Creating Check and Receipt Templates

Creating Check and Receipt Templates (For LexisNexis® PCLawTM version 8) Contents About Creating Check and Receipt Templates Opening the Template Editor Creating Sections on Templates Adding Elements Page Setup Saving Templates Additional Resources About Creating Check and Receipt Templates General and trust checks, firm and trust receipts, general retainers, and receive payments can use check/ receipt templates to display output. All check and receipt templates can be modified to suit the user’s requirements. Use the Template Editor to create your own templates or to modify existing templates. Opening the Template Editor A new template can be created by changing and saving an existing template under a unique name, or creating a template from scratch. Modifying an existing template saves time. However, to show the complete functionality of the Template Editor, we will create a new check template. 1. 2. On the Tools pull-down menu, select Template Editor. A blank Template Editor window appears. On the File pull-down menu, select New. The New Template window appears: 3. 4. Highlight Check. Click OK. An Untitled Check template appears: You are now ready to create a check template. Creating Sections on Templates Check and Receipt templates consist only of a Miscellaneous section. The section contains one or more elements, and each element contains either text, token, a shape, or a graphic. The section can be sized to suit the check. Working With Miscellaneous Sections A new check or receipt template defaults to the Miscellaneous section. It is not possible to make additional sections or change the section type. The section type appears in the right hand margin of the Template Editor. The Miscellaneous section on a check does not contain the same variety of tokens as a billing template. Tokens are restricted to: • information from the general or trust check receipt window • allocation summaries for matter, trust, or general ledger • account balances for accounts receivables or trust bank • vendor nickname or tax number. Resizing Sections The section created may not be the size required for its intended contents. A check, for example, typically comes in 1-part, 2-part, and 3-part sizes, requiring section sizes of 3.5”, 7”, and 10.5” respectively. Sections can be resized by dragging the borders, or through the Resize Section window Resizing a Section using the Cursor To resize a section by dragging its borders: 1. 2. Place the cursor over the border of the section. A 2-way black arrow appears. Drag the border to its preferred size. Only the height of a bill layout can be adjusted and a section cannot exceed the page length. For more information on page size, see “Page Setup” on page 11. Resizing a Section for a Specific Size Template Editor: Edit > Resize Section The section can also be resized to fit a specific height measurement: Exhibit 1. The Resize Section window 1. Type in the preferred height of the section in the New Height box - or Click Auto size to have the template editor automatically size the section to accommodate the elements contained within. Click OK. You are returned to the Template Editor page. 2. Adding Elements A template consists of elements that are categorized as text, tokens, graphics, shapes, and formulas. Each has a specific function in the presentation, appearance, and importation of information on the template. Each element is described separately. Elements are created through the pull-down menu, or by holding down the left mouse button and dragging your mouse over the template area where you wish to place the element. Tokens can be dragged from the right side panel to their preferred location. Page 2 Adding Text Elements Template Editor: Edit > Create Element Text A text box is an element that allows you to place labels or titles on the template. Text boxes appear on the template regardless of the information extracted or not extracted from token elements. Exhibit 2. The Element Properties window for the Text element type. 1. 2. 3. 4. 5. 6. In the Element Type box, select Text. In the Element Specification box, type the text to show on the template. In the Alignment box, elements containing text are normally left aligned. Select the proper alignment from the drop down list . For extensive text, if you wish for the text to continue printing to subsequent lines without being truncated, select Word Wrap. To adjust font settings, click the Font button. The Font window appears. See “Font Selection” on page 3. Click OK. You are returned to the template. The new text element now appears: Font Selection Template Editor: Edit > Element Properties > Text > Font button Use this window to select fonts, weight, and size for text. Exhibit 3. The Font window opened through Element Properties 1. 2. Select the appropriate fonts, styles, and sizes. Click OK. You are returned to the Element Specification window. Page 3 Adding Tokens Template Editor: Edit > Element Properties > Token A token is an element that extracts information from your PCLaw database. Creating a token is similar to the creation of a text box. When a section is selected, the list of tokens designed for that section type is listed in the column to the right of the template layout. Exhibit 4. Template Editor showing the token panel on the left. 1. 2. 3. 4. Highlight the token in the token column. Drag the token to the preferred location on your template. Release your mouse button. Make the rectangle a sufficient size to display the token information. A token can also be added through the Element Properties window. 