Customize Microsoft Office Word templates for Office Accounting

Microsoft Office Accounting includes a wide variety of Microsoft Office Word templates for forms such as invoices, purchase orders, and sales orders. When you export an Office Accounting document to Office Word, your data automatically appears in the Word document.

Invoice template

Customizing the templates is easy because you can use the familiar editing features of Word. You can add your company logo and slogan; add and remove fields; and add, remove, or change text. And when your custom template is just the way you want it, you can set it as your default template, so that Office Accounting automatically opens the template whenever you export the form to Word.

In this article

Add your logo and slogan

Add or remove fields

Save your template

Change the default template

Add your logo and slogan

The Word templates included with Office Accounting contain placeholders where you can add your company logo and slogan. After you add your slogan, you can use the editing features of Word to make it stand out.

Tip: If you prefer to print forms on your company letterhead, you can delete the placeholders.

To add your company logo and slogan:

  1. On the Company menu, click Manage Word Templates.

  2. Do the following:

    • Under Template types, select the type of template that you want to modify.

    • Under Templates, click the template you want.

    • Click Modify.

      The template that you select opens in Word.

  3. Click the placeholder for the logo, and then press DELETE.

  4. On the Ribbon, on the Insert tab, click Picture.

  5. Browse to your logo file, click the file, and then click Insert.

  6. Click the placeholder for the slogan to select it, and then type your slogan.

  7. (Optional.) Use the editing features of Word to change the slogan's color, font, alignment, or size.

    Word text editing features

    Tip: You can modify any other text on the template, such as the title or text labels for fields, in the same way.

If you are finished customizing your template, proceed to Save your template, later in this article.

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Add or remove fields

When you modify a template in Word, the Document Actions pane lists the fields that are available for the form. These fields include both predefined fields, such as Due date and Sales Person; and placeholders for user-defined fields, which can correspond to custom fields that you've defined in Office Accounting. You can easily add fields that you want to appear on the form and remove fields that you don't use.

Document Actions pane

Tip: When you add or remove a field, you might also want to add or remove the text label that goes with the field. You can do so by using the editing features of Word.

About fields

A field consists of an opening element, a closing element, and placeholder text where your data will go when you export a form from Office Accounting to Word.

Template field

Behind the scenes, fields are actually XML elements, but you don't need to know XML to customize a template.

Important: Do not edit any part of a field. If you do, the field cannot pull data from Office Accounting correctly.

Working with user-defined fields

After you define a custom field for the Customer or Vendor form, you can add the field to your Word template. Suppose you define a text field for the Customer form called Referred by, so that you can track who is referring customers to you. You can add that field to sales forms such as sales orders, invoices, and quotes. You can also have the field appear on the Word templates for those forms.

In the Document Actions pane in Word, each user-defined field is identified by type and a sequential number. For example, if the Referred by field is the first text field that you define for the Customer form, in the template, the field is called Text 1.

Add a field

You can add fields anywhere on a template except in the table that will contain line items (the products and services listed on the form). However, you can remove fields or columns from the line-item table.

  1. In the template, position the cursor where you want to insert the field.

  2. In the Document Actions pane, double click the field that you want to add.

If you are finished customizing your template, proceed to Save your template, later in this article.

Remove a field

  • In the template, select the field that you want to remove, and then press DELETE.

    Note: Be sure to select the entire field — the opening element, placeholder text, and closing element.

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Save your template

When you're finished customizing your template, save it with a new name.

  1. Click the Microsoft Office Button Office button image , and then click Save As.

  2. Type a new name for the template, and then click OK. A message appears stating that the document contains programming elements. These elements are necessary for the template to pull data from Office Accounting.

  3. Click OK again.

The next time you open the Manage Word Templates dialog box, your new template will appear in the list. For information about how to set your new template as the default template, see the following section, Change the default template.

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Change the default template

The first time you export a form to Word, the template that you select becomes the default template for that form. After that, when you click Export to Word Button image on the toolbar, your form is automatically exported to the same template unless you change the default template.

To change the default template:

  1. On the Actions menu of the form that you want to export, click Export to Word.

  2. In the Select Word Templates dialog box, click the template that you want to use as the default, and then click Select.

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