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Univex NeatReceipts Scanner User Manual

1. Other Phone 2 eford neatco com http Awww neatco com Project w Client Meeting Point x Contact Type w Date Created 8 24 2008 1 06 46 PM Last Modified 8 24 2008 1 40 16 PM Quick Contact Other Adding a Contact without Scanning a Business Card You do not need to scan a business card in order to add a contact to the Contacts Grid To add a contact without scanning a business card please do the following 1 From the toolbar choose New 2 Type the contact s information in the Contact Information area or directly in the Contacts Grid cells The new contact will be saved automatically Deleting a Contact You can always delete a business card image if need be To do so 1 Inthe Contacts Grid select the contact s you want to delete 2 Click the Delete link on the upper right side of the grid 84 3 When prompted click on Yes to confirm the deletion WARNING The Delete command moves contacts to Tools gt Go To Deleted Items gt Contacts To simply clear the grid use Edit gt Clear Grid Working with Deleted Contacts e To view the Deleted Contacts window choose Tools gt Go To Deleted Items e To restore one or more deleted contacts first view the Deleted Contacts window then select the contact s and click on Restore To permanently erase one or more deleted contacts first view the Deleted Cont
2. Showing and Hiding Columns By default not all columns are displayed in the Documents Grid but you can choose to show or hide columns as needed To do so 1 From the Tools menu choose Show Hide Columns gt Document Columns Select an unchecked item in the menu to add it to the grid OR select a checked item in the menu to remove it from the grid You can always add it back later 118 NOTE You can also Show Hide columns in the Documents Grid by right clicking on any column heading and making a selection from the shortcut menu Moving Columns Columns within the Documents Grid can be placed in any order you wish To move a column simply drag its heading to the new location The Folder Number and Attached columns cannot be moved Resizing Column Widths Columns within the Documents Grid can be resized by doing one of the following From the Tools menu choose Auto Size Column Widths gt Document Columns Position the cursor on the line between two column headings and drag left or right Alternatively double click to auto resize Modifying a Column or Field Name 1 From the Tools menu choose Personalize gt Column Field Names pictured at the bottom of this page Under the Step 1 Select a Column or Field Name heading select the field name you want to change Under the Step 2 Edit the Column or Field Name heading click the Use Custom Name radio button Type the new fi
3. select Range q M set Orientation All Contacts in Grid Selected Contacts Landscape Set Output Full Contact Info and Images Contact Info Only O Images Only Gi Restore Defaults 4 Under the Select Range heading click the Selected Contacts button to export only those rows selected in the Contacts Grid or leave All Contacts in Grid selected to export all of your contacts 19 ee oP ee R Under the Set Orientation heading choose a page orientation Under the Set Output heading select your output options Click Preview to preview the exported data file Click Export to export the data file Use the Save In dropdown list to navigate to the folder in which you want to save the exported file 10 In the Save As dialog box type a file name 11 In the Save as type dropdown list leave the default file type suggested 12 Click Save For more information about these PDF features see the following topics How do use Export To PDF and Scan To PDF Using Scan To PDF How do I import and export folders NeatWorks allows you to share a folder of receipts by emailing it as a NeatWorks file or by exporting it in a variety of other formats PDF Excel Word HTML QuickBooks Quicken MS Money OFX and CSV comma separated values You will find the following related topics addressed in this section Importing Folders Emailing a Folder Exporting to a NeatWorks File
4. Use this window to configure sync settings between NeatWorks and MS Outlook Direction of Sync Contacts to Sync NeatWorks lt gt MS Outlook Ws Br Sync both ways between NeatWorks and MS Outlook Sync ALL contacts in NeatWorks with MS Outlook C Sync ONLY NeatWorks contacts of Contact Type NeatWorks gt MS Outlook Sync one way from NeatWorks with MS Outlook MS Outlook gt NeatWorks Sync MS Outlook gt gt NeatWorks one way from MS Outlook with NeatWorks SyncALL contacts in MS Outlook with NeatWorks Sync ONLY MS Outlook contacts of Contact Category If you choose Plaxo e Type your Plaxo login and password e Click the Test button to validate your login and password you will need to be online Click the Save and Close button NeatWorks will remember your login and password so you won t have to type them again If you chose MS Outlook e Verify the default selections under the Direction of Sync and Contacts to Sync headings e Click on the Save and Close button Syncing Contacts with Plaxo 95 Syncing your contacts with Plaxo requires that you have an internet connection and that you run the Config Sync Wizard If you have not yet run this wizard please refer to the topic Choosing to Sync with Plaxo or MS Outlook When you are ready to sync and whenever you need to sync again just click Sync with Plaxo NeatWorks to Plaxo Field Mappings The fol
5. Remind me to backup the NeatWorks database every 30 days Automatically backup the NeatWorks database using the following options Database Auto Backup Options Step 1 Select backup location a ener I Keep only the last fe fxg b Step 2 Select how often to backup Daily C Weekly Monthly Step 3 Select when to backup z Summary 2 In the dialog box that opens click the radio button that corresponds with Automatically backup the NeatWorks database using the following options 136 e Beneath that radio button you ll see three steps that allow you to customize your backup options In Step 1 choose a location for the database backup directory by clicking Browse and selecting a file path Note We recommend creating a folder called NeatWorks Backup in the My Documents folder on your computer and selecting that path as your backup location Select the number of backup files you want to save For example you can choose to keep only the last 5 backup files Next in Step 2 select whether you want to backup daily weekly or monthly Note On average NeatWorks users tend to backup on a weekly basis however if you do a very large amount of scanning you may want to backup on a daily basis In Step 3 select when you want to backup Note NeatWorks will only run an automated backup when the software is not open so you should sch
6. _ Include Receipt Header Row Cancel Click the Include Receipt Header Row checkbox to export NeatWorks column header names to Excel Click the Image Details tab to choose a preferred image size small medium or large The Images Per Row field will adjust automatically 7 Under the Step 4 heading define a column to column map between NeatWorks and MS Excel Unmapped columns appear on the left mapped columns appear on the right Use the Map dropdown list to choose among Receipt columns default Folder columns or User Profile fields M Step 4 Setup NeatReceipts To Excel Field hi Map Receipt columns Pecet Folder l z Bill P 2 User Profile f Billable Under the Unmapped Fields heading select a field and then click on the Map button In the Select Excel Column dialog box specify an Excel column destination Field Column Bill Paid Maps to Excel Column A 25 Under the Unmapped Fields heading the Amount by category field allows for cross mapping by category For example you can map the total amount for all receipts that are tagged as airline Select Excel Column w amp Field Column Amount Amount totals can be mapped by Category For example you can map the total Amount for all line items with the Category airline to a specific column Map Amount when Category Administration v Under the Mapped Fields heading both the Amount and Category fie
7. reading _Showing and Hiding Columns To assign a tax category for a receipt or document do the following 1 In the Receipt or Document Organizer select either a receipt in the Receipt Grid or a document in the Document Grid 2 Click on the down arrow in the Tax Category cell to view and select a tax category from the pre defined values Using the Quick Tips Box If you are unsure about the meaning of a particular tax category you can select it in the Receipt Organizer and then look in the Quick Tip box that 122 appears in the Additional Field Info section at the bottom of your screen The Quick Tip section will display a helpful description of the tax category you have selected and a link to the appropriate IRS website How do I import and export documents NeatWorks allows documents to be exported in a variety of formats e Document Folder File for sending a folder of documents to other NeatWorks users e PDF e CSV comma separated values typically used for MS Access and Excel e RTF Rich Text Form typically used for MS Word e HTML for web publishing You will find the following related topics addressed in this section e Sharing Documents with other NeatWorks Users e Exporting Documents to other Format Types e Importing Documents Sharing Documents with other NeatWorks Users It is easy to share documents with other NeatWorks users To do so 1 Select the documents s or folder s you want to e
8. Exporting to Excel Exporting to CSV Comma Separated Values Exporting to RTF Word PDF or HTML Exporting QIF Files to Quicken 2004 and Earlier Exporting QIF Files to Quicken 2005 and Later Exporting OFX Files to MS Money Exporting to QuickBooks Importing Folders It s easy to import a folder that has been emailed to you from another NeatWorks user To do so 1 2 Download the nrx or zip file taking note of where you are storing it Do one of the following e Navigate to the folder containing the nrx file and double click on the file s icon NeatWorks will start automatically and import the file 20 3 e If NeatWorks is already running choose Import gt Receipt Folder File from the toolbar navigate to the folder containing the nrx file and select it The imported folder row s appears in the upper grid nrx file can contain one or more folders of receipts The receipts contained in those folders will be visible in the lower grid NOTE If the nrx file has been compressed into a zip format you ll need to unzip it before importing Generally unzipping can be done right dicking the file and choosing Extract or Unzip Emailing a Folder The Email Folder link is the fastest way to send a NeatWorks folder to another NeatWorks user The link automatically opens an email message containing the attached NeatWorks folder file All that s left to do is address the message a
9. Welcome to NeatWorks Welcome to version 4 0 of NeatWorks software We re happy to announce the following new or enhanced features with this release New User Interface The menus and toolbars have been redesigned to make the application faster and easier to use e Quick Scan Center Using a batch type scanning process you can quickly and easily scan documents receipts business cards and even create PDF files without first launching the NeatWorks application e Inbox The Inbox is where your scanned items display so that you can verify edit and or add notes before filing them in the appropriate organizer folder e Filmstrip View The Filmstrip is used for viewing multi image items in the image viewer of each organizer If an item includes multiple images the filmstrip displays at the bottom of the image viewer allowing you to quickly scan through pages If you click on a thumbnail in the filmstrip it becomes the main image displayed e Keyword Search and Advanced Search Use keyword search to find information by typing in words in the search box or use Advanced Search by selecting multiple criteria to drill down and find the receipt business card and document information you need e Archive The new Archive feature enables you to zip and save information outside of the NeatWorks application for future retrieval This will improve application speed as you archive old data sets outside the NeatWorks database e PDF A new
10. 1 Navigate to the location where the database file is stored and click open If this backup file is not compatible with your version please contact Customer Support NeatWorks Restore Database For tips on keeping your current data click here Click Continue to proceed with the restore q Note NeatWorks will close during database restoration but the restoration process will continue to run in the background Please do not stop the database restoration process You will see a dialog box when the restoration is complete 2 From the Tools menu choose Database gt Restore The window displays the date of the last backup and warns you that any new data after that date will be erased 4 Click Continue to restore the database w 4 Select the database backup file you wish to restore from Keeping in mind that any new data added after that date will be deleted 5 Click Open Note If you receive a Problem while performing database restoration message while performing the database restoration please call Customer Support for assistance This message does not mean that you have lost any data Rather it means that the search index encountered problems during the database restoration process and as a result you may need to restore the index Scanner Maintenance This section describes how to calibrate and clean your scanner s Calibration 138 e Calibrating your Neat Mobile scanner e
11. If you scan a receipt and want to view it from a different orientation you can rotate the image much as you would in any other image editing tool You can do so both in the Inbox prior to filing the receipt or in the Receipt Organizer once you have filed the receipt To rotate a receipt image in the I nbox 1 Click Review and File 2 On the Review screen click the rotate icons 3 Repeat as necessary until the scan is upright To rotate a receipt in the Receipt Organizer 1 Inthe Receipts Grid select the receipt you want to rotate 2 Inthe Receipt Image area click the rotate icon 3 Repeat as necessary until the scan is upright Zooming In or Out of a Receipt I mage If you scan a receipt and want to see specific portions of the image more easily you can always zoom in or out of the image You can do so both in the Inbox prior to filing the receipt or in the Receipt Organizer once you have filed the receipt To zoom in or out on a receipt image in the I nbox 1 Click Review and File 2 On the Review screen click the zoom in and zoom out icons To zoom in or out on a receipt image in the Receipt Organizer 48 1 Inthe Receipts Grid select the receipt you want to zoom in or out on 2 Inthe Receipt Image area click the zoom in zoom out icons Viewing a Receipt in Full Screen Mode If you want to see a much larger view of your receipt image you can view the image in full screen mode To do so 1
12. User The Personalize dialog box opens with the User tab selected pictured below 2 Modify the User Profile fields as desired keeping in mind the following To hide a field click the checkbox next to it to remove the checkmark e To include a field click the checkbox next to it to add the checkmark 3 Inthe Personalize dialog box click on OK to apply the changes and close the dialog box NOTE You must use the Personalize gt User Profile dialog box to modify a User Profile The User Profile Information Tab cannot be used for this purpose 41 M Company W CoName id B SCLC Cid E Location M webadres o o E employeeiD Gopo Loo Working With Receipts The goal of this section is to help you learn how to work with receipts We ll cover how to edit sort clear delete split email export import and personalize receipt information The Receipts organizer is shown below 42 Fe Edt Tos Heb a neat Inbox Receipts Business Cards Ge Qm Goon Eros Ca nx 96 29 Sch C 2006 07 Mess an m Receipts Grid Filmstrip Area we Additional Field Info Fokder Folder Kame z a 5 A Additional Info Area lo ulul xl ale e How do I scan a receipt e What can I do with my receipt images e How can I work with receipt rows e Where is my information e Can l split sort and print receipts e How do import and export receipts e Wh
13. up arrowhead pictured below indicates ascending sort order A Z oldest date to newest date e A down arrowhead pictured below indicates descending sort order Z A newest date to oldest date e Click once on a column heading to sort in ascending order click again to sort in descending order e The default sort order for rows is by Date Created descending Document Title Document Date Tuscan Tomato Herb Sa 8 1 2006 Document Title Document Date Chocolate Strawbery Coa 8 1 2006 Chocolate Strawbery Co 8 1 2006 Tuscan Tomato Herb Sa 8 1 2006 Sorted by document date Sorted by document date Ascending order Descending order Multiple Sort Order The Sort dialog box can also be used to sort by more than one column 1 To sort the Documents Grid by multiple columns go to Tools gt Sort gt Documents 2 Inthe Sort dialog box pictured below select a column heading from the Sort by dropdown list and then choose subsequent columns from each Then by dropdown list 3 Click on OK to perform the sort 115 i Clearing Documents Rows The Clear All Grids command under the Edit menu clears all rows in both the folder and documents grids This would be useful if you were finished reviewing a set of folders and documents and wanted to clear the slate to work with a different set of folders and documents NOTE The Clear All Grids command does not delete or amp remove info
14. 1 To set up a cash account in Quicken for importing choose New gt New Quicken Account 2 Choose This account is not held in a financial institution 3 Select Cash as the account type Be sure that you DO NOT choose checking savings or credit card 4 Type a name for the account Exporting a QIF File from NeatWorks Before exporting the QIF read this quick tip 1 Select the receipt s or folder s you want to export 2 From the Toolbar choose the Export gt QIF Quicken 3 Do one of the following e To export all of the receipts in the selected folder click the Selected Folder All Receipts radio button e To export only the receipts that are currently selected click the Selected Receipts radio button 32 4 Click on Continue Navigate to the desired destination location on your computer type a name for the file and then click on Save The exported file will be saved with the qif extension 6 Start Quicken and select the newly created Quicken Cash Account from the Cash Flow Center Choose File gt Import gt QIF 8 Navigate to the folder containing the file you exported in step 5 When the import is complete you can move the transactions into any other Quicken account you wish Tips for Working with QIF Files Be sure that your Category names in NeatWorks match the Category names in Quicken EXACTLY For example consider adding an Auto Fuel category in NeatWorks and assigning that
15. 11 12 13 14 15 If you ve selected Columns and I mages or Columns in step 5 make additional column selections under the Column Options heading and skip to step 8 If you ve selected Columns and I mages or I mages Only in step 5 make additional image selections under the Image Options heading Under the Select Formatting heading choose whether to include a cover page comments or page numbers By default all options are checked to be included Select Range 1 Selected Folder All Visible Receipts O Selected Receipts Select Output Columns and Images Columns Only O Images Only Column Options Image Options Current Column Widths Real Image size in current order Auto Size Column Width Real Image size reordered for optimal page layout Wrap Text Image Scaling Scale To Fit Crop To Fit J Alternating Line Colors Off x per page in current order Select Formatting Cover Page Comments Page Numbers Image Captions Paper Size Letter 8 5 x 11 Click for additional information regarding printing widths o m Under Image Scaling choose either Scale To Fit or Crop To Fit Click Preview to preview the exported data file Click Export to export the data file Use the Save In dropdown list to navigate to the folder in which you want to save the exported file In the File name field type a name for the exported file In the Save as type dropdown list leave the default file ty
16. A least one character must precede the wildcard In other words the wildcard symbol cannot be the first character of the search For example Correct restaurant Incorrect restaurant 3 With your cursor still in the Search box press Enter Tip The more information that precedes the wildcard the faster your search results will be returned This is because you re giving the search engine more detailed information which allows it to return accurate results more quickly For more information on searching see Searching for a Keyword Conducting an Advanced Search The Advanced Search capability enables you to drill down and locate more specific information about your receipts business cards and documents Each organizer has an Advanced Search feature Receipts 1 Click the Advanced Search button on the upper right side of the Receipt Organizer screen The following screen displays Q Advanced Search EJ Select what you are EJ Select a field and define criteria looking for Cancel Search Receipts Looking at Amount x C Folders Retum results with a value using asingle criteria Greater Than w s0 00 w 59 2 Choose whether you want to search your receipts or folders by selecting the appropriate radio dial 3 Click the dropdown menu and select whether to use single or multiple criteria for your search 4 Click the dropdown menu and choose the criteria you wish to use If you
17. Calibrate and follow the on screen instructions Problem Little Data Population in the Receipt Grid DescriptionOnly one field on average is being recognized even on clean typical receipts Solution Recalibrate From the Quick Scan Center click Calibrate and follow the on screen instructions Problem No Data Population in the Receipt Grid Description No fields e g date or amount are recognized on any receipts Solutions 1 If the software does not appear to be populating receipt or business card data after a scan the scanner may not be providing a usable image to the OCR engine You may need to recalibrate your scanner From the Quick Scan Center click Calibrate and follow the on screen instructions 2 For Windows XP users only if the image is clear and the scanning process appears to take a long time this problem may be caused by a conflict between the OCR engine and a Windows component called Data Execution Prevention If you re using global Data Encryption Prevention you must add NeatWorks exe to the list of exemptions You may do this by going to Control Panel gt 146 System gt Advanced gt Performance Settings gt Data Execution Prevention Problem Wide Black Band Through I mage barre Store 448 Example SolutionScanner is likely defective call Technical Support at 1 866 NEAT REC 1 866 632 8732 From outside the United States call 1 215 382 3300 Where can I find support and get upd
18. Contacts Grid can be placed in any order you wish To move a column simply drag its heading to the new location NOTE The Attached column in the Contacts Grid cannot be hidden or moved Resizing Column Widths Columns within the Contacts Grid can be resized by doing one of the following e From the Tools menu choose Auto Size Column Widths e Position the cursor on the line between two column headings and drag left or right Alternatively double click to auto resize Understanding the Attached Column I cons The Attached column in the Contacts Grid indicates whether a scanned image is associated with that contact row as shown below Contact without scanned image Quick Contact Contact with scanned image gt NOTE The Attached column in the Contacts Grid cannot be hidden or moved Using the Document Organizer The NeatWorks Scanner can be used to scan any paper based document including contracts warranties articles recipes and more allowing you to store such documents electronically and discard the paper versions Once a document is scanned you can add and edit information in the Quick Scan Center After you ve 103 filed a document in the Document Organizer a new row is added to the Documents Grid where you can also add and edit information in each document row You can also add comments to a row The goal of this section is to help you learn how to work with the Document Organizer You
