Invoices & Estimates Pro User Manual
Invoices & Estimates Pro User Manual
Invoices & Estimates Pro User Manual
Portions Copyright
2005 Nova Development and its licensors. All Rights Reserved.
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Acknowledgements
Nova Development wishes to thank the many people who contributed to InstaForm Invoices &
Estimates Pro, including:
Karen Brower, Christina Canale, Ryan Crippen, Barry Evleth, Brian Doud, Gary Gonzalez,
Lisa Helfstein, Louis Jordan, Nick Kim, James Lagasse, Mark Manes, Alia Michaels, Matthew
Miller, Svetlana Rad, Michael W Schultz, Carol Soper, Chris Strode, Roger Bloxberg, and Todd
Helfstein.
Software 2003-2005 CIMRID. Portions 2005 Nova Development and its licensors. Related content,
documentation and other materials 2005 Nova Development and its licensors. Images 1998-99 Nova
Development; 1996 Cliptoart; 1995 Expressions Computer Software; 1996-99 Hemera Technologies,
Inc.; Bitfolio, Ltd.; 1996-98 Focus Designs; 2005 Ogdemli Feldman Design; 1997-98 Seattle Support
Group; 1995 Silicon 4 Multimedia; 1999 Software Syndicate Inc.; 1995 Tanner Dokuments GmbH.
Contains type software from Bitstream, 1981-2000 Bitstream Inc. All Rights Reserved.
Collection Letter Samples from CREDIT AND COLLECTION LETTERS THAT GET RESULTS by Harold
E. Meyer and Scott A. Sievert. Copyright 1994 by Prentice Hall Inc. Published under license from Learning
Network Direct, Inc.
InstaForm and Invoices & Estimates Pro are trademarks and the Nova logo is a registered trademark of Nova
Development. Microsoft and Windows are either registered trademarks or trademarks of Microsoft
Corporation in the United States and/or other countries. Font names may be registered trademarks or
trademarks of Bitstream Inc. or their respective owners. Other product names are trademarks of their
respective owners.
Table of Contents
Chapter 1. Introducing Invoices & Estimates Pro
Welcome! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
What Invoices & Estimates Pro Can Do for You . . . . . . . . . . . . . . . . . . . . .1
Registering Invoices & Estimates Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Conventions Used in this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Chapter 2. Installing Invoices & Estimates Pro
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Installing Invoices & Estimates Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Updating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Uninstalling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Using Invoices & Estimates Pro Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Chapter 3. Getting Started
Preparing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Starting Invoices & Estimates Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Creating an Invoice (Quick Start) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Chapter 4. The Invoices & Estimates Pro Workspace
The Main Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Customizing the Main Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Chapter 5. Backup and Restoring
Backing Up Your Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Restoring from a Backup File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Chapter 6. Developing Lookup Lists
Overview: Lookup Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Adding Information to Lookup Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Editing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Customizing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Creating Your Own Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
Exporting List Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Chapter 7. Using Invoices & Estimates Pro
Form View Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Navigating Through a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Entering Data into a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Performing Common Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
Creating a .PDF File from a Document . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Sending Documents by E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Updating Company Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Chapter 8. Working with Reports
Overview of Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62
Report Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Generating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Printing Reports or Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Producing a .PDF File of a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Exporting Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Chapter 9. Customizing Forms
The Design View Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Creating Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
Adding and Changing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Drawing Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Adding Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
Adding and Editing Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
Adding Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89
Changing Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91
Rearranging Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
Making Objects Transparent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
Making Objects Unprintable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
Adding Formulas to Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
Setting Document Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96
Chapter 10. Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98
Appendix A. Glossary of Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Appendix B. Using Images and Installing Fonts . . . . . . . . . . . . . . . .110
Appendix C. Corresponding with Your Customers . . . . . . . . . . . . . .113
Appendix D. Exporting and Importing Styles . . . . . . . . . . . . . . . . . .114
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
Chapter 1. Introducing
Invoices & Estimates Pro
WELCOME!
InstaForm
Reader
(formerly Acrobat
Reader).
.WMF file: Windows Metafile format. This can be a graphic or a text file.
