Univex NeatScan, NeatDesk, NeatReceipts User Manual

Welcome to NeatWorks

Welcome to version 4.0 of NeatWorks software. We're happy to announce the following new or enhanced features with this release:

• New User Interface: The menus and toolbars have been redesigned to make the application faster and easier to use.

Quick Scan Center: Using a batch-type scanning process, you can quickly and

• easily scan documents, receipts, business cards, and even create PDF files without first launching the NeatWorks application.

Inbox: The Inbox is where your scanned items display so that you can verify,

•

edit and/or add notes before filing them in the appropriate organizer folder.

• Filmstrip View: The Filmstrip is used for viewing mult i-image items in the image viewer of each organizer. If an item includes multiple images, the filmstrip displays at the bottom of the image viewer, allowing you to quickly scan through pages. If you click on a thumbnail in the filmstrip, it becomes t he main image displayed.

• Keyword Search and Advanced Search: Use keyword search to find information by typing in words in the search box or use Advanced Search by selecting multiple criteria to drill down and find the receipt , business card, and document information you need.

• Archive: The new Archive feature enables you to zip and save information outside of the NeatWorks application for future retrieval. This will improve application speed as you archive old data sets outside the NeatWorks database.

• PDF: A new workflow makes scanning to PDF faster and easier, while the image quality of scans has been improved.

Before getting started, we recommend taking a moment to familiarize yourself with our help system. Even seasoned NeatWorks users may benefit from reviewing information about our new features and how the software works. We appreciate your support, and are committed to providing solutions that organize your paper and simplify your life.

Getting Started: What do I need to know?

NeatWorks is a scanner and software solution that helps you organize your paper. Receipts, bills, medical forms, business cards...everything. It scans, analyzes and organizes your paper and stores it all in a database on your computer. There are a few basic concepts that will help you better understand how to use NeatWorks. Before getting started, it may be helpful to review our answers to the following questions about folders, scanning, and finding your information:

Where can I get support and updates?

•

What are folders and why do I need them?

•

Using the Quick Scan Center

The Quick Scan Center enables you to quickly and easily scan documents, receipts , business cards, and even create PDF files without first launching the NeatWorks application. To do so, perform these steps:

1. Start the Quick Scan Center by selecting

NeatWorks>Neat Quick Scan Center

2. Once the Neat Quick Scan Center is started, you can easily access it whenever you wish by double clicking the NeatWorks icon in th e system tray on the bottom right side of your screen.

Start > All Programs >

, as shown below:

3. The Neat Quick Scan Center displays, as shown in the following illustration:

4. The system will detect the document type for you au tomatically, or you can select the document type in the Document Type field.

5. Choose whether you want to scan in black & white or in color by selecting the appropriate option in the Color Options area.

6. If you are using the NeatDesk ADF scanner, which can scan two-sided images, you'll be able to select single -sided or double-sided scanning in the Scan Options field. Otherwise, the default setting is one-sided.

If you are scanning a PDF, you can specify that the PDF opens automatically

upon completion of scanning. To do so, click

Open when done in the PDF

Options field.

Click Scan to scan an item; the item displays in your queue. Scanned items

will automatically load into the

Inbox and be available for viewing and editing

the next time you open NeatWorks.

Note: If you scanned to PDF, the scanned item is not sent to the NeatWorks Inbox.

You can save the PDF directly to My Documents or another location on your computer.

Using the Inbox

The Inbox is where your scanned items display so that you can verify their accuracy, make edits or add notes before filing them in the appropriate organizer. The Inbox consist of three bins: Receipts, Business Cards, and Documents. A scanned item displays in the appropriate bin, which is highlighted with an orange upper border to show it is active. For example, in the following illustration, a scanned business card displays in the highlighted Business Card bin:

Note: You can drag and drop misclassified items between bins if desired. For

example, if a document accidently scanned as a receipt, you can drag it from the receipt bin into the document bin. NeatWorks will now recognize it as a document instead of as a receipt.

You can click the + sign to maximize your view of a bin, as shown below:

1. To review and modify any item in an Inbox bin, double click on that item, or

Review & File. This opens the Review screen, as illustrated below. The

click Review screen enables you to adjust or delete the scanned image. In addition, you can modify the scanned data (e.g., for a business card, you might change the name of the contact, company name, phone number etc.). You can also choose to file the item now or later.

Note: You can file a Receipt or Document from the review screen, or you can file

the contents of an entire bin from within that bin in the Inbox.

