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April 2009 In this edition
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Survey
Please note that there is no new survey this month.
Feed back and submissions
Want to submit and article or a joke - the e-mail address is webmaster@am-win.com.au We appreciate your feedback and submissions so send them in and those published will win a link to your website.
How to use the AM-Win History Module
This document applies to AM-Win version 7 onwards
Am-win History is a module outside of your main AM-Win program and is accessed from the AM-Win History icon, which is located in the AM-Win folder on your desktop or it can be access through the Start Button>All programs / AM-WIN / HIstory. The History screen is a great source of invoice tracking by various methods.
Sales and Credit Note History:
To access and use the sales history and credit note history when you open the History Module, select History from the main menu and the Sales Invoice/Credit Note and Parts Usage History screen appears.
Each of the 8 tabs in this window indicate a different method of searching
for the
information you want:
‘By Document’ ‘For Specific Customer’
‘By Job’ ‘For Specific Job Item’
‘By Order’ ‘By Date’
‘By Job Desc’ ‘For Specific Bill To’
Note:
The By Document window, the By Job window and the By Order window all look like the window you see above, only the sort order will be different, depending on the selection.
To search By Document
To search by Document Number, click anywhere on the document column, and type in all or part of the Document Number.
This will bring up the Document Number you searched for. To search for another number, simply press the backspace button on your keyboard to delete the number you typed in, and then enter another one.
To search By Job
Left click on the ‘By Job’ tab. Left click on the Job Column and type in a number or part of a number which relates to the Job Number. This will bring up the Job Number you searched for. To search for another Job Number, simply press the backspace button on your keyboard to delete the number you typed in, and then enter another one.
To search By Order
Left click on the ‘By Order’ tab. Left click on the Order Column and type in a number or part of a number for. To search for another number, simply press the backspace button on your keyboard to delete the code you typed in, and then enter another one.
To search By Job Description
Left click on the ‘By Job Description’ tab. Type in the start of the Job Description you wish to search for. To search for another description, simply press the backspace button on your keyboard to delete the code you typed in, and then enter another one.
To search by Specific Customer
To search for invoices for a specific customer, left click on the ‘For Specific Customer’ tab and the Select Customer search screen will automatically open for search and selection the customer required. Whilst the Select Customer screen is open, you still have the option to add a new Customer or change the details for an existing Customer, although it would not be relevant to add a customer into the history screen, as there would obviously be no records for them as yet.
If you then wish to search for history on another Customer click on the search button to the right of the Customer Code currently showing at the top of the screen. This will bring up the Select Customer screen again to choose another customer.
To search by Specific Bill To
To search for invoices for a specific Bill To, left click on the ‘For Specific Bill To’ tab and choose the relevant Customer from the Select Customer search screen.
If you then wish to search for history on another Bill To, click on the search button to the right of the Customer Code currently showing at the top of the screen. This will bring up the Select Customer screen again to choose another customer.
To search by Specific Job Item
To search for details relating to a specific vehicle, left click on the Specific Job Item tab, and the Select Job Item screen will automatically load to search and find the required Job Item.
This will return you to the Sales Invoice and Credit Note History window, where the invoices and credit notes for the specific vehicle will be displayed.
To search by Specific Date
To search for details regarding a Specific Date, left click on the ‘By Date’ tab, then the records will be sorted numerically in date order from earliest date to the most current date.
Note: Once a required invoice or credit note has been highlighted, a double click or enter will bring up the print option screen, to enable the invoice or credit note to be viewed and/or printed.
The Job Item, Change, Kits, Pay, Parts, Detail, Unpaid and Clone buttons
The buttons at the bottom of the Sales Invoice and Credit Note History window can be used for each of the different functions.
These can all be accessed by left clicking on the button or pressing the corresponding ‘F’ keys, which are situated, at the very top of the keyboard.
The Job Item Button F3
When an invoice is highlighted within any of the windows and the Job Item or F3 button is pressed, a window will appear displaying the details of that vehicle, stating the Job Item number as part of the title of the window.
