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 thetemplate under the -> -> -> 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 (Installing / Upgrading for more information.) 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.); In Windows Vista and Windows 7, this template is stored in a separated data file folder ( . See
The invoice template contains 7 worksheets:, , , , , , and . 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
Theworksheet 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 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.
For a comparison, here is another screen shot of the invoice.xls template in Excel Invoice Manager 2.10.1014 taken from Excel XP, 800 by 600 screen resolution.
|Clear & New||Clears theworksheet. 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 button on the 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 invoice template 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 option on the Tab of the window, it will create the email message automatically.
Click to see an example of the extracted invoice.
|Prints the current invoice using the default print options.
To customize your print options, click Excel menu
or -> .
Click to see an example of the Printed Invoice
|Payment||Adds a payment for the current invoice.|
|View Detail||Displays the current invoice in anwindow, where you can edit, void, delete the invoice, or manage the payment records for the invoice.|
|Customers||Displays a window to list all customers. (Sample Customers window)|
|Products||Displays a window to list all products. (Sample Products window)|
|Invoices||Displays a window to list all invoices. (Sample Invoices window)|
|Reports||Displays the Figure)window, where you can create new reports. (|
|Settings||Displays the Figure)window, where you can set various options to control how the system works. (|
|Help||Displays the help document.|
There are also three buttons in the customer information area in the invoice.xls template.
|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 thebutton.|
|View Customer Info||Displays a Figure)window to show the customer identified by the customer ID you entered. (|
|Same As 'Bill To'||Copies the address information in the Bill To section to thesection.|
The Report Worksheets
All report worksheets have a similar structure. Here is an example of theworksheet.
- 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 -> , and then select in Excel 2000 - 2003, or click tab -> group -> in Excel 2007/2010.
- Below the print title is the report body that is known as 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.
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.