TOTALS User Interface

Introduction

"All you need is there, everything else is possible."

This guide assists and explains all the different controls you can see in the user interface of TOTALS.

It is designed to give you company whenever you want to know a specific part of TOTALS in detail.

The Main Records in TOTALS

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

Toolbar Icons

Documents

This is the most sophisticated object in TOTALS. Invoices, estimates, packing slips, credit notes, and all other objects that contains line items are called documents.

Documents are distinguished by their balance types (credit/debit).

Contacts

The main functions of contacts are to pre-fill recipient informations in documents and keep track of payments so that you never loose control of who owe you money.

Projects

Projects are virtual collections of documents which can be consolidated around logically related works and tasks.

Items

Predefined products and services with a title, description and price. Ready for dragging and dropping to documents like invoices and estimates.

A neat inventory feature can also count those items and inform you when you are out of stock.

The Main Window

Each database is represented by one main window. A main window is the window you will use most often, and you can expect to become familiar with it quickly.

A main window has 3 sections: Sidebar, Object List, and Details View.

The Sidebar

Each node in the sidebar stores a list of documents, clients, projects, or items. For instance, by choosing the node Drafts all documents that are not sent yet will be listed in the object list.

The nodes and the sections in the sidebar can be reordered by dragging them up or down.

The sidebar has 6 different sections.

GENERAL Section

This section is the main navigation in TOTALS. Each node will list different types of objects in the object list.

SENT Section

This section organizes all sent documents in year and month folders by using documents' sent dates.

DOCUMENTS Section

This section gives a quick access to list documents by their document types.

You can show or hide a document type from this section by choosing the respective option in Settings->Document Types.

SMART FOLDERS Section

This section contains saved search criterias whose target is documents.

Choosing a node from the section will list all documents that match the selected search criteria in the object list.

You can show or hide a smart folder from this section by choosing the respective option in Reports.

INVENTORY Section

This section lists all catalogs.

Choosing a catalog from this section will list all items that belong to the selected catalog in the object list.

SMART CATALOG Section

This section contains saved search criterias whose target is items.

Choosing a node from the section will list all items that match the selected search criteria in the object list.

You can show or hide a smart catalog from this section by choosing the respective option in Reports.

Object List

Depending on what node is selected in the sidebar this section will list all regarding objects.

The two popup buttons on top of the list will sort and filter the list.

Presently, an object list can contain documents, contact, projects, items, layouts, virtual documents (upcoming), and saved search criterias (reports).

Details View

Shows detailed information about the object that is currently selected in the object list.

For instance, a client name can be changed, payments added to a document or client, or discounts applied to an invoice; almost everything you are likely to encounter in routine entry-making will take place in this user-friendly space.

Common Tabs

All main records (documents, projects, clients, items) have, among others, two common properties: They can save notes and attach files.

Notes Tab

Use this tab to take notes about the selected object.

Files Tab

Use this tab to attach files to the selected object.

Files Header

To attach a file, choose the plus button in the top right corner, or right-click in the table and choose "Add File" from the context menu.

To remove a file, select the file and choose the minus button, or right-click on the file and choose "Delete File" from the context menu.

To open a file, double click the file in the table, or right-click on the file and choose "Open in Finder" from the context menu.

To select a file in Finder, right-click on the file and choose "Show in Finder" from the context menu.

Preview Tab

The preview tab displays PDF files and appears in several areas in TOTALS.

Preview Header

Use the left most popup list to change the layout that should be used to generate the displayed PDF file.

Depending on the context of the displayed PDF file, the header section displays also a popup list, next to the layout list, to sort the items in the PDF file.

Choose Edit Layout to edit the current layout, used to generate the PDF file. This action will open the Layout Designer. Choose Edit Layout again to close the Layout Designer.

The Share Button

The share button open a menu with three actions: Save, Print, Email.

Preview Header

All three actions takes the current displayed PDF file.

For documents, the suggested file name when saving a document will use the PDF file name format as define in the settings.

The email action uses either Mail.app or the built-in email client to compose an email.

Documents

Document Tabs

Lines Tab

In this tab one composes the content of a document.

It consists of 4 parts: Toolbar (top), lines table (left), catalog (right), totals panel (bottom).

The catalog lists items, which can be dragged and dropped to the lines table. You can hide the catalog by choosing the button at the right corner in the toolbar.

The plus and minus buttons in the toolbar adds and removes line items.

The lines table must contain at least one line item.

Line Items

There are 6 types of line items.

Item

An item line is used for calculations. It consists of at least a quantity and price. The total price for an item line is calculated as quantity x price. Furthermore, a discount and a second quantity can be considered to calculate the total price.

Even though a given cost price will not change the total price, it will change the margin of the document.

Item lines can also contain taxes if you set a proper item group. Item groups define how much taxes are added for that particular item line.

It is possible to show tax amounts for each item line individually on an invoice. However, to prevent rounding issues, actual taxes are calculated at the end of the document. They are not calculated by summing up each item line's tax amount. So, extra caution is appropriated when displaying tax amounts for each item line individually in a resulting document.

An item line can also have a title, a description, an item#, and a date. Titles are designed to be one-liners where descriptions may contain more than one line of text.

In sake of simplicity, frequently used fields are displayed on the table directly. The info buttons in the bottom-right corner of each item line reveal all remaining fields. Those fields are mostly inferred from catalog items if you drag and drop an item from the right catalog. If you add an item line using the plus button in the toolbar, TOTALS will use the default settings for units and item groups.