You may left click into any of the above fields and change the details, if required. You may also add in any extra notes you wish to have, by left clicking into the large field and typing the notes you want. Once you have updated the information, left click on the OK button or hit the Enter key, and these changes will be saved.
If you did not make changes, simply left click the Cancel or the OK button, or hit the Enter key. These details will also be updated in the main AM-Win files.
The Change Button F4
When any invoice is highlighted in any of the windows, and the Change or the F4 button is pressed, an Update Document window will appear displaying the Description, Order number, and Meter reading for that vehicle.
This window will allow you to change any of the above fields (or add in new information if the fields are blank) by left clicking in each field, or using the TAB key (on your keyboard) to move from one field to the other, and then typing in the new information. Once you have typed in the changes, left click the OK button to save, or if you haven’t made any changes left click on the Cancel button.
The Kit Button F6
When any invoice is highlighted in any of the windows, and the Kit or F6 button is pressed, a Make A Kit from Invoice #### window will appear. The system will copy the invoice details and store them for future use on future documents. For example, if the invoice/document for the Job Item you have chosen is 100106, then the following Make A Kit window will appear:
Type in the Kit Code and Description for the Kit you want to make. Click on the down arrow and choose if you wish this Kit to be available in Jobs, Manufacturing, Asset or Purchases (Supplier Invoices).
When finished left click the Make Kit button, this will return you to the Sales Invoice and Credit Note History window. Left click the Cancel button if you want to return to the Sales Invoice and Credit Note History window without making a kit.
A new kit has now been created, duplicating the details of the body of this invoice. This new kit will now be listed in the Kit Library and available for use on future documents.
The Pay Button F5
When any invoice is highlighted in any of the windows, and the Pay or F5 button is pressed, a Payment Register screen for the Customer who owns that job item appears:
Note:
This window displays the payments made by that Customer for ALL of its vehicles, not just the vehicle that was highlighted and selected.
The payment items will be displayed for the last 12 months by default. You can choose different dates if you wish and click on the Refresh Button to update the payment details on the screen.
Left click the Print button on this window to print out this information if you need. There is also a tick box option to print out each report invoice that was paid against for a bit more detail.
The report looks like this.
The Parts Button F7
When any invoice is highlighted within any of the windows, and the Parts or F7 button is pressed, a Parts window appears, displaying details of all the Parts which the customer who owns the vehicle you selected has bought, for any of the vehicles they own.
This window will display the Customers name, and the Registration number of the Vehicle you have selected. For example, for New Age Business Systems and vehicle with REGO number ABC123:
If you want to see the details of the Parts, which were bought by the customer for ONLY the vehicle you selected (in the case above, vehicle ABC123), left click on the small box to the left of ‘Show Vehicle Details Only’. This will remove the information for all the other vehicles owned by this customer, from the display. Unclick this box to return to viewing the details of all the vehicles owned by that customer.
The Detail Button F8
If any Job Item is highlighted within any of the windows, and the Detail or F8 button is pressed, a ‘Job Item Detail Report Options’ window appears:
This report gives you the option to print out a report on all the jobs you have done for a particular Job Item or for a particular Customer, within a particular date range.
You cannot type anything into the Customer field (nor do you need to).
Left click on the arrow to the right of the Type field. This will bring up two options: Job Item Only, and Customer Job Item. Left click on the option you want.
Choose ‘Job Item Only’ if you want a report for the specific Job Item you selected.
Choose Customer Job Items if you want a report for the work you have done on all the Job Items of the Customer you have chosen (ie- the customer who owns the specific Job Item you selected).
Left click the up and down arrows to the right of the From and Until fields to be able to choose the date range you want a report for. You may also type the dates into the field without using the arrows.
Left click on the boxes under Detail, to choose whether to print (a tick will appear in the box) or not print Detail, Labour, Revenue and Stock on the report.
Once all these details have been filled in, left click on the GO button to see a preview of the report (click on cancel to exit the window).
Unpaid Button F9
When any invoice is highlighted within any of the windows, and the Unpaid Button or F9 button is pressed, this will generate an Unpaid Invoices Report for that particular customer. You can print this out for future reference. The report looks like this.
