Ibiz 3 Template Manual - Iggsoft
iBiz 3.0Template Manual Copyright 2007 IGG Software, LLC
Copyright notice: Mac OS X, Universal Binary, Address Book, TextEdit and their respectiveicons are Apple Computer, Inc.
iBiz Template Manual: ContentsIntroduction 1Welcome to iBiz! 3Browsing 3Searching 3Hyperlinks 4Menu commands 4Getting Started with Templates 7What are iBiz templates all about? 9What is the difference between invoice/estimate templates and report templates? 10How do I add and delete templates? 10How do I edit templates in iBiz? 12Can I use another program to edit my templates? 14How do I generate invoices or estimates using my templates? 15How do I generate reports using my templates? 17Template Design 21What is the difference between RTF and HTML templates? 23What is the basic structure of iBiz templates? 23What are tags? 24What are tag lines? 25How do tag lines relate to one another? 28Which tags belong to which tag lines? 29How are totals calculated? 31How do I add images to my templates? 34Tag Dictionary 37 BEGIN CLIENT LINE 39 BEGIN EMPL. LINE 39 BEGIN EMPL. LOG LINE 39 BEGIN FLAT RATE LINE 40 BEGIN JOB EVENT LINE 40iContents
BEGIN PAYMENT LINE 40 BEGIN PROJECT LINE 41 END CLIENT LINE 41 END EMPL. LINE 41 END EMPL. LOG LINE 42 END FLAT RATE LINE 42 END JOB EVENT LINE 42 END PAYMENT LINE 43 END PROJECT LINE 43 CL. FINAL BALANCE 43 CL. LAST PAYMENT 44 CL. STOTAL TAX AMOUNT 44 CL. SUBTOTAL AMOUNT 44 CL. TAX 1 AMOUNT 45 CL. TAX 2 AMOUNT 45 CL. TAXABLE 45 CL. TOTAL AMOUNT 46 CL. TOTAL TAX 46 CL. TOTAL TIME 46 CL. TTL AFTER DISCOUNT 47 CLIENT ADDRESS 47 CLIENT CITY 47 CLIENT COMPANY 48 CLIENT COUNTRY 48 CLIENT EMAIL 48 CLIENT NAME 48 CLIENT PHONE 48 CLIENT STATE 49 CLIENT VAT 49 CLIENT ZIP 49 DATE 49 DAYS UNTIL DUE 49Contentsii
DISCOUNT 50 DISCOUNT AMOUNT 50 EMP. AVG. RATE 50 EMP. COST 50 EMP. NAME 51 EMP. TIME 51 END 51 FEE 52 FINAL BALANCE 52 FR TOTAL 52 INVOICE DUE DATE 53 INVOICE NO. 53 INVOICE SHORT DUE DATE 53 NAME 54 NON-FR TOTAL 54 NON-PAYMENTS TOTAL 54 NOTES 54 PAYMENTS TOTAL 55 PREVIOUS AMOUNT 55 PROJECT END DATE 55 PROJECT NAME 55 PROJECT NO. 56 PROJECT NOTES 56 PROJECT SHORT END DATE 56 PROJECT SHORT START DATE 56 PROJECT START DATE 56 QUANTITY 57 RATE 57 RETAINER BALANCE 57 SSTIME 58 START 58 STOTAL TAX AMOUNT 58iiiContents
SUBTOTAL AMOUNT 58 SUM TAX 59 SUM TIME 59 SUM TOTAL 60 SUM UNPAID 60 TAX 1 AMOUNT 60 TAX 2 AMOUNT 61 TAXABLE AMOUNT 61 TIME 61 TIME D 62 TIMED EMPLOYEES 62 TODAY LONG 62 TODAY SHORT 62 TOTAL AMOUNT 63 TOTAL TAX 63 TOTAL TIME 63 TTL AFTER DISCOUNT 64 UNPAID BALANCE 64Frequently Asked Questions 67How do I separate expenses or payments from earnings on a template? 69Can I use tables in my templates? 69How do I use templates with iBiz Server? 69How do I backup or restore my iBiz templates? 69Where can I download or share templates? 70Where can I find help or get additional support? 70Contentsiv
Chapter 1: Introduction1
Welcome to iBiz!This manual is provided to help familiarize you with template editing iniBiz. If you are just getting acquainted with iBiz, please review the iBiz 3User’s Guide (available at http://www.iggsoftware.com/ibiz/iBiz 3 Manual.pdf) before reading this in-depth manual, which focuses specifically on thetemplate features. Before we begin, here are a few notes about how to use thismanual.BrowsingTo get a quick overview of what is contained in this manual, please visitthe Table of Contents page and browse the chapter headings. Page numbersare included for quick reference. A Tag Reference has also been providedfor browsing definitions of template tags in alphabetical order. If your PDFviewer has a Table of Contents tab, you can use this to easily jump betweenchapters in addition to the methods above.SearchingIf you have a particular question in mind, you can use the search function inyour PDF viewer to locate the section of the manual that addresses it. Thecontents of this manual have been organized in question format to better helpyou find what you are looking for.3Introduction to iBiz Templates
HyperlinksThroughout this manual you will find words or phrases that are highlightedin blue. The color indicates that the word or phrase is a hyperlink, which youcan click to jump to another section of the manual for more information onthat topic. These cross-references should help to ensure that you always findthe right answers to your questions, no matter where you start your search.Menu commandsIn this manual, you are often instructed to choose commands from the variousmenus provided in iBiz. To simplify the menu hierarchy, we chose to usethe ‘ ’ character to denote each sub-menu or menu item. To illustrate, whenyou see “Choose Client Filter Out Closed Clients,” this can be interpretedas “Go to the Client menu, then go to the Filter Out submenu, then chooseClosed Clients.”Introduction to iBiz Templates4