Approved: A status for estimates and credit memos signifying approval by
someone with authority.
Backing up: To save files in a manner that preserves the integrity of your
files for later restoration if the originals should become damaged or
corrupted.
Backup file: Invoices & Estimates Pro creates a special type of file that
consolidates your documents and styles into one file to back up your critical
data.
Calendar: A special control for DateTime fields. Clicking a DateTime field
on a form, opens a calendar where you can select a date.
Client: A person who pays for services from you.
Credit Memos by Month: A report that organizes credit memos by month
and year.
Credit Memo Journal: A report that lists all the credit memos that have
been issued.
Credit memo: If customers return goods or are dissatisfied with services,
you can issue credit memos to let the customers know how much credit they
have on account.
103
Credit Memos by Customer: A report that organizes credit memos by
customer.
CSV: Comma Separated Value file format. An available format for exported
Lookup lists and reports.
Customer: Any person or company that purchases your products or
services.
Customer Aging: A report that lists, by customer, any outstanding invoices
for the different aging periods: 1-30 days, 31-60 days, 61-90 days, and over
91 days.
Customer List: A report that lists all the information available about each
customer.
Customers Lookup list: This is a list of your frequent customers. The list
includes the customer's name and billing address, contact information,
shipping address, terms and notes. Adding information into this list enables
you to quickly complete forms with your customer information by selecting
them from list on the form.
Data type: In Invoices & Estimates Pro, fields and columns have a specified
data type, which determines what values can be entered.
DateTime data type: A data type for entering date and time information.
dBase: A commercial database file format. An available format for exported
Lookup lists and reports.
Default system template: The template that is used for all document
templates and styles.
Design view: The Invoices & Estimates Pro window in which you can
customize forms to create your own unique styles.
Details: The part of a form that includes the customer-related information
and lists the items purchased or services provided.
DIF: Data Interchange Format file. A standard spreadsheet format. An
available format for exported Lookup lists and reports.
Edit Control: A way to interact with a field or table cell to input data. For
example, if theres a Lookup list associated with a field, often the edit
control is Pick from list.
104
E-mail: Electronic mail. Sending messages over the Internet.
Entry: One item or record in a list.
Estimate: Estimates are quotes or bids for goods or services.
Estimates by Customer: A report that lists the estimates for each customer
together.
Estimates by Month: A report that lists estimates by month and year.
Estimates by Sales Person: A report that lists the estimates generated by
the various sales people.
Estimates by Status: A report that lists estimates in the four status
categories: Approved, Issued, Pending and Withdrawn.
Estimates by Territory: A report that lists the estimates generated for each
sales territory.
Estimates Journal: A report that lists all the estimates that have been
issued.
Excel: A popular spreadsheet program developed by Microsoft
. An
available format for exported Lookup lists and reports.
Export: To convert data from Invoices & Estimates Pro in a manner that it
can be used in other programs.
Field: A part of a form where you enter information.
Folder List pane: The left side of the main workspace where the document
folders and reports are listed.
Footer: A footer is a section of a document that gets printed at the bottom
of every page.
Form view: The Invoices & Estimates Pro window where you enter data
into a template to create a unique document.
Formula: A group of symbols and expressions that produces as value.
Formula data type: A data type that generates a value based upon certain
rules and variables.
Graphic: An electronic picture or image added to a form.
105
Header: The first row of a column or database or spreadsheet text file. The
header row usually is the title row to let you know what data is in each
column. For example, First Name, Last Name, Street Address, City, State
and ZIP Code are common headers for an address list. A header is also a
section of a document that gets printed at the top of every page.
HTML table: Hyper-Text Markup Language. Used for formatting web
pages. An available format for exported Lookup lists and reports.
Import: To bring in data from another program to add information to
Lookup lists to bring in styles developed by other Invoices & Estimates Pro
users.
Inventory: A list of all the goods that you sell that you have in stock and
available for shipment.
Invoice: When goods are shipped or services are performed, an invoice
specifies the goods and services provided, the amount due and any terms or
discount.
