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Help Contents
Contents

Getting Started

Customer Information

Product and Service Information

Creating Invoices, Estimates, & Quotes

Printing Invoices and Estimates

Receiving Payments

Managing Files

Statements and Reports

Helpful Hints and Troubleshooting


Getting Started

Introduction

Updating from a Previous Version of MyInvoices

Help


Customer Information

Customer Information - Overview

New Customer

The Customer Information Dialog

Edit or View Customer Information

Deleting a Customer

Import Customer Information

Export Customer Data


Product and Service Information

Product and Service Information - Overview

New Product or Service

Edit or View Product Information

Deleting a Product

Import Product Information

Export Product Data


Creating Invoices, Estimates, & Quotes

Creating Invoices, Estimates, & Quotes - Overview

Select a File

Estimates and Quotes

Customize Invoice and Estimate Headings

Entering an Invoice or an Estimate

Save the Invoice or Estimate and Enter the Next Form


Printing Invoices and Estimates

Printing Invoices and Estimates - Overview

Select the Printed Form

Printing Preferences

Printer Setup

Printing Invoices

Printing Estimates

Using the Preview Window

Print Calibrate


Receiving Payments

Receive Payments


Managing Files

Setting a View Criteria

Using the Register to View Invoices and Estimates

Find

Save As

Void Invoice or Estimate

Unvoid

Delete Invoice or Estimate

Purge

Import MyInvoices Files  (DOS users only)

Exporting Files


Statements and Reports

Statements and Reports - Overview

Statements

Reports


Helpful Hints and Troubleshooting

Backing Up Data

Customizing Invoices, Estimates and Reports

Missing Invoices or Estimates

Printing

Starting Over

Technical Support


Introduction

MyAdvancedInvoices & Estimates (MyInvoices, for short) is an easy-to-use invoicing system.

Use MyInvoices to remember customer and product or service information, to create and print professional quality invoices, estimates and statements, and to track customer payments. It will also print reports to help you manage your business more efficiently and more effectively.


Updating from a Previous Version of MyInvoices

If you already have a different version of MyInvoices, you can transfer the data into this version, by either updating an older Windows file or importing a DOS file.

Note:  If MyInvoices is unable to update a file from a previous version of MyInvoices for Windows, restart Windows and try to open the file again.

My Advanced Invoices for Windows, version 2.x :  When you open a file created in this version (using the Open command from the File menu - see Select a File), the file is automatically updated. You will not be able to use the updated file with version 2.x but, as a precaution, a copy of your file is created with the extension OLD. You can use the 2.x version to open this file. MyInvoices will update the customer list the first time you run this new version or, if the previous version is installed in a different directory, when you update an invoice file.

My Advanced Invoices for Windows, version 1.x:  Update these data files using the Open command from the File menu (see Select a File). The name of the 1.x file is INVOICES.DWI. When you open this file, the invoice data is copied to a new file with the name INVOICES.INV (or, if that name is already used, the file will remain untitled). Use this new updated file to enter your invoices with this new version. The old data files are no longer needed but, as a precaution, they are not erased.

MyInvoices for Windows, Quick and Easy version:  These files are updated the same way as files for MyAdvancedInvoices for Windows, version 2.x (see above).

MyInvoices or My Advanced Invoices for DOS:  after installing MyInvoices for Windows, you can import the data from the DOS program into the Windows version (see Import MyInvoices Files  (DOS users only)).

The first time you run MyInvoices, we suggest you use the Getting Started card, included with your original package. It is a quick tutorial to help you get familiar with the basics of MyInvoices.


Help

You can obtain help for MyInvoices through the Help menu. For context sensitive help you can press F1 while any menu item is highlighted or, if available, by clicking on a Help button.

If you are not familiar with using a Help system under Windows, you can choose How to Use Help from the Help menu for a tutorial on using Help.


Customer Information - Overview

In a paper invoicing system, a great deal of time is spent just entering your customer's information each time you enter an invoice. MyInvoices shortens this process by storing the information for all of your customers in a Customer List.

The Customer List stores the billing and shipping addresses for each customer, as well as the credit limit, payment terms, tax rates, phone numbers, and contact names for each customer. Each time you invoice a saved customer, this information is automatically pasted into the invoice.

You can also select to paste in the information from the customer's most recent invoice whenever you enter a new invoice, using MyInvoices' Repeat Billing feature.

There are two ways to enter the customer information into MyInvoices:

•	Type your customers' information directly into the list.

or

•	If you already have their data entered in another program, you can copy the information from another source using the Import feature.

If you want to use the customer data in another software program, to make mailing labels, for example, you can copy the data to a text file using the Export feature. You can then use your mailing list or database program to import or open this text file.

If you want a printout of your customer data, open the Reports menu and select Customer List.

If there are customers you are only going to invoice once, you can enter their names on the invoices without using the Customer List.


New Customer

Select New from the Customer menu. This will open the Customer Information dialog. Once you have filled the desired information, click OK to accept the new customer into the Customer List. Choose Cancel if you do not want to add this customer to the list.


The Customer Information Dialog

The Customer Information dialog will open when you select New, or choose to Edit or View a customer, using the Customer menu.

In the Dialog...

All of the fields in the dialog can be accessed by either clicking in the field or by holding down the ALT key and pressing the letter that is underlined in the field name. For example, press ALT N to move the cursor to the notes field. You can also move between fields by pressing TAB (to move to the next field) or SHIFT TAB (to move to the previous field).

The fields in the dialog are explained below:

Company and Name	The Customer List is sorted by the first line of the billing address. If you want this customer sorted in the list by the company name, put the company name on the first line and the recipient on the second line. If you want the customer sorted by an individual's name, or by a department, put that information on the first line.
Terms, Sales Representative & Sales Territory	These are note fields - MyInvoices will not make any calculations based on this information. When you invoice this customer, the information in these fields is automatically pasted into the invoice or estimate.
Contact, Phone Number, Fax Number, and Notes	These are also note fields, but they are not pasted into invoices or estimates. If you want to reference this information, you can use the Edit or View command to display this customer's information.
Credit Limit	If you write an invoice for this customer that would bring their unpaid balance over their limit, MyInvoices will alert you of the situation; it will not prevent you from writing the invoice.
Sales Tax & Addl Tax	Two tax rates are included in order to accommodate areas that require reporting on separate taxes (if you need to report state and local taxes separately, for example). If you do not need two tax rates, just use the Sales Tax field. The tax rates entered here are used as the default tax rates for this customer. If the tax is different on a particular invoice, you can edit the tax on that invoice. You can change the names of the tax fields, for example change "Addl Tax" to "County Tax," by choosing Customize Form from the Activities menu (see Customize Invoice and Estimate Headings).
Total Tax	This is the sum of the tax rates and can't be edited.
Repeat Billing	Check the Repeat Billing box if you want to copy the information from the customer's most recent invoice whenever you make a new invoice for the customer. You can edit the new invoice if there are any changes.
Once you have filled in the desired information, click OK to accept a new customer into the Customer List or to accept changes to an existing customer. Choose Cancel if you do not want to add the customer  or accept the changes.

If the information for a customer is different from their stored information on a particular invoice, you can change it directly on the invoice without having to edit their Customer Information. This will not change the stored information; the next time you invoice the customer, the original information will still be used.

If you want to view or change this information later, use the Edit or View command from the Customer menu.


Edit or View Customer Information

Select Edit or View from the Customer menu to open the Edit Customer dialog.

Select a customer from this dialog to open the Customer Information dialog for the selected customer. Make any changes you want and click OK to save the changes or Cancel to close the dialog without saving any changes.

Related Topics:

Edit Customer Dialog


Edit Customer Dialog

Select Edit or View  from the Customer menu to open the Edit Customer dialog:

In the dialog, choose the customer whose information you wish to view or edit by either double clicking on the customer's name or by highlighting the name using the cursor keys and pressing ENTER.

Note:  You can quickly move the highlight bar close to the name you wish to select by pressing the first letter of the customer's name. This will bring the highlight to the first name that begins with that letter.

Choosing a customer from the list will open the Customer Information dialog for the selected customer.

Editing a customer's information will only affect new invoices or estimates that you create for the customer. It will not automatically update the information on existing forms.

When you are done editing or viewing the information, click OK to save any changes and close the dialog. Click Cancel to close the dialog without saving changes.


Deleting a Customer

Select Delete from the Customer menu. This will open the Delete Customer dialog.

Select a customer from this dialog and a warning dialog will open. Select Yes to delete the customer, or select No if you do not want to delete the customer.

Related Topics:

Delete Customer Dialog


Delete Customer Dialog

Choose the customer whom you wish to delete by either double clicking on the customer's name or by highlighting the name using the cursor keys and pressing ENTER.

Note:  You can quickly move the highlight bar close to the name you wish to select by pressing the first letter of the customer's name. This will bring the highlight to the first customer name that begins with that letter.

Choosing a name from the list will open a message box to confirm the command. If you are sure you want to delete the customer, click OK or press ENTER. If you are not sure or if you do not want to delete the customer, click Cancel.


Import Customer Information

If you have already entered your customer data in another application, you can copy the information into the Customer List.

Related Topics:

Importing from another version of MyInvoices for Windows

Importing from a version of MyInvoices for DOS

Importing from MyMailList or from another source

Import Customer File

Import Customer List


Importing from another version of MyInvoices for Windows

If you are updating from a previous version of My Advanced Invoices or from the Quick and Easy version of MyInvoices, then your customer data is automatically copied into the current Customer List when you installed this version or, if the previous version is in a different directory, when you open an invoice file.

To open an invoice file, use the Open command in the File menu.


Importing from a version of MyInvoices for DOS

Customer information from a DOS version of MyInvoices can only be imported along with invoice data. To import from a DOS version of MyInvoices, see Import MyInvoices Files  (DOS users only).


Importing from MyMailList or from another source

MyInvoices can import customer data from the following sources:

•	MyMailList (Windows)

•	MyAdvancedMailList (Windows or DOS)

•	Comma delimited text files

If the data was entered into a different application, you may still be able to import the data if you can use that application to save the data as a comma delimited text file. This is usually done using a "Save As" or "Export" command (see the documentation for that application for more information).

To import data from one of the MyMailList programs or from a delimited text file, select Import from the Customer menu to display the Import Customer File dialog. Use this dialog to select the file with the customer data you want to import.

