When it comes to performing calculations in a Word document,
we tend to think of embedding or linking an Excel worksheet—but this can be
overkill. Sometimes, a better approach is simply to insert a table in a
document and perform the calculations in it. Word tables have a number of
applications: staffing rotas, timetables, pricing charts, quotations, and the
one I use most, invoices.

It’s easy to create an invoice that includes your business
details, contact information, and logo, along with a table that itemizes the
costs, parts, and labor; automatically calculates the totals and taxes; and
presents a total amount payable. You can even include Fill-in fields to
automatically prompt for customer information. Once you set up this invoice
framework, save the blank form as a template, and you’re in business.

To generate an invoice, you just create a new document using
the template, fill in the customer information when prompted, and enter the invoice
amounts in the table. You can then update the fields that calculate tax and
totals and print the invoice. To help you get started, I’ve created a sample invoice template
that you can customize to fit your needs. Let’s look first at some
template-building basics; then, I’ll explain how to modify and use my sample template.

Laying out the heading

The first step in building an invoice template is to design
the heading you want to use for it. Once you’ve created a heading, save it so
you can use it for other marketing material, such as flyers, price lists, and
announcements.


AutoText tip

One convenient way to preserve an element such as a heading
is to save it as AutoText. Just select the items that make up your heading and
press [Alt][F3]. When Word presents the Create AutoText dialog box, enter a
name and click OK. Now, whenever you need to insert the heading in a document,
you can just position the insertion point where you want the heading to appear
and type the AutoText name. By default, Word will offer to auto-complete the
name, and you can press [Enter] to insert the heading. If this feature is
turned off, just type the AutoText name and press [F3].


Creating the body of the document

Think about the wording you’re going to use in your invoice.
Be careful not to fall into grammatical errors that can make you and your
business look unprofessional. In my template, I used an automatic Date field so
that each invoice I create from the template will be correctly dated.

Planning and inserting the table

When you’re ready to add the table to your template, display
the Tables And Borders toolbar. As with the other toolbars available in Word,
you can switch on this one from View | Toolbars. Most of the table options can
be reached from this toolbar.

Decide how many rows and columns you need in your table. You
can always insert extra rows, but it is nice to start out with something you
don’t need to alter too much. Once you have planned the layout, click on the
Insert Table button. You will see a dialog box where you can select the number
of columns and rows in your new table.

Entering the calculations

Look at the Tables And Borders toolbar. There’s a funny
symbol at the bottom-right: S.This is the AutoSum button. By clicking in an empty
cell below a column that will contain values, you can use this button to
perform simple addition.

When you click AutoSum, Word will insert the function {=SUM(ABOVE) }.

Should you wish to add a calculation for sales tax or VAT
(UK), insert a formula field. First, click in the next cell down and choose
Field from the Insert menu. Then, click the Formula button and enter a
multiplication expression, as described in the next paragraph.

To create the tax calculation, I have used the UK rate of
sales tax (VAT or Value Added Tax) of 17.5 percent. The formula multiplies the
total, which, in this example, is cell B6, by 1.175. You can alter this formula
for use in your locality by changing the figure after the * symbol. For
instance, to add a 4 percent sales tax, you would alter this formula to read { =B6*1.04
}, as shown in Figure A.

Figure A

The cells in a Word table work in
the same way as those of an Excel worksheet. The drawback is that the table
does not display column and row labels. Remember that the columns are
represented by letters, from left to right: A,B,C, etc. The rows are numbered
from the top down; thus, in the following table, the cell containing Cleaning floppy drive is cell A1, and
the cell containing 52.875 is B7.

Cleaning floppy drive 3
Virus scan 6
Hourly charge 22
Replacement IDE cable 5
Replacement keyboard 9
Total 45
Total including VAT 52.875

Saving the template

When you save your invoice document, remember to save it as
a Word template, with a .dot file extension. This will make it available from
the File | New command.

Modifying and using the sample template

To put my sample invoice template to work, first open it and
replace the heading and company information with your own. (To open the
template for editing, rather than create a new document, you’ll need to
right-click on it and choose Open.) You might find it useful to work with field
codes displayed so that you don’t accidentally delete any fields. You can
toggle the display on and off for the entire document by pressing [Alt][F9].

If you are not in Britain, you’ll want to alter the
calculation to reflect your own rate of tax. Right-click on the contents of the
last cell and select Toggle Field Codes (if you’re not already displaying the
codes). You should then see { =B6*1.175 }. Change the multiplier from 1.175 to
the rate at which your local sales tax is levied, if applicable. For example,
if you pay state sales tax at 4 percent, the code should read { =B6*1.04 }.

You may also want to modify the Fill-in field prompts to ask
for different customer data. For instance, you might prompt for city, state,
and ZIP code rather than town, country, and post code. With field codes
displayed, simply edit the text that appears in quote marks within the Fill-in
fields.

After you’ve modified the template, save it in the desired
folder. If you want it to be listed with other templates when you create a new
document, be sure to place it in your default location for templates.

Now whenever you use this template to raise an invoice for
your personal services, you can enter the appropriate information, update the
calculations, print the document, and send it to your client. You can also copy
the data into reminder letters, should your client fail to settle an account
promptly.