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Printable Invoice Template

- Document for Excel Invoice Manager

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This version of the document, "Printable Invoice Template", was written for Excel Invoice Manager, which was now renamed to Uniform Invoice Software. For the latest version of this document, please download Uniform Invoice Software.

Printing invoices is easy with the printable invoice form supported by Excel Invoice Manager that you can download and try for free. Once you fill out the blank invoice form, simply click the Print button on the Invoice sheet to print it out!

Besides that, Excel Invoice Manager also allows you to print invoices in the regular Excel way - you can print invoices by clicking Excel menu File -> Print in Excel 2000/XP/2003, or by clicking Office button -> Print in Excel 2007. You can also use the Print Preview feature of Excel to have a look at the printed invoice before it is actually printed.

The default invoice template

default invoice template
Default invoice template

Printed view

Printed invoice form - the standard invoice template
Printed invoice form 閳?the standard invoice template

To make the invoice form even more printable, Excel Invoice Manager also offers a group of options that help you control the printing process.

Print Dialog Tab

The Print dialog tab on the Settings window in Excel Invoice Manager offers additional options beyond what included in Microsoft Excel. To open the Print tab:

  1. Click the Settings button on the Invoice worksheet.
  2. Click Print.
Print automatically when Save To DB is clickedIf this option is checked, Excel Invoice Manager prints the current invoice automatically when you click the Save To DB button.

In the default process of creating an invoice, you first pick a customer, fill up products and services, click Save To DB to have the program generates an invoice number (invoice ID), and then click Print to print the current invoice. If the option "Print automatically when Save To DB is clicked" is checked, Excel Invoice Manager print invoice automatically so that you don't need to click the Print button again.

By default the option is unchecked.

New invoices onlyThis option is disabled by default. It is available only when "Print automatically when Save To DB is clicked" is checked.

If you check this option, "Print automatically when Save To DB is clicked" is applied to new invoices only. If you update an existing invoice, Excel Invoice Manager won't print it automatically.

Show Excel Print dialog box before printingDisplay Excel Print dialog box before printing. The Print dialog box allows you to select the printer to use, set the number of copies to print, etc.
Default printerBy default Excel Invoice Manager prints using your default printer set in Microsoft Excel or Windows. If you have more than one printer installed, and the printer for printing invoices is different from the default Windows printer, use this drop-down list box to select the printer for printing invoices.

The default printer you select here applies to Excel Invoice Manager only. It does not affect the default printer settings in Microsoft Excel or Windows


Print_Area and Print_Title

When you click the Print button on the Invoice worksheet, Excel prints out the center area of the invoice form, instead of the entire sheet. The printable area is identified by a range name Print_Area. So, if you don't want a cell (or a range of cells) to appear on the invoice form and printed invoices, you can simply move the cell or cells out of the printable area.

For example, let's say you don't want the cells oknBalanceDue and oknPayments and their corresponding labels, "Paid" and "Total Due" to appear on the printed invoices, you can move these cells out of the ,Print_Area by following the steps below:

  1. Unprotect the Invoice sheet if it is protected. (How?)
  2. Drag your mouse to select all the cells that you want to move. On the default (standard) template shipped with Excel Invoice Manager installer program, the area should be $M$37:$M$38.
  3. Push your mouse key on the border of the selected area, drag it and drop it on an unused area, say $R$37:$S$38.
  4. Now if you preview the printed invoice form, the 4 cells won't appear.
  5. Protect the Invoice sheet. (How?)

ActiveX controls added to the invoice templates, such as those buttons, images, can be customized in a similar way - The only difference is that to move or delete an ActiveX control, you need to switch to template to design mode. To find out how to switch to design mode, please see Customizing Invoice Template.

Generally you don't need to modify the settings of the Print_Area and Print_Titles range names. But if you need to do this, there are several ways to do it in Excel.

To create or set the print area:

  1. Unprotect the Invoice worksheet if it is protected.
  2. Drag your mouse to select the range that you want to print.
  3. Click Excel menu File -> Print Area -> Set Print Area in Excel 2000/XP/2003; if you are using Excel 2007/2010, go to the Page Layout ribbon tab, click Print Area in the Page Setup group, and then choose Set Print Area.

The above steps allow you to set only the Print_Area range. To set the Print_Title range, which is repeated on the top of every page when you print the form, go to the Page Setup dialog box:

  1. Click Excel menu File -> Page setup in Excel 2000/XP/2003, or click the Print_Titles command in the Page Layout ribbon tab in Excel 2007/2010.
  2. Click the Sheet tab.
  3. Specify the rows you want to repeat in the Rows to repeat at top box.
  4. Click OK to close the dialog box.

