Chapter 12 NextOffice IntelliForm
Contents
1. Field Name in COHSD onduig de gs Templates Fields Names Description in IntelliForm ShipTo To Specify the destination port in the Invoice spreadsheet ShipOn N A PaymentTerm Payment Term Payment term in the Invoice spreadsheet DueDate Due Date Invoice due date in the Invoice spreadsheet ItemNbr Item No 1 The item number if any assigned by the order issuer Item Item 1 For multiple item order the 1st item description in the Invoice spreadsheet Qtyl Quantity 1 For multiple item order the quantity description of the 1 item in the Invoice spreadsheet UnitPricel Unit Price 1 For multiple item order the unit price description of the 1 item in the Invoice spreadsheet Amount Amount 1 For multiple item order the amount description for the 1 item in the Invoice spreadsheet DeliveryNbr N A Delivery note number in the Invoice spreadsheet DeliveryDate N A Delivery date if any in the Invoice spreadsheet DeliveryMethod N A Delivery method if any in the Invoice spreadsheet DeliveryTo N A Delivery address if any in the Invoice spreadsheet ShipCondition N A ShippingMark N A Total Total Total amount in dollar for the order PaymentReceived Payment A Y indicates payment received for the order Received LCNbr LC No L C number if any in the Invoice spreadsheet LCDate LC Date L C date if any in the Invoice spreadsheet LCB2. e AP Processing Vendor Payable Spreadsheet e Inventory Tracking Inventory Movement Spreadsheet e Customer Correspondences Handling Contact Spreadsheet 12 10 NextOffice User Manual NextOffice Chapter 12 NextOffice IntelliForm The column names of each spreadsheet must remain unchanged The positions of the column are better to remain unchanged The names and positions are crucial to the data linkage setup between the spreadsheets and the template documents Take Invoice spreadsheet as an example If you would like to create everything from scratch e Select menu File New Templates e Inthe pop up dialog select Intelliform Fig 12 14 12 15 catalog and then pick the template in this example it should be Invoice e A copy of the document derived from your selected template will be created Fig 12 14 Fig 12 15 e Delete data starting from row 2 downwards e Select menu to save the newly create spreadsheet in a different name e Now you can enter your data starting from Row 2 If you would like to migrate your existing data to an IntelliForm spreadsheet the steps are e Select menu File New Templates e Inthe pop up dialog select Intelliform Fig 12 14 catalog and then pick the template in this example it should be Invoice e Ac opy of the document derived from your selected template will be created for editing e Se
3. Documents and Settings demo Application Data NextOffice9 0 user templates Fig 12 9 The steps to customize a template s layout are e Select menu File Open e In the Open File dialog box pick your desired template Fig 12 10 ext Next Tsi E ikt Pe Ms um r ie ig ie Roan Tic Se es e DELIVERY NOTE Fig 12 9 e The selected template will then be loaded for editing Fig 12 11 You can change its layout as if you were working on a text document For example you can replace the logo in the top left corner with O our company logo y pany log Dan DELIVERY NOTE Tee Fig 12 11 12 6 NextOffice User Manual NextOffice Chapter 12 NextOffice IntelliForm e After you have made the change select menu File Save to save your changes to the template document You can verify your changes re loading the template document e Select menu File Open and pick the template document which you have just changed e Confirm the changes are done If not repeat the procedures stated in Template Layout Customization and make sure you save the change User Fields Customization Every template in IntelliForm may carry two types of fields Sender Fields which are defined in menu Tool Options NextOffice User Data User Defined Fields You need to setup the data linkage between the fields and your data source In Int