19. Image as a New Document e Importing Additional Images into a Document Row e Combining Documents e Separating a Multi Page Document e Copying and Pasting a Document e Printing a Document Image e Deleting a Document Image e Saving a Document as a Graphic File e Emailing a Document Rotating a Document I mage 105 If you scan a document and want to view it from a different orientation you can rotate the image much as you would in any other image editing tool You can do so by using the Quick Scan Center or the image viewer in the Documents organizer To rotate a document image 1 Inthe Documents Grid select the document you want to rotate 2 Inthe Image Viewer click the Rotate Clockwise or Rotate Counter Clockwise icon 3 Repeat as necessary until the scan is upright Zooming a Document I mage If you scan a document and want to see specific portions of the image more easily you can always zoom in or out of the image To zoom in or out of a document image 1 Inthe Documents Grid select the document you want to zoom in on 2 Click the zoom in or zoom out icon 3 Repeat step 2 as necessary HINT To return zoomed images to their original size choose Zoom All Images to Default Size from the Image menu Viewing a Document in Full Screen Mode If you want to see a much larger view of your document image you can view the image in full screen mode To do so 1 Inthe Documen
20. Tax Organizer reports 3 Under the Step 2 heading check one or more report types TIP Check the Tax Form Summary report to view tax information organized by Form 1040 Schedule A Schedule B Schedule C Schedule D Schedule E Form 2106 Form 2441 Form 3903 Form 8829 Form 8839 Form 8863 Form W2 G 4 Under the Step 3 heading choose specific folder types from which to run the reports If you do not select an option the Select All option will be selected for you 5 Click on the Report s button to run reports in the NeatWorks Tax Organizer Click on the TurboTax File button to export tax information to a TXF file 130 format which can then be imported into TurboTax and other popular tax preparation programs What can I do with tax reports The Tax Organizer allows you to generate and keep open multiple reports The following topics describe how you can work with reports e Zooming a Report e Navigating in a Report e Viewing Corresponding Receipts e Viewing Corresponding Documents e Printing a Selected Report e Exporting or Printing Multiple Reports e Emailing a Tax Report The report window provides a toolbar for easy viewing zooming and navigating The toolbar is pictured split below Tax Organizer Report Toolbar Left Side PF View receipts from report View documents from report Tax Organizer Report Toolbar Right Side Zoom Out Zoom Combo Zoom In Page Tot
21. To set all columns to their default widths go toTools gt Auto Size Column Widths gt Receipts Columns 74 To manually resize column widths position the cursor on the line between two column headings and when you get the double arrow cursor press and drag your mouse to the right or left Alternatively to auto resize the column to its default width again position the cursor on the line between two column headings and when you get the double arrow cursor just double click with your mouse to auto resize it Modifying a Column or Field Name If the default column and field names are not specific enough for your purposes you can modify them as needed To modify column and field names do the following 1 From the Toolbar select Personalize gt Column Field Names pictured at the bottom of this page Under the Step 1 Select a Column or Field Name heading select the field name you want to change Under the Step 2 Edit the Column or Field Name heading click the Use Custom Name radio button Type the new field name in the Use Custom Name field Click OK NeatWorks must be restarted for the change s to take effect NOTE To retum a field name to its default setting use the above instructions but in step 3 click inthe Use Default Name radio button 75 Folder Selection Step 2 Edit The Column Or Field Name ee Det Nane C wom What follows is a comprehensive list of column and field names
22. and close the dialog box NOTE Pre loaded values in the Payment Category and Folder Type lists cannot be deleted 73 Can I personalize columns and fields You can personalize columns and fields in the Receipts Grid by showing hiding columns moving columns resizing column widths or modifying a column or field name These tasks are described in the following topics e Showing Hiding Columns e Moving Columns e Resizing Column Widths Modifying a Column or Field Name Understanding and Modifying User Rules Understanding the Attached Column Icons Showing and Hiding Columns By default not all columns are displayed in the Receipts Grid but you can choose to show or hide columns as needed 1 From the Tools menu choose Show Hide Columns gt Receipt Columns 2 Select an unchecked item in the menu to add it to the grid OR Select a checked item in the menu to remove it from the grid You can always add it back later NOTE You can also Show Hide columns in the Receipts Grid by right dicking on any column heading and making a selection from the shortcut menu Moving Columns Columns within the Receipts Grid can be placed in any order you wish To move a column simply use your mouse to press and drag its heading to the new location Note The Folder Number and Attached columns cannot be moved Resizing Column Widths You can resize column widths to your liking e
23. as shown in the image above and click Calibrate e f you can t find your calibration sheet you can print a new one by clicking Print Calibration Sheet shown in the bottom left corner of the Calibration dialog box above If you can t print from your computer you can also click Restore Default Calibration Values in the bottom left corner of the dialog box e When calibration is complete a dialog box appears that says The Neat ADF scanner has been successfully calibrated This means that the scanner has successfully carried out the process of calibration however if upon scanning you notice that your scans appear faint or don t look quite right you may need to recalibrate 6 Put the calibration paper back in the Welcome Kit for safe keeping 7 Once calibration is complete you may resume scanning Cleaning the Neat ADF Scanner Follow these instructions to properly handle and clean your Neat ADF scanner You may also view a video tutorial at_http www neatco com clean scanner 1 Turn off the scanner and disconnect the power cord 2 Dampen the provided cleaning cloth with isopropyl alcohol 95 Do NOT use water Do NOT use abrasive cleaners 140 3 Open the scanner by pushing the lever down on the front right side Figure 1 4 Clean the feed roller amp paper pad Figure 2 e Gently push the paper pad mechanism to the left and lift it gently until you feel resistance Figure 2b 141 e Squee
24. be split into the designated number of items and each item will be shown in its own row An identifying number will automatically be generated in the Split ID column of the Receipts Grid so you can easily identify which items belong to the split receipt amp NOTE The Split ID column is hidden by default To view this column right click on any column heading in the Receipts Grid and choose Split ID from the shortcut menu Moving a Split Receipt to Another Folder You can also move a Split receipt to a different folder To do so Select the receipt row s you want to move Select the Move link on the upper right side of the Receipt grid Select the folder you want to move the receipt row s to Click Select ae ee ae What are Scan To PDF and Export To PDF You can use Export To PDF to create searchable or non searchable PDFs from items you already have in NeatWorks Export To PDF has two options that are discussed in this topic Export To PDF Report and Export To PDF Searchable these options are accessed via the Export To button on the toolbar as shown below This topic answers some common questions about these PDF features To learn more about the Export To PDF options see Using Export To PDF To learn more about Scan To PDF see Using Scan to PDF What are the advantages to using Export To PDF Searchable and Scan To PDF Export To PDF Searchable and Scan To PDF both produce what is referred to as
25. documents by combining them To do so 1 Inthe Documents Grid select the documents you want to combine NOTE The last row you select in the grid indicated by an arrow on the left side of the row will be used as the destination row for the newly combined documents 2 From the Edit menu choose Combine Documents J Combine Selected Rows Xl The 2 Receipts you have selected will be combined into the active row The active row is indicated by an arow gt to the very left of the row All images will be combined However only active row data will be saved i e grid amp Information Tabs data 3 Click Combine The rows will be combined E NOTE When combining rows all images will be combined however only the Documents Grid data for the last row you selected will be preserved 107 Separating a Multi Page Document If you have a very long document and either want to make it into a new document or make it into individual documents you can do so as follows L 2 3 In the Documents Grid select the multi page document you want to separate Go to Edit gt Separate Multi Page Document In the Separate Multi Page Documents submenu choose one of the following e Make Current Image into a New Document to make a separate document from the image currently being viewed in the Image Viewer e Make All I mages into Individual Documents to break each image into its own separate document Co
26. find the following topics addressed in this section Creating a New Folder Selecting Grid Rows Viewing Multiple Folders Simultaneously Editing Cells in a Folder Adding Comments to a Folder Deleting a Folder Clearing Folder Rows Creating Expense Reports Splitting a Receipt Across Multiple Folders Moving a Split Receipt Row to Another Folder Creating a New Folder To get started you will need to create a new folder You can do so in two ways e Click New while in the appropriate bin of the Inbox e Select New gt Folder from the organizer toolbar Selecting Grid Rows Each time a new folder is created a new row appears in the top grid Selecting rows within this grid is very similar to selecting rows in other programs that use spreadsheet type layouts e To select a single row click any cell in the row e To select multiple adjacent rows click in the first row you want to select then hold down the Shift key and click in the last row you want to select e To select multiple non adjacent rows click in the first row you want to select then hold down the Ctrl key and click in each row you want to select amp NOTE A selected row has a blue background A selected cell has an orange background When multiple rows are selected the row containing the active cell displays an arrowhead at the beginning of the row to show focus Viewing Multiple Folders Simultaneously You can view receipts i
27. folders e Click the pin icon pictured below in the Pin column to pin multiple folders or e Choose Edit gt Pin All Folders to quickly pin all folders How do I find my information If you ever have trouble finding your information you can use the Find and Search options available in NeatWorks Find Missing Key Data in Folders and Receipts e Use the Search feature Finding Missing Key Data in Folders and Receipts e To find folders that are missing Period End values choose Tools gt Find Folders Missing Key Data e To find receipts that are missing Vendor Name Receipt Date Amount Payment Type or Category values choose Tools gt Find Receipts Missing Key Data How do I use the Search feature NeatWorks allows you to search any text in your receipts contacts and documents The Search feature not only retrieves information that you ve entered manually but also retrieves text from scanned items which means it can read OCR text or the text in your scanned images The image below shows the Search area as it appears in the Receipts Organizer but it appears in the same location in the Business Cards and Documents Organizers as well The Search feature is not present in the Tax Organizer 56 Scan Settings PDF SCAN m ey Type your search here Advanced Search If you want to search for any and all receipts from Business XYZ but aren t sure how many receipts you have when you s
28. highlighting them and click File Selected 5 You can now scan additional items if desired by clicking the Scan or PDF buttons on the upper right side of the screen Using NeatWorks Folders When you think about a folder on your computer you might think of a typical file folder or the icon associated with it but in NeatWorks a folder is actually represented by a row of information Folders are used in the Document Organizer and the Receipt Organizer in NeatWorks The Business Card Organizer does not use folders To learn more about folders see Working with Folders NEATRECEIPTS 2007 Working with Folders The goal of this section is to help you better understand how folders work in NeatWorks as well as how to work with folders in what is called the Folders Grid or the upper grid of the Receipt Organizer In the Folders Grid each row corresponds to a folder That is when you think about a typical folder on your computer you might think of those file folder icons associated with them but in NeatWorks a folder is represented by a row of information Each row is actually a folder and all the information you scan gets filed into an existing or new folder You will find the following topics addressed here e What is a folder e What can I do with folders e How can I find my folders e How dol import and export folders e How dol run a folder report e Can personalize columns and fields What is a fol
29. in the Receipt Organizer 76 Columns and Fields inthe Receipt Organizer Date Created Lower amp Upper Grid Columns Folder Detail Upper Grid Column Folder Label Upper Grid Column Folder Type Upper Grid Column GSTYHST Lower Grid Column Last Modified Lower and Upper Grid Columns Location Upper Grid Column Paid By Coa Lower Grid Column Payment Type Lower Grid Column Period End Upper Grid Column Period Start Upper Grid Column Project Lower amp Upper Grid Columns PST OsT Lower Grid Column Purose Upper Grid Column Receipt Date Lower Grid Column Reimbursable Lower Grid Column Split ID Lower Grid Column Tax Cahegary Lower Grid Column Total Amount Upper Grid Column Total Bill Paid Upper Grid Column Total Billable Upper Grid Column Total GST HST Upper Grid Column Total Paid By Co Upper Grid Column Total Personal Upper Grid Column Total PST SOST Upper Grid Column Total Reimbursable Upper Grid Column Total Sales Tax Upper Grid Column Tran ID Lower Grid Column 77 Understanding and Modifying User Rules The NeatWorks program employs a few simple user rules that help to automate the scanning process and customize your own experience of the software These rules can be personalized to suit your needs There are four main categories of user rules Auto Populate Rules f checked when a new row is created i
30. in this section Select a receipt row Edit receipt row cells Add comments to receipts Adding a new receipt row Move a receipt row to another folder Move a receipt row to the Document Organizer Delete a receipt row View receipts together from multiple folders Selecting Receipt Rows Selecting rows in NeatWorks is very similar to selecting rows in other programs that use spreadsheet type layouts To select a single row click any cell in the row The selected row has a blue background 52 e To select multiple adjacent rows click in the first row you want to select then hold down the Shift key and click in the last row you want to select e To select multiple non adjacent rows click in the first row you want to select then hold down the Ctrl key and click in each row you want to select Editing Receipt Row Cells Anytime you need to modify information in a receipt row you can do so by editing your receipt row cells as follows 1 Inthe Receipts Grid click the cell you want to modify 2 Edit the receipt s expense information as needed keeping in mind the following To add a vendor name simply click a receipt s Vendor cell and type the name The vendor name will automatically be added to the vendor name database and recognized the next time you scan a receipt with that name Information in the Receipt Row Number Date Created Last Modified Attached and Split ID columns is generated automatical
31. ll gain a better understanding of the document scanning process how to work with document images and how to edit sort clear delete combine email export and import Document Organizer row information You will also learn how to modify the Document Organizer Grid columns and personalize user lists and rules You will find the following topics addressed here e Exploring the Document Organizer Window e How do scan a document e What can do with document images e How dol set up document folders e How can work with document rows e Where can find my saved documents e How do print documents e Can personalize document columns and fields e How dol import and export documents Exploring the Document Organizer Window To access the Document Organizer click on the Documents tab The Document Organizer window is easy to navigate once you become familiar with its various screen areas 104 Fonte ioe fossam ote Porost Ent Experse Repert berena Tree Teressa Folder Grid Cegory a Docurert pce Sameha tnwe vives ee Additional Info Area What can I do with my document images Once you scan your document there are many ways to work with the image You will find the following topics addressed in this section e Rotating a Document Image e Zooming a Document Image e Viewing a Document in Full Screen e Rescanning a Document e Changing the Order of Multiple Scanned Images e Importing an
32. one character must precede the wildcard In other words the wildcard symbol cannot be the first character of the search For example Correct restaurant Incorrect restaurant 3 With your cursor still in the Search box press Enter Tip The more information that precedes the wildcard the faster your search results will be returned This is because you re giving the search engine more detailed information which allows it to return accurate results more quickly For more information on searching see Searching for a Keyword How do I import and export contacts NeatWorks makes it easy to exchange contacts in a variety of convenient formats The following topics describe the different ways that you can exchange your contacts e Exchanging Contacts with other NeatWorks Receipts Users e Choosing to sync with Plaxo or MS Outlook e Syncing Contacts with Plaxo e Syncing Contacts with MS Outlook e Exchanging Contacts Using vCards 93 e Exporting Contacts to PDF or RTF MS Word e Exporting to CSV Comma Separated Values Exchanging Contacts with other NeatWorks Users It s easy to exchange contacts with other NeatWorks users To import contacts from a NeatWorks file 1 Open the email containing the NeatWorks file and save the nrt or zip file to your computer 2 From the Toolbar choose Import gt Contact File To export contacts to a NeatWorks file 1 Inthe Contacts Grid select the Con
33. page business card each page will be saved as a separate image and each filename will include the page number of the image To save a business card as a graphic file do the following 1 Click in the Contact Image area with the right mouse button 2 From the menu that displays when you click your right mouse button choose Save Current Visible I mage As to save the current image in the Image View or choose Save All Images of Selected Contact As to save the front and back of business cards The Save I mage As dialog box opens 3 Chose a file type from the Save as type dropdown menu Navigate to the appropriate destination folder where you want to save the image 4 Type a name for the image in the File name edit box How do I find my contacts NeatWorks provides three ways to find your saved receipts and other information As the following topics describe you can e Use Find Contacts to locate a contact by Last Name First Name or Company Name with just a few quick clicks e Use Advanced Search to search by any field in the Contacts Grid 90 Using Find Contacts The Find Contacts panel stretches across the top of the Business Organizer making it quick and easy to find contacts fast You can use Find Contacts to locate a contact by Last Name First Name or Company Name Choose to search Click on a letter or by last name first number to quickly list name or company contacts beginning with name that let
34. q Type your search here Advanced Search Note The search engine recognizes certain fields within each organizer and is programmed to easily retrieve information from these fields when searched upon Listed below are the recognized fields for each organizer In addition the search engine will look for and retrieve information in your scanned images Receipt Organizer fields recognized by Search e Category e Client Payment Type e Project e Tax Category e TranlD User e Vendor Document Organizer fields recognized by Search e Category e Client e Document Title e Document Type e Folder Type e Project e Tax Category e Topic e Unused Document Text 1 e Unused Document Text 2 Business Card Organizer fields recognized by Search e Category e Client 92 e Project e Payment type e Tax ID e Tax category e User e Vendor For more information on Search see Searching with the Wildcard Searching with the Wildcard The wildcard lets you search for terms with missing pieces but still find matches For example if you re unsure whether you ve spelled a word correctly you can use the wildcard to find the closest match and any other related results The symbol for the wildcard is an asterisk To conduct a wildcard search 1 Click in the white box to the left of the Search button as shown in the image below 2 Enter a search term followed by the wildcard symbol for example restaurant Note A least
35. rows are currently sorted by e An up arrowhead pictured below indicates ascending sort order A Z oldest date to newest date e A down arrowhead pictured below indicates descending sort order Z A newest date to oldest date e down arrowhead pictured below indicates descending sort order Z A newest date to oldest date e Click once on a column heading to sort in ascending order click again to sort in descending order The default sort order for rows is by Date Created descending Receipt Date 3 8 2006 Receipt Date 7 14 2006 5 7 2006 5 25 2006 6 22 2006 6 22 2006 Sort by Date Ascending Sort by Date Descending Multiple Sort Order The Sort dialog box can also be used to sort by more than one column 1 To sort the Receipts Grid by multiple columns from the Tools menu choose Sort gt Receipts 2 Inthe Sort dialog box pictured below select a column heading from the Sort by dropdown list and then choose subsequent columns from the two Then by dropdown lists 63 Grid is sorted first by Vendor ascending and then by Receipt Date ascending Splitting a Receipt into Multiple Transactions The Split Receipts command lets you expense portions of a receipt to different clients or projects For example if the lodging costs of your hotel bill are to be paid by the client but any meals or business expenses are to be reimbursed by your company you can split the bill into t
36. should use this feature when you are pretty sure you won t need to search select copy or paste text from the PDF You must use this option when creating an expense report Selecting Expense Report PDF will open the Export Choices dialog box shown below 1 Inthe Receipt or Document Organizer select the receipts s document s or folder s that you want to export 2 On the toolbar click Click Export gt PDF Report 17 3 The Export Choices dialog box will open as shown below Select Range Selected Folder All Visible Receipts O Selected Receipts Select Output Columns and Images Columns Only O Images Only Column Options Image Options Current Column Widths Real Image size in current order Auto Size Column Width Real Image size reordered for optimal page layout Wrap Text Image Scaling Scale To Fit Crop To Fit J Alternating Line Colors g O per page in current order Select Formatting Cover Page Comments Page Numbers image Captions Paper Size Letter 85x11 x Click for additional information regarding printing widths Under the Select Range heading click the Selected Receipts button to export only those rows selected in the Receipts Grid or leave Selected Folder All Receipts selected to export the entire folder Under the Select Output heading choose whether you want Columns and Images Columns Only or Images Only to be exported The default is Column
