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July 2009 In this edition
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AM-Win - Latest version information
V7.618 is now on the web to upgrade users who are currently on version 7.611 or later. This version can be downloaded from our downloads page.
Note:
You must be using version 7.611 or later to use this upgrade. If you are using versions prior to version 7.611 you should contact national support or your local supporting consultant to arrange an update to the latest version.
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.
Using AM-Win to E-mail a Client or Supplier - Version 7.5 onwards
If you sell to a client who's agents or staff purchase from you and the invoice goes to your client's accounts payable department for payment then using the AM-Win e-mailing function is the way to go.
In addition the e-mail functionality in AM-Win extends to multiple e-mail addresses in the customer and supplier's master files so that you can record 3 different e-mail addresses contacts for your client or supplier.
Setting up e-mail addresses in AM-Win
In the customer and supplier master files you will notice buttons marked email, email2 and email3.
Because the email field is the default mail address used by AM-Win, enter your client's main e-mail into the email field and any other subsequent e-mail addresses in the email2 and email3 fields. You can change e-mail addresses at time of mailing but entering the most used e-mail as the default e-mail address will save you time later.
Configuring AM-Win to automatically send customer invoices and other documents
Open your customer's master files and ensure that you have entered an e-mail address in the default e-mail field.
Click on the account details tab and check the e-mail documents / invoice box
Save your changes
Configuring AM-Win to automatically send supplier documents.
Open your supplier's master files and ensure that you have entered an e-mail address in the default e-mail field.
Tick the e-mail documents check box.
Save your changes
Sending your documents by e-mail
When an invoice or other document is printed and the email documents box is ticked in your customer or supplier master files, AM-Win will create a PDF file and attach it to an email using your default email program. You can then add comments to the e-mail if required and send the email in the usual way. The system uses the first email address from the master file but you can change the address if required prior to sending the email.
E-Mailing your customers or suppliers
We all use our address book in whatever e-mail program that we use - it keeps names and e-mail addresses of those that we send mail to on a regular basis.
AM-Win is similar to your address book but the addresses are included in the master file listings with every other detail about your customer or supplier.
As previously discussed AM-Win master file e-mail accounts will record three separate e-mail addresses.
You don't have to use them all but here's an example of their usage. You're an auto electrician and you look after a fleet of vehicles for a large company. The fleet manager negotiates all costings with you, the workshop foreman raises the jobs for you as they arise and the accounts payable pays the bill. In this case we would fill in all e-mail addresses in the customer master file with the accounts payable person in field one [the default field]. At any time that you need to e-mail the fleet manager or the workshop foreman both of their e-mail addresses are available in the customer's master file.
When you print the invoice it will be e-mailed directly to the accounts payable department where hopefully it will be paid promptly.
I just want to send an e-mail to one of the people who has an e-mail address in my customer master files
Open the required master file for a customer or supplier. Select an e-mail address and click the e-mail button. Your e-mail program opens with the address shown in the "To" field. Complete your e-mail and hit the send button and you're done.
The SMS Function button Version 7.6 onwards
You can send an SMS from the Job invoicing, Customer Orders, Customer Master files, Job item Master file or Suppliers Master file Screens to any contact you have stored in your database.
Click on the SMS button in a selected master files screen.
The SMS Message Manager screen will appear
Click on the Customer button to select which customer you want to send an SMS to. Once you select the customer, their details will populate the SMS screen.
Then tick the telephone number you wish to use to send your SMS.
Enter your message into the message box and click on the Send SMS button and your message will be sent.
Before you can use the SMS function, you must register for SMS by going to the menu option Others / Maintenance / SMS Settings / SMS Registration. Then click on the Register SMS Provider button and follow the prompts to fill in the application form.
Once you have submitted and registered your account, you will be given a Username and Password. Enter these details in the SMS Registration screen.
The reply path will be your usual email address. Then click on the Save Password Details button to save this information. You are now ready to use your SMS!
In the SMS screen you can save any predefined “usual” messages you may want to send from time to time. These messages can be set up in the SMS master files menu. You can access the master file from the options menu Others / Maintenance / SMS settings / SMS Masterfiles.
To insert a new message click on the Insert button, type your message and then click on Save. You will then be able to access these standard messages through the Predefined Message list box in the SMS Message Manager Screen. Double click to select your message and it will jump to the top message box. Activate the reply to option (if needed), choose your phone number and then click on the Send SMS button.
Windows, Word and Excel Tips
Windows
Print to PDF
Please note that this article is not a recommendation or endorsement for a third party software program. AM-Win does not endorse or recommend third party software in this newsletter.
