PATools

Help for PATools Auto-numbering

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1. Using the software

The software comes pre-prepared with an Invoice template sheet to receive the auto-numbering. This sheet can be renamed, modified and customised (eg to change to a Purchase Order simply change the text in 1 cell), or you can create/copy in your own worksheet. You set which sheet and which cell is to receive the auto-number from within the Control Panel.

The file can be saved under any name you choose, and in any location you choose, and you can save the file as a template (.xlt) file or as a workbook (.xls or later versions) file in any versin of Excel.

Therefore you can use it by opening a new blank master template, or by opening a previously completed data file.

You can password control access to the Control Panel for changing the settings and for re-setting the master counter, so you can set up the document and then safely give it to other users.

The Invoice template worksheet comes with 3 buttons which can be moved by right-clicking and dragging them. If you should accidentally delete one or more you can retrieve them from within the Control Panel.

Since our mechanics (macros) are protected you cannot use your own macros alongside ours, unless we customise it for you (for a small cost).

Note: Only numbers up to 30 will be imported automatically unless the software is licensed. This will allow you to test it out for as long as you wish.

 

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2. Options

There are many settings you can change, such as:

  • The cell to receive the automatic numbering and any text to be entered in front of the imported number.
  • Automatically import a new number on opening the document - Y/N
  • Format the imported number to include leading zeros
  • Set an increment for the numbering
  • A message to confirm the imported number - Y/N
  • The location and name of the Master data - this .dat file stores the last number used
    (since you specify this name you can use multiple versions of this file eg one for invoices, one for PO's, etc
    so long as you have purchased enough licenses.)
  • Automatically put the current date into your document upon opening - simply name the cell as GetDate in the Name Manager
  • Whether you wish to use the automatic save (and close) facility (Y/N) and the location to store these files
    (clicking the button saves the file using the name you have given for the master data and the number imported)
  • Print a number of copies when saving with the automatic save facility
  • Whether you wish to use the automatic logging facility - each time you autosave a document certain data can be logged in a central Excel workbook elsewhere to act as an index. You specify which data is to be stored on the LogData sheet supplied by editing rows 1 and 2
  • and more besides ...

 

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3. General Notes, Tips and Precautions

1. Although the software is well tested and written, we would recommend as good practice that any data and template workbooks be saved and backed-up before and during setup of this software, as it is impossible to protect against every possibility of system crashes, printer problems, etc causing runtime problems that may damage your data.

2. For this, as with any software, the best way to evaluate it and make it work for you is to play with it using dummy data until you become comfortable and are ready to use it for real.


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