At some point you may need to delete the print area - i.e. to get rid of the special area designation, not the information contained within that area, so that, for example you can start again to define a new printable area. To do this:

  1. Choose Excel menu Insert -> Name -> Define in Excel 2000/XP/2003; or in Excel 2007/2010, first make sure the Formulas tab of the ribbon is displayed, and then in the Defined Names group, click Name Manager.
  2. Look in the list of defined names for one called Print_Area or Print_Titles. This is the definition of your print area or print title. (If you don't see an entry by this name, there is no print area or print title defined in the current sheet.)
  3. Select the name, and then click on Delete.
  4. Click on Close to close the dialog box.

Page Setup Dialog Box

Excel's Page Setup dialog box provides many options for customizing how the invoice form could be printed. After customizing the invoice form, you may like to take a look at the dialog box and adjust the options, to make the invoice more printable.

All the Excel versions, including Excel 2000/XP/2003/2007/2010, provide the Page Setup dialog box. Although the different Excel versions provide slightly different options, and the available options may vary by operating system and printer model, the main part keeps consistent. The following section provides a brief description of the options provided on the Page Setup dialog box in Excel 2007 and Windows XP.

Note: Changes made for the page setup are applied to the current sheet only. This means that you can set different page setup options for the different worksheets. For example, you can have your invoice form be printable on A4 paper in the portrait mode, and have the report worksheets be printable on A4 paper in the landscape mode.

Common buttons on the dialog box

The following buttons are always available, regardless of what tab you are using. They are located along the right and bottom of the dialog box.

  • Print - Opens the Print dialog box
  • Print preview - Opens the invoice form or report sheet, depending on which one is active when you open the Page Setup dialog box, in the Print Preview mode.
  • Options - Opens the (printer name) on print Properties dialog box
  • OK - Accepts the settings and close the dialog box
  • Cancel - Ignore all the changes and close the dialog box

Page tab

OrientationIn the standard template shipped with the installer of }, Excel Invoice Manager, this option is set to portrait (i.e., lengthwise). If you increase the width of invoice form or reports, you can set this to landscape (i.e., widthwise).
ScalingAdjust to allows you to specify the page scale by percentage. Fit to allows you to specify the number of pages to print the current Sheet.

Tip: You can use the Print Preview feature to see the effects of scaling before actually printing the invoice or report out.

Paper sizeThe default paper size is standard A4 paper. Choose your own paper size if necessary.
Print qualityLower quantity can help save time and ink. The default value should be suitable for most people.
First page numberAssigns a page number to the first printed page. Choosing the default value Auto makes the first page number to be 1.

Margins tab

This tab allows you to set all the margins and center your sheet both vertically and horizontally.

Header/Footer tab

The Header/Footer tab allows you to access options to adjust the information at the top of each page (header) or the bottom of each page (footer). Headers and footers are descriptive text printed at the top and bottom of every page in your worksheet. Headers and footers may contain the date, page number, filename, text, or the contents of a cell.

Sheet tab

This tab allows you to specify what you want to print, as well as the order in which the invoice or report are numbered and printed.

Print areaSpecifies the area that you want to print. This is same as using Excel menu File -> Print Area -> Set Print Area in Excel 2000/XP/2003, or using the Set Print Area button in the Page Layout tab in Excel 2007/2010.

A print area can be noncontiguous, please see Microsoft: Setting and Removing a Noncontiguous Print_Area for more information.

Print titlesSpecifies the rows or columns to print on each page. In the standard invoice template shipped with Excel Invoice Manager installer, $3:$19 is specified in the Rows to repeat at top box, this means that the specified section will be repeated on each page if your invoice form requires multiple pages.
PrintAllows you to specify whether to print grid lines, row/column headings, comments, etc. There are also options for Black & white mode, Draft quality, and cell errors.
Page orderBy default Excel prints down the sheet, i.e. the "Down, then over" option is selected. You can change the sequence by choosing "Over, then down".

Print Preview

To open the print preview mode, in Excel 2000/XP/200, click menu File -> Print Preview; In Excel 2007, click Office button -> Print -> Print Preview; In Excel 2010, click File -> Print.

After customizing or redesigning the invoice form or reports, it might be a good idea to have a look at what is going to get printed with your new design by using the Print Preview feature. If you send your invoices to customers via email, this also makes sure you send printable invoice to your customer.