37. side any organizer screen When scanning is complete the Quick Scan Center will process the image s which can then be reviewed and filed from within the Inbox How can I work with contacts Each time a business card is filed into NeatWorks a new row is added to the Contacts Grid You can also manually add a new contact edit information directly in a row or in the Contact Information area delete sort or print contacts as well as add action items or notes to contacts The following topics describe the ways in which you can work with contacts Selecting a Contact Row Editing Contact Information Adding a Contact without Scanning a Business Card 82 e Deleting a Contact e Sorting the Contacts Grid e Printing a Contact e Adding an Action Item for a Contact Selecting a Contact Row Selecting rows in NeatWorks is very similar to selecting rows in other programs that use spreadsheet type layouts e To select a single row click any cell in the row e To select multiple adjacent rows click in the first row you want to select then hold down the Shift key and click in the last row you want to select e To select multiple non adjacent rows click in the first row you want to select then hold down the Ctrl key and click in each row you want to select NOTE A selected row has a blue background A selected cell has an orange background When multiple rows are selected the row containing the active c
38. the Folder Type s to include in the report amp NOTE The report will be run on all receipts in the database not just the receipts currently showing in the Receipts Grid Under the Step 2 heading define the date criteria according to Receipt Date to narrow the scope of the report Type dates in MM DD YYYY format or click on the dropdown menu to select from a calendar Under the Step 3 heading select the preferred detail level Summary or Detailed Detailed reports provide line item information for each receipt Click on Run Report to close the Reporting Wizard dialog box and run the report After you run a report it opens in its own separate window 69 Follow the steps below to setup your report Note that more accurate results can be obtained by verifying that you have date and amount values entered for all records before running your report Step 1 Select the Folder Type s to include in the report IV Select All Step 2 Define Receipt Date criteria to narrow the scope of the report Include Receipts with a Receipt Date value Between v the dates 8 11 2008 x and 8 24 2008 x Step 3 Select the detail level Summary Detailed Run Report Saving a Report To save a report do the following 1 Select a file type from the Save Export Report As dropdown list 2 Click Go 3 Navigate to the folder you want to save the file in 4 Type a name in the File name fiel
39. workflow makes scanning to PDF faster and easier while the image quality of scans has been improved Before getting started we recommend taking a moment to familiarize yourself with our help system Even seasoned NeatWorks users may benefit from reviewing information about our new features and how the software works We appreciate your support and are committed to providing solutions that organize your paper and simplify your life 2008 The Neat Company Getting Started What do need to know NeatWorks is a scanner and software solution that helps you organize your paper Receipts bills medical forms business cards everything It scans analyzes and organizes your paper and stores it all in a database on your computer There are a few basic concepts that will help you better understand how to use NeatWorks Before getting started it may be helpful to review our answers to the following questions about folders scanning and finding your information e Where can get support and updates e What are folders and why do need them Using the Quick Scan Center The Quick Scan Center enables you to quickly and easily scan documents receipts business cards and even create PDF files without first launching the NeatWorks application To do so perform these steps 1 Start the Quick Scan Center by selecting Start gt All Programs gt NeatWorks gt Neat Quick Scan Center as shown below m Symantec Chen y aA Microsof
40. 0 days Alternatively you can have NeatWorksback up the database automatically instead of just reminding you to do it To change your automatic backup options from the Toolbar go to Personalize gt Backups e To change the frequency of the reminder type a number in the Remind me to backup the NeatWorks database every days field Alternatively use the up and down arrows to change the number e To have NeatWorks automatically perform the backup for you click the Automatically backup the database using the following options checkbox and select from the available options 135 Backing Up the Database Manually When the database reminder prompts you to perform a backup choose Tools gt Database gt Backup Browse to the appropriate location on your hard drive and save the back up file with the default nrbak file extension You can also back up the NeatWorks database anytime you wish by following these same steps Scheduling Automatic Database Backups Backing up your database is the simplest and best way to ensure that all your information is saved should anything happen to your computer By default NeatWorks reminds you to backup your database every 30 days but you can also have NeatWorks backup the database automatically 1 To set up automatic backups select Personalize gt Backups from the Toolbar Personalize User Rules Lists Column Field Names Export Mapsi SS Se Folder Selection
41. 222 300 data Emai etord restco com Close Review Delete File item later screen and item save info 2 If you ve scanned a receipt or a document you will have several filing options after completing your review Business cards are automatically filed in the Business Card organizer You can create a new folder or choose an existing folder for an item Creating a New Folder 1 To create a new folder click New as shown below Receipts 0 2 The following screen displays ar Create New Folder Receipt Folder Folder Name Folder Type v Folder Label vi 3 Type in a folder name 4 Select a folder type by clicking the down arrow and choosing from the list that displays or type in the desired folder type 5 Select a folder label by clicking the down arrow and choosing from the list that displays or type in the desired folder label 6 Click Save 7 Click File Selected to save the scanned item into the folder you created Choosing an Existing Folder 1 You can also choose an existing folder as shown below Receipts 0 File receipts in Choose New 2 The following screen displays 3 Choose the desired folder by clicking on it The selected folder will be highlighted in orange You can sort by Folder Name Folder Type and Folder Label 4 If only one item is in the bin click Review and File if you have multiple items in the bin select those you want to file by
42. 4 Click Open Combining Receipts You can group related receipts by combining them To do so 1 In the Receipts Grid select the receipts you want to combine NOTE The last row you select in the grid will be used as the destination row for the newly combined receipts 2 Click the Combine Receipts link on the upper right side of the receipts grid The receipts will be combined 3 Click Combine The receipts will be combined combined however only the Receipts Gnd data and Information Tabs data for the active row the last row you selected will be preserved a gt NOTE When combining rows all images will be Printing a Receipt I mage If you ever need to provide someone with a printed copy of a receipt or if you need to print a receipt for any other reason you can do so easily J ust do the following 1 Inthe Receipts Grid select the receipt you want to print 2 From the Toolbar choose Print I mages 3 Inthe Print Choices dialog box click Print print settings are automatically selected for you Deleting a Receipt I mage You can always delete a receipt image if need be To do so 1 Inthe Receipts Grid select the receipt you want to delete 50 2 Click Delete on the upper right side of the grid 3 When prompted click Yes to confirm the deletion or No to cancel the deletion NOTE Deleting a receipt image does not delete the receipt row created when the receipt was scanned
43. 57 Scan Settings PDF SCAN m q Type your search here Advanced Search Note The search engine recognizes certain fields within each organizer and is programmed to easily retrieve information from these fields when searched upon Listed below are the recognized fields for each organizer In addition the search engine will look for and retrieve information in your scanned images Receipt Organizer fields recognized by Search Category Client Payment Type Project Tax Category Trani D User Vendor Document Organizer fields recognized by Search Category Client Document Title Document Type Folder Type Project Tax Category Topic Unused Document Text 1 Unused Document Text 2 Business Card Organizer fields recognized by Search Category Client Project Payment type Tax ID Tax category User 58 e Vendor For more information on Search see Searching with the Wildcard Searching with the Wildcard The wildcard lets you search for terms with missing pieces but still find matches For example if you re unsure whether you ve spelled a word correctly you can use the wildcard to find the closest match and any other related results The symbol for the wildcard is an asterisk To conduct a wildcard search 1 Click in the white box to the left of the Search button as shown in the image below 2 Enter a search term followed by the wildcard symbol for example restaurant Note
44. Calibrating your Neat ADF Scanner Cleaning e Cleaning your Neat Mobile Scanner e Cleaning your Neat ADF Scanner Calibrating the Neat ADF Scanner To calibrate the Neat ADF Scanner do the following 1 Remove the calibration paper from the Welcome Kit Note Be sure to use the calibration paper and not the cleaning paper The cleaning paper resembles a dryer sheet while the calibration paper is a thin white piece of paper 2 On the Quick Scan Center screen click Calibrate The following dialog box will appear 139 Scanner Calibration Calibration is required to ensure clear and accurate images Calibration Instructions 1 Locate the calibration paper usually found at the bottom of your box 2 Place the calibration paper face up with arrows visible to you in the scanner Load calibration paper into scanner as shown here Troubleshooting f you do not have calibration paper you can print one out by clicking below Be sure to print the calibration page on standard white 8 5x 11 inch paper View the Scanning amp Imaging troubleshooter by clicking the link below results are still not satisfactory click below to load a default set of calibration values Note this should only be done ff calibration is repeatedly unsuccessful Print Calibration Sheet View Scanning amp Imaging Troubleshooter Restore Default Calibration Values A 3 Load the calibration sheet into the scanner
45. Click the icon on the upper right side of the Receipts Image area 2 A full screen image of the receipt displays You can change your view by clicking the appropriate icon s 3 Click the X icon top right corner to return to normal view Changing the Order of Multiple Scanned I mages If you have multiple images scanned into a single document row you can change the aA order in which they appear and are numbered by clicking the Reorder icon on the bottom of the Document Image area of the Organizer Importing an Image as a New Receipt If you already have an image stored on your computer and would like to add it to a receipts folder you can do the following 1 In the folders grid click on the folder into which you want to import a receipt 2 From the Toolbar choose Import gt Import as New Receipt 3 Navigate to the folder on your computer that contains the image and select it 4 Click Open NOTE If there are no folders in the upper grid a new folder will be created automatically for you Importing Additional I mages into a Receipt Row 49 If you already have an image stored on your computer and would like to add it to a receipts row you can do the following 1 Inthe Receipts grid select the receipt to which you want to add another image From the Toolbar choose Import gt Image to Current Receipt Navigate to the folder on your computer that contains the image and select it
46. F Report or RTF MS Word The Export Choices dialog box opens 100 Export Choices DERN i ge ee Oe Ea Select Range Selected Folder All Visible Receipts O Selected Receipts Select Output Columns and Images Columns Only O Images Only Column Options Image Options Current Column Widths Real Image size in current order Auto Size Column Width O Real Image size reordered for optimal page layout Wrap Text Image Scaling Scale To Fit Crop To Fit J Alternating Line Colors 7 x per page in current order Select Formatting Cover Page Comments Page Numbers Image Captions Paper Size Letter 8 5x 11 x Click for additional information regarding printing widths 4 Under the Select Range heading click the Selected Contacts button to export only those rows selected in the Contacts Grid or leave All Contacts in Grid selected to export all of your contacts Under the Set Orientation heading choose a page orientation Under the Set Output heading select your output options Click Preview to preview the exported data file Click Export to export the data file 2 oS oe Use the Save In dropdown list to navigate to the folder in which you want to save the exported file 10 In the Save As dialog box type a file name 11 In the Save as type dropdown list leave the default file type suggested 12 Click Save Exporting to CSV Comma Separated Values 101 NeatWorks allows you to export
47. If you do not already have an Excel Template file you can quickly create a new one by following these steps 1 Launch MS Excel 2 If using a NeatWorks sample Excel map label three worksheets with the following titles Folder Receipt Images and Comments 3 Type template values Such as an employee name or simply leave the sheets blank 4 Under File choose Save As 5 From the Save type as drop down menu choose Template xIt 6 Navigate to the desired location on your hard drive 7 Click Save To create a new template file in MS Office 2007 1 Follow steps 1 3 above 2 Click the MS Office button select Save As and choose Excel 97 2003 Workbook 3 Navigate to the desired location on your hard drive 4 Click Save 5 NeatWorks will automatically separate the exported data into three separate sheets in Excel segregating receipt data receipt images and receipt comments Under the Step 3 heading specify the destination sheet for each of these data types by entering its corresponding Excel sheet name 6 Optionally under the Step 3 heading click the Details button to specify a starting row for receipt data TIP The default starting row is Row 2 If you have pre E entered column names in row 1 of your template file individual receipt row data will begin in row 2 If however your template has receipt data starting in row 10 you would change the starting row to 10 24 Starting Row
48. Quicken export in 3 0 SP1 to its fullest potential you must teach NeatWorks about your Quicken accounts The easiest way to do that is to generate a QIF file from your copy of Quicken and make sure it includes an account list Import 31 that QIF file into NeatWorks using the File gt Import menu and you ll be able to display a list of your Quicken accounts inside the NeatWorks software After you have imported those Quicken accounts you may use the export option inside NeatWorks and choose a destination account for your transactions inside Quicken This will create a modified version of our standard QIF output which will allow you to bring transactions into checking credit card or savings accounts When you import this QIF into Quicken select the All Accounts option during the import process the QIF file will tell Quicken where to put the transactions without any work on your part Note Quicken only permits OFX QFX files for importing transactions from financial institutions After setting up a cash account in Quicken you would then export the QIF file from NeatWorks For more information see the following topics e Setting Up a Cash Account in Quicken e Exporting a QIF File from NeatWorks e Tips for Working with QIF Files Setting Up a Cash Account in Quicken You need to set up a cash account in Quicken if you want to use the QIF export feature in Quicken 2005 or later To set up a cash account
49. To delete the receipt row as well as the image see Deleting a Receipt Row later in this section Saving a Receipt as a Graphic File NeatWorks alllows you to save a receipt as a graphic file such as aJ PEG GIF BMP PNG or TIF To Save a receipt as a graphic file do the following 1 In the Receipts Grid select the receipt you want to save as a graphic file JPEG GIF BMP PNG or TIF You can save single or multi page receipts When saving a multi page receipt each page will be saved as a separate image and each filename will include the page number of the image In the Receipt I mage area right click your mouse and choose Save Current Visible I mage As from the submenu to save the image currently being viewed or choose Save All I mages of Selected Receipt As to save a multiple page receipt The Save I mage dialog box opens Chose a file type from the Save as type dropdown menu Navigate to the appropriate destination folder where you want to save the image Type a name for the image in the File name edit box For multiple page receipts the page number will automatically be added to the end of the filename Click the Save button Emailing Receipts Receipts are emailed as a group by folder To email your document s to another NeatWorks user do the following 1 2 3 In the Receipts Grid select the receipt s you want to work with Click the Email Folder link on the upper right side of the rec
50. a living PDF There are several advantages to creating a living PDF e The PDF is searchable which means you can search anywhere within the text of the PDF 14 e The PDF is selectable which means you can select copy and paste text from the PDF into a text editor such as Microsoft Word or Notepad e You can save the PDF as other document types e Finally the PDF creation process is quick and easy you don t have to choose from various print options and the PDF always prints one image per page How do Export To PDF Searchable and Scan To PDF differ from Export To PDF Report The more traditional Export to PDF Report feature produces what is referred to as a static PDF Simply put a static PDF is in many ways the opposite of a living PDF it is not searchable or selectable and you cannot save it as another document type Why would I use one method of PDF creation versus the other You should use Export gt PDF Report when you are fairly certain you won t need to search select copy or paste text from the PDF For example many people would choose this option for emailing a contract to someone And in fact NeatWorks requires you to use Export gt PDF Report for creating expense reports this way the expense report you create is easy to send to someone for quick viewing and cannot be edited which makes it more secure On the other hand you ll want to use Export To PDF Searchable or Scan To PDF whenever you
51. acts window then select the contact s and click on Delete e To close the Deleted Contacts window click on the Close button e TO permanently erase all deleted contacts without reviewing them choose Tools gt Empty Deleted Items gt Contacts Click Yes to confirm Sorting the Contacts Grid Rows in the Contacts Grid can be sorted by simply clicking on a column heading Keep in mind the following e Asmall arrowhead in the top right corner of a column heading identifies the column the rows are currently sorted by e An up arrowhead pictured below indicates ascending sort order A Z oldest date to newest date e A down arrowhead pictured below indicates descending sort order Z A newest date to oldest date e Click once on a column heading to sort in ascending order click again to sort in descending order The default sort order for rows is by Date Created descending FirstName Last Mame First Name Last Name Fitzpatrick Spero Fitzpatrick Sorted by last name ascending Sorted by last name descending To sort by more than one column see Multiple Sort Order 85 Multiple Sort Order The Sort dialog box can be used to sort by more than one column 1 To sort the Contacts Grid by multiple columns from the Tools menu choose Sort Contacts 2 Inthe Sort dialog box select a column heading from the Sort by dropdown list and then choose subsequent columns from the two T
52. al Pages mns A OBH apo zla aN z Previous Page Next Page Continuous Find Single Page View Multiple Page View Zooming a Report 131 If you want to see specific portions of your report more easily you can always zoom in or out of it To increase or decrease the magnification of the report e Inthe report toolbar use the Zoom In and Zoom Out buttons e Or type a number in the Zoom Combo field and choose a percentage from the Zoom Combo dropdown list Tax Organizer Report Toolbar Right Side Zoom Out Zoom Combo Page Total Pages uments e OW Previous Page Next Page Continuous Find Single Page View Multiple Page View Navigating in a Report To navigate within a report e Inthe reports toolbar use the Next Page and Previous Page buttons to move consecutively between pages e Or type a number in the Page Total of Pages field and press Enter 132 Tax Organizer Report Toolbar Right Side Zoom Out Zoom Combo Zoom In Page Total Pages Previous Page Next Page Continuous Single Page View Multiple Page View Viewing Corresponding Receipts NeatWorks allows you to easily view all receipts associated with a given tax report in the Receipt Organizer To view corresponding receipts 1 Click the View Receipts from report button e The Receipt Organizer opens e The lower grid will be populated with all associated receipts sorted in the same order in which they a
53. and click Save Click on OK to apply the changes and close the dialog box The new item will appear in the dropdown list of the appropriate column 72 NOTE You can also add list items by typing them directly into cells within the grids Editing an Item in a List Anytime you want to edit an item in a list just go to the Personalize menu and do the following 1 2 From the Toolbar choose Personalize gt Lists Under the Step 1 Select a List heading select the list containing the item you wish to edit Under the Step 2 Select List Items heading click on the name of the list item you wish to edit Click the Edit button Type the new list item into the popup window and click Save Click on OK to apply the changes and close the dialog box The new item will appear in the dropdown list of the appropriate column NOTE Pre loaded values in the Payment Type list cannot be edited Deleting an Item in a List Anytime you want to delete an item from a list just go to the Personalize menu and do the following 1 2 From the Toolbar choose Personalize gt Lists Under the Step 1 Select a List heading select the list you want to work in Under the Step 2 Select a List Item heading click on the name of the item you want to delete NOTE To select multiple items use the Ctrl key Click the Delete button Click Yes to confirm the deletion of the item Click on OK to apply the changes
54. and or Attendees fields Adding text in these fields helps to facilitate future document searches Keep in mind the following e To add information to a field click in the field and begin typing e Notes Address and Attendee fields containing comments will display a small triangle in the upper right corner of the field name Adding a New Document Row Each time a document is filed a new row is added to the Documents Grid Rows can also be added manually without scanning a document To add a new document row 1 Create or select a folder 112 From the Toolbar choose New gt Document Add information in the appropriate columns of the new document row If necessary see Editing Document Row Cells found previously in this section Moving a Document Row to Another Folder If you ever need to recategorize a document because you feel it belongs ina different folder you can move the document row to that folder To do so 1 Select the document row s you want to move 2 Click the Move link on the upper right side of the grid 3 Select the folder you want to move the document row s to 4 Click Select Moving a Document Row to the Receipt Organizer If you ever want to move a document that you ve already scanned from the Document Organizer into the Receipt Organizer you can do the following 1 Select the document row s you want to move 2 Select the Move link from the upper right side of the g