The Clone Button
When you click on the Clone button, the following screen will appear to give you the choice of Cloning the invoice to a Job or Purchase Order.
If you choose Job, the following screen will appear:-
Fill in the relevant details for the new customers job, and select OK. When you next go to the job invoicing screen, the job card for this cloned job, will be on the list as an un-finalised job card. The job card may then be completed as normal.
If you wish to Clone the details to an Estimate or an Order, choose Estimate or Order option from the drop down box.
If you wish, you can also append this information you are cloning to an existing document. Just click on the Append to Existing Document Tab, then choose your job card you wish to add this information to. Click on OK to save your changes.
If you choose Purchase Order, the following screen will appear to select the Supplier for whom the order will be automatically created. Change the Description if required. Note the reference number is Cl 100106, which means invoice 100106 has been cloned.
Stats Button
When you have an invoice highlighted and you click on the Stats Button, this generates a pricing status printout for this particular job including pricing and profit details on Labour, Revenue and Parts.
Invoice Button
When you have an invoice highlighted and you click on the Invoice Button, this will print out a copy of that invoice.
Job Button
When you have an invoice highlighted and you click on the Job Button, this will generate a Job card for that particular invoice.
Parts Usage History Tab
If you click on the Part Usage History tab, the following screen will appear:
If you click on the search button to the right of the Stock Code field, the stock search window will appear to select the required stock item.
Once the Stock Item has been selected, the screen will show all invoices where this particular stock item has been sold.
Windows, Word and Excel Tips
Windows
A bit about fonts - ID, find and installing
You might be building a new advertising flyer or writing a document in Word, Power Point or Publisher and the fonts installed in Windows just don't suit your design concept. Or you might want a new batch of letterheads or business cards printed and your printer's gone broke.
There are many places on the web where you can buy fonts or download them free. If you want to see what's around just type the search term "download free fonts" into your google search engine and hit the button. I just tried it and received 45,900,000 results on my search. Believe me their are some very nice and some incredibly horrible fonts out there. Now you check out the search results and find the perfect font for your project.
Here's a tip in a tip. There is an easier way than browsing through 45 million pages. If you've seen a font and you love it but can't identify it don't give up and don't spend too much time looking for it on the font sites.
Do what the professionals do. Use http://new.myfonts.com/WhatTheFont/ Just post an image of a word that uses the font to their site and what the font will have their and I quote "cloak-draped font enthusiasts" identify the font for you. Not only will they ID it but it often takes less than 5 minutes and they will e-mail you when their gurus have posted the ID information to their site.
Now you have a name for the font so you can cut down the 45 million results in Google by searching for the font you want. And the results returned will tell you whether the font can be obtained free or whether you'll have to buy it because it's a commercial product. Beware here - some sites will offer it to you at a price but if you search a little further you can often find the same thing free.
When you buy some new fonts or download them off the internet you may need to manually install them. Sounds difficult, but it really isn't.
If you downloaded the font it may be in your downloads folder in a zipped format, so first you need to unzip the folder.
Now, open the Fonts folder. You can go to Start / Run (in Windows Vista use the Search Bar) and type in "fonts" (without the quotes) or go the longer way through the Control Panel.
On the File menu select "Install New Font", or in Vista Right-Click in a blank area in the font folder and select "Install New Font".
Here's what it looks like in Vista:
Choose the drive and folder where the new fonts are located.
Click the fonts you want to add while holding down the Ctrl key, or "Select All" then click OK. The fonts will then be added to your folder.
Now when you use your word processing, Excel, image editor etc, the new fonts should appear in the fonts list.
The F4 function
There are multiple uses for the F4 function located on
the top row of your keyboard. First of all, you can use it to close any open
applications. Just make sure the program you want to close is selected, press
Alt+F4 and that window will automatically close. Now, if you're using one single
application that has many different documents within it, press Ctrl+F4 and just
that one window will close instead of the whole program.
