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In Excel 2007: Creating and Managing Invoices, Microsoft Most Valuable Professional Curt Frye shows how to set up an efficient and flexible invoice management system. As part of the instruction on how to design a custom invoice in Excel, Curt explains how to use a PivotTable to put each customer's information on its own worksheet. If Word is the preferred method for creating an invoice, Curt covers how to use Word 2007's Mail Merge function to work with an Excel sheet. He also outlines some advanced tips, including calculating interest on unpaid items and tracking invoices. Exercise files accompany the course.
When you generate an invoice for a customer, you don't want to run an invoice for every order they've ever made. Instead, you want to create a new invoice for just the new orders within a given time period. In this movie, I will show you how to filter Excel tables and you can use those skills to filter PivotTables as well. In this case, I have my Invoice table and I have all of the invoices that I have created and also any dates that they might have been paid. Now, let's say that I wanted to filter my table so that I only see invoices that were due in the first half of 2009, that is from January 1, 2009, to June 30, 2009.
To do that, I can click the InvoiceDueDate column's down arrow, point to Date Filters and click Between. Now, I can create my dates between which I want to see the data, so for the Date Picker I will go back to 1/1/2009 and for here, I will just type in 6/30/2009. Everything looks good. Click OK. And I see those two invoices. To remove the filter, I can click the Filter down arrow and click Clear Filter.
If I wanted to see a specific invoice or invoices for a specific customer, I can do something similar. I can create what's called a Selection Filter. To do that, I can click the InvoiceCustomer column's filter arrow, clear Select All, and then select the customer that I want to see. In this case, it could be 1824, click OK, and the table is filtered. Again, to remove the filter, click the Filter arrow and click Clear Filter. That type of filter also works if you have a column that contains any blank values.
If you want to do a Selection Filter, such as for InvoicePaid, so you can see any invoices that have gone unpaid, you can click the down arrow, clear Select All, and click Blanks. When you do, only the unpaid items appear. Limiting the data that appears in your Excel table helps you target your invoicing to just the current period and the customers you want.
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