WD: How to Add Rows to the Invoice and Purchase Order Templates

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a
• Microsoft Word 97 for Windows

SUMMARY

This article describes how to add additional rows to the Invoice.dot and Purchord.dot templates (Invoice and Purchase Order templates if you are using Microsoft Word for the Macintosh).

NOTE: The Word 97 Setup program does not install the Invoice and Purchase Order templates. If you installed Word 97 from a compact disc, these and other templates are located in the ValuPack\Template\Word folder. To use them, copy them to your template subdirectory (usually, C:\Program Files\Microsoft Office\Templates).

MORE INFORMATION

To add additional rows to these templates, follow these steps:

1. On the File menu, click Open.

2. Open the template (Invoice.dot or Purchord.dot for Word for Windows; Invoice or Purchase Order for Word for the Macintosh).

       Version of Word         Location of template files
       ----------------------------------------------------------
   
       6.x for Windows         Winword\Template
       7.x for Windows 95      MSOffice\Templates\Other Documents
       6.x for the Macintosh   Microsoft Word 6:Templates
   
   

3. On the Tools menu, click Unprotect Document.

4. Position your insertion point in the last row of the table (the row just before the Subtotal row).

5. On the Table menu, click Select Row.

6. On the Format menu, click Borders And Shading.

7. On the Borders tab, use the Borders sample diagram to cancel the the bottom border selection.

8. Click OK.

9. With this row still selected, click Copy on the Edit menu.

10. Select the Subtotal row. On the Edit menu, click Paste Rows.

11. Double-click the Form field in the first cell (in the Quantity column). The Text Form Field Options dialog box appears.

12. In the Bookmark box (Bookmark Name box in Word 6.x and 7.x), under Field Settings, type "Quantity_8" (without the quotation marks). If you are adding more than one row, type the next consecutive number.

    In the Purchase Order template, there is also a Unit column. Double- click this form field. Name the Bookmark "Unit_8" (without the quotation marks).

13. Double-click the form field in the next cell. In the Bookmark Name box, type "Description_8" (without the quotation marks).

14. Double-click the form field in the next cell. In the Bookmark Name box, type "Price_8" (without the quotation marks).

15. For the Invoice template, follow these steps:

    a. Double-click the last form field. b. Type "Amount_8" (without the quotation marks) for Bookmark Name. c. The Default Number box (Expression box in Word 6.x and 7.x)

              shows:
    
                 =PRODUCT(A8,C8)
    
              Change this to:
    
                 =PRODUCT(A9,C9)
    
              These cell numbers represent the quantity and price for the 
              current row.
    
        For the Purchase Order template, follow these steps:
    
           a. Double-click the last form field.
    
           b. Type "Amount_8" (without the quotation marks) for Bookmark Name.
    
           c. The Default Number box (Expression box in Word 6.x and 7.x) 
              shows:
    
                 =PRODUCT(A8,D8)
    
              Change this to:
    
                 =PRODUCT(A9,D9)
    
              These cell numbers represent the quantity and price for the
              current row.
    
        If you need to add more rows, repeat steps 9 through 16,
        incrementing the bookmark number for all form fields for each
        consecutive row.
    
    

16. If you do not want to add more rows, select the last row that you created and click Borders And Shading on the Format menu.

17. In the Borders folder, use the Borders diagram to select the bottom border.

18. Use the appropriate procedure for the template you are using.

    For the Invoice template:

    a. Double-click the Total Due form field.

    b. Modify the calculation by adding the number of rows that have

              been added to the existing values. If you added two rows, then 
              add two to the numbers, for example:
    
                =SUM(D11,D12,D13)
    
        For the Purchase Order template:
    
           a. Double-click the Total Due form field.
    
           b. Modify the calculation by adding the number of rows that have 
              been added to the existing values. If you added two rows, then 
              add two to the numbers, for example
    
              =SUM(E11,E12,E13,E14)
    
    

19. On the Tools menu, click Protect Document. In the Protect Document For area, click Forms. Click OK.

20. Click the Save button. Close the file.