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Finding Your Way Around Totals

The main objects you will always deal with in Totals are Documents, Contacts, Items and Projects. Where projects are not always necessary. It depends on your business.

  1. Documents: Invoices, estimates, packing slips, credit notes, and all other objects which line items are called Documents.
  2. Contacts: Clients and suppliers.
  3. Items: Predefined products with a title, description and price. Ready for drag'n drop to an invoice or estimate.
  4. Projects: A virtual collection of documents which can bundled into a logically work or task. Common used when billed by time.

Main Window

Each database is represented by one main window. A main window has 3 different views.

  1. Overview: The actual workspace.
  2. Report: View for generating PDF reports.
  3. Layouts: The layout designer to build invoice templates and other templates.

Choose a view by selecting one of the buttons in the main toolbar.

Views-Toolbar.png

Overview

The most of the time you will work only in the Overview.

The Overview has 3 sections.

Overview-Views.png

  1. Navigation: Each node in the navigation stores a list of documents, clients or projects. For instance, by choosing the node Drafts all documents that are not sent yet will be listed in the object list.
  2. Object List: Depending on what node is selected in the navigation it will list all related objects. These are always documents, contacts or projects.
  3. Object Detail: Shows detailed information about the object which is selected in the object list. Every object can be edited in this area. For instance, a client name can be changed in this area. Adding payments to a document or client. Or even applying discount to an invoice. Almost everything can be done from this area.

Creating invoices, clients and other objects

News objects can be added from the menu bar > File menu.

Adding-Objects-Menu.png

The frequently used objects are also accessible from the main toolbar.

Adding-Objects-Toolbar.png

Preparing an invoice

After choosing the menu item New Invoice the following view will be displayed.

New-Invoice-View.png

In a blank new Totals installation the Item List is always empty. You can add some items by choosing a catalog in navigation > INVENTORY section.

There are 2 ways to add a new line item to an invoice.

  1. By drag'n drop items from the Item List to the Invoice creation area.
  2. By choosing the + Item button in the Invoice creation area.

There are 5 different line item types and a page-break type to compose an invoice. The following figure explains which line line type is used for.

Line-Item-Types.png

The different types can be added by choosing one of the buttons from the Invoice creation area

Line-Item-Button.png

or by choosing the plus button at the bottom of the same area.

Additional-Costs.png

Choose the preview tab to display the PDF version of the invoice.

Document-Preview-Tab.png

Totals will display the invoice using the default layout. Choose another layout from pop-up menu at the button of the preview area.

Preview-Buttons.png

Default layouts can also be changed from Preferences > Documents Tab.

Sending an invoice

Each invoice, and other document types, must be finalized before it can be sent. Before a document is finalized the status is always Draft. To finalize a draft choose the Finalize button.

Finalize-Button.png

What happens when a draft is finalized?

  1. The document is locked and can not be edited anymore unless it is unlocked again.
  2. The sent date is set to the current date.
  3. An incremental document number will be generated.

Layout Designer

The Layout Designer is used to create invoice templates. Here you can define how invoices should look in PDF and which paper size they should have. Also you can add your own logo to the layouts.

The Layout Designer has 3 main parts.

Layout-Designer-Overview.png

  1. Pages: Each layout has at least 2 pages, First Page and Following Pages.
    1. First Page is the first page of a document. Usually the first page of an invoice or estimate looks different than the following pages. For instance, the first page of an invoice contains a logo and address information whereas following pages do not necessarily contain these items.
    2. Following Pages exists only once but will be copied for each following page. For instance, if an invoice has 3 pages the first page will be generated by using the First Page template and the second and third pages will be generated by using the Following Pages template.
  2. Layout Canvas: This is the area where invoice templates can be created in a WYSIWYG style. It is like Illustrator or Pages, but the functions are limited to edit only simple objects and text objects. More complex objects like paths and shadowed elements can be added as images, PDF or eps files. Even the canvas background can be a PDF file.
  3. Objects to drag: There are 6 different objects you can drag into the layout canvas. Text object, image object, rectangle, circle, horizontal and vertical lines. The most important object is the Text object.

The layout designer will display one layout at a time. Switch between layouts by using the pop-up menu above the layout canvas.

Layout-Designer-Choose.png

Building an invoice template

You can start by modifying exiting layouts or duplicating a layout by choosing the Main Toolbar > Duplicate button.

The main idea of building a template is to add and configure the placeholder you need. Placeholder, also called Dynamic Fields, are the text objects with a blue background. Most of the time these are in uppercase.

Drag'n drop a Text object into the layout canvas.

Layout-Designer-Text-Drop.png

Double-click the text object. The dynamic field window will open.

Dynamic-Field-Window.png

The Dynamic Field Window contains all placeholder that can be used in the current context. The placeholders are grouped logically and can be switched by choosing a group from the top right pop-up menu.

Choose a placeholder from the dynamic field window and move it into the text object to add the selected placeholder to the invoice template.

Layout-Designer-DnD-Placeholder.png

Click Done to close the dynamic field window. You can choose the Main Toolbar > Preview button to preview your changes on existing invoices.

Tables in invoice templates

We learned that Totals supports 5 types of line items, item, title, subtotal, note and additional costs. A layout defines how this line items are display. Choose Show Table at the top right corner above the layout canvas.

Layout-Designer-Show-Table-Button.png

You will notice that there are more than 5 different line items types. There are 16 different line item types.

Layout-Designer-Table-Items.png

Each section has a title and a checkbox. Deactivate the checkbox next to the title to hide it in the layout. But Totals is clever enough to hide items when it does not make sense to display it. For instance, the section Discount will only be visible when a discount is applied to an invoice. Also Additional Costs does not make sense when no additional costs are added to an invoice.

Adding your own logo

Drag'n a Logo object from the Drag Items section into the layout canvas.

Layout-Designer-Drag-Logo.png

Double click the logo object. An open dialog will open.

Select an image, PDF or eps file and click open. The logo object will contain the selected image.

Layout-Designer-Logo-Finish.png

Edit