Invoice Comments Lookup list: Use this list to add common text (known
as boilerplate text) to your forms like Thanks for your order or, perhaps,
information about upcoming sales.
Issued: Denotes that an invoice has been created and is still open or unpaid.
Item: A record in a list or a document in the Items list.
Items list: In the main workspace, the list of documents in a documents
folder.
Location: The country in which you do business.
Logo: A graphic that is associated with a companys identity.
Lookup list: Invoices & Estimates Pro data lists that can be linked to fields
or table cells to automatically fill in information for you.
Main workspace: The window which contains the Folder List pane and the
Items list or generated report.
MAPI: Message Application Programming Interface. MAPI enables
programs to automatically open the default e-mail program on a computer.
Number data type: A data type for entering numeric information.
Packing slip: When goods are shipped, you can create a packing slip listing
the included products to include with the items.
106
Payment: When you pay for goods or services, you create a payment
document to keep as a record with your other documents.
Payment Methods Lookup list: This list has the various acceptable
payment methods from your customers.
Payment Type Lookup list: This list defines the categories for payments
you've sent to suppliers and service providers.
Payments by Category: A report that lists the payments by their assigned
categories (such as, advertising, contractors, petty cash or wages).
Payments by Month: A report that lists payments by month and year.
Payments by Supplier: A report that lists the payment for each supplier
together.
Payments Journal: A report that lists all the payments that your business
has made.
Pending: A credit memo or estimate that has been created but not yet
approved.
Products & Services List: A report that lists all of the information available
on each product and service that you get payment for.
Products and Services Lookup list: Set up this list with information about
your individual products and services.
Purchase order: When you order supplies or services, you create a
purchase order to document order details.
Purchase Orders by Month: A report that lists your companys purchase
orders by month and year.
Purchase Orders by Status: A report that lists purchase orders in the four
status categories: Approved, Issued, Pending and Withdrawn.
Purchase Orders by Supplier: A report that lists the purchase orders for
your companys suppliers by supplier.
Purchase Orders Journal: A report that lists all the purchase orders that
your company has issued.
Record: One entry in a report or list that consists of multiple columns or
fields.
107
Restoring: Taking a backup file and converting it to a set of document
folders and styles to recreate your Invoices & Estimates Pro documents and
data to a specified date.
Sales by Customer: A report that lists all invoices generated for each
customer.
Sales by Month: A report that lists invoices by month and year.
Sales by Sales Person: A report that lists the sales staff and the sales totals
allocated to each along with invoice detail.
Sales by Territory: A report that lists the invoices generated for each sales
territory.
Sales Journal: A report that lists all the invoices that have been issued to
customers.
Salesperson Lookup list: If you have a sales staff, especially if they are
paid by commission, you'll want to have them in this list.
Shipping Lookup list: This list has common freight or shipping companies
or delivery methods. You may want to add any other carriers that you use.
SMTP: Simple Mail Transfer Protocol. The standard Internet e-mail
protocol.
SQL: Structured Query Language. A language and format used in relational
databases. An available format for exported Lookup lists and reports.
Style: A unique customization of the system template that is used to create
documents.
Summary: The part of a form that lists totals and other information that
appears at the end of the form.
Supplier: A company or person from whom you purchase goods or services.
Supplier List: A report that lists all the suppliers for goods and services that
you use in your business.
Suppliers Lookup list: Use this Lookup list to keep track of your suppliers
when making payments.
SYLK: Symbolic Link format. An available format for exported Lookup
lists and reports.
108
Tab-delimited text file: Data in a text file where the different items in a
record are separated by tab characters.
Table: An object composed of rows and columns. Each column has a header.
The rows that are not header columns have data types associated with them.
The Description area of Invoices & Estimates Pro documents is a table.
Tax: A specified percentage applied to goods or services that is collected
and given to a government agency.
Template: A design that is the basis for documents.
Text data type: Specifies that ASCII characters will be accepted in a field
or table cell.
Text field: A field in which you type regular text characters.
Time period: A way to limit the information in a report. You can specify the
time period of interest whether its a day, week, month or a date range.
