WD: How to Add a PREPAID or DEPOSIT Row to the Invoice Template

ID: Q117705

The information in this article applies to:

SUMMARY

This article describes how to add a PREPAID or DEPOSIT row to the Invoice template.

MORE INFORMATION

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Use the following steps to add a PREPAID or DEPOSIT row to the bottom of the Invoice.

Word 97 for Windows or Word 98 Macintosh Edition

 1. Copy the Invoice.dot file to your templates folder. The Invoice.dot
    file shoudl be located in the "ValuPack\Template\Word" folder
    (Windows) or the "ValuPack\Template\Word\Additional Word
    Templates" folder (Macintosh) on the Office or Word compact disc.

 2. Open the Invoice template (Invoice.dot) file.

 3. On the Tools menu, click Unprotect Document.

 4. Position the insertion point at the beginning of the SALES TAX cell.

 5. On the Table menu, click Insert Rows.

    A new row should appear between the SUBTOTAL and SALES TAX rows.

 6. In the first cell of the new row, type "PREPAID" or "DEPOSIT" (without
    the quotation marks).

    Your modified table should now appear as follows:

                  SUBTOTAL|  **** | <- cell D9  (contains a FORM field)
                   DEPOSIT|       | <- cell D10 (blank)
                 SALES TAX|  **** | <- cell D11 (contains a FORM field)
       SHIPPING & HANDLING|  **** | <- cell D12 (contains a FORM field)
                 TOTAL DUE|  **** | <- cell D13 (contains a FORM field)

 7. Position the insertion point in the second cell of the new row (cell
    D10 in the above diagram).

 8. On the View menu, point to Toolbars, and then click Forms.

 9. Click the Text Form Field button on the Forms toolbar.
10. Double-click the form field.

11. In the Text Form Field Options dialog box, select the following 

    settings and then click OK:

    a. In the Type box, select Number.

    b. Under Run Macro On, select Update_.Main from the Exit list.

    c. Under Field Settings, type "Deposit" or "Prepaid" (without the
       quotation marks) in the Bookmark box.

    d. In the Number Format list, select the fifth format:

          $#,##0.00;($#,##0.00)

    e. Leave all the other settings at their default values.
12. Double-click the FORM field to the right of the TOTAL DUE cell (cell 
    D13 in the diagram in step 5). The Text Form Field Options dialog
    box should be displayed.
13. In the Text Form Field Options dialog box, modify the entry in the 
    Expression box so that it reads as follows, and then click OK:

       =SUM(D9,D11,D12)-SUM(D10)
14. Use the following instructions to modify the Update macro: 

    a. On the Tools menu, point to Macro, and then click Macros.

    b. In the Macro Name list, click Update_.Main, and then click
       the Edit button.

    c. In the macro editing window, change this portion of the macro

          If fieldName$ = "Shipping" Or fieldName$ = "SalesTax"  Then
           Goto TOTAL
          EndIf

        to the following:

          If fieldName$ = "Shipping" Or fieldName$ = "SalesTax" _
          Or fieldName$ = "Deposit" Then
           Goto TOTAL
          EndIf

         NOTE: In this macro, "Deposit" is the bookmark name you set in
         step 11. If you set a different bookmark name in step 11,
         use that name instead of "Deposit" in the Update macro.

    d. On the File menu in the Visual Basic Editor, click "Close and Return
       to Microsoft Word."
15. On the Tools menu, click Protect Document. Select the Forms option, 
    and then click OK.
16. Save and close the Invoice template.

Word 6.x, 7.x

 1. Open the Invoice template (Invoice.dot) file.

 2. On the Tools menu, click Unprotect Document.

 3. Position the insertion point at the beginning of the SALES TAX cell.

 4. On the Table menu, click Insert Rows.

    A new row should appear between the SUBTOTAL and SALES TAX rows.

 5. In the first cell of the new row, type "PREPAID" or "DEPOSIT" (without
    the quotation marks).

    Your modified table should now appear as follows:

                  SUBTOTAL|  **** | <- cell D9  (contains a FORM field)
                   DEPOSIT|       | <- cell D10 (blank)
                 SALES TAX|  **** | <- cell D11 (contains a FORM field)
       SHIPPING & HANDLING|  **** | <- cell D12 (contains a FORM field)
                 TOTAL DUE|  **** | <- cell D13 (contains a FORM field)

 6. Position the insertion point in the second cell of the new row (cell
    D10 in the above diagram).

 7. On the Insert menu, click Form Field.

 8. Select the Text option, and then click the Option button.

 9. In the Text Form Field Options dialog box, select the following
    settings and then choose OK:

    a. In the Type box, select Number.

    b. Under Run Macro On, select Update from the Exit list.

    c. Under Field Settings, type "Deposit" or "Prepaid" (without the
       quotation marks) in the Bookmark box.

    d. Leave all the other settings at their default values.
10. Double-click the FORM field to the right of the TOTAL DUE cell (cell 
    D13 in the diagram in step 5 above). The Text Form Field Options dialog
    box should open.
11. In the Text Form Field Options dialog box, modify the entry in the 
    Expression box so it reads as follows, and then choose OK:

       =SUM(D9,D11,D12)-SUM(D10)
12. Use the following instructions to modify the Update macro: 

    a. On the Tools menu, click Macro. In the Macro Name list, click
       Update, and then click the Edit button.

    b. In the macro editing window, change this portion of the macro

          If fieldName$ = "Shipping" Or fieldName$ = "SalesTax"  Then
           Goto TOTAL
          EndIf

       to the following:

          If fieldName$ = "Shipping" Or fieldName$ = "SalesTax" _
          Or fieldName$ = "Deposit" Then
           Goto TOTAL
          EndIf

       NOTE: In the this macro, "Deposit" is the bookmark name you set in
       step 9. If you set a different bookmark name in step 9, use
       that name instead of "Deposit" in the Update macro.
13. Close the macro editing window and choose Yes when Word prompts you to 
    save changes.
14. On the Tools menu, click Protect Document. Select the Forms 
    option and then click OK.
15. Save and close the Invoice template.

REFERENCES

Word 97 and Word 98 Macintosh Edition

For more information about online forms, click the Office Assistant, type "Online Forms," click Search, and then click to view "Designing a form."

NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar. If Word Help is not installed on your computer, please see the following article in the Microsoft Knowledge Base: 

   ARTICLE-ID: Q120802
   TITLE     : Office: How to Add/Remove a Single Office
               Program or Component

Word 6.x, 7.x

For more information about the Invoice template, double-click the Help button on the Standard toolbar, and then type "readme" (without the quotation marks). In Word Readme Help, select the Word for Windows Product Update topic, and then select the Supplied Online Business Forms topic.

Additional query words: financial 

Keywords          : kbtemplate kbtable 
Version           : 6.0 6.0.1 6.0.1a 98 | 6.0 6.0a 6.0c 7.0 7.0a 97
Platform          : MACINTOSH WINDOWS

Last Reviewed: April 8, 1999