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Invoice word for Production

hi guys welcome to this session on microsoft word in this module i want to show you how you can create an invoice where you can put customer details products into an invoice and also have the invoice automatically adding up the totals so as you can see on the screen i already have an item advanced access quantity on price and the v80 and the total there and at the bottom the totals have been added up and then i've got a customer here so if i just get rid of this customer and select a different customer so that was dave brown let's go for dave smith different customer and let's get a different course so click on this one select a different course intermediate access and let's do another one so if i just copy this one down onto a second line just use my ctrl key to copy that down and then change that course to something else intermediate excel so there's one of those the price for that is also 250. you should put the zeros at the end of those to make it nice and neat now everything else should automatically update so if i do control a to select everything and then the f9 function key to update fields you can see the prices come in the vat came in and the total came in and then down the bottom it picked up the totals so how i've done all of this basically what i'm using is the the auto text feature for customers and courses and then just calculated fields in the table itself for the sums so what i'm going to do is create a brand new document and then what you do before i do that you'd save this as a template with it all cleared off and then you just open it and you'd better use that invoice and you can add as many customers to this as you wish there is no limit other than the size of the file itself and that is quite big so there's quite a lot of auto text entries you could do now this is a word example obviously if you've got excel you've got far more scope but i'm doing word so that's what we're doing now if i get a blank document and just start from scratch so basically the first thing is to create itself a little table just um drop a few in there and then just make a space so you can do your invoice number and date and time update so i inserted a date from the insert tab date and time and i formatted it as that so obviously that's now too tight so just make that a bit wider not too wide and then what i needed to do in here is merge these two merge them into one so go into the merge cell merge that into one and the first thing i did was insert a building block control from the developer tab where you've got building block and you can add auto text entries into there but before i do that you need to add your auto text entries so to do that i'll show you i've got a document open here now these are already in so if i just type another customer so if i say mrs carroll jones one red road leads l e one two r t um west yorkshire got that the wrong way around it doesn't matter then all you do is make sure that's correct otherwise he'll come out wrong you highlight this you go up to the insert tab you go to the quick parts option the auto text option and then you can see you can save that selection to the auto text gallery now it's on general but i've created a category create new category called courses and customers so this is customer and that's how you do that and then for courses same thing intro production to powerpoint you highlight it quick parts auto text serve selection and then you put that into the gallery that you've created courses so that's how you do that and then if i go back to the other document where the table is you can now use the from the developer tab if you haven't got the developer tab you need to go file options custom ribbon tick the developer tab there so it's already on so now on there you've got this option where you can click and it will drop that in it says quick parts at the top you need to change that so go into properties then you can change that to the the one you want which is that one auto text and then the category you want for this one is customers click ok and now when you drop that it will drop a customer in there and the one that we just added at the bottom was carol jones i'll put that one in now the same thing applies for courses so you need to do another building block go into properties change that to auto text select the courses category and then you'll have a list of all your courses there now in terms of the the um i'll probably put that in the wrong bit actually pull that down a bit so i need to do a title here so this is going to be um item um quantity price price and then we'll have v80 and total vt and total now i won't repeat every single thing all the way down i'll just do the bits a few a few lines so you get the idea so quantity is just going to be typed the price is also just going to be typed but the vat needs to be looking at this to do a formula and so does the total the total needs to be adding these two together so how this works is as same as excel really i'm just going to merge these two actually i don't need those like that i'll probably miss something out but it doesn't matter so merge that and right and we'll do this back to this one so this works like an excel table even though it doesn't tell you that that is column a that is column b not all of it this bit this is column c so the price column is column c so if i want to work out the v a t i need to look at c one two three now this is nowhere as dynamic as excel but as i've already said we're doing word so we have to put up with what word um gives us so from the formless tab so i'm on the table layout from the formulas tab you can go equals so c3 times 0.2 that'll give you the 20 and then you're going to set the format to be pounds and then you can click ok to that and then the total is going to be a formula which is just going to be equals in this case d3 wrong c3 plus d3 again the format needs to be as the same so if i put a quantity in if i put a product in there first off let's say in that one quantity one price 250 pounds and then we don't type anything in here we need to update this with the f9 key so if i do control a which will highlight the whole thing and then fn f9 that will put those in so we know that's going to work so that's great now i need to widen this a little bit i think for the courses i'm going to copy this one down to the next line and just change that to a different course come down a little bit excel intermediate one well let's go for um well i'll just go for one obviously if the price is for just one item you could put a formula in the price column um otherwise you're typing that out but not for now so i'll just type it out two five zero and then this now needs to be copied down but it's not like excel where it would automatically change what you have to do is highlight it copy it paste it and then same with this one this needs to come down highlight copy paste and then we need to change the cell references so if i highlight it and make sure you get it all back to the layout tab and then formulas so this now needs to be c4 everything else can stay the same and this one needs to be changed as well this needs to be c4 and d4 and you'd have to do this all the way down but you don't have to do it once because then you'd say this is a template and it would automatically update so if i just did change this actually to 2 and change that to 500 500 do the control a and the f9 key okay then you need to make a bit of space there so you can fit that in probably bring this one back a little bit now obviously this is what you're going to do all the way down and at the bottom you need to do some sums so at the moment i've just got a few rows but whatever roll numbers there are you would have to make sure the sums pick that up so we've got one two three four five so from there formula not some above because it would go all the way up so it's just going to be let's just do it get in between there so it's going to be b column b 3 b 3 to b5 that's what it shouldn't gonna be it's not a number format it's just to leave that as as it is and then it adds it up and then this one is going to be the same but the format's going to change so i can copy that paste that in there and then just adjust that to be in pounds and change the the labels across to c and c and change that to pounds like so 750 is correct then we can do the same all the way across so copy and paste and paste and then just adjust those two references so this will be the next one along which is going to be d d and d okay to that one and then that one's going to be and this one's going to be that times that c and d so it's going to be some not up well i could go up i suppose it should be the same both ways so i will do so it's going to be e e okay so 900 and if you had those two together that's 900 as well so that's correct that's correct all right so then what you do is you if you delete these courses delete but not the actual controls delete you could actually delete that control because you can just copy that down if you need it again so all this information needs to be just deleted but not the formulas so just delete these courses and then if i do control a and f9 again that should clear everything off to zero you can't see this but it's still there i'm going to get rid of this person but leave the control there the date can stay there now this i could change this if i go back to the developer tab and click on design mode you can change this to be whatever you want really select our course um oh that's quite big actually just change that to courses that's better come out of design mode so it just says courses now when you click away that's all you can see so that's what you would copy you click on it you get the three little dots you copy it down so this is ready to save as a template so now you go file save save as not a document a document template and call it invoice and then save now that should now be available for you to pull over anytime you want it now you could also have added your logo at the top like i did on the one i showed you and here are details at the bottom if i go file new first of all it will be impersonal there is invoice and then i can just open one ready to go it's called document seven so you just save this as whatever obviously there would be some sort of need to know what numbers next that's something at a different time let's do a course let's do one let's do the price at 250. let's do ctrl a let's do f9 and it works out for us who's doing it let's select a customer there you go and that's how you can do an invoice in word now just a thing there look the for the font my default font is tahoma but when i did the auto text it was calibra so you just need to watch out for that uh otherwise everything is is okay and that's how you do an invoice in word using some automated features so thank you for your time and i'll see you in the next one