Withdrawn: A status for credit memos and estimates that indicate they are
no longer available.
WK1: A spreadsheet format used by Microsoft Works. An available format
for exported Lookup lists and reports.
WKS: A spreadsheet format used by Microsoft Works. An available format
for exported Lookup lists and reports.
109
Appendix B. Using Images
and Installing Fonts
InstaForm Invoices & Estimates Pro includes a business clip art library and
fonts that you can use to enhance your business correspondence and
documents.
IMAGE FILES
The images included with Invoices & Estimates Pro are in .WMF format.
This is a standard Windows vector graphic format.
Vector files store graphics as objects. Each graphic file contains a small list
that describes the shape, colors, outlines, and relative sizes of the objects that
make up the graphic. This list enables the graphic to be drawn on screen or
rendered to a printer. These kinds of graphics are easy to resizeall of their
other characteristics stay the same. For example, if an object is a circle, its
the same circle whether its small or large. To browse the clip art folders,
insert the CD and click Bonus Art on the Setup screen.
The included images are on the Invoices & Estimates Pro CD. The images
are divided alphabetically into subject area by category and subcategory.
Youll find smaller topics in a single folder. In contrast, larger categories will
have subfolders inside with more specific choices.
INSERTING AN
IMAGE FROM
THE CD
You can use the provided clip art images in other programs. See Chapter 9:
Customizing Forms for information about adding clip art to Invoices &
Estimates Pro forms. If the other program youre using can insert images
directly from another location, you can insert the image you want from the
Invoices & Estimates Pro CD.
To insert an image from the CD:
1. Place the Invoices & Estimates Pro CD into the CD-ROM drive.
2. Open the other program and choose the command to insert an image
(for example, choose Graphic from the Insert menu). The exact
command and menu will depend on the program.
3. Locate and select the image in the appropriate subfolder within the
Graphics folder on the CD and click OK (or Insert).
110
INSTALLING
FONTS
The Invoices & Estimates Pro CD contains hundreds of TrueType fonts that
you can install and use in your business correspondence.
To install fonts:
1. Place the Invoices & Estimates Pro CD into the CD-ROM drive.
2. Open the Fonts folder by clicking Bonus Fonts on the Setup screen.
3. Open any of the font folders to preview the font. Font families are
arranged in folders alphabetically by name. For example, to find a font
whose name begins with the letter A, open the A folder.
4. When you find a font you like, choose Settings Control Panel from
the Start menu.
5. Open the Fonts control panel.
6. Choose Install New Font from the File menu.
111
7. Select the letter for your CD-ROM drive in the Drives list.
8. Locate and double-click the Bonus Fonts folder in the Folders area.
9. Open the folder that contains the font you wish to install.
10. Select the fonts name in the List of Fonts area and click OK.
112
Appendix C. Corresponding
with Your Customers
InstaForm Invoices & Estimates Pro includes hundreds of sample business
letters that you can customize to send to your customers. These letters
include credit-related letters and collection letters.
To send a letter to a customer:
1. Place the Invoices & Estimates Pro CD in the CD-ROM drive.
2. Open a word-processing program.
Note: If your word processor doesnt open the files, use the WordPad
program included with Windows.
3. Choose Open from the File menu.
4. Locate the CD-ROM drive and open the Collection Letters folder.
5. Locate the letter you want to use in the appropriate folder.
6. Edit the letter by replacing the designated text with your customers
information and make any other needed changes.
7. Save the letter.
8. Print the letter and mail it.
113
Appendix D. Exporting and
Importing Styles
You can export the styles developed within InstaForm Invoices & Estimates
Pro to save them as backups and import them if you inadvertently delete or
modify a style and lose the original style.
EXPORTING
STYLES
When you export a style, the Invoices & Estimates Pro turns it into a file that
you import back into Invoices & Estimates Pro. The exported style includes
everything the style needs to run. Besides exporting the style itself, this
includes Lookup lists.
To export a style and the associated lists:
1. Open a document of that style.
2. In Form view, choose Export Style from the File menu.
or
Right-click the style in the Style box and choose Export Style.