Please read everything about Neevia's docuprinter on the Neevia website and ensure that it is compatible with your computer and operating system. The information in this newsletter regarding Docuprinter is general and informative in nature and we recommend only that you consult your supporting consultant if you are unsure if Docuprinter is right for you.
Neevia Docuprinter is ideal for those who are still using older software that doesn't offer a print to PDF function or where the ability to print to a PDF document and e-mail the document from any program is required.
Docuprinter installs as a printer driver and once installed can be viewed just like any other printer on your computer. When a PDF document is required simply select print, select docuprinter from your printer list and your docuprinter will create your PDF file.
Choices are view the document in PDF, save the document as a PDF or save document to PDF and e-mail to a recipient. Once saved your document can be printed to an ordinary printer at any time.
A single user Docuprinter license costs 19.00 USD and can be downloaded from www.neevia.com
Renaming a drive letter for USB sticks and camera cards
Ken has asked - I have one of those USB drives and when I plug it in Windows assigns a drive letter. Is there a way I can give it a name instead?
Each time you plug your USB drive into your computer your PC assigns a drive letter automatically, however you can assign a descriptive name to the device instead of the assigned letter.
If you have Windows XP, just double click "My Computer", right-click the drive letter and select "Properties".
If you use Vista, go to Start, Computer, right-click on the drive letter that corresponds to your thumb drive and select "Properties".
Type in the new name then click OK.
This can also be done with USB card readers. Especially with the kind that read several different types of card. You can label each drive according to card type: SM (Smart Media), CF (Compact Flash), etc. When you put your media card in, the name will come up so you know which drive letter has the card in it.
MS Word
Searching and Replacing Graphics
Got a bunch of graphics in a document that need replacing? Word doesn't provide a direct way to do it, but there are ways to get what you want. (This tip works with Microsoft Word 97, Word 2000, Word 2002, Word 2003, and Word 2007.)
Word allows you to search not just for text, but also for special characters that normally do not print. One of these special characters is a marker indicating where a picture is inserted in your document. To search for graphics, follow these steps:
1. Press Ctrl+F. Word displays the Find tab of the Find and Replace dialog box.
2. Click on the More button, if it is available.
3. Make sure the Find What box is empty and the cursor is located in the box.
4. Click on Special, then choose Graphic. Word inserts ^g in the Find What box.
5. Set other searching parameters, as desired.
6. Click on Find Next.
Unfortunately, while you can search for graphics, you cannot easily replace one graphic with another. There is a way to work around this, however. You can replace one graphic with another by following these steps:
1. Click on the new graphic; the one you want to serve as a replacement for the old graphics.
2. Press Ctrl+C. Word copies the graphic to the Clipboard.
3. Press Ctrl+H. Word displays the Replace tab of the Find and Replace dialog box.
4. Click on the More button, if it is available.
5. Make sure the Find What box is empty and the cursor is located in the box.
6. Click on Special, then choose Graphic. Word inserts ^g in the Find What box.
7. Make sure the Replace With box is empty and the cursor is located in the box.
8. Click on Special, then choose Clipboard Contents. Word insert ^c in the Replace With box.
9. Click on the Replace All button.
10. When the replacements are complete, click on Cancel.
If the graphic you copied in step 2 was originally inserted with the "Link to File" option selected, the graphic inserted by the replace command will also have this attribute. Likewise, if you resize the graphic before performing these steps, the graphic inserted by the replace command will retain the dimensions of the resized graphic.
A Picture Is Worth a Thousand Words
If you want to place something on your computer screen like a logo or an image into your word document try using windows screen capture and paste function.
Start building your document.
At appropriate times, alt +tab to open the program that shows the image to be placed into your word document. Then capture the entire screen or a single dialog box to the Clipboard. (You do this by pressing the Print Screen key to capture the entire screen, or Alt+Print Screen to capture the active window or dialog box.
This works in both Windows XP and Vista.) Alt tab back to your Word document and paste the captured screen information into Word by pressing Ctrl+V.
Add any explanatory text necessary. Repeat steps 2 through 4 until you are finished.
Save your document.
Your document now contains all of the images captured from your screen.
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.
Microsoft Excel Tips
It's On the List
So, you've found yourself once again entering a bunch of text into an Excel worksheet… and once again, the text is getting repetitive
You're working in an excel column entering a variation of entries that appear in the same column. For example you are typing a list of client names and addresses. Most of the data entered into the cells is different - eg name, address etc. Now we come to the State cell. You know that every state and territory exists in the column above the field that you are working in. Wish you didn't have to type them again and again and again.
Move to the empty cell and try tapping the alt and down arrow keys together. Excel will display a drop down list of the words that appear in the same column. Let go of the alt key, arrow up or down to select the required name, hit the enter key and the data is entered.