You can also use F4 to shut down your computer. Make sure all of your programs
are closed and press Alt+F4. That will bring up the "Turn off computer" box and
you can proceed with the normal shut down.
MS Word
Creating Standard Tables
If you have a common table layout that you want to use again and again, you'd benefit by having an easy way to save that layout. The easiest way is to use either AutoText or Word 2007's building blocks. (This tip works with Microsoft Word 97, Word 2000, Word 2002, Word 2003, and Word 2007.)
You probably know that when you insert a table in Word, it adds a set border of one-half point around each cell in the table. If your "standard" table is different from what Word thinks it should be, however, you may be up a creek, since Word doesn't allow you to define what a standard table should look like.
If you have a "standard" table that you use over and over again in your document, there is a way around this problem. Remember, however, that a "standard" table (by this definition) will always have the same number of columns and rows and be exactly the same as every other standard table. (Of course, you can modify your standard table once it is inserted in your document.)
The easiest way to create your standard table is through the use of the AutoText feature. (I know that you can create table styles, but they can be less than easy at times.) All you need to do is follow these general steps if you are using a version of Word prior to Word 2007:
Create your standard table, as desired. Make sure it is formatted as desired, and that it includes any standard text.
Select the entire table.
Press Alt+F3. The Create AutoText dialog box appears.
Provide a name for your standard table and click on OK.
If you are using Word 2007 then follow these steps:
Create your standard table, as desired. Make sure it is formatted as desired, and that it includes any standard text.
Select the entire table.
Press Alt+F3. The Create New Building Block dialog box appears.
Provide a name for your standard table in the Name field.
Using the Gallery drop-down list, choose Tables.
Click on OK.
Your standard table is now created. To use the table, simply type the name you entered in step 4, and then press F3. The table appears in your document.
Select non-sequential text
Even new Word users know how to select text; especially if that text is sequential, such as a few words or a sentence. An often overlooked method of text selection is to select non-sequential text. You do this using the Ctrl+Shift+F8 shortcut, as described in this tip. (This tip works with Microsoft Word 97, Word 2000, Word 2002, and Word 2003.)
When working with some forms of data in Word (particularly tabular columns of information), it is often helpful to select non-sequential text in a block. Word makes this easy to do, using either the keyboard or the mouse. If you want to select a block of text using the keyboard, follow these steps:
Position the insertion point at the position that defines the upper-left corner of the block. Press Ctrl+Shift+F8. The letters COL appear on the status bar.
Use the cursor control keys to extend the
block to include all the text desired.
If you would rather use the mouse to block the text, you can do so by
simply holding down the Alt key as you make your selection.
Once your text block is selected, you can take any action desired. For instance, if you press the Del key, then the block of text is deleted.
MS Excel
Close all open workbooks at once
Excel provides a handy (but little-known) shortcut for closing all the workbooks you have open. This tip explains how easy it is to use this shortcut. (This tip works with Microsoft Excel 97, Excel 2000, Excel 2002, and Excel 2003.)
You already know that you can close an open workbook using any number of methods. What if you have a bunch of open workbooks and you want to close them all.
You can do this in one swift action by holding down the Shift key as you display the File menu. Notice that when you do, there is a Close All option on the menu. Choose this, and all your workbooks are closed. You will, of course, be prompted to save changes on each open workbook, if necessary.
Note that this only works if you hold down the Shift key when displaying the File menu. If you don't, then Close All does not appear.
Cancel a command once it's started
Need to cancel a command you've already started? It is as easy as pressing a single keystroke. (This tip works with Microsoft Excel 97, Excel 2000, Excel 2002, Excel 2003, and Excel 2007.
When you start to perform a command or action within Excel, you may want to cancel it before it finishes. To do this, the general rule is to simply press the Esc key. This should cancel any command or action that Excel is processing. It is also interesting to note that you can press Esc to close most every dialog box that may pop up in Excel.
Note:
Please note that we do not provide support for our Word and Excel tips as they are provided by a third party. If you need further information why not try using Google - Cut and paste the heading of our tip into Google's search box. You'll be amazed at the information available.