Title

Use a title line to logically group lines items. All titles are in the same level. This is, there are no subtitles in TOTALS.

Note

A note line consists of texts only.

It is not possible to break down any of the above line items into multiple pages. Therefore, each line item must fit into one page. If you have to use very big texts please use note lines to break down manually.

Subtotal

Like title lines, subtotal lines logically group line items. They sum up all total prices of item lines that lie above them up to a previous subtotal line.

Pagebreak

Pagebreaks are functional line items. They are not displayed in a document. Instead, they cause a page break.

Additional Cost

Among item lines additional costs are also used to calculate the price of documents. Unlike item lines, they are listed under the subtotal. For instance, additional costs can be used for shipping costs.

The Action Gear Button

The action gear button in the toolbar reveals a menu with actions which can be applied on the line items.

Apply Price Rules

Choosing this menu item will re-calculate unit prices of item lines created by dragging and dropping items with price rules from the catalog.

Price rules are simple rules that can change unit prices of item lines if a matching criteria is found.

Save as Template

Saves the current set of line items as a template. This is very useful if you use a set of line items frequently.

The New Document Window lists all saved templates as an option when creating a new document.

Rounding

This is a more advanced option and should only be used if more precised decimal scales are demanded.

The multiplication of quantity x price, applying discounts, and setting item groups (tax) can result in more than 2 decimal places.

The following example will demostrate how different roundings can change the total price:

Quantity Price Rounding Result
1.23 4.56 0.1 5.6
1.23 4.56 0.01 5.61
1.23 4.56 0.001 5.609
1.23 4.56 0.0001 5.6088
1.23 4.56 0.05 5.60

The Default option takes the rounding value from Settings for the current currency.

Please note that these rounding values will change the total price of line items only. Roundings for numbers at the end of a document are taken from the current currenct settings.

The Totals Panel

This panel provides a quick view of the most common numbers one would like to see while composing an invoice.

To the left of the discount value is a small button which relveals a small input field where you can set a discount to the current document in percentages. It is currently possible to enter discount in percentages only.

Info Tab

The Info tab contains information about a document which is usually filled automatically or inferred from the default settings.

If a document is locked (finalized), the header will show also two additional buttons: Payments and Unlock.

To unlock a document choose the Unlock button.

To add payments to a document, choose the Payments button. This function is also available in object list's context menu.

Client

The recipient of the document. Choose the client icon to set an existing contact or create a new contact on the fly by choosing the "New Client" button from the client picker.

After setting a client, the default address and default contact are assigned automatically. By using the popup buttons under the client name, you can change them afterwards.

DocumentNr

This is usually set automatically when a document is finalized. It uses the format as defined in Settings->Nr. Formatter. If you enter a document# manually, the Finalize Dialog will suggest the entered number instead the default number format.

Date

This is the document date which will be displayed on a document. You can also set this in the Finalize Dialog.

Due date

This is the date when a document should be marked as overdue. This will be re-calculated by using the "overdue days" option in the Finalize Dialog.

Payment type

The preferred payment type. A document uses this information to display the proper payment condition text, condition due days, and condition due date.

It also appears as suggested payment type when you add payments.

Client group

A client group defines whether a document should apply taxes or not.

The "Default" option will take the client group from the assigned client.

Use gross prices

This option checked expects to enter line item prices tax-included.

The following example shows both scenarios by entering the same unit price:

Option checked Line item price Tax rate Net Tax Gross
yes 100 19 84.03 15.97 100
no 100 19 100 19 119

Currency

The currency used in the document.

Exchange

This is the exchange rate relative to the default currency.

If the default currency is selected, the exchange rate is 1.

Using the refresh button next to the input field will refresh the given exchange rate.

TOTALS uses Webservicex, an open webservice for querying live exchange rates. It is not necessary to use this service. You can simply enter your own exchange rates manually.

Recurring

This option sets the document to repeat by the given period, which will be added to the document date.

Once a document whose recurring option is activated has been finalized, a scheduled document will be listed in "Upcomings". When the next document is due and to convert it to a real document, one must choose the "Create now" button in the same section .

Project

The assigned project. If no project has been assigned before, a recessed "Choose..." button will appear instead of project title. Choosing this button will popup the project picker where one can choose a project from.

Once a project has been assigned, a little delete button will appear next to the project title. You can choose this button to remove the project from a document again.

Charge

This component is used to request partial payments. A charge of a document determines how much of the total price should be requested in the final document.

The default value for this field is 100%, which means to request the full price.

Include additional costs

This option decides whether to include additional costs when calculating the requested charge.

For instance, if you want to request 50% of the total price plus the shipping cost, which is added as additional cost, this option shound not be activated.

Action date

Both actions dates, begin and end dates, can be used to show a date range in a document.

Those dates don't have any further meaning. You can use it for your own purpose.

Print date

A document sets its print date automatically when a print request has been sent.

Email date

A document sets its email date automatically when it has been sent via email.

If you use Mail.app, email date will be set right after a compose window has been created. TOTALS can not determine whether an email has been sent or not after it creates the compose window in Mail.app.

Custom Tab

This tab consists of 2 sections: Customize Document and Custom Fields.

Customize Document

A document sets this fields automatically by using the pre-filled templates in Settings->Document Types.

Changing the pre-filled templates after a document has been created will not affect this fields. So, one can change this values afterwards.