55. ar faint or off balance in any way To calibrate in NeatWorks do the following 1 Remove the calibration paper from the Welcome Kit Note Be sure to use the calibration paper and not the cleaning paper The cleaning paper resembles a dryer sheet while the calibration paper is a thin white piece of paper 142 2 On the Quick Scan Center screen click Calibrate The following dialog box will appear A C 1HH j RETE E v4 alibrate Neat Mobile Scanner N Scanner Calibration Calibration is required to ensure dear and accurate images Calibration Instructions 1 Locate the calibration paper usually found at the bottom of your box 2 Place the calibration paper face up with amows visible to you in the scanner Load calibration paper into scanner as shown here Troubleshooting f you do not have calibration paper you can print one out by clicking below Be sure to print the calibration page on standard white 8 5x 11 inch paper View the Scanning amp Imaging troubleshooter by clicking the link below If results are still not satisfactory click below to load a default set of calibration values Note this should only be done ff calibration is repeatedly unsuccessful Print Calibration Sheet View Scanning amp Imaging Troubleshooter Restore Default Calibration Values 3 Load the calibration sheet into the scanner as shown in the image above and click Calibrate e If you can t find yo
56. as a receipt Scanned item displays in appropriate bin Double Rei click the item to open and Orange highlight review it or click Review pai active and File rh fie San tee heb neat tnbox Receipts business Cards R Ou J if multiple items Click to review and are in the bin file item select the ones you want to file and click File Selected You can click the sign to maximize your view of a bin as shown below Business Cards 1 Click to maximize bin Buenos Carte wad be tied dect rto Pe Dueras Card Orgarmer Gen foed WealPecedpt ehed reatecapt com Maximized bin Beress Caa ml be Mind Daty rte te baresi Card Doros x Click a tab to return to standard Inbox Click to review and file 1 To review and modify any item in an Inbox bin double click on that item or click Review amp File This opens the Review screen as illustrated below The Review screen enables you to adjust or delete the scanned image In addition you can modify the scanned data e g for a business card you might change the name of the contact company name phone number etc You can also choose to file the item now or later Note You can file a Receipt or Document from the review screen or you can file the contents of an entire bin from within that bin in the Inbox Zoom in Quick Contact O First Name Elen Ellen Ford Last Name Ford Co Name Neat Receipts Enter or modify Phone 215
57. ates In addition to the help system there are other ways to learn more about this program e Overview Video Choose Help gt Overview Video e Video Tutorials will help familiarize you with some common tasks in NeatWorks To view the tutorials choose Help gt Video Tutorials e Troubleshooting A troubleshooting FAQ can be found on our Support website Choose Help gt NeatWorks on the Web gt Support e Support Choose Help gt NeatWorks on the Web gt Support e Updates You can check for updates to NeatWorks by visiting this page on our website In NeatWorks you can also go to Help gt Check for Updates e Neat Technical Support is available Monday through Friday from 9 am to 9 pm EST Telephone 1 866 632 8732 Email support neatco com 147
58. ble Paid by Co Personal Reimbursable or Bill Paid and client Business amp Personal View only Reports are run on all receipts in the database Use the options in the Reporting Wizard to narrow the focus of a report by Folder Type and Receipt Date You will find the following topics addressed in this section e Use the report window toolbar Run a report Save a report Using the Report Window Toolbar The report window provides a toolbar for easy navigation printing and copying The toolbar is pictured below Navigating in a Report There are several ways to navigate within a report e Use the Next Page and Previous Page buttons to move consecutively between pages e Type a number in the Current Page Number field and tap Enter e Use the Backward and Forward buttons to move between the currently viewed page and the previously viewed page Report Toolbar Single Multi page Page View View Continuous ri Current Print Copy Find Pi page number Backward Forward E i Print Ti fiid oO as i 00 a v Backward Forward lt a J gt Button ner a Zoom out Zoom in Previous Next currently use age age y Zoom pag pag 68 Running a Report To run a receipt report do the following 1 2 On the toolbar select Reports gt Receipt Reports Next select a report type The Reporting Wizard dialog box opens shown at the bottom of this page Under the Step 1 heading select
59. category to all of your fuel receipts That way when you import those receipts into Quicken they will automatically be assigned to the Auto Fuel category in Quicken Exporting OFX Files to MS Money If you work with MS Money and want to export your information there as OFX file s just do the following NOTE Before exporting to OFX be sure that the Date column of every receipt contains a date Only receipts containing dates will be exported 1 Select the receipt s or folder s you want to export 2 From the Toolbar choose Export gt OFX MS Money 3 In Step 1 do one of the following e To export all of the receipts in the selected folder click the Selected Folder All Receipts radio button e To export only the receipts that are currently selected click the Selected Receipts radio button 4 In Step 2 provide the requested information and then click Continue Navigate to the desired destination location on your computer type a name for the file and then click on Save The exported file will be saved with the ofx extension 33 Exporting to QuickBooks You can quickly export multiple types of receipts into multiple accounts in one simple step These exports appear in your Quick Books Bills section NeatWorks makes it quick and easy to connect Category and Payment type to your QuickBooks Chart of Accounts Note for Vista users only In order to use QuickBooks 2007 with Windows Vi
60. checkbox disables the feature which means NeatWorks will not display update notifications Modifying User Rules Rules can and should be personalized to suit your needs To modify them do the following 1 From the Toolbar choose Personalize gt Rules The Personalize dialog box opens with the Rules tab selected pictured below A checkmark next to a rule indicates that the rule is enabled no checkmark indicates that the rule is disabled 78 M Auto Populate Rules m Restaurant Receipt Rules Aut at when unknown o populate payment type ed Auto calculate tip using this percentage with Cash Auto populate drop down list cell types s 3 with the last values entered Round bill to the nearest dollar before j Auto check these cell types when a new applying tip row is created f Billable m Rate Per Mile Rules Paid By Co Set default Rate Per Mile value for BI Personal Receipts Fuel Auto receipt comments to eimbursable System Rules Reset Dont Show This Tip Again messages 2 Modify rules as desired keeping in mind the following e To disable a rule remove the checkmark in the corresponding checkbox e To enable a rule add the checkmark in the corresponding checkbox e To change the default payment type make a selection from the dropdown menu Cash is the default e To change the tip percentage used check the field and then type a n
61. column to pin multiple folders or choose Edit gt Pin All Folders to quickly pin all folders Editing Document Row Cells 111 Anytime you need to modify information in a document row you can do so by editing your document row cells as follows 1 Inthe Documents Grid click in the cell you want to modify 2 Add information as needed keeping in mind the following e To add text click in a cell and start typing The first time you type a new entry into a cell in the Document Title Topic Author Client Category Project Action Type or Document Type columns that text will automatically be added to the dropdown list for that column so you will never have to type it again e To modify the contents of a cell using a dropdown menu click on the down arrow on the right side of the selected cell and choose an entry from the list or a date from the calendar Adding Comments to Document Rows Adding comments to your document is important because the more information you can provide about each document the more information NeatWorks will be able to retrieve on later on when you need to search for a specific information in one of your folders Any details you record about a specific document are then stored in the associated folder To add comments to documents 1 Inthe Documents Grid click anywhere in the row that you want to add information to 2 Inthe Additional Field Info area add text to the Notes Address
62. comments to a row This section includes the following topics related to working with document rows 110 Selecting Document Rows Viewing Documents Together From Multiple Folders Editing Document Row Cells Adding Comments to Document Rows Adding a New Document Row Moving a Document Row to Another Folder Moving a Document Row to the Receipt Organizer Deleting a Document Row Sorting Document Rows Multiple Sort Order Clearing Document Rows Selecting Document Rows Selecting rows in NeatWorks is very similar to selecting rows in other programs that use spreadsheet type layouts 1 2 To select a single row click any cell in the row To select multiple adjacent rows click in the first row you want to select then hold down the Shift key and click in the last row you want to select To select multiple non adjacent rows click in the first row you want to select then hold down the Ctrl key and click in each row you want to select NOTE A selected row has a blue background A selected cell has an orange background When multiple rows are selected the row containing the active cell displays an arrowhead at the beginning of the row to show foaus Viewing Documents Together from Multiple Folders You can simultaneously view documents in multiple folders by pinning those folders This is useful when you want to quickly total documents from different folders Click the Pin icon in the Pin
63. ct Formatting Cover Page Comments Page Numbers Image Captions Paper Size Letter 8 5 x 11 Click for additional information regarding printing widths 117 Column Options Current Column Width leaves column widths equal to how they are sized in the grid Auto Size Column Width makes a column as wide as the longest entry it holds Wrap Text lets rows double in height to accommodate text overruns use in conjunction with Current Column Width Alternating Line Colors makes reading across long rows easier Image Options 1 or 4 Images Per Page shrinks images to fit on a quarter page use when reading receipt text is not required Formatting Options Cover Page includes user profile information and document summary information Comments includes folder and document comments Page Numbers provides a page number centered at the bottom of each page Image Captions not applicable in the Document Organizer Paper Size choose between standard 8 5 x 11 or legal size 14 x 11 Can I personalize document columns and fields Yes you can personalize columns and fields in the Documents Grid by showing and hiding columns moving columns resizing column widths or modifying a column or field name These tasks are described in the following topics Showing and Hiding Columns Moving Columns Resizing Column Widths Modifying a Column or Field Name Understanding the Attached Column Icons
64. d 5 Click Save Can edit vendor names and other lists Yes NeatWorks makes it easy for you to edit vendor names and other lists and this section will help you with the following related tasks e Add an item to a list e Edit an item in a list e Delete an item in a list Overview of Vendor Names and lists You can edit the values in the dropdown lists for the following columns e Folder Type e Folder Label e Vendor e Project e Purpose e Location e Client e Category existing in the default database over 1500 only those vendors actively being used will appear in the Vendor column dropdown list T NOTE Due to the large number of vendor names Note The Folder Type Vendor and Category lists come pre loaded with popular choices that you can add to or edit The Payment Type list comes pre loaded with values that you can add to but not edit The other Lists are blank until you do one of the following e Use the Personalize gt Lists dialog box pictured below to add an entry to a List e Type a unique entry in one of the above listed columns 71 n Adding an Item to a List Anytime you want to add an item to a list just go to the Personalize menu and do the following 1 From the Toolbar choose Personalize gt Lists 2 Under the Step 1 Select a List heading select the list you want to add an item to Click the Add button 4 Type the new list item into the pop up window
65. d select the document you want to save as a graphic file JPEG GIF BMP PNG or TIF You can save single or multiple page documents When saving a multiple page document each page will be saved as a separate image and each filename will include the page number of the image Click your right mouse button while your cursor is in the Document Image area and choose Save Current Visible I mage As to save the image currently being viewed or choose Save All I mages of Selected Document As to save a multiple page document The Save I mage As dialog box opens Choose a file type from the Save as type dropdown menu Navigate to the appropriate destination folder where you want to save the image Type a name for the image in the File name edit box For multiple page documents the page number will automatically be added to the end of the filename Click the Save button Emailing a Document Documents are emailed as a group by folder To email your document s do the following 1 2 In the Documents Folder Grid select the folder s you want to work with Click the Email Folder link on the upper right side of the grid 109 3 Select a Quick Contact if applicable 4 Type a file name in the Provide a File Name dialog box or confirm or edit the file name already in the field if applicable and choose whether to compress file NOTE In addition to saving space compression is helpful for ensuring that the file is no
66. d Column 121 Understanding the Attached Column I cons The Attached column in the Documents Grid indicates whether a scanned document image is associated with that document row as shown below Document without scanned image Document Title Tofu with Miso Sauce Document with scanned image A NOTE The Attached column in the Documents Grid cannot be hidden or moved Assigning Tax Categories If you use NeatWorks for tax purposes it s a good idea to get in the habit of assigning tax categories to documents or receipts anytime you scan a new item This way you re taking steps to organize your tax information ahead of time possibly saving yourself a lot of work during tax season By default the Tax Category column shown below depicts a value of No form Non deductible To assign a different tax category you can select a pre defined category from the dropdown list Tax Categories versus Regular Categories It s important to point out that a Tax Category is different from a regular Category in NeatWorks That is in both the Document and Receipt Organizers a regular Category is a column heading used to describe the general type of receipt or document category such as Grocery Store or Lodging Hotel A Tax Category is the column heading you assign if you want to track receipts or other documents using the Tax Organizer If your Tax Category column is not visible you can learn how to enable it by
67. dd a subject line and click send To email a folder 1 2 In the top grid select the folder s you want to email Click the Email Folder link on the upper right side of the grid The Contact List dialog box opens shown below Contact List Select Quick Contacts to auto address the email to Optional Click the checkbox next to each contact you want to send the receipt to or use Check All to select all of the contacts Contacts are added to this list by marking them as Quick Contacts in the Business Card Organizer see Section 5 Using the Business Card Organizer If the contact is not yet listed just click on the Continue button When the email message box opens type an address in the To field Contacts entered in this manner will not be added as Quick Contacts Click Continue 21 5 Type a file name in the Provide a File Name dialog box or confirm or edit the file name already in the field if applicable and choose whether to compress file NOTE In addition to saving space compression is helpful for ensuring that the file is not flagged as spam or junk mail Confirm File Export X The following tems have been selected for export 1 Meals containing 1 Receipt s Summary 1 Folder s containing 1 Receipt s Provide a file name without extension Groceries 6 Click Continue 7 Complete the email message and click Send Your d
68. der In NeatWorks a folder is where your information is organized and stored and is represented by a row of information Each row is a folder and all the information you scan gets saved in that folder You can think of a folder as an electronic version of a physical filing receptacle for receipts like a drawer in a filing cabinet for example You can use folders to organize receipts into any type of group you like For example you can create a folder to track business expenses or a home improvement project Three Folder Types have been included to help you get started e Business Expenses e g office supplies e Expense Report e g sales trips e Personal Expenses e g groceries Categorizing Folders NeatWorks lets you assign categories and subcategories using the Folder Type Folder Label and Folder Detail columns e The Folder Type category provides a general classification for a folder Think of this as a drawer in a filing cabinet For example you could have an expense report drawer and a personal expenses drawer e The Folder Label category provides a secondary level of classification for a folder Think of this as a hanging file folder within the drawer For example you could have a hanging file folder for vacation receipts within your personal expenses drawer e The Folder Name category hidden by default provides an even more specific classification for a folder Think of this as a manila envelope within t
69. dress Mailing Address Email Web Page Address Business Phone Mobile Phone Business Fax Home Phone Other Categories 99 Exchanging Contacts Using vCards To sync a small number of contacts with MS Outlook or to export to other contact management applications simply export them as vCards To export a contact as a vCard 1 In the Contacts Grid select the Contact s you wish to export Hold down the Shift key to select multiple contacts From the Toolbar choose Export gt vCard File If you select more than one contact you will be prompted to export them as a single vCard or as separate files In the Save As or Browse For dialog box navigate to the desired destination To import a contact as a vCard 1 2 From the Toolbar choose Import gt vCard File Navigate to the folder containing the file select the file and click Open The contacts will be imported into the Contacts Grid and automatically saved in your database duplicate contacts in your third party application It is c3 NOTE Exchanging via vCard may result in the creation of recommended that the NEAT Receipts format be used for exchanging contacts with other NEAT Receipts users Exporting Contacts to PDF or RTF MS Word NeatWorks allows you to export your contacts to PDF or RTF MS Word To do so L 2 3 Select the contact s you want to export From the Toolbar choose Export From the Export submenu choose PDF gt PD
70. ds before running your report Step 1 Select the Folder Type s to include in the report IV Select All Step 2 Define Receipt Date criteria to narrow the scope of the report Include Receipts with a Receipt Date value Between the dates 8 11 2008 w and 8 24 2008 Z Step 3 Select the detail level Summary C Detailed 38 Saving a Report To save a report do the following Se oe ee Select a file type from the Save Export Report As dropdown list Click Go Navigate to the folder you want to save the file in Type a name in the File name field Click Save Can I personalize columns and fields NeatWorks allows you the flexibility of being able to modify column headings in the folder and receipts grids as well as field names on the User Profiles tab Information Tabs You will find the following topics addressed in this section Showing Hiding Grid Columns Information Tabs Moving Columns Resizing Column Widths Modifying a Column or Field Name Understanding and Modifying the User Profile Showing and Hiding Grid Columns By default not all columns are displayed in the Folders grid You can choose to show or hide columns as needed 1 From the Tools menu choose Show Hide Columns gt Folder Columns Select an unchecked item in the menu to add it to the grid or Select a checked item in the menu to remove it from the grid Yo
71. e PDF Taking these measures may increase the quality of the PDF and subsequently increase the quality of any text you then choose to select copy and paste from the PDF into a text editor For more information see the following e Using Export To PDF 15 Using Scan To PDF Using Scan To PDF As mentioned in How do use Export To PDF and Scan To PDF you can use Scan To PDF to create PDFs on the fly as you scan This option is accessed by selecting the PDF button on the upper right side of any organizer screen by selecting Scan gt Scan To PDF or by clicking the PDF button in the Neat Quick Scan screen To scan using Scan To PDF do the following 1 Feed an item into the scanner 2 Either click the PDF button or select Scan gt Scan To PDF 3 A dialog box will open prompting you to name and save the PDF in the location you choose Note Be sure to remember where you save this item so you can find it easily later 4 When this process is complete your new PDF will open in Adobe Acrobat For more information about Scan To PDF see the following topics e How do I use Export To PDF and Scan To PDF e Using Export To PDF Using Export To PDF As mentioned in How do use Export To PDF and Scan To PDF you can use Export To PDF to create searchable or non searchable PDFs from already existing documents as this topic describes Click a link below to move to the following location in
72. edule your backups for a time when you won t be using NeatWorks Once you select all your automatic backup options you ll see a summary of your choices When you re finished click OK Restoring the Database If anything should happen to your computer you can restore NeatWorks with all the information saved in your most recent backup file Note Restoring the database will replace all data currently stored in NeatWorks with the data saved in your backup file Saving Current Data before Restoring the Database If you have added data to NeatWorks since your last backup and you wish to keep that data follow these steps before performing a database restore 1 eS ee eS eS OP Switch to the Receipt Organizer Select the folder s or receipt s you wish to save From the Toolber choose Export gt Receipt Folder File Save the file to a location you ll remember on your hard drive Switch to the Business Card Organizer repeat steps 2 4 Switch to the Document Organizer repeat steps 2 4 Restore the database refer to the section below After the restore import the appropriate file back into NeatWorks by choosing Import From gt Receipt Folder File nrx you ll perform this step for each organizer 137 Restoring the Database Before restoring the database you can check whether the backup file you plan to restore is compatible with your current version by choosing Tools gt Database gt Check Backup File Version
73. efault email program will launch and a new message opens The To field of the new message will be populated with the contacts selected in the previous step if you did not choose any Quick contacts you can simply type an email address The selected Folder s will automatically be attached to the message Exporting to a NeatWorks File You can export data to a NeatWorks file Note though that multiple folders will be saved together as a single file To export to a NeatWorks file 1 Select the folder s you want to export 2 From the Toolbar choose Export gt Receipt or Document Folder File 3 Choose whether to compress the file and then click Continue NOTE In addition to saving space compression is helpful for ensuring that if the file is emailed it is not flagged as spam or junk mail 22 4 Use the Save In dropdown list to navigate to the folder in which you want to save the exported file 5 Inthe File Name dialog box type a new file name or accept the default name suggested 6 Leave Receipt or Document Folder Files nrx or nrf or Zip Files zip as the file type in the Save as type dropdown list and click on Save Exporting to Excel Before exporting to Excel you must first create a plan that describes how your NeatWorks data will flow into the Excel program This plan is called a map Mapping is the process of associating one set of values or format in this case NeatWorks data to a differ