Getting StartedChapter 2:with Templates7
What are iBiz templates all about?In addition to tracking the work you perform, iBiz features the ability togenerate invoices, estimates, and reports quickly and easily based on theinformation you record. iBiz uses templates to allow you greater control overhow your invoices, estimates, and reports will appear. By creating, modifying,and organizing your templates, you can decide what information appears onthe forms you create.To illustrate, suppose you want to send an invoice to two of your clients. Oneclient needs to know exactly what the rate is that you are charging her, butthe other client set up a retainer account to handle his payment and does notexpect to see the hourly charges. With iBiz, you can easily set up two differenttemplates: they both may contain the same letterhead and formatting forconsistency, but one can have rate information displayed while the other doesnot. Both templates can be stored for easy access each time the clients need tobe billed.To accomplish this kind of customization, iBiz templates include textcommands called tags (e.g. CLIENT NAME ). When iBiz generates aninvoice, estimate, or report using a template, any tags contained withinthe template are replaced with appropriate data pulled from the client(s),project(s), and job event(s) for which the form is being made. You selectwhich tags to include on each template, and thus what data is printed.iBiz keeps all of your templates in one place for quick retrieval, and includesa basic template editor for building and modifying templates. There is no limitto the number of templates you can have, so feel free to create a template forany occasion!9Getting Started with Templates
What is the difference between invoice/estimate templates andreport templates?There is very little functional difference between invoice/estimate templatesand report templates. They use the same tags and same structure, are stored inthe same location and can be edited in the same fashion.The main difference is that invoices and estimates, when generated, onlyinclude job events that have not already been invoiced, whereas reportswill include all selected job events regardless of status. When you create atemplate, be sure to assign it the correct type so that it will be available for usein the right section of iBiz.Additionally, report templates are restricted to RTF format (only invoice/estimate templates support HTML), and reports are not stored in iBiz afterthey are generated (as invoices and estimates are).How do I add and delete templates?To view your templates, open the template window by choosingInvoice Show Templates, or by clicking theInvoice/Estimate buttonbelow the project list and choosing “Show Templates.”Getting Started with Templates10
Your templates are listed along the left side of the template window, each onewith its format (RTF or HTML), type (Invoice or Report), and name. Clickinga template will display a preview of that template to the right, which you canzoom in or out using the “Zoom” slider at the bottom right side of the templatewindow.11Getting Started with Templates
To add a new template: Click thebutton at the bottom left corner of thetemplate window. A sheet will appear with several options for the newtemplate.Enter a name for the template, choose whether it is an invoice/estimateor report template, and choose whether you want to use Rich Text orHTML format.Click “OK” to add the new template to your list.To delete a template:button at the bottom of theSelect the template and click thetemplates window. A sheet will appear asking you to confirm that you want topermanently delete the template.How do I edit templates in iBiz?First, open the template window. Double-click a template, or select a templateand click the “Edit” button in the bottom right corner of the template windowto open the template in edit mode.Yellow and black stripes appear at the top of the pane to remind you that youare currently editing the template. You can change the name of the template atthe top of the edit pane. If it is an RTF template, the editor displays the text ofthe template; if it is HTML, you will see the HTML code.Getting Started with Templates12
