Countersignature Receipt Book Template Made Easy

Countersignature receipt book template

well this is dawn with UBS Associates and I want to thank all of you to attending today what we're going to talk about is using templates in QuickBooks and I can go through just about any customer that I meet and look through their stack of their vendor bills and say oh they're using QuickBooks they're using QuickBooks and I'm sure you can do the same thing because the QuickBooks template when we do an invoice for an estimate or a purchase order or a sales order looks pretty much the same and most of us tend to use the the template that they gave us and I'm here to say you don't have to use that template you can create your own and make it look the way you want to so when you're using the templates think about what you want what does it want does it tell the customers about you in a lot of instances the form that you send them the invoice the estimate the sales order whatever you send them is the only thing they may see of you they may never meet you face to face they may never come to your office and so that document that you give them is your representation of your business interview and you want it to look professional you want to have anything that you want on it so you look at the forms and you say it's not what I want and QuickBooks gives you a whole bunch of different ones and so you can try different forms and as you do they're going to change what's on there but what we want to do is go up to lists and down to templates and here's all of the standard forms that QuickBooks gives us and kind of start with the one that you want and I'm just going to start with a custom invoice and instead of editing the invoice they gave me I'm always going to create a duplicate so that the original stays the way it is I'm going to go in and play around with it and make it look different so we're going to come down to the template button at the bottom and we're going to duplicate it and do I want to duplicate it as an invoice or credit memo sales receipt well we're going to start with an invoice and so now it says copy of custom invoice so we double click on it and the first thing I'm going to do is manage the template I don't like copy of custom invoice that doesn't tell me any one thing this might be my invoice or this is the emailed invoice if I print normally on multi-part forms but sometimes people want me to email it I might have a separate template that I used to email or if I have different invoices for different types of situations so name it something that when you look at it you know aha that's the invoice template that I should use then you're going to go in and on the front part we're going to use a logo and I can come in here and I'm not even sure if I have a logo on here any bitmap or Jif gif file you can put on as your logo and it will set it right here on the invoice and then you can move it around anywhere you want to I have several customers that have different company names all in one company and we want different addresses we want different company names and so we do all that by building a logo for that information put it on the template and so this is my a company logo this is my B company logo and by simply changing the template when I'm doing the invoice will determine what company my customer sees I can do the colors so this uses a lot of ink I prefer doing the black but if you want to and it changes the ink color you can go in and change the font I typically change the font for my labels QuickBooks uses a nine point font I'm getting older I can almost read it so I prefer at least an 11 maybe even a 12 think about your invoices and your documents how much text do you have in the body so if it's a lot of text you might want to go a little bit smaller if it's just one or two words you might want to go a little bit bigger and when I change my texts that I also want to change my data font to Matt and it's telling me that not all the fonts are the same and so it's going to set up the ones that I've got keep in mind if you add new fields after this you may have to change the font individually for that new field so I can go in on all of these and change the font down below it says well do you want to print your company name this is going to print the company name and address that is in the company information file in your QuickBooks setup so again if you have a different address you want to use I have a consultant he has an office in Seattle one in Portland and one in Chicago and when he invoices people from each city he wants it to have that offices number but he keeps track of it all in one file so that's where we use the logo so that each office each address is different and we take these two off do you want to show your phone number your email your web your fax notice that when I put this information in it's putting it all down here and I see people send out invoices with this information down here and it's perfectly fine I personally don't like it and I'm going to show you today how to move it around the print a paid status if your resending and invoiced to somebody because they want to copy and it has that paid stamp on it do you want it to have that paid stamp on it or not this is where you could go in and say I don't want to put that on there here's where I can go in and change my company information and this is the company information off the set up typically only admin user can change this information so now I've got the information that I want here but I'm going to come in to additional customization and I have different sections of the invoice so we're going to start with the header the header is all of this area up here this is the default field I want to see it on the screen this is I want it to print so that you'll see it and this is the title that I want so maybe I don't want it to say invoice I want it to say shipping invoice or acknowledgment or confirmation or