Template Designer - QXpress Scheduling Software

Template Designer - QXpress Scheduling Software
Template Designer
2.0
Reference Manual
Reference Manual
Template Designer 2.0
Copyright
Copyright © 2008 Alocet Incorporated
All rights reserved.
Alocet Incorporated
57 Spadina Ave.
Suite 210
Toronto, Ontario - Canada
M5V 2J2
Important
Alocet Incorporated provides this document as is without warranty of any kind,
express or implied, including but not limited to implied warranties of appropriateness for specific purposes or merchantability. In no event or under any circumstances shall Alocet or its suppliers or distributors be liable for any
damages what so ever, including and without limitation, damages, resulting
from business loss, which may arise from the use or inability to use this documentation, even if Alocet, its suppliers or distributors have been previously
advised of the possibility of such damages. Since some states do not allow the
exclusion or limitation of liability for consequential or incidental damages, the
above limitation may not apply to you.
Trademarks and Patents
Alocet, QXpress and their logos are trademarks of Alocet Incorporated. Other
brand and product names are trademarks or the registered trademarks of their
respective corporations.
Contact Information
Toll-Free: 1-877-529-6659
Local and Overseas: 1-416-640-6029
Fax: 416-640-6027
Email: [email protected]
Web: http://www.qxpress.com
Contents
Copyright, 2
Important, 2
Trademarks and Patents, 2
Contact Information, 2
Chapter 1
About Template Designer 2.0, 1
What is Template Designer 2.0?, 2
Benefits of Template Designer 2.0, 2
Chapter 2
Accessing templates using Template Designer, 5
Template Data Source, 6
Create a new template, 7
Work Orders/Route Lists, 7
Invoices, 8
Reports, 9
Editing an existing template, 9
Work Orders/Route Lists, 10
Invoices, 10
Reports, 10
Editing other users’ templates, 10
Deleting a template, 11
Page i
Work Orders/Route Lists, 11
Invoices, 11
Reports, 11
Sharing templates, 11
Work Orders/Route Lists, 12
Invoices, 12
Reports, 13
Share Groups, 13
Downloading templates, 15
Work Orders/Route Lists, 15
Invoices, 15
Reports, 16
Filtering of download list, 16
Report Categories, 16
QX Forms, 17
Choose the type of template, 20
Work Order/Route Lists, 20
Invoices, 20
Reports, 20
Have a plan of attack, 21
Choose a data source, 21
Start building a foundation, 21
Make it look good, 22
Test it!, 22
Chapter 4
Layout Designer, 23
Layout Sections, 24
Header Section, 24
Detail Section, 24
Footer Section, 25
Design Tool Bar, 25
Font Selection, 26
Font Size, 26
Field Label, 26
Text Appearance, 26
Text Positioning, 27
Additional Appearance Options, 27
Field Position, 28
Root Report Properties, 29
Page ii
Display Tab, 29
Data Source Tab, 30
Section Style Tab, 31
Chapter 5
Working with Template Objects, 33
Sub Reports, 34
Inserting a Sub Report, 34
Sub Report Properties, 35
Inserting objects in a Sub Report, 36
Formula Field, 36
Inserting a Formula Field, 36
Formula Field Properties, 36
Summary Field, 37
Inserting a Summary Field, 37
Summary Field Properties, 38
Share Field, 38
Inserting a Share Field, 39
Share Field Properties, 39
Text Field, 40
Inserting a Text Field, 40
Text Field Properties, 40
Box Field, 41
Inserting a Box Field, 41
Box Field Properties, 41
Line Field, 42
Inserting a Line Field, 42
Line Field Properties, 42
Picture Box, 43
Inserting a Picture Field, 43
Inserting a Dynamic Picture Field, 43
Picture Field Properties, 44
Rich Text Field, 44
Inserting a Rich Text Field, 45
Rich Text Field Properties, 45
Special Fields, 46
Inserting Special Fields, 46
Type of Special Fields, 46
Groups, 47
Inserting a group, 47
Group Options, 47
Page iii
Data Fields, 48
Inserting Data Fields, 49
Chapter 6
Formula Wizard, 51
What is the Formula Wizard?, 52
Accessing the Formula Wizard, 52
Basic Formulas, 52
Conditional Formulas, 52
Character, 52
Basic Character Formula, 53
Conditional Character Formula, 54
Character Process, 56
Basic Character Process Formula, 57
Number, 60
Basic Number Formula, 60
Conditional Number Formula, 62
Number Process, 64
Basic Number Process Formula, 64
Date, 65
Basic Date Formula, 65
Chapter 7
Printing with Template Designer, 69
Printing Templates, 70
Work Orders/Route Lists, 70
Invoices, 70
Reports, 71
Print Preview Screen, 72
Print, 72
Excel, 73
Send E-mail, 73
Filter/Sort, 73
Chapter 8
Data Sources, 75
Work Orders/Route Lists, 76
Route List-Standard, 76
Invoices, 77
Invoice-Standard, 77
Reports, 78
Page iv
All Scheduled Jobs, 78
ChargeDescrip, 79
Customer Info, 79
EmployeeCrew-List, 80
EquipmentList, 80
InvoiceList, 80
JobCost_Standard, 80
JobCost_Sum, 81
JobSetup_JobItemsMain, 82
JobSetupList, 82
JobTimes, 83
Page v
Page vi
Chapter
1
About Template Designer 2.0
This chapter contains the following sections:
!
What is Template Designer 2.0?
!
Benefits of Template Designer 2.0
About Template Designer 2.0
Page 1
What is Template Designer 2.0?
Template Designer is included in all versions of QXpress. QXpress Standard
and Gold versions have the ability to use the Template Designer for route lists,
work orders and invoices. QXpress Platinum and Enterprise versions give the
additional ability to use the Template Designer for reports, estimates and
renewal letters.
The first version of Template Designer (version 1.0), was created to help Alocet
software users with their route lists/work orders, invoices and reports. Template Designer had given users the ability to create, customize and publish their
own templates without typing a single line of code! While version 1.0 was a
huge success at the time, feedback indicated that ease of use needed to be
improved upon.
Template Designer 2.0 gives you both the flexibility and tools to create dynamic,
powerful and customized templates for your business. This version has been
completely re-written to be easier to use, faster, and more powerful. You can
choose to download from thousands of templates that are available. If you’re
feeling more confident, then dive into the realm of editing your own templates.
Add sub reports to show job history on an invoice or place a formula to show
data only when you say it should. In addition, you now have new features such
as being able to E-mail all templates to your crews and customers.
This manual will give you detailed information regarding each of the features
available within Template Designer 2.0. Template Designer is one of the most
powerful features available in QXpress and this manual will help take you to the
next level in your QXpress experience.
Throughout the course of this manual, you may see reference to TD2. “TD2” is
simply a short form version of Template Designer 2.0.
Benefits of Template Designer 2.0
Template Designer 2.0 is loaded with a ton of new features, making it easier for
users to create new templates. Template Designer 2.0 or TD2, is faster to
design templates with, faster to display, and more powerful than ever before.
Below are a list of new features available in TD2:
!
E-mail route lists/work orders, invoices and reports in Adobe PDF format.
!
Group Headers and Group Footers are now displayed on the root report.
!
Sub reports are now designed in their own tab.
!
Multiple objects can be selected at once for moving or changing properties.
!
A new formula wizard has been added which guides you through the process of making advanced formulas.
!
Rich-Text-Format (RTF) objects can now have data fields and formulas
embedded in them.
About Template Designer 2.0
Page 2
Page 3
!
Dynamic pictures can be loaded from database fields. For example, having the ability to load a picture of a customer’s property on their invoice
or work order.
!
Templates page setup can now be either Landscape or Portrait.
!
Objects can be suppressed to not show during previewing or printing.
!
The sorting of records can now be set from the Print Preview screen.
!
Printers can now be changed from the Print Preview screen.
!
Searching of downloadable templates is now easier with the ability to filter the list.
About Template Designer 2.0
About Template Designer 2.0
Page 4
Chapter
2
Accessing templates using Template
Designer
This chapter contains the following sections:
!
Template Data Source
!
Create a new template
!
Editing an existing template
!
Deleting a template
!
Sharing templates
!
Downloading templates
!
Report Categories
!
QX Forms
Accessing templates using Template Designer
Page 5
QXpress gives you the ability to create an unlimited amount of Template
Designer templates. Most users of Template Designer start designing their templates by creating copies of existing templates and making necessary changes.
The existing templates could have been designed by co-workers, other QXpress
users or the Alocet team.
If you’re feeling ambitious and confident in your designing abilities (perhaps
after reviewing this manual), you can also start a template with a clean palette.
Typically, this is for the more advanced TD2 user who is comfortable with setting up all design elements required in designing a template.
NOTE:
Keep in mind that although you can create and download as many templates as
you like, the more templates you have, the larger your QXpress database will
become. Just be sure that your hard drive can support the needed space and
have a good performing server.
Template Data Source
In order to begin designing any template in Template Designer, you will need to
decide what data source you would like to use. A data source is a collection of
data, which is displayed on a template using fields. These fields change,
depending on the type of data source you use.
For example, a data source called ‘Customer List’, might contain fields called:
!
Customer Name
!
Phone Number
!
Bill To Address
Whereas a data source called ‘Time Sheet’, might contain fields called:
!
Employee Name
!
Start Time
!
End Time
!
Job Cost Rate
Data sources are created and updated by Alocet. When you download a template, the most recent version of the data source is downloaded to your database. Updated data sources provide access to new and updated fields.
Two types of data sources can exist within a template.
Main data source
The Main data source sets the foundation for your template where additional
fields, objects, sub reports and groups can be added. A template can only ever
have one main data source.
An example of a Main Data source would be an ‘Invoice’, which would contain
fields like the customer’s name and address, and the total amount due.
Accessing templates using Template Designer
Page 6
Sub Report data source
The Sub Report data source is a separate data source from the main data
source and gives an added level of information that can be displayed on a template. The sub reports you are able to use on a template are based on the main
data source you choose to use. This is because the information that is being
displayed needs to relate to each other.
For example, you wouldn’t display the equipment your staff needs to bring with
them to a job site, on a contract or estimate. However, you would want to display service history on a work order, if you were servicing a piece of equipment.
Although you can have more than one sub report on a template, the sub report
itself can only have one data source assigned to it.
An example of a sub report data source would be ‘InvoiceLineItems’ which lists
all the services and materials listed on the invoice.
For more information on sub reports, refer to ‘Sub Reports’ under ‘Working with
template objects’.
Create a new template
Three types of templates can be created in Template Designer. These templates are work orders/route lists, invoices and reports. The steps below outline how to create a new template and how to copy an existing template.
Work Orders/Route Lists
Blank Work Order/Route List
To create a blank work order/route list template, follow the steps below:
1.
From the Calendar screen, click Print > Print Work Orders/Route Lists.
Lists
2.
Click Customize.
Customize
3.
Click New.
New
4.
In the Template Name box, type in your template name. For example:
“My Work Order”
5.
Under Create, click Blank Template.
Template
6.
Click OK.
OK
7.
In the Select Data Source window, click the data source you would like to
use for your template. For example: “RouteList-Standard”
8.
Click Done.
Done
Copy and Duplicate an Existing Work Order/Route List
To copy and duplicate an existing work order/route list template, follow the
steps below:
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Accessing templates using Template Designer
1.
From the Calendar screen, click Print > Print Work Orders/Route Lists.
Lists
2.
Click Customize.
Customize
3.
Click the template you wish to copy and duplicate from the list.
4.
Click New.
New
5.
In the Template Name box, type in your template name. For example:
“Standard Work Order - My Version”
6.
Under Create, click Copy and duplicate an existing template.
template
7.
Click the Existing Template Name drop-down list to select the template
you would like to copy/duplicate. By default, this will be the same template you selected from the screen before.
8.
Click OK.
OK
Invoices
Blank Invoice
To create a blank invoice template, follow the steps below:
1.
Click Invoices > Invoice List.
List
2.
Click Customize.
Customize
3.
Click New.
New
4.
In the Template Name box, type in your template name. For example:
“My Invoice”
5.
Under Create, click Blank Template.
Template
6.
Click OK.
OK
7.
In the Select Data Source window, click the data source you would like to
use for your template. For example: “Invoice-Standard”
8.
Click Done.
Done
Copy and Duplicate an Existing Invoice
To copy and duplicate an existing invoice template, follow the steps below:
1.
Click Invoices > Invoice List.