After selecting the file, click OK to open the Import Customer List dialog (data from MyAdvancedMailList for DOS is automatically imported).


Import Customer File

Select Import from the Customer menu to display the Import Customer File dialog. Use this dialog to select the file with the customer data you want to import.

File Name:  Type the name of the file you wish to import, or select it from the list box. You can only select a file contained in the directory that is currently selected.

Directories:  Select the directory where the file is stored. Double click on a folder to view the files and directories contained within it.

List Files of Type:  Use this box to filter the File Name box so that only files with certain three letter extensions are displayed. You can choose to display only MyMailList and MyAdvancedMailList for Windows file names (with an MML extension), MyAdvancedMailList for DOS file names (with a DML extension) or, if the import file is from a different source, choose All File Types to view all file names.

Note:  If the file is from a different source, remember that it must be formatted as a comma delimited text file.

Drives:  Select the drive containing the import file.

After selecting the file, click OK to open the Import Customer List dialog (data from MyAdvancedMailList for DOS is automatically imported).


Import Customer List

After selecting a customer file to import, click OK to open the Import Customer List dialog (data from MyAdvancedMailList for DOS is automatically imported).

The Import Customer List dialog lists the fields from the Customer Information dialog. Next to each field is a list box; each list box contains field names from the import file (field names are taken from the first record in the import file).

Use the list boxes to select the fields in the import file that you want to copy to the MyInvoices fields. The boxes "First Name" and "Last Name," are joined together during importing to make up the second line of the customer's billing address.

Leave a field blank if you do not want to import data into that field.

After assigning the import fields, click OK to begin importing the data into your Customer List.

Related Topics:

Sorting by Personal Names instead of Company Names

Customers Who Have More Than One Address


Sorting by Personal Names instead of Company Names

Since the Customer List is automatically sorted by the first line (Company) of the billing address, you will need to make the personal name the first line of the address. You can do this by either omitting the company names or by importing the personal name to the company field and the company name to the personal name field.

•	If the customer's name is in a single field in the import file, assign that field to the "Company" field, assign company names to the "First Name" field, and leave the "Last Name" field blank. If one of the imported records does not have a personal name, it will be sorted by the company name.

•	If the customer's name is in two fields in the import file, assign the first name field to the "First Name" field and assign the last name field to "Last Name"; leave the "Company" field blank (nothing will be imported to this field). Since the Customer List is sorted by the first letter of the customer name, this will sort customers according to the data in the "First Name" field.


Customers Who Have More Than One Address

MyInvoices will not allow customers in the Customer List to have the same first two lines in their billing addresses. If two or more of the customers in the import file have the same company and personal name but different addresses (a company with several shipping addresses, for example), then only one of the addresses for that customer will be imported.

To import a file where a customer may have multiple addresses, you must alter that customer's name for each of their addresses.

One way to make the names different is to add a code, such as a number or zip code to the customer names (for example, "Air Express 1", "Air Express 2", etc.). The best way to do this is to change the import file, either by altering the database it came from or by editing the import file itself; this way only the names of companies with multiple addresses need to be changed.

If you do not have the means to change the import file, you may be able to alter the names during importing. If you are importing company names, you could add a field such as the ZIP Code of the shipping address to the company name by assigning it to the Last Name field (this will add the ZIP to every imported record!).


Export Customer Data

You can copy customer information from MyInvoices to a delimited text file for use in another program (to print mailing labels, for example) using the export feature. Select Export from the Customer menu to open the Export Customer List dialog.

In the Dialog...

Filename:  Type the name you would like to give to the export file. You can include a directory path to specify where you want to save the file, or just enter the name to save it in the same directory as MyInvoices.

Include Which Address:  All of the information entered in the customer information dialog can be exported. However, you can choose to include only one of a customer's two addresses (billing or shipping) with the customer information by clicking the appropriate line.

Click OK to begin exporting the data.

See the documentation for the destination software for help using the exported text file with that application.


Product and Service Information - Overview

MyInvoices stores the information for your products and services in the Product List. When you create an invoice or an estimate, you can choose items from this list or type in new items.

When you select an item from the Product List, the description and unit price are automatically entered into the line.


New Product or Service

Select New from the Product menu to open the Product Information dialog. Fill in the dialog and click OK to accept the new product into the Product List.

Related Topics:

The Product Information Dialog


The Product Information Dialog

The Product Information dialog will open when you select New, or choose to Edit or View a product, using the Product menu.

Product Name:  Enter a description of the product or service (up to 99 characters).

Unit Price:  Enter the unit price for the item. If you are entering a service, you may want to enter the hourly rate as the unit price.

Taxable Item:  Click this checkbox if the item is taxable.

Once you have filled in the desired information click OK to accept the product into the Product List or to accept changes to this product. Choose Cancel if you do not want to add the product  or accept the changes.

If the information for a product is different from its stored information on a particular invoice, you can change it directly on the invoice without having to edit the saved product information. This will only change the information on that invoice; the next time you select the product, the original information will be used.

If you want to view or change this information later, use the Edit or View command from the Product menu.


Edit or View
Edit or View Product Information

Select Edit or View from the Product menu. This will open the Edit Product dialog.

Select a product from the list to open the Product Information dialog for that product. Make any changes you want and click OK to save the changes or Cancel to close the dialog without saving any changes.

Related Topics:

Edit Product Dialog


Edit Product Dialog

Select Edit or View from the Product menu to open the Edit Product dialog:

In the Dialog...

Choose the product whose information you wish to view or edit by either double clicking on the product's name or by highlighting the name using the cursor keys and pressing ENTER.

Note:  You can quickly move the highlight bar close to the item you wish to select by pressing the first letter of the product's name. This will bring the highlight to the first name that begins with that letter.

Choosing a product from the list will open the Product Information dialog for the selected product (see Product Information dialog).

Editing a product information will only affect new invoices or estimates that you create. It will not automatically update the information on existing forms.

When you are done editing or viewing the information, click OK to save any changes and close the dialog. Click Cancel to close the dialog without saving changes.


Deleting a Product

Select Delete from the Product menu. This will open the Delete Product dialog.

Select a product from the list and a warning dialog will open. Select Yes  to delete the product, or No if you do not want to delete the product.

Related Topics:

Delete Product Dialog


Delete Product Dialog

Choose the product you wish to delete by either double clicking on the product's name or by highlighting the name using the cursor keys and pressing ENTER.

Note:  You can quickly move the highlight bar close to the item you wish to select by pressing the first letter of the product's name. This will bring the highlight to the first product that begins with that letter.

Choosing a name from the list will open a message box to confirm the command. If you are sure you want to delete the product, click OK or press ENTER. If you are not sure, or if you do not want to delete the product, click Cancel.


Import Product Information

If you have already entered your product data in another application, you can copy the information into the MyInvoices Product List.

MyInvoices can import product data from comma delimited text files. If the data is not already in this format, you may still be able to import the data if you can use the application that it is in to save the data as a comma delimited text file. This is usually done using a "Save As" or "Export" command (see the documentation for that application for more information).

To import data from a delimited text file, select Import from the Product menu. This will open the Import Product File dialog. Use this dialog to select the file with the product data you want to import.

Related Topics:

Import Product File

Import Product List


Import Product File

To import data from a delimited text file into the Product List, select Import from the Product menu. This will open the Import Product File dialog. Use this dialog to select the file with the product data you want to import.

In the Dialog...

File Name:  Type the name of the file you wish to import, or select it from the list box. You can only select a file contained in the directory that is currently selected.

Directories:  Select the directory where the file is stored. Double click on a folder to view the files and directories contained within it.

List Files of Type:  Use this box to filter the File Name box so that only files with certain three letter extensions are displayed. You can choose to display only MyMailList and MyAdvancedMailList for Windows file names (with an MML extension), MyAdvancedMailList for DOS file names (with a DML extension) or, if the import file is from a different source, choose All File Types to view all file names.

Note:  If the file is from a different source, remember that it must be formatted as a comma delimited text file.

Drives:  Select the drive containing the import file.

After selecting the import file, click OK to open the Import Product List dialog.


Import Product List

After selecting the import file, click OK to open the Import Product List dialog.

The Import Product List dialog lists the fields from the Product Information dialog. Next to each field is a list box containing field names from the import file (field names are taken from the first record in the import file).

In the Dialog...

Use the list boxes to select the fields in the import file that you want to copied to the MyInvoices fields.

Click OK to import the data into the product list.


Export Product Data

You can copy product information from MyInvoices to a delimited text file for use in another program using the export feature. Select Export from the Product menu to open the Export Product List dialog.

In the Dialog...

File Name:  Type the name you would like to give to the export file. You can include a directory path to specify where you want to save the file or just enter the name to save it in the same directory as MyInvoices.

Click OK to begin exporting the data.

See the documentation for the destination software for help using the exported text file with that application.


Creating Invoices, Estimates, & Quotes - Overview

A file in MyInvoices works like a database for your invoices and estimates.

When you start a new file, a blank form is displayed where you can enter the first invoice estimate for the file. To enter the next form, scroll down or click the New button at the top of the screen. A new blank form is always available at the end of the file.

The Data Entry window is where you type in new invoice or estimate data, or where you can edit or view previous forms. Use the scroll bar in this window to scroll to the new form at the end of the stack, or scroll backwards through the stack to view previous forms (you can also use the VCR buttons at the top of the screen).

Using multiple files allows you to track different sets of invoices separately. For example, if you are entering invoices for two different companies or if you want to keep invoices for different fiscal years separated, you may want to use multiple invoice files. You can create as many files as you need.

Reports and statements only reflect the invoices and estimates stored in the currently loaded file.


Select a File

The first time you run MyInvoices, it will create a new "Untitled" file. If you have already created invoice files, MyInvoices will automatically open the last file you used. The name of the current file is displayed at the top of the Data Entry window. If you want to use this file, you can immediately start filling out invoices.

If you want to work on another file that you have already saved, select Open from the File menu. Use the Open dialog to select the invoice file you wish to use. The file will open to a new blank invoice.

If you want to work in a new file, select New from the File menu; a new "Untitled" file will be displayed. This file will use the same customer list as your other files.

Note:  Only use a new file when you want to start a completely new set of invoices. Information is not shared between invoice files, so reports and statements will only reflect invoices in the current file. For example, you might use two files if you are entering invoices for two different companies.