whatever you want to call it so you can change here what it print it's not going to change the default field a couple things I want to make you aware of this other field a lot of times I see people include that on to their forms and it works just fine and it prints just fine and I have this other field the problem with it is I will never be able to search for that field I will never be able to run a report and show the information on that field so yes I can put a field in there and I can call it ship method and then I can type in an answer on my screen and you'll see it when it prints but will never find it anywhere on another report so use the other very sparingly we'll come back to this but these down here are custom fields we have gone into the customer and we've added additional fields to the customer under additional information and so any field that I add in the customer set up I can now include those fields on my template so I've got a contract a birthday a spouse's name I can see it on the screen sometimes I want to see it on the screen I don't necessarily want you to see it other times I want you to see it but I'm not going to see it on the screen for example the project job if you use jobs in your customer list when you open up the invoice you select the customer job up in the top left of the invoice you don't see the job anywhere on the screen but when the customer gets the invoice they will have it printed right here in the project field so again how do I want these and I'll show you in a minute how to move them around the columns now we're into the body of the invoice so again here are the field I want to see it on the screen I want you to see it when it print oh and this is the order that I want a lot of people want the item first then the description and then the quantity so I might change it and say I want the description to be second and it automatically moved the quantity over so I can pick and choose what I want these other fields here a lot of people will put on there that I want to track the color I want to affect the size and it will create a column here on the invoice and like the others on the header I will be able to put it on the invoice I will be able to print it on the invoice but I will never be able to print it on a report or to be able to filter for it so just like with my customers I have custom fields I have custom fields in my items and I would create my own custom fields for what I wanted and then I could include these columns on my invoice and it automatically puts them in to this order which I probably want to rearrange them so if it's a field of information that I want to be able to track I want to run reports make sure and create the field in either your customers or your items so that you can add them to your templates progressive columns is kind of like the other column so we have estimates so those of you that are using estimates and invoices and maybe on the invoice you want to show the estimated quantity and you want it to print you want the rate the amount the prior quantity the percentages so again be careful if you mark too many of these columns you're going to have a template that just has all these little columns accost it nobody can figure out what anything is also be aware of how much how many columns are putting on how wide your label is so you want to keep those nice and and short the bottom half is the sales orders if you're on premier or Enterprise you have the option of having sales orders and so again what was the quantity ordered what if we previously invoiced is there a backorder do I want to show this sales order number the sales order number is the only one here that is going to print up here on the header part the rest of these are going to be on the item section on the footer the customer message is that optional message at the bottom of your invoice where thank you for your business and you can click on the drop-down and choose which which method message you put on there each time so that's what this one is this one down here is I have a lot to say and I want to put in you know my terms are your invoices do you know whatever it is you're going to type your message in here this message is going to appear on every transaction that you do so the top one is picked from a drop-down list on each individual invoice the bottom text is going to automatically print on every invoice again sales orders sales tatar subtotal sales orders sales tax do you want to show prior payments do you want to show both the balance due so it's an invoice there's been a partial payment you want to show the balance remaining you can also include the entire customers receivable balance so depending on your situation you can make this have whatever you want on it and then the print if you're on a network and you have multiple printers maybe I want the packing slips to print out in the warehouse where they're going to be boxing the goods up I want the invoice to print on this colored machine and I want a file copy to print somewhere else so for each template you can tell it where you want it to go you can also have page numbers if you have more than one page forgot this one down here this payment network this is one that is driving a lot of people crazy in 2011 because it puts a little link on the invoices that says hey you can pay this online except if you're not set up to accept payments online it takes them nowhere until you get a lot of questions so if you're not using into its merchant services and allowing people to pay their invoices online I would take this little message off so we've gone in and picked what columns we want what fields we want now we're going to go into the layout designer and if any of you have ever used Microsoft Publisher a graphic program anything like that this has pretty much all of the same tools so the first thing we're going to do is we're going to start up here with my company name and I want it to be a little