It is allowed to use the offered placeholders in the texts. A document will resolve those placeholders in the final PDF document.

Subject

The subject of a document.

Lead

The header of a document. This is usually used before listing document's line items.

End note

The footer of a document. This is usually used after listing document's line items.

Custom Fields

By default, this section is empty. You can add your own fields by choosing the gear button, which will open the custom fields settings for documents.

The Totals Pane

The Totals Pane is placed at the bottom of a documents list. It sums up the totals of the documents in the above list respectively.

If a list contains documents of different currencies, they will grouped by their currency codes and not mixed together.

Use the currency popup button in the top right corner of the pane to switch between currencies. Documents with

Projects

Project Tabs

General Tab

This tab consists of 2 sections: Project Details and Custom Fields.

Project Details

This section contains details of a project.

Name

The name of a project.

Is Active

Determines if a project is actively used or not.

You can use this option to filter the project list.

It is also useful for advanced users who want to script layouts. For instance, by querying project.isActive one can decide what should be displayed in the final PDF document.

The layout designer offers also a placeholder for this option.

Client

The assigned client. Each project can belong to one client only.

Choose the client icon to assign a client. Once a client has been assigned, a little delete button will appear next to the client name. You can choose this button to remove the client from a project again.

ProjectNr

The project number. This is set automatically when a project is created. It uses the format as defined in Settings->Nr. Formatter. One may change this value afterwards.

Website

Since most projects of nowadays have a website one can refer to, this field might come very handy. It is not necessary to use this field.

Folder

A file system folder related to the project. Like the website field, this is for amenity.

Choose the folder button to set a folder. If a folder was set before, this action will open the folder instead. Hold the cmd key pressed while choosing the button to re-assign another folder.

Custom Fields

By default, this section is empty. You can add your own fields by choosing the gear button, which will open the custom fields settings for projects.

Contacts

Contact Tabs

General Tab

This tab contains client's contact information.

Each client may have multiple contact persons and addresses. Therefore, this tab is broken down in 3 different sections: Client, Contact, and Address.

Client

Client information which don't change for individual contact persons are placed in this section.

Company

The company name. If a client is a person and not a company, one can leave this field empty.

Company

Activate this if the client is a company and not an individual.

In some places you will see two placeholders related to a client's name: Name1, Name2. If a client is a company, Name1 contains the company name and Name2 the full name of its default contact. The values are switch if this option is unchecked.

Supplier

Activate this if the client is a supplier.

Client

Activate this if a client is a customer.

ClientNr

The client number. This is set automatically when a client is created. It uses the format as defined in Settings->Nr. Formatter. One may change this value afterwards.

Website

Client's website. Since most clients have a website, this field might come convenient. It has no further meaning and can be left blank.

Contact

A client can enclose multiple contact persons. This section shows one contact person information at a time.

To add/remove a contact person, choose the plus/minus buttons in the section header respectively.

Contact Header

Once you have added a second contact person, additional controls will appear in the section header to navigate through the contacts, and a checkbox to set the selected contact as default.

Most of the fields in this section are self-explaining.

Salutation

Salutation might need a short explanation. The salutation does not only determine the gender (or company) but also a certain format how one can salute in a document.

For instance, in German, this is not a placeholder for "Herr" or "Frau". The placeholders in a layout are not used like "[Salutation] [Lastname]" to generate "Herr Müller" or "Frau Müller". This kind of formation is done in Settings->Salutation. The option Salutation in this section determines the format to use.

Address

It is possible that a client have multiple addresses. Like contact in the previous section, this section shows one address information at a time.

To add/remove an address, choose the plus/minus buttons in the section header respectively.

Once you have added a second address, additional controls will appear in the section header to navigate through the addresses, and a checkbox to set the selected address as default.

Label

A label to reference the selected address in different part of the application by its label.

Recipient

A default recipient when the selected address is used. If you leave this field blank, contact's full name will be used instead.

Address

The actual address information. Since address formats varies for different countries, you can define your custom address format in Settings->Salutation.

Custom Tab

This tab consists of 2 sections: Customize Client and Custom Fields.

Customize Client

This section contains fields to customize clients. Usually this fields are inferred from default settings, except Tax ID. Use this section to give clients special conditions.

Price is

This option will be used to set document's Use gross prices option when the client is assign to a document.

Client group

A client group defines whether a document should apply taxes or not.

If this option is set to "Non taxable", taxes will not be applied even when they are defined in line items.

Use this option to setup abroad clients.

Tax ID

Tax ID of a client. One can use this field to display the tax ID of a client in the final PDF document. This field has no further meaning and can be left blank.

Layout

Defines which layout to use when the client is assigned to a document.

The Default option takes the layout as defined in Settings->Document Types.

Overdue in

This value will be added to a document's date and determines when a document will be marked as overdue. The Finalize Window will suggest this value when a document is about to be finalized.

The Default value is taken from Settings->Document Types.

Salutation

The salutation format to use in the final PDF document.

The Default value is taken from Settings->Salutation. However, one can define special salutation formats for individual clients by choosing the info button which lies on the right of the same field.

Custom Fields

By default, this section is empty. You can add your own fields by choosing the gear button, which will open the custom fields settings for clients.

Payments Tab

This tab includes everything necessary to manage payments of the selected client.

Payments Header

The left popup button filters the payments table to list outstanding payments only.

Adding Payments

To add payments, choose the plus buttons in the header. A small window will popup to enter payment details. Choose the Done button actually add the payment.