4. Invoice spreadsheet InvoiceDate Date Invoice date in the Invoice spreadsheet PONbr PO No Purchase Order number in the Invoice spreadsheet PODate PO date Purchase Order date in the Invoice spreadsheet OrderDate Sales Order No Order issue date in the Invoice spreadsheet CustomerName Company Name Company name in the Invoice spreadsheet or Vendor spreadsheet Address 1 Address 1 Address line 1 in the Invoice or Vendor or Contact spreadsheet Address2 Address 2 Address line 2 in the Invoice or Vendor or Contact spreadsheet Address3 Address 3 Address line 3 in the Invoice or Vendor or Contact spreadsheet Address4 Address 4 Address line 4 in the Invoice or Vendor or Contact spreadsheet CustomerContact Contact Person Contact person name in the Invoice spreadsheet CustomerTelephone Tel No Contact person phone number in the Invoice spreadsheet CustomerFax Fax No Contact person fax number in the Invoice spreadsheet SupplierNbr Supplier No Supplier number assigned by the order issuer in the Invoice spreadsheet ShippedBy Shipped By Specify the shipment method in the Invoice spreadsheet ShipFrom From Specify the originating port in the Invoice spreadsheet 12 8 NextOffice User Manual NextOffice Chapter 12 NextOffice IntelliForm
5. e AR 60 Days Overdue Report e AR 90 Days Overdue Report Wext Next Software Wext Next Software Pee Oe SESS Sort ae Ee See lamun Hecha Carding Rant co Looper fone bee Der Dome oo pereen Fig 12 6 ocewul Receive Gerds d Tiaa Kipar Berie te Sur omme am bame Dar Boar ll 1 E 7 dams as oc Opee 1e es Fig a IntelliForm automatically handles the complex calculation involved in the background Customization on IntellifForm Every IntelliForm requires certain customizations including 1 Personal data customization 2 Template layout customization e g adding company logo 3 Spreadsheet data customization Personal Data Customization During the installation of NextOffice you will be prompted to enter your personal detail However you may have chosen to skip this step When using IntelliForm your personal detail is required because they will be part of the information shown on the output documents and reports The steps to customize your personal information are 12 4 NextOffice User Manual NextOffice Chapter 12 NextOffice IntelliForm e In NextOffice select menu Tool Option NextOffice User Data e In the pop up User Information dialog box Fig 12 8 fill in your personal detail ae Meet tfier Mirr Mata Address Cocpany Bast Sodteare Palaris WT la Soest Den E 145 115 Hew Mag Seen Ew Teng Cotes ae ep Coa ie Pas Tel H
6. Chapter 12 NextOffice IntelliForm SME Business Scenarios Many SME today still use spreadsheets to track their valuable business data such as order details Although database technologies for PC and small work group have been existing in the IT industry for a long time they are never very popular in small SME companies On one side database technologies provide certain advantages such as e Better management of business data information e Better scalability which can be extended easily along with the growth of business e Business data analysis flexibility On the other side the trade offs are e Database is technically too complicated for non IT users and therefore usually requires someone to act as a Database Administrator e Customizing of database applications usually involves professional programmers and is quite expensive to a SME company Most SME are already too busy with activities that generate direct revenues Information technologies such as database which even though may in long run improve their overall productivity are not in their top priority lists in short and medium terms Solutions for small SME are better to be conceptually simple and easy to be managed because additional head count like DBA may not be justifiable In SME offices the most common front office applications are Word Processing Spreadsheet Email and the most common back office applications are AR and AP related applications because these
7. Fromacn Hotinim nal ov ff amp a fs g Employee Lovention Agreement Employer Ajgeement Reya Lingle b Aai Sees Fig 12 29 3 A Select Form dialog box Fig 12 29 will be popped up pick you choice and press lt Next gt button to continue The required documents will be generated You can further touch up on the output document before printing or distribution The following documents are available in the order spreadsheet e Employment Letter Fig 12 30 e Promotion Notification e Employee Invention Agreement e Employee Non compete Agreement Fig 12 31 e Request Employee to Attend Seminar ext Next Software eee Se Wext Next Software ee CoE De ieee i ei eap Ele Di 1 CP Cuir FY Te Sa 1 is is fiag al Cog Et LETE u aa a Fig 12 31 12 16 NextOffice User Manual