74. eipt folder grid You can optionally select a quick contact by checking the desired contact on the Contact List screen that displays You can also select all the contacts by clicking Check All Click Continue 51 7 On the Confirm File Export screen type a file name in the Provide a File Name dialog box or confirm or edit the file name already in the field if applicable and choose whether to compress the file eS NOTE In addition to saving space compression is helpful for ensuring that the file is not flagged as spam or junk mail Click Continue Your default email program will launch and a new message opens The To field of the new message will be populated with the contacts selected in the previous step if you did not choose any Quick contacts then type an email address The selected folder s will automatically be attached to the message Complete the email message and click Send For more information see Emailing a Folder How can I work with receipt rows Each time a receipt is scanned into a folder a new row is added to the Receipts Grid Where possible key data from the receipt is automatically placed into the appropriate columns within the row You can also manually add a new row with or without scanning a receipt edit information in a receipt row add comments about any cell in a receipt row and associate multiple scanned receipts to a row You will find the following related topics addressed
75. eipt rows By default all options are checked to be included Under Image Scaling choose either Scale To Fit or Crop To Fit Click Preview to preview the exported data file Click Export to export the data file Use the Save In dropdown list to navigate to the folder in which you want to save the exported file In the File name field type a name for the exported file In the Save as type dropdown list leave the default file type suggested Click Save m Select Range Selected Folder All Visible Receipts O Selected Receipts Select Output Columns and Images Columns Only O Images Only Column Options Image Options Current Column Widths Real Image size in current order Auto Size Column Width O Real Image size reordered for optimal page layout Wrap Text Image Scaling Scale To Fit Crop To Fit J Alternating Line Colors m Select Formatting Cover Page Comments Page Numbers Mimage Captions Paper Size Letter 8 5x 11 x Click for additional information regarding printing widths O 4 Image per page in current order Restore Defaults 67 How do I run a receipt report You can run receipts reports whenever want to see your information organized to highlight certain relationships For example the Reports gt Receipt Reports menu offers a variety of Summary reports you can run Spending by Client Category Payment Type Project Vendor or Payment Class by Billa
76. eld name in the Use Custom Name field When prompted click on OK again to acknowledge that NeatWorks must be restarted for the change s to take effect Click OK 119 NeatReceipts Must Restart The application needs to be restarted for any changes to completely take effect NeatReceipts will now automatically close Please restart the application to continue NOTE To retum a field name to its default setting use the above instructions but in step 3 click in the Use Default Name radio button ee Expert Mars Backups Folder Selection Step 1 Select A Column Or Field Name Amount Bill Paid Billable Category Client Date Created Date Submitted Folder Label Folder Name GST HST Last Modified Location Paid By Co Payment Type ee N Step 2 Edit The Column Or Field Name What follows is a comprehensive list of column and field names in the Document Organizer 120 Columns and Fields in the Document Organizer Client Lower Grid Column Last Modified Lower and Upper Grid Columns Location Upper Grid Column amp User Profile Field Period End Upper Grid Column Period Start Upper Grid Column Tas Category Lower Grid Column Topic Lower Grid Column Unused Document Check 1 Lower Grid Column Unused Document Check 2 Lower Grid Column Unused Document Text 2 Lower Grid Column Unused Folder Check 1 Upper Grid Column Unused Folder Check 2 Wpper Gri
77. ell displays an arrowhead at the beginning of the row to show foaus Editing Contact Information Anytime you need to modify contact information you can do so directly in a cell in the Contacts Grid or the Contact Information area Your changes will be saved automatically To edit contact information in the Contacts Grid 1 In the Contacts Grid click in the cell you want to modify 2 Edit the contact s information as needed To edit contact information in the Contacts Information Area 1 Inthe Contact Information area pictured at the bottom of this page click the field you want to modify 2 Edit the contact s information as needed 3 Click the Quick Contact checkbox if you would like this contact to appear in your email contacts list Your changes will be saved automatically 83 edited directly as they are automatically populated from B NOTE The Full Name and Address fields cannot be the Full Name and Address detail fields To edit this information click the Full Name or Address buttons in the Contacts Information area Contact Information Name amp Address Display Name Ellen Ford Fl Nae rr Phone amp Intemet Phone Mobile Fax Email Web Page Supplemental Information Title Co Name Neat 3401 Market St Suite 120 Philadelphia Pennsylvania 19104 United States of America 215 382 3300 215 386 2536
78. enses using separate folders To Create a New Folder You can create a new folder by performing these steps 1 If you are in the Inbox click New 2 On the Create New Folder screen that displays enter the Folder Name Type and Label 3 Click Save Or if you are in the Receipts organizer you can click New gt Folder on the toolbar To Open a Folder 1 If you are in the Inbox click Choose 2 On the Choose a Folder screen that displays select the desired folder 3 Click Select Or if you are in the Receipts organizer you can select an existing folder by clicking the desired folder on the Folders Grid Verify Data and Add a Vendor Name Each time a receipt is filed into a folder a new row is added to the Receipts Grid Key data from the receipt is then automatically placed into the appropriate columns within the row NeatWorks attempts to read the following fields 44 e Transaction date e Total amount e Payment type e State sales tax USA e Vendor name e Category e PST QST and GST HST sales tax Canada After each scan you will want to review and verify the data To modify any of the information click Review and File in the Inbox You can also click in a grid cell when in the Receipts organizer and edit as necessary Adding a vendor name NeatWorks has a built in vendor database of over 1500 popular stores restaurants and hotels Each vendor name has already been associated with an expense ca
79. ent set of values or format such as Excel Once a map is created you can use it whenever you like You can create as many maps as you need to accommodate your data To learn more see the following topics e Creating an Excel Map e Updating an Excel Map Name e Exporting to an Excel Map Creating an Excel Map To create an Excel map do the following 1 From the Tools menu or the Toolbar choose Personalize and then select the Export Maps tab on the Personalize screen that displays pictured at the very bottom of this page 2 Under the Step 1 heading click the New button The New Excel Map dialog box opens lt New Excel Map Excel Map Name Create 3 Type a name in the Excel Map Name field and click Create 23 4 Under the Step 2 heading specify an MS Excel Template The template can be blank or it can contain information such as a company logo or column header names The file can have either a xlt or xls file extension NOTE 4 template file is required in order for NEAT Receipts to export into Excel Although you are not required to specify a template file now you will be asked to specify one upon exporting to Excel To specify an existing template file If an Excel Template file already exists specify its location by typing the explicit path or by using the Browse button to navigate to the xlt or xls file and select it To create a new template file in MS Office 2003
80. er containing the expense report receipts and Click on Export gt Expense Report PDF You can save the report anywhere on your hard drive and the email it as an attachment Splitting a Receipt Across Multiple Folders A single receipt may contain multiple items that need to be expensed to more than one client or project NeatWorks makes it easy for you to split a receipt across multiple Folders First you will split the receipt into the appropriate number of items which in turn creates a new row for each item Then you will use the Cut and Paste commands to move a row to a different Folder 1 Inthe Receipts Grid select the receipt you want to split 2 Click Split Receipt on the upper right side of the Receipts Grid 3 Inthe Step 1 area of the Split Receipts dialog box indicate the number of transactions to split the receipt into You can e type a number OR e use the up down arrows to change the current number e Note The maximum number of transactions is 10 The number indicated here dictates the number of items listed in the Step 2 area 4 Inthe Step 2 area of the Split Receipts dialog box do one of the following e Click Split Equally to split the amount total equally among the items e Type a number or use the up down arrows to change the current number in the Amount field e Type a number or use the up down arrows to change the current number in the Percentage field 13 5 Click on the OK button The receipt will
81. ere are several ways to navigate within a report e Use the Previous Page and Next Page buttons to move consecutively between pages e Type a number in the Current Page Number field and press Enter e Use the Backward and Forward buttons to move between the currently viewed page and the previously viewed page Running a Report To run a folder report do the following 1 From the toolbar go to to Reports gt Folder Reports 2 From the Folder Reports submenu select a report type The Reporting Wizard dialog box opens shown at the bottom of this page 3 Under the Step 1 heading select the Folder Type s to include in the report amp NOTE The report will be run on all folders in the database not just the folders currently showing in the Folders Grid 37 Under the Step 2 heading define the Period End date criteria to narrow the scope of the report Type dates in MM DD YYYY format or click on the dropdown menu to select from a calendar Under the Step 3 heading select the preferred detail level summary or detailed Detailed reports provide line item information for each receipt Click on Run Report to close the Reporting Wizard dialog box and run the report After you run a report it opens in its own separate window Report Setup Wizard a x Follow the steps below to setup your report Note that more accurate results can be obtained by verifying that you have date and amount values entered for all recor
82. es deleting of Tax Categones 129 Adding Comments The Additional Field Info area provides space for you to add your own notes about a selected receipt as well as additional information about the selected Tax Category To add comments 1 Inthe Receipt Organizer select a value in the Tax Category column 2 In the Additional Field Info area type a note in the Comments field For more information see Adding Comments to Receipts Viewing Quick Tips and Additional IRS Information In the Receipt Organizer when a value is selected in the Tax Category column the Receipt tab in the Additional Field Info area area displays an informative Quick Tip regarding that category Additionally a link that says Click here for online IRS Instructions takes you directly to the IRS web site that provides supplemental IRS information NOTE You must be online to view supplemental IRS information using this link How do I generate tax reports Once you have assigned Tax Categories and receipt dates to receipts in the Receipt Organizer you ll switch to the Tax Organizer to generate reports 1 Click on the Tax Reports tab at the top of the screen 2 Inthe Tax Report Generator area under the Step 1 heading select a time period and year using the dropdown menus amp NOTE Receipts or documents that do not have a date in either the Receipt Date or Document Date column or have future dates will NOT be included in
83. ge Adjuster Use this tool to crop rotate lighten or darken your image You cannot make additional changes after adjusting the lighter darker scale so please adjust this scale last After adjusting the image click Keep Changes a Step A Rotate Your I mage If the image shown in the Image Manager needs to be rotated e Click the Rotate Clockwise or Rotate Counter clockwise buttons in the top left corner of the Adjust Image screen as needed Step B Manually Crop the Image NeatWorks automatically crops scanned images however in certain cases you may wish to manually re crop the image To do so 1 Position your mouse pointer over the top left corner of the receipt image 46 2 Click and press the left mouse button dragging the cropping tool across the image area you wish to crop 3 When you ve boxed in the area you wish to keep release the left mouse button 4 Click the Crop button in the top middle area of the window Tip If you cropped the image to the wrong size click the Reset button Note Clicking the Reset button will undo all changes you ve made to the image including lightening darkening and rotation Step C Lighten or Darken the Image NeatWorks automatically adjusts for optimal brightness however in certain cases you may wish to manually lighten or darken the image To do so 1 With your mouse press and drag the green tipped arrow along the scale until you achieve the desired brightnes
84. general type of receipt or document category such as Grocery Store or Lodging Hotel A Tax Category is the column heading you assign if you want to track receipts or other documents using the Tax Organizer If your Tax Category column is not visible you can learn how to enable it by reading Showing and Hiding Columns To assign a tax category for a receipt or document do the following 1 Inthe Receipt or Document Organizer select either a receipt in the Receipt Grid or a document in the Document Grid 2 Click on the down arrow in the Tax Category cell to view and select a tax category from the pre defined values Using the Quick Tips Box If you are unsure about the meaning of a particular tax category you can select it in the Receipt Organizer and then look in the Quick Tip box that appears in the Additional Field Info section at the bottom of your screen The 80 Quick Tip section will display a helpful description of the tax category you have selected and a link to the appropriate IRS website Using the Business Card Organizer The goal of this section is to provide you with a better understanding of the Business Card Organizer We describe how to work with business card images and how to edit sort delete print import and export contact information The Business Card organizer is shown below neat De Qm Geon Qem Goe Ooan Ep resin Ere Fred by Last Name z ane WOON G Ge Last Nome Co Nere Ford Nese Co
85. h is particularly useful for older scanners or any scanners that are producing very streaky images The alcohol cleaning paper should be used if you ve already tried cleaning with the dry cleaning paper and have not had optimal results You can think of the alcohol cleaning paper as your next line of defense in removing particularly stubborn dust and paper particles To clean with the traditional dry cleaning paper 1 Remove the cleaning paper from the Welcome Kit 2 Feed the cleaning paper into the scanner just as you would a receipt 3 On the Quick Scan Center screen click Clean Note During the cleaning process the cleaning paper will move back and forth through the scanner for approximately 25 seconds before pulling the paper through all the way 4 During cleaning you will see a message that says Please wait cleaning in progress When cleaning is complete you will receive a message that says the scanner has been successfully cleaned You may then click OK 5 Please return the cleaning paper to the Welcome Kit for safe keeping If upon scanning your scans still appear faint or streaky please try cleaning with the alcohol cleaning paper as described below To clean with the alcohol cleaning paper 1 Remove the alcohol cleaning paper from its packet and unfold the paper fully Feed the paper into the scanner just as you would a receipt On the Quick Scan Center screen click Clean 144 Note During the cleani
86. hat appears in the Additional Field Info section at the bottom of your screen The Quick Tip section will display a helpful description of the tax category you have selected and a link to the appropriate IRS website 127 Showing and Hiding Tax Categories NeatWorks comes preloaded with over 100 common Tax Categories However to keep the list of categories manageable not all of the categories are visible by default To show a tax category 1 Inthe Receipt Organizer click any Tax Category cell within the Receipt Grid 2 Click on the Show Hide Tax I tems button 3 Inthe left column select the Tax Category you wish to make visible To select multiple items hold down the Ctrl key To select multiple consecutive items hold down the Shift key 4 Click the Show button 128 Step 1 Select A List Action Type Step 2 Select List Items Call Back Deferred Dropped Follow Up Review Schedule Meeting Send Email Send Fax To hide a tax category 1 Inthe Receipt Organizer click any Tax Category cell within the Receipt Grid 2 Click on the Show Hide Tax I tems button 3 Inthe right column select the Tax Category you wish to hide To select multiple items hold down the Ctrl key To select multiple consecutive items hold down the Shift key 4 Click the Hide button NEAT Receipts does not support the adding editing or 6 NOTE To ensure tax reporting accuracy with IRS categori
87. he hanging file folder For example you could have a manila envelope full of receipts from Disney 2005 within your vacation hanging file folder For example if you wanted to track receipts chronologically by month you could organize your folders by month such as Folder Type Personal Expenses Folder Label January 2005 Then you can use the columns in the lower grid to further classify receipts by theme or event i e use the Project column to label a group of receipts as office supplies Doing this will enable you to search for your receipts by either month or by party theme Likewise if you are organizing receipts for business you might start with a Folder Type called Customers and add Folder Labels such as North East Territory Western Territory etc As you scan invoices in from your customers you could use the Client column to record a customer name and the Project column to track development By consistently taking advantage of the categories and subcategories within these columns you will later be able to search for and locate virtually any information contained within your folders What can I do with folders In NeatWorks every receipt lives in a folder Each time a new folder is created a new row is added to the Folders Grid You can edit information in the Folders Grid row such as the Folder Type and Folder Label You can also add comments to a folder using the Information Tabs at the bottom of the screen You will
88. hen by dropdown lists 3 Click on OK to perform the sort Printing a Contact NeatWorks allows you to print contacts as necessary To do so 1 Inthe Contacts Grid select the contact you want to print 2 From the Toolbar choose Print In the Print Choices dialog box do the following 86 e Inthe Select Range area choose whether to include all visible contacts or selected contacts e Click the appropriate orientation button Landscape or Portrait e In the Set Output area choose whether to include full contact info and images contact info only or images only 3 Click Print 4 Inthe Print dialog box click OK Adding an Action Item for a Contact You may want to add an action item to a contact if for example you want to remind yourself to email a contact at a later date To add an action item for a contact 1 Inthe Contacts Grid select the contact you want to work with 2 Inthe Action Items amp Notes area below the Contact Image viewer click on the Action I tems tab if necessary Click on the Add link 4 Type or select a date for the action item in the Action Date column Type or select an action type in the Action Type column Note that typing a new action type adds that action to the list so you can use it in the future 6 Type any additional comments in the Comment field NOTE To delete an action item associated with a contact select the action item and then click on the Delete Action I
89. ill open The Tax Organizer window is easy to navigate once you become familiar with its various screen areas e The Tax Report Generator tab allows you to select a report type and time period to generate reports in NeatWorks or export report data to txf file format which can be imported into TurboTax and other popular tax preparation programs e The Reports Area displays the generated report s Fie Edt Toos Hep Pe neat Inbox Receipts Business Cards Gre Dn Eor Eros Cant Recenpt Osie Paymert Type Sales Tax mmost Tax 7 Emm Com Oe 96 29 Sch C 2KE OT Mente an ow Receipts Grid sE ERE ESE Filmstrip Area il a A Additional Info Area 126 How do I assign receipts to Tax Categories To track receipts or other documents using the Tax Organizer a Receipt Date and Tax Category must be assigned to all information you wish to include This section covers the following topics related to assigning Tax Categories e Selecting a Tax Category for a Receipt e Showing and Hiding Tax Categories e Adding Comments e Viewing Quick Tips and Additional IRS Information e Tax Category Reassignments 2005 2006 be tracked using the Tax Organizer A Document Date and Tax Category must also be assigned to all documents you wish to indude amp NOTE Documents in the Document Organizer can also Assigning Tax Categories If you use NeatWorks for tax purposes it s a good idea to get in the habit of assig
90. ion e Inthe Additional Field Info area the name of the selected cell appears in the heading For example if you ve clicked in a cell in the Folder Type column the tab reads Folder Folder Type 2 Edit the info as needed keeping in mind the following 11 e To add information to a field click in the field and begin typing use the dropdown menus or click the radio buttons e Cells containing comments will display a small red triangle in the upper right corner of the cell Deleting a Folder You can delete a folder whenever you no longer need it To do so 1 Select the folder s you want to delete 2 Click the Delete link on the upper right side of the Folder grid 3 When prompted click on Yes to confirm the deletion WARNING The Delete command moves Folders to Tools gt Go To Deleted Items gt Folders To simply clear the grid use the Clear All Grids command instead Working with deleted folders e To view the Deleted Folders window choose Tools gt Go To Deleted Items gt Folders e To restore deleted folders first view the Deleted Folders window as described above then select the folder s and click on Restore e To close the Deleted Folders window click on the Close button e To permanently erase deleted folders choose Tools gt Empty Deleted Items gt Folders Click Yes to confirm Clearing Folder Rows If you were finished reviewing a set of folders and wanted to clear the slate to wo
91. items Step 1 Split amount into how many tems 2 to split the Sa sane receipt into x Step 2 Enter amount or percentage Spit Equally Indicate how to split the receipt By Amount or Percentage Split Total 0 00 Difference 29 43 Receipt Amount Split Total Split Receipt For more information please see Splitting a Receipt Across Multiple Folders and Moving a Split Receipt Row to Another Folder 65 How do I import and export receipts Importing Receipts It s easy to import receipt folder s that have been emailed to you from other NeatWorks users 1 2 First download the nrx or zip file taking note of where you are storing it Next do one of the following e Navigate to the folder containing the nrx file and double click on the file s icon NeatWorks will start automatically if it s not already running and import the file e If NeatWorks is already running choose Import From gt Receipt Folder File from the toolbar navigate to the folder containing the nrx file and select it The new folder row s appears in the upper grid nrx file can contain one or more folders of receipts The receipts contained in those folders will be visible in the lower grid Exporting Receipts NeatWorks allows receipts to be exported in a variety of formats PDF Excel Word HTML QuickBooks Quicken MS Money OFX and CSV comma separated values Note The foll