To add payments to a specific document, select the document from the list and click the plust button afterwards.

To add payments that are not related to a document (standalone payment), ensure nothing is selected in the table before choosing the plus button.

Delete Payments

To delete a payment, select a payment in the table and choose the minus button. Documents are safe and can not be deleted in this section.

Edit Payments

To edit a payment, double click it in the table. A small window will popup to edit the payment. Choose the Done button to commit your changes.

Bank Details

The Bank Details button opens a new view to enter bank account information for the selected client. Theses values can be used in the final PDF document and don't have any further meaning.

The Payments Table

Payments are listed hierarchically in the payment table: Payments that belong to a specific document are enclosed by that document.

Choose the disclosure button left to the document icon to list the payments.

Standalone Payments

Standalone payments (or orphan payments) are payments that are not assigned to a document yet. They don't belong to any document.

Assign/Split Standalone Payments

Standalone payments bear an Assign button when listed in the payments table. Choose this button to assign it to a specific document.

A window with a table of pending documents which are assigned to the client will open. Select the checkbox, which is the first row in the table, for documents you want to assign the payment to. A payment can be assigned to multiple document as long as the amount is not depleted.

If you don't want to charge a document the full amount, which happens after selecting a checkbox, edit the last table row (Payment amount) to adjust the amount afterwards.

The bottom left corner shows the payment amount and the remaining amount.

The changes will be processed after choosing the Assign button.

Statement

This tab generates a PDF view of the payments listed in the Payments tab.

Catalogs and Items

Item Tabs

General Tab

This tab consists of 3 sections: Item Details, Custom Fields, Price Rules.

Item Details

This section contains fields that will be used when creating a line item for a document by using the selected item.

Title

The item title. Titles are designed to be a one-liner. Details can be added to the description.

ItemNr

The item number.

This also acts as SKU (Stock Keeping Unit). However, in TOTALS item numbers are not necessarily unique.

Color Label

Color of the selected item.

Unlike colors for documents, clients, and projects, the meaning of item colors are user specific and has no further meaning.

Description

The item description. Unlike title, a description may have multiple lines and is usually used to describe an item.

Unit price

Net price for one unit.

This fields also adjusts the gross price when changed.

Currency

The curreny in which the unit and gross price is given.

If a document is composed in a different currency, document's exchange rate will be used to convert the given price.

Unit

The item unit.

If the selected item is a service, a unit of type "Time" might be appropiate.

Gross price

Gross price for one unit.

This fields also adjusts the net price when changed. By doing so, the value of item group is used.

Cost price

The cost price of one unit.

This value is used to calculate a document's margin. Like with all other fields in this section, the cost price can also be changed for each line item individually. This will not change the value of this field.

Item group

Item group is a tax group which define the tax rate.

Choose '-' if the item does not apply taxes.

Tax group are defined in Settings->Taxes.

Custom Fields

By default, this section is empty. You can add your own fields by choosing the gear button (right), which will open the custom fields settings for items.

Price Rules

To reveal the price rules section, choose the title Price Rules.

Price Rules Header

To add a price rule, choose the plus button. A new rule titled "Rule 1" will be added. Single click the rule title to rename it.

The table in the left side lists all rules for the item. The predicate editor in the right side shows the details of the selected rule.

Price rules are simple predicates which results with wither yes or no. Currently, the only criteria used to build predicates is the quantity entered in a document.

The following example demostrates how to set the unit price of an item to 25 if the quantity of a line item is 10 or greater than 10.

Price Rules Section

Rules are not applied automatically. Choose Apply Price Rules after you finish composing a document. This option can also be used during composing a document. The undo (cmd-z) command is implemented for every action in TOTALS.

Rules are applied from top to bottom as listed in the price rule list. TOTALS will use the first matching price rule. Therefore, it is important to mind the order of the list. You can drag price rules to re-order.

Stock

The Stock tab is a part of the inventory control and only relevant if inventory is not disabled in Settings->Advanced.

To add a stock record, choose the plus button in the top right corner. A Stock Window will drop down.

Stock records are also added automatically if the Stock option is set to "Increase stock" in Settings->Document Types. To actually add a stock record a document must be finalized.

To remove a stock record, select a stock record and choose the minus button.

Stock Window

The stock window is used to add or edit a stock record.

Supplier

The supplier associated with the stock record. The popup will list all clients who is marked as supplier.

It is not manadatory to set a supplier.

Quantity

Number of items received from the supplier.

Usage

The Usage tab gives an overview of line items which are associated with the item.

Each row in the table refers to a line item. So, if a document contains two line items created from the same item, the table will list two different records.

Layouts

Layouts Tabs

Edit

This tab will be explained in a separate document named "The Layout Designer", which is not released yet.

Reports

There are four types of reports. Each report type targets one of the main objects in TOTALS: projects, items, clients, documents.

Report Tabs

Predicates Tab

This tab contains a header section, a predicate editor, and a result table.

Header section

Reports Header Section

Select the option Show in Sidebar to display the selected report object in the sidebar as smart folders. This option is only available for Item and Document record types.

The share button in the right corner will open a menu to export the result table as CSV.

Predicate Editor

This section is used to build a predicate that filters records in a database.

Using the predicate each record of report's target type (projects, items, clients, documents) will be queried. All matching records will then be listed in the result table.

To insert a new criteria, choose the plus button in the right side of a criteria.