When you close an untitled file, by either starting or opening another file or by exiting MyInvoices, you will be prompted for a name and location to store the file.

Updating from a previous version:  Opening a file from a previous version will automatically update the older file (see Updating from a Previous Version of MyInvoices). To open and update an invoice file from version 1.x, set the "File Of Type" in the Open dialog to view "Old My Advanced Invoices" files. If MyInvoices is unable to update an older file, restart Windows and try to open the file again.

To use data from a DOS version of MyInvoices, see Import MyInvoices Files  (DOS users only).

When an invoice file is opened, the Data Entry window displays a blank invoice that is ready to be filled. To view previously saved invoices in the file, either scroll up in the Data Entry window or use the Register.

Related Topics:

New File

Open File


New File

Start a new file for invoices.

If you want to work in a new file, select New from the File menu; a new "Untitled" file will be displayed. The new file will use the same customer list as the other files. If the current file is already "Untitled", you will be prompted for a name and location for the file before a new file is created.

Use a new file when you need to keep a completely separate invoice file (when writing invoices for two different companies or to separate invoices from different fiscal years or quarters). Information cannot be shared between invoice files. This means customer statements and reports will only reflect outstanding invoices in the current file.

When you close an untitled file, by starting or opening another file or by exiting MyInvoices, you will be prompted to give a name and location to store the file.

New Invoice:  If you want a new invoice and want to keep it in the same file with other invoices, then display a new invoice in the file by scrolling all the way to the bottom of the Data Entry window scroll bar (along the right edge of the window). This will also save the currently displayed invoice.

Note:  If you want to work on another file that you have already saved, select Open from the File menu. Use the Open dialog to select the invoice file you wish to use.


Open File

MyInvoices can directly open data files for any Windows version of MyInvoices. If you want to access data from a DOS version, use the Import MyInvoices (DOS) command from the File menu.

Select Open from the File menu to open a previously saved invoice file.

If the current file is "Untitled", you will be prompted for a name and location for the file before the Open dialog is displayed:

In the Dialog...

File Name:  Type the name of the file you wish to open, or select it from the list box. Only files contained in the currently selected directory are listed.

Directories:  Select the directory where the file is stored. Double click on a folder to view the files and directories contained within it.

List Files of Type:  Use this box to filter the File Name box so that only files with certain three letter extensions are displayed. MyAdvancedInvoices versions 1.1 and 1.2 use a DWI extension. All other compatible files use an INV extension.

Drives:  Select the drive containing the file you wish to open.

Select the file you wish to open and click OK. The name of the file will be displayed at the top of the window.


Estimates and Quotes

MyInvoices treats estimates and quotes the same way. They are tracked through the Outstanding Estimates report and are not included in the sales reports. Estimates and Quotes do not affect your customers' account balances.

As far as MyInvoices is concerned, the difference between an estimate and a quote is the name of the form. The default name is "Estimate." If it is more appropriate to call the job appraisal a "Quote," then you can customize the forms so they print with the word "Quote" or "Quotation" instead of the word "Estimate."

To change the name, "Estimate," select Customize Form from the Activities menu.

Estimates and quotes are created the same way as invoices. There is a button you can click on at the top of each displayed form that will set the form to an estimate or an invoice. If a customer accepts an estimate, you can switch the estimate to an invoice by displaying it in the Data Entry window and then clicking on the "Invoice" button.


Customize Invoice and Estimate Headings

Customize the on-screen and printed form by editing headings and entering text which will appear on all subsequent invoices and estimates. For example, you can change "Bill To" to "Client" or you can enter common sales terms, such as "Net 30," which will show up and print as the default on all of your invoices and estimates.

Select Customize Form from the Activities menu to open the Customize Form dialog.

In the Dialog...

HEADERS:  Type new headers into these boxes. For example, change Estimate to Quote. The headers are the same for all invoices and estimates.

COLUMNS:  Type new column headings. For example, change Quantity to Hours. The column headings are the same for all invoices and estimates.

FIELDS:

Titles:  Type new field names into these boxes. The field names are the same for all invoices and estimates.

Default Values:  Enter data you want to use as a default for all new invoices and estimates. These values will not affect any previously saved forms. If you paste a customer from the Customer List onto a new form, the customers data will replace the field data on the form.

Click Defaults to return the dialog to the original settings.

Click OK to save changes to the form.


Entering an Invoice or an Estimate

When an invoice file is opened, the Data Entry window displays a blank form that is ready to be filled. To view previously saved forms in this file, either scroll up in the Data Entry window or use the Register.

If the Data Entry window is not already displayed, bring it up by selecting Invoice from the Window menu.

After filling out the displayed form (see the related topics, below), use the New button at the top of the screen or scroll down in the Data Entry window to save the current form and display the next one.

Related Topics:

Setting the Form to an Invoice or an Estimate

Number and Date

Enter a Customer

Detail Area

Amount Paid, Subtotal, Taxes, and Invoice Total


Setting the Form to an Invoice or an Estimate

Whenever a new form is displayed in the Data Entry window, it is defaulted to an invoice form. The radio buttons in the upper left corner of the window will show you the status of the currently displayed form.

Estimate:  Click on this button to switch the form to an estimate.

Invoice:  Click on this button to switch the form to an invoice.

To change the names of the forms, for example to change "Estimate" to "Quote," select Customize Form from the Activities menu.


Number and Date

The number and date on the form are used for reports, account aging, and applying payments to invoices. They do not affect the order the forms are listed in the Invoice or Register windows.

The number and date are entered at the top right corner of the form.

MyInvoices will automatically fill in these fields for you when you scroll to a new form (as described below). If you want to change the default number or date you can edit these fields by clicking or TABBING to them and typing the new information.

Note:  A form must have a number and date, as well as an amount, before it can be saved.

Automatic Numbering:  MyInvoices remembers the largest invoice and estimate numbers. When you scroll to a new invoice, it will automatically increment this number and enter it into the form.

Automatic Date:  MyInvoices will automatically insert the system date stored in your computer into the invoice in the form mm/dd/yy.

There are two additional date options: you can display invoice dates using the European date format (dd/mm/yy), and you can change the dates when you print invoices to reflect the dates they are printed instead of the dates they are created. Select Preferences from the File menu and mark the appropriate check boxes.


Enter a Customer

Once your form has a number and date, you will want to insert a customer's name into the form.

Related Topics:

One-time Customers

Pasting Customers from the Customer List

Customer Aging


One-time Customers

If you want to create an invoice or an estimate for a one-time customer (a customer you don't need to enter in the Customer List) you can type their name directly onto the form.

When you type in a name that is not in the Customer List, MyInvoices will prompt you to add the name to the list. To turn this option off, select Preferences from the File menu.


Pasting Customers from the Customer List

If you want to create an invoice or estimate for a saved customer, click on the Customer List button in the Data Entry window.

This will open the Customer List dialog.

In the Dialog...

The list is sorted alphabetically by the first line of the billing addresses. If the first line is blank, the second line is used.

Select a customer's name and click the Paste button to copy that customer's information into the form.

Using the Customer List:

Auto Fill:  Instead of clicking the Customer List button, you can type the first or second line of a saved customer's billing address on the form and press TAB. MyInvoices will search for the first customer in the list with the same name and automatically paste the rest of the customer's information onto the form.

Repeat Billing:  If you are entering an invoice and you checked the "Repeat Billing" box in the Information dialog for this customer, then the detail section from the customer's last invoice is also copied automatically.

Editing the Customer Information:  You can edit the address and header information directly on the form. Changing this information on the form will not affect the stored information for the customer. To change this customer's stored information for future forms as well, you should use the Edit or View command, under the Customer menu (see Edit or View Customer Information).

If you would like to change the names of the headings on the form, for example change "Bill To" to read "Client," you can customize the form (see Customize Invoice and Estimate Headings).


Customer Aging

MyInvoices allows you to view the customer's payment status as you generate an invoice. Click on the Aging button at the top of the screen to view the history of the customer's outstanding invoice balances. The amount for the displayed invoice is not included in the customer aging until the invoice is saved (by scrolling down or by clicking the Save button).

In the Dialog...

If a customer has overpaid an invoice, the outstanding credit is added to the aging information in the "Over 90 Days" column.

The aging information is just a reminder; it will not affect the total or the amount due for the current invoice. If you would like to print the aging on the invoice, you can select Print aging report from the Print Invoices dialog.


Detail Area

The detail area is where you fill in the products or services you are providing and the amounts you are charging.

•	QUANTITY:  Enter a quantity, such as the number of items or a number of hours. Press TAB to move the cursor to the Description column. If you leave this column blank, MyInvoices will act as though the quantity is one.

•	DESCRIPTION:  If you have entered products into your Product List, click on the arrow button at the right side of the description cell to open the list and select the product. If the item you are entering is not in the list, type a description of the product or service (up to 99 characters per line). Press TAB to move the cursor to the Tax column.

Auto Fill:  Instead of selecting the product from the list box, you can type the name of the product. When you press TAB MyInvoices will automatically paste the rest of the product information onto the form.

When you type in a description for an item that is not in the Product List, MyInvoices will prompt you to add the item to the list. To turn this option off, select Preferences from the File menu.

•	TAX:  To mark a line item as taxable, press SPACE to mark this column with a "T." To remove the mark, position the cursor to the left of the "T" and press the DELETE key. Press TAB to move the cursor to the Unit Price column.

•	UNIT PRICE:  Type in the price of the item. When you press TAB to move to the Amount column, the Unit Price is multiplied by the quantity to fill in the Amount. You can also leave this column blank and just type a number into the Amount column.

•	AMOUNT:  The Amount is automatically calculated for you. If you want, you can leave the Quantity and Unit Price blank and just type the amount into this column. You can also have the amount of the line calculated for you (see below).

•	NEXT LINE:  Press TAB from the Amount column or click on the next line.

Each invoice can have up to 44 detail lines.

To overwrite an entry in the detail area, click on the cell and begin typing. To insert the cursor in a cell, click on the cell and press F2.

Related Topics:

Discounts, Refunds and Credits

Delete or Insert Detail Lines


Discounts, Refunds and Credits

To reflect a discount, refund, credit, or other amount owed to the customer, enter a negative Quantity, Unit Price or Amount on a detail line by using the minus symbol ("-").

Example


Delete or Insert Detail Lines

Use these commands in the Edit menu to delete the line the cursor is on, or to push the rest of the detail lines down and insert a new line. If there is any information on the 44th detail line, you will not be able to insert a new line.