2. If you've scanned a receipt or a document, you will have several filing options after completing your review. (Business cards are automatically filed in the Business Card organizer.) You can create a new folder, or choose an existing folder for an item.

Creating a New Folder

1. To create a new folder, click New, as shown below:

2. The following screen displays:

3. Type in a folder name.

4. Select a folder type by clicking the down arrow and choosing from the list that displays, or type in the desired folder type.

5. Select a folder label by clicking the down arrow and choosing from the list t hat displays, or type in the desired folder label.

6. Click

7. Click

Save. File Selected to save the scanned item into the folder you created.

Choosing an Existing Folder

1. You can also choose an existing folder, as shown below:

2. The following screen displays:

3. Choose the desired folder by clicking on it. The selected folder will be highlighted in orange. You can sort by Folder Name, Folder Type, and Folder Label.

4. If only one item is in the bin, click items in the bin, select those you want to file by highlighting them and click

Review and File. If you have multiple

File Selected.

5. You can now scan additional items if desired by clicking the buttons on the upper right side of the screen.

Scan or PDF

Using NeatWorks Folders

When you think about a folder on your computer, you might think of a typical file folder or the icon associated with it, but in NeatWorks, a folder is actually represented by a Folders are used in the Document Organizer and the Receipt Organizer in NeatWorks. The Business Card Organizer does not use folders.

row of information.

To learn more about folders, see

Working with Folders.

Working with Folders

The goal of this section is to help you better understand how folders work in NeatWorks, as well as how to work with folders in what is called the Folders Grid,

corresponds to a folder. That is, when you think about a typical folder on your computer, you might think of those file folder icons associated w it h them, but in NeatWorks, a folder is represented by a row of information. Each row is actually a folder, and all the information you scan gets filed into an exist in g or new folder.

You will find the following topics addressed here:

or the upper grid of the Receipt Organizer. In the Folders Grid, each row

What is a folder?

•

What can I do with folders?

•

How can I find my folders?

•

How do I import and export folders?

•

How do I run a folder report?

•

Can I personalize columns and fields?

•

What is a folder?

In NeatWorks, a folder is where your information is organized and stored and is represented by a row of information. Each row is a folder, and all the information you scan gets saved in that folder. You can think of a folder as

an electronic version of a physical filing receptacle for receipts, like a drawer in a filing cabinet, for example. You can use folders to organize receipts into any type of group you like. For example, you can create a folder to track business expenses or a home improvement project. Three Folder Types have been included to help you get started:

• Business Expenses (e.g., office supplies)

• Expense Report (e.g., sales trips)

• Personal Expenses (e.g., groceries)

Categorizing Folders

NeatWorks lets you assign categories and subcategories using the Folder

, Folder Label, and Folder Detail columns.

Type

• The

Folder Type category provides a general classification for a folder. (Think of this as a drawer in a filing cabinet.) For example, you could have an "expense report" drawer and a "personal expenses" drawer.

• The

Folder Label category provides a secondary level of classification for a folder. (Think of this as a hanging file folder within the drawer.) For example, you could have a hanging file folder for "vacation" receipts within your "personal expenses" drawer.

• The

Folder Name category (hidden by default) provides an even more specific classification for a folder. (Think of this as a manila envelope within the hanging file folder.) For example, you could have a manila envelope full of receipts from "Disney-2005" within your "vacation" hanging file folder.

For example, if you wanted to track receipts chronologically by month, you could organize your folders by month (such as Folder Type: Personal Expenses, Folder Label: January 2005). Then you can use the columns in the lower grid to further classify receipts by theme or event (i.e. use the Project column to label a group of receipts as office supplies). Doing this will enable you to search for your receipts by either month or by party theme. Likewise, if you are organizing receipts for business, you might start with a Folder Type called Custome rs and add Folder Labels such as North-East Territory, Western Territory, etc. As you scan invoices in from your customers, you could use the Client column to record a customer name and the Project column to track development. By consistently taking advantage of the categories and subcategories within these columns, you will later be able to search for and locate virtually any information contained within your folders.

What can I do with folders?

In NeatWorks, every receipt lives in a folder. Each time a new folder is created, a new row is added to the Folders Grid. You can edit information in the Folders Grid row, such as the Folder Type and Folder Label. You can also add comments to a folder using the Information Tabs at the bottom of the screen. You will find the following topics addressed in this section:

• Creating a New Folder

Selecting Grid Rows

•

Viewing Multiple Folders Simultaneous ly

•

Editing Cells in a Folder

•

Adding Comments to a Folder

•

Deleting a Folder

•

Clearing Folder Rows

•

Creating Expense Reports

•

Splitting a Receipt Across Multiple Folders

•

Moving a Split Receipt Row to Another Folder

•

Creating a New Folder

T n do so in two ways:

o get started, you will need to create a new folder. You ca

• Click

• Select

New while in the appropriate bin of the Inbox

New > Folder from the organizer toolbar.