List
2.
Click Customize.
Customize
3.
Click the template you wish to copy and duplicate from the list.
4.
Click New.
New
5.
In the Template Name box, type in your template name. For example:
“Standard Invoice - My Version”
6.
Under Create, click Copy and duplicate an existing template.
template
Accessing templates using Template Designer
Page 8
7.
Click the Existing Template Name drop-down list to select the template
you would like to copy/duplicate. By default, this will be the same template you selected from the screen before.
8.
Click OK.
OK
Reports
NOTE:
This feature is only available in QXpress Platinum and Enterprise versions.
Blank Report
To create a blank report template, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click New.
New
3.
In the Template Name box, type in your template name. For example:
“My Job Costing Report”
4.
Under Create, click Blank Template.
Template
5.
Click OK.
OK
6.
In the Select Data Source window, click the data source you would like to
use for your template. For example: “JobCost-Standard”
7.
Click Done.
Done
Copy and Duplicate an Existing Report
To copy and duplicate an existing report template, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click the template you wish to copy and duplicate from the list.
3.
Click New.
New
4.
In the Template Name box, type in your template name. For example:
“Job Cost Standard - My Version”
5.
Under Create, click Copy and duplicate an existing template.
template
6.
Click the Existing Template Name drop-down list to select the template
you would like to copy/duplicate. By default, this will be the same template you selected from the screen before.
7.
Click OK.
OK
Editing an existing template
The steps below outline how to edit existing templates that are stored in your
QXpress database.
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Accessing templates using Template Designer
Work Orders/Route Lists
To edit an existing work order/route list template, follow the steps below:
1.
Click Print > Print Work Order.
Order
2.
Click Customize.
Customize
3.
Click the template you wish to edit from the list.
4.
Click Edit.
Edit
Invoices
To edit an existing invoice template, follow the steps below:
1.
Click Invoices > Invoice List.
List
2.
Click Customize.
Customize
3.
Click the template you wish to edit from the list.
4.
Click Edit.
Edit
Reports
NOTE:
This feature is only available in QXpress Platinum and Enterprise versions.
To edit an existing report template, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click the template you wish to edit from the list.
3.
Click Edit.
Edit
Editing other users’ templates
When attempting to edit templates that you have not created, for example a
template that came with QXpress such as QX Forms or another user’s template
you downloaded, you will receive the following message:
This message means that you cannot edit the original template. However by
clicking Yes,
Yes a duplicate of the template will be made, allowing you to make the
Accessing templates using Template Designer
Page 10
necessary changes to that template. The good thing is, you always have an
original copy to come back to in the event that you made a mistake.
Deleting a template
The steps below outline how to delete existing templates that are stored in your
QXpress database.
Work Orders/Route Lists
To delete an existing work order/route list template, follow the steps below:
1.
Click Print > Print Work Order.
Order
2.
Click Customize.
Customize
3.
Click the template you wish to delete from the list.
4.
Click Delete.
Delete
5.
Click Yes.
Yes (this confirms that you do want to delete this template)
Invoices
To delete an existing invoice template, follow the steps below:
1.
Click Invoices > Invoice List.
List
2.
Click Customize.
Customize
3.
Click the template you wish to delete from the list.
4.
Click Delete.
Delete
5.
Click Yes.
Yes (this confirms that you do want to delete this template)
Reports
NOTE:
This feature is only available in QXpress Platinum and Enterprise versions.
To delete an existing report template, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click the template you wish to delete from the list.
3.
Click Delete.
Delete
4.
Click Yes.
Yes (this confirms that you do want to delete this template)
Sharing templates
Template Designer allows users to share templates they have designed with
other users. Provided there is an active internet connection, templates are
uploaded to Alocet’s servers and listed for others to see.
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Accessing templates using Template Designer
Since templates are stored within the QXpress database they can’t simply be
copied and pasted from one computer to another. The sharing abilities within
Template Designer gives users a vessel to exchange templates. This is ideal,
especially for companies with multiple offices where common templates need
to be used. It is important to note that in order to share a template, you must
be the original creator of the template. Also, the template structure is what is
actually uploaded, not the data within the database. So your company information is still safe.
Work Orders/Route Lists
To share a work order/route list template, follow the steps below:
1.
Click Print > Print Work Orders/Route Lists.
Lists
2.
Click Customize.
Customize
3.
Click the template you wish to share from the list.
4.
Click Share Template.
Template
5.
In the Template Name box, type in the name you would like to display for
your shared template. This name is what will display on the list of downloadable templates. For example: “Acme Co. Work Order”
6.
In the Your Display Name box, type in the name for the author of the
template. This name will display as the “Created By” name on the list of
downloadable templates. For example: “Acme Co.”
7.
Click the Limit Sharing to Share Group drop-down list, to assign a ‘Share
Group’.
For more information on ‘Share Groups’, refer to the ‘Share Groups’ section under ‘Sharing templates’.
8.
In the Template Description box, type in a description for the template
being shared. This description should be meaningful since users will
view this description before deciding to download the template.
9.
Click Share Report.
Report
10.
Click OK.
OK
Invoices
To share an invoice template, follow the steps below:
1.
Click Invoices > Invoice List.
List
2.
Click Customize.
Customize
3.
Click the template you wish to share from the list.
4.
Click Share Template.
Template
5.
In the Template Name box, type in the name you would like to display for
your shared template. This name is what will display on the list of downloadable templates. For example: “Acme Co. Invoice”
Accessing templates using Template Designer
Page 12
6.
In the Your Display Name box, type in the name for the author of the
template. This name will display as the “Created By” name on the list of
downloadable templates. For example: “Acme Co.”
7.
Click the Limit Sharing to Share Group drop-down list, to assign a ‘Share
Group’.
For more information on ‘Share Groups’, refer to the ‘Share Groups’ section under ‘Sharing templates’.
8.
In the Template Description box, type in a description for the template
being shared. This description should be meaningful since users will
view this description before deciding to download the template.
9.
Click Share Report.
Report
10.
Click OK.
OK
Reports
NOTE:
This feature is only available in QXpress Platinum and Enterprise versions.
To share a report template, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click the template you wish to share from the list.
3.
Click Share Template.
Template
4.
In the Template Name box, type in the name you would like to display for
your shared template. This name is what will display on the list of downloadable templates. For example: “Acme Co. Job Costing Report”
5.
In the Your Display Name box, type in the name for the author of the template. This name will display as the “Created By” name on the list of
downloadable templates. For example: “Acme Co.”
6.
Click the Limit Sharing to Share Group drop-down list, to assign a ‘Share
Group’.
For more information on ‘Share Groups’, refer to the ‘Share Groups’ section under ‘Sharing templates’.
7.
In the Template Description box, type in a description for the template
being shared. This description should be meaningful since users will
view this description before deciding to download the template.
8.
Click Share Report.
Report
9.
Click OK.
OK
Share Groups
While sharing templates gives users the ability to easily exchange Template
Designer templates, it does pose a security risk if you don’t want certain templates shared to the general public.
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Accessing templates using Template Designer
Share Groups allow users to create a group and specify which QXpress users
can be included within that group. When templates are shared, a Share Group
can be specified for that particular template. If an Alocet user does not belong
to that Share Group, they will not be able to see the template on the download
template list.
Keep in mind that Share Groups only restrict based on QXpress user names not
user names belonging to QXpress permissions. Therefore, if you want to
restrict someone from being able to view templates, be sure to modify your
QXpress permissions accordingly as they will not apply to Share Groups.
To create a new share group, from the ‘Share Template’ screen, follow the steps
below:
1.
Under Limit Sharing to Share Group, click ....
...
2.
Click New Share Group.
Group
3.
Type in the name for your ‘Share Group’. For example: “Acme Co. Templates”
4.
Click OK.
OK
5.
Click the Name drop-down list and click your ‘Share Group’. For example: “Acme Co. Templates”
6.
Click Add User.
User
7.
Under the User Name column, type in the name of the QXpress user you
would like to add to the group.
Accessing templates using Template Designer
Page 14
NOTE:
8.
Click OK.
OK
9.
Follow the remaining steps involved in sharing a work order/route list,
invoice or report.
Template Designer automatically includes a share group called ‘QXpress Support’. This share group is to be used in the event that a template needs to be
shared with Alocet Support. For example: To help resolve/diagnose a template
issue.
Downloading templates
The ability to download templates in Template Designer gives users access to
hundreds of templates that have been designed by Alocet, other QXpress users
and of course templates you have uploaded.
It also allows you to download updated and new data sources for templates.
These data sources enable new fields to be used in the design of templates.
In order to be able to download templates, an active internet connection is
needed. The first time you attempt to download templates, you may be
prompted by Windows to allow access through the firewall. Be sure to allow
access when this message appears. If you have a third party firewall, such as
Norton or McAfee, you also need to update your settings accordingly to allow
access through the firewall.
Work Orders/Route Lists
To download a work order/route list template, follow the steps below:
1.
From the Calendar screen, click Print > Print Work Orders/Route Lists.
Lists
2.
Click Customize.
Customize
3.
Click Download Template.
Template
4.
Select the template you would like to download from the list.
5.
Click Download Selected Template.
Template
Invoices
To download an invoice template, follow the steps below:
Page 15
1.
Click Invoices > Invoice List.
List
2.
Click Customize.
Customize
3.
Click Download Template.
Template
4.
Select the template you would like to download.
5.
Click Download Selected Template.
Template
Accessing templates using Template Designer
Reports
NOTE:
This feature is only available in QXpress Platinum and Enterprise versions.
To download a report template, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click Download Template.
Template
3.
Select the template you would like to download.
4.
Click Download Selected Template
Template.
Filtering of download list
Finding a template can be difficult, especially when you need to browse through
hundreds of available templates. Filtering your template list can help to narrow
down your search.
The filter ability for the template list can be found at the top of the ‘Download
Template’ screen.
To filter the download list, follow the steps below:
1.
Enter your search criteria.
2.
Click Filter.
Filter
To start your search over again or to view the entire download list, click Clear.
Clear
Report Categories
NOTE:
This feature is only available in QXpress Platinum and Enterprise versions.
You may have several different types of reports you create which serve different
purposes. For example: “Job Costing”, “Time Sheets”, “Profit and Loss”,
“Renewal Letters”. Rather then having all of these templates listed in a large
list, you can separate the reports into categories, making it easier for you to reference them in the future. You can also download templates directly into a category, provided you are in that category before downloading a template.
Categories are not available for work orders/route lists and invoice templates.
The Report Category drop-down list is located at the top of the Template
Designer: Reports screen. By default, only one category is available called
‘Report’.
Accessing templates using Template Designer
Page 16
New report category
To create a new report category, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click ... (this is next to the ‘Report Category’ drop-down list)
3.
Click New.
New
4.
Type in the name for your report category. For example: “Job Costing”
5.
Click Close.
Close
Move a report into an existing category
To move a report into a different category, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Select the template you would like to move to a different category.
3.
Click Move To Category
Category.
4.
Click the Report Category drop-down list and choose the category you
would like to move the report to. If you would like to create a new category, you can click the ‘...’ button.
5.
Click OK.
OK
Delete a report category
In order to delete a report category, no reports can exist under that category. If
you do have templates under that category, move them to another category
before attempting to delete it.
To delete a report category, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click ... (this is next to the ‘Report Category’ drop-down list)
3.
Click the Report Category you would like to delete.
4.
Click Delete.
Delete
QX Forms
QX Forms are industry specific templates, designed by Alocet to give you a starting point in designing your templates. These templates have been carefully
designed to fit each industry and are great, especially if you don’t have an existing template to start with. Based on how you filled in your Start-Up interview in
QXpress, templates have been pre-loaded into your QXpress database. However, if for some reason you need to download a QX Form, you can do so from
the download area in Template Designer and search by ‘QX Forms’.
The biggest advantage with QX Forms is that they’re available in pre-printed format. This means when you purchase the pre-printed forms, they will come with
Page 17
Accessing templates using Template Designer
your logo, box, lines and colored shading. When you print from QXpress, only
the field’s labels, and data will be printed onto the forms. This way you can still
change the wording, and the data fields used, using Template Designer.
For more information on QX Forms, visit the website below:
http://www.qxpress.com/qxforms
Accessing templates using Template Designer
Page 18
Chapter
3
This chapter contains the following sections:
!
Choose the type of template
!
Have a plan of attack
!
Choose a data source
!
Start building a foundation
!
Make it look good
!