To insert a new subcriteria, hold the option key while choosing the plus button.

To remove a criteria, choose the respecting minus button.

Result Table

The result table list the result of all matching records.

You can re-order the columns by dragging them.

Since there are too many fields for each record type, only a subset of them are displayed by default. To add more columns or remove existing columns, right-click on the table header to open the context menu.

Reports Header Section

Visible columns have are checked; hidden columns are not checked. You can toggle the visibility by selecting the desired menu item.

The columns and their order in an exported CSV file follows the visibility and the order of the result table.

Preview Tab

This is a usual preview tab. The source of the rows displayed in a final PDF file is obtained from the result table.

Upcomings

Upcoming documents are virtual documents that are not yet created in the database.

Every upcoming document is linked to a reference document for which the recurring option is activated.

Upcoming Tabs

Overview Tab

This tab gives a summary of the selected upcoming document.

Due date

The date when the current upcoming document is supposed to be created.

This value is calculated using reference document's recurring option.

Client

The client assigned to the upcoming document.

Reference

Document# of the reference document.

Type

Document type of the reference document and the upcoming document.

Total

Gross price of the reference document.

Create Now Button

The Create now button creates a new document using the information of the selected upcoming document.

This action also adopts the recurring option from the reference document. The option will then be removed from the reference document.

The new document is created as a draft and must be finalized afterwards. Once the new document has been finalized (assuming the recurring option has not been removed), it will become a reference document for the next upcoming document.

Go to Reference Button

The Go to Reference button selects the associated reference document in the object list.

Reference Tab

This is a usual preview tab that displays the reference document.

Settings

Organization

Enter here information about your organization.

All fields in the Organization section are self-explaining.

If you need more fields to describe your organization, choose the gear button in the Custom Fields section header. This will open the custom fields settings.

All fields including the custom fields can be used as placeholders in layouts.

Payments

Each payment has a payment type. There are no strict rules how to use payment types.

By default, TOTALS creates three payment types: Bank, Cash, PayPal. One can use those payment types to group payments logically by their source and destination.

Use this section to manage your own payment types.

Settings Payments Section

This section displays information about one payment type at a time. Switch between payment types using the popup list in the header.

Activate the Default checkbox to set the current payment type as default. The default payment type is used in document's preferred payment type.

To add a new payment type, choose the plus button in the top-right corner.

To delete the selected payment type, choose the minus button. A payment type can not be deleted if payments of that type exist in the database.

Payment Conditions

Payment conditions are designed to display different texts in layouts depending on different payment types.

For instance, payment requests for PayPal might be different from wire transfer methods. One might would like to enter bank details for a bank transfer method. On the other hand, this shouldn't be displayed for PayPal or eBay transactions.

You can also define specific due dates for payments. Those will be calculated by a given Condition in days in the bottom left corner.

You can define different texts for different document types and payment types. For instance, if there are 3 payment types and 5 document types defined, there will be 15 (3x5) different payment conditions.

Select a document type from the left list to enter payment conditions for the current payment type.

It is allowed to use the offered placeholders in the texts. A document will resolve those placeholders in the final PDF document.

Currently, discounts and cash discounts can not be applied with payment conditions.

Currencies

TOTALS supports all currencies that exist in Mac OS X. Use this section to expose a subset of them that are necessary to create documents.

Settings Currencies Section

Choose an exposed currency from the Default popup list that should be used by default when creating new objects, like items and documents.

To add (expose) a currency, choose the plus button in the top-right corner. A new currency record will be added.

Settings Currencies Record

Currency code

The three-letter currency code.

If a currency record is used by an object, like item or document, this option can not be changed anymore. It can also not be deleted.

Format

The format determines how numbers associated with a currency should be displayed in the user interface and in layouts.

For layouts one can also use custom formats for each placeholder individually by double-clicking a placeholder.

Rounding

This is a more advanced option and should only be used if more precised decimal scales are demanded.

It is discouraged to change this value since most countries legally require two decimal places (0.01). For CHF, however, it can be appropiate to set this to 0.05 and for JPY to 1.

The following example will demostrate how different roundings can change the value 5.6088:

Rounding Result
0.1 5.6
0.01 5.61
0.001 5.609
0.0001 5.6088
0.05 5.60
1 6

Changing this value requires a restart of TOTALS.

Exchange rate

This is the exchange rate relative to the default currency. For the default currency the exchange rate should be 1.

Using the gear button in the top-right corner will refresh the given exchange rate.

TOTALS uses Webservicex, an open webservice for querying live exchange rates. It is not necessary to use this service. You can simply enter your own exchange rates manually.

Taxes

This tab consists of 2 sections: Tax Groups and Item Groups.

Tax Groups

Manage tax groups in this section.

Tax groups stores the information taxes and how they should be applied.

For instance, some countries requires sales taxes levied by the provinces and taxes levied by the federal government (like PST/GST in Canada).

In most countries, however, a tax group represents only one tax rate.

Settings Taxes Header

To add a tax group, choose the plus button in the top-right corner. A new tax group record will be added to the table.

The first column (Tax Groups) in the table displays tax group names and short names.

To change the names select a tax group and single-click a tax group name (first) or a short name (center).

The second column (Tax Rates) displays a recessed button for each tax group.

By default new tax groups are not taxable. Choose a recessed button to enter a tax rate. A small input window will popup.

Settings Taxes Header

The popup window contains 3 columns: Mode, Name, Rate.

