Creating Invoices & Take-In Documents. Utilize To:

Transcription

1 Creating Invoices & Take-In Documents PAS Workshop Nancy Stacy, GG, ASA Master Gemologist Appraiser Utilize To: Avoid repetitious descriptions of items Give your clients a printed take-in inventory Estimate cost of appraisal in advance Make a file document for tracking the job Create a job envelope Create an itemized invoice within PAS Save time; make more money

2 The Take-In Document

3 You Might Want 3 Copies A take-in receipt for your client A copy for your client file A copy to make a job envelope Here s how...

4 3-Fold It

5 Fold Up the Bottom & Staple

6 Take-In Inventory on Back Use 2 staples, one near bottom one near top, and a third staple the envelope closed when the job is done!

7 You Have a Job Envelope

8 Building Blocks for Take-In 1. Item Section to hold Item Body; 2. Pick Lists; 3. Component inside Body; 4. Document Layout inside Component; 5. Document Print-out

9 Hint! Refer to PAS Help for general information on programming PAS

10 Download the Files If you are downloading the files from the PAS website, locate PAS_2002 under Program Files in My Computer. Create a folder directly under PAS_2002 (File... New... Folder) and name it Invoice and Take-In. Follow Thom s instructions for downloading the files into Invoice and Take-In. If you received the files by , create a folder directly under PAS_2002 (File... New... Folder) and name it Invoice and Take-In. Save the zip file (Invoice & Take- In.zip) in your PAS directory. Right-click on this zip file and select Open. Highlight and copy the files to the directory named Invoice & Take-In within your PAS directory.

11 Importing the Files You will need to import the pick lists and components into their corresponding PAS folders. This must be done with the Archive function, NOT by dragging and dropping. Open PAS To import a Pick list, in your PAS main menu, select Formats, then select Pick Lists Click the ADD button in the lower right corner

12 Add New Pick List

13 Select Archive Options button Click Import from file, the only available option

14 Import First File Browse to the Invoice & Take-In folder under the PAS_2002 folder. When you are looking at the contents of the Invoice & Take-In folder, double-click the first visible file to import it Click OK (do not change the name of the file or your component won t work!)

15 Pick list has been imported Click OK to save and close pick list Click ADD again and repeat the import process for all the pick lists

16 Import the Components using the same process Select Formats, Components Then ADD Archive Options & Import From File as before Browse to the Invoice & Take-In folder Import the component!$ Take-In Estimate.cmt. Select OK to save and close. Similarly import component $ Invoice.cmt

17 Importing Sections Select Formats, then select Sections and click the ADD button. A new MS Word document will open. In the menu bar at the top, click Insert, and choose File from the drop-down list. Select the first of the files listed below! Take-In First Item.doc! Take-In Item - Additional.doc $ Invoice section - item body.doc Click File, Save As and type in the name of the file you just inserted, with symbols and spaces included exactly as above. Repeat this process for the other two files.

18 Declare as Item Only sections Declared as Item Sections can accept a Component Re-open the first Section you just saved Select File and be sure there is a box next the Declare as Item with a checkmark. If not, click on Declare as Item (See next slide) This is a toggle switch on & off Don t close the section yet...

19 The Declare as Item Button toggles On and Off

20 To edit Section Description... With the section still open, (or reopen by selecting the section and click Edit ) click on the pencil tool. You can then write (or edit) the description that PAS will display for this section. Save and close the Section document. Repeat Declare as Item and Description with the remaining two sections Suggested descriptions for these sections are: o Cost estimate & first item summary description o Summary description of additional items, no cost estimation o Section to insert $ Invoice component

21 Make Two Take-In Worksheet Templates Under Formats select Worksheet Templates ; Click ADD Name the template! Take-In 1 Item Click the Add Section bar Select! Take-In First Item section Click OK to save and close Make another template named! Take-In Multiple Items Insert! Take-In First Item AND! Take-In Item Additional then click OK

22 How It Works Estimate the job cost for the entire appraisal within the Take-In component in the first item Additional items do not need the Take-In component just a summary description For 2 or more items, use the Take-In Multiple Items Worksheet Template, and use the Add Item button for 3+ items

23 Take-In One Item In a New or Existing client worksheet, choose Template at the upper right corner Open! Take-In 1 Item Worksheet Template Say Yes to replace existing sections Click on Edit/Describe item Enter Item Weight and Summary Description Under Components add!$ Take-In Estimate Open Component Details Estimate your charges for the entire job using this component. Do not add additional components until the Take- In document has been printed