8. ank Issuing Bank L C issuing bank if any in the Invoice spreadsheet You have to insert user defined fields into the right positions in the Delivery Note and setup the linkage between the Delivery Note and the Invoice spreadsheet The linkage setup is quite complicated and requires programming skill Fortunately this field data linkage had already setup in IntelliForm What you have to do is to insert only the user defined fields NextOffice User Manual 12 9 Chapter 12 NextOffice IntelliForm NextOffice This is done by the following procedure taking Invoice Number as an example e Open your template document for editing e Position your cursor to the location where you would like to insert the Invoice Number e Select menu Insert Fields Others to bring up the Insert Field dialog e In the Insert Field dialog box select the Variables tab under Field Type select User Defined and under Select list pick InvoiceNbr Fig 12 13 Fig 12 13 e Finally select the Insert button to insert the selected field into the cursor position Spreadsheet Customization The intelligence of IntelliForm had built into the spreadsheet Therefore if you would like to deploy IntelliFom you must plot you existing data to the IntelliForm spreadsheet Currently we have created 4 different spreadsheets e AR Processing Invoice Spreadsheet
9. bon of Contract Thank yoo for bigau bere ot the catib Fig I 2 24 Reece of Commer Fr opaial Hewes of Pesna Raymi te Contectoc for Rete Fermat to Conme Crear Bid Poopcal Fig 12 25 12 14 NextOffice User Manual NextOffice Chapter 12 NextOffice IntelliForm 3 A Select Form dialog box Fig 12 25 will be popped up pick you choice and press lt Next gt button to continue The required documents will be generated You can further touch up on the output document before printing or distribution The following documents are available in the order spreadsheet e Follow up on Proposal e 2 Follow up on Proposal e Reply to Product Inquiry Sample 1 Fig 12 26 e Reply to Product Inquiry Sample 2 e Confirmation of Meeting Minutes e Confirmation of Contract e Thank you for inquiry here is the catalog e Rejection of Counter Proposal Fig 12 27 e Rejection of Proposal e Request to Contract for Reference e Request to Consider Our Bid Proposal Next Next Software Next Next Software eee ha sd a NT Fig 12 26 NextOffice User Manual 12 15 Chapter 12 NextOffice IntelliForm NextOffice Human Resource Handling Employee Spreadsheet 1 Open your Employee spreadsheet You will see the IntelliForm icon being loaded automatically into your tool bar 2 Ifyou would like to generate template documents simply press the IntelliForm icon Fig 12 28 Empiren Leter Eek i
10. e Report within 90 days AR Payable Summary Report Payable Report Group by Job Id Fig 12 21 NextOffice User Manual 12 13 Chapter 12 NextOffice IntelliForm NextOffice 3 A Select Form dialog box Fig 12 21 will be popped up pick you choice and press lt Next gt button to continue The required document or report will be generated You can further touch up on the output report before printing or distribution The following reports are available in the Vendor Payable spreadsheet e Cash Out Flow Report e AP 7 Days Settlement Report e AP 14 Days Settlement Report e AP 30 Days Settlement Report e AP 60 Days Settlement Report e AP 90 Days Settlement Report e AP All Settlement Report Fig 12 22 e AP All Settlement Report by Job ID Fig 12 23 Next Hevi Software ke E ard he z linet fey Keeeery by feb IT Aer TAE ag aera seer pets tal gt lirei Porat masar dy ij a Fig 12 23 Customer Correspondence Handling Contact Spreadsheet 1 Open your Contact spreadsheet You will see the IntelliForm icon being loaded automatically into your tool bar 2 Ifyou would like to generate template documents simply click the IntelliForm icon Fig 12 24 ek x Polia up n Peame W ie Rolow tp On Foopoeal vA a g ER Rephy io Prolo Loquiry Camph l ba ka S ee Es ed Reply bo Padat bogus ampli 2 Cendomaboe of Herter Homkt IntelliForm Conima