3. Locate and open the folder where you want to save the file.
4. Name the file.
5. Click Save.
Exporting Lookup List
Information with the
Style
Exporting a style includes Lookup list information, but only records in
Lookup lists that have a Base Data field that is marked with a Y are included
in the lists. The system Lookup lists that have a Base Data field are the
Invoice Comments, Payment Methods, Payment Type and Shipping Lookup
lists.
By default, records that you create are not listed as base data. If you want to
include records that youve added to these Lookup lists (or any Lookup list),
with the style you must indicate the records that you want to include in the
Base Data field.
To mark a record as base data to include in an exported style:
1. In the main window, choose Open Lookup Lists from the Company
menu.
or
114
In Form or Design view, choose Open Lookup Lists from the Lists
menu.
2. In the Lookup Lists dialog box, select the list that you want to export
and click Open List.
or
Double-click the list.
3. Click Edit.
4. If a Base Data field does not exist, you must create one. Click
Change List and click Add Field. Name the field Base Data. Select
Text as the Type and click OK.
5. Select a record to include and put a Y value in the Base Data field.
6. Use the arrows at the top of the dialog box to move to previous and
next records and adjust them as needed.
7. After adjusting the last record, click Save and Close.
8. Click OK and click Close.
Note: If, when you import a style that you exported, a Lookup list of the
same name already exists in the destination folder, then the Lookup list will
not be imported. However, this will not stop the style or any other Lookup
lists from being imported. This prevents the program from overwriting a
newer version of a Lookup list.
IMPORTING
STYLES
You can add a style back into your program.
To import a style:
1. In the main workspace or the Form view, choose Import Style from
the File menu.
or
In Form view, right-click the Style box and choose Import Style.
2. Locate and select the style file to import. (All exported styles have an
.I2G extension.)
3. Click Open.
The exported style file has information about what folder it was
exported from. For example, if the style is based on an invoice
template, it possibly came from the Invoices folder.
115
4. To put the style into a different folder than the folder indicated, select
Select a different folder and select the folder.
5. Click Import.
6. If a style with the same name already exists in the folder, indicate
whether to overwrite the existing folder. If you click Yes, the existing
style will be overwritten and you will not be able to restore it unless
you have a backup. If you click No, then you can start the Import
process again and select a different folder.
7. When the style is imported successfully, click OK.
116
Index
117
A
adding
columns, 8385
comments, 5455
company details, 1112
field to list, 4142
fields, 8990
formulas, 9496
graphics, 8081
information to Lookup lists,
3539
Lookup list, 4345
rectangle, 79
rows, 16, 50, 53, 58, 59
tables, 8183
text, 7778
adjusting estimate, 5455
applying custom color, 92
applying payment to invoice, 5556
art, 6, 110
automatic back ups, 2930
B
backing up data, 3
backing up files, 2931
automatically, 2930
manually, 3031
backup files, restoring, 3133
Base Data fields, 114115
BMP, 10, 80
bonus fonts, 1, 6, 111-112
business correspondence, 113
business graphics, 6, 110
C
calendar, 5152, 89
changing
colors, 9192
company details, 61
currency, 99100
style, 7677
system templates, 14
text, 78
text characteristics, 78
clients, 9, 35, 113
clip art, 6, 110
collection letters, 1, 6, 113
colors
changing, 9192
defining custom, 92
selecting, 92
columns