Amount Paid, Subtotal, Taxes, and Invoice Total

MyInvoices will automatically calculate the invoice subtotal, tax amount(s), and total from the information you enter in the invoice. Except to enter tax rates, you cannot edit these fields.

Note:  In order to calculate tax on a line item, the 'Tax' column must be marked for that line).

The Amount Paid box at the bottom of the invoice reflects payments made through the Receive Payments dialog. The amount paid to an invoice does not affect the invoice total.


Save the Invoice or Estimate and Enter the Next Form

Once you have entered an invoice or an estimate, you should save it. To save it and display a new blank form, scroll down in the Data Entry window or click the New button at the top of the screen.

If the form already has a number, date and amount, then scrolling up to a previous form will also save the current form.

Use the VCR buttons at the top of the screen or use the scroll bar in the Data Entry window to scroll between the forms.

If a customer has outstanding invoices exceeding their credit limit, then when you save a new invoice a box will open warning you that the customer is over their limit. Click OK to clear the message box and continue writing the invoice.

Note:  An invoice or estimate will not be included in the Customer Aging, Register window, or in reports until it has been saved.


Printing Invoices and Estimates - Overview

Once you have entered invoices or estimates, the next step is to print them out. MyInvoices supports printing on a variety of forms (available from NEBS) or on 8.5" x 11" paper (either on your company's letterhead or on plain paper).

You also have options such as stamping the invoice with its printed date, printing your return address on the form, and adding your company logo to the printout.


Select the Printed Form

The first step in printing an invoice is to select the type of form on which you are going to print the invoices or estimates. Open the Forms menu and you will see listings for laser and impact invoices and estimates. Click on one of the menu items to open a sub-menu showing the available forms for the selected type.

Laser and ink jet printers should both use laser forms. Impact or tractor feed printers should use impact forms.

All of the sub-menus contain listings for Your Letterhead and Plain Paper Form. "Your Letterhead" is designed for use with your company's 8.5" x 11" letterhead; "Plain Paper Form" will print the invoice form on plain 8.5" x 11" paper. For descriptions of the different numbered forms, refer to the catalog enclosed with your software.

Note:  You may need to adjust the top margin of invoices or estimates to accommodate your letterhead. Change margins using the Print Calibrate command under the File menu.

All of the forms, including plain paper and letterhead, are designed so that your return address and the customer billing address will show in the windows of windowed envelopes available in the NEBS catalog.

Select the form you wish to use by clicking on it or by highlighting it with your arrow keys and pressing ENTER. This will not affect how your invoices or estimates appear on the screen; selecting a form only affects your printed output.


Printing Preferences

Enter Your Return Address

Stamp form with Today's Date when Printed


Enter Your Return Address

If you are not using forms or letterhead with your return address imprinted on them, you can have MyInvoices print this information in the upper left corner of the printout.

Select Preferences from the File menu and enter your return address into the dialog. When you print, you have the option of printing this address in the form.


Stamp Form with Today's Date when Printed

MyInvoices can automatically change invoice and estimate dates so they reflect the date they are printed, instead of the day they were entered.

This changes the dates on the on-screen forms as well as on the printouts.

Select Preferences from the File menu to toggle this option on or off.

Note:  Today's Date is taken from your computer's system date. Set your system date through the Windows Control Panel (usually found in the group "Main").


Printer Setup

Use Print Setup from the File menu to select the printer you are going to use. You have the option of using Windows' default printer or setting up a specific printer.

If you do not see your printer listed, then you may need to install a printer driver - the software that allows Windows to use different printers. Consult your Windows manual for information on installing printer drivers.

If you have not printed invoices or estimates with this printer before, you may wish to print only one invoice to check the printer alignment. You can then use the Print Calibrate function to adjust the positioning of data within the forms (see Print Calibrate).


Printing Invoices

Select Print Invoices from the File menu to open the Print Invoices dialog:

In the Dialog...

Invoice Form:  Displays the style of the invoice form selected from the Forms menu. If the displayed form style is not the same as you are using, Cancel this dialog and select the appropriate style from the Forms menu.

Print Invoice Range:  Enter the range of invoice numbers you wish to print in the 'From' and 'To' boxes (either click in the box you want or press TAB to move between the boxes).

Options:

•	Print Return Address:  If you are using non-imprinted invoice forms and you want your return address printed on each invoice, mark the Return Address check box.

If you have not entered your return address, click the Return Address button.

You can also adjust the left margin of the return address, which is especially useful if you want to place a logo to the left of your address (see Using the Preview Window to Add a Logo to Printouts).

•	Print Aging Report:  This will print a mini-aging report, showing outstanding amounts owed by a customer, broken down into 30 day periods (click the Aging button to display this information for a customer who's invoice is currently displayed on-screen). The aging report is a summary of all outstanding invoices and does not alter the total of the current invoice.

Note:  If the invoice you are printing has not been saved (by scrolling down), that invoice's amount will not be reflected in the aging report.

•	Print Packing Slip:  Check this option if you want to print a packing slip along with each invoice. A packing slip looks identical to an invoice except that no amounts are shown.

Click Message to enter a selling message that you want printed on all invoices. The message is printed after the last line item on the invoice.

Click Customize to include or omit fields from the printed invoice. For example, if the Code field is for internal use only, you can omit it from the printed invoices. The information will still be available on-screen, to use as a reference or as a sort field for reports.

Depending on the type of printer you are using and the number of detail lines on an invoice, an invoice may use two pages when printed.

If the Quantity and Unit Price columns are blank for the entire invoice, these column headings will not print.

Click OK in the Print Invoices dialog to open a preview and then print your invoices.

Related Topics:

Laser Invoice Forms

Impact Invoice Forms

Invoice Selling Message

Customize Printing

Return Address


Invoice Selling Message

Click on the Message button in the Print Invoices dialog to open the Invoice Selling Message dialog.

In the Dialog...

Type a message that you want to print on all your invoices and click OK.

The message will print below the last detail line on each printed invoice.


Customize Printing

Click on the Customize button in the Print Invoices dialog or in the Print Estimates dialog to open the Customize Printing dialog.

In the Dialog...

Use the checkboxes to select which sections of the invoice you want to print.

The top two checkboxes apply to the printed headings for invoices and estimates when you are printing on plain paper or on letterhead forms.

To change the headings, for example you can change "Estimate" to "Quote," select Customize Form from the Activities menu.

Click OK to return to the Print Invoices dialog.


Return Address

Click on the Return Address button in the Print Invoices, Print Estimates, or Print Statements dialog to open the Return Address dialog.

Use this dialog to enter or edit your return address, which you can print in the upper left corner of your forms.

After entering your address, click OK to return to the print dialog.


Printing Estimates

Select Print Estimates from the File menu to open the Print Estimates dialog:

In the Dialog...

Estimate Form:  Displays the style of the estimate form selected from the Forms menu. If the displayed form style is not the same as you are using, Cancel this dialog and select the appropriate style from the Forms menu.

Print Estimate Range:  Enter the range of estimate numbers you wish to print in the 'From' and 'To' boxes (either click in the box you want or press TAB to move between the boxes).

Options: Return Address

If you are using non-imprinted invoice forms and you want your return address printed on each invoice, mark the Return Address check box.

If you have not entered your return address, click the Return Address button.

You can also adjust the left margin of the return address, which is especially useful if you want to place a logo to the left of your address (see Using the Preview Window to Add a Logo to Printouts below).

Click Message to enter a selling message that you want printed on all estimates. The message is printed after the last line item on the estimate. This message is saved separately from the message for invoices.

Click Customize to include or omit fields from the printed estimate. For example, if the Code field is for internal use only, you can omit it on the printed estimates. The information will still be available on-screen

If the Quantity and Unit Price columns are blank for the entire estimate, these column headings will not print.

Click OK in the Print Estimates dialog to open a preview and then print your estimates.

Related Topics:

Laser Estimate Forms

Impact Estimate Forms

Estimate Selling Message

Customize Printing


Estimate Selling Message

Click on the Message button in the Print Estimates dialog to open the Estimate Selling Message dialog.

In the Dialog...

Type a message that you want to print on all your estimates and click OK.

The message will print below the last detail line on each printed estimate.


Printing Invoices and Estimates - Using the Preview Window
Using the Preview Window

Whenever you print any type of output with MyInvoices - invoices, estimates, statements, or reports - the output is first displayed on-screen in a Preview window.

Use the Preview window to examine your data before it is printed. Use the Logo button (at the top right of the window) to add a logo or other image to the pages in your printout, or to change a logo that was previously added.

If everything appears correct in the preview, click Print to start printing.

Related Topics:

Using the Preview Window to Add a Logo to Printouts


Using the Preview Window to Add a Logo to Printouts

Select the Logo button from the Preview window to add your logo or graphic to the printout, or to move or resize an image you have already added.

MyInvoices supports the following graphic file types:

• bmp	• tif
• wmf	• dib
• pcx	• eps (requires a PostScript printer)
• tga	• gif
While the Logo button is depressed, only the first page of your printout will be visible in the Preview window. The images in the preview will print in the same position on every page in the printout as they do on this page.

Add a new image:  With the Logo button pressed in, click the Clipart button (this button is only available after clicking the Logo button) to open the Pick Picture dialog. Use this dialog to select the picture file you want printed and click OK. Position the mouse on the page and click the left mouse button to place the image.

Change the size of an image:  With the Logo button pushed in, click on a picture to select it; it should be surrounded by eight sizing "handles." Click on a handle and, holding the mouse button down, drag the mouse in the direction you want to stretch or squeeze the image. Release the mouse to view the image at its new size.

Change the position of an image:  With the Logo button pushed in, position the mouse over the image (the cursor should change from a pointer to a '+'). Click on the image and, holding the mouse button down, drag the mouse to where you want to move the image. Release the mouse to view the image at its new location.

Note:  You can move your return address on invoices or estimates to make more room for a logo by exiting the preview, selecting the print command again and, in the Print dialog, increasing the left margin for the return address.

Delete an image:  Click the Logo button (so it is pushed in) and then click on a picture to select it; it should be surrounded by eight sizing "handles." Press the DELETE key on your keyboard to erase the image.

When you have finished adding, sizing, and moving the images click the Logo button again. Your entire printout will again be available in the Preview window.