Selecting Grid Rows

Each time a new folder is created, a new row appears in the top grid. Select within this grid is very similar t s a

pre dsheet-type layouts:

• To select a single row, click any cell in the row.

• t, then

To select multiple adjacent rows, click in the first row you want to selec hold down the

• lect,

To select multiple non-adjacent rows, click in the f irst row you want to se then hold down the

Shift key and click in the last row you want to select.

o selecting rows in other programs that use

Ctrl key and click in each row you want to select.

ing rows

Viewing Multiple Folders Simultaneously

You can view receipts in multiple folders simultaneous ly by "pinning" those folders. This is useful when you want to quickly total receipts from different folders. Click the

pin icon in the Pin column to "pin" multiple folders (or choose Pin All Folders from the Edit menu to quickly pin all folders).

Editing Cells in a Folder

You can edit folder cells anytime you need to modify the info rmation in them. To do so:

1. Click the cell you want to modify.

2. Edit the cell information as needed, keeping in mind the following:

• Information in the

and all Total columns (such as Total Amount) is generated automatically and cannot be edited. To modify the contents of a cell using a dropdown menu, click on the down arrow on the right side of the selected cell and choose an entry from the list or a date from the calendar.

• To modify the contents of a cell manually, click in the cell and start typing. The first time you type a new entry into a cell, it will automatically be added to the dropdown list for that column, so you will never have to type it again!

NeatWorks automatically saves every receipt you scan as well as any text added automatically during the scan or typed manually by you.

Number, Date Created, Last Modified, User

Adding Comments to a Folder

Information Tabs (located under the Receipts Grid), allow you to add additional information to cells in the Folders Grid.

1. In the Folders Grid, click in the cell where you wan t to add information.

• In the Additional Field Info area, the name of the selected cell appears in the heading. For example, if you've clicked in a cell in the column, the tab reads Folder - Folder Type.

2. Edit the info as needed, keeping in mind the following:

Folder Type

• To add information to a field, click in the field and begin typing, use the dropdown menus, or click the radio buttons.

• Cells containing comments will display a small red triangle in the upper right corner of the cell.

Deleting a Folder

You can delete a folder whenever you no longer need it. To do so:

1. Select the folder(s) you want to delete.

2. Click the

3. When prompted, click on

Delete link on the upper right side of the Folder grid.

Yes to confirm the deletion.

Working with deleted folders

• To view the Deleted Folders window, choose Tools > Go To Deleted

Items > Folders

• To restore deleted folders, first view the Deleted Folders window (as described above), then select the folder(s) and click on

• To close the Deleted Folders window, click on the

• To permanently erase deleted folders, choose

Items > Folders

Clearing Folder Rows

If you were finished reviewing a set of folders and wanted to "clear the slate" to work with a different set of reports, you could do so by clearing your folder rows. Just go to Edit > Clear All Grids to clear all rows in both the folder and receipts grids.

Restore.

Close button.

Tools > Empty Deleted

. Click Yes to confirm.

Creating Expense Reports

Creating an Expense Report in NeatWorks is easy. In NeatWorks, an Expense Report is a folder whose Folder Type has been assigned to the Expense Report category. If you've already scanned the receipts that you want to use in an Expense Report, just choose Expense Report in the Folder Type column. To add additional receipts to an expense report, be sure to select that folder when filing them.

Creating a New Expense Report

To create an expense report, choose New Folder from the toolbar and then assign a folder type of Expense Report. Now you can simply start scanning receipts. Each receipt you file will be added to the Receipts Grid of the selected Expense Report. Some helpful hints:

• Use the Reimbursable column to check off receipts that your company or client needs to reimburse you for.

• Use the Personal column to check off expenses that do not require reimbursement.

• Use the Bill Paid column to track expenses as you are compensated for them. When you are ready to create and send the Expense Report to someone, simply

select the folder containing the expense report receipts and Click on Export > Expense Report (PDF) You can save the report anywhere on your hard drive and the email it as an attachment.