5. To further customize the token, double click on the token. An Element Properties window appears: 6. 7. 8. 9. The Element Type box defaults to Token. In the Element Specification box, select the token contents to be extracted from PCLaw. In the Alignment box, elements containing quantitative values are normally right aligned. Select the proper alignment from the drop down list. For extensive text, if you wish for the text to continue printing to subsequent lines without being truncated, select Word Wrap. 10. To adjust font settings, click the Font button. The Font Window appears. See “Font Selection” on page 3. 11. If you are creating a date token, a Date button is available to click. A Date Format window appears. See “Date Format” on page 5. If you are creating a token with a quantitative value, click the corresponding Amount or Percentage button to format the token. See “Currency and Numeric Formats” on page 5. If you are creating a custom tab token, click the Custom Tab button to custom field and option. See “Custom Tab Tokens” on page 7. 12. Click OK. Page 4 You are returned to the template. The new token now appears: Date Format Template Editor: Edit > Element Properties > Token > Date button Use this window to set the appearance of the date on the bill. Exhibit 5. The Date Format window available for date tokens 1. 2. Select the preferred date order in the Date Order area. Select the appropriate date format from the drop down lists in the Date Format area. Leave the box blank for any date detail you do not want to appear on the bill Click OK. You are returned to the Element Properties window. Currency and Numeric Formats Template Editor: Edit > Element Properties > Token > Numeric/Amount buttons Use this window to set the appearance of currency values on the bill. Exhibit 6. The Currency window for tokens displaying monetary amounts 1. In the 1000 area: To specify that a comma separates units of thousands, select Comma. To specify that a decimal point separates units of thousands, select Period. To not separate units of thousands, click No Separator. 2. From the Decimal area: To specify that a comma for decimal places, select Comma. To specify that a decimal for decimal places, select Period. Page 5 3. In the Format area To add leading zero to the value, select Leading Zeros. To specify the number of decimal places, in the Decimals box, type the value. To specify the placement of the value denominator, in the Placements box, select the position. To specify how a negative value should display, in the Negative box, type the format. To specify the currency symbol, in the Symbol box, type the character. To save your selections, click OK. You are returned to the Element Properties window. Percent Format Template Editor: Edit > Element Properties > Token > Percent button Use this window to set the appearance of percent values on the bill. Exhibit 7. The Percent Format window for tokens displaying percentages 1. In the 1000 area: To specify that a comma separates units of thousands, select Comma. To specify that a decimal point separates units of thousands, select Period. To not separate units of thousands, click No Separator. 2. From the Decimal area: To specify that a comma for decimal places, select Comma. To specify that a decimal for decimal places, select Period. 3. In the Format area To add leading zero to the value, select Leading Zeros. To specify the number of decimal places, in the Decimals box, type the value. To specify the placement of the value denominator, in the Placements box, select the position. To specify how a negative value should display, in the Negative box, type the format. To specify the percent symbol, in the Symbol box, type the character. To save your selections, click OK. You are returned to the Element Properties window. 4. Design the disbursement and trust sections in a like manner, adding the required elements to suit the needs of the firm. Page 6 Custom Tab Tokens Template Editor: Edit > Element Properties > Token > Tab button For the Custom Tab token, click the Tab button to select fields from custom tabs. Exhibit 8. The Custom Tab Field Options window for tokens extracting information from custom tabs 1. To select the custom tab, to the right of the Tab Name box, click the Select button. The Custom Tab pop up help window appears: Highlight the custom tab containing the required field. Click OK. You are returned to the Custom Tab Field Option window. The Tab Name box is filled in. 2. To select a field from the custom tab, in the Tab Field box, click the Select button. The Custom Field window appears: Highlight the field to appear on the template. Click OK. You are returned to the Custom Tab Field Option window. The Tab Field box is filled in. Adding Shapes Shapes, in the form of lines and rectangles can be added as graphic elements to the template for cosmetic or formatting purposes. Exhibit 9. The Element Properties window for Shape element types Page 7 1. 2. In the Element Type box, select Shape. In the Element Specification box, to create a line, highlight Line. In the Orientation box, choose from the drop down list if the line is to be vertical, horizontal, or diagonal. To select the properties of the line, click the Outline button. The Outline Style window appears. See “Outline Style” on page 8. 3. To create a rectangle, highlight Rectangle in the Element Specification box To select the rectangle’s properties, click the Outline button. To select the rectangle’s shading, click the Fill button. The Fill Style window appears. See “Fill Style” on page 8. 