Test it!
Page 19
Creating a template can be intimidating, especially when you’re not sure where
to start. This chapter will review come crucial steps you should follow when
designing templates using Template Designer.
Choose the type of template
First and foremost, you will want to decide on the type of template you want to
create. With Template Designer there are three types of templates that can be
created. Each type serves a different purpose. These templates are:
!
Work Orders/Route Lists
!
Invoices
!
Reports
Work Order/Route Lists
Work order templates are printed to list work for a particular job site or customer. Typically, they would list information such as a customer’s contact information, detailed instructions of the work to be performed and any information
that might need to be collected. For example: chemicals used, meter readings,
etc.
Route lists are templates you would print if you wanted to list multiple jobs that
need to be performed, for one or more days and for one or more employees.
The route list would typically display similar information to a work order, but
would not be as detailed.
Depending on your industry, names may vary for work orders and route lists. In
the end, if you need a template that displays work that needs to be performed,
you want to design a work order/route list.
Invoices
Invoices are templates that list products, quantities and agreed prices for products and/or services which have been or will be performed. The invoice typical
indicates the amount that is due and the payment terms and conditions.
Reports
Reports give you the added ability of pulling data out of the QXpress database.
Reports can vary in terms of their complexity and purpose. Listed below are
some of the type of reports that can be created using Template Designer:
!
Listing of scheduled jobs and job information.
!
List of services offered and charges.
!
Detailed customer information.
!
Employee information.
!
Equipment information.
Page 20
!
Invoice lists.
!
Detailed job costing information.
!
Job times and entries for employees.
!
Contracts and estimates.
!
Renewal letters and proposals.
Have a plan of attack
Before beginning to create a template in Template Designer, you need to have
an idea of what the template is going to look like. It could be that you have an
existing form you are using by hand and want to make automated, using Template Designer.
If you don’t have an existing template to refer to, then grab a piece of paper and
map out where you want information to appear. This will make it much easier
when you sit down in front of the computer and start to bring your template to
life.
Keep in mind that Template Designer templates can only ever be one page in
length. So in other words, you can’t make a two page contract. However, you
can make two different templates. One for the first page of the contract and the
other for the second page of the contract.
Choose a data source
The data source is the main back bone of any template. Therefore, it is important that before you begin to design your template, you assign the proper data
source. If you attempt to change the data source later on, you may be stuck
doing a lot of extra work and not get the results you wanted.
For more information on what a data source is, refer to “Template Data
Sources” in “Chapter 2: Accessing templates using Template Designer”.
For help on selecting the proper data source for your template, refer to “Data
Source” in “Chapter 7: Data Source and Sub Reports Data Source’s”
Start building a foundation
This is where you actually start working with all of your objects, fields and data.
At this stage, one of the most common mistakes made is not making regular
backups. More often than not, you will make a change that you are not happy
with and might accidentally delete a field or move an object to the wrong location. If you have a backup, you can revert back to it if you make a mistake. In
order to create a backup copy of your template, click on your template and click
New. Choose to make a duplicate and add a new version number to it. This
way you can keep track of the most recent copy.
Page 21
Begin by sizing your header and footer bars to the proper height. Using a ruler,
determine how much room you would like these areas to take up. Typically they
are the smallest areas of your template, leaving the remaining space for your
detail section. The detail section is where the bulk of your information will display on your template since it can grow.
Once you have established the size of your header, footer and detail section,
start adding your fields to your template. When completing an area, preview
your changes to make sure it is showing the proper information. Also, make a
note on your plan that these fields have been added and move onto the next
area.
Make it look good
Now that you have the bulk of the data showing on your template, you can start
to make it look good. Start off by adding sub reports to your template. Sub
reports will give you the ability to add additional information and fields that are
not available on the Main data source. For more information on Sub Reports,
refer to “Sub Report data source” in “Chapter 2: Accessing templates using
Template Designer”.
The next step is to add any boxes, lines and graphics that will make your template stand out and easy for people to read. Simple additions, such as bolding
important areas, like payment due dates, can make a drastic improvement and
make sure you get paid on time.
Remember that the more objects you add, the more ink and toner you will use.
So if you don’t need to have a big watermark at the back of your invoice, it will
save you some money on printing costs. It does add up over the course of the
year.
Test it!
This is the step that is usually skipped during the design process. Test your
template to ensure it is working correctly. At this point, you should ask yourself
the following questions:
!
Does the template appear properly when previewing it in QXpress or
does it appear blank/missing information?
!
Is the proper data being displayed? For example, on an invoice I am not
getting another customer’s charges appearing on my invoice.
!
Are the sub reports on the template displaying the proper information?
!
Are formulas calculating the proper amounts?
!
When printing with a printer, does it look the same as the print preview?
Does everything fit on the page?
Page 22
Chapter
4
Layout Designer
This chapter contains the following sections:
!
Layout Sections
!
Design Tool Bar
!
Root Report Properties
Layout Designer
Page 23
The Layout Designer is where you go to edit your Template Designer templates.
Whenever the Layout Designer is opened, no other templates can be edited or
displayed for previewing. The Layout Designer can only be launched from within
QXpress by clicking ‘New’ or ‘Edit’ on the specific template.
Layout Sections
The Layout Designer has three main sections which are called the header,
detail and footer sections. Below is an explanation for each of these sections.
Header Section
The Header Section is the first section listed in the Layout Designer at the top of
the page.
This section should include information that you would like to show on each
page, at the very top. Once the size of the header has been set, it cannot grow.
This means that it will stay a fixed size, no matter how much content is trying to
be displayed. Typically the header would have information such as a company
logo, customers’ ship to/bill to contact information, document number, business contact information, titles, etc.
A Sub Report can be added to the Header Section of a template. However, the
Sub Report will not have the ability to grow. It will stay a fixed size.
Detail Section
The Detail Section is the second section listed in the Layout Designer and is in
the middle of the page.
This section should include the bulk of your information that needs to be displayed on the template. The detail section usually changes in size, depending
on the amount of data. In most cases, the detail section will expand on information that is being highlighted in the header section. For example, if the
Header Section showed the “invoice #456”, the Detail Section would display
each of the items belonging to “invoice #456”. Someone looking at this invoice
can easily understand where the totals are come from. Another example of this
would be a customer history report. The Header Section might show the customer named ‘Bob Crenshaw’ and the Detail Section would list each of the service visits for the customer ‘Bob Crenshaw’.
The Detail Section is the only section that allows Sub Reports to grow. This is
because the Detail Section itself has the ability to grow, if it needs to.
Layout Designer
Page 24
Footer Section
The Footer Section is the last section listed in the Layout Designer and is
located at the bottom of the page.
This section should include information that you would like to show on each
page, at the very bottom. Once the size of the footer has been set, it cannot
grow. This means that it will stay a fixed size, no matter how much content is
trying to be displayed. Typically the footer would have information such as totals
for calculations, messages to customers, signatures, used as a remit section
and display payment information.
A Sub Report can be added to the Footer Section of a template. However, the
Sub Report will not have the ability to grow. It will stay a fixed size.
Design Tool Bar
The Design Tool Bar is the main tool bar used for manipulating objects and their
appearance in Template Designer. The tool bar is always located on the right
hand side of the Layout Designer screen. Depending on the object(s) that you
select in the Layout Designer, options will become available on the tool bar.
Page 25
Layout Designer
Font Selection
The Font Selection drop-down list allows you to choose a different font for the
field that is currently selected. These options will only become available if the
selected fields are text or data fields.
Font Size
The Font Size drop-down list allows you to choose a different font size for the
field that is currently selected. These options will only become available if the
selected fields are text or data fields.
Field Label
The Field Label allows you to change the name of the field which is currently
selected. If the field is the type ‘Text Field’, the text that is entered will appear
on the print preview and when the template is printed out. If the field is any
other type, this label will only show in the Layout Designer.
It is common practice to label your fields so they are meaningful. For example,
instead of having a formula field called “FormulaField1”, you would change the
label to say “MyDiscountFormula”. This way, when you or anyone else, refers
back to your template in the Layout Designer, they can easily identify what that
field is for.
Text Appearance
The Text Appearance options allow you to change the way your text appears
when in the print preview and when the template is printed out. The text can
have one or more of these options turned on or off. These options will only
become available if the fields are text or data fields.
Bold - Sets the appearance of the selected text to be bold. For example, the
word ‘industry’ in bold, would look like the following ‘industry
industry’.
industry
Italic - Sets the appearance of the selected text to be italic. For example, the
word ‘industry’ in italic, would look like the following ‘industry’.
Layout Designer
Page 26
Underline - Sets the appearance of the selected text to be underlined. For
example, the word ‘industry’ underlined, would look like the following ‘industry’.
Text Positioning
The Text Positioning options allow you to change the alignment of your text. The
text can have only one of these options turned on. These options will only
become available if the fields are text or data fields.
Align Left - Sets the selected text to be aligned to the left.
Align Center - Sets the selected text to be aligned to the center.
Align Right - Sets the selected text to be aligned to the right.
Additional Appearance Options
The Additional Appearance Options allow you to change additional options for
fields added in the Layout Designer.
Font Color - Sets the color of the selected text for the print preview and when
the template is printed out. This option will only become available if the fields
are text or data fields.
Background Color - Sets the background color of the selected object for the
print preview and when the template is printed out. If the field is a box field, this
option will appear in the lower right hand side of the screen.
Field Border - Sets the border to appear or not appear. This option will only
become available if the fields are text or data fields.
Page 27
Layout Designer
Field Position
The Field Position options change where the selected field appears in the Layout Designer.
Bring To Front - Sends the selected object or field to the foreground of all other
objects.
Send To Back - Sends the selected object or field to the background of all other
objects.
NOTE:
In order for any of the remaining Field Position options to be enabled, more
than one text or data field must be selected.
To select more than one field, hold the CTRL key on your keyboard click the first
field in the Layout Designer and continue to hold the CTRL key. Click the
remaining fields you would like to align and then release the CTRL key.
The last text or data field to be selected will be the dominant field that other
fields will mimic. This dominant field is indicated by the 8 boxes around the text
or data field which are bold.
For example, in the image below ‘Text Field 3’ will be the dominant text field that
‘Text Field 1’ and ‘Text Field 2’ will respect. This means that any options
selected will follow what ‘Text Field 3’ has in terms of size and height.
Same Width - Sets the width of the selected text or data field(s) to match that of
the dominant text or data field currently selected.
Same Height - Sets the height of the selected text or data field(s) to match that
of the dominant text or data field currently selected.
Layout Designer
Page 28
Align Left - Sets the alignment of the selected text or data field(s) to align to the
left and match that of the dominant text or data field currently selected.
Align Right - Sets the alignment of the selected text or data field(s) to align to
the right and match that of the dominant text or data field currently selected.
Align Top - Sets the alignment of the selected text or data field(s) to align to the
top and match that of the dominant text or data field currently selected.
Align Bottom - Sets the alignment of the selected text or data field(s) to align to
the bottom and match that of the dominant text or data field currently selected.
Root Report Properties
The ‘Root Report Properties’ screen contains all of the properties for the main
portion of the report. The ‘Root Report Properties’ can be accessed by right
clicking in an open area in the Layout Designer and clicking Properties.
Properties
Display Tab
Report Style
Two types of report styles can be selected for your template.
!
One record per page - will only display a single record of information per
page. For example, if you were generating a report of 5 customers, each
customer would appear on an individual page.
!
Multi records per page - will display more than one record of information
per page. If the page is full, the additional records will appear on subsequent pages. For example, if you were generating a report of 5 customers, each customer would be listed on the first page, one after the other.
The Drill-down report check box gives designers the ability to create drill-down
reports. A drill-down report hides the detail of a group section until it is double
clicked on the group header.
NOTE:
Drill-down functionality is only available for the report style ‘Multi records per
page’.
To make a report a drill-down report, follow the steps below:
Page 29
Layout Designer
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click the template you wish to covert to a drill-down from the list.
3.
Click Edit.
Edit
4.
Right click in an open area and click Properties.
Properties
5.
Under the Display tab, click Multi records per page.
page
6.
Click the Drill Down report check box.
7.
Click OK.
OK
8.
Ensure there is at least one group on the report, and there are fields in
the Group Header. If you have no groups, add a new group by right-clicking and clicking Insert Objects > Group.
9.
Click OK.
OK
10.
Click the template you have added the drill-down functionality to.
11.
Click Show Report.
Report
12.