Mode determines how a given tax rate should be applied.

The value for Name can be displayed in layouts.

Rate is the tax rate in percentages.

To close the popup window click elsewhere.

Tax rate can not be change when it is used in existing document or items. If your government changes the tax rates, add a new tax group.

Use gross prices

This option checked expects to enter line item prices tax-included.

New document's Use gross prices option will automatically adopt this option.

Item Groups

Tax groups are not used directly in TOTALS. Instead, they are used through item groups.

An item group is simply a link to a tax group. By using this approach one can easily change tax rates for certain items and line items in one action without changing them for each object individually.

Settings Item Groups Header

Choose an item group from the Default popup list that should be used by default when creating new objects, like items and line items.

To add an item group, choose the plus button in the top-right corner. A new item group record will be added to the table.

The first column (Item Group) in the table lists the item group names. Single-click a name to edit.

The second column (Tax Group) links an item group to a specific tax group.

Item groups are used in line items and items.

Units

Use this section to manage unit.

In TOTALS, units are used to format quantities.

Settings Units Header

To add a unit, choose the plus button in the top-right corner. A new unit record will be added.

Settings Units Header

The left grip re-orders the units.

Unit

A string representing a unit like "pc", "h", "cm", etc.

Plural

A string used instead of Unit if quantity is greater than 1.

Type

Determines the type of the unit: Number and Time.

Number displays quantity as a decimal number.

Time displays quantity using the time components hours and minutes.

Format

Depending on the unit type a quantity can be formatted using different placeholders.

Placeholder Description
Unit Value of Unit or Plural, depending on the quantity
Quantity Quantity as decimal number
Hours Number representing hours
Minutes Number representing minutes

Combined

Since TOTALS can handle quantity multiplications, you can define how a product should be displayed.

Combined format is used only for the third quantity, product of both quantities.

For instance, it can be displayed as cm2 or as cm x cm.

Scale min/max

Defines how many digits should be displayed for decimal numbers.

This configuration does not affect the calculation and is use for formatting purposes only.

Salutation

Salutations are mostly for convenience.

The Salutation placeholder in layout designer resolves the values in this section depending on contact's salutation value.

Use the FormattedAddress placeholder to insert the whole formatted address with one placeholder. Using this apprach one must not change address formats for each layout individually anymore.

Nr. Formatter

Use this section to manage number formats.

Documents, projects, clients, and items have a field for a number, which are generated automatically by using the settings in this section.

Documents generate numbers when they are finalized the first time; other object generate numbers when they are created.

Settings NrFormatter Header

The view displays settings for one object type at a time. Choose an object type from the header.

Number format

Format for a number.

Drag the placeholders in this section into this field to compose a format.

Common Variables

Counter

Auto-incremented counter.

When a number is pulled by creating an object or finalizing a document, the counter will increase by one.

Next number

The current number waiting to be pulled.

You can change this value to reset a counter or to let it start from a different number. By default, this start from one.

Dates

For project, client, and item, the date used to resolve the placeholders is the current date.

For documents, this is the document date.

Extension for Documents

Some additional fields will appear when you select a document type from the header.

Number range

Determines which counter should be used for the selected document type.

By default, each document type has its own counter.

Choose a document type from the popup list to use the counter of the chosen document type instead of a separate counter.

Project

Client

Document Types

Use this section to manage document types.

A Document type determines the behaviour of a document. It is also used as a template for new documents.

TOTALS has two different document types: Standalone and Attachable.

Standalone document types enclose line items and, therefore, have a total price. Invoices, esitmates, purchase orders, etc. are standalone documents.

Attachable document types don't have line items and are attached to standalone documents. Reminders, envelopes, and all other documents that relies on or describes a specific document are attachable documents.

The view displays settings for one object type at a time. Choose an object type from the header.

Settings NrFormatter Header

To add a new document type, choose the left plus button and select a document type variation.

Common Fields

Label

A label for the document.

Layout

Documents use the selected layout to generate a PDF document.

When a layout is changed in document's Preview tab, the changed layout will be used instead, which does not change this field.

Subject/Lead/End note

Thos fields are use as template.

New document will adopt this fields. They can be changed for documents in Custom tab individually.

Extensions for Standalone Documents

When a standalone document type is selected from the header, additional fields will appear.

Balance Type

The balance type determines whether a document is debit, credit or neutral.

For instance, invoices are debit documents, credit notes are credit document and estimates are neutral documents.

Depending on the balance type totals prices are either added or subtracted from an amount.

Payment Type

The preferred payment type for documents whose Payment type option is set to default.

Overdue in days

Suggested number of days added to document's date.

This value will appear in the Finalize Window as a suggested value.

Stock

This stock option either increases or decreases the stock when a document is finalized.

If this option is set to "Do nothing", the stock count will not be affected.

This option is only relevant if one uses the inventory control.

Drag cost prices

When an item is dragged into a document in Lines tab, the cost price instead of the unit price will be used as line item price.

For instance, purchase orders might use cost prices.

This option is for convenience.

Show in Sidebar

If activated, the selected document type will appesettings-custom-fields-headerar in DOCUMENTS section.

Custom Fields

Use this section to manage custom fields.

A custom fields is a user defined field that didn't exist in TOTALS before. It is a powerful feature to extend TOTALS.

Settings Custom Fields Header

Choose the object type from the popup list to add/remove/edit custom fields for.

Choose the right plus button to add a new custom fields. A new custom fields record will appear.

