worksheet is used to create, edit, and view invoices, and all other worksheets are used to create and edit reports.

Note: Don't rename the worksheets in the invoice template, as the name is the only identifier of a worksheet.

The Invoice Worksheet

The Invoice worksheet provides not only a What You See Is What You Get free invoice form to create and edit invoices, but also an interface for most of the system functionalities. There are 12 command buttons on the top of the worksheet. The left six buttons are targeted to the current invoice, and the right six buttons are targeted to the system. For example, if you click the Payment button, you are trying to add a payment for the invoice currently displayed.

Below is a screen shot of the invoice.xls template taken from Excel 2003, 1024 by 768 screen resolution.

(Click to enlarge)

For a comparison, here is another screen shot of the invoice.xls template taken from Excel XP, 800 by 600 screen resolution.

(Click to enlarge)

Button	Action
Clear & New	Clears the Invoice worksheet. The invoice date and ship date field will be set to the current date, and the Tax Rate, Sales Rep. Name, Ship Via, Terms will also be set to default values. You can set the default values by clicking the Settings button on the Invoice worksheet.
Save To DB	Saves the current invoice to the database. If the invoice # field is not filled in, or it is filled in but does not exist in the database, then it will be treated as a new invoice, and a new invoice # will be created automatically if needed. Otherwise, you are updating an existing invoice identified by the Invoice #.
Extract/Email	Creates a new workbook that contains only the current invoice. You can then email it to your customer, format it using various formatting tools, or save it to other formats, such as HTML, PDF, etc. If you check the Email invoice after extraction option on the Workbook Tab of the Settings window, it will create the email message automatically. For an example of the extracted invoice, see Figure .
Print	Prints the current invoice using the default print options. To customize your print options, click Excel menu File -> Page Setup or File -> Print. For an example of the printed invoice, see Figure .
Payment	Adds a payment for the current invoice.
View Detail	Displays the current invoice in an Invoice Edit window, where you can edit, void, delete the invoice, or manage the payment records for the invoice.
Customers	Displays a window to list all customers. (Figure )
Products	Displays a window to list all products. (Figure )
Invoices	Displays a window to list all invoices. (Figure )
Reports	Displays the Reports window, where you can create new reports. (Figure )
Settings	Displays the Settings window, where you can set various options to control how the system works. (Figure )
Help	Displays the help document.

There are also three buttons in the customer information area in the invoice.xls template.

Button	Action
Save As New Customer	Saves the customer information you entered as a new customer. This gives you a quick way to add customers when you are entering invoices. You can also use this button to create new customers using existing customer information. For example, click the customer selection button (the magnifier icon) to select a customer, modify the customer information as needed, and then click the Save As New Customer button.
View Customer Info	Displays a Customer Edit window to show the customer identified by the customer ID you entered. (Figure )
Same As 'Bill To'	Copies the address information in the Bill To section to the Ship To section.

The Report Worksheets

All report worksheets have a similar structure. Here is an example of the Sales Report worksheet.

(Click to enlarge)

On the top of the worksheet is a command bar where you will find five buttons to create new report, set visible columns, extract the report to a new workbook, print the report, and clear the current report worksheet.
Below the command bar is the print titles area. To view the details about the print titles, click Excel menu File -> Page Setup, and then select Sheet in Excel 2000 - 2003, or click Page Layout tab -> Page Setup group -> Print Titles in Excel 2007.
Below the print title is the report body that is known as Subtotal Report in Excel terms. By default, the subtotal report is grouped by the first column, and uses the SUM function to subtotal numeric columns.

For more information about reports, see the chapter titled Reports.

Note: The invoice.xls template is the standard invoice template included in all editions of Excel Invoice Manager. If you have a Platinum, Pro or Enterprise edition of Excel Invoice Manager, you can also download various pre-customized invoice templates from the member area.

Excel Invoice Manager Free Download and Try (5.13 MB)

Learn More Excel Invoice Manager Home What's New Difference between Editions Quick Start Introduction Before Using Invoice Template Working with Excel 2007 Installing / Upgrading Settings Workbook Taxes Misc Data Interface Database In-Cell Lookup Print Customers Creating Customer Editing Customer Customer Detail Products Creating Product Editing Product Product Detail Invoices Creating Invoice Editing Invoice Invoice Detail Payments Adding Payment Editing Payment Payment Detail Reports Generating & Printing Reports Setting Visible Columns Extracting Reports Common Tasks Using the Search Bar Using Data List Windows Importing Data into Excel Invoice Manager Networking Working with Form Properties File Free Invoice Form with Support for Incomplete Lines on Invoice Body Using Credit Note or Credit Memo Custom Fields Custom Fields - Overview Custom Invoice Fields - Tutorial Customizing the Invoice Template Customizing the Invoice Template Tutorial: Adding Extra Rows to Invoice Body Tutorial: Adding a Notes Field to Your Invoice Template Tutorial: Adding or Removing the "Same As Bill To" Button Tutorial: Adding a Clear button to the Report Worksheets Tutorial: Displaying Summary Information on Customer Statement Tutorial: Creating a Receipt Form Using Multiple-Line Address in Invoice Form Printable Invoice - Invoice Printing in a Flexible Way More Topics Registration and Services Reference

Online-Only Articles Billing Software Powered by Excel Buttons in the Template Don't Work Sample Invoice Template: Using handwriting Signature Sample Invoice Template: Using Drop-Down List Sample Invoice Template: Long Product Descriptions Sample Invoice Template: Using Line# as Product IDs How to: Password-Protecting an Invoice Template How to: Transferring Excel Invoice Manager to a New System How to: Removing Auto-created Macros from Your Invoice Template Creating a Packing Slip Template Modifying Standard Fields with Database Designer How Do I Replace the Product IDs with Line Numbers Invoice Template with Support for Product-Type Specific Tax Rates Editing Paid Invoices Working with Multiple Companies or Currencies Tutorial: Adding New Fields to Reports Sample Invoice Template: Displaying 'FREE' for Zero Values Customizing Header and Footer of Printed Invoices

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