MS Excel Template Building and Mapping for Neat 5

Transcription

1 MS Excel Template Building and Mapping for Neat 5 Neat 5 provides the opportunity to export data directly from the Neat 5 program to an Excel template, entering in column information using receipts saved in a folder. This tutorial will guide you through the process of creating a template for use with Neat 5 if you have not already created one, and then the actual process of mapping Neat to export to your template. Before getting started: You must have Neat 5 installed on your machine You must have Microsoft Excel 2003 or later installed Building your Excel Template: In order to export to a template from Neat 5, you must first create a template for the program to read. If you have not yet created a template or would like to make a new one for use with Neat 5, continue reading the steps here. If you already have a template you would like to use, please read through these instructions to make certain your template has all necessary components. 1. Open Excel and begin entering appropriate column names. In the example on the next page, the column names reflect the names of the columns in Neat, but you do not have to do it like this, as these terms will be imported into the program later.

2 2. Select the location where you would like the Data to come in on the template. We will refer to this as the Starting Row. In the example above, the Starting Row is row five. Once you have decided on this row, shrink down the rows directly above and below the Starting Row. To narrow these rows, hover over one of the borders of the number appearing at the far left of the row, and drag up or down. This will keep the rows from being used later on. 3. Next, name your template workbook s pages. The page tabs can be found at the bottom of the screen, and by default will be named Sheet1, Sheet2, and Sheet3. To rename a page name, double-click on it. In order to map successfully, you must have three pages. These pages will include Data (first page), Receipt Images (second page), and Comments (third page). An example appears on the next page.

3 Note: You can name these pages what you wish, but you cannot change the order in which this information appears on these pages (for example, images will never appear on page three), so you may want to keep the names relevant to the information. 4. After creating your template, or making any necessary changes to an existing one, Save the file. Go to File, and choose Save As. Select Excel Template. NOTE: When you create columns in Excel, you will want to format those columns to reflect the sort of information you are bringing over. Most columns will be fine, but for example, if you include Amount or Sales Tax columns, the carried over information will only have dollar signs ($) if they are formatted to show them. To format these columns, right-click on the letter at the top of the column to select it, then choose Format Column. Select Currency or the appropriate formatting from this list, then press OK.

4 Mapping your Excel Template in Neat 5 1. Now that you ve created your template in Excel, you are ready to map it in Neat 5. To get started with this, open Neat 5, click on Settings Excel Expense Report Maps. 2. In Step One of the mapping process, you will want to give a name to your template map, and select the template.

5 First, click New to name your new map (this is done because you can map multiple maps to Neat 5). Give it a name that will allow you to easily select it from the list in the future, and then press Create. 3. Next, press Browse and navigate to the template file you just created. Select the file and choose Open the file path will appear in the box next to the Browse button. Press Next to advance to Step Two. 4. In Step Two, you will map the pages of the report to the corresponding pages in your Excel template. Change the names in these boxes to match exactly with the names you gave your sheets in your template, in the correct order. Be sure to capitalize the same way you capitalized in the template.

6 5. On this same page, click the Details button to tell Neat a bit more about how you want the information to carry over. It is very important that you match the starting row in this box with the Starting Row in the template. In our sample, we decided Row 5 was going to be our starting row, so that is the row we have selected here. If you would like Neat to bring over the column headings used in the program, check off this box as well. 6. In Step Three, we tell the program which information should appear where when Neat sends its information to the Excel template. You do NOT have to map every column in the Unmapped Columns box; just bring over the ones you want to use. For our example, our template had Vendor, Expense Category, Receipt Date, Sales Tax, and Total Amount, so these are the columns we are going to map. If you created columns in your template that are not the same names as columns in our program, they will appear here now, with an appropriate value added, like Amount only.

7 7. Click on one of the columns you wish to map, then press the Map button.

8 8. In the window that appears, choose the column that you wish the information to appear in. Since in our example Receipt Date was mapped to column B in Excel, that is the column we have selected. Press Update to apply this change. Repeat to map all the other columns you wish to add, going between Neat and Excel to verify which column headings are assigned to which columns. 9. When you have made your desired changes, press Save. You are now ready to export to Excel from Neat.

9 Exporting to an Excel Template from Neat With the template created and mapped, the only step left to do is to export the information from Neat to Excel. NOTE: After you have completed the first two steps, you will skip right to this portion in the future. You can use this template over and over, and will not have to map again until you create a new template to use apart from this one. 1. Select a file or folder in the program you wish to export to your template. Click the Export button at the top of the screen and choose Excel. Select Selected Item(s) or Selected Folder depending on what you wish to export. 2. Select your Excel Map from the dropdown box. Look for the name you assigned in Step One of the mapping process. Select it and press Export.

10 3. A progress bar will briefly appear, preparing your file for export. A save window will appear. Choose a name and location for your expense report, and press Save. 4. When the export finishes, you will receive a notification that the export was successfully created. Press OK.

11 Viewing your Excel Expense Report To view your finished expense report, simply navigate to location where it was saved and double-click on it. Page One (Receipt Data/information)

12 Page Two (Receipt Images) NOTE: If your receipts have multiple images, they will appear on this screen as Receipt 1, Image 1/ 2, Image 2/2, etc., until all have appeared.

13 Page Three (Comments) NOTE: Comments on page three are comprised of the contents of the Notes column in the software.

14 TIP: In this sample template, a Total Amount and Total Sales Tax box have been included. These are created by creating functions in Excel, and not information that would automatically be imported by Neat. To create this box, click in a grid box and then press the function button at the top of the template. Select Sum (first entry) in this list then press OK. On the next screen, you will be asked to choose the range of information you wish to add up. The easiest way to do this is to select the first number you wish to add, and dragging your mouse straight down the column, end with the last number you wish to add. This will create a run in the first number column telling the program to add up all the numbers in the range. This appears in the software separated by a colon ( : ). Clicking back on the spreadsheet will not close your window. Press OK. Repeat this step to create any additional sum total boxes you wish to create.