92. lds require mapping To view a summary of all mapping values click the View Summary of All Mappings button TIP To view a sample Excel export file that uses an export map choose the Sample Excel Map from the Excel Map dropdown list and then select the Sample Excel Template xdt template using the Browse button Retum to the Receipt Organizer screen and choose a Folder containing receipts Then Choose File gt Export To gt Excel Be sure to select the Sample Excel Map and then click Continue 8 Click OK to save the map and close the dialog box You are now ready to export NeatWorks data into an Excel worksheet 26 Step 1 Select an Excel Map Bca Serpe Ged Mep MI Step 2 Select an Excel Template File Excel Template File C Program Files Neat Works exec Bin Templates Sample Excel Step 3 Setup NeatWorks To Excel Sheet Mappings Excel Sheet Name NeatWorks Folder and Receipt Data Maps To NeatWorks Receipt Images Map To NeatWorks Folder and Receipt Comments Map To Step 4 Select NeatWorks To Excel Field Column Mappings View Summary of All Mappings Amount gt K Amount Airline only gt C Amount Car Rental only gt E ey Amount Lodging Hotel only gt D Updating an Excel Map Name You can update an Excel map name whenever you like To do so 1 Click the Excel Map dropdown box 2 Tap any key on the keyboard to open the Update Excel Map dialog b
93. lowing table highlights the NeatWorks to Plaxo field mappings a S O oI Syncing Contacts with MS Outlook To sync a large number of contacts with MS Outlook run the Sync with Outlook tool In order to sync with MS Outlook please ensure that Outlook and NeatWorks are both installed on your computer When you use the Sync with Outlook tool you may be prompted to grant access to NeatWorks Check the Allow Access for box and choose 10 minutes prompted to grant access to NEAT Receipts Check the g gt NOTE When you use the Syne with Outlook tool you may be Allow access for box and choose 10 minutes 96 Microsoft Office Outlook 4 program is trying to access e mail addresses you have stored in Outlook Do you want to allow this If this is unexpected it may be a virus and you should choose No Allow access for 10 minutes v Before syncing contacts with MS Outlook for the first time be sure to verify the sync settings by choosing Configure Sync with Outlook from the Tools menu Specify the Direction of Sync e The default setting syncs all contacts in NeatWorks to Outlook This means that during the sync NeatWorks contacts that are not already in Outlook will be copied into Outlook However Outlook contacts will not be copied into NeatWorks Choose another option to have contacts in Outlook transferred into NeatWorks as well if desired Specify the Contacts to Sync The settings default to syncing c
94. ly and cannot be edited To modify the contents of a cell using a dropdown menu click on the down arrow on the right side of the selected cell and choose an entry from the list a date from the calendar or use the calculator that displays To modify the contents of a cell manually click in the cell and start typing The first time you type a new entry into a cell it will automatically be added to the dropdown list for that column so you will never have to type it again NeatWorks saves every receipt you scan as well as any text added automatically during the scan or entered manually by you Adding Comments to Receipts Adding comments to your receipts is important because the more information you can provide about each expense the more information NeatWorks will be able to retrieve later on when you need to search for a specific expense in one of your folders Any details you record about a specific receipt are then stored in the folder with the receipt information To add comments to receipts 1 Inthe Receipts Grid click in the cell where you want to add information In the Additional Field info area the name of the selected cell appears in the heading 53 For example if you ve clicked in a cell in the Amount column the heading reads Additional Field Info Receipt Amount 2 Enter comments and other info as needed keeping in mind the following e To add information to a field click in the field and begin typi
95. mary of the data you selected You must then select a Company file to export to J QuickBooks Direct Export Wizard OR Selection Summary 1 Receipt in 1 Folder with a total value of 6 29 uickBooks Co File Browse Company Infomation Name Tax Fom Website Employer ID Number Export Type Receiy O z gt Ee 5 Click Browse and NeatWorks will locate the company file e Be sure that QuickBooks is running and the desired QuickBooks Data File is open NeatWorks will select this file automatically The QuickBooks Account fields will then be filled in for you Click Next 6 You can switch to the QuickBooks program to work with the exported file 35 If you chose QuickBooks iif 1 The Export Setup screen displays Export Setup X Selection Summary 1 Receipt in 1 Folder with a total value of 6 29 QuickBooks Information Note The account names below must match the account names in QuickBooks exactly including case otherwise they will be created as new Bank accounts Debit Account Credit Account Choose from the below options to use for the Name in the credit line of the joumal Select Receipt Vendor if exporting bills otherwise select User Name if exporting expense report data When exporting to QuickBooks Payable and Receivable accounts these values must already be entered in QuickBooks as Vendors or Cust
96. n OK On the Print Screen that displays click OK Exporting or Printing Multiple Reports To export or print multiple reports just do the following From the Toolbar click Print The Tax Report Print Wizard screen displays Select the desired reports by checking the appropriate boxes Click on OK On the Print Screen that displays click OK Emailing a Tax Report You can email a tax report anytime you need to send somebody your tax report information To do so 1 2 3 From the Toolbar choose Email and select a file type from the submenu Select the checkbox es next to the report s you want to email Do one of the following 134 e Click the checkbox next to a name in the Quick Contacts list if appropriate and then click OK or e Click on OK 4 Type a name for the file and click Continue Your email program opens Type an email address in the To field if necessary 6 Type a subject in the Subject field Click Send Backing Up and Restoring the Database Backing up and restoring the database is easy in NeatWorks The topics below address the following questions related to database backup and restoration e What are my database backup options e How dol backup the database manually e Can schedule automatic database backups e How do restore the database Database Backup Options By default the NeatWorks program will remind you to back up the database every 3
97. n multiple folders simultaneously by pinning those folders This is useful when you want to quickly total receipts from different folders Click the 10 pin icon in the Pin column to pin multiple folders or choose Pin All Folders from the Edit menu to quickly pin all folders Editing Cells in a Folder You can edit folder cells anytime you need to modify the information in them To do SO 1 Click the cell you want to modify 2 Edit the cell information as needed keeping in mind the following e Information in the Number Date Created Last Modified User and all Total columns such as Total Amount is generated automatically and cannot be edited To modify the contents of a cell using a dropdown menu click on the down arrow on the right side of the selected cell and choose an entry from the list or a date from the calendar e To modify the contents of a cell manually click in the cell and start typing The first time you type a new entry into a cell it will automatically be added to the dropdown list for that column so you will never have to type it again NeatWorks automatically saves every receipt you scan as well as any text added automatically during the scan or typed manually by you Adding Comments to a Folder Information Tabs located under the Receipts Grid allow you to add additional information to cells in the Folders Grid 1 Inthe Folders Grid click in the cell where you want to add informat
98. ng e Cells containing comments display a small red triangle in the upper right corner of the cell as shown below Adding a New Receipt Row Each time a receipt is filed a new row is added to the Receipts Grid Rows can also be added manually without filing from the Inbox To add a new receipt row 1 Create or select a folder 2 From the toolbar choose New gt Receipt 3 Add expense information in the appropriate columns of the new receipt row Moving a Receipt Row to Another Folder If you ever need to recategorize a receipt because you feel it belongs in a different folder you can move the receipt row to that folder To do so 1 Select the receipt row s you want to move 2 Choose the Move link on the upper right side of the receipt grid 3 The Move Receipt s screen displays 4 Select the folder you want to move the receipt row to by clicking on it You can sort the folders by Folder Name Folder Type and Folder Label 5 Click Select Moving a Receipt Row to the Document Organizer If you ever want to move a receipt that you ve already scanned from the Receipt Organizer into the Document Organizer you can do the following 1 Choose the Move link on the upper right side of the receipt grid 2 The Move Receipt s screen displays 3 Select Document Folders from the Show menu You can sort the folders by Folder Name Folder Type and Folder Label 4 Click Select 54 Use the foll
99. ng process the cleaning paper will move back and forth through the scanner for approximately 25 seconds before pulling the paper through all the way 4 During cleaning you will see a message that says Please wait cleaning in progress When cleaning is complete you will receive a message that says the scanner has been successfully cleaned You may then click OK love the alcohol cleaning paper where can I get more If you require more cleaning papers you can go to our website and order a Scanner Maintenance Kit which includes 6 sheets of alcohol cleaning paper and 3 sheets of calibration paper Additional Resources The following additional resources can help you get the most out of NeatWorks e Scanning and imaging troubleshooter e Support and updates Scanning and I maging Troubleshooter Welcome to the Scanning amp Imaging Troubleshooter You can click the links below for information about the following scanning issues Problem Poor Cropping Problem No Auto rotation Problem Little Data Population in the Receipt Grid Problem No Data Population in the Receipt Grid Problem Wide Black Band Through Image Problem Poor Cropping 145 Example Solution Recalibrate From the Quick Scan Center click Calibrate and follow the on screen instructions Problem No Auto rotation DescriptionClear images are not automatically rotated Solution Recalibrate From the Quick Scan Center click
100. ning tax categories to documents or receipts anytime you scan a new item This way you re taking steps to organize your tax information ahead of time possibly saving yourself a lot of work during tax season By default the Tax Category column shown below depicts a value of No form Non deductible To assign a different tax category you can select a pre defined category from the dropdown list Tax Categories versus Regular Categories It s important to point out that a Tax Category is different from a regular Category in NeatWorks That is in both the Document and Receipt Organizers a regular Category is a column heading used to describe the general type of receipt or document category such as Grocery Store or Lodging Hotel A Tax Category is the column heading you assign if you want to track receipts or other documents using the Tax Organizer If your Tax Category column is not visible you can learn how to enable it by reading Showing and Hiding Columns To assign a tax category for a receipt or document do the following 1 Inthe Receipt or Document Organizer select either a receipt in the Receipt Grid or a document in the Document Grid 2 Click on the down arrow in the Tax Category cell to view and select a tax category from the pre defined values Using the Quick Tips Box If you are unsure about the meaning of a particular tax category you can select it in the Receipt Organizer and then look in the Quick Tip box t
101. ntacts Grid Ellon Ford Phone 215 3823300 Mie Q15 306 2536 Fax Eral efors reatce com Web Page Nip weew nestcs com seven Ds Acton Type revert F prm Action Items and Notes s a Othe You will find the following topics addressed here Exploring the Business Card Organizer Window e How dol scan a business card e How can I work with my contacts e What can do with my business card images How do import and export contacts 81 Exploring the Business Card Organizer Window To access the Business Card Organizer click on the Business Cards tab The Business Card Organizer is easy to navigate once you become familiar with its various screen areas Each area is described below The Contacts Grid allows you to create and manage Contacts By default not all columns are displayed in the Contacts Grid You can choose to show or hide columns as needed The Contact Information Area displays all contact information for the currently selected contact in the Contacts Grid The I mage Viewer on the left side of the screen displays the image associated with the selected contact Action Items amp Notes provides an area for you to specify additional notes or add an action item How do I scan a business card Insert paper into the scanner then Press the scan button on the scanner Click the Scan button on the Quick Scan Center screen Click the Scan button on the upper right
102. omers respectively Receipt Vendor User Name 2 Complete the Debt Account and Credit Account fields 3 Click the appropriate radio dial Receipt Vendor or User Name 4 Click Continue 5 Navigate to the desired location on your computer type a name for the file and then click on Save The exported file will be saved with the appropriate extension Running Folder Reports You can run folder reports whenever you want to see your information organized to highlight certain relationships For example the Reports gt Folder Reports submenu offers a variety of summary reports you can run Spending by Location Project Purpose Period End and Client Business amp Personal view only Reports are run on all folders in the database Use the options in the Reporting Wizard to narrow the focus of the report by Folder Type and Period End date You will find the following topics addressed in this section 36 Using the Report Window Toolbar e Running a Report e Saving a Report Using the Report Window Toolbar The report window provides a toolbar for easy navigation printing and copying The toolbar is pictured below Report Toolbar Single Multi page Page View View Continuous Fi Current ii Cop Find P page number Backward Forward E g Print rh g oO B3 a 00 Backward Foard Button not Zoom out Zoom in Previous Next currently used age age y Zoom pag pag Th
103. ontacts of all types from NeatWorks to Outlook To sync a single type of contact for example Business select that type from the dropdown list Only those contacts labeled with that type will be synced From the Tools menu choose Sync with Outlook The settings you established in the previous steps will be saved and applied whenever you use this tool 97 J Configure Sync Configure Outlook Sync Change Config Choice j _ EON Use this window to configure sync settings between NeatWorks and MS Outlook Direction of Sync Contacts to Sync NeatWorks lt gt MS Outlook NeatWorks gt gt MS Outlook C Sync both ways between NeatWorks and MS Outlook Sync ALL contacts in NeatWorks with MS Outlook C Syne ONLY NeatWorks contacts of Contact Type NeatWorks gt MS Outlook Sync one way from NeatWorks with MS Outlook MS Outlook gt NeatWorks Sync MS Outlook gt gt NeatWorks one way from MS Outlook with NeatWorks Sync ALL contacts in MS Outlook with NeatWorks C Sync ONLY MS Outlook contacts of Contact Category Keep in mind that syncing does not delete contacts in NeatWorks or Outlook For example if you delete a contact in Outlook after running Outlook Sync the contact will not be deleted in NeatWorks the next time you run the sync Also if you delete a contact in NeatWorks after running Outlook Exchanges the contact will not be deleted in Outlook the next time you run
104. ontains the nrf file and double click on the file s icon NeatWorks will start automatically and import the file e Or if NeatWorks is already running choose File amp gt Import From amp gt NeatWorks Folder File navigate to the folder containing the nrf file and select it The new folder row s appears in the upper grid nrf file can contain one or more folders of documents The document contained in those folders will be visible in the lower grid Using the Tax Organizer Whether you prepare your own taxes or work with an accountant the NeatWorks Tax Organizer helps you get and keep your receipts in order for tax time Tracking receipts with the Tax Organizer can help make sure you get the maximum deductions allowed The Tax Organizer is especially helpful for home business people 125 The goal of this section is to help you gain a better understanding of the Tax Organizer module learn how to assign receipts and documents to Tax Categories and learn to generate and modify reports You will find the following topics addressed here e Exploring the Tax Organizer Window e How do assign receipts to Tax Categories e How can generate reports in the Tax Organizer e What can do with reports e How dol work with the Tax Assignment Wizard Exploring the Tax Organizer Window To access the Tax Organizer click on the Tax Reports tab located at the top of the NeatWorks window The Tax Organizer window w
105. ontinue Click on Continue and type an email address in the To field of the email message box when it opens Marking an Action Item as Complete Once you follow up with your contact you can then mark that action item as complete To mark an action item as complete 1 Inthe Contacts Grid select the contact you want to work with 2 Inthe Action Items amp Notes tab click the Completed checkbox next to the item you wish to mark as completed What can I do with my business card images As the topics below describe there are various ways that you can work with your business card images 88 e Rotating a Business Card Image e Zooming a Business Card Image e Viewing a Business Card Image in Full Screen e Deleting a Business Card Image e Saving a Business Card Image as a Graphic File Saving Contact I nformation NeatWorks automatically saves all contact information as soon as it s scanned or edited There is no Save button or menu command because saving is done for you by the program Rotating a Business Card I mage If you scan a business card and want to view it from a different orientation you can rotate the image much as you would in any other image editing tool To rotate your image 1 Inthe Image Viewer select the contact you want to work with 2 Click the left and right rotate arrows 3 Repeat as necessary until the scan is upright Zooming a Business Card Image If y
106. ort to CSV if you wanted an easy way to get your data into a simple Excel format that you could then manipulate without building an Excel map Or you could export your data to CSV and then import those contacts or receipts into programs not directly supported through other export processes To export to CSV do the following 1 2 Select the receipt s or folder s you want to export From the Toolbar choose Export gt CSV Access Excel The Export Choices dialog box opens Under the Select Range heading click the appropriate radio button Click on Export The Save As dialog box opens Navigate to the folder where you want to save the csv file type a name for the file and click Save Exporting to RTF Word PDF or HTML NeatWorks allows you to export your data to MS Word PDF or HTML formats To do SO 1 Select the receipts or folders you want to export From the Toolbar choose Export From the submenu choose an export format The Export Choices dialog box opens pictured below Note For PDF choose Export gt PDF gt PDF Report Under the Select Range heading leave Selected Folder All Receipts selected to export the entire folder or click the Selected Receipts button to export only those rows selected in the Receipts Grid Under the Select Output heading choose whether you want Columns and Images Columns Only or Images Only to be exported The default is Columns and Images 29 10
107. ou are using the NeatDesk ADF scanner which can scan two sided images you ll be able to select single sided or double sided scanning in the Scan Options field Otherwise the default setting is one sided 7 If you are scanning a PDF you can specify that the PDF opens automatically upon completion of scanning To do so click Open when done in the PDF Options field g Click Scan to scan an item the item displays in your queue Scanned items will automatically load into the Inbox and be available for viewing and editing the next time you open NeatWorks Note If you scanned to PDF the scanned item is not sent to the NeatWorks Inbox You can save the PDF directly to My Documents or another location on your computer Using the I nbox The Inbox is where your scanned items display so that you can verify their accuracy make edits or add notes before filing them in the appropriate organizer The Inbox consist of three bins Receipts Business Cards and Documents A scanned item displays in the appropriate bin which is highlighted with an orange upper border to show it is active For example in the following illustration a scanned business card displays in the highlighted Business Card bin Note You can drag and drop misclassified items between bins if desired For example if a document accidently scanned as a receipt you can drag it from the receipt bin into the document bin NeatWorks will now recognize it as a document instead of
108. ou scan a business card and want to see specific portions of the image more easily you can always zoom in or out of the image To zoom in or out of a business card image 1 Inthe Image Viewer select the contact you want to work with 2 Click the zoom in or zoom out icons 3 Repeat as necessary A HINT To return zoomed images to their original size choose Zoom Images to Default Size from the Image menu Viewing a Business Card I mage in Full Screen If you want to see a much larger view of your business card image you can view it in full screen mode To do so 89 1 Inthe Contacts Grid select the contact you want to work with 2 Click the icon on the upper right side of the Contact Image area 3 Click the X top right corner to return to normal view Deleting a Business Card I mage You can always delete a business card image if need be To do so 1 Inthe Contacts Grid select the contact you want to work with 2 Click the delete icon in the Contact Image area 3 When prompted click Yes to confirm the deletion NOTE Deleting a business card image does not delete the contact row created when the business card was scanned To delete the contact row as well as the image see Deleting a Contact later in this section Saving a Business Card I mage as a Graphic File NeatWorks allows you to save a business card as a graphic file such as a J PEG GIF BMP PNG or TIF When saving a multiple
109. ou select adds another item to this area Enter any desired value Click Search Can I print sort and split receipts NeatWorks allows for easy printing sorting and splitting of receipts The following topics describe how to Print and clear receipt rows Sort receipt rows Sort by multiple columns Split a receipt Printing and Clearing a Receipt Row NeatWorks allows you to print and clear receipt rows as necessary To print a receipt row 1 oF 6 7 In the Receipts Grid select the receipt row you want to print From the Toolbar choose Print In the Print Choices dialog box in the Select Range area click the Selected Receipts button Make the appropriate selections in the Select Output and Select Formatting areas Click Preview if you wish to see what will print Click Print In the Print dialog box click OK Column Options Auto Size Column Width makes a column as wide as the longest entry it holds Current Column Width leaves column widths equal to how they are sized in the grid Alternating Line Colors makes reading across long rows easier Wrap Text lets rows double in height to accommodate text overruns use in conjunction with Current Column Width I mage Options Real Image Size in Current Order prints images according to the current order of the Receipts Grid rows Real Image Size Reordered for Optimal conserves paper by letting NeatWorks automatically calculate the mo