Click the Print button at the top of the Preview window to start printing.


Print Calibrate

Adjust the positioning of your printed data by selecting Print Calibrate from the File menu.

In the Dialog...

Left Margin:  Enter a positive number in the left margin to push the printing farther to the right. Enter a negative number to reduce the default left margin and move the printing towards the left.

Top Margin:  Enter a positive number in the top margin to start the printing farther down the page. Enter a negative number to reduce the default top margin and move the printing up the page.

Note:  Laser and ink jet printers usually have a non-printable region of 0.2" to 0.5" around the edge of the page. If you change the margins so that part of your printout falls in this area, some of the printing may be cut off by your printer. See your printer manual for details.


Receive Payments

When a customer makes a payment, you need to apply that payment to their invoice. Open the Receive Payments dialog by clicking the Payments button at the top of the screen or by selecting Receive Payments from the Activities menu.

In the Dialog...

When you first open the dialog, it automatically selects the invoice displayed in the Data Entry window.

Invoice Number:  If you wish to make a payment to a different invoice, select the invoice number from this box.

Payment Method:  Enter the type of payment (cash, check number, credit card, etc.) or other appropriate information. Press TAB to the date column.

Date:  The payment date defaults to your computer's current system date. If you want to enter a different date, type it into this column. Press TAB to move the cursor to the Amount column.

Amount:  Type the amount of the payment

Note:  If you leave the Date Paid column blank, MyInvoices will fill it in with your computer's system date.

Click Apply to record the payment and enter another payment to a different invoice.

Click OK to record the payment and close the dialog.

Related Topics:

Correcting a Payment


Correcting a Payment

Correct payments to invoices by bringing up the Receive Payments dialog for that invoice. Type any corrections you need to make and click Apply or OK.


Setting a View Criteria

Set a view criteria so that, as you scroll through the Register or Data Entry window, you only view the forms you are interested in seeing. This makes it easier to browse for particular invoices using the Register or Data Entry windows.

The display criteria is also applied to your printed output (invoices, estimates, statements, and reports), so you can focus on printing exactly what you need. For example, you can reprint only invoices that haven't been paid yet by selecting to view unpaid invoices before you print.

Make one of the following selections from the View menu to set the appropriate display criteria:

•	All Invoices and Estimates

•	Estimates Only

•	Invoices Only

•	Unpaid Invoices

•	Paid Invoices

•	One Customer's Invoices

Turn off any previously set display criterion by selecting All Invoices and Estimates from the View menu.

When you scroll through either the Invoice or Register windows, you will only see forms that match the criteria you set. This view criteria also applies to the Find command and to the information included in reports.

While the view criteria is on, you will not be able to save a new invoice or estimate.

To view all invoices and estimates again, or to create and save a new form, select All Invoices and Estimates from the View menu.


All Invoices and Estimates

To turn off a view criterion, select All Invoices and Estimates from the View menu.


Estimates Only

To display only estimates, select Estimates Only from the View menu.

When you scroll through either the Invoice or Register windows, you will only see saved estimates. This view criteria also applies to the Find command and to the information included in reports.

To view all invoices and estimates again, select All Invoices and Estimates from the View menu.

Note:  While the view criteria is on, you will not be able to create a new invoice or estimate. To save a new form, you must first select All Invoices and Estimates from the View menu.


Invoices Only

To display only invoices, select Invoices Only from the View menu.

When you scroll through either the Invoice or Register windows, you will only see saved invoices. This display criteria also applies to the Find command and to the information included in reports.

To view all invoices and estimates again, select All Invoices and Estimates from the View menu.

Note:  While the view criteria is on, you will not be able to create a new invoice or estimate. To save a new form, you must first select All Invoices and Estimates from the View menu.


Unpaid Invoices

To display only invoices with outstanding unpaid balances, select Unpaid Invoices from the View menu.

When you scroll through either the Invoice or Register windows, you will only see these unpaid invoices. This view criteria also applies to the Find command and to the information included in reports.

To view all invoices and estimates again, select All Invoices and Estimates from the View menu.

Note:  While the view criteria is on, you will not be able to create a new invoice or estimate. To save a new form, you must first select All Invoices and Estimates from the View menu.


Paid Invoices

To display only invoices with paid balances, select Paid Invoices from the View menu. Invoices that have been overpaid are also displayed.

When you scroll through either the Invoice or Register windows, you will only see paid invoices. This view criteria also applies to the Find command and to the information included in reports.

To view all invoices and estimates again, select All Invoices and Estimates from the View menu.

Note:  While the view criteria is on, you will not be able to create a new invoice or estimate. To save a new form, you must first select All Invoices and Estimates from the View menu.


One Customer's Invoices

To display only invoices and estimates for one particular customer, select One Customer's Invoices from the View menu.

This will open the Customer List dialog. Select a customer from the list and click OK.

When you scroll through either the Invoice or Register windows, you will only see the invoices and estimates for the selected customer. This view criteria also applies to the Find command and to the information included in reports.

To view all invoices and estimates again, select All Invoices and Estimates from the View menu.

Note:  While the view criteria is on, you will not be able to create a new invoice or estimate. To save a new form, you must first select All Invoices and Estimates from the View menu.


Using the Register to View Invoices and Estimates

The Register is a convenient browsing tool. It allows you to quickly locate a particular invoice or to gain a quick overview of all your invoices.

If it is not already displayed, select Register from the Window menu. The register will show you a tabular view of your invoices. The invoices are arranged in the same order they were created.

Immediately open the Data Entry window on a particular invoice by double clicking on that invoice in the Register.

Note:  Only invoices that meet the current view criteria are displayed in the Register (see Setting a View Criteria).


Find

MyInvoices allows you to search for invoices that match criteria that you define. Select Find from the Edit menu to open the following dialog:

In the Dialog...

Type in information about the invoice you wish to find. You do not need to fill in the entire dialog; only enter as much information as you need to filter out unwanted invoices. For example, if you just want to find the last invoice for a particular customer, you only need to type in the customer's name.

Search:  MyInvoices begins the search from your current position in the invoice stack - from the invoice displayed in the Data Entry window or highlighted in the Register. Click Forward if you want the search to find the next invoice that matches the criteria, or click Backward if you want to search prior invoices.

After entering the search criteria and selecting the search direction, click on Find. If a match is found, the Data Entry window will display the match.

Note:  The Find command can only locate invoices that meet the current display criteria (see Setting a View Criteria).

Related Topics:

Find Next


Find Next

Press F3 or select Find Next from the Edit menu to search for the next invoice that meets the criteria you entered in the Find dialog.


Save As

MyInvoices automatically saves your work as you scroll between invoices and when you leave a file (by opening a new file or by exiting MyInvoices). You can also manually save the file by selecting Save from the File menu.

If you are in an "Untitled" file, choose Save As from the File menu to name the file and to select a location to save the file.

If you are in a file that has already been saved, choose Save As from the File menu to make a copy of the file with a different name or in a different location.

Note:  All invoices and estimates saved before choosing Save As will be saved in the original file as well as in the new file.

Saving the Current Form:  The Save and Save As commands save the entire file of invoices and estimates. To save the form that is currently displayed and display a new blank form, use the scroll bar along the right edge of the Data Entry window or click the New button at the top of the screen. The current form must have a number, date and amount before it can be saved.


Void Invoice or Estimate

Use the Void command from the Edit menu to void the invoice or estimate displayed in the Data Entry window. This will make it ineligible for printing and remove the data from any reports. The form will remain in the stack, visible through either the Register or the Data Entry window, so that you can refer to it.

To completely erase the form, select Delete from the Edit menu.

To completely erase all voided invoices or estimates, select Purge from the Activities menu.

To un-void an invoice or estimate displayed in the Data Entry window, select Unvoid from the Edit menu. If you want to use the data from a voided form, you will have to unvoid it.


Unvoid

Use the Unvoid command from the Edit menu to remove the void stamp from the voided invoice or estimate displayed in the Data Entry window. This will make it eligible for printing and include the forms data in reports.


Delete Invoice or Estimate

Use the Delete command from the Edit menu to remove the invoice displayed in the Data Entry window.

This command cannot be undone! If you still need the information for a deleted invoice you will have to enter the data as a new invoice!

If you want to delete more than one invoice or estimate, use the purge function (see Purge).


Purge

Use the Purge command when you want to:

•	Delete all paid invoices up to a certain date.

•	Delete all estimates up to a certain date.

•	Delete all void invoices.

•	Delete all void estimates.

Select Purge from the Activities menu to open the Purge dialog.

In the Dialog...

Click in the checkboxes to select what forms you want purged. If you want to delete invoices or estimates up to a specific date, enter that date.

Click OK to purge the invoices and/or estimates.

Purge will delete the forms from the file; this action cannot be undone.


Import MyInvoices Files  (DOS users only)

If you have MySoftware's MyInvoices for DOS (either the Quick and Easy version or the Advanced version), you can import the invoice and customer data into the Windows version. Importing will not affect the original data files, it will only make a copy of the data for use with this Windows version of MyInvoices.

Select Import MyInvoices (DOS) files from the File menu to open the Import File dialog.

In the Dialog...

The dialog works the same as the standard Windows Open dialog. Using this dialog, select the DOS invoice data file.

Importing MyInvoices, Quick and Easy version:  The name of the data file is INVOICES.DIN and it should be located in the default directory C:\INVOICES.

Importing MyInvoices, Advanced version:  The name of the data file for the Advanced version is INVOICES.DAI and it should be located in the default C:\MAI directory.

Select the drive and directory where the file is stored, select the data file, and click OK. All invoice and customer data will be imported.

If the file is not in its default directory or you cannot find the data file, you can use the Windows File Manager to find the file.

Related Topics:

Finding the Location of the DOS Data Files


Finding the Location of the DOS Data Files

If you are not sure what directory the files are in, you can open the Windows File Manager and use the Search command (under the File menu).

If you are importing from the Quick and Easy version, search for INVOICES.DIN. If you are importing data from the Advanced version, search for INVOICES.DAI.

The search results will tell you the location of the file. For example, if the search results are as shown below, then when you import your file select C: as the Drive and C:\INV1993 as the directory.

See your Windows manual for more information on using the File Manager to search for files.


Exporting Files

Export your invoice and estimate information for use in another program, such as a spreadsheet or an accounting package. Exporting will copy this information to a text file, it will not affect the saved invoices and estimates in the file.

