Create a Travel Bill Format PDF for HR with Ease and Efficiency

Travel bill format pdf for HR

Hi everyone, this is Sharon! You may have wondered  if fillable PDF forms can do calculations,   and if so how do I create a fillable PDF with  calculations? Well yes they can, and I'm going   to show you exactly how to create a PDF form with  calculations in Adobe Acrobat by converting an   Excel invoice template into a PDF and then setting  up the calculating fields in Acrobat. Let's check   it out! I have my Adobe Acrobat desktop app open  and now I'm going to navigate over to my Excel   invoice template. And here's an invoice template  that I have set up it's got the quantity times the   price will give me an amount and then down at the  bottom we have a subtotal, tax rate, sales tax,   other, and a total. So let's go ahead and save  this as a PDF. We're going to go up to File...Save   a copy. We're going to name the file and then  under the file type drop down and then scroll down   and select PDF, then click Save. Okay notice that  the PDF is now open in a new tab here in Acrobat.   So let's go over to the right and down here click  on Prepare Form. Our PDF will load right here in   this window, and notice that the form field Auto  detection is ON and we're going to click Start.   All right I'm going to go ahead and close this  pop-up window here, and the auto detection has   looked at this form and gone in and placed form  fields automatically where it believes a form   field should go, so that's a super helpful way  if you are loading in an existing PDF that is   formatted kind of like a form. It'll look at the  different lines and boxes and spaces and place a   form field in there for you. So we've got all of  our form fields automatically placed in here for   us so let's go ahead and start working on the  calculations. Now the first thing you'll notice   is that each form field has been automatically  named through that process and so I want to scroll   down and just make sure that each of the form  fields, that the name of the form field that was   automatically selected or placed, doesn't have  any spaces in between them because when we use   calculations we want to be able to use the form  fields we bookmark them by the name and you use   them that way and they can't have any spaces in  them in order to work, so down here I noticed that   tax rate and the sales tax have a couple of spaces  in here so I'm going to double click those and fix   those really quick. All right on the general tab  here I'm just going to delete the space and click   Close and I'll do the same thing on the sales tax  we're going to delete the space and click Close.   All right now let's go back up real quick and put  in some calculations and format our quantity price   and amount fields. So let's start with our row  one here we're going to double click to open up   the field properties and we've got QuantityRow1 is  the name of the field so we're going to go over to   format and in the drop down here select Number and  under decimal places just select zero since it's   a quantity we're just going to put a whole number  in there so we don't need a Currency symbol either   and so we're going to click Close. And now for the  price for row one we're going to do the same thing   where we go on the format tab we're going to drop  down we're going to select number but this time   we do want to select a currency symbol so I'm  going to drop down and select the dollar sign   and then I'm going to click Close here and  now for the calculated field so the amount   we want to multiply the quantity times the price  so I'm going to double click to open up the amount   we're going to format this one also as a number  with the currency symbol and then in the calculate   tab we're going to select this first option here  which is value is the and then we have a drop   down here that's that helps us build automatic  calculations that are straightforward and simple   so if we're just adding or multiplying or taking  an average, min or max of a couple of fields then   we can use this first option here and so in this  option I'm going to select product (x) and we   are going to pick the fields. We click on Pick  and then we select the fields that we want to   multiply so that is going to be our QuantityRow1  and PriceRow1 so we'll look for QuantityRow1   and PriceRow1 and we're going to click OK. So  that's going to place the two fields in there   that are going to be multiplied together for  that amount and then I just click close And   let's go ahead and do that for the next row just  so we can see at least two lines of our invoice   when we do our test so we'll go ahead and update  the format to number and zero for the quantity   for the decimal places and we won't have a  currency on there and we'll just click Close.   We'll update the PriceRow2 as a number and select  the currency symbol for two decimal places there   click Close. And then now AmountRow2 and  we're going to format that one as a number   and then set up the calculation for that  one we're going to say value is the product   and then we're going to pick our fields and  it's going to be QuantityRow2 and PriceRow2 And click OK and click Close. All right so now  that we have a couple of those set up that we can   do some testing let's go down and set up the rest  of our calculating fields which are down here at   the bottom so we want our Subtotal which is called  AmountSubtotal, we want this to add up all the   different amounts in the invoice so we're going to  double click and we are going to format that one   as a number, we have the two decimal places  and a currency symbol and then for calculate   on this one we can use the value is the sum  and