Double click on a Group Header to show the drill-down detail information.
Orientation
The page orientation can be set to:
!
Portrait - sets the page orientation to be vertical.
!
Landscape - sets the page orientation to be horizontal.
Page Size
The page size drop-down list allows you to change the size of the paper used for
your template.
If the text “Unavailable” appears next to a page size, this means that you cannot
make the page size smaller. This is usually due to fields or objects being outside the selected page size range. Move any fields that are outside the page
size you want to use, then attempt to select the proper page size.
Data Source Tab
The Data Source Tab allows you to alter the data source being used for your
template or to see which data source is currently being used.
For more information on data sources, refer to “Template Data Sources” under
“Chapter 2: Accessing templates using Template Designer”.
Layout Designer
Page 30
Section Style Tab
Style of Header Section and Style of Footer Section
The header and footer sections of a template both have different styles that can
be assigned. These styles change when and where information will appear, for
the header and footer.
Page 31
!
Show Once - the information in the section will only appear one time.
For example, on a report where the company logo is in the section, it will
only appear on the first page of the report.
!
Show On Every Page - the information in the section will appear on every
page. For example, on a report where the company logo is at the top of
the page, it will appear on every page of the report.
!
Show By Every Record - the information in the section will appear each
time a new record is being displayed. For example, on a work order, the
customers contact information will appear and only change when a new
customer’s information is being displayed.
Layout Designer
Layout Designer
Page 32
Chapter
5
Working with Template Objects
This chapter contains the following sections:
!
Sub Reports
!
Formula Field
!
Summary Field
!
Share Field
!
Text Field
!
Box Field
!
Line Field
!
Picture Box
!
Rich Text Field
!
Special Fields
!
Groups
!
Data Fields
Working with Template Objects
Page 33
Template objects are used when designing templates using Template Designer.
Each template object serves a different purpose and when combined with other
objects, help to bring a template to life. In this chapter, each of the template
objects will be explained in detail followed by steps on how to add the object to
a template.
Sub Reports
A sub report is best described as a mini report inside of a work order/route list,
invoice or report. They are commonly used to expand on the information being
displayed on the main report. For example, on an invoice, a sub report will commonly display the individual details for each item of an invoice. Another example would be on a customer list report, where a sub report could show a
customer’s individual job history.
A sub report contains its own header, footer and detail sections and can have
multiple groups added within it. Multiple sub reports can exist on a template,
however a few rules do apply.
!
A sub report can only be placed in the header, footer or detail section of
a template. It cannot be placed in a group header or group footer section.
!
A sub report can only be set to “grow” if it is in the detail section of the
template. This is because the header and footer of the template are a
fixed size and cannot grow.
!
If two sub reports are located next to each other, the sub reports should
have “Can grow?” turned off. This will ensure that the data in both of the
sub reports appear properly.
Inserting a Sub Report
To insert a sub report on a template, follow the steps below:
1.
Right click in an open area and click Insert Objects > Sub Report
Report.
2.
Select the data source you would like to use for your sub report. For
additional information on selecting a data source, refer to Chapter 8:
Data Source and Sub Report Data Sources.
3.
Click Done.
Done
4.
You will automatically be taken to the newly added sub report and a new
tab will become available at the top of the Layout Designer screen.
Working with Template Objects
Page 34
5.
Add any fields, objects or groups you would like to the sub report. Once
you are finished, click on the Main tab to return to the main layout of the
template.
Sub Report Properties
Various properties can be set within a sub report. To change these properties,
right click in an open area in the sub report and click Properties.
Properties
Each of the properties are explained in detail below.
Display
!
Bring to Front - refer to “Field Position” under “Design Tool Bar” in “Chapter 4: Layout Designer”.
!
Send to Back - refer to “Field Position” under “Design Tool Bar” in “Chapter 4: Layout Designer”.
!
Caption - is the name assigned to the current object whose properties
are being viewed.
!
Can Grow - If this check box is enabled, the object has the ability to grow
in size vertically. This means that if the data exceeds the size of the
object, it will change in height to accommodate more information. This
of course is limited to where the object is located on the template.
If the ‘Can Grow’ is grayed out, this means that the option is not available for this object which could be due to its location on the template.
Position
By default, all values are measured in ‘twips’ but can be changed to inches by
using the Unit for Display option. On a regular monitor, there are 1440 ‘twips’
to an inch.
!
Left - indicates the distance from the left margin of the template.
!
Top - indicates the distance from the top margin of the current section or
group header.
!
Width - total width of the object.
!
Height - total height of the object.
!
Unit for Display - indicates the current unit of display being used for Left,
Top, Width and Height. ‘Show Inch’ will change all positions to use
inches. ‘Show Twips’ will change all positions to use twips.
Data Source
The data source used for the sub report can be changed under this tab by clicking on Select Data Source.
Source If the sub report already has objects and fields
added onto it, they may be lost when the data source is changed.
Page 35
Working with Template Objects
Inserting objects in a Sub Report
Objects can be inserted on a sub report the exact same way they are added
onto the main portion of the report. Keep in mind that objects added onto a
sub report can only be viewed by clicking the specific sub report tab at the top
of the Layout Designer.
Formula Field
The formula field object has the ability to perform special operations and
instructions, based on the conditions that are setup. Formulas allow you to
manipulate numbers and data using a formula wizard.
Inserting a Formula Field
To insert a formula field on a template, follow the steps below:
1.
Right click in an open area and click Insert Objects > Formula Field.
Field
2.
Drag the formula field and place it in the location where you would like
the results to appear.
3.
Double click on the formula field.
4.
Click the Formula Field tab.
5.
Click Create with Formula Field Wizard.
Wizard
6.
Once you are done creating your formula, click OK.
OK
Formula Field Properties
To view the properties for a formula field, double click on the formula field
object.
Each of the properties are explained in detail below.
Display
Refer to “Design Tool Bar” under “Chapter 4: Layout Designer”.
Position
Refer to “Position” under “Sub reports” in “Chapter 5: Working with Template
Objects”.
Advanced
!
Hide for Print/Preview - prevents the information in the field from
appearing when printed or being previewed. This option is commonly
used when a field is strictly used for reference when combining formulas.
!
Can Grow - when enabled, allows a field to grow vertically in size.
Working with Template Objects
Page 36
!
Numeric Appearance - if the field is of the type ‘numeric’, the decimal
value can be changed and can also be set to currency. For example, the
numeric value of 45 can be set to ‘45.00’ or ‘$45.00’.
Formula Field
The formula field tab lists the formula details for the particular formula. If the
formula has been created using the formula field wizard, the contents will be
listed in the formula box.
!
Formula Field Wizard - provides an easy way to create formulas in template designer, simply by picking and choosing which fields and data you
would like to use. No programming is needed by the designer. More
details on how to use the wizard can be found in “Chapter 6: Formula
Wizard”.
Summary Field
The summary field has three main functions that it can perform once a field has
been specified for it to use. It can determine the average, count or sum of the
field that is chosen. In most cases, the summary field is placed in the footer or
group footer of a template so it can properly pull the values from the selected
field.
A summary field is useful in cases where you need to total a group of items
together, such as a subtotal on an invoice.
Inserting a Summary Field
To insert a summary field on a template, follow the steps below:
Page 37
1.
Right click in an open area and click Insert Objects > Summary Field.
Field
2.
Drag the summary field and place it in the location where you would like
the results to appear. Remember that a summary field is usually placed
in the footer or group footer of a template.
3.
Double click on the summary field.
4.
Click the Summary Field tab.
5.
Click the Choose the type of summary drop-down list and click the type
of summary option you would like to use.
6.
Click the second dropdown list and select the field that you would like to
summarize on.
7.
Click OK.
OK
Working with Template Objects
Summary Field Properties
To view the properties for a summary field, double click on the summary field
object.
Each of the properties are explained in detail below.
Display
Refer to “Design Tool Bar” under “Chapter 4: Layout Designer”.
Position
Refer to “Position” under “Sub reports” in “Chapter 5: Working with Template
Objects”.
Advanced
Refer to “Advanced” under “Formula Field” in “Chapter 5: Working with Template Objects”.
Summary Field
The summary field tab is where you detail which field you would like to work
with and how you would like the field summarized. Listed below are the types of
summary fields you can use with the summary field object.
!
Average - gives the average amount for the field specified in the second
drop-down list.
!
Count - counts the number of records for the field specified in the second drop-down list.
!
Sum - adds the total amount for all records for the field specified in the
second drop-down list.
It is important to note that the drop-down list containing the available fields will
only list fields that are the type numeric or a formula field that is numeric. A
summary field cannot refer to another summary field or share field.
Share Field
A share field is a special field used to pass information from a sub report to the
main section of the report. Without a share field, there would be no way to pass
information from the sub report to the main report since they contain different
data sources. For example, in the footer of a sub report, if you had a summary
field that totaled the number of estimated hours for a customer and you wanted
to display this information on the main report, in the footer section.
Working with Template Objects
Page 38
Inserting a Share Field
To insert a share field on a template, follow the steps below:
NOTE:
1.
Edit the existing sub report or add a new sub report to your computer.
For steps on adding a new sub report to your computer, refer to “Adding a
sub report” under “Sub report” in “Chapter 5: Working with Template
Objects”.
2.
Right click in the footer section of the sub report and click Insert Objects
> Summary Field.
Field
3.
Right click on the new summary field and click Properties.
Properties
4.
Click the Summary Field tab.
5.
Click the Choose the type of summary drop-down list and click Sum.
Sum
6.
Click the Choose the field you want to summarize drop-down list and
click a numeric field. For example, “JobEstHrs”.
7.
Click OK.
OK
8.
Click the Main tab to return to the main section of the template.
9.
Right click in an open area and click Insert Objects > Share Field.
Field
The share field must be inserted into the same section as the sub report. In the
event where you need to share the value of a field in a different section, you’ll
need to create an additional formula in the main report that references the
share field.
10.
Right click on the new share field and click Properties.
Properties
11.
Click the Formula Field tab.
12.
Expand the available summary fields by clicking on the plus symbol (+).
13.
Click the summary field created in step 3.
14.
Click OK.
OK
Share Field Properties
To view the properties for a share field, double click on the share field object.
Each of the properties are explained in detail below.
Display
Refer to “Design Tool Bar” under “Chapter 4: Layout Designer”.
Position
Refer to “Position” under “Sub reports” in “Chapter 5: Working with Template
Objects”.
Page 39
Working with Template Objects
Advanced
Refer to “Advanced” under “Formula Field” in “Chapter 5: Working with Template Objects”.
Formula Field
The formula field tab lists the available objects that can be displayed in a share
field. Typically share fields are used to pull information from a sub report to the
main section of a template.
Share fields can also be placed in sub reports and give the ability to display
fields from the main part of the template. For example, if you wanted to display
the invoice number in the sub report. These fields would be listed under ‘Database Fields’.
Text Field
A text field is a type of label used to create column headings, group headings,
field descriptions or specific titles. This field can be placed anywhere on the
template and has no relationship with the data source that is being used. It is
common practice to place a text field next to data fields, allowing the person
viewing the template to know what that value stands for. For example, you
would want to place a text field next to an ‘InvoiceTotal’ field, so the person
viewing the report doesn’t just see a number.
Inserting a Text Field
To insert a text field on a template, follow the steps below:
NOTE:
1.
Right click in an open area and click Insert Objects > Text
Text.
2.
Drag the text field and place it in the location where you would like the
results to appear.
3.
Double click on the text field.
4.
Click inside the Caption box, type in what you would like to appear as a
label for the text field. For example, “Invoice Total”.
5.
Click OK.
OK
You do have the ability to edit the properties for a text field by using the ‘Tool
Bar’ located on the right side of the Layout Designer screen. In most cases, it is
quicker to use the tool bar rather then double clicking on the field.
Text Field Properties
Display
Refer to “Design Tool Bar” under “Chapter 4: Layout Designer”.
Working with Template Objects
Page 40
Position
Refer to “Position” under “Sub reports” in “Chapter 5: Working with Template
Objects”.
Advanced
Refer to “Advanced” under “Formula Field” in “Chapter 5: Working with Template Objects”.
Box Field
A box field is a box that contains a border and can have a background color
assigned to it. Box fields can be used to emphasize certain areas of a template
or to create check off boxes.
Inserting a Box Field
To insert a box field on a template, follow the steps below:
NOTE:
1.
Right click in an open area and click Insert Objects > Box
Box.
2.
Drag the box field to where you would like it to appear on your template.