Whoops
Skating on thin ice
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Can't view the video - Right click here and select "save target" as or "save link as" to download
Jokes
Our first yarn this week has been sent to us by Graeme Rowland our Kiwi mate from South Australia. Graeme runs TCK Australia and manufactures and supplies heavy transport trailer couplings to distributors aroung the globe. You can visit TCK's excellent and professional website at www.tck.com.au
The Jackaroo
A Queensland Jackaroo is overseeing his herd in remote territory when suddenly a brand-new BMW advances out of a dust cloud towards him.
The driver, a young man in a designer suit, Gucci shoes, RayBan sunglasses and YSL tie, leans out the window and asks the cowboy. 'If I tell you exactly how many cows and calves you have in your herd, will you give me a calf?'
The Jackaroo looks at the man, obviously a yuppie, then looks at his peacefully grazing herd and calmly answers, 'Sure, why not?'
The yuppie parks his car, whips out his Dell notebook computer, connects it to his Cingular RAZR V3 cell phone, and surfs to a NASA page on the Internet, where he calls up a GPS satellite navigation system to get an exact fix on his location which he then feeds to another NASA satellite that scans the area in an ultra-high-resolution photo. The young man then opens the digital photo in Adobe Photoshop and exports it to an image processing facility in Hamburg , Germany
Within seconds, he receives an email on his Palm Pilot
that the image has been processed and the data stored. He then accesses a MS-SQL
database through an ODBC connected Excel Spreadsheet with email on his
Blackberry and, after a few minutes, receives a response. Finally, he prints out
a full-color, 150-page report on his hi-tech, miniaturized HP LaserJet printer
and finally turns to the cowboy and says, 'You have exactly 1,586 cows and
calves.'
'That's right. Well, I guess you can take one of my calves,' says the Jackaroo.
He watches the young man select one of the animals and looks on amused as the young man stuffs it into the trunk of his car.
Then the Jackaroo says to the young man, 'Hey, if I can tell you exactly what your business is, will you give me back my calf?'
The young man thinks about it for a second and then says, 'Okay, why not?'
'You work for the Australian Government', says the Jackaroo.
'Wow! That's correct,' says the yuppie, 'but how did you guess that?'
'No guessing required.' answered the Jackaroo. 'You showed up here even though nobody called you, you want to get paid for an answer I already knew, to a question I never asked. You used all kinds of expensive equipment that clearly somebody else paid for, you tried to show me how much smarter than me you are; and you don't know a thing about cows .. this is a herd of sheep. Now give me back my dog.'
The Inspection
A Department of Agriculture representative stopped at
a farm and talked with the old farmer.
"I'm going to inspect your farm."
The old farmer said, "You better not go in that field."
The Ag representative said in a wise tone, "I have the authority of the
Government with me. See this card? I am allowed to go wherever I wish on
agricultural land."
So, the old farmer went about his farm chores. Later, the farmer heard loud
screams and saw the Department of Agriculture rep running for the fence and
close behind was the farmer's prize bull. The bull was madder than a full nest
of hornets and the bull was gaining at every step.
The old farmer called out, "Show him your card!"
Will you go for it
Mick, from Dublin, appeared on 'Who Wants To Be
A Millionaire' and towards the end of the program had already won 500,000
pounds. You've done very well so far,' said the show's
presenter, 'but for a million pounds you've only got one lifeline left -
phone a friend.
Everything is riding on this question......will you go for it?'
'Sure,' said Mick. 'I'll have a go!'
'Which of the following birds does NOT build its own nest?'
A: Sparrow
B: Thrush
C: Magpie
D: Cuckoo
I haven't got a clue,' said Mick, 'so I'll use me last lifeline and phone me
friend Paddy back home in Dublin'. Mick called up his mate, and told him the
circumstances and repeated the question to him.
'It's no contest Mick!' cried Paddy. 'Dat's simple......it's a cuckoo.'
'Are you sure?'
'Yes It'll be the cuckoo to be sure to be sure.'
Mick hung up the phone and told Chris, ' I'll go wit Cuckoo as me answer.'