The following information is included in the export file for each invoice or estimate:

•	Number and date

•	Billing and shipping addresses

•	Header information

•	Tax rates

•	Subtotal, taxable total, amount paid, and total

The individual line items and amounts are not exported.

Only invoices and estimates that meet the current view criteria are included in the export file.

Select Export File from the File menu.

In the Dialog...

Export File:  Type the name you would like to give to the export file. You can include a directory path to specify where you want to save the file or just enter a file name to save it in the same directory as MyInvoices.

Range:

•	All:  Export all non-void invoices and estimates that meet the current view criteria.

•	Invoices:  Export only invoices, and only those that are numbered within the specified range.

•	Estimates:  Export only estimates, and only those that are numbered within the specified range.

Click OK to begin exporting your invoice data.

Note:  Invoices or estimates that have been voided will not be included in the export file.

The data is exported to a comma delimited text file. Please see the documentation for the destination program to see how to use the text file with that software.


Statements and Reports - Overview

MyInvoices will generate customer statements based on the invoices in a file. It will also print and preview reports based on the invoices and estimates you have entered.

The File menu contains the Print Statements command. Select this menu item to generate and print your customer his will generate and print

The Reports menu contains the listing of available reports.

•	Invoice Journal

•	Sales by Customer

•	Sales by Sales Person

•	Sales by Sales Territory

•	Sales Tax Report

•	Outstanding Estimates Report

•	Cash Receipts Reports (summary and detail)

•	A/R Reports (Aging and Receivables)

•	Sales Trend Report

•	Customer List

Most of the reports can be customized to print exactly the information you need (see Customizing a Report). The Cash Receipts, A/R, Sales Trend, and Customer List reports are not customizable.

When you select a report from the menu, you can set options for the report, such as the date range. The report is then previewed on screen where you can set the font, add a company logo and print the report.


Printing Statements

MyInvoices will automatically generate statements based on the invoices you have entered into the current file. Customer statements reflect all unpaid, partially paid, and overpaid invoices.

Before creating and printing statements, use the Forms menu to select the Laser or Impact Statement form you plan to use (if you are using an ink jet printer such as a DeskJet, select a laser statement form).

After choosing the statement form, select Print Statements from the File menu to open the Print Statement dialog.

In the Dialog...

Statement Form:  The type of paper you selected in the Forms menu is displayed here. If you are going to print on a different statement form, cancel this dialog and use the Forms menu to select the type of paper you want to use.

Customer:  MyInvoices allows you to print statements for just one customer, for all customers at once, or for just customers with overdue invoices. MyInvoices will not print statements for customers who have zero balances.

Customer Name:  If you want to print a statement for just one customer, use this box to select the customer's name.

Print Return Address:  If you want the return address you entered to print on each statement, mark this check box. To enter or edit your address, click the Return Address button. You can enter a margin for the return address to make room for a logo (logos are added in the Preview window, which opens after you OK this dialog).

As of Date:  Statements show all outstanding invoices for a customer "as of" this date. For example, if you want to send statements for the previous month, set the As of Date to the last day of the previous month.

Overdue Customers... :  If a customer has an outstanding invoice with an invoice date this many days older than the 'As of Date,' then the customer is overdue.

Click OK to preview the statements. Use the Logo button at the top right corner of the Preview window to add, move, or delete a logo from your statements. See Using the Preview Window to Add a Logo to Printouts for more information about working with logos.

Click the Print button in the Preview window to begin printing the statements.


Reports

Report Options

A/R Report Options

Cash Receipts Report Options

Trend Report Options

Customer List

Using the Preview Window


Report Options

Selecting any of the following from the Reports menu will open the same Report Options dialog. In this dialog, specify the scope of the report, and customize the report settings.

•	Invoice Journal

•	Sales by Customer

•	Sales by Sales Person

•	Sales by Sales Territory

•	Sales Tax Report

•	Outstanding Estimates Report

Select the report you want to print or preview from the Reports menu to open the Report Options dialog.

In the Dialog...

Customer:  Print a report for all customers or for just one customer.

Customer Name:  If the report is for one customer, use this box to select the customer's name.

Date Range:  You can make a report for the fiscal year to date, or enter a specific date range. Only invoices (or estimates) with dates inside the date range will be reported. You can set the fiscal year to any 12 month period by selecting Preferences from the File menu.

If you wish to change the report, by changing which fields are printed or the order of the information, click the Customize button.

Click OK to open a Preview window displaying the report with the current settings. In the Preview window, you can change the font, add a company logo, and print the report. See Using the Preview Window for more information about using the Preview window.

Note:  Only invoices or estimates meeting the current view criteria are used in reports.

Related Topics:

Customizing a Report

A/R Report Options

Cash Receipts Report Options

Trend Report Options

Customer List


Customizing a Report

You can customize any of the following reports: Sales by Customer,  Invoice Journal, Sales by Sales Person, Sales by Sales Territory, Sales Tax Report, Outstanding Estimates Report.

Select the report from the Reports menu to open the Report Options dialog. Click the Customize button in that dialog to open the Customize Report dialog. Any new settings you enter in this dialog are saved with the report when you print, replacing the default settings.

In the Dialog...

Report Name:  Enter the title of the report as you want it to print.

Print Fields:  Select what information to print in the report by using the check boxes next to each field name. To mark or clear a check box, click on it.

First Sort:  Determine the order the data is presented. For detail reports, you can also select to subtotal when the sort field changes.

Second Sort:  If the data in the First Sort field is the same for two or more lines, those lines will be arranged by the data in the Second Sort field.

Click OK in the customize dialog to preview the report. In the Preview window, you can change the font for the report, add a company logo and print the report.


A/R Report Options

Select A/R Reports from the Reports menu to open the AR Report dialog.

In the Dialog...

Customer:  Print the report for all your customers at once, or for just one customer.

Customer Name:  If you want to print the A/R Report for just one customer, use this box to select the customer's name.

Report Type:  Select the format of the report.

•	Aging Report

•	A/R Report

As of Date:  The report shows all the information for a customer "as of" this date. Any invoices or payments to invoices made after this date are not included in the report.

Click OK to open a Preview window displaying the report with the current settings. In the Preview window, you can change the font, add a company logo, and print the report. See Using the Preview Window for more information about using the Preview window.

Note:  Only invoices that meet the current view criteria will be used in reports.


Cash Receipts Report Options

Select Cash Receipts Reports from the Reports menu to open the Report Options dialog for the Cash Receipts reports.

In the Dialog...

Customer:  Print the report for all your customers at once, or for just one customer.

Customer Name:  If you want to print the report for just one customer, use this box to select the customer's name.

Report Type:  Select the amount of detail you want in your report.

•	Summary.

•	Detail.

Date Range:  You can make a report for the fiscal year to date, or enter a specific date range. Only payments with dates inside the date range will be reported. You can set the fiscal year to any 12 month period by selecting Preferences from the File menu.

Click OK to open a Preview window displaying the report with the current settings. In the Preview window, you can change the font, add a company logo, and print the report. See Using the Preview Window for more information about using the Preview window.

Note:  Only payments for invoices that meet the current view criteria are used in reports.


Trend Report Options

The Sales Trend Report shows sales by customer for each month of the year, with six months shown per page. A running total is also printed.

Select Sales Trend Report from the Reports menu to open the Sales Trend Report dialog.

In the Dialog...

Customer:  Print the report for all your customers at once, or for just one customer.

Customer Name:  If you want to print the Trend Report for just one customer, use this combo box to select the customer's name.

Starting Date:  The Trend Report shows the sales trend over a 12 month period. Enter the first day of the period you want reported. The report will start with the first day of the month entered in the Starting Date.

Include Tax:  If you want the figures in the report to include tax amounts, mark this box.

Click OK to open a Preview window displaying the report with the current settings. In the Preview window, you can change the font, add a company logo, and print the report. See Using the Preview Window for more information.

Note:  Only invoices meeting the current view criteria are used in reports.


Customer List

Select Customer List from the Reports menu to preview this report. The report prints the stored information for all of the customers in the Customer List, and is sorted by the first letter of the billing name.

Use the buttons along the top of the Preview window to change the font, add a company logo (see Using the Preview Window to Add a Logo to Printouts) and print the report (using the Print button).


Statements and Reports - Reports - Using the Preview Window
Using the Preview Window

When you OK the settings for a report, a Preview window will open, displaying the entire report. Use this window to look up the information you need or to customize the look of a report before you print it.

If some of the report information overlaps in the preview, you can select a different font or font size to improve the formatting of the report.

Any previously selected pictures will also be displayed. To move or resize a picture you must first click the Logo button. This will also allow you to add a new picture.

The dashed red lines in the preview represent the edges of the printed pages.

Related Topics:

Print

Font

Logos and Clipart


Print

If you want to print the report as it appears in the Preview window, click the Print button. Use the Print dialog to select which pages and how many copies of the report you want to print.

In the Dialog...

Printer:  The report is formatted for the printer displayed at the top of the dialog. If you are using a different printer, Cancel this dialog and Exit the Preview window, then use Print Setup under the File menu to change your printer.

Range:  Print all of the report, or just those pages which you specify.

Print Quality:  Depending on your printer, you can adjust either the darkness or resolution of the report using this control.

Print to File:  If you want to print the report at a later time or on a different computer, you can use this option to save the report as a file on the computer. The printer option should be set to the printer you will eventually use. When you click OK to print the report, MyInvoices will ask you to name the file. When you are ready to print or after you copy the file to the other computer, use the DOS "Copy" command to print it (e.g. type COPY REPORT.TXT LPT1 /B and press ENTER). See your DOS manual for details.

Copies:  Select how many copies of the report you want to print.

Click OK when you are ready to print.


Font

Select the Font button from the Preview window to change the type used in a report.

In the Dialog...

Font:  Change the typeface for the entire report. You can either type the name of the font or select it from the combo box. See your Windows manual for how to add fonts to your system.

Font Style:  Select or type the style from those listed.

Size:  Select or type in the font size. The size must be between 8 and 11 points.

Sample:  A sample of the selected font, along with the other options you choose in the dialog, is displayed here. Click OK to apply the settings to the report.


Logos and Clipart

Select the Logo button from the Preview window to add a logo or graphic to your printout, or to move or resize an existing image.