3.
Click on the newly added box field and use the 8 handle bars to make
the box the size you would like.
In most cases, the box field is located behind other objects as a background.
This allows for fields such as text and data fields to be displayed inside the box.
Be sure to set the ‘Send to Back’ property, using the side tool bar.
Box Field Properties
Display
Refer to “Design Tool Bar” under “Chapter 4: Layout Designer”.
Position
Refer to “Position” under “Sub reports” in “Chapter 5: Working with Template
Objects”.
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Working with Template Objects
Advanced
Refer to “Advanced” under “Formula Field” in “Chapter 5: Working with Template Objects”.
Line Field
A line field is a simple line that can be added either vertically or horizontally and
can have a specific thickness assigned to it. Commonly, it is used to separate
sections of a template, divide a box field, provide areas for manual entry of data
or to display a signature line. By default, when a line field is added to a template, it is appears vertical.
Inserting a Line Field
To insert a line field on a template, follow the steps below:
1.
Right click in an open area and click Insert Objects > Line
Line.
2.
Drag the line field to where you would like it to appear on your template.
3.
Click on the newly added line field and use the 2 handle bars to make
the line the size you would like. If you would like to make the line thicker,
you can do so by changing the value for line thickness in the tool bar.
Line Field Properties
Display
Refer to “Design Tool Bar” under “Chapter 4: Layout Designer”.
Position
Refer to “Position” under “Sub reports” in “Chapter 5: Working with Template
Objects”.
Advanced
Refer to “Advanced” under “Formula Field” in “Chapter 5: Working with Template Objects”.
Working with Template Objects
Page 42
Picture Box
A picture box field allows you to display pictures on your template. It is commonly used to add company logos or images such as a Visa or MasterCard symbol on an invoice.
In TD2, you also have the ability to add dynamic pictures, specific to certain customers. This would be useful in a situation where you want to display a picture
of a customer’s property on a work order or invoice.
Inserting a Picture Field
To insert a picture field on a template, follow the steps below:
NOTE:
1.
Right click in an open area and click Insert Objects > Picture.
Picture
2.
Drag the picture field to where you would like it to appear on your template.
3.
Double click on the newly added picture field.
4.
Ensure that the Set picture by selecting a picture file option is selected.
5.
Click the empty box located at the bottom of the screen.
6.
Locate the image file that you would like to use. The image file must be
of the type *.BMP, *.JPG or *.TIF.
7.
Click OK.
OK
8.
Click OK.
OK
9.
Click on the newly added picture field and use the 8 handle bars to make
the picture the size you would like.
TD2 will automatically resize the image to fit the size you set in the Layout
Designer. Once loaded in the print preview or preview screen, the image will
appear correctly.
Inserting a Dynamic Picture Field
To insert a dynamic picture on a template, follow the steps below:
Page 43
1.
In the Customers screen, click the Edit Custom Fields tab.
2.
Create a new custom field called ‘PropertyPic’.
3.
For each customer you want to display a picture of their property for,
enter the file path of the picture in the customer’s account. For example, a file path would be: “F:\Pictures\Customers\bob_crenshaws_home.jpg”.
4.
Open the template you would like to add the dynamic picture for.
5.
Right click in an open area and click Insert Objects > Picture.
Picture
Working with Template Objects
6.
Drag the picture field to where you would like it to appear on your template.
7.
Double click on the newly added picture field.
8.
Ensure that the Select picture by selecting a database field which contains the picture file path option is selected.
9.
Click on the field that has the file path of the picture. For example,
“PropertyPic”.
10.
Click OK.
OK
11.
Click OK.
OK
12.
Click on the newly added picture field and use the 8 handle bars to make
the picture the size you would like. Keep in mind that the picture will not
appear until you print preview or print the template.
Picture Field Properties
Display
!
Bring to Front - refer to “Field Position” under “Design Tool Bar” in “Chapter 4: Layout Designer”.
!
Send to Back - refer to “Field Position” under “Design Tool Bar” in “Chapter 4: Layout Designer”.
!
Selecting a picture from a file - to select a specific picture file to be used
for the picture field.
!
Selecting a picture from a database field - to select a specific database
field that stores the location of the picture file to be used in the picture
field.
Position
Refer to “Position” under “Sub reports” in “Chapter 5: Working with Template
Objects”.
Advanced
Refer to “Advanced” under “Formula Field” in “Chapter 5: Working with Template Objects”.
Rich Text Field
A rich text field contains regular text however it also has the ability to contain
data fields from the data source. This comes in useful when you are trying to
create dynamic text within a paragraph. For example, in a contract or estimate,
having the customer’s name automatically appear in a paragraph vs. having to
change it each time the contract or estimate is printed.
Working with Template Objects
Page 44
Inserting a Rich Text Field
To insert a Rich Text Field on a template, follow the steps below:
1.
Right click in an open area and click Insert Objects > Rich Text
Text.
2.
Drag the rich text field to where you would like it to appear on your template.
3.
Double click on the newly added rich text field.
4.
Remove the default text of ‘RTF’ and type in the text you would like to
appear in the RTF field. For example:
“Dear ,
Thank you for your business at .”
5.
To place a dynamic field after the word ‘Dear’ that puts the customer’s
name, left click the mouse after the word ‘Dear’.
6.
Click the data field drop-down list and click BillToFileName.
BillToFileName
7.
To place a dynamic field after the word ‘at’ that puts the job site address,
left click the mouse after the word ‘at’.
8.
Click the data field drop-down list and click JobSite_Street.
JobSite_Street The end
result should look like the picture below.
Rich Text Field Properties
Display
Page 45
!
Refer to “Design Tool Bar” under “Chapter 4: Layout Designer”.
!
Field drop-down list - will list all of the available fields from the main data
source, including formulas and custom fields.
!
Text entry area - all the text and data fields that are to appear in the RTF
field should be entered here. The data fields will have the field name
appear, however the data belonging to that field will only show on the
preview or while printing.
Working with Template Objects
Position
Refer to “Position” under “Sub reports” in “Chapter 5: Working with Template
Objects”.
Advanced
Refer to “Advanced” under “Formula Field” in “Chapter 5: Working with Template Objects”.
Special Fields
Special fields perform specific functions on a template. These functions can
show the current page’s number, display today’s date and the current time of
printing.
Inserting Special Fields
To insert a special field on a template, follow the steps below:
1.
Right click in an open area and click Insert Objects > Special Fields >
Page No
No.
OR
Right click in an open area and click Insert Objects > Special Fields >
Today.
Today
OR
Right click in an open area and click Insert Objects > Special Fields >
Now.
Now
2.
Drag the special field to where you would like it to appear on your template.
Type of Special Fields
Three types of special fields are available in Template Designer. These fields
are explained below in detail.
Page No.
Displays the current page number for the page being either previewed or
printed. It is important to note that this page number does not restart with a different record. Therefore, if you had a contract for two customers being printed
at the same time, the page numbering would not restart for the second customer. This is because Template Designer has no idea how many pages exist
until every page has been generated.
Today
Prints today’s date at the time of being previewed or printed.
Working with Template Objects
Page 46
Now
Displays the current time at the time of being previewed or printed.
Groups
Groups give designers the ability to organize the information that is being displayed in a template. Since the group sections the information, you have the
ability to generate totals per section and make it easier to read. An example of
where you would use a group is on a route list. Lets say you want to organize
your route list so that it is first grouped by crew and then by the sort order. In
addition to that, you want to make sure that each time the crew changes, a new
page starts. Without the ability to add groups, you would not be able to do this.
Groups can also be added to sub reports.
Inserting a group
To insert a group on a template, follow the steps below:
1.
Right click in an open area and click Insert Objects > Group.
Group
2.
From the Available Fields list, select the field that you would like to group
by. In this example, we want to group by the ‘BillToFileName’.
3.
Click OK.
OK
Group Options
Listed below are some of the options you can take advantage of when using
groups on templates.
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Working with Template Objects
Sort By
You can choose to have your group list the information in ascending or descending order by selecting the appropriate option.
New group starts on new page
When this option is checked, each time a group changes it will display the information on a new page. For example, on a route list, if the group was grouping
according to ‘Crew’, each time the crew changed, the next group would start on
a new page.
Data Fields
The data fields are a list of available fields from the data source being used for
the template. These fields can be added anywhere on the template and can be
added more than once. It is important to note that you cannot add fields to this
list. The only way to add data fields to this list is to update the data source with
a more recent version.
Working with Template Objects
Page 48
Inserting Data Fields
To insert a data field on a template, follow the steps below:
Page 49
1.
Right click in an open area and click Insert Fields On Root Report >
(select the field you wish to insert).
insert)
2.
Drag the data field to where you would like it to appear on your template.
Working with Template Objects
Working with Template Objects
Page 50
Chapter
6
Formula Wizard
This chapter contains the following sections:
!
What is the Formula Wizard?
!
Character
!
Character Process
!
Number
!
Number Process
!
Date
Formula Wizard
Page 51
What is the Formula Wizard?
The formula wizard is a tool within the Layout Designer which provides an easy
way to create formulas, by picking which fields and data fields you would like to
use. Since the wizard provides step-by-step instructions, no programming is
required by the designer. It also provides the option of creating basic or conditional formulas, depending on the type of formula you are trying to create.
Accessing the Formula Wizard
To start the Formula Wizard, follow the steps below:
NOTE:
1.
Right click in an open area and click Insert Objects > Formula Field.
Field
2.
Drag the formula field and place it in the location where you would like
the results to appear.
3.
Double click on the formula field.
4.
Click the Formula Field tab.
5.
Click Create with Formula Field Wizard.
Wizard
Once a formula has been created using the Formula Wizard, you do have the
ability to manually edit the formula’s content. A new button called ‘Edit manually (advanced)’ will appear below the formula. This will expose the formula’s
content and allow for manual entry.
Basic Formulas
A basic formula is the simplest type of formula that can be made using the formula wizard. It usually involves the use of two values and will require the
designer to choose the fields or input the data.
Conditional Formulas
A conditional formula is a more advanced type of formula that contains conditions. The formula can test the conditions provided and see if they are true or
false and make logical comparisons between information that is provided.
Character
A character formula is used when you want to manipulate or compare data that
is text. The important thing to remember when using a formula that is of the
type ‘character’ is that the end value must be a character.
Formula Wizard
Page 52
Basic Character Formula
Below are a list of the basic character formulas that can be used with the Formula Wizard.
Character and Character
Accepts two character fields and joins them together. Both character fields are
entered by the user while going through the Formula Wizard. This type of formula contains no data fields.
Example: You want to join together the city name ‘Buffalo’ and state ‘NY’ and
end up with the following ‘Buffalo, NY’.
!
Formula: ‘Springfield’ & ‘, FL’
!
Example: ‘Buffalo’ & ‘, NY’
!
Result: Buffalo, BY
Character and Field
Accepts character data entered by the user first and one data field second.
Example: You want to join together the text ‘The job site address is: ‘ and automatically have the customers job site address appear.
!
Formula: ‘This job site address is: ‘ & {ado.customer_jobsiteline1}
!
Example: ‘This job site address is: “ & {65 Workshop Street}
!
Result: This job site address is: 65 Workshop Street
Field and Character
Accepts one data field first and character data entered by the user second.
Example: You want to join together the customers name and have the text ‘ is
an active customer’ appear after.
Page 53
!
Formula: {ado.customer_name} & ‘ is an active customer’
!
Example: {Bob Crenshaw} & ‘ is an active customer’
!
Result: Bob Crenshaw is an active customer
Formula Wizard
Conditional Character Formula
Below are a list of the conditional character formulas that can be used with the
Formula Wizard.
If Field equals CharacterA then CharacterB else CharacterC
Checks to see if (Data Field A) matches (Entered Character A). If it matches the
(Entered Character A) then it displays (Entered Character B) otherwise if it does
not match, it displays (Entered Character C).
Example: You want to create a formula that checks to see if the city field
matches the name ‘Springfield’. If it does, you want to indicate the city is
‘Local’. Otherwise the city would be considered ‘Out of town’.
!
Formula: If {ado.City}=’Springfield’ then ‘Local’ else ‘Out of town’
!
Example: If {Springfield}=’Springfield’ then ‘Local’ else ‘Out of town’
!
Result: Local
If FieldA equals CharacterA then FieldB else Character B
Checks to see if (Data Field A) matches (Entered Character A). If it matches the
(Entered Character A) then it displays (Data Field B) otherwise if it does not
match, it displays (Entered Character B).