Settings Custom Fields Record

Use the left grip to reorder custom fields.

The checkboxes toggle the visibility of custom fields in the user interface.

Each custom field has a title and a default value.

The user interface and the layout designer use the title to display a custom field. It is also used to access custom fields through JavaScript.

The default value will be used if no value has been set. This is, placeholders for custom fields will resolve custom fields using the default value if the value is empty.

It is not mandatory to enter a default value.

Choose the right delete button next to a custom field to it. This action will remove a custom field from the user interface and will not be available for layouts either.

Email Settings

Use this section to manage email templates and set SMTP server setting if you want to use TOTALS as your email client.

Email Templates

An email templates is a pre-filled email subject and content.

Choose a document type from the popup list for which you want to compose an email template.

Settings Email Header

It is allowed to use the offered placeholders in the subject and content. TOTALS will resolve those placeholders when composing an email.

Use Totals to Send Emails

By default TOTALS uses Apple's built-in Mail.app to send emails.

Activate the option Use Totals to send emails to use the built-in email client instead.

Please consult you email provider to obtain the SMTP settings required to setup the built-in email client.

The buil-in email client does not store sent emails. Therefore, there is no sent box in TOTALS to see already sent emails later.

Advanced

The advaced settings section contains miscellaneous options.

Inventory Control

By default, TOTALS warns if a document whose line items associated with an item which is not available in stock is about to be finalized.

Activate the option Ignore inventory control to disable this warning.

Checking for Updates

TOTALS checks usually every day for updates of the application. If a new update is available, it notifies the user to update automatically.

Deactivate the option Check daily for updates to disable this feature.

We encourage to keep this option activated in order to receive essential bugfixes and enhancements immediately.

One can also check for updates through the main menu Totals->Check for Updates...

A Note for Mac App Store Users

This option is only available for the website version of TOTALS. Mac App Store users must use the Mac App Store to update the applications.

Even though we publish updates for both versions at the same time, the Mac App Store version must be approved by Apple's staff first. Therefore, a delay until the update is available on the Mac App Store can take up to 3 weeks.

Backup Settings

TOTALS creates a backup of the entire database when a main window is about to close.

Deactivate the option Make backup when closing the main window to disable this feature.

Backup Folder

By default, the backup folder for the website version is set to:

/Users/[User]/Library/Application Support/com.kedisoft.Totals3/Backups

For the Mac App Store version:

/Users/[User]/Library/Containers/com.kedisoft.Totals3/Data/Library/Application Support/com.kedisoft.Totals3/Backups

Choose Reveal Folder to open the backup folder in Finder.

It is recommended to change the location of the backup folder.

Choose Browse to set a new location for the backup folder.

Including Files With Backups

The option Include files on backup determines whether the files, added in each Files tab, should be included to the backup file or not.

If you have big files in your database, you might want to disable this option and include them only when creating backups manually through the File->Make Backup... menu.

Limiting Backup Files

You can change the option Backup file limit to restrict the number of backup files for the current database in the backup folder. Older backup files will be removed automativally.

Some Notes About Backup

Limiting backup files works only with auto-backup files.

Due to possible file permission issues, it is possible that the backup feature fails silently.

Mac App Store version might not be able to use this feature after a system update.

In this cases, it is recommended to re-set the backup folder. By doing so TOTALS will be granted to delete files in that folder again.

PDF File Name Format

The value of PDF filename format is used whenever a PDF file for a document is about to be saved.

TOTALS will resolve the placeholders and set the result as suggested file name in the save panel.

Language

This option determines the language of TOTALS.

A restart of the application is required to adopt the new language.

New Document Window

This window creates a new document.

The information given in this window will be assigned to a new document.

Common Fields

Type

Document type of the new document. This property can not be changed aferwards.

Client

Client who should be associated with the new document. This is optional in this window. You can set clients in document's Info tab too.

Project

A project the new document belongs to. This is also optional and can be set document's Info tab too.

Template

The popup list contains all saved line item templates as saved in document's Lines tab.

Choose a template to list its line items in the line items table.

If a reference document acossiated with this window, an additional option Use Reference will be listed. This option will reference document's line items as template.

Reference

This field lists document# of all reference documents.

The Reference field will be displayed depending on how this window was called.

If you choose Add Document from the toolbar or New Document from the main menu, this field will not be displayed.

If you right-click on a document and choose Duplicate Document, this field will list the document# of the selected document.

If you select one or multiple documents and choose Process as...->A document type from the context menu, this menu will list the document# of all selected documents.

Select the checkbox next to a document# to create a link between the checked document and the new document. If the checkbox is unselected, the new document will not be linked with the reference document.

Linked documents will be balanced depending on their balance type. For instance, if you create a credit note (credit) and link it with an invoice (debit), the invoice will be balanced with the newly created credit note.

Therefore, if you duplicate a document, for instance, you might not want to link the new document with the source document.

Line Items Table

This table contains all line items that should be added to the new document automatically. You can still unselect line items if you don't want them in the new document.

If you don't want to included any of the listed line items, you can also set the Template option to None.

The Finalize Window

This window will finalize a document.

By finalizing a document the followings will happen:

Common Fields

DocumentNr

The value of this field will be used as document's number.

The suggested document#, as defined in Nr. Formatter settings, is displayed in gray.

As long as one doesn't enter a different number, the suggested number will be used.

It is encouraged to use the suggested number since this wil also increment the number counter.