11. eggei ork Pag i E ra Fig 12 8 Fields Description Company Your company name to be shown on the headers of the templates and reports Name Surname Your name to be shown in letter templates Address Your company address to be shown on the headers of the templates and reports Country Your country name part of the company address to be shown on the templates and reports Title Your title to be shown in letter templates Office Phone Your phone number to be shown on the headers of the templates and Number reports Fax Number Your fax number to be shown on the headers of the templates and reports Email Address Your email address to be shown on the headers of the templates and reports NextOffice User Manual 12 5 Chapter 12 NextOffice IntelliForm NextOffice Template Layout Customization IntelliForm comes with more than 30 template documents In most cases each of the template is for a single purpose For example the Invoice template is for generating the invoice only the Delivery Note template is for generating the Delivery Note only The Report template is an exception it is for all report generation IntelliForm templates are stored under your Windows personal folder under the sub folder name NextOffice9 0 user templates For example if your Windows is in C drive and your user name is Demo the template documents will be found in C
12. elliForm data sources are your spreadsheets Inserting Sender Fields For example if you would like to insert your office number into a template document what you have to do is to insert the sender field named Office Number in the right position in your document This is done by the following steps e Open your template document for editing e Position your cursor to the location where you would like to insert the Office Number e Select menu Insert Fields Others to bring up the Insert Field dialog box e In the Insert Field dialog box Fig 12 12 select the Document tab under Field Type select Sender and under Select list pick Office Phone e Finally select the Insert button to insert the selected field into the cursor position Fig 12 12 NextOffice User Manual 127 NextOffice Chapter 12 NextOffice IntelliForm User Defined Fields Customization Taking the Delivery Note as an example we would like to merge the customer s detail such as the company name into the Delivery Note document The customer detail is defined in the Invoice spreadsheet The following user defined fields are defined by NextOffice in our templates Field Name in orres onang fue Templates Fields Names Description in IntelliForm InvoiceNbr Invoice No Invoice number in the
13. es Certificate of Origin Delivery Note Invoice with LC Details Invoice without LC Details Official Receipt Packing List Shipping Advice AR Days Overdue Report AR 14 Days Overdue Report AR 30 Days Overdue Report AR 60 Days Overdue Report AR 90 Days Overdue Report AR All Overdue Report Next Fig 12 5 IntelliForm will then automatically generate the required document Data is extracted from the Invoice spreadsheet and merged with a document or template e g if you select to generate an invoice the data will be merged with the Invoice template User can edit the template using Writer and then save the template The most significantly benefit to SME users may be in statistical analysis Account Receivables usually come from fulfilled orders and are dependent on the credit terms of the orders Without an efficient AR management system SME will not be able to track AR efficiently if the number of orders increases When Receivables are not tracked correctly and efficiently it is a potential risk in cash flow management NextOffice User Manual 12 3 Chapter 12 NextOffice IntelliForm NextOffice In our Invoice IntelliForm intelligence is built into the Invoice spreadsheet a SME user can easily generate the following reports by simply clicking a few buttons e AR Overdue Summary Report Fig 12 6 e AR 7 Days Overdue Report e AR 14 Days Overdue Report Fig 12 7 e AR 30 Days Overdue Report
14. functions tie to SME s direct cash flow Today many SME are still spending a lot of time in preparing documents by copy and paste data from one document to another For example an invoice and a delivery note have many information such as customer name address order items etc in common but without an integrated application an office worker may have to copy or re type the information from an invoice in order to generate the delivery note Any type of automation towards this direction will significantly improve the productivity of SME In addition if the SME have to somehow select and filter information from invoices to perform some sort of data analysis such as to evaluate the credit line of customer it will be very painful without some sort of automation IntelliForm is therefore developed with the above rationale in mind and is targeted to improve productivity for SME NextOffice User Manual 12 1 Chapter 12 NextOffice IntelliForm NextOffice IntelliForm Structure IntelliForm models the SME data using spreadsheets Even though NextOffice has a very sophisticated architecture that supports various database systems e g MySQL Firebird we have not adopted a database approach to build IntelliForm because a database approach is not easily manageable for most SME office workers Taking the Account Receivable functions as an example e The pre sales process will involve submission of product information catalogs iss