adding, 8385
deleting, 85
formatting, 2728, 8788
hiding, 2627
rearranging, 26, 8586
showing, 2627
comments, adding, 5455
company details
adding, 1112
updating, 61
company logo, 10, 80, 102
context-sensitive help, 78
converting
to credit memo, 56
to packing slip, 57
to invoice, 55
form to .PDF, 60
report to .PDF, 70
copying documents, 22
corresponding with customers, 113
creating
estimates, 5253
credit memos, 56
folders, 2425
invoices, 1516, 55
lists, 4346
document folders, 25
new document, 20, 22
packing slips, 5659
payments, 5859
PDF files, 60
purchase orders, 5758
styles, 7577
subfolders, 24
credit memos, 2, 19, 56
credit memo reports
Credit Memo Journal, 62
Credit Memos by Customer, 62
118
Credit Memos by Month, 62
CSV, 46, 71
cumulative sales taxes, 14
currency, changing, 99100
custom color, applying, 92
customer reports
Customer Aging, 62
Customer list, 63
customers, 9, 35, 113
customizing
forms, 7397
items list, 2628
lists, 4143
main workspace, 2428
system invoice template, 1314
system template, 12
D
data
backing up, 3, 2930
entering, 5152
exporting, 4647, 7172
importing, 3739
preparing, 910
Dbase 2 & 3, 46, 71
default invoice design, 1213
defining custom color, 92
Deleted Items folder, emptying, 23
deleting
columns, 85
document, 23
fields from lists, 4243
objects, 76
placeholder text, 52
rows, 50
Design view workspace, 7375
developing
lookup lists, 3447
style, 7576
DIF, 46, 71
discounts, 14
documents, 1820
converting to invoice, 55
converting to credit memo, 56
converting to packing slip, 57
copying, 22
creating, 1516, 22, 5253, 55,
56, 5657, 5758, 5859
deleting, 23
moving, 22
options, 9697
organizing, 2
troubleshooting, 100101
viewing existing, 21
drawing objects, 79
E
e-mail options, 96
e-mailing, forms, 6061
editing
lists, 3941
text, 78
emptying, Deleted Items folder, 23
entering data, 5152
entries, removing from list, 4041
estimate reports
Estimates by Customer, 62
Estimates by Month, 62
Estimates by Sales Person, 62
Estimates by Status, 62
Estimates by Territory, 62
Estimates Journal, 63
estimates, 2, 18
adjusting, 5455
converting to invoice, 55
creating, 5253
printing, 5354
estimate status, 5455
Excel, 46, 71
existing document
converting to invoice, 55
converting to credit memo, 56
converting to packing slip, 57
export formats, 46, 71
exporting styles, 114115
exporting
Lookup lists, 4647
reports, 7172
F
fields
adding to forms, 8990
adding to list, 4142
Index
119
Base Data, 115
files
automatically backing up, 2930
backing up, 2931
manually backing up, 3031
Folder List pane, 18, 64
folders, creating, 2425
fonts, 1, 6, 111-112
Form view, 4849, 65, 74
formatting
column, 2728, 8788
rows, 28
forms
customizing, 7397
navigating, 4950
sending by e-mail, 6061
formulas, adding, 9496
G
generating reports, 3, 6668
getting
help, 3
started, 916
GIF, 10, 80
graphics
adding, 8081
provided graphics, 6, 110
troubleshooting, 102
H
help, 3
context-sensitive, 78
Help menu, 7
using, 78
hiding columns, 2627
HTML table, 46, 71
I
image files, 8081, 110
importing data, 3739
importing styles, 115116
incremental numbers, 90
information for Lookup lists
adding manually, 3637
importing, 3739
inserting image from CD, 110
installing
fonts, 111112
program, 56
invoices, 2, 19
creating, 1516
creating from estimate, 55
Invoice Comments Lookup list, 35
invoice template
selecting, 1213
customizing, 1314
items list, 2123
customizing, 2628
printing, 102
sorting, 2223
J
JPG, 10, 80
L
layers, 93
live reporting, 3, 62
location, 10
logos, 10, 80, 102
Lookup lists
adding, 4345
adding fields to, 4142
adding information to, 3539
creating, 4346
customizing, 4143
deleting fields from, 4243
developing, 3447
editing, 3941
exporting, 4647
importing data, 3739
overview, 3435
removing, 4546
removing entries, 4041