To control formatting: Use the toolbar at the top of the edit pane to applystyles, set alignment, control spacing, and create lists. Use the ruler along thetop of the pane to set tabs and indents. For more formatting options (includingfont settings), choose Invoice Template Editing. Any formatting applied toa tag will be applied to the text that replaces it when the invoice, estimate, orreport is generated.13Getting Started with Templates
To preview your changes: Click the “Preview” button. Your invoice,estimate, or report will be displayed as it would appear when applied to aproject with sample client, project, and job event information. Click “Done” toreturn to the edit pane.To edit margin settings: Click the “Margins” button. A sheet will appear inwhich you can enter values for the top, bottom, left, and right margins.To view a list of available tags: Click the “Tags” button. A drawer willappear to the side of the template window containing all the tags that canbe added to your template. For descriptions of each tag, see Chapter 4: TagReference in this manual.When you are done editing the template, click the “Commit Changes” buttonat the bottom right of the template window to save your changes, or click“Cancel Editing” to discard them.Can I use another program to edit my templates?It is easy to use outside applications to edit your iBiz templates if you preferanother software package to iBiz’s built-in template editor. Simply use copyand paste to move the text of any template back and forth between the iBiztemplate editor and an outside editor. TextEdit is usually best for editing RTFtemplates as iBiz uses Apple’s RTF rendering engine. Use Safari to previewyour HTML code for best results in iBiz.Getting Started with Templates14
To include images and other files with your HTML:Browse to the following location in the Finder: /Library/ApplicationSupport/IGG Software/iBiz/Templates/ (the ‘ ’ indicates your user folder).Each “.biztemplate” file kept here is a bundle containing the following files: The RTFD or HTML file that contains the text of your template. Any image files or supporting documents that may be included in yourtemplate (if it is an HTML document). An “Attributes” file that contains additional info needed by iBiz tomanage the template.To view these files, Command-click on a template file and choose “ShowPackage Contents.” Locate the bundle containing your HTML template, andcopy any images, CSS files, or other included documents into it. You can nowlink to these files in your HTML code and have them appear in the template.How do I generate invoices or estimates using my templates?First, select one or more client(s) and project(s) to be invoiced (multipleclients/projects can be selected using Command-click). Go to Invoice CreateInvoice and choose a template, or click theInvoice/Estimate below theproject list and choose a template from the drop-down menu.If you are generating an invoice, all job events listed under the Work tabfor the selected project(s) that are not marked closed already, and are notmarked non-billable, will be included on the new invoice. Likewise, if youare generating an estimate, all job events listed under the Estimate tab for the15Getting Started with Templates
selected project(s) that are not marked closed or non-billable will be includedon the new estimate.After choosing a template, a window will appear showing a preview of yourinvoice/estimate. The yellow and black stripes appearing across the top ofthe window are there to remind you that the invoice/estimate has not yet beensaved to the billing section.Getting Started with Templates16
If you need to make any manual changes to the invoice/estimate, youcan make them directly in the preview window. You can view additionalinformation about the invoice/estimate by clicking thebutton at thebottom of the window.For more information about using invoices and estimates in iBiz, please referto the iBiz User’s Guide, available at http://www.iggsoftware.com/ibiz/iBiz 3Manual.pdfHow do I generate reports using my templates?In the main iBiz window, select the client or clients (using Command-click)for which you want to generate a report, then choose Client Make Report orclick theReport button on the toolbar.A sheet will appear displaying each of the selected clients and their associatedprojects. Check individual projects to mark them for inclusion in the report.Checking a client will mark all its associated projects; clicking “Check/Uncheck All” will mark all displayed clients and projects. Choose a reporttemplate from the drop-down menu at the bottom of the sheet, then click“Generate Report.”The reports window that appears contains four tabs; click the Summary tab todisplay the report generated from the selected template.17Getting Started with Templates