15. lect menu to save the newly create spreadsheet in a different name e Open your existing spreadsheet containing live data cut and paste column by column into the newly create IntelliForm spreadsheet You have to carefully to fill in information that are required by IntelliForm spreadsheet but that do not exist in your existing spreadsheet NextOffice User Manual 12 11 Chapter 12 NextOffice IntelliForm NextOffice Operating IntelliForm The following sections describe the procedures to use IntelliForm spreadsheet to generate template documents and reports Account Receivable Processing Invoice Spreadsheet 1 Open your order spreadsheet You will see the IntelliForm icon being loaded automatically into your Tool Bar 2 If you want to generate documents pertaining to only a single order record highlight that record and click the IntelliForm icon Fig 12 16 If you would like to generate reports simply press the IntelliForm icon 3 A Select Form dialog box Fig 12 17 will be popped up pick you choice and press lt Next gt button to continue The required document or report will be generated You can further touch up on the output document before printing or distribution Choose Templates IN R 7 tei o o S k es X Certificate of Origin IntelliFom Delivery Note Invoice with LC Details z Invoice without LC Details Fig 12 16 Official Receipt Packing List Shipping Advice AR Day
16. s Overdue Report AR 14 Days Overdue Report AR 30 Days Overdue Report AR 60 Days Overdue Report AR 90 Days Overdue Report AR All Overdue Report Fig 12 17 The following documents are available in the Invoice spreadsheet e Certificate of Origin e Delivery Note e Invoice with LC Details e Invoice without LC Details e Official Receipt e Packing List e Shipping Advise 12 12 NextOffice User Manual NextOffice Chapter 12 NextOffice IntelliForm The following reports are available in the Invoice spreadsheet e AR 7 Days Overdue Report e AR 14 Days Overdue Report Fig 12 18 e AR 30 Days Overdue Report e AR 60 Days Overdue Report e AR 90 Days Overdue Report e AR All Overdue Report Fig 12 19 NEX Next Software SO ee mmia i Jacana Receive Gerds d Mana Kapar Ei a TA i Fig 12 18 Next Next Software Sakwat ERTE im h Ba lajmin Hegri ardis Apan poper Par on ioe Fig 12 19 AP Processing Vendor Payable Spreadsheet 1 Open your Vendor Payable spreadsheet You will see the IntelliForm icon being loaded automatically into your Tool Bar 2 Ifyou would like to generate reports simply click the IntelliForm icon Bbwr ALi By Fig 12 20 Generate Report Cash Outflow Report AR Payable Report within days AR Payable Report within 14 days AR Payable Report within 30 days AR Payable Report within 60 days AR Payabl
17. uing of quotations negotiations with the customers exchanging correspondences and finally a sales engagement realized by a purchase order e During the fulfillment process a delivery note is issued together with the service goods shipped Then followed by an invoice and maybe an official receipt or statement on payment received In IntelliForm we model the Invoice database by a spreadsheet The invoice spreadsheet contains information to fully partially generate the following documents e Invoice Fig 12 1 e Packing List e Delivery Note Fig 12 2 e Certificate Of Origin e Shipping Note e Official Receipt Next Next Software Wext Next Software eNOS earner INVECE SEEREN PELIVERY SOTE f Bmg ih en ea ag Dag ag iA in nl Through NextOffice automation what a SME office user has to do is to 12 2 NextOffice User Manual NextOffice Chapter 12 NextOffice IntelliForm e Select a record by picking an entry in the Invoice spreadsheet Fig 12 3 megh oda ee Le i Ein Be HA t Drt my z Efx Eri sas 4885 N E A ET gey x nf en pa paje Bor ae li By 1 mp paanan mi Fem oe al n tare bes ai ier pA a Ene a as a EF IntelliForm Aoh Eeee eee Fig 12 4 EEL eekbh Els a a getters Seer p T IRN I as ami he z a ny Fig 12 3 e Click on IntelliForm icon Fig 12 4 on the Tool Bar to pop up a dialog e Select the desired document in the pop up dialog Fig 12 5 Choose Templat
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