using, 51
M
main workspace, 1723
customizing, 2428
making objects
unprintable, 9394
transparent, 93
making invoices, 2, 1516, 55
MAPI, 98
mouse wheel, using, 49
mouse, using, 49
moving documents, 22
Index
120
multi-rate sales taxes, 13
N
navigating forms, 4950
O
objects in forms
adding, 76
adding borders, 76
coloring, 9192
deleting, 76
drawing, 79
fields, 8990
formula fields, 9496
graphics, 8081
making transparent, 93
making unprintable, 9394
moving, 76
rearranging, 93
rectangles, 79
tables, 8188
text, 7778
Options pane, 48
organizing documents, 2, 2123,
2425
overview
Lookup lists, 3435
reports, 6264
P
packing slips, 2, 19
creating, 5659
page margins, 76
Payment Methods Lookup list, 35
payment reports
Payments by Category, 63
Payments by Month, 63
Payments by Supplier, 63
Payments Journal, 63
Payment Type Lookup list, 35
payments (to suppliers)
categories, 35
creating, 5859
document type, 2, 19
payments (from customers)
posting to invoice, 5556
PDF
converting report to, 70
creating from document, 60
specifying options, 97
placeholder text
deleting, 52
posting payment to invoice, 5556
Powersoft Report, 46, 71
preparing data, 910
printing
documents, 5354, 55, 59
reports, 69
Print Preview, 75, 102
Products and Services Lookup list,
35
Products and Services list, 63
program
installing, 56, 58
registering, 3, 6
starting, 1014
uninstalling, 7
updating, 6
purchase order reports
Purchase Orders by Month, 63
Purchase Orders by Status, 63
Purchase Orders by Supplier,
63
Purchase Orders Journal, 63
purchase orders, 2, 19
creating, 5758
Q
quick start, 1516
R
rearranging
columns, 26, 8586
objects, 93
Reconciled Status Lookup list, 35
rectangles, adding, 79
registering program, 3, 6
remittances, 49
removing
entries from list, 4041
Lookup lists, 4546
placeholder text, 52
Index
121
reports, 20
exporting, 7172
generating, 3, 6668
overview of, 6264
printing, 69
toolbar, 65
troubleshooting, 102
working with, 6272
workspace, 6465
zooming in/out, 68
restoring from backup files, 3133
rows
adding, 16, 50, 53, 58, 59
deleting, 50
formatting, 28
S
sales people, 35, 62, 63
sales reports
Sales by Customer, 63
Sales by Month, 63
Sales by Salesperson, 63
Sales by Territory, 63
Sales Journal, 63
sales taxes, 1314, 53, 57, 59, 60,
101
sales territory, 62, 63
scheduling backups, 30
selecting
color, 92
system template, 12, 1213
sending form by e-mail, 6061
setting
document options, 9697
e-mail options, 96
estimate status, 5455
incremental number, 90
location, 1011
PDF options, 97
system template, 1213
table options, 86
shipping, 35
showing columns, 2627
SMTP, 9899
sorting items, 2223
SQL, 46, 71
starting program, 1014
styles
changing, 7677
creating, 7577
developing, 7576
exporting, 114115
importing, 115
subfolders, creating, 24
Supplier list, 64
Suppliers Lookup list, 35
SYLK, 46, 71
system template4
system requirements, 5
system template
customizing, 1314
selecting, 12, 1213
T
tab-delimited text files, 35, 3739,
45
Tab key, using, 49
tables
options, 86
adding, 8183
taxes, 1314, 53, 57, 59, 60, 101
technical support, 3
templates, 1213
changing, 14
text
adding, 7778
changing, 78
editing, 78
text characteristics, 78
Text format, 46, 71
ToolTips, 8
transparent objects, 93
troubleshooting, 98102
documents, 100101
graphics/logo, 102
logos, 102
reports, 102
taxes, 101
U
uninstalling program, 7
updating
company details, 61
Index
122
program, 6
using
calendar, 5152
help, 78
Lookup list, 51
mouse, 49
mouse wheel, 49
program, 4861
Tab key, 49
V
viewing documents, 21
W
Welcome screen, 2021
Windows Metafile, 10, 46, 71, 80
WK1, 46, 71
WKS, 46, 71
WMF, 10, 46, 71, 80
working with reports, 6272
workspace
customizing, 2428
Design view, 7375
Form view, 4849
main, 1723
report workspace, 6465
Z
zooming in/out, 68
Index