While the Logo button is depressed, only the first page of your printout will be visible in the Preview window. The images in the preview will print in the same position on every page in the printout as they do on this page.

Adding a new image:  Click the Logo button to display the Clipart button. Click the Clipart button to display the Pick Picture dialog. Use this dialog to select the picture file you want printed and click OK. Position the mouse in the Preview window and click the left mouse button to place the image.

Changing the size of an image:  Click the Logo button (so it is pushed in) and then click on the picture to select it; it should be surrounded by eight black sizing "handles". Click on one of the handles and, holding the mouse button down, drag the mouse in the direction you want to stretch or squeeze the image. Release the mouse to view the image at its new size.

Moving the position of an image:  Click the Logo button (so it is pushed in) and then click on the picture to select it; it should be surrounded by eight black sizing "handles". Position the mouse over the image (the cursor should change from a pointer to a +). Click on the image and, holding the mouse button down, drag the mouse in the direction you want to move the image. Release the mouse to view the image at its new location.

When you have finished adding, sizing, and moving the images click the Logo button again. Your entire printout will again be available in the Preview window.


Sales by Customer Report

Using the default settings, this report will print detailed information about every invoice made to your customers and give a subtotal for all invoices for each customer. The customers are listed in alphabetical order.

This report is useful if you want a "snapshot" of the amount of sales for each customer. To determine seasonal cycles in customer purchasing you may want to use the Sales Trend Report.

Select Sales by Customer from the Reports menu to open the Report Options dialog.


Invoice Journal

Using the default settings, this report will print detailed information about every invoice made during a month, and give a subtotal for each month.

This report is useful as a summary of sales. If you have tax consultants, you may want to provide them with a copy of this report to save them time.

Select Invoice Journal from the Reports menu to open the Report Options dialog.


Sales by Sales Person Report

Using the default settings, this report will print subtotals of the sales made by each sales representative, with each rep's sales also subtotaled by month. The sales people are listed in alphabetical order.

This report is useful for tracking the performance of your sales people.

Select Sales by Sales Person from the Reports menu to open the Report Options dialog.


Sales by Sales Territory Report

Using the default settings, this report will print detailed information about every invoice made for a particular sales territory (this was the "General Information" field in earlier versions of MyInvoices), with each territory's sales also subtotaled by month.

This report will help you track sales by region.

Select Sales by Territory from the Reports menu to open the Report Options dialog.


Sales Tax Report

Using the default settings, this report will print detailed information about every invoice, subtotaling the sales, taxes, and invoice totals for the states where the invoices were shipped during each month, as well as print totals for each month.

This report provides a summary of sales tax due by states, so that you know how much you owe for any given time period. It also allows you to file your tax returns in less time and with fewer hassles.

Select Sales Tax from the Reports menu to open the Report Options dialog.


Outstanding Estimates Report

The Outstanding Estimates Report details the estimates in the file which have not yet been converted to invoices.

Select Outstanding Estimates Report from the Reports menu to open the Report Options dialog.


Cash Receipts Reports

Select Cash Receipts Reports from the Reports menu to open the Report Options dialog for the Cash Receipts Reports. Using this dialog, you can choose to print either a summary or a detailed report of your customers' payments.

Related Topics:

Cash Receipts Summary

Cash Receipts Detail


Cash Receipts Summary

Using the default settings, this report prints monthly subtotals of each customers payments.

Select Cash Receipts from the Reports menu to open the Report Options dialog.


Cash Receipts Detail

Using the default settings, this report prints a line for each invoice, with subtotals by the months they are paid.

Select Cash Receipts from the Reports menu to open the Report Options dialog.


A/R (Accounts Receivable) Reports

Select A/R Reports from the Reports menu to open the AR Report dialog. Using this dialog, you can choose to print your receivables data as either an Aging Report or as a detailed A/R report.

Related Topics:

Aging Report

A/R Report


Aging Report

The A/R Report prints data for each customer's unpaid invoices, showing the age of each outstanding invoice and the total balance owed by the customer.

Select A/R Reports from the Reports menu to open the AR Report dialog.


A/R Report

The A/R Report prints data for each customer's unpaid invoices, showing the age of each outstanding invoice and the total balance owed by the customer.

Select A/R Reports from the Reports menu to open the AR Report dialog.


Backing Up Data

MyInvoices automatically backs up your old data every time you run it. This allows you to restore your data if you make any changes (such as deleting invoices) that you do not want to keep.

The back up file will have the same name as the invoice file except that it will have a BAK extension. For example, if you have an invoice file named 1994INVS.INV, then the back up file will be named 1994INVS.BAK.

To restore the file, rename it with an INV extension and then Open it just like any other invoice file (see your Windows or DOS manual for information on renaming files).

Turn off the automatic back up feature by selecting Preferences from the File menu.

The automatic back up saves your data to the same directory as the original data file. To ensure the safety of your data from hard disk failure, use your favorite back up utility (such as MyBackUp) or copy the data files to diskette. The files you need to back up are those with an INV extension (INVOICES.INV, for example).


Customizing Invoices, Estimates and Reports

Changing Headings:  Edit the invoice and estimate headings (such as "Bill To" or "Sales Territory") by selecting Customize Form from the Activities menu.

Add a Message to Invoices and Estimates:  In the Print dialog, click on the Message button. This will open a dialog where you can type a message that will print on all invoices or on all estimates. You can have separate messages for invoices and for statements.

Add a Logo or other Graphic:  Invoices, Estimates, Statements, and Reports are all previewed on the screen before they are printed. Use the Logo button while you are in the Preview window to add images to your printed output (see Using the Preview Window to Add a Logo to Printouts).


Missing Invoices or Estimates

There are several reasons why forms may not be displayed or detailed in reports. A view criteria may be set so that you can view only a portion of the invoices and estimates in the file; select All Invoices and Estimates from the View menu to turn remove the view criteria. If just the currently displayed invoice or estimate is not printing or is missing from a report, you may still need to save this form; scroll down to save the form.

If you still cannot find the invoice or estimate, check your other files to see if the form was saved in another file.


Printing

Alignment:  If your invoices, estimates, or statements are not properly aligned in the printed forms, use the Print Calibrate command from the File menu to adjust the margins of your printouts.

Invoices or estimates not printing:  If the currently displayed form is not printing or is not reflected in statements or reports, it may still need to be saved; scroll down in the Data Entry window to save the form. A view criteria may also prevent the form from printing; select All Invoices and Estimates from the Display menu to turn off the view criteria and then try printing again.

Mailing Labels:  You cannot print mailing labels directly from MyInvoices, but there are two ways MyInvoices makes it easy to send mail to your customers. First, the billing and return addresses on your invoices, estimates, and statements are designed to show through the windows in NEBS windowed envelopes with just a simple fold. If you want to mail something else, you can export your customer data to a text file and then merge the file with a label printing program (such as MyMailList for Windows).

Faster Printing:  If you are printing invoices, estimates, or statements on an impact printer using plain paper forms, printing may be slow. You can improve print speed by either printing on forms or on Letterhead.

The Printed Stamp:  Once you tell MyInvoices to print an invoice or estimate, the on-screen form is marked with the word "printed."  If there is a printer error, such as the printer being disconnected, or you cancel the print job, the form will still be marked as printed. This stamp cannot be removed, but it will not print on the forms if you try to print them again.


Starting Over

Start a New File:  If you want to keep track of a different set of invoices and estimates, for example if you write the invoices for two different companies, you should use the New command from the File menu to start another file. The customer list will remain available to the new file. If you need a separate customer list, you can install MyInvoices to a different directory. You cannot share data between two files (for example, reports and statements will only reflect the invoices and estimates in the current file).

Erase All Customers:  If you want to remove all names from the Customer List, close MyInvoices, open the File Manager, and delete the file CUSTOMER.D. All customer information will be erased. This cannot be undone.

Erase All Products:  If you want to remove all names from the Product List, close MyInvoices, open the File Manager, and delete the file PRODUCT.D. All product and service information will be erased. This cannot be undone.


Technical Support

Technical Support is available at 970-522-3000.

Please see the back page of the manual or the Technical Support Policy card enclosed with the software for our policy, hours of operation, and other details.


File Menu

New File

Open File

Save

Save As

Print Setup

Print Calibrate

Print Invoices

Print Estimates

Print Statements

Import MyInvoices Files  (DOS users only)

Export File

Preferences

Exit


Print Setup

Select Print Setup from the File menu dialog to select the printer you wish to use to print your invoices and reports.

In the Dialog...

Printer:  Use the default printer or select a different printer. You will only be able to select printers which are already installed in Windows. Please see your Windows manual for instructions on how to install other printers.

Orientation:  Select the way the printer should use the paper:  Portrait (tall) or Landscape (Wide). MyInvoices uses portrait orientation for all printouts.

Paper:  Select the paper source you are going to use. You are not allowed to set a paper size because MyInvoices only supports 8.5" x 11" paper for reports, and either 8.5" x 11" or 8.5" x 8.5" forms for invoices, estimates, and statements. The paper size for invoices is determined by the form you select in the Forms menu.


Preferences

Select Preferences from the File menu to open the Preferences dialog.

In the Dialog...

European Date:  Mark this check box if you want dates displayed and printed in the European date format (dd/mm/yy). If this check box is empty, then the US standard format (mm/dd/yy) will be used.

Stamp With Today's Date:  Mark this check box if you want your invoice and estimate dates to reflect the date they were printed instead of the date they were entered. When this option is on and you print an invoice, the invoice date will be changed on-screen as well as on the printed invoice.

Make backup of data files (*.bak):  MyInvoices automatically backs up your old data every time you run it. This allows you to restore your data if you make any changes (such as deleting invoices) that you do not want to keep.

The back up file will have the same name as the invoice file except that it will have a BAK extension. For example, if you have an invoice file named 1994INVS.INV, then the back up file will be named 1994INVS.BAK.

To restore the file, rename it with an INV extension and then Open it just like any other invoice file (see your Windows or DOS manual for information on renaming files).

Fiscal Year:  Set the fiscal year. When printing reports, you have the option of printing only the information for the current fiscal year, or for a select date range.

Your Return Address:  The information enter in this section can be printed in the upper left corner of invoices, estimates, and statements. You can turn this option on or off when you select to print.

Prompt for New Customer:  With this option turned on, when you click or tab out of the second line of the billing address, MyInvoices will prompt you to add a new customer to the Customer List (if the name you entered is not already on the list).

