Create Ms Word Invoice for NPOs Effortlessly

Ms word invoice for NPOs

[Music] [Music] hello everyone welcome to hbn infected tutorials in this tutorial i'll show you how to create an automated invoice template from scratch in microsoft word [Music] you can download this template from the link in the description below [Music] i have used nested tables dynamic contents field codes and formulas to create this automated invoice [Music] [Music] now let us have a look at this automated invoice template this is a simple tax invoice this has got drop down options like this this has got some placeholder text the highlighted placeholder text like this and this also has got a date pickers like this one and if you just scroll down you can see that i have placed some formulas for automation for example this is a simple formula but if you have a look at this roundup i have a bit uh complex formula like this one [Music] so let us begin creating this invoice template from scratch now let us go to the file menu click on new and click on blank document now i'll start by inserting a 3x3 table like this and guess we need to merge down the first row see this could be done by going to the layout tab so when you click inside the table you get two additional tabs the design tab and the layout tab so these has options related to table so let us merge this down into one cell okay this is merged i'll just go and refer the template okay so i'll just copy this text paste it here okay the alignments could be managed i mean could be set from here these options so i'll just set this to the center so the next thing is uh we need to paste so i'll just paste this one [Music] you can write the text that you need [Music] okay so uh first let us you know uh put all the static uh contents and text so later i'll show you how to add the dynamic contents so let us do this [Music] see when this needs to be merged i'll just burst this one align center [Music] and then the height of this row needs to be increased this is 0.5 0.52 i'll also make this 0.52 0.52 okay and i guess we need to change the width of the table the entire table so let me check what is the width i have assigned for this template so if you go and check in the properties you can see that it is 7.31 inches so let us do that select the entire table so you can just select the entire table by clicking on this icon go to the properties check preferred width 7.3 inches now we need to center this to the page enter the table to the page so to do that just go to the home tab and click on center okay now the next step okay uh now we need one two three four five five rows below so just to insert five rows so first let me insert one row insert below and then check uh how many columns i need so i need one two three and four columns so just split this into four columns split the cells four columns okay and now the width of each column needs to be set so 0.54 inches for the first cell so i'll just select this cell zero 0.54 okay the next one [Music] 3.19 so [Music] select 3.19 and then this one is 1.96 okay 1.96 and the last one last one okay the last one is 1.62 so again select 1.62 okay so we are done so what's the height so the height of the first row the first row height is 0.1 inches so let us also make this 0.21 inches and select the entire 0.21 okay so now i'll insert a row below you need to click the cursor inside the row that you want to duplicate then just say insert below this duplicates the current row so now i'll just increase the height of this so what's behind okay sorry let us insert uh two three more three [Music] uh more needs to be merged these cells as oneself these two and then this one also needs to be washed okay so let us copy the [Music] things [Music] so this i'll set it to the top left [Music] alignment [Music] [Music] [Music] okay so far we are done with this now i guess we need to hide some borders so i'm going to hide the top border this one and place the cursor here to hide the border you can go to the design tab click on borders now i need to hide the top border just click on that and the left in the right border [Music] now i think the inside borders for this also needs to be hidden so i'll hide this as well and for this also i'll do the same thing hide the inside border [Music] okay now let us check the print preview see the borders that are hidden are not printed okay so let's move on to the next step see i have divided this invoice into three separate tables i have a reason for that see separate tables facilitates easy cell referencing that helps create error-free formulas and calculations as it becomes very difficult to refer a cell inside a merged table it's always advisable to use separate tables wherever possible to avoid formula syntax errors okay now let's create the next table i think this table has 6 rows and 20 columns sorry 6 columns and 20 rows so just click the cursor outside the table and press the enter key then insert the table if you don't press the enter key there are chances that the new table will get merged with the older table so i'll go to the insert table the number of columns is 6 the number of rows are 20. okay we'll just set the width for this the width is going to be the same 7.31 inches i'll go to the properties deferred width 7.3 one inches [Music] and then center this table okay we need to adjust the bits for this the width i'm going to adjust like this you can manually adjust or you can just refer the previous tables width i guess this is 0.54 let's set the same 0.54 