Example: You want to create a formula that checks to see if the customer type
matches ‘Regular Customer’. If it does, then you want it to display their account
status. Otherwise, you want to display ‘Not regular’.
!
Formula: If {ado.CustomerType}=’Regular Customer’ then {ado.CustomerStatus} else ‘Not Regular’
!
Example: If {Seasonal}=’Regular Customer’ then {Regular} else ‘Not Regular’
!
Result: Not Regular
If FieldA equals CharacterA then Character B else FieldB
Checks to see if (Data Field A) matches (Entered Character A). If it matches the
(Entered Character A) then it displays (Entered Character B) otherwise if it does
not match, it displays (Data Field B).
Formula Wizard
Page 54
Example: You want to create a formula that checks to see if the customer type
matches ‘Regular Customer’. If it does, then you want it to display ‘Regular’.
Otherwise, you want to display their account status.
!
Formula: If {ado.CustomerType}=’Regular Customer’ then ‘Regular’ else
{ado.CustomerStatus}
!
Example: If {Regular Customer} = ‘Regular Customer’ then ‘Regular’ else
{Not Regular}
!
Result: Regular
If FieldA equals Character then FieldB else FieldC
Checks to see if (Data Field A) matches (Entered Character A). If it matches the
(Entered Character A) then it displays (Data Field B) otherwise if it does not
match, it displays (Data Field C).
Example: You want to create a formula that checks to see if the city field
matches ‘Springfield’. If it does, then you want it to display the state. Otherwise, you want to display the country.
!
Formula: If {ado.City}=’Springfield’ then {ado.State} else {ado.Country}
!
Example: If {Buffalo}=’Springfield’ then {New York} else {United States}
!
Result: United States
If number type FieldA equals Number then character type FieldB else character
type FieldC
Checks to see if (Number Field A) matches (Entered Number A). If it matches
the (Entered Number A) then it displays (Character Field A) otherwise if it does
not match, it displays (Character Field B).
Example: You want to create a formula that checks to see if the tax code field
matches ‘0’. If it does, then you want it to display the department name. Otherwise, you want to display the tax agency field.
Page 55
!
Formula: If {ado.TaxRate} = 0 then {ado.DepartmentName} else {ado.TaxAgencyName}
!
Example: If {5.25} = 0 then {Accounting} else {State Board of Taxation}
!
Result: State Board of Taxation
Formula Wizard
If number type FieldA greater than Number then character type FieldB else
character type FieldC
Checks to see if the (Number Field A) is greater then (Entered Number A). If it is
greater then (Entered Number A) then is displays (Character Field A) otherwise
it will display (Character Field B).
Example: You want to create a formula that checks to see if the job revenue is
greater then $0.00. If it is greater then $0.00, display the customers name.
Otherwise, you want to display the employee name.
!
Formula: If {ado.Revenue}>0 then {ado.CustomerName} else
{ado.EmployeeName}
!
Example: If {8.00} > 0 then {Bob Crenshaw} else {Emily Jones}
!
Result: Bob Crenshaw
If number type FieldA greater than or equal to Number then character type
FieldB else character type FieldC
Checks to see if the (Number Field A) is greater then or equal to (Entered Number A). If it is greater then or equal (Entered Number A) then it displays (Character Field A) otherwise it will display (Character Field B).
Example: You want to create a formula that checks to see if the job amount is
greater than or equal to $100.00. If it is greater than or equal to $100.00, display the crew leader’s name. Otherwise, you want to display the employee
name.
!
Formula: If {ado.JobAmount} >= 10000 then {ado.CrewLeader} else
{ado.EmployeeName}
!
Example: If {8000} >= 10000 then {Jane Smith} else {Emily Jones}
!
Result: Emily Jones
Character Process
A character process formula is used when information from a character field
needs to be analyzed and particular information is requested and then
returned. The important thing to remember about a character process formula
is that the end result is always a character.
Formula Wizard
Page 56
Basic Character Process Formula
Below are a list of the basic character formulas that can be used with the Formula Wizard.
Extracts leftmost n characters from a character string
Accepts one character field and a number field entered by the user second.
Based on the number that is entered by the user, that many characters will be
displayed, starting on the left side of the selected character field.
Example: You want to create a formula that will display only the area code from
a phone number. The area code is always the first three characters of any
phone number.
!
Formula: Left('{Root.JobSitePhone1}',(3))
!
Example: Left('{416-640-6029}',(3))
!
Result: 416
Extracts rightmost n characters from a character string
Accepts one character field and a number field entered by the user second.
Based on the number that is entered by the user, that many characters will be
displayed, starting on the right side of the selected character field.
Example: You want to create a formula that will display the last four digits of a
phone number.
!
Formula: Right('{Root.JobSitePhone1}',(4))
!
Example: Right('{416-640-6029}',(4))
!
Result: 6029
Extracts n characters at position i from a character string
Accepts one character field and two number fields entered by the user. The
first number entered by the user indicates the starting position in the character
field. The second number entered indicates the number of characters that
should be displayed from the character field, based on the starting position.
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Formula Wizard
Example: You want to create a formula that will display the phone number but
no area code.
!
Formula: Mid('{Root.BillToPhone1}',(5),(8))
!
Example: Mid('{416-640-6029}',(5),(8))
!
Result: 640-6029
Returns the position of the first occurrence of one character string within
another
Accepts one number field, one character field entered by the user and one character field. The first number field entered by the user indicates the starting
position to search for the entered character field. The character field selected
will specify what field needs to be looked at. The last character field, entered by
the user, is the text to be searched for. The formula will return the starting position of entered character field.
Example: You want to create a formula that returns the starting position of the
word “contract” in the job instructions.
!
Formula: Instr((1),'{Root.JobInstructions}','contract')
!
Example: Instr((1),'{All items for the job will be completed as per the
details in the contract.}','contract')
!
Result: 67
Returns a specified character string without leading spaces
Accepts one character field and removes any spaces at the beginning of the
field.
Example: You want to create a formula that removes any spaces at the beginning of the job instructions.
!
Formula: Ltrim('{Root.JobInstructions}')
!
Example: Ltrim('
!
Result: Clean front of house and be sure to lock gate.
Clean front of house and be sure to lock gate.
')
Returns a specified character string without trailing spaces
Formula Wizard
Page 58
Accepts one character field and removes any spaces at the end of the field.
Example: You want to create a formula that removes any spaces at the end of
the job instructions.
!
Formula: Rtrim('{Root.JobInstructions}')
!
Example: Rtrim('
!
Result:
Clean front of house and be sure to lock gate.
')
Clean front of house and be sure to lock gate.
Returns a specified character string without both leading and trailing spaces
Accepts one character field and removes any spaces at the beginning and the
end of the field.
Example: You want to create a formula that removes any spaces at the beginning and end of the job instructions.
!
Formula: Trim('{Root.JobInstructions}')
!
Example: Trim('{
!
Result: Clean front of house and be sure to lock gate.
Clean front of house and be sure to lock gate.
}')
Converts characters to uppercase
Accepts one character field and coverts all characters to uppercase.
Example: You want to create a formula that displays the customer’s name all in
uppercase.
!
Formula: Uppercase('{Root.BillToFullName}')
!
Example: Uppercase('{Bob Crenshaw}')
!
Result: BOB CRENSHAW
Converts characters to lowercase
Accepts one character field and converts all characters to lowercase.
Example: You want to create a formula that displays the customer’s name all in
lowercase.
!
Page 59
Formula: Lowercase('{Root.BillToFullName}')
Formula Wizard
!
Example: Lowercase('{Bob Crenshaw}')
!
Result: bob crenshaw
Number
A number formula is used when you want to manipulate or compare data that is
numeric. The important thing to remember when using a formula that is of the
type ‘numeric’ is that the end value must be a number.
Basic Number Formula
Below are a list of the basic number formulas that can be used with the Formula Wizard.
Field plus a number
Accepts a numeric field and a number entered by the user and adds them
together.
Example: You want to create a formula that displays the total job revenue plus
an additional $150.
!
Formula: ({Root.BilltoBalance}) + (150)
!
Example: ({1000}) + (150)
!
Result: 1150
Field minus a number
Accepts a numeric field and a number entered by the user and subtracts them.
Example: You want to create a formula that displays the customer’s balance
and subtracts $10.00.
!
Formula: ({Root.BilltoBalance}) - (10)
!
Example: ({1000}) - (10)
!
Result: 990
Field multiplied by a number
Formula Wizard
Page 60
Accepts a numeric field and a number entered by the user and multiplies them.
Example: You want to create a formula that displays the invoice total, including
a 15% sales tax.
!
Formula: ({Root.InvoiceAmount}) * (1.15)
!
Example: ({100}) * (1.15)
!
Result: 115
Field divided by a number
Accepts a numeric field and a number entered by the user and divides them.
Example: You want to create a formula that displays the invoice total amount
divided by 2.
!
Formula: ({Root.InvoiceAmount}) / (2)
!
Example: ({100}) / (2)
!
Result: 50
number type FieldA plus number type FieldB
Accepts two numeric fields and adds them together.
Example: You want to create a formula that adds the job amount and the tax
amount.
!
Formula: ({Root.JobAmount}) + ({Root.TaxAmount})
!
Example: ({100}) + ({15})
!
Result: 115
number type FieldA minus number type FieldB
Accepts two numeric fields and subtracts them.
Example: You want to create a formula that subtracts the total tax from the
invoice total amount.
Page 61
!
Formula: ({Root.InvoiceTotal}) - ({Root.TaxTotal})
!
Example: ({100}) - ({15})
Formula Wizard
!
Result: 85
number type FieldA multiplied by number type FieldB
Accepts two numeric fields and multiplies them.
Example: You want to create a formula that multiplies the job amount with the
tax rate.
!
Formula: ({Root.JobAmount}) * ({Root.TaxRate})
!
Example: ({100}) * ({1.15})
!
Result: 115
number type FieldA divided by number type FieldB
Accepts two numeric fields and divides them.
Example: You want to create a formula that divides the total actual hours by the
amount of employees on a crew.
!
Formula: ({Root.ActualHours}) / ({Root.EmployeesOnCrew})
!
Example: ({20}) / ({4})
!
Result: 5
Conditional Number Formula
Below are a list of conditional number formulas that can be used with the Formula Wizard.
If number type FieldA equals Number then number type FieldB else number
type FieldC
Checks to see if (Number Field A) matches (Entered Number A). If it matches
the (Entered Number A) then it displays (Number Field B) otherwise if it does
not match, it displays (Number Field C).
Example: You want to create a formula that checks to see if the numeric value
of the current month is 12 (December). If it does, you want to display the
December price. Otherwise, you want to display the regular price for all other
months.
Formula Wizard
Page 62
!
Formula: If {ado.monthofyear}=12 then {ado.DecemberPrice} else
{ado.AllMonthsPrice}
!
Example: If {10}=12 then {100} else {150}
!
Result: 150
If number type FieldA greater than Number then number type FieldB else
number type FieldC
Checks to see if (Number Field A) is greater than (Entered Number A). If it is
greater than (Entered Number A) then it displays (Number Field B) otherwise it
will display (Number Field C).
Example: You want to create a formula that checks to see if the total revenue for
the month is greater than $100,000. If it is greater than $100,000, a bonus
commission rate applies. Otherwise, the normal commission rate is used.
!
Formula: If {ado.TotalMonthRevenue}>100,000 then {BonusMonthCommisionRate} else {NormalMonthCommisionRate}
!
Example: If {124000}>100,000 then {20} else {12}
!
Result: 20
If number type FieldA greater than or equal to Number then number type FieldB
else number type FieldC
Checks to see if (Number Field A) is greater than or equal to (Entered Number
A). If it is greater than or equal to (Entered Number A) then it displays (Number
Field B) otherwise it will display (Number Field C).
Example: You want to create a formula that checks to see if the numeric value
of the current month is greater than or equal to 7 (July). If it is greater than or
equal to 7, use price of $80.00 per month for services. Otherwise, use the
price of $100.00 per month for services done.
Page 63
!
Formula: If {ado.monthofyear}>=7 then {ado.SecondHalfPrice} else
{ado.FirstHalfPrice}
!
Example: If {2}>=7 then {80} else {100}
!
Result: 100
Formula Wizard
If character type FieldA equals Character then number type FieldB else number
type FieldC
Checks to see if (Character Field A) is equal to (Entered Character A). If it is
equal to (Entered Character A) then display (Number Field A) otherwise display
(Number Field B).