Splitting a Receipt Across Multiple Folders

A single receipt may contain multiple items that need to be expensed to more than one client or project. NeatWorks makes it easy for you to split a receipt across multiple Folders. First you will split the receipt into th e appropriate number of items, which in turn creates a new row for each item. Then you will use the Cut and Paste commands to move a row to a different Folder.

In the Receipts Grid, select the receipt you want to split.

2. Click Split Receipt on the upper right side of the Receipts Grid.

3. In the transactions to split the receipt into. You can:

4. In the

Step 1 area of the Split Receipts dialog box, indicate the number of

• type a number, OR

• use the up/down arrows to change the current number.

Note: The maximum number of transactions is 10. The number

•

indicated here dictates the number of items listed in the Step 2 area.

Step 2 area of the Split Receipts dialog box, do one of the following:

• Click

• Type a number or use the up/down arrows to change the current number

Split Equally to split the amount total equally among the items.

in the

Amount field. Percentage field.

5. Click on the OK button. The receipt will be split into the designated number of items and each item will be shown in its own row. An identifying number will automatically be generated in the Split ID column of the Receipts Grid so you can easily identify which items belong to the split receipt.

Moving a Split Receipt to Another Folder

You can also move a split receipt to a different folder. To do so:

1. Select the receipt row(s) you want to move.

2. Select the

Move link on the upper right side of the Receipt grid.

3. Select the folder you want to move the receipt row(s) to.

4. Click

Select.

What are Scan To PDF and Export To PDF?

You can use Export To PDF to create searchable or non-searchable PDFs from items you already have in NeatWorks. Export To PDF has two options that are discussed in this topic: Export To PDF (Report), and Export To PDF (Searchable); these options are accessed via the Export To button on the toolbar, as shown below.

This topic answers some common questions about these PDF features. To learn more about the

Scan To PDF

Export To PDF options, see Using Export To PDF. To learn more about

, see Using Scan to PDF.

What are the advantages to using Export To PDF (Searchable) and Scan To PDF?

Export To PDF (Searchable) and Scan To PDF both produce what is referred

to as a "living" PDF. There are several advantages to creating a living PDF:

• The PDF is of the PDF.

searchable, which means you can search anywhere within the text

• The PDF is selectable, which means you can select, copy, and paste text from the PDF into a text editor such as Microsoft Word or Notepad.

• You can save the PDF as other document types.

• Finally, the PDF creation process is quick and easy--you don't have to choose

from various print options, and the PDF always prints one image per page.

How do Export To PDF (Searchable) and Scan To PDF differ from Export To PDF (Report)?

The more traditional Export to PDF (Report) feature produces what is referred to as a "static" PDF. Simply put, a static PDF is in man y ways the opposite of a living PDF; it is not searchable or selectable, and you cannot save it as another document type.

Why would I use one method of PDF creation versus the other?

You should use Export > PDF (Report) when you are fairly certain you won’t need to search, select, copy, or paste text from the PDF. For example, many people would choose this option for emailing a contract to someone. And in fact, NeatWorks requires you to use Export > PDF (Report) for creating expense reports; this way, the expense report you create is easy to send to someone for quick viewing and cannot be edited, which makes it more secure.

On the other hand, you'll

whenever you think you'll need to search, select, copy, or paste text from the

PDF

scanned image. You are most likely to use

Document Organizer to create living PDFs for already-existing documents that need to be selectable or searchable. You might also use while working with already-existing items in the Receipt Organizer, but only when you want the resulting PDF to be selectable--something that should be carefully

considered, especially when creating PDFs related to receipt information.

Are there any drawbacks to using Scan To PDF or Export To PDF (Searchable)?

We wouldn't really call it a drawback, but you should be aware of the fact that the accuracy of any text that you select, copy, and paste is subject to the accuracy of the Optical Character Recognition (OCR) engine. That is, your PDF image may look fine, but when you select, copy, and paste text from a living PDF into a text editor, you may, on occasion, notice that the pasted text contains an error that is not visible in the PDF.

This reflects a limitation of the OCR engine that helped produce the PDF. Because OCR is not an exact science, the best thing to do when selecting, copying, and pasting text is to be diligent in re-reading the pasted text and always check that it is accurate. If it is not accurate, you can try to improve scanning results. Then,

want to use Export To PDF (Searchable) or Scan To

Export > PDF (Searchable) while working in the

Export To PDF (Searchable)

cleaning and/or recalibrating the scanner

rescan the material and recreate the PDF.

Taking these measures may increase the quality of the PDF, and subsequently increase the quality of any text you then choose to select, copy, and paste from the PDF into a text editor.