for this [Music] okay and the second one [Music] let us check whether it is same it is 3.19 yes [Music] [Music] okay and then [Music] oh sorry i guess just select the entire table [Music] okay let me refer this with the template [Music] 1.15 [Music] the next one is going to be 0.64 0.64 and the other one 0.86 0.86 [Music] and the last one is going to be 0.94 [Music] okay now we have got the same bridge i'll just copy this copy the [Music] and headings next i need to remove the i mean hide the borders so we'll just hide the inside borders select everything go to design and click on inside border inside border see if you click on the inside border once again it brings back the hidden borders to hide it you will click the same inside borders to reveal it again you will click the same inside borders [Music] okay i'll write subtotal here [Music] subtotal in the last row [Music] make this bold align to the right center now i need the borders for this so i'll just bring back the border only for this item i'll say all borders for this okay we so far we are done with the second table now let's move on to the third one so the third one requires uh one two and three columns three column by one two three four okay let us start by three and four three columns and four rows so just click the cursor as said before hit the enter key [Music] go to the insert then insert table three column four rows now i'll just set the width for this layout it is preferred width i'll make this 7.31 i'll just center this to the page and now i'll copy this these things [Music] okay let me set the width for this [Music] width for this [Music] and for the second one it needs to be 1.5 1.5 and the last one needs to be point nine four zero point four [Music] okay now we are done with the setting of the grid continue the copy paste [Music] since typing takes a lot of time i'm doing the copy paste [Music] okay i'll just align this to the right right center now i guess i need to you know set the height for this as well 0.26 select all the four right 0.26 okay and we merge these cells down okay then insert the row below and just check what is the height of this this is 1.12 and copy this text here this i need to set as 1.12 [Music] and copy this [Music] paste it bottom right and then this one [Music] needs to merged the cell needs to be merged okay the last one so we need to insert one more row below [Music] okay now reduce the height of this [Music] so the height is going to be 0.24 now this i'm going to merge into one cell okay we are done so so far we have done with the basic designing of the template now the next step is adding the dynamic contents [Music] okay to add the dynamic contents you need the developer tab enabled if you don't see the developer tab you can enable by going to the file menu and clicking on options and then clicking on custom customize ribbon and see whether there is a check mark near the developer so the option might be slightly different for other office versions so if it is not checked just uh select it and then click on ok button so if you go to the developer tab you can see some options so we are going to use these controls so we are also going to use the legacy farm controls so i'll explain this in a moment so first we need to add a drop down control so you could see a combo box control here so just click on it so this needs to be aligned right just align the line to the right and then i would like to add items to this so right now there are no items so to add the items you can just go to the developer tab and click on properties and now here you can add the items so just remove the default item you know this i'll just click on add and [Music] add the item that i want like so then click on the ok button now to highlight this what you need to do is you can just click on the design mode [Music] then you can go to the home tab and use the highlighter to highlight this and then come back to the developer tab and turn off the design mode so i recommend highlighting the contents dynamic content because it reminds you that you need to enter or alter the data [Music] now let us place few more other dynamic contents here you need a simple text placeholder so for this these two and even these so what i can do is i can just go and click here and i'll select the first one the rich content text content control and for the this also the same thing you can just click on and turn on the design mode go to the home tab and then choose the highlight color then come back again to the developer tab turn off the design mode so once done you can just copy and paste this can just copy is the same thing for this one and even for this okay if you want to change the content i mean the default content what you can do is you can just turn on the design mode so i can write the text i want here [Music] invoice number [Music] then turn off the design mode now i can just copy this and paste it [Music] do some alterations like that [Music] place it for this as well this as well now change the things like turn on the design mode [Music] like that when you're finished just turn off the design mode [Music] now for the date i am going to insert a date picker control so you have the date picker here just click on this and same for this like you can just turn on the design mode and then highlight this [Music] then just remove this part only the rest is okay i'll say [Music] okay now if you just click on this drop down you can see that there is a date picker so this make sure that you don't uh