Example: You want to create a formula that checks to see if the contract type is
set to “Under Contract”. If it is equal to “Under Contract” then display the
invoice total. Otherwise, display the job cost amount for the job.
!
Formula: If {ado.ContractType}='UnderContract' then {ado.InvoiceTotal}
else {ado.JobCostTotal}
!
Example: If {UnderContract}='UnderContract' then {150} else {90}
!
Result: 150
Number Process
A number process formula is used when additional number calculations need to
be performed such as logarithms, exponents or square root.
Basic Number Process Formula
Below are a list of the basic number process formulas that can be used with the
Formula Wizard.
Calculates base-n logarithms for any number x(lognX)
Accepts two numbers and calculates the log.
Example: You want to create a formula that calculates the log of 10 and 100.
!
Formula: Log((first number),(second number))
!
Example: Log((10),(100))
!
Result: 2
Raises a number a to the power of an exponent b
Formula Wizard
Page 64
Accepts two numbers and calculates (Entered Number A) to the power of
(Entered Number B)
Example: You want to create a formula that calculates 2 to the power of 10.
!
Formula: Exp((first number), (second number))
!
Example: Exp((2), (10))
!
Result: 1024
Returns a number specifying the square root of a number
Accepts two numbers and calculates (Entered Number A) square root.
Example: You want to create a formula that calculates the square root of the
number 100.
!
Formula: SQR(number)
!
Example: SQR(100)
!
Result: 10
Date
A date formula is used when a date field needs to be displayed or formatted in a
specific way. It could be simply changing the appearance of the date or manipulating it.
Basic Date Formula
Below are a list of the basic date formulas that can be used with the Formula
Wizard.
Returns the current date
This will simply display the current date at the time of use. Accepts no date
fields or user input.
Example: You want to create a formula that will display the current date when
the template is used.
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!
Formula: PrintDate(current date)
!
Example: PrintDate(Jan-1-2009)
!
Result: Jan-1-2009
Formula Wizard
Adds a specified number of days to a date
Accepts one number entered by the user and a date field. The number entered
by the user adds that many days to the date.
Example: You want to create a formula that will display the invoice date plus
two additional days.
NOTE:
!
Formula: DateAdd('d',2,'{Root.InvoiceDate}')
!
Example: DateAdd('d',2,'{Jan-1-2009}')
!
Result: Jan-3-2009
If you would like to modify this formula to add a specific amount of months or
years, you can by changing the ‘d’ to ‘m’ for month and ‘yyyy’ for year, respectively in the advanced formula area.
Returns the number of days between two specified dates
Accepts two date fields and determines the number of days between the dates
selected.
Example: You want to create a formula that will display the number of days
between the invoice date and the invoice due date.
!
Formula: DateDiff('d','{Root.InvoiceDate}','{Root.InvoiceDueDate}')
!
Example: DateDiff('d','{Jan-01-2009}','{Jan-30-2009}')
!
Result: 29
Returns a long date format
Accepts one date field and displays the date field in a long date format.
Example: You want to create a formula that displays the invoice date in long
date format.
!
Formula: LongDate('{Root.InvoiceDate}')
!
Example: LongDate('{Jan-01-2009}')
!
Result: Thursday, January 1st, 2009
Formula Wizard
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Returns a medium date format
Accepts one date field and displays the date field in a medium date format.
Example: You want to create a formula that displays the invoice date in medium
date format.
!
Formula: MediumDate('{Root.InvoiceDate}')
!
Example: MediumDate('{Jan-01-2009}')
!
Result: 01-Jan-09
Returns a short date format
Accepts one date field and displays the date field in a short date format.
Example: You want to create a formula that displays the invoice date in short
date format.
Page 67
!
Formula: ShortDate('{Root.InvoiceDate}')
!
Example: ShortDate('{Jan-01-2009}')
!
Result: 01/01/2009
Formula Wizard
Formula Wizard
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Chapter
7
Printing with Template Designer
This chapter contains the following sections:
!
Printing Templates
!
Print Preview Screen
Printing with Template Designer
Page 69
Once a template has been designed and is ready for use, you will need to print
or preview your work order/route list, invoice(s) or reports from Template
Designer. This chapter will review the steps you will need to take to print or preview your templates.
Printing Templates
Templates can be printed from various locations using Template Designer.
Listed below are the specific areas where these types of templates can be
printed from.
Work Orders/Route Lists
Work orders/route lists can be printed from two areas in QXpress. The first is
the My Calendar screen where all of the jobs appear for a specific date or range
of dates.
Provided the version of QXpress is “Gold” or higher, the second option is the
“Job Items” tab. This tab lists all of the items pertaining to that particular job.
From My Calendar
To print a work order/route list from the My Calendar screen, follow the steps
below:
1.
Click Print > Print Work Order/Route Lists.
Lists
2.
Click the template you wish to print or preview.
3.
Click OK.
OK
From the “Job Items” tab
To print a work order/route list from the “Job Items” tab, follow the steps below:
1.
From the My Calendar Screen or the Customer Screen, highlight the service you would like to print a work order for and click Schedule > Edit.
Edit
2.
Click the Job Items tab.
3.
Click Print Work Order...
Order....
4.
Click the template you wish to print or preview.
5.
Click OK.
OK
Invoices
Invoices can be printed from two areas in QXpress. The first is when generating
new invoices for customers. The second is when printing existing invoices from
the invoice list.
Printing with Template Designer
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New Invoices
To print a new invoice, follow the steps below:
NOTE:
1.
Click Print > Print Invoices
Invoices.
2.
Click Generate.
Generate
3.
Click the template you wish to print or preview.
4.
Click Accept.
Accept
Depending on the type of invoicing used in QXpress, these steps may vary.
Existing Invoices
To print an existing invoice, follow the steps below:
NOTE:
1.
Click Invoices > Invoice List.
List
2.
Click the template you wish to print or preview (located in the top righthand corner of the screen).
3.
Click the invoice you would like to print.
4.
Click Print.
Print
5.
Click OK.
OK
If you would like to print multiple invoices, you can do so by holding the CTRL
key on your keyboard and selecting each invoice individually. Once you have
selected each of your invoices, release the CTRL key and continue with step 4.
Reports
Reports can be printed from within three areas in QXpress. The first is through
the reports menu in QXpress. The second is under the “job items” tab. The
third is under the customer’s account in QXpress.
NOTE:
This feature is only available in QXpress Platinum and Enterprise versions.
From the Reports Menu
To print a report from the reports menu, follow the steps below:
1.
Click Reports > Template Designer: Reports.
Reports
2.
Click the report you would like to print.
3.
Click Show Report.
Report
From the “Job Items” tab
To print a report from the “Job Items” tab, follow the steps below:
Page 71
1.
From the My Calendar Screen or the Customer Screen, edit the service
you would like to print a report for.
2.
Click the Job Items tab.
3.
Click Print Estimate/Report...
Estimate/Report....
Printing with Template Designer
4.
Click OK.
OK
From the customer account
To print a report/estimate from a customer’s account, follow the steps below:
1.
Click Lists > Customer List.
List
2.
Click the customer you would like to print a report for.
3.
Click Go to Selected Customer.
Customer
4.
Click Customer > Print Letter/Report.
Letter/Report
5.
Click OK.
OK
Print Preview Screen
The print preview screen allows you to see the template before it is printed out.
Various options are also available in the top menu bar in the print preview
screen
Print
The “Print” button launches the print screen that sends the previewed template
to the current printer that is being used. Listed below are options available
within the print screen.
Printer
A list of the available printers installed on the computer will be listed in the
dropdown list. The computer’s default printer is automatically assigned.
Page Range
The page range allows you to specify your printing options.
!
Current page - prints the page that is currently visible in the print preview
screen.
!
All pages - prints all pages from the template.
!
Pages - prints only the entered page numbers. For example, typing “1”
would print only the first page. Typing “5 - 12” would print pages 5
through 12 and nothing else.
Options
The options section lets you specify specific printing options.
!
Copies - indicates the amount of copies you would like to make for the
document currently being previewed.
!
Tray - specify the tray to print from.
Printing with Template Designer
Page 72
!
Duplex - if your printer supports the duplex option, you can specify your
duplex options here.
Excel
Template Designer has the ability to export your template to a Microsoft Excel
document. Keep in mind that in order to launch the Excel export, you will need
to have Microsoft Excel installed on your computer.
NOTE:
Although Template Designer will export the document to the best of it’s abilities, the formatting may change between Template Designer and Microsoft
Excel.
Send E-mail
The send e-mail option provides the ability to e-mail every template directly from
Template Designer. Template Designer will convert the template into a PDF file,
and uploads it directly to a remote server to email to your crews and customers.
When you click Send Email, the Template Designer loops through each page of
the report. When the email address on the page changes, a separate email is
created. After it has looped through all pages, it brings up a batch of e-mails to
send.
The default email address for route lists and work orders is the email address,
as entered in QuickBooks, for the Crew Leader of the crew performing the service. The Crew Leader is set in QXpress under Lists > Crews
Crews. The default email
address for invoices, and customer based reports is the email address of the
customer, as entered in QuickBooks.
NOTE:
Depending on the vocabulary used in QXpress, the option for Leader may be
listed under Lists > (Room, Team, Tech or Truck).
To send an email in Template Designer, follow the steps below:
1.
In the Print Preview screen, click Send Email.
Email
2.
To email the templates right away, click Send Now
OR
To email the template at a later time, click Send Later.
Later
Filter/Sort
The Filter/Sort button allows you to filter the content of your template and
change the order the information appears in.
You can choose to have up to 5 filters applied when previewing your template.
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Printing with Template Designer
Filtering
To filter a template, follow the steps below:
1.
In the Print Preview screen, click Filter/Sort.
Filter/Sort
2.
Select the field you would like to filter by and click Select.
Select
If you have more then one field you would like to filter by, select those
fields and click Select for each of your choices.
3.
Click OK.
OK
4.
Each of the selected filter fields will now appear in the Filter/Sort
Options screen. Enter your filter criteria and click OK.
OK
5.
Click Yes.
Yes (this will refresh the report)
To clear a filter set on a template, follow the steps below:
1.
In the Print Preview screen, click Filter/Sort.
Filter/Sort
2.
Click Clear (next to each of the filters you would like to remove).
3.
Click OK.
OK
4.
Click Yes (this will refresh the report).
Sorting
Template Designer allows you to specify up to 3 sorting conditions on any template, in the print preview. It is important to note that the sorting does not apply
to sub-reports. Also, if the template you are previewing is using groups, the
sorting conditions will not stop or alter your groupings.
To sort a template, follow the steps below:
1.
In the Print Preview screen, click Filter/Sort.
Filter/Sort
2.
Click the first Sort By dropdown list to specify your first sort condition.
3.
Click Ascending or Descending for your sorting order.
4.
If you have additional sorting options, you can use the second and third
dropdown lists.
5.
Click OK.
OK
6.
Click Yes (this will refresh the report).
Printing with Template Designer
Page 74
Chapter
8
Data Sources
This chapter contains the following sections:
!
Work Orders/Route Lists
!
Invoices
!
Reports
Data Sources
Page 75
In this chapter, we will review the data sources available in Template Designer.
The sub reports that are available within Template Designer are based on the
Main data source that is being used. Listed below are each of the Main data
sources and sub reports they can contain.
Work Orders/Route Lists
Route List-Standard
The Route List-Standard data source is the only data source available for work
orders and route lists. This data source will display scheduled work for a particular date range.
Sub Reports
!
Customer_SubReport_Route - detailed customer information, including
customer level custom fields and QuickBooks custom fields.
!
EmployeeList-Route - employee information for the displayed jobs,
including address, QuickBooks employee custom fields and job rate.
!
EquipmentList - Lists the equipment available for the customer.
!
RouteList-CustomerVariable - customer variable information, located
under the “Routing & invoicing” tab in QXpress., such as property size,
measuring unit, etc.
!
RouteList-JobHistory - displays job history for customer.
!
RouteList-JobHistWithItems - displays job history for customer and shows
individual job items for each job.
!
RouteList-JobItems - displays individual job items for job, located under
the “Job Items” tab.
!
RouteList-JobItems_Mat - displays individual job items that are only of
the QuickBooks type “Material”, located under the “Job Items” tab.
!
RouteLIst-JobItems_Serv - displays individual job items that are only of
the QuickBooks type “Service”, located under the “Job Items” tab.
