Customizing Forms

Connected System Requirements to use this feature:

-Connected Version 11 or greater

The form customization feature in Connected 11 gives users the ability to change the look and content of forms.  For example, editing the format of an invoice that would be sent to a customer.

The following forms can be modified:

• Customer Invoice (Account Invoice, Quick Invoice, Credit Memo, Debit Memo)
• Packing Slip
• Sales Order
• Purchase Order
• Customers Statement
• Payment Advice (EFT/ACH Remittance)
• Check/Cheque
• Sales Quote
• Manufacture/Work Order
• Customer/Vendor Labels (Avery Label#5164/5264, 5263/5963, and 5366)
• Shipping Label
• Estimate (Job Costing only)

Users can change the layout of a form, add text fields, add data fields, draw lines and boxes, move fields, and change the font and style of print. Multiple versions of the save form can be saved, printed, or attached to an email template. Connected forms are also portable across different data files using the import/export feature.

The following are a list of commonly used steps to make edits/changes to the Connected forms:

• STEP 1 - Open Forms Window for a Specific Module (A/R, A/P, J/C, I/C) and Select Form Type
• STEP 2 - Open Editor Window and Set Form Margins
• STEP 3 - Customize and Preview Form
  • Adding a Data Field
  • Adding Text and/or Labels to a Form
  • Adding a Line or a Box to a Form
  • Changing Fonts and Styles
  • Test Print or Preview a Custom Form
  • Save Changes and Exit Window
• STEP 4 - Specify Form(s) to be Used
• Importing/Exporting Forms

STEP 1 - Open Forms Window for a Specific Module (A/R, A/P, J/C, I/C) and Select Form Type

Choose Company Setup from the File menu and choose from A/R Forms, A/P Forms, I/C Forms, or J/C Forms options, as shown in the following screen.

From the Drop Down menu in the upper left, select the form type to see a list of forms available. Depending on the modules being viewed, the options will vary.

STEP 2 - Open Editor Window and Set Form Margins

One of the most important edits to form, especially for check/cheques, is to set the margins.  By setting the margins first, many other alignment issues are solved by default.

1) Choose a specific form to customize by highlighting the name in the form list, followed by clicking "Customize" button on the right, as shown below.

2) Once selected, the Custom Form Editor appears, as shown below. The default display is the General Properties tab on the right hand side.  Enter the Top Margin and Left Margin in the space provided.  It is recommended to start with 0.25 inches for both the top and left margins, if nothing is specicied.

NOTE: If a user has defined form printing margins set in the User Preferences window, a note will appear on top of these fields indicating the value(s) that have been entered.  If nothing is entered, the values specified within the form will be used.

STEP 3 - Customize and Preview Form

After the margins have been set, the form is ready for further modifications. The following sections explain how to use some of the tools in the "Custom Form Editor".

Adding a Data Field

Data Fields are those that appear in transaction windows or a related areas.  For example, when editing a customer invoice form, you can add Data Fields from both the Account Invoice window and also from the Customers window.

Add Data Field:

1) Click the Data Field icon in the top toolbar.

2) Move the mouse pointer over the form, and notice how the pointer changes.  Click and drag the pointer to where the new field is being added.  Dragging the pointer allows the field to be resized.

3) After adding the field to the form, add a Data Field Object Definition.  Choose the appropriate field from the Data Field Object drop down menu on the right-hand side of the screen.

After the Data Field Object definition is set, click on the field to make it active for resizing and make any necessary changes. To move the field, click and hold the mount button and drag the field to the desired location.

To Delete a field, click on the field to be deleted, and press the DELETE key on the keyboard, or select Cut from the Edit menu at the top of the screen.

Adding Text and/or Labels to a Form

To add text or labels to a form:

1) Click the Text Field Tool icon

2) Move the mouse pointer over the form until the pointer changes. Click and drag the pointer to where the new field should go.  Dragging the pointer allows the field to be resized.  The field will appear blank.  Double click it to open the following text edit window.

3) Enter the desired label or text and make any formatting changes required.  Click outside the text box to close it and see the changes reflected on the form.

Adding a Line or a Box to a Form

To add a line or box to a form:

1) Click the Line Icon or the Rectangle icon from the window toolbar.

2) Move the mouse pointer over the form until the pointer changes. Click and drag the pointer to where the new line/box should go.  Dragging the pointer allows the line or box to be resized.

3) When the mouse button is released, the Object Properties will become active on the side of the window.  Make any necessary changes to the size, color, back color, or line style.

Changing Fonts and Styles

Connected forms can access a total of eight (8) fonts. Six fonts are included by default and two can be selected as custom fonts.

To specify fonts and other field text styles:

1) Click on the field or label that the font and/or style needs to be changed

2) Use the options under the Object Properties to make the necessary changes.

Test Print or Preview a Custom Form

Before saving and using the new customized form, a user can perform a test print to see if the layout matches the company requirements.  Click the Print to Screen Icon and view the form on screen. Use the Print option to send a sample to a printer. Close the window and return to the editor window when done.

Save Changes and Exit Window

Before exiting the Custom Form Editor any changes made will need to be saved.  Click the button labeled Save at the top of the screen.  

STEP 4 - Specify Form(s) to be Used

Selecting form printing defaults is important, especially for preview or printing.  Although a default is used for PDF/Email, this setting is much less important with specific versions of forms assigned to Email Templates.

The location of the default form specification is shown below:

Importing/Exporting Forms

TIP: If you are happy with a form that you have made for one company, follow the instructions below to export it so that it can be used for other Connected company files.

1) To export a form, click the Export button within the Forms window and choose a destination to save the file.

2) To import a form, ensure that you are in the correct data file and then click the Import button within the Forms window.  The following message will appear when complete:

3) The new form will appear in the list with the date and time of the import in the Forms window.

To add a logo to a form in Connected, please see Adding a Logo or Image to a Form