110. owing steps describe how to export receipts in PDF Excel Word and HTML format To learn how to export QuickBooks Quicken MS Money OFX and CSV formats see the topics in How do import and export folders 1 2 3 Select the receipts s or folder s you want to export From the Toolbar choose Export From the Export submenu choose an export format The Export Choices dialog box opens pictured at the bottom of this page Under the Select Range heading click the Selected Receipts button to export only those rows selected in the Receipts Grid or leave Selected Folder All Receipts selected to export the entire folder Under the Select Range heading choose whether you want Columns and Images Columns Only or I mages Only to be exported The default is Columns and Images If you ve selected Columns and I mages or Columns in step 5 make additional column selections under the Column Options heading and skip to step 8 If you ve selected Columns and I mages or Columns in step 5 make additional image selections under the I mage Options heading Note See Printing a Receipt Row previously in this section for details on Column Image and Formatting Options Under the Select Formatting heading choose whether to include a cover page with user profile folder and receipt summary information folder and receipt comments paper size page numbers and or image captions that 66 10 11 12 reference images to rec
111. owing table when moving receipts from the Receipt Organizer and pasting them into the Document Organizer or when pasting documents into the Receipt Organizer Lower Grid Lower Grid TranID O O oo Vendor Tran ID Unused Doc Texti Unused Doc List2 Vendor Deleting a Receipt Row If you no longer need a receipt you can delete the receipt row by doing the following 1 In the Receipts Grid select the row s you want to delete 2 Click the Delete link on the upper right side of the Receipts Grid 3 When prompted click on Yes to confirm the deletion Warning If you simply want to clear the grid select Edit from the main menu and then Clear All Grids from the list that displays Working with deleted receipts e To view the Deleted Receipts window choose Tools gt Go To Deleted Items gt Receipts e To restore deleted receipts first view the Deleted Receipts window as described above then select the receipt s and click the Restore link e To close the Deleted Receipts window click the Close link e To permanently erase deleted receipts choose Tools gt Empty Deleted Items gt Receipts Click Yes to confirm 55 Viewing Receipts Together from Multiple Folders If you need to simultaneously view receipts in multiple folders you can do so by pinning those folders This is useful when you want to quickly total receipts from different folders To view receipts together from multiple
112. ox 27 Update Excel Map X Excel Map Name Sample Excel Map 3 Edit the name in the Excel Map Name field and click Update Exporting to an Excel Map Once you have created an Excel map you can export your data to Excel To do so 1 Select the receipt s or folder s you want to export 2 From the Toolbar choose Export gt Excel The Export Setup dialog box opens shown below Export Setup X Selection Summary 1 Receipt in 1 Folder with a total value of 6 29 Excel Map To Use Excel Map Sanaa ae E uw Necessessessenssnsessonssnsensenssensessensecssssssssensessesssasenssnssessosssssesssnssnsssssassnssessessenesasee Create or Manage Maps gt Under the Step 1 heading select the information to export 4 Under the Step 2 heading select an Excel map to use If you have not created a map yet click on Create or Manage Maps and refer to steps 2 5 under the Creating an Excel Map heading found previously in this chapter 5 Click on Continue An Excel worksheet opens containing your NeatWorks data Modify and save the worksheet in the usual manner NOTE To delete an Excel map choose Personalize gt Export Maps select the map from the Excel Map dropdown list and then click the Delete button 28 Exporting to CSV Comma Separated Values Exporting to CSV is a good way to get your data into an easy to use format For example you could exp
113. pe suggested Click on Save 30 Exporting QIF Files to Quicken 2004 and Earlier If you work with Quicken and want to export your information to there as QIF file s just do the following 1 2s 3 Select the receipt s or folder s you want to export From the toolbar Choose Export gt QIF Quicken Do one of the following e To export all of the receipts in the selected folder click the Selected Folder All Receipts radio button e To export only the receipts that are currently selected click the Selected Receipts radio button Click Continue Navigate to the desired destination location on your computer type a name for the file and then click on Save The exported file will be saved with the qif extension Start Quicken and choose File gt Import gt QIF Navigate to the folder containing the file you exported in step 5 Choose the Account into which you want to import the transactions When the import is complete the transactions will be in the Transactions to be Approved section of the Quicken register For more information see the following topics Setting Up a Cash Account in Quicken Exporting a QIF File from NeatWorks Tips for Working with QIF Files Exporting QIF Files to Quicken 2005 and Later NeatWorks uses a modified version of the QIF export that will allow transactions to be added to account types that are not normally available through QIF imports In order to use the
114. ppear in the tax report A multi column sort order is automatically applied to this grid 2 To revert to standard sorting simply click any column heading 3 To reapply the multi column sort order return to the Tax Organizer and click the View Receipts from report button again 4 The upper grid will have all associated folders pinned so that all of their respective receipts appear together in the lower grid Viewing Corresponding Documents NeatWorks allows you to easily view all documents associated with a given tax report in the Document Organizer To view corresponding documents 1 Click the View Documents from report button e The Document Organizer opens 133 e The lower grid will be populated with all associated documents sorted in the same order in which they appear in the tax report A multi column sort order is automatically applied to this grid To revert to standard sorting simply click any column heading To reapply the multi column sort order return to the Tax Organizer and click the View Documents from report button again The upper grid will have all associated folders pinned so that all of their respective documents appear together in the lower grid Printing a Selected Report You can always print your tax report if need be To do so VR WN From the Toolbar click Print The Tax Report Print Wizard screen displays Select the desired report by checking the appropriate box Click o
115. pying and Pasting a Document If you want to create a copy of a document into another folder you can copy and paste it there as follows eS In the Documents Grid select the document you want to copy Click the Move link Select the folder that you want to paste the document into if necessary Click Select Printing a Document I mage If you ever need to provide someone with a printed copy of a document or if you need to print a document for any other reason you can do so easily J ust do the following 1 2 3 4 In the Documents Grid select the document you want to print Right click over the Document I mage Select Print I mages Selected Rows Click Print 108 Deleting a Document I mage You can always delete a document image if need be To do so TA ae In the Documents Grid select the document you want to delete Right click in In the Image Viewer Click Delete Current I mage When prompted click Yes to confirm the deletion or No to cancel the deletion F NOTE Deleting a document image does not delete the document row created when the document was scanned To delete the document row as well as the image see Deleting a Document Row later in this section Saving a Document as a Graphic File NeatWorks allows you to save a documents as a graphic file such as a J PEG GIF BMP PNG or TIF To save a document as a graphic file do the following 1 In the Documents Gri
116. rid 3 Select Receipt Folders from the dropdown menu on the Move Document s screen 4 Select the folder you want to move the document row s to 5 Click Select Use the following table when cutting receipts from the Receipt Organizer and pasting them into the Document Organizer or when pasting documents into the Receipt Organizer 113 Lower Grid Lower Grid Deleting a Document Row If you no longer need a document you can delete the document row by doing the following 1 Inthe Documents Grid select the row s you want to delete 2 Select the Delete link from the upper right side of the grid 3 When prompted click on Yes to confirm the deletion Working with Deleted Documents e To view the Deleted Documents window choose Tools gt Go To Deleted Items gt Documents e To restore deleted documents first view the Deleted Documents window as described above then select the document s and click on Restore To permanently delete one or more documents first view the Deleted Documents window as described above then select the document s and click on Delete To close the Deleted Documents window click on the Close button Sorting Document Rows Rows in the Documents Grid can be sorted by simply clicking on a column heading Keep in mind the following 114 e A small arrowhead in the top right corner of a column heading identifies the column the rows are currently sorted by e An
117. rk with a different set of reports you could do so by clearing your folder rows J ust go to Edit amp gt Clear All Grids to clear all rows in both the folder and receipts grids remove information from the database it is simply a way to dear the slate to perform other functions within the program amp NOTE The Clear All Grids command does not delete or 12 Creating Expense Reports Creating an Expense Report in NeatWorks is easy In NeatWorks an Expense Report is a folder whose Folder Type has been assigned to the Expense Report category If you ve already scanned the receipts that you want to use in an Expense Report just choose Expense Report in the Folder Type column To add additional receipts to an expense report be sure to select that folder when filing them Creating a New Expense Report To create an expense report choose New Folder from the toolbar and then assign a folder type of Expense Report Now you can simply start scanning receipts Each receipt you file will be added to the Receipts Grid of the selected Expense Report Some helpful hints e Use the Reimbursable column to check off receipts that your company or client needs to reimburse you for e Use the Personal column to check off expenses that do not require reimbursement e Use the Bill Paid column to track expenses as you are compensated for them When you are ready to create and send the Expense Report to someone simply select the fold
118. rmation from the database it is simply a way to clear the slate to perform other functions within the program Where can I find my saved documents Find Missing Key Data in Folders and Documents 116 Finding Missing Key Data in Folders and Documents e To find folders that are missing Period End values choose Tools gt Find Folders Missing Key Data e To find documents that are missing Document Title or Document Date choose Tools gt Find Documents Missing Key Data How do I print documents NeatWorks allows you to print documents as necessary To do so 1 Inthe Documents Grid select the document you want to print 2 From the Toolbar choose Print 3 Inthe Print Choices dialog box in the Select Range area click the Selected Documents button 4 Next in the Print Choices dialog box make the appropriate choices under the Select Range Select Output and Select Formatting headings 5 Click Preview if you wish to see what will print 6 Click Print Print Choices Select Range Selected Folder All Visible Receipts O Selected Receipts Select Output Columns and Images Columns Only O Images Only a Column Options Image Options Current Column Widths Real Image size in current order Auto Size Column Width O Real Image size reordered for optimal page layout Wrap Text Image Scaling Scale To Fit Crop To Fit oO Alternating Line Colors O 4 Ima per page in current order Sele
119. rows selected in the Documents Grid or leave Selected Folder All Visible Receipts selected to export the entire folder Under Select Output choose whether you want Columns and I mages Columns Only or Images Only to be exported The default is Columns and Images If you ve selected Columns and I mages or Columns in step 5 make additional column selections under the Column Options heading and skip to step 8 Under Select Formatting choose whether to include a cover page with user profile folder and receipt summary information folder and receipt 124 10 11 12 13 14 comments paper size page numbers and or image captions that reference images to receipt rows By default all options are checked to be included Under Image Options choose either Scale To Fit or Crop To Fit Click Preview to preview the exported data file Click Export to export the data file Use the Save In dropdown list to navigate to the folder in which you want to save the exported file In the File name field type a name for the exported file In the Save as type dropdown list leave the default file type suggested Click on Save Importing Documents It s easy to import document folder s that have been emailed to you from other NeatWorks users To do so 1 2 Download the nrf or zip file taking note of where you are storing it Do one of the following e Navigate to the folder on your computer that c
120. s and Images If you ve selected Columns and I mages or Columns in step 5 make additional column selections under the Column Options heading and skip to step 8 If you ve selected Columns and I mages or Columns in step 5 make additional image selections under the I mage Options heading Note See Printing a Receipt Row previously in this section for details on Column Image and Formatting Options 8 Under the Select Formatting heading choose whether to include a cover page with user profile folder and receipt summary information folder and receipt comments paper size page numbers and or image captions that reference images to receipt rows By default all options are checked to be included 18 9 Under Image Scaling choose either Scale To Fit or Crop To Fit 10 Click Preview to preview the exported data file 11 Click Export to export the data file 12 Use the Save In dropdown list to navigate to the folder in which you want to save the exported file 13 In the File name field type a name for the exported file 14 In the Save as type dropdown list leave the default file type suggested 15 Click Save Using Export to PDF Report for Contacts To use Export to PDF Report for contacts do the following 1 Inthe Business Card Organizer select the contact s that you want to export 2 Click Export gt PDF gt PDF Report 3 The Ex 7 Export Choices ort Choices dialog box will open shown below
121. s effect 2 Release the arrow at the desired place along the scale by releasing the mouse Step D Save Changes to the Receipt I mage Once you made the desired changes to your image e Click Keep Changes to save the image changes e Alternatively click Keep Changes to save the image changes and to re scanalize OCR the image Best Practice for Using the I mage Adjuster Because the Image Adjuster does not allow for any additional changes after you adjust the lighter darker scale we recommend the following best practice for using the tool 1 Rotate your image first if necessary 2 Crop your image next 3 Adjust lighter darker scale last 4 Either keep changes or keep changes and scanalize Remember that clicking Reset will undo all changes you ve made and will allow you to start over if necessary Working with Receipt I mages Once you scan your receipt there are many ways to work with the image You will find the following topics addressed in this section e Rotating the receipt image e Zooming in or out of the image e View ing a receipt in full screen mode e Rescanning your receipt e Scanning additional images to a receipt row 47 e Changing the order of multiple scanned images e Importing an image as a new receipt e Combining receipts e Printing a receipt image e Deleting a receipt image e Saving a receipt as a graphic file e Emailing receipts Rotating the Receipt I mage
122. selected multiple in step 3 a new area displays on the screen Each new criteria you select adds another item to this area 5 Specify results with a value higher than your desired amount 6 Click Search Business Cards 1 Click the Advanced Search button on the upper right side of the Business Cards Organizer screen The following screen displays Advanced Search a 1 Select a field then define criteria below Address iy Dee 2 Click the dropdown menu to select the desired field 3 Click the dropdown menu to select the desired search criteria 4 If appropriate select the desired values 5 Click Search Documents 1 Click the Advanced Search button on the upper right side of the Documents Organizer screen The following screen displays Advanced Search a EJ Select what you are JJ Select a field and define criteria oa Documents Looking at Action Type Iv C Folders Retum results with a value using asingle criteria Selected iv In the list Select values I Select All 2 Choose whether you want to search your documents or folders by selecting the appropriate radio dial 3 Click the dropdown menu and select whether to use single or multiple criteria for your search 60 5 6 Click the dropdown menu and choose the criteria you wish to use If you selected multiple in step 3 a new area displays on the screen Each new criteria y
123. sor on the line between two column headings and when you get the double arrow cursor press and drag your mouse to the right or left 40 e Alternatively to auto resize the column to its default width again position the cursor on the line between two column headings and when you get the double arrow cursor just double click with your mouse to auto resize it Modifying a Column or Field Name If the default column or field name is not specific enough for your needs you can modify it by doing the following 1 From the Toolbar choose Personalize gt Column Field Names 2 Under the Step 1 Select a Column or Field Name heading select the field name you want to change 3 Under the Step 2 Edit the Column or Field Name heading click the Use Custom Name radio button 4 Type the new field name in the Use Custom Name field Click OK NeatWorks must be restarted for the change s to take effect amp NOTE To retum a field name to its default setting use the above instructions but in step 3 click in the Use Default Name radio button Understanding and Modifying the User Profile When you started the NeatWorks program for the first time you were prompted to provide your first and last name That information was used to create a basic default User Profile You can edit this existing profile to include additional or changed information Modifying the User Profile 1 From the Toobar choose Personalize gt
124. st space saving way to fit images on each printed page 61 e 1or4Images Per Page shrinks images to fit on a quarter page use when reading receipt text is not required Formatting Options e Cover Page includes user profile information and expense summary information e Comments includes folder and receipt comments e Paper Size choose between standard 8 5 x 11 or legal size 14 x 11 e Page Numbers provides a page number centered at the bottom of each page e Image Captions provides a row number to correlate the image back to the receipt grid information m Select Range Selected Folder All Visible Receipts O Selected Receipts m Select Output Columns and Images Columns Only O Images Only ar Column Options Image Options Current Column Widths Real Image size in current order Auto Size Column Width Real Image size reordered for optimal page layout Wrap Text Image Scaling Scale To Fit Crop To Fit Cl Alternating Line Colors per page in current order Select Formatting Cover Page Comments Page Numbers Image Captions Paper Size Letter 8 5 x 11 v Click for additional information regarding printing widths A Ez 62 Sorting Receipt Rows Rows in the Receipts Grid can be sorted by simply clicking on a column heading Keep in mind the following e A small arrowhead in the top right corner of a column heading identifies the column the
125. sta you must have the latest QuickBooks updates installed Note for Windows XP users running QuickBooks 2007 only In order to export to QuickBooks 2007 with Windows XP Basic you must first visit the Intuit website and follow the instructions in this article To export to QuickBooks do the following 1 Be sure that every receipt has a valid Transaction Date a Vendor Name and a non negative account 2 Open the Receipts Organizer and select the folder folders or selected receipts you want to export 3 From the Toolbar click Export and choose the desired export format e Choose QuickBooks Direct if the QuickBooks program is already running on your computer e Choose QuickBooks iif if the QuickBooks program is not already running on your computer 4 The Confirm Your Selection screen displays Confirm Your Selection Please make confimm your selection O All visible receipts in the selected folder s i Eeseccesocooeecoesecesoococececocecsosesossoco ese A sedeo Selection Summary 1 Receipt in 1 Folder with a total value of 6 29 T 34 e To export all of the receipts in the selected folder click the All visible receipts in the selected folder s radio button e To export only the receipts that are currently selected click the Selected Receipts radio button 3 Click Next If you chose QuickBooks Direct 4 The QuickBooks Direct Export Wizard screen displays and shows you a sum
126. t Office Communicator 2007 F Adobe RoboHelp 7 Ga Neatworks gt 2n Support Tools O Neat Quick Scan Center a NeatWorks iF Uninstall NeatWorks 2 Once the Neat Quick Scan Center is started you can easily access it whenever you wish by double clicking the NeatWorks icon in the system tray on the bottom right side of your screen ng EREE C 601m Double click the NeafWorks icon 3 The Neat Quick Scan Center displays as shown in the following illustration Select desired color Click to scan Click to scan an option black amp white directly to a item into your or color PDF inbox Use the drop can Center down to choose the document type or allow the system to select it for you automatically Check if you want the PDF to open in Acrobat Reader x automatically when oe tay oi scanning is complete scanned items PAE Click to cancel appear as one 0 kems remaining to process scanning of all item 8 hems completed sls items in queue Scanner Maintenance Calibrate Cea Click to calibrate Click to clean Choose to scan your scanner your scanner single or double Not available for sided when using ADF scanner ADF scanner 4 The system will detect the document type for you automatically or you can select the document type in the Document Type field 5 Choose whether you want to scan in black amp white or in color by selecting the appropriate option in the Color Options area 6 If y
127. t flagged as spam or junk mail 5 Click Continue Your default email program will launch and a new message opens The To field of the new message will be populated with the contacts selected in the previous step if you did not choose any Quick contacts then type an email address The selected folder s will automatically be attached to the message 6 Complete the email message and click Send For more information see Emailing a Folder How do I set up document folders The process of organizing documents such as recipes is similar to that of organizing receipts but requires that you use document specific names and labels For example you may want to create several folders for your recipes which will allow you to keep them separate from your documents Once you have folders for your recipes you could sub classify by meal type using the folder label column with names such as Appetizers Desserts Entrees etc As you scan each recipe into a particular folder you might consider additional identifying information in the Documents Grid For example you might use the document columns as follows Document Name Recipe Name Category Beef Chicken Project Kid Friendly For detailed instructions about working with folders see Working with Folders How can I work with document rows When a document is filed a new row is added to the Documents Grid You can add and edit information in each document row as well as add