!
RouteList-JobSetup - displays all services setup for the customer under
the “Schedule” tab.
!
RouteList-OptionalService - displays all services, not already scheduled
for the customer and have the “Optional Service?” check box checked in
the Fee Schedule.
!
RouteList-ProjectMatLoad - displays materials added in the “Material
Load List” for project visits.
!
RouteList-SubContractors - displays details for subcontractors that have
been added under the “SubContractors” tab.
Data Sources
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!
RouteList-ProjectVisits-All - displays all of the project visits for the current
customer and job. Will only display information if the job is a project.
!
RouteList-ProjectVisits_Done - displays all project visits that are set to
the status of “Done” for the current customer and job. Will only display
information if the job is a project.
!
RouteList-ProjectVisits_NotDone - displays all project visits that are set
to the status of “Pending” or “On Route” for the current customer and
job. This will only display information if the job type is a project.
Invoices
Invoice-Standard
The Invoice-Standard data source is the only data source available for invoices.
This data source will display invoicing information for a particular invoice that is
being viewed or generated.
Sub Reports
Page 77
!
Customer_SubReport_Invoice - detailed customer information, including
customer level custom fields and QuickBooks custom fields.
!
Invoice-AllScheduled - displays a list of all scheduled jobs for the current
customer whose invoice is being viewed or generated.
!
Invoice-CustomerVariable - customer variable information, located under
the “Routing & invoicing” tab in QXpress. Such as property size, measuring unit, etc.
!
Invoice-JobCostAll - displays job costing information for all items in the
invoice being viewed or generated.
!
Invoice-JobCostLab - displays job costing information for only items that
are of the QuickBooks item type “Labor” from the invoice being viewed or
generated.
!
Invoice-JobCostMat - displays job costing information for only items that
are of the QuickBooks item type “Material” from the invoice being viewed
or generated.
!
Invoice-JobCostMatHist - displays job costing history information for only
items that are of the QuickBooks item type “Material” from the invoice
being viewed or generated.
!
Invoice-JobCostSubs - displays job costing information for only items that
are performed by contractors located under the “SubContractors” tab.
!
Invoice-History - displays job history information for the customer who’s
invoice is being viewed or generated.
!
Invoice-LineItems - displays individual line items from the “Job Items”
tab.
Data Sources
!
Invoice-LineItems_Mat-Only - displays individual line items from the “Job
Items” tab that are of the QuickBooks item type “Material”.
!
Invoice-LineItems_Serv-Only - displays individual line items from the “Job
Items” tab that are of the QuickBooks item type “Service”.
!
Invoice-PendingDates - displays services that are of the job status “Pending” for the customer whose invoice is being viewed or generated.
!
Invoice-ZoneBasedAll - displays all services that are “Zone Based” for
the customer who’s invoice is being viewed or generated.
!
Invoice-ZoneBasedSchedule - displays all services that are “Zone Based”
and appear under the “Schedule” tab for the customer whose invoice is
being viewed or generated.
!
Invoice-ProjectVisits - displays all project visits for services that are the
type “Project” for the customer who’s invoice is being viewed or generated.
!
OptionalServiceList_Inv - displays all services, not already scheduled for
the customer and have the “Optional Service?” check box checked in the
Fee Schedule.
Reports
NOTE:
This feature is only available in QXpress Platinum and Enterprise versions.
All Scheduled Jobs
The All Scheduled Jobs data source lists all jobs for a customer, including all job
dates.
Sub reports
!
Customer-SubReport - detailed customer information, including customer level custom fields and QuickBooks custom fields.
!
CustomerVariable_SubReport - customer variable information, located
under the “Routing & invoicing” tab in QXpress. Such as property size,
measuring unit, etc.
!
JobCostLab_Sub - detailed job costing information including start/stop
times, estimated/actual hours and employee details.
!
JobSetup-JobItems - displays individual job items for job, located under
the “Job Items” tab.
!
JobSetup-ProjectMatLoadList - displays materials added in the “Material
Load List” for project visits.
!
JobSetupList-Sub-Active - displays all services setup for the customer
under the “Schedule” tab that are currently “Active”.
Data Sources
Page 78
!
JobSetupList-Subreport - displays all services setup for the customer
under the “Schedule” tab.
!
JobSetupList_Sub_ActiveZone - displays all services setup for the customer under the “Schedule” tab that are currently “Active” and that are
“Zone” based jobs.
!
OptionalServiceListALL - displays all services that have the “Optional Service?” check box checked in the Fee Schedule.
!
OptionalServiceList - displays all services, not already scheduled for the
customer and have the “Optional Service?” checkbox checked in the Fee
Schedule.
ChargeDescrip
The ChargeDescrip data source lists all of the charge descriptions in QXpress.
Item information pertaining to the related charge description can also be displayed.
Customer Info
The CustomerInfo data source lists detailed customer information both from
QXpress and QuickBooks. This includes both QXpress customer level custom
fields and QuickBooks custom fields.
Sub reports
Page 79
!
Customer-SubReport - detailed customer information, including customer level custom fields and QuickBooks custom fields.
!
CustomerVariable_SubReport - customer variable information, located
under the “Routing & invoicing” tab in QXpress, such as property size,
measuring unit, etc.
!
JobSetupList-Sub-Active - displays all services setup for the customer
under the “Schedule” tab that are currently “Active”.
!
JobSetupList-Subreport - displays all services setup for the customer
under the “Schedule” tab.
!
JobSetupList_Sub_ActiveZone - displays all services setup for the customer under the “Schedule” tab that are currently “Active” and that are
“Zone” based jobs.
!
OptionalServiceList_All - displays all services that have the “Optional Service?” checkbox checked in the Fee Schedule.
!
OptionalServiceList - displays all services, not already scheduled for the
customer and have the “Optional Service?” checkbox checked in the Fee
Schedule.
Data Sources
EmployeeCrew-List
The EmployeeCrew-List data source lists detailed employee information including QuickBooks employee custom fields.
EquipmentList
The EquipmentList data source lists detailed information for equipment that is
entered in QXpress. The equipment listed appears under the “Equipment List”
under Lists > Equipment List in QXpress.
InvoiceList
The InvoiceList data source lists all invoices that appear in the invoice list in
QXpress under Invoices > Invoice List
List. This invoice list will only show invoices
that have been generated in QXpress.
Sub reports
!
Customer-SubReport - detailed customer information, including customer level custom fields and QuickBooks custom fields.
!
CustomerVariable_SubReport - customer variable information, located
under the “Routing & invoicing” tab in QXpress, such as property size,
measuring unit, etc.
!
JobSetupList-Sub-Active - displays all services setup for the customer
under the “Schedule” tab that are currently “Active”.
!
JobSetupList-Subreport - displays all services setup for the customer
under the “Schedule” tab.
!
JobSetupList_SubActiveZone - displays all services setup for the customer under the “Schedule” tab that are currently “Active” and that are
“Zone” based jobs.
!
OptionalServiceList_All - displays all services that have the “Optional Service?” checkbox checked in the Fee Schedule.
!
OptionalServiceList - displays all services, not already scheduled for the
customer and have the “Optional Service?” checkbox checked in the Fee
Schedule.
JobCost_Standard
The JobCost_Standard data source lists detailed job costing information for all
jobs that have been completed in QXpress and is able to display revenue, costs
and profit.
Sub reports
!
Customer-SubReport - detailed customer information, including customer level custom fields and QuickBooks custom fields.
Data Sources
Page 80
!
CustomerVariable_SubReport - customer variable information, located
under the “Routing & invoicing” tab in QXpress, such as property size,
measuring unit, etc.
!
JobCostLab_Sub - detailed job costing information including start/stop
times, estimated/actual hours and employee details.
!
JobSetupList-Sub-Active - displays all services setup for the customer
under the “Schedule” tab that are currently “Active”.
!
JobSetupList-Subreport - displays all services setup for the customer
under the “Schedule” tab.
!
JobSetupList_Sub_ActiveZone - displays all services setup for the customer under the “Schedule” tab that are currently “Active” and that are
“Zone” based jobs.
!
OptionalServiceList_All - displays all services that have the “Optional Service?” checkbox checked in the Fee Schedule.
!
OptionalServiceList - displays all services, not already scheduled for the
customer and have the “Optional Service?” checkbox checked in the Fee
Schedule.
JobCost_Sum
The JobCost_Sum data source is similar to the JobCost_Standard data source
and lists job costing information. The main difference is that the JobCost_Sum
will not show individual line items, located under the “Job Items” tab in
QXpress. Instead it will give an overall total for each job.
Sub reports
Page 81
!
Customer-SubReport - detailed customer information, including customer level custom fields and QuickBooks custom fields.
!
CustomerVariable_SubReport - customer variable information, located
under the “Routing & invoicing” tab in QXpress, such as property size,
measuring unit, etc.
!
JobCostLab_Sub - detailed job costing information including start/stop
times, estimated/actual hours and employee details.
!
JobSetupList-Sub-Active - displays all services setup for the customer
under the “Schedule” tab that are currently “Active”.
!
JobSetupList-Subreport - displays all services setup for the customer
under the “Schedule” tab.
!
JobSetupList_Sub_ActiveZone - displays all services setup for the customer under the “Schedule” tab that are currently “Active” and that are
“Zone” based jobs.
!
OptionalServiceList_All - displays all services that have the “Optional Service?” checkbox checked in the Fee Schedule.
Data Sources
!
OptionalServiceList - displays all services, not already scheduled for the
customer and have the “Optional Service?” checkbox checked in the Fee
Schedule.
JobSetup_JobItemsMain
The JobSetup_JobItemsMain data source lists only information pertaining to
the parent job item under the “Job Items” tab. It can also display job costing
information such as actual/estimated hours and profit amounts.
Sub reports
!
JobCostLab_Sub - detailed job costing information including start/stop
times, estimated/actual hours and employee details.
!
JobSetup-JobItems - displays individual job items for job, located under
the “Job Items” tab.
!
JobSetup-ProjectMatLoadList - displays materials added in the “Material
Load List” for project visits.
JobSetupList
The JobSetupList data source lists all jobs setup for a customer, located under
the “Schedule” tab in QXpress. Detailed information pertaining to each of the
jobs can also be displayed, such as the status, type and renewal status.
Sub reports
!
Customer-SubReport - detailed customer information, including customer level custom fields and QuickBooks custom fields.
!
CustomerVariable_SubReport - customer variable information, located
under the “Routing & invoicing” tab in QXpress, such as property size,
measuring unit, etc.
!
JobSetup-JobItems - displays individual job items for job, located under
the “Job Items” tab.
!
JobSetup-ProjectMatLoadList - displays materials added in the “Material
Load List” for project visits.
!
JobSetup-Sub-Active - displays all services setup for the customer under
the “Schedule” tab that are currently “Active”.
!
JobSetupList-Subreport - displays all services setup for the customer
under the “Schedule” tab.
!
JobSetupList_Sub_ActiveZone - displays all services setup for the customer under the “Schedule” tab that are currently “Active” and that are
“Zone” based jobs.
!
OptionalServiceList_All - displays all services that have the “Optional Service?” checkbox checked in the Fee Schedule.
Data Sources
Page 82
!
OptionalServiceList - displays all services, not already scheduled for the
customer and have the “Optional Service?” checkbox checked in the Fee
Schedule.
JobTimes
The JobTimes data source lists all information pertaining to service times
entered for jobs under the “Job Cost Timesheet”.
Sub reports
Page 83
!
Customer-SubReport - detailed customer information, including customer level custom fields and QuickBooks custom fields.
!
CustomerVariable_SubReport - customer variable information, located
under the “Routing & invoicing” tab in QXpress, such as property size,
measuring unit, etc.
!
JobCostLab_Sub - detailed job costing information including start/stop
times, estimated/actual hours and employee details.
!
JobSetupList-Sub-Active - displays all services setup for the customer
under the “Schedule” tab that are currently “Active”.
!
JobSetupList-Subreport - displays all services setup for the customer
under the “Schedule” tab.
!
JobSetupList_Sub_ActiveZone - displays all services setup for the customer under the “Schedule” tab that are currently “Active” and that are
“Zone” based jobs.
!
OptionalServiceList_All - displays all services that have the “Optional Service?” checkbox checked in the Fee Schedule.
!
OptionalServiceList - displays all services, not already scheduled for the
customer and have the “Optional Service?” checkbox checked in the Fee
Schedule.
Data Sources
Data Sources
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