To save the report to a PDF document, click thebutton andchoose “PDF file.” Choose a location for the new file and click “Save.”For more information about using reports in iBiz, please refer to the iBizUser’s Guide, available at http://www.iggsoftware.com/ibiz/iBiz 3 Manual.pdf.Getting Started with Templates18
TemplateChapter 3:Design21
What is the difference between RTF and HTML templates?Generally speaking, with RTF templates, what you see is what you get. Thetext you type into an RTF template, along with any images or formatting youapply, will be transferred directly to the invoice, estimate, or report that isgenerated using that template.If you are already familiar with HTML coding (or have a WYSIWYG editor),you can author HTML templates with relative ease. The advantage to thismethod is that the incorporation of web formatting tools (such as tables andCSS) makes your templates highly customizable.This chapter covers design principles for all templates using examples fromRTF design. Our assumption is that if you are using HTML templates, youalready have a thorough understanding of HTML design. To assist you incoding specifically for iBiz, special notes have been interspersed throughoutthis chapter with special considerations for HTML templates.What is the basic structure of iBiz templates?Regardless of whether you compose templates in RTF or HTML, tags are usedto automatically insert data about your clients, projects, and job events. It isimportant to understand, however, that your templates must follow certainstructural guidelines.Templates are divided into sections according to content – for example, eachone contains separate sections for client, project, and job event information.These sections are demarcated using tag lines, which follow a hierarchical23Template Design
relationship. Continue reading for more detailed descriptions of these conceptsand terms.What are tags?Tags are text commands included in templates that provide special instructionsto iBiz. Tags are always enclosed in angular brackets (e.g. CLIENTNAME ) and act as placeholders for information that will be drawn from youriBiz data.NoteOn HTML templates, tags must be entered as plain text so that they appearon the rendered document. To display the left and right angular bracketscorrectly, use “<” and “>” respectively. For example, the CLIENT NAME tagshould appear as “<CLIENT NAME>” in your code.Each unique tag corresponds to a specific piece of information. When yougenerate an invoice, estimate, or report based on your template, iBiz looksup the information requested by each tag and places it in the template. Anyformatting that was applied to the tag (including size, font, style, color,spacing, alignment, tabs, etc.) will be applied to the information taking itsplace.To illustrate, suppose you write a template that looks like this:Invoice #: INVOICEDate: TODAY SHORT NO. CLIENT NAME CLIENT ADDRESS CLIENT CITY , CLIENT STATE CLIENT ZIP Template Design24
NoteThe included examples are based on RTF desgin; if you are working withHTML templates, consider the examples as if they reflected the renderedoutput of your HTML code.When used to generate an invoice, the output looks like this:Invoice #: 103Date: 8/15/06Some Big Corporation123 Main St.Pleasantville, UT 55555Tags can be used to place all sorts of information into your templates – pleaserefer to Chapter 4: Tag Reference for a complete listing of tags and definitions.What are tag lines?Tag lines serve to demarcate the different sections of your template. Theyconsist of “ BEGIN” and “ END” tags (see Which tags belong to which taglines? for specific notation). The following tag lines are used in iBiz: Client – contains information about the client(s) selected whengenerating the invoice, estimate, or report. Project – contains information about the selected project(s). Employee – contains information about employees who contributedtimed job events to the selected project. Job event – contains information about the selected timed job event(s). Flat rate – contains information about the selected flat rate and quantityjob event(s). This line allows you to separate expenses from earningson your projects.25Template Design