bit fancier than just straight type and so if you want to change the font for a single field double-click on it and here's my font and I can go in and I'm going to say I think I like that font better and I want it bold italics and I want it in an 18 inch font and I'm going to make it blue so I have now changed it notice that I lost part of the company so I've got to stretch it out so these little black marks around here you'll notice when I put my mouse on it it changes to a two-sided arrow so that's resizing it if I put my mouse in the middle now I have a four-sided arrow now I'm moving it sometimes people want to move entire blocks I want all this invoice stuff down a little bit lower so if I put my mouse just outside the box that I want and drag you can see how it's expanding over all of it and now those all move together as a box instead of having to move one field at a time if I want my company name Center the best thing I found for centering is to drag this all the way across and then double click on it and tell it I want it centered so now my company name is centered in my invoice and that's going to depend a lot on if you're using a logo and where your logo is until I can move things around any way I want to remember when we said we want the phone number and email and it's all down here so again I'm going to click on the outside drag it over and then I'm going to move all of these up here where I can kind of see them and now I can click somewhere else so they're not selected and I'm just going to grab my phone number and move it up here and then maybe I'll grab the fax number but I need the word fact so that they know but I don't need it that big and then I'm going to move my email down here I don't think I need it to say email I think people pretty well know that so I can click on this I don't need that header and I'm just hitting the Delete key on my keyboard and it makes that field go away and then maybe my website I'll put down here so that looks pretty good except that I've got these funky little boxes around this and that's really going to look kind of tacky when I print it out so I can double click on them and I have borders and I can take the borders off and so I'm going to do that for each of these fields and I want you to know I am NOT making a real pretty invoice today so hopefully you'll get the idea of what you can do and not copy it I also think here that this should be lined up with my address so again double clicking on it until it left and now my phone number is lined up with the address that would get rid of that box too if I wanted to make something bigger I simply double click on it and I go into the fonts and I can change the font and so I can move fields around I can make sure that they're the order let's say that I want the project over here on the left so now I want to just move these two fields not all of them or if I can't really get in here because I'm grabbing the wrong field so now I'm going to hold the shift key now I can't even put it back I'm going to hold the shift key and click on just the two fields that I want three fields that I want okay and now I can move them over here because I really want them on the left now I want to maybe just expand this okay the other thing down here in the bottom I can't do a whole lot of moving around but with the quantity I personally don't like the number one right next to the line and so I'm going to double click on it and Center it and so now it centers the quantity down this whole line I can go in and you've seen invoices where it looks like it's kind of faded so I'm going to come in here and I'm going to put in a background and I'm going to do a fill and I can pick any color that I want and so now by titles are going to be filled and so I do that all the way across so now it looks like I've really got an expensive invoice and it's starting to look a little less and less like a quickbooks invoice the other thing that I can do is and I get this a lot from people I really wish I could have the customers invoice or the customers fax number right here on the invoice because I need to be able to call them and I it wasn't one of those columns and let's go verify that but over here on the header customer phone number customer none of that information is on here so I guess I can add it well would be wrong because up here I have an ad I can add two kinds of fields so we're going to stop start with the data field every field this is out there for any of my customers is on here so I want to be careful I do this all the time I hit the alternate phone number I want the customer phone number and it now brings this box and here's my customer phone number so when I print this invoice no matter who the customer is it's automatically going to put their phone number and then I'm going to click heart and I think we'll just put it over here so now I have their phone number or maybe I want their fax number maybe I want the wrap any of those fields now some of you I have gone in and I have a message that my big message down here that long text that's the message down here this is the drop down message but I might have a totally different message that I want and I've even seen it printed here in the middle I've seen it printed up here I've made some forms for some state agencies where we have had a lot of different messages that we needed to put in so then I would add a text box and I can put in here anything that I want to appear maybe we'll put this in a big border and we'll do rounded corners will make it kind of pretty and will make it read and so here is my box I can now I better make it bigger so we'll go bold and we'll go 14 and if my circle is going to be red I'm going to make my message red so now I have this box that's going to print on my invoice so again it's going to print on every invoice when I use this template so make sure that it's not a unique message for this customer for this invoice this message is