Prompt for New Product:  With this option turned on, when you click or tab out of a description cell, MyInvoices will prompt you to add a new product or service to the Product List (if the description does not match an entry already on the list).


Exit

The Exit command (under the File menu) saves any work you have done in MyInvoices and closes the application. You can also choose Close from the Control menu.


Edit Menu

Find

Find Next

Delete

Void

Unvoid

New Invoice

Go to First

Go to Previous

Go to Next

Go to Last

Insert Line

Delete Line


Go to First

Use the Go to First command from the Edit menu to display the first invoice or estimate in the file.


Go to Previous

Use the Go to Previous command from the Edit menu to display the previous form in the file.


Go to Next

Use the Go to Next command from the Edit menu to display the next form in the file.


Go to Last

Use the Go to Last command from the Edit menu to display the last saved invoice or estimate in the file. If you are on the last form, you can scroll down to display a new blank form at the end of the file.

To go directly to the new form at the end of the file, select New Invoice from the Edit menu. If you want to make a new estimate, you can use the button at the top of the blank invoice to switch it to an estimate.


Insert Line

Use the Insert Line command from the Edit menu to insert a blank line into the detail section of an invoice or estimate. The new line is inserted before the line the cursor is on when you select the command.

If the form has any information on the last (44th) detail line, you will not be able to insert a new line.


Delete Line

Use the Delete Line command from the Edit menu to delete a detail line from an invoice or estimste. The line the cursor is on when you select this command will be deleted.


View Menu

Use the View menu to display only invoices or estimates that match the view criteria you select.

You can also use the View menu to view your computer's System State.

Related Topics:

All Invoices and Estimates

Estimates Only

Invoices Only

Unpaid Invoices

Paid Invoices

One Customer's Invoices

System State


System State

Select System State from the View menu to display useful information about MyInvoices and your computer system.

In the Dialog...

Directory:  Displays the directory where MyInvoices is installed

Memory Available:  The amount of RAM available to MyInvoices. If you are getting "Out of Memory" errors, you can increase the available RAM by exiting any other applications you have running in Windows.

RAM is not the same as disk space. If you are getting "Out of Memory" errors, deleting items off your hard disk will not help the situation. Similarly, if you are getting "Not Enough Disk Space" errors, you will need to delete items from your hard disk; exiting applications to free up RAM will not increase disk space.

Free Disk Space:  The amount of space available to store data. If you are getting "Not Enough Disk Space" errors, you can increase the amount of disk space by removing items from your hard disk. Deleting items will not increase the amount of available memory (RAM).

Free System Resources:  The amount of resources available to Windows.

System Date:  The computer's current system date. This date is used for invoice dates, report dates, and account aging. You can change the system date through the Windows Control Panel.

Number of Customers:  The number of customers stored in the Customer List.

Number of Products:  The number of products or services stored in the Product List.

Forms matching view criteria:  The total number of invoices or estimates in the current file that meet the current view criteria. To see the total number of stored invoices and estimates  in the file, make sure to select All Invoices and Estimates  from the View menu before you check the System State.


Forms Menu

Laser Invoices

Impact Invoices

Laser Estimates

Impact Estimates

Laser Statements

Impact Statements


Laser Invoices

Select Laser Invoices from the Forms menu to open a sub menu listing the available invoice form types for use with a laser or ink jet printer. All Laser Invoice forms measure 8.5 x 11".

Numbered Forms

The different numbered forms are all available directly from NEBS. See the catalog of forms included with the software for descriptions of the different forms.

Your Letterhead

Print invoices on your company's preprinted 8.5 x 11" letterhead.

Plain Paper Form

Use this command if you want to print invoices on plain 8.5 x 11" paper using a laser or ink jet printer.

Note:  All of the forms, including plain paper and letterhead, are designed so that your return address and the customer billing address will show in the windows of NEBS envelopes part # 771.

To order invoice forms or envelopes compatible with MyInvoices, call the NEBS orders line toll free at (800) 225-6380.


Impact Invoices

Select Impact Invoices from the Forms menu to open a sub menu listing the available invoice form types for use with an impact (dot matrix) printer.

Numbered Forms

The different numbered forms are all available directly from NEBS. See the catalog of forms included with the software for descriptions of the different forms.

Your Letterhead

Print invoices on your company's preprinted 8.5 x 11" continuous form letterhead paper.

Plain Paper Form

Use this command if you want to print invoices on plain 8.5 x 11" paper using an impact printer. If you would like your company's name and return address printed on the invoice, you should enter this information into Preferences, under the File menu.

The plain paper form takes longer to print than other form types (up to several minutes on slower printers).

Note:  All of the forms, including plain paper and letterhead, are designed so that your return address and the customer billing address will show in the windows of NEBS envelopes part # 771.

To order invoice forms or envelopes compatible with MyInvoices, call the NEBS orders line toll free at (800) 225-6380.


Laser Estimates

Select Laser Estimates from the Forms menu to open a sub menu listing the available estimate form types for use with a laser or ink jet printer. All Laser forms measure 8.5 x 11".

Numbered Forms

The different numbered forms are all available directly from NEBS. See the catalog of forms included with the software for descriptions of the different forms.

Your Letterhead

Print estimates on your company's preprinted 8.5 x 11" letterhead.

Plain Paper Form

Use this command if you want to print estimates on plain 8.5 x 11" paper using a laser or ink jet printer.

Note:  All of the forms, including plain paper and letterhead, are designed so that your return address and the customer billing address will show in the windows of NEBS envelopes part # 771.

To order invoice forms or envelopes compatible with MyInvoices, call the NEBS orders line toll free at (800) 225-6380.


Impact Estimates

Select Impact Estimates from the Forms menu to open a sub menu listing the available estimate form types for use with an impact (dot matrix) printer.

Numbered Forms

The different numbered forms are all available directly from NEBS. See the catalog of forms included with the software for descriptions of the different forms.

Your Letterhead

Print estimates on your company's preprinted 8.5 x 11" continuous form letterhead paper.

Plain Paper Form

Use this command if you want to print estimates on plain 8.5 x 11" paper using an impact printer.

The plain paper form takes longer to print than other form types (up to several minutes on slower printers).

Note:  All of the forms, including plain paper and letterhead, are designed so that your return address and the customer billing address will show in the windows of NEBS envelopes part # 771.

To order invoice forms or envelopes compatible with MyInvoices, call the NEBS orders line toll free at (800) 225-6380.


Laser Statements

Select Laser Statements from the Forms menu to open a sub menu listing the available statement form types for use with a laser or ink jet printer. Laser statements measure 8.5 x 11" (including remittance slip).

Numbered Forms

The different numbered forms are all available directly from NEBS. See the catalog of forms included with the software for descriptions of the different forms.

Your Letterhead

Print statements on your company's preprinted 8.5 x 11" letterhead.

Plain Paper Form

Use this command if you want to print statements on plain 8.5 x 11" paper. If you would like your company's name and return address printed on the statement, you should enter this information into Preferences, under the File menu.

Note:  All of the forms, including plain paper and letterhead, are designed so that your return address and the customer billing address will show in the windows of NEBS envelopes part # 771.

To order invoice forms or envelopes compatible with MyInvoices, call the NEBS orders line toll free at (800) 225-6380.


Impact Statements

Select Impact Statements from the Forms menu to open a sub menu listing the available statement form types for use with an impact (dot matrix) printer.

Numbered Forms

The different numbered forms are all available directly from NEBS. See the catalog of forms included with the software for descriptions of the different forms.

Your Letterhead

Print statements on your company's preprinted 8.5 x 11" continuous form letterhead.

Plain Paper Form

Use this command if you want to print statements on plain 8.5 x 11" paper.

Note:  All of the forms, including plain paper and letterhead, are designed so that your return address and the customer billing address will show in the windows of NEBS envelopes part # 771.

To order invoice forms or envelopes compatible with MyInvoices, call the NEBS orders line toll free at (800) 225-6380.


Windows

Arrange Icons

1  Register

2  Data Entry


Arrange Icons

Use the Arrange Icons command from the Window menu to arrange the icons for any minimized child-windows (the Data Entry and Register windows) into a row in the lower left corner of the MyInvoices window.


1  Register

Select 1 Register from the Window menu to bring the Register window to the top of the screen.

Use the Register to browse through your invoices (see Using the Register to View Invoices and Estimates).


2  Data Entry

Select 2 Data Entry from the Window menu to bring the Data Entry window to the top of the screen.

Use this window to create invoices and estimates (see Entering an Invoice or an Estimate).


Help Menu

Contents

Search

How to Use Help

About MyInvoices


Contents

Select Contents from the Help menu to display a table of contents that summarizes the topics in the MyInvoices Help system.

To bring up a topic from the Help Contents, choose one of the underlined words or phrases by clicking on it or TABBING to it and pressing ENTER.

If you are not familiar with using a Help system under Windows, choose the How to Use Help command from the Help menu.


Search

The Search command in the Help menu opens the Search dialog for MyInvoices Help. Using this dialog you can look up information using keywords.


How to Use Help

The How to Use Help command in the Help menu displays information on how to use the Help system for MyInvoices (or any other Windows Application).


About MyInvoices

Select About MyInvoices from the Help menu to open a dialog with the version number and copyright information for MyInvoices. The user information you entered when you installed MyInvoices is also displayed here. Click OK or press ENTER to close the dialog.


Glossary of Terms

Aging

Delimited Text File

System Date

Terms


Aging

Refers to the classification of outstanding invoices into 30 day periods. Both the A/R report and mini-statements will show the aging of your accounts.


Delimited Text File

A file without any program-specific formatting characters, where each record is separated by a hard carriage return and fields within each record are separated by a delimiter, such as a comma. Viewed with a word processor or text editor (such as Notepad), it would look similar to the following:

Air Express,123 Main St,New York,NY,10015

Cliff Microworks,11 Bird Ave,Reno,NV,91024

If you have customer data in another database, you can usually use its 'Save As' or 'Export' feature to copy data to this type of file and then import it into MyInvoices.

When you export your customer list, the customer data is copied into a delimited text file.


System Date

The date stored in your computer system. You can change this date using the Windows Control Panel (usually found in the group "Main").


Terms

Terms of the sale, such as Net 30. This is entered in the header of each invoice, or in the stored information for your customers. MyInvoices will not make calculations or apply discounts based on terms.