Microsoft Office Accounting Professional 2008

Customising quotes and invoices in Word

Office Accounting provides a list of Word templates for quotes, sales orders invoices and other documents. We will now show you how to customise the template to make your quotes, invoices and other external documents look professional.

To customise a template, select Manage Word Templates in the Customer menu.

Manage Word templates dialog

Select the template you want to modify and click Modify.

Word 2007 with invoice template

This will open Microsoft Word with the selected template (the template looks slightly different in Word 2003). The template will be shown with purple XML tags for Office Accounting data fields, so it may look confusing. We recommend that you look at the invoice in a print preview before you customise it.

Print preview of invoice template

Close the preview.

The first thing we will do to customise the invoice is to insert a company logo. Click on the Your logo here image, delete it and click on insert picture in word.

Insert logo

Browse to the company logo image and insert the image. If you use letterhead paper with a pre-printed logo on it, you should just delete the logo image and make room for the letterhead.

Invoice with logo

You can also modify other parts of the invoice template such as the slogan and the fonts.

Formatted invoice

Data fields are shown with purple XML tags, e.g. the financial date of the invoice is shown as follows:

XML tag

To remove a data field from the invoice, simply select the whole tag (with content) and press delete.

To add a data field, follow these steps:

• 1. Place the cursor to the place in the document where you want the data to appear.
• 2. Find the data field in the right hand document actions sidebar
• 3. Click on the data field and the XML tag will be inserted into the template

Formatted invoice with due date inserted

Preview your invoice from time to time.

Preview of completed template

When you are happy with your edits, save the template with a new name:

Save template

You can now shut down Word. The next time you want to print an invoice, open the invoice form and select Print on the File menu. This will open up the print dialog.

Print dialog

In the print dialog, select Word template in print options, click on the Templates button and select the template you just created. Select the printer Name, click OK and your will now print invoices using the new template.