Payment – contains information about the selected payment job event(s). Employee log – contains information about invidivual employee timeslogged on the selected job event(s).Unlike regular tags, tag lines do not display information on the form thatis generated; they simply mark the different sections of the template. Themain function they serve is to repeat the information contained between their BEGIN and END tags for each instance of that tag line’s item.NoteTag lines are necessary for HTML templates as well. Even though the taglines are not replaced with information when the invoice or estimate isgenerated, they must still appear in plain text. If they are in your HTML code but donot appear on the rendered document, iBiz will not process them and may display yourproject data incorrectly.For instance, the client line will repeat once for each client selected forinclusion in a report. The employee line will repeat for every employee thatcontributed time to the project being invoiced. This repetition prevents youfrom having to enter the same information multiple times on a template.To illustrate, let’s say you want to create a template that displays the projectname and number for each included project. You will need to use the PROJECT NAME and PROJECT NO. tags, but if you simply placethese on a template by themselves.Project name: PROJECT NAME Project number: PROJECT NO. .the resulting form will only display the name and number of the first projectselected, not all of them:Template Design26
Project name: A Preview ProjectProject number: 001To make sure the tags are repeated for each included project, surround themwith the BEGIN PROJECT LINE and END PROJECT LINE tags: BEGIN PROJECT LINE Project name: PROJECT NAME Project number: PROJECT NO. END PROJECT LINE This will result in the following ame: A Preview Projectnumber: 001name: Another Projectnumber: 002name: One More Projectnumber: 003Please note that not all tag lines must be used on every template; it is onlyimportant to include them if the template will be used to generate informationon more than one of the item specified.For example, if you are in the habit of invoicing only one client at a time,there is no need to include the BEGIN CLIENT LINE and ENDCLIENT LINE tags on your invoice template. Any client tags present willdisplay information for the lone selected client.It is very rare, however, that you will only want information on a single jobevent from a project, so most of your templates will include BEGIN JOBEVENT LINE and END JOB EVENT LINE .27Template Design
How do tag lines relate to one another?Tag lines also follow rules of hierarchy similar to the basic iBiz hierarchy(Client Project Job Event). This means that on your templates, the job eventline should be nested inside the project line, and the project line should benested inside the client line (tabs have been added for illustrative purposes andare not required): BEGIN CLIENT LINE BEGIN PROJECT LINE BEGIN JOB EVENT LINE END JOB EVENT LINE END PROJECT LINE END CLIENT LINE Nested tag lines will repeat just as tags do – for example, if we add a tag toour code. BEGIN CLIENT LINE BEGIN PROJECT LINE BEGIN JOB EVENT LINE NAME END JOB EVENT LINE END PROJECT LINE END CLIENT LINE .this template would produce a list of the names of all included job eventsfor every selected project and client. The list would begin with the first jobevent in the first project for the first client, run through all job events in thatproject, then move on to the next project. After going through all job eventsin all projects for the first client, it would begin on the next client. This wouldcontinue until the list ends with the last job event in the last project for the lastclient.Template Design28
Don’t forget, however, that there are more tag lines than just clients, projects,and job events. The complete hierarchy for tag lines is as follows: BEGIN CLIENT LINE BEGIN PROJECT LINE BEGIN EMPL. LINE END EMPL. LINE BEGIN JOB EVENT LINE BEGIN EMPL. LOG LINE END EMPL. LOG LINE END JOB EVENT LINE BEGIN FLAT RATE LINE END FLAT RATE LINE BEGIN PAYMENT LINE END PAYMENT LINE END PROJECT LINE END CLIENT LINE Please note that not all tag lines must be used on every template, but anytag lines that are used should follow the hierarchy outlined above. If the flatrate and/or payment lines are not included, the job event line will includeinformation about flat rate and payment events from the project.Which tags belong to which tag lines?The following list is to provide a quick reference of tags associated with eachline. Tags listed under “Misc.” can be placed anywhere on the template and do29Template Design