then we can pick all of the amount fields   for this example since we only filled in  AmountRow1 and 2 we'll just pick those and click OK. All right now I'm going to  click Close. For the tax rate we can set   this up a little differently, so if we open  up the properties on the tax rate and then if   when we click on the format tab here we have  an option to set this to a Percentage so if I   set this field to be formatted as a percentage  just keep in mind whatever number you type in   there is going to get multiplied by a hundred  so if your tax rate is say 7.5 percent and you   format this field to be a percentage then you're  going to want to type in .075 and then that way   it will calculate correctly. So just keep that  in mind if you do set that up as a percentage it   multiplies whatever number you type in there  by a hundred. And so I'm going to leave that   to two decimal places with a separator  style and then I'm going to click Close.   And then the sales tax we're going to calculate  to multiply the subtotal by the tax rate so let's   open that one up and we'll format this one as  a number with the currency symbol of a dollar   sign we'll go to calculate and we're going to  say the product so the multiply the subtotal   which is called amount subtotal and we're  going to multiply that by amount tax rate   and click OK. All right now we're going to click  Close here and then in the Other, let's go ahead   and double click and open that up and this might  be a field where say we want to put a discount   or something a flat amount that we can put in  as a discount we can format this as a number   and if we want to under the negative number  style we can select to show parentheses around   the number and it'll have parentheses that will  show up to indicate if it's a negative number and   then we can also select use red text if we want  to do that so we can select both of those and it   will show up in parentheses with red text if it's  a negative number and so let's go ahead and click   close now that that's formatted and so the total  amount is going to we're going to add the subtotal   the sales tax and other together so let's double  click to open that up now since let's go ahead   and format that, we'll drop down and say number,  two decimal places, currency symbol a dollar sign,   and then under calculate we could do the value  and just pick those fields and add them but I   also want to show you how to use the Simplified  Field Notation so this option the second option   the Simplified Field Notation you can use this  if you have a little bit more complex of an   equation that you want to put in for the system  to calculate. So for example if you had a couple   of form fields like let's say you had annual  salary and you wanted to divide it by 2080,   you could hard code your divisor in the equation  you would be able to type that into the field   here. So for example you would click on Edit and  then it opens up a window that you can expand here   and then all you would have to do is type the  name of the field and so in that example I just   gave if we had a field that was named salary we  could hit the divided by and then type in 2080   and then this field would calculate it would  take the value that's placed in the salary   field and divide it by 2080. So that's how you  would use this this option to do some additional   calculations. So right now what I want to  do is I'm going to add the AmountSubtotal Plus sales tax which is called AmountSalesTax Plus AmountOther so you can use that and to create this calculation  here for you as well so I'm going to click OK   and it has the math equation in here  adding those fields together. The   third option which is a custom calculation  script, would be an option you could use   if you had a very complex calculation  and you're familiar with JavaScript,   it would be the JavaScript code that you  would write to perform that calculation   and that's the third option down there. So  let's go ahead and click Close. And Let's   test out our form. So to test our form we're  going to come up here and click on Preview Let's scroll up, all right let's put a  couple values in here and test this out All right it looks like our amounts are  calculating correctly. We put in a quantity   and price and it multiplied those, and so if  we scroll down here to the bottom we see that   our Subtotal is calculating correctly, so let's  go ahead and put in our Tax Rate. Remember we   format it as a percentage so we're going to put in  .075 for seven and a half percent. We'll hit Tab   and that gives us our Sales Tax. So hit tab again  and then we're in the Other field so it's giving   us our total at $645. Lt's say we want to give a  $45 discount, we'll say minus 45 and hit Tab and   then this will give us our final rate. It'll show  45 as a negative in parentheses in red and it'll   add up the total as $600 for the invoice. So this  is working really well so let's come back up we   can click on Edit to go back to the form. And  before we save it, we want to clear it out so   let's go under where it says More, there's a drop  down and then hit Clear Form, and this will clear   out all the test data that you did to test out  your form. And then you can come up to Save it.   You'll go to File...Save as, select a location,  you can rename it if needed and click on Save.   Now you've got your calculating form fields  ready to go. If you found this video helpful,   be sure and give it a thumbs up to like it.  You can Subscribe to my channel and click   the bell to receive a notification every time I  post a new video. Se sure and visit my website   sharonsmithhr.com and I look forward to seeing  you in the next video. Thanks for watching!