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How can I add a formula to my template in Fees?

Article ID

ias-6910

Article Name

How can I add a formula to my template in Fees?

Created Date

26th September 2008

Product

IRIS Time and Fees

Problem

IRIS Fees uses the interface of Microsoft Word to generate correspondence. To create your own Bespoke Fees templates you will require knowledge of Microsoft Word to the level of complexity that your bespoke template requires. The IRIS support team are not Microsoft Word experts and cannot provide support, advice or maintenance services with respect to Microsoft Word. However, we have provided some documentation to help you with some of the program features. This knowledgebase article will provide advice for adding a formula to a template in Fees. For example, how to add two figures together, and then display the total of the figures on the template.

Resolution

To add figures in a Fees document, a formula needs to be used. This dictates which two figures need to be added to produce a desired result. For example, to display the Invoice Total, you would like to add the Net Invoice Total, and the VAT Total. To do this:

Log into IRIS Fees, from IRIS Main Menu, as MASTER.

Select: Options | Documents

The ‘Fees Document Options’ screen will be displayed, select ‘Maintain Templates’.

Highlight the appropriate Template folder (e.g. Invoices).

Highlight the appropriate Template.

Click on the ‘Edit’ button (note: it is not possible to make changes to the standard IRIS templates themselves).

The Word Template will be displayed allowing you to edit the details.

Toggle on the Field codes (Press ALT F9 on your keyboard). For information of how to turn on field codes please refer to KB IAS-11939.

Minimise Word, the ‘Tag Selection’ screen will be displayed.

Open the folders the Particular Client | Invoice | then, a. Place a tick next to ‘Net’. b. Place a tick next to ‘VAT Total’.

Click on the ‘Refresh’ button.

Maximize Word to enter the formula into the document.

Left-click on the document where you would like to enter the formula. Note: To check for versions of Word, click on Help | About, when in the Word Document. For versions of MS Word 2007, 2010, 2013 & 2016

Click on ‘Insert’ tab in Word. In the ‘Text’ section, click on the ‘Quick Parts’ button. From the drop down list select ‘Field’

In the ‘Field Names’ field, click on ‘=(Formula)’

In the Field Properties, click on the Formula Button.

This will display the Formula Screen. In the Formula: there will be an equal to sign present. Type in “a+b”after the ‘equal to’ sign. This will be displayed as: =a+b

In the Number Formal: text box, click on the down arrow and select the format that you would like the calculated number to be saved in. For example £#,##0.00;( £#,##0.00).

Click on the OK button which will then be displayed on the template as { =a+b#”£#,##0.00;( £#,##0.00)” }

Place your cursor before the ‘a’ and press the delete button on your keyboard.

Leaving the cursor in the “a” position, click on the ‘Mailings’ Tab, and in the ‘Write & Insert Fields’ section, click on the ‘Insert Merge Field’ down arrow.

Select LMCLInvNet

This will then be entered in the document as below { ={ MERGEFIELD LMCLInvNet }+b#”£#,##0.00;( £#,##0.00)” }

Place your cursor before the ‘b’ and press the delete button on your keyboard.

Leaving the cursor in the “b” position, click on the ‘Mailings Tab’, and in the ‘Write & Insert Fields’ section, click on the ‘Insert Merge Field’ down arrow

Select LMCLInvVAT_Total

This formula will be displayed as { ={ MERGEFIELD LMCLInvNet }+{ MERGEFIELD LMCLInvVAT_Total } #”£#,##0.00;( £#,##0.00)” }

Minimise Word and click on the Save button in the Tag Selection Screen

When generating the template, the result of the formula will be displayed

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