4. Click OK. You are returned to the template window. The shape appears on the template. Outline Style Template Editor: Edit > Element Properties > Shape > Outline button Use this window to set the format of the line Exhibit 10. The Outline Style window for graphic line elements 1. 2. 3. Select the line color from the drop down list in the Color box. Type the line width in the Width box. The value must be a whole number. Click OK. Fill Style Template Editor: Edit > Element Properties > Shape > Fill button Use this window to set the interior design and color of shapes: Exhibit 11. The Fill Style window for graphic shape elements 1. 2. 3. Select the rectangle color from the drop down list of the Color box. Select the rectangle pattern from the drop down list of the Style box. Click OK. Page 8 Adding Graphics Template Editor: Edit > Element Properties > Graphics Graphics such as logos, clip art, or photos can be inserted in the template for many standard formats. Exhibit 12. The Element Properties window for Graphic element types 1. 2. 3. In the Element Type column, select Graphic. Type the directory path to the location of the graphic file in the Path box or click the Browse button to search for it. Click OK. The graphic appears on the template: Adding Formulas Template Editor: Edit > Element Properties > Formulas Formula elements can be created using tokens, constants and operands. Exhibit 13. The Element Properties window displaying Formula element types 1. 2. In the Type column, select whether the first value is a token or number. If you selected Token, in the Value column, select the actual token. If you selected Number, in the Value column, type the number. 3. 4. 5. In the Operation column, select the operand required for the calculation. Repeat this procedure for all values required for the formula. To apply the formula within the token, click OK. Page 9 Arranging Elements After an element is added, modifications can be made to the element to better suit the needs of the template. This topic describes these procedures: • Modifying Element Properties. • Resizing Elements • Moving Elements • Enabling Snap • Enabling Grid Lines. Modifying Element Properties To make changes to an existing token: 1. 2. Double click on the element you wish to change. The Element Properties window appears. Make the changes as required. Resizing Elements You may find that an element is not wide or tall enough. An element that is of insufficient size for its contents may not completely display the contents when the template is printed out. When changing the size of a token, we recommend turning on Element Frames > Tokens under the View pull-down menu to more easily maneuver through this process. 1. 2. Position your mouse on the side of the element border to change (i.e. top, bottom, left, or right). The cursor transforms into a 2-way black arrow. Drag the border to its preferred height or width. Moving Elements An element may be in the wrong location, or does not line up with other elements on the same horizontal or vertical plane. 1. 2. Click and hold your left mouse button in the center of the element. The cursor transforms into a 4-way white arrow. Drag the element to its preferred location. Enabling Snap Template Editor: Options > Snap Options To assist in aligning tokens, the template editor has a snap option. When snap is enabled, the elements are lined up on the same horizontal. Underneath the elements is a grid. Snap fits the elements to specific positions on the grid as defined by the grid size. This automatically aligns the element horizontally and vertically. Exhibit 14. The Snap Options window 1. 2. Select On. Select the grid size: • 1/8” for smaller fonts such as 10 pt. • 3/16” for 12 pt. • 1/4” for larger fonts. Click OK. 3. Page 10 Enabling Grid Lines Template Editor: View > Grid Lines To show the grid, select Grid Lines from the View pull-down menu. Page Setup Template Editor: File > Page Setup Invoices can vary in size. As a result, the page configuration may need to be modified to fit the proper form. That is achieved in the Page Setup option. Exhibit 15. The Page Setup window 1. 2. 3. Select either Portrait or Landscape in the Orientation section. Select Letter, Legal, or A4 in the Paper size section. Adjust the margins in the applicable Top, Right, Left, and Bottom boxes. First page margins can be unique from the remainder of the template. Saving the Template Template Editor: File > Save As Once the template is started, it needs to be saved and assigned a name. Save your template constantly during the creation stage, and again, once the template is finalized. If you want to experiment with the template contents and appearance, save the template incrementally under different names. Therefore, if you wish to return to a previous configuration of the template, open the template using the name you assigned to it under that stage. Exhibit 16. The Save File As window for naming and saving your template The file name appears as UNTITLED.rch for checks and UNTITLED.rcc for receipts, with .rch the being extension for check templates and .rcc being the extension for receipts templates. 1. Type the new template name in the File name box. It is not necessary to type the extension, as the template is saved as the template type regardless. Page 11 2. Click OK. A Description window appears: 3. 4. 5. 6. Type a description of the template for quick recognition of its purpose. Click OK. To preview the template, select Preview Layout under the File pull-down menu. To close the Template Editor, select Exit under the File pull-down menu. Page 12