going to print on everybody's invoice so I can go in and I can copy I can remove I can copy the whole format I my eyes are getting bad so I can zoom in make sure those lines are lined up and so I can make the little dots it takes me and I kind of think I know what I'm doing usually at least three tries to go in create the invoice come back out test it print it and a word of to the wise even though it looks really pretty on the screen make sure and print it if you're going to be printing it out so that other people can see it so make sure and print it for about a year my line here on the right hand side dip it looked great on screen when I looked at it but when I printed it the line was never there so go in add your logos add columns move them around put your own personal stamp on the invoice and then because this is a lot of work and it takes three or four attempts so you're coming out here you're looking at the invoice you're going that looks good you finally get this one document to look the way you want we can preview it and then print it so I finally have my invoice looking the way I want it to but now I need an estimate and I need a sales order and just should have my purchase order kind of look the same thing so once I get my one document done I'm going to come in and duplicate it and this time I'm going to say well I want it to be a credit memo so now copy of my invoice but I'm going to come up here and call it my credit memo and then I want to show you something because when I come into the additional customization it says it's an invoice even though it's a credit memo even though what I'm doing the credit memo it's going to be one of the ones that I select when it prints it's going to say invoice because I copied my invoice so I have to remember to come in here and change what it's going to say on the document until a lot of times I'll see where people have a beautiful document and they're all invoices in reality ones an estimate one's a credit memo okay and so make sure that you do that the custom fields that we were talking about in my customers and you can just double click on any customer you want to and I'm going to say talk about that in another session under additional information right here is defined fields you do have to be in single user mode to be able to create these but I can come in here and I can create whatever field I want so maybe I want to know who they were referred by and I want it for customers vendors or employees so now that I've added that field and QuickBooks just added it to every customer that I have so I can come down to even a job and they have referred by so now I can go into my templates and go into my invoice and down here is my referred by I can now have that field there the other thing that QuickBooks will do is if I add it in on the invoice it will automatically update it on the customer file if I put that in on the customer file it will automatically print it on my invoice so I need to add it in the customer before I can add it to a template in enterprise get back in here so in Pro and premier I can add my fields and I believe I can have seven of them there text fields there forty characters long in enterprise I can come in and I have fifteen of them and I can actually tell it what type of a field it is that it's a date field it's a numbered field whatever so that's one of the differences between the programs for my items I want to track the color I want to track the size again double-click on any item and here's my custom fields and I can define fields and I just come to the first blank line and I tell it what I want the field to be that field is now set up for every one of my items and I can go into any of my templates and I can add that field to my templates so once you get all your templates in so you're going to have my credit memo you're going to have my invoice my packing list my estimate all of the forms you still have all of these in two at once and what happens when you go in to create an invoice or any template they're all listed here and QuickBooks because again because it's a really nice program it's going to be sorting them in alphabetical order so that means I have to scroll up and down the list to try and find the template that I want and those of you that know me know that I'm pretty lazy and I don't want to do that so I'm going to come in here and I'm not an attorney I don't need an attorney I'm going to make it inactive once I make one template inactive there's a little button down here this is Inc food active and then I can just go in and uncheck all these or put a little check mark there by it so that I don't have to see all these other templates so now when I'm on my invoice I see my invoice and I don't have to sort through all of the Intuit defined invoices that we've got out there we have a couple minutes left I'm looking to see if anybody has any questions um I'll try unmuting you but ill maybe there's a little place on the little side panel on your screens that says raise your hand anybody has a question okay Tracy hi Tracy can you hear me yeah your hand was up okay so if you have a question either raise your hand by clicking on the little button um see Sandra had a question kay I forgot to get the poll done before we started Bill's got his hand up hi Bill can you hear me I'm not seeing any questions I will be sending out an email to all of you asking you for your input if you found this valuable today were you able to learn anything hopefully you learn something new next week we have can't even remember what next week is but we'll be sending an email for that too you can always go to our teach me QuickBooks comm and look there and there's a list on the calendar of events for what the classes are so I think believe next week is non inventory or inventory so that is the question so I hope to see you all back next week and have a great rest of the day and now you get a go finish your lunch talk to you later