Sent date

Sent date of the document.

Initially, the sent date is set to the current date.

The SENT section in the sidebar uses this date to organize the year and month folders.

Entry date

The document date.

Regardless of when a document has been sent, a document can have a different date.

Most layouts use the document date to display document's date.

Overdue days

A document uses this field to determine when it should be marked as overdue.

The overdue days are added to the entry date to determine the overdue date.

Email

Select this option to compose an email after the document has been finalized.

This action will also set document's email date to the current date.

Print

Select this option to print the document after it has been finalized.

This action will also set document's print date to the current date.

Save to Disk

Select this option to save the document after it has been finalized.

Send Button

This button will actually finalize and lock a document even when non of the above actions (email, print, save) has been selected.

CSV Import Window

This window will map CSV columns to application fields in TOTALS.

The Mapping Table

The mapping table has 2 columns: CSV Value and Application Field.

CSV Value

This column lists all values of one row in a CSV file at a time.

Use the left and right buttons titled with arrows respectively to navigation through the CSV rows. Navigating through CSV rows is for convenience only.

Application Field

Use this column to actually map a CSV column to an object field.

Mandatory application fields are displayed in red.

If a CSV column is not relevant, choose the option Do not import. These columns will then be ignored.

Some application fields might be displayed in gray. This means, that field was mandatory but another application field that is already mapped make this not mandatory anymore.

For instance, if you map the application field price, the fields gross price will not be mandatory anymore. This is also true vice versa.

Like in the above example, it is recommended not to map gray fields. Mapping both price, which is the net price, and gross price doesn't make sense since the net/gross price will be calculated using the Item Group field (if given).

Skip first row

Most CSV files start with a header row. In this case, select the option Skip first row to not import the first row.

Importing CSV

The Import button will remain disabled since all mandatory fields, displayed in red, have been mapped to a CSV column.

The Welcome Window

The welcome window lists all recently used databases.

Choose Create New Database to open the Database Setup Assistant and setup a new database.

Choose Import From Totals 2 to create a new database using an existing Totals 2 database. The Totals 2 Import window will open.

The Database List

The recently used databases are listed in the right pane.

If your database is not listed in the pane, choose the Open Other... button in the bottom of the pane.

When moving the mouse over a database file, a small gear button will appear. Choose the gear button to reveal options for the database.

If Open On Start is selected, the database will open on application startup automatically.

Since database files are usual files packages, choose Reveal in Finder to select a database file in Finder.

To remove a database file, delete the file in Finder.

If you don't find a database in the list, don't panic. That doens't mean that TOTALS has deleted it. TOTALS never deletes database files. Therefore, database files must be deleted using Finder.

The database list shows recently used database files only. It acts like a "Recent Documents" menu in many document based applications like Pages, Numbers, TextEdit, etc.

There is no default location for databases. When you create a new database, the Database Setup Assistant asks for a location to save the database.

Please remeber where you save your database file.

As TOTALS works like any other document based application, like Pages, Number, TextEdit, etc., you can double-click on a database file in Finder to open it in TOTALS. You can also drag a file to the dock icon to open it.

Important Notes About Database Files

A database is a usual file package with the extension ".totalsdb3". It consists of multiple files stored in a file package.

One can show the content by right-clicking a database file in Finder and choosing Show Package Contents.

The contents of a package file is strictly private. Do not change any file in a database package. Do not add or removed files either. Doing so will damage your database unreversibily unless you are using a backup tool.

Please note that each database is a different store and they are not related in any way. Therefore, choose wisely whether to create multiple databases or only one database.

TOTALS 2 Users

The controls in TOTALS 3 look very familiar to TOTALS 2.

However, since TOTALS 3 is a more advanced version of its predecessor, we had to make some changes in the user interface as well as in the handling of some action.

What Has Changed?

Taxes are now enclosed by Item Groups and Tax Groups.

TOTALS will create a tax group and an item group for each tax rate found in a TOTALS 2 database respectively. The names for those objects are generated automatically. You can change them in the settings afterwards.

The Report and Layout toolbar tabs have been moved to the Sidebar's GENERAL section.

Preferences are also accessible in Sidebar's GENERAL section.

Reports are now merged with smart folders. This is, criterias for reports can be saved as smart folder.

The catalog inspector, where you could drag items to documents from, has now been re-placed to the right side of the line items table.

A brand new line items table has replaced the old one. Line item details are now availble through info buttons.

The new layout designer is more advanced compared to its ancestor. We have done our best to make it backwards compatible. However, some texts may be repositioned after migration. Therefore, we ask to check your old layouts and adjust them if necessary.

There is no difference between sync and local databases anymore. TOTALS will enable synchronizing automatically when a database is accessed by different computers.

Please note that accessing files from different computers is not how synchronizing works. The file must still be located on a local folder which is synchronized through different computers, like folders in Dropbox, Google Drive, etc.

Importing From Totals 2

Choose Import from Totals 2 in the Welcome Window to open the import window.

Choose Open and select your Totals 2 database file. Totals 2 database files have the extensions ".totalsdb" and ".totalssyncdb" depending on the database type.

Choose Save and enter a location for a new TOTALS 3 database file.

Please remember the location of your new TOTALS 3 database file. This is the only file you need to move around when you re-install your system or move to a new computer.

Choose Convert to start the migration. This process might take a few seconds. A new main window will open after the migration has been finish.

This process does not change your Totals 2 database and it can still be opened with Totals 2.