Repetitive text entered, no actual typing required.
Recognise circular references and track them down
Summary: Circular references occur when a formula includes a reference to the cell in which the formula appears. Here's how you can recognize circular references and track them down. (This tip works with Microsoft Excel 97, Excel 2000, Excel 2002, Excel 2003, and Excel 2007.)
A circular reference is caused by including within a formula a reference to the cell storing the formula. It often occurs when the user selects the range for a function and inadvertently includes the formula location itself. For instance, if you stored the following formula in cell A3, the result is a circular reference:
= A1 + A2 + A3
If you try to enter a circular reference, Excel alerts you to the problem by displaying a dialog box. This dialog box requests you to click OK if the circular reference was a mistake or click Cancel if it was intentional. Unfortunately many users react without carefully reading the dialog box and press Cancel or press Esc just to get rid of the dialog box. Oops! The formula returns zero and the circular reference remains in your worksheet.
In the status bar, at the bottom of the screen, Excel displays Circular: (or Circular References:) and the address of the offending formula. Every help text I have seen indicates that the address of the circular reference is listed in the status bar. This is true only if the circular reference is on the current worksheet. The Circular notation is displayed any time a circular reference is present in any open workbook.
If you notice the Circular notation without an accompanying address, you can spend a lot of time working through every sheet of every open workbook until you see the address. There is a faster way to find circular references, regardless of where they are.
When a circular reference is in existence, there is a circular reference toolbar available! Simply display the toolbar (using the same steps you use to display any toolbar) and use the drop-down list it contains to find a list of circular references. Click on one of them, and the cell with the reference is selected and displayed immediately.
The Circular Reference toolbar works great if you are using a version of Excel prior to Excel 2007, but there is no such toolbar in this version of the program.
Instead, display the Formulates tab of the ribbon, click the down-arrow next to the Error Checking tool (in the Formula Auditing group), choose Circular References, and you will see a list of the circular references that Excel has detected. Click the one you want, and the cell that contains the circular reference is displayed.
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
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Can't view the video - right click here and select save target as to download it
Jokes
I got trouble down here
One fine day, Jim and Bob are out golfing. Jim slices his ball deep into a wooded ravine.
He grabs his 7-iron and proceeds down the embankment into the ravine — in search of his lost ball. The brush is quite thick, but Jim searches diligently and suddenly he spots something shiny.
As he gets closer, he realizes that the shiny object is, in fact, a 7-iron in the hands of a skeleton lying near an old golf ball. Jim excitedly calls out to his golfing partner: “Hey Bob, come here, I got trouble down here.”
Bob comes running over to the edge of the ravine and calls out: “What’s the matter?”
Jim shouts back, “Throw me my 8 iron! It looks like you can't get out of here with a 7”
A nice touch
St Peter is at his post at the Pearly Gates when a cat shows up.
St Peter says “I know you! You were a very nice cat on earth and didn’t cause any trouble, so I want to offer a gift to you of one special thing you have always wanted.”
Cat: “Well, I did always long to own a nice satin pillow like my master had, so I could lie on it.”
St Peter: “That’s easy. Granted. You shall have the satin pillow after you enter in.”
Next a group of mice appeared. St Peter: “Ah, I remember you. You were such good mice on earth. You didn’t steal food and never hurt other animals. Therefore, I want to grant you one special wish you always wanted.”
The Chief Mouse replied, “Well, we always watched the children playing and saw them roller skate, and it was beautiful, and it looked like so much fun, so we’d like some roller skates, if we could?”
St Peter: “Granted. You shall have your wish.” Next day, St Peter is making the rounds inside Heaven and sees the cat. “Well, Cat…Did you enjoy the satin pillow?”
Cat: “Oh, indeed I did. And that “Meals on Wheels” thing was a nice touch, too!”
Not yet
With all the new technology regarding fertility, recently a 65-year-old friend of mine was able to give birth.
When she was discharged from the hospital and went home, I went to visit.
‘May I see the new baby?' I asked
'Not yet,' She said 'I'll make coffee and we can visit for a while first.'
Thirty minutes had passed, and I asked, 'May I see the new baby now?'
'No, not yet,’ She said. After another few minutes had elapsed, I asked again,
'May I see the baby now?'
'No, not yet,’ replied my friend.
Growing very impatient, I asked, 'Well, when can I see the baby?'
‘WHEN HE CRIES!' she told me.
‘WHEN HE CRIES?' I demanded. 'Why do I have to wait until he CRIES?'
'BECAUSE I FORGOT WHERE I PUT HIM, O.K.?!!'
Until next month
Office, Excel and Windows logos are the property of Microsoft and are used for reference points only.