enter a wrong date so now just copy this paste for this so far we are done with these things now i guess we need one more text placeholder here okay let me refer this with the original one okay fine so the next step is to add formulas [Music] okay now let's start to add the formula so first we need to add the formula here for the amount so the amount is going to be the multiplication of the quantity and the rate so let's see how to do that so [Music] just place the cursor here you can go to the layout tab and click on formula and then under the base function you can choose the product so in the product you can write the cell address like say this is column a column b column c like that so it is just the same thing like that we do it in excel f a b c d e o sorry e and f [Music] like that so this cell is going to be a1 and this is going to be b1 like that so we need to refer the quantity and the rate columns the quantity resides in column d and rate results in column e so that means uh so uh we need to multiply the cell d1 sorry d2 d2 and e2 sorry so d2 and e2 so why d2 and e2 see you need to be specific here because if you don't uh you know if you refer the entire row then it there are chances that it will multiply the serial number and the hsn code and other stuff so that's the reason you need to limit the formula up to the quantity and the rate columns so d2 and e2 so i'll just go to the formula place the cursor in the amount go to the formula base function product d2 comma e2 and click ok so right now this displays 0 because we don't have any content in the quantity and the red columns so once you type in something so i'll just align this i'll align this to the center so once you add some content here [Music] and then update the field you can see that it calculates so i'll copy this [Music] paste below and center this [Music] and now i need to change this formula to [Music] like that this is a one-time pane later you might not be uh need this to do again and again as we are going to save this as a template so d4 and e4 like that so like so you need to do for the rest others [Music] i'll just [Music] see if you also need to have the decimals you can do that by changing the the number format here so you can choose the number format like this like that so [Music] you need to do the same thing for the rest [Music] okay i have done the rest i just changed everything d4 e4 and then d5 e5 and so on now for the subtotal i just insert the simple formula some above so [Music] the number format i can choose the decimals and click ok for the subtotal it is done now let us move on to the text okay now the tags needs to be calculated on the subtotal but before that we need to give this entire table a name that can be used in the formula so uh to do that we will select the entire table and go to the insert and click on bookmark type the name for the table let's say for example this is item item table like that item table i'll click on add so you need to create a reference because uh since we are going to refer to a cell of another table so now i'll just click inside the tags then go to the layout click on formula so this is going to be 18 of the subtotal here i'll just write the formula sum first i'll just add the total of these so i guess we have uh i guess we have the amount in column f so i also think that we inserted 20 rows so there are nearly 20 rows [Music] [Music] so so i don't have to refer all the 20 rows so i will have to refer the second one till the 90 so i'll do that so i'll write some open the bracket so first i'll need to use the table's name table this was the name i gave and then you need to type a space don't forget to type the space because you you'll get the syntax error so now the cell address f2 kill f19 [Music] i'll just close this then multiplied by 18 percent this is the formula click okay yeah it's it's calculated and then i'll just align this let's see this okay forwarding let me put some forwarding charges like say 50 like that and now uh the round off okay now for the round off i'm going to use this formula so this formula is available with the template that you can download from the link in the description below so i'm just going to do a copy and paste of this copy and go to formula and paste so this formula rounds the number helps round the grand total to the nearest integer okay now for the grand total i am going to add this formula even this is available with the template i'll simply copy and paste this copy and then i'm going to paste it here [Music] yeah that works so let me choose the number format and choose the decimals oh yeah if you find the syntax error there is nothing to be panicked the only thing is you need to add a space again so here after the table name you need to add a space and click ok it works fine so if you edit these formulas now you need to make sure that you add a space here and then click ok so then it works fine so now let me add some values and check how this works [Music] like that now how to update the formula see the simple thing is you can select everything you can select all sorry select the entire content you press the ctrl a key or select all and then what you can do is you can [Music] press the f9 key [Music] function f9 see pressing the f9 updates all the fields in the document so i hope you like this tutorial so if you like this tutorial you can share this with your friends and please don't forget to subscribe my channel catch you soon with another interesting tutorial thanks for watching