'Is that your final answer?' asked Chris 'Dat it is, Sir.'
There was a long - long pause, then the presenter screamed, 'Cuckoo is the
correct answer! Mick, you've won 1 million pounds!'
The next night, Mick invited Paddy to their local pub to buy him a drink.
'Tell me, Paddy? How in Heaven's name did you know it was da Cuckoo that
doesn't build it's own nest?
'That's a strange question you'll be asking of me Mick - everyone knows that
a cuckoo'll be liven in a clock.'
But we didn't use them
A husband and wife are traveling by car across the country. After almost
twenty-four hours on the road, they're too tired to continue, and they
decide to stop for a rest. They stop at a nice hotel and take a room, but
they only plan to sleep for four hours and then get back on the road. When
they check out four hours later, the desk clerk hands them a bill for $350.
The man explodes and demands to know why the charge is so high. He tells the
clerk although it's a nice hotel, the rooms certainly aren't worth $350.
When the clerk tells him $350 is the standard rate, the man insists on
speaking to the Manager. The Manager appears, listens to the man, and then
explains that the hotel has an Olympic-sized pool and a huge conference
center that were available for the husband and wife to use.
"But we didn't use them," the man complains.
"Well, they are here, and you could have," explains the Manager. He explains
that they could have taken in one of the shows for which the hotel is
famous. "The best entertainers from all over the world perform here," the
Manager says.
"But we didn't go to any of those shows, "complains the man again.
"Well, we have them, and you could have," the Manager replies.
No matter what facility the Manager mentions, the man replies, "But we
didn't use it!" The Manager is unmoved, and eventually the man gives up and
agrees to pay. He writes a check and gives it to the Manager. The Manager is
surprised when he looks at the check.
"But sir," he says, "this check is only made out for $50."
"That's correct," says the man. "I charged you $300 for kissing my wife."
"But I didn't!" exclaims the Manager.
"Well, too bad," the man replies. "She was here and you could have."
Wanda's Dishwasher
The next yarn comes from Sue, an old friend and client from Clare Chain Saws in South Australia's Barossa Valley. Great to hear from you Sue and thanks for the yarn
Wanda's dishwasher quit working so she called in a repairman. Since she
had to go to work the next day, she told the repairman, 'I'll leave the key
under the mat. Fix the dishwasher, leave the bill on the counter, and I'll
mail you a check.
Oh, by the way don't worry about my dog Spike. He won't bother you.
But, whatever you do, do NOT, under ANY circumstances, talk to my parrot!
I MUST STRESS TO YOU: DO NOT TALK TO MY PARROT!!!
When the repairman arrived at Wanda's house the following day, he discovered
the biggest, meanest looking dog he has ever seen. But, just as she had said,
the dog just lay there on the carpet watching the repairman go about his work.
The parrot, however, drove him nuts the whole time with his incessant yelling,
cursing and name calling.
Finally the repairman couldn't contain himself any longer and yelled,
'Shut up, you stupid, ugly bird!'
The parrot said, 'Get him Spike!'
Which one do you mean, Sir
One day a father gets out of work and on his way home he suddenly
remembers that it's his daughter's birthday.
He pulls over to a Toy Shop and asks the Sales person, 'How much for one of
those Barbie's in the display window?'
The salesperson answers, 'Which one do you mean, Sir?
We have: Work Out Barbie for $19.95, Shopping Barbie for $19.95, Beach
Barbie for $19.95, Disco Barbie for $19.95, Ballerina Barbie for $19.95,
Astronaut Barbie for $19.95, Skater Barbie for $19.95, and Divorced Barbie
for $265.95'.
The amazed father asks: 'It 's what?! Why is the divorced Barbie $265.95 and
the others only $19.95?'
The annoyed salesperson rolls her eyes, sighs, and answers: 'Sir...,
Divorced Barbie comes with: Ken's Car, Ken's House, Ken's Boat, Ken's
Furniture, Ken's Computer AND one of Ken's friends.
Until next month
Office, Excel and Windows logos are the property of Microsoft and are used for reference points only.