not require a tag line to be used. Please refer to Chapter 4: Tag Reference fordefinitions of each tag.Client: BEGIN CLIENT LINE END CLIENT LINE CL. FINAL BALANCE CL. LAST PAYMENT CL. STOTAL TAX AMOUNT CL. SUBTOTAL AMOUNT CL. TAX 1 AMOUNT CL. TAX 2 AMOUNT CL. TAXABLE CL. TOTAL AMOUNT CL. TOTAL TAX CL. TOTAL TIME CL. TTL AFTER DISCOUNT Project: BEGIN PROJECT LINE END PROJECT LINE DISCOUNT DISCOUNT AMOUNT FINAL BALANCE FR TOTAL NON-FR TOTAL NON-PAYMENTS TOTAL PAYMENTS TOTAL PREVIOUS AMOUNT PROJECT END DATE PROJECT NAME PROJECT NO. PROJECT NOTES PROJECT SHORT END DATE Employee: BEGIN EMPL. LINE END EMPL. LINE EMP. AVG. RATE CLIENT ADDRESS CLIENT CITY CLIENT COMPANY CLIENT COUNTRY CLIENT EMAIL CLIENT NAME CLIENT PHONE CLIENT STATE CLIENT VAT CLIENT ZIP PREVIOUS AMOUNT UNPAID BALANCE PROJECT SHORT STARTDATE PROJECT START DATE RETAINER BALANCE STOTAL TAX AMOUNT SUBTOTAL AMOUNT TAX 1 AMOUNT TAX 2 AMOUNT TAXABLE AMOUNT TIMED EMPLOYEES TOTAL AMOUNT TOTAL TAX TOTAL TIME TTL AFTER DISCOUNT UNPAID BALANCE EMP. COST EMP. NAME EMP. TIME Template Design30
Job event: BEGIN JOB EVENT LINE QUANTITY RATE SSTIME TIME TIME D Flat rate BEGIN FLAT RATE LINE END FLAT RATE LINE (expense): DATE NAME NOTES RATE SSTIME END JOB EVENT LINE DATE FEE NAME NOTES FEE Payment: BEGIN PAYMENT LINE END PAYMENT LINE DATE FEE NAME NOTES RATE SSTIME Employee BEGIN EMPL. LOG LINE END EMPL. LOG LINE log: EMP. NAME END START Misc. (no DAYS UNTIL DUE INVOICE DUE DATE tag line): INVOICE NO. TODAY LONG SUM TAX SUM TIME SUM TOTAL SUM UNPAID INVOICE SHORT DUE DATE TODAY SHORT How are totals calculated?There are a number of tags used to display different totals on your templates.Understanding what each of these tags represents can be a little bit confusing.To help make sense of the process used to calculate the various totals (as wellas the relationships between these tags), we have included several diagramsbelow.31Template Design
First, the subtotals are calculated from job event fees:Second, project discounts are subtracted:Third, taxes are calculated:Template Design32
Fourth, the taxes are added in:Fifth, retainer deposits are applied:33Template Design
Finally, any outstanding balance (debit or credit) is added or subtracted:For overall totals, client totals are simply added together:How do I add images to my templates?Images can be added to RTF templates by dragging and dropping the imagefile from the Finder onto the template, or via copy and paste. iBiz templatescan use any graphic format supported by TextEdit, including TIF, PNG, JPG,and GIF.Template Design34
Once added to your template, the original image file does not need to be kepton your hard drive. iBiz makes an inline copy of the image, which is saveddirectly in the RTF template file.NoteImages can be placed in HTML templates, just as in any other HTMLdocument, by using img tags. Any images placed in an HTML templateshould be kept in the same location as the template file itself. See Can I use anotherprogram to edit my templates? for more information.35Template Design
Chapter 4: Tag Dictionary37
BEGIN CLIENT LINE Indicates the start of the client section of the template. Should not be usedwithin any other tag line. All information enclosed between this tag and the END CLIENT LINE tag will be repeated for each included client. SeeChapter 3: Designing RTF Templates for more information about structuringyour client tags. This tag is not replaced with text when the invoice/estimateor report is generated. BEGIN EMPL. LINE Indicates the start of the employee section of the template. Should be usedwithin the project line. All information enclosed between this tag and the END EMPL. LINE tag will be repeated for each employee in the includedproject(s). See Chapter 3: Designing RTF Templates for more informationabout structuring your employee tags. This tag is not replaced with text whenthe invoice/estimate or report is generated. BEGIN EMPL. LOG LINE Indicates the start of the
Enter a name for the template, choose whether it is an invoice/estimate or report template, and choose whether you want to use Rich Text or HTML format. Click “OK” to add the new template to your list. To delete a template: Select the template an
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Initiate a Template-Based Hire – Casual AUPE Hourly (Project) Step 2: Access Template Selection 1. Click the Look up Select Template button (magnifying glass) next to the Select Template field. The Look up Select Template window is displayed. Step 3: Select Template The template
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The design file that is used does not matter since we are editing the template library .itl file. S.R. 185 Template From the Corridors tab, choose Template Create Template. The Create Templates dialog is opened with the template library for the WorkSet loaded o Create a new template
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