Quick Start: Add and remove fields in a document template

Microsoft Office Accounting 2008 makes the process of producing business documents such as invoices, sales orders, quotes, customer credit memos, customer statements, and purchase orders easier because document templates pull financial information directly from the program's database. For example, customer statement templates automatically insert the Company Address field from a customer record.

This topic shows how you can change a document template by replacing the Customer Address field with the Company E-mail field.

Open a customer statement template

To open an Office Accounting 2008 customer statement template in Microsoft Office Word, do the following:

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

  2. In the Manage Microsoft Office Word Templates dialog box, in the Template types section, select the type of template you want, such as Customer Statement.

  3. In the Templates box, select a template from the list, such as Customer Statement - Slate Blue.doc, and then click Modify.

The template opens in the version of Office Word you have installed on your computer, as long as it is at least Office Word 2003.

Remove a field

The Accounting 2008 templates include field codes that represent points where data from the customer record is inserted. You may not want to use all of the fields that are included in the default templates. For example, you might want to remove the Customer Address field from a customer statement template.

To remove the field code for Customer Address, follow these steps:

  1. Select the entire field code.

    Select Field Code to Delete

    Note: The location and format of the placeholders vary by template.

  2. Press DELETE.

Add a field

You may also want to add fields that are not included by default in customer statement templates. For example, to add a field for the company's e-mail address, do the following:

  1. In Word, click where you want to insert the field code in the template.

  2. In the Document Actions pane, click the item that you want to insert into the document, such as Company E-mail. The field code is added to the template.

    New Field Code Added to the Customer Statement Template

Save the template

When your template contains the field codes that you want, you can save it for future use by following these steps:

  1. Do one of the following:

    • In Word 2007, click the Microsoft Office Button Office button image , and then click Save As.

    • In Word 2003, on the File menu, click Save As.

  2. In the File name box, type a new name for the customized document, and then click Save.

  3. Because the document contains XML that links it to Accounting 2008, a privacy warning appears. Do one of the following:

    • Click OK to save the customized document and add it to the list of available Word templates in Accounting 2008.

    • Click Cancel to close the document without saving.

Now that your new custom template has been saved, you can return to the Manage Microsoft Office Word Templates dialog box in Accounting 2008 and click Refresh to see your template in the list of available templates.

For additional information

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