24 Use like any other component

25 Take-In Multiple Items In a New or Existing client worksheet, choose Template at the upper right corner Open! Take-In Multiple Items Worksheet Template; Yes to replace existing sections Click on Edit/Describe item Enter Item Weight and Summary Description Under Components add!$ Take-In Estimate Open Component Details Estimate your charges for the entire job Go to second item; enter weight & summary description For additional items, click on Add Item in main worksheet Enter weight & summary description for each item

26 Compile & Print Take-In Use the Take-In component in the first item only Job-cost the entire appraisal in the Take-In component under the first Item Many fields have Help info For per/item fees, use the flat rate fields & customize the $ Document Preparation pick list For additional items, enter only the Item Weight and the Summary Description When all items are entered, OK out of Item Component and Create Report Print 3 copies

27 Proceed With Appraisal In the main client worksheet, replace the Take-In template with your regular template e.g. Insurance Go to an item. Click in the description column. Re-insert a client item by using the drop-down arrow that will appear. Repeat for other items. Open the first Item Delete the Take-In component from Item 1, or replace with Mounting or any component. Continue your appraisal as usual. Take-In will exist only as Report 1 under Reports

28 Creating the Invoice Invoice Print-Out

29 Building Blocks of the Invoice 1. Item Section to hold Body; 2. Pick Lists; 3. Component inside Body; 4. Document Layout inside Component; 5. Document Print-out

30 You should already have imported your Invoice Component and Section If not, follow the instructions on the following three slides

31 Import the Invoice Component The Invoice document uses the same Pick Lists as the Take-In document Open PAS Select Formats, then select Components Click the ADD button in the lower right corner, Archive Options and Import from File Browse to $ Invoice.cmt and click Open Click OK to save and close

32 Import the Invoice Section Select Formats, then select Sections and click the ADD button. A new MS Word document will open. In the menu bar at the top, click Insert, and choose File from the drop-down list. Select the file listed below $ Invoice section - item body.doc Click File, Save As and type in the name of the file with symbols and spaces included exactly as above.

33 Declare as Item Only sections Declared as Item Sections can accept a Component Re-open the $ Invoice section you just saved Select File and be sure there is a box next to the Declare as Item with a checkmark. If not, click on Declare as Item (See next slide) This is a toggle switch on & off

34 Open $ Invoice Click on the Layout button If your layout is not there, choose File Insert and browse to $ Invoice.doc OK to save and close

35 Make Invoice Worksheet Template Select Formats, Worksheet Templates Name the worksheet $ Invoice Template Click Add Section bar and click on $ Invoice body section OK to save and close

36 Make an Invoice document In a New or Existing client worksheet, choose Template at the upper right corner Open the $ Invoice Worksheet Template Say Yes to replace existing sections Click in on the item in the Description column, and then click the Edit/Describe Item button Add $ Invoice as the only component Open Component Details Use as any other component, OK out and Create Report Save and print Invoice will now be listed among your Client Items

37 You can track your time by using the Timer under Resources Try recording your time under one of the Notes fields (I use Personalized Message) until job is done Be sure not to imbed the field in your Item section! (Federal appraisals require the date each task was performed) Hint!

38 Customize Your New Files Modify pick lists to reflect your fees, etc. Customize the Layout within Components to change font style, add your logo, etc. Any changes or additions to Header & Footers need to be done in the Item section holding the Body Add worksheet and item templates for quick selection

39 Some Basics... Client items reside in the database. They can be inserted or removed from Worksheets without losing or affecting the item The way an item is displayed depends on how the Item Section is laid out Various Item Sections can display the same item in different formats Only Item Sections can contain Components, and only Components can use pick lists & formulas The three Sections under Formats... Sections must be declared as items The Component contains text fields, pick list fields, formulas, etc. The Component also contains a Layout document Once you write or paste-in a Layout, it is automatically saved as (component name).doc. A Word document can be pasted into Layout, but it cannot be imported unless it is has the same name as the component it is being imported into

40 Customizing a Pick List Text in the Text field will be used when the Component Detail Name is designated as Pick List Data Type. Value 1 will be used if Component Detail is designated Value List Data Type. If you change data in the Text field and data is present in the Value 1 field, change Value 1 to match.

41 Pick List used as Value List in a Component

42 Customizing Components Export (a backup version of) a component & save under a different name before altering it Changing a Detail name can mess up a formula or a layout It is better to hide a Detail by choosing True in the Hidden column than to delete it You can hide any fields in the component that you will not want to use

43 Formulas in Components Clicking the Formula button brings up the Build Formula window When a pick list in any field listed above the formula field has an entry under Value 1, that value can be used in building a formula.

44 Formulas in Components

45 Customizing Components After working in a Component, you must check to see how the Layout document may have been affected Make any changes necessary Save the layout, then OK out of the component If you mess up, Import the backup component you exported prior to making changes

46 I hope you enjoy your new features! *P.S.... We had a great dinner at the Freakin Frog!