128. tact s you wish to sync Hold down the Shift key to select multiple contacts 2 From the Toolbar choose Export gt Contact File 3 Choose whether to compress the file and then click Continue NOTE In addition to saving space compression is helpful for ensuring that if the file is emailed it is not flagged as spam or junk mail 4 Use the Save In dropdown list to navigate to the folder in which you want to save the exported file 5 Inthe File Name dialog box type a new file name or accept the default name suggested 6 Leave Contact Files nrt or Zip Files zip as the file type in the Save as type dropdown list and click on Save Choosing to Sync With Plaxo or MS Outlook NeatWorks allows you the option of syncing contacts with either Plaxo or MS Outlook TIP If you use Plaxo it is strongly recommended that you choose Plaxo as your sync method 1 To begin choose Sync gt Configure Sync from the toolbar e If you are currently managing your contacts with Plaxo choose Plaxo e f you are currently managing your contacts with Outlook and you sync with Plaxo choose Plaxo 94 e If you are currently managing your contacts with Outlook choose Outlook NOTE To change your Sync choice in the future for example to migrate from using the Outlook to the Plaxo Sync choose Configure Sync and dick Change Config Choice 5 Configure Sync x Configure Outlook Sync Change Config Choice
129. tarted working with that company or even how the company s name is spelled you should use the Search feature to retrieve any and all related search results That is if you re searching for a vast or unknown amount of information you ll increase your chances of finding all pertinent information by using the Search feature Searching is not an exact science however and it is important to understand that Search will not necessarily retrieve items that did not scan in clearly To learn how to use search see the following topics e Searching for a Keyword e Searching with the Wildcard Searching for a Keyword To search for text 1 Open the organizer in which you d like to conduct your search Note The Search feature works on an organizer by organizer level which means you should open the Receipt Organizer to search for receipt information the Business Card Organizer to search for contact information or the Document Organizer to search for information in documents 2 Click in the white box to the left of the Advanced Search button as highlighted in the image below 3 Enter a search term With your cursor still in the Search box you can press Enter 5 Your search results will then appear in the grid in which you re working Note It is a good practice to start your search with a clean slate or a clean grid by selecting Edit gt Clear All Grids prior to conducting your search Clearing the grid does not erase any data
130. tegory such as Restaurant or General Retail Although NeatWorks may not have the name of your neighborhood supermarket in its database you can easily add it so that it will recognize it the next time To add a vendor name simply click in the vendor name field and and enter the information If you enter an expense category for that vendor name it will remember that as well Important Note that NeatWorks currently does not read vendor names that are stylized text or logos only plain text Keep this in mind when adding vendor names as you must type them exactly the way they appear on the receipt For example if a receipt had Jim s Shop in a stylized logo and Jim s Repair Shop in plain text elsewhere you should enter the plain text version Jim s Repair Shop To prevent false reads you should enter as unique a name as possible For example type AM Shops instead of simply AM since the letters AM could appear in many other receipts Saving Your I nformation NeatWorks automatically saves all information as soon as it is scanned or edited There is no need for a Save button in any of the Organizers because saving is done for you by the program Using the I mage Adjuster After scanning you may want to rotate crop and lighten or darken your image You can use the Image Adjuster to do so as the following steps describe 1 Click Adjust I mage on the Review screen 45 2 The Image Adjuster screen displays Ima
131. tem icon Click Yes to confirm the deletion In addition to adding an action item for a contact you can also do the following e Adda Note for a Contact e Mark a Contact as a Quick Contact Email a Contact e Mark an Action Item as Complete Adding a Note for a Contact You can use the Notes field to add additional information about a contact To do so 1 Inthe Contacts Grid select the contact you want to work with 2 Inthe Action Items amp Notes area below the Contact Image area click on the Notes tab if necessary 87 3 Type a note in the Notes field Note Each note is associated with a specific cell Be sure that you have selected the cell associated with the note you want to change Marking a Contact as a Quick Contact Marking a contact as a quick contact adds that contact to the list thereby streamlining the email process 1 Inthe Contacts Grid select the contact with whom you want to work 2 Click the checkbox in the Quick Contact column of the Contacts Grid Note A Quick Contact must contain either a display name first name or last name and an email address Emailing a Contact When it s time to get in touch with a contact you can email them from within NeatWorks To email a contact 1 Inthe Contacts Grid select the contact you want to work with 2 From the Toolbar choose Send Email 3 Do one of the following e Select a Quick Contact from the Contact List and then click on C
132. ter or number Find by Last Name M starting with AD BS IABHIPAnNT Find Contacts Panel left side Click All to quickly list all existing contacts WW lel e e e w bo b ba baza hia Find Contacts Panel right side 1 Choose Last Name First Name or Company Name from the Find by dropdown list 2 Click on the letter or number that the contact s first name last name or company name begins with or click on ALL to view all of your contacts Contacts matching your criterion will appear in the Contacts Grid Searching for a Keyword To search for text 1 Open the organizer in which you d like to conduct your search Note The Search feature works on an organizer by organizer level which means you should open the Receipt Organizer to search for receipt information the Business Card Organizer to search for contact information or the Document Organizer to search for information in documents 2 Click in the white box to the left of the Advanced Search button as highlighted in the image below 3 Enter a search term 91 4 With your cursor still in the Search box you can press Enter 5 Your search results will then appear in the grid in which you re working Note It is a good practice to start your search with a clean slate or a clean grid by selecting Edit gt Clear All Grids prior to conducting your search Clearing the grid does not erase any data Scan Settings PDF SCAN
133. the sync Note for MS Office 2007 users e Please make sure you have categories assigned for any contacts you wish to sync with NeatWorks e If you are running Office 2007 and see the dialog box below you must follow these instructions to enter a category name for a new or current contact 1 Create or open your contact 2 Click the All Fields tab 3 Choose Select From gt Frequently Used Fields gt Categories 4 Manually enter the category name 98 J Configure Syne _ Contigure Oxttook Syme Change Config Choice NeatWorks lt gt MS Outlook Outlook Sync Information 1 Create or open your contact For MS Office 2007 users Use this window to configure sync settings between NeatWorks and MS Outlook Direction of Sync Contacts to Sync NeatWorks gt gt MS Outlook i Please make sure you have categories assigned for any contacts you wish to sync with NeatReceipts Profes Note IF you are running Office 2007 you must follow the instructions below to enter a category name for a NeatWorks to Outlook Field Mappings The following table highlights the NeatWorks to Outlook field mappings NeatReceipts Field Names Default Display Name Prefix FirstName Z O o o y Suffix Company Name Email o Web Page Phone Cs Mobile o Rae o Other Phone 1 Other Phone 2 Contact Type MS Outlook Field Name Nick Name Title First Name Suffix Last Name Job Title Company Business Ad
134. think you ll need to search select copy or paste text from the scanned image You are most likely to use Export gt PDF Searchable while working in the Document Organizer to create living PDFs for already existing documents that need to be selectable or searchable You might also use Export To PDF Searchable while working with already existing items in the Receipt Organizer but only when you want the resulting PDF to be selectable something that should be carefully considered especially when creating PDFs related to receipt information Are there any drawbacks to using Scan To PDF or Export To PDF Searchable We wouldn t really call it a drawback but you should be aware of the fact that the accuracy of any text that you select copy and paste is subject to the accuracy of the Optical Character Recognition OCR engine That is your PDF image may look fine but when you select copy and paste text from a living PDF into a text editor you may on occasion notice that the pasted text contains an error that is not visible in the PDF This reflects a limitation of the OCR engine that helped produce the PDF Because OCR is not an exact science the best thing to do when selecting copying and pasting text is to be diligent in re reading the pasted text and always check that it is accurate If it is not accurate you can try cleaning and or recalibrating the scanner to improve scanning results Then rescan the material and recreate th
135. this topic e Using Export To PDF Searchable e Using Export To PDF Report for Receipts and Documents e Using Export To PDF Report for Contacts The Export feature is accessed via the Export button on the toolbar You have two options Searchable PDF and Expense Report PDF Both of these options are described in more detail below Using Export To PDF Searchable This feature allows you to export either Folder records or Receipt Document or Contact records directly to a living PDF To do so 1 To export a Folder record select the row within the Folder Grid that contains the material you wish to export To export a receipt document or contact simply select the row containing the items you wish to export Please note that 16 you can export single or multiple records within the same grid but you cannot export records from different grids e g Folders and Receipts at the same time Click Export gt PDF Searchable on the toolbar A dialog box will open prompting you make or confirm your selection of all visible receipts in the selected folder s or the selected receipt s Note Be sure to remember where you save this item so you can find it easily later 4 When this process is complete the window above will disappear and your new PDF will open in Adobe Acrobat Using Expense Report PDF for Receipts and Documents Expense Report PDF allows you to create non editable non searchable static PDFs You
136. ts Grid select the document you want to view 2 Inthe Document I mage area click the icon on the upper right side The image opens in a separate window 3 Click the X button top right corner to return to normal view Changing the Order of Multiple Scanned I mages If you have multiple images scanned into a single document row you can change the CA order in which they appear and are numbered by clicking the Reorder icon on the bottom of the Document Image area of the Organizer Importing an I mage as a New Document 106 If you already have an image stored on your computer and would like to add it to a documents folder you can do the following 1 Inthe Folders Grid click on the folder you want to import a document into From the Toolbar choose Import gt Image as New Document Navigate to the folder on your computer containing the image and select it Click Open If there are no folders in the upper grid a new folder will automatically be created oa a Importing Additional I mages into a Document Row If you already have an image stored on your computer and would like to add it to a documents row you can do the following 1 Inthe Documents Grid select the row you want to add the image to 2 From the Toolbar choose Import gt Image to Current Document 3 Navigate to the folder on your computer containing the image and select it 4 Click Open Combining Documents You can group related
137. ts cells are automatically populated with the values from the previous row You can also select a default payment type for those instances where the payment type used was unable to be determined Restaurant Receipt Rules When checked a tip of 15 default is automatically taken on the subtotal of restaurant receipts and added to calculate the Amount Optionally you can choose to have the subtotal rounded to the nearest dollar before the tip is applied Rate Per Mile Rules This rule lets you specify the rate per mile used for a Fuel Auto comment The default is 0 35 System Rules There are two options in the System Rules section the Reset button for Don t Show This Tip Again messages and the checkbox for Show major updates e First when using NeatWorks you will often notice that certain features have pop up tips associated with them these tips each have a checkbox next to them that says Don t Show This Tip Again If you select the checkbox the tip will no longer appear when you use the feature associated with it However if you later decide that you do want to start seeing these tips again you can click the Reset button in the System Rules section Clicking Reset will reset the tips allowing them to appear when using certain features e Next you can decide whether or not you want NeatWorks to display a notification when major updates are available Leaving this checkbox selected enables this feature while deselecting the
138. u can always add it back later 39 Information Tabs Information tabs include the User Profile FolderComments and ReceiptComments Information tabs allow you to add comments to any of your folders or receipts and the comments section will actually change depending on the folder or receipt selected In other words the fields on the tabs change depending on what is selected in the grids above Entering information in the Information Tabs is important because the more information you can provide about each expense the more information NeatWorks will be able to retrieve on later on when you need to search for specific information related to a folder or receipt The following topics will help you modify the user profile and enter folder or receipt comments e Understanding and Modifying the User Profile e Adding Comments to a Folder e Adding Comments to Receipts Moving Columns Columns within the Folders Grid can be placed in any order you wish To move a column simply use your mouse to press and drag its heading to the new location The Folder Number and Pin columns cannot be moved Folder Number amp A Folder Type Folder Label Pin Columns Resizing Column Widths Columns within the Folders Grid can be resized by doing one of the following e To set all columns to their default widths go toTools gt Auto Size Column Widths gt Folder Columns e To manually resize column widths position the cur
139. umber in the box or use the up and down arrows to change the amount e To add arate per mile type a number in the box or click the down arrow to use the calculator like selector 3 Click OK to apply the changes and close the dialog box Alternatively if you want to cancel the changes click Cancel Understanding the Attached Column I cons 79 The Attached column in the Receipts Grid indicates whether a scanned receipt image is associated with that receipt row as shown below Receipt without scanned image Hertz Car Rental G Magic Carpet Foods Receipt with scanned image NOTE The Attached column in the Receipts Grid cannot be hidden or moved Assigning Tax Categories If you use NeatWorks for tax purposes it s a good idea to get in the habit of assigning tax categories to documents or receipts anytime you scan a new item This way you re taking steps to organize your tax information ahead of time possibly saving yourself a lot of work during tax season By default the Tax Category column shown below depicts a value of No form Non deductible To assign a different tax category you can select a pre defined category from the dropdown list Tax Categories versus Regular Categories It s important to point out that a Tax Category is different from a regular Category in NeatWorks That is in both the Document and Receipt Organizers a regular Category is a column heading used to describe the
140. ur calibration sheet you can print a new one by clicking Print Calibration Sheet shown in the bottom left corner of the Calibration dialog box above If you can t print from your computer you can also click Restore Default Calibration Values in the bottom left corner of the dialog box When calibration is complete a dialog box appears that says The Neat Mobile scanner has been successfully calibrated This means that the scanner has successfully carried out the process of calibration however if upon scanning you notice that your scans appear faint or don t look quite right you may need to recalibrate 4 Put the calibration paper back in the Welcome Kit for safe keeping 5 Once calibration is complete you may resume scanning 143 How do I clean the scanner Keeping your scanner clean is an important part of scanner maintenance and should not be overlooked Dust and other obstructions on the scanner lens can cause streaks on scanned images and potentially impact the accuracy of the scanned images The cleaning process will remove flecks of dust or small pieces of paper that have been caught in the scanner which will in turn improve the quality of your scans You will find two types of cleaning paper in the Welcome Kit e Our traditional dry cleaning paper is a small white cottony piece of paper that almost resembles a dryer sheet e In addition scanners now come with one sheet of alcohol cleaning paper whic
141. wo or more transactions A separate row is created for each portion of the split transaction and you can then choose the appropriate expense type for each row 1 Inthe Receipts Grid select the receipt s you want to split 2 Right click on any column heading and choose Split Receipt s from the list that displays or select the Split Receipt link on the upper right side of the receipt grid 3 Inthe Step 1 area of the Split Receipts dialog box shown at the bottom of this page indicate the number of transactions to split the receipt into You can 64 e Type a number OR e Use the up down arrows to change the current number Note The maximum number of transactions is 10 The number indicated here dictates the number of items listed in the Step 2 area 4 Inthe Step 2 area of the Split Receipts dialog box do one of the following e Click Split Equally to split the amount total equally among the items e Type a number or use the up down arrows to change the current number in the Amount field e Type a number or use the up down arrows to change the current number in the Percentage field 5 Click on the OK button The receipt will be split into the designated number of items and each item will be shown in its own row An identifying number will generated automatically in the Split I D column of the Receipts Grid so you can easily identify which items belong to the split receipt Receipt Amount 29 43 Indicate the oat number of
142. xport 2 From the Toolbar choose Export gt Document Folder File ntf 3 Use the Save As dropdown list to navigate to the folder in which you want to save the exported file 4 Inthe File Name dialog box type a new file name or accept the default name suggested 5 Leave Document Folder Files nrf or Zip Files zip as the file type in the Save as type dropdown list and click on Save 123 Exporting Documents to other Format Types To export documents to other format types you can do the following 1 2 3 Select the documents s or folder s you want to export Choose Export from the Toolbar From the Export submenu choose an export format The Export Choices dialog box opens Note For PDF choose Export gt PDF Report Select Range Selected Folder All Visible Receipts O Selected Receipts Select Output Columns and Images O Columns Only O Images Only Column Options Image Options Current Column Widths Real Image size in current order Auto Size Column Width O Real Image size reordered for optimal page layout Wrap Text Image Scaling Scale To Fit Crop To Fit Cl Alternating Line Colors O simages per page in current order Select Formatting Cover Page Comments Page Numbers Image Captions Paper Size Letter 8 5 x 11 Click for additional information regarding printing widths j o Em Under Select Range click the Selected Documents button to export only those
143. y should run a receipt report e Can edit vendor names and lists e Can personalize columns and fields e Using the Scanning and Imaging Troubleshooter How do I scan a receipt When you scan a receipt and it is filed in a folder a new row is added to the Receipts Grid Key data from the receipt is then automatically placed into the appropriate columns within the row As you will see later in this section you can also manually add or edit information in a receipt row add comments specific to a cell in a receipt row and combine scanned pages of a multi page receipt to a row You can also split sort and print receipts Overview of the NeatWorks scanning process 1 Create or select a folder 2 Select number of pages optional 43 3 Place a receipt in the scanner and scan 4 Verify data and add a vendor name 5 Adjust your image Create or Select a Folder After scanning a receipt see Using the Quick Scan Center you need to select the container into which your receipts will be scanned stored and organized In NeatWorks all receipts are filed into Folders A Folder is simply an electronic version of a physical filing cabinet You can create and use folders to track a variety of expenses For example you might create separate folders to track expenses for a business trip office supplies a family vacation and a home improvement project You can manage your groceries school supplies or medical exp
144. your contacts to CSV To do so 1 Select the Contact s you want to export 2 From the Toolbar choose Export 3 From the Export submenu choose CSV 4 Under the Select Range heading click the Selected Contacts button to export only those rows selected in the Contacts Grid or leave All Contacts in Grid selected to export all of your contacts sie Click Export to export the data file 6 Use the Save In dropdown list to navigate to the folder in which you want to save the exported file In the Save As dialog box type a file name In the Save as type dropdown list leave the default file type suggested 9 Click Save Personalizing the Business Card Organizer You can personalize the Business Card Organizer by showing hiding columns moving columns resizing column widths or modifying a column or field name These tasks are described in the following topics e Showing and Hiding Contacts Grid Columns e Moving Columns e Resizing Column Widths Understanding the Attached Column Icons Showing Hiding Contacts Grid Columns By default not all columns are displayed in the Contacts Grid You can choose to show or hide columns as needed 1 From the Tools menu choose Show Hide Columns gt Grid Columns 2 Select an unchecked item in the menu to add it to the grid or select a checked item in the menu to remove it from the grid You can always add it back later Moving Columns 102 Columns within the
145. ze both sides of the paper pad mechanism and gently pull it out Figure 2c e Clean the paper pad mechanism Be careful not to bend the metal tab e Wipe the feed roller from side to side and then rotate it Repeat until its entire surface is cleaned Figure 2d e Replace the paper pad mechanism Be sure you hear the paper pad mechanism click back into place 5 Clean the lower glass imager e Gently wipe over the length of the glass image Figure 2 Be extremely careful not to catch the plastic tab with your cloth Do NOT spray the isopropyl alcohol on the glass 6 Clean the upper glass imager Gently wipe over the length of the glass image Figure 2 Be extremely careful e Do not catch the long plastic tab with your cloth e Do not spray the isopropyl alcohol on the glass e Use extreme caution when cleaning around the paper sensor the small plastic arm just above the upper glass imager 7 Wait for cleaned areas to dry completely 8 Close the ADF cover by pushing it back down until it snaps back into place Calibrating Your Scanner Calibration is a process that helps the scanner differentiate between black white shades of gray and different colors Calibrating helps the scanner to see correctly and provide accurate images Calibrating your scanner is a simple and quick process While NeatWorks prompts you to calibrate the scanner during installation you may need to recalibrate on occasion if your images appe

Univex NeatReceipts Scanner User Manual

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