For more information, see the following:

• Using Export To PDF

• Using Scan To PDF

Using Scan To PDF

As mentioned in How do I use Export To PDF and Scan To PDF?, you can use Scan

To PDF

selecting the selecting

Scan screen.

to create PDFs. "on the fly" as you scan. This option is accessed by

PDF button on the upper right side of any organizer screen; by

Scan > Scan To PDF; or by clicking the PDF button in the Neat Quick

To scan using Scan To PDF, do the following:

1. Feed an item into the scanner.

2. Either click the

3. A dialog box will open, prompting you to name and save the PDF in the location you choose.

PDF button, or select Scan > Scan To PDF.

Note: Be sure to remember where you save this item so you can find it

easily, later.

4. When this process is complete, your new PDF will open in Adobe Acrobat.

For more information about

•

How do I use Export To PDF and Scan To PDF? Using Export To PDF

•

Scan To PDF, see the following topics:

Using Export To PDF

As mentioned in How do I use Export To PDF and Scan To PDF?, you can use

Export To PDF to create searchable or non-searchable PDFs from already-existing

documents, as this topic describes. Click a link below to move to the following location in this topic:

Using Export To PDF (Searchable)

•

Using Export To PDF (Report) for Receipts and Documents

•

Using Export To PDF (Report) for Contacts

•

Export feature is accessed via the Export button on the toolbar. You have

The two options: Searchable PDF , and Expense Report (PDF)

described in more detail, below.

Using Export To PDF (Searchable)

. Both of these options are

This feature allows you to export either Folder records, or Receipt, Document, or

Contact records directly to a living PDF. To do so:

1. To export a Folder record, select the row within the Folder Grid that contains the material you wish to export. To export a receipt, document, or contact, simply select the row containing the items you wish to export. Please note that

you can export single or multiple records within the same grid but you cann o t export records from different grids (e.g. Folders and Receipts) at the same time.

Click Export > PDF (Searchable) on the toolbar

3. A dialog box will open, prompting you make or confirm your selection of all

visible receipts in the selected folder(s) or the selected receipt(s).

Note: Be sure to remember where you save this item so you can find it

easily, later.

4. When this process is complete, the window above will disappear and your new PDF will open in Adobe Acrobat.

Using Expense Report (PDF) for Receipts and Documents

Expense Report (PDF) allows you to create non-editable, non-searchable,

"static" PDFs. You should use to search, select, copy, or paste text from the PDF. You must use this option when creating an expense report. Selecting

Export Choices

dialog box, shown below.

this feature when you are pretty sure you won’t need

Expense Report (PDF) will open the

1. In the Receipt or Document Organizer, select the receipts(s), document(s), or folder(s) that you want to export.

2. On the toolbar, click

Click Export > PDF (Report) .

3. The Export Choices dialog box will open, as shown below.

4. Under the export only those rows selected in the Receipts Grid or leave

Folder (All Receipts)

5. Under the

Images

Columns and Images.)

6. If you've selected additional column selections under the step 8.

7. If you've selected additional image selections under the

Select Range heading, click the Selected Receipts button to

Selected

selected to export the entire folder.

Select Output heading, choose whether you want Columns and

, Columns Only, or Images Only to be exported. (The default is

Columns and Images or Columns in step 5, make

Column Options heading and skip to

Columns and Images or Columns in step 5, make

Image Options heading.

Note: See Printing a Receipt Row (previously in this section), for details on Column,

Image, and Formatting Options.

8. Under the page (with user profile, folder, and receipt summary information), folder and receipt comments, paper size, page numbers, and/or image captions (that reference images to receipt rows). By default, all options are checked to be included.

Select Formatting heading, choose whether to include a cover

9. Under Image Scaling, choose either Scale To Fit or Crop To Fit.

10. Click

11. Click

12. Use the

13. In the

14. In the

15. Click

Using Export to PDF (Report) for Contacts

Preview to preview the exported data file. Export to export the data file.

Save In dropdown list to navigate to the folder in which you want to

save the exported file.

File name field, type a name for the exported file. Save as type dropdown list, leave the default file type suggested.

Save.

To use Export to PDF (Report) for contacts, do the following:

1. In the Business Card Organizer, select the contact(s) that you want to export.

2. Click

3. The

Export > PDF > PDF (Report)

Export Choices dialog box will open, shown below.

Under the Select Range heading, click the Selected Contacts button to

4. export only those rows selected in the Contacts Grid or leave

Grid

selected to export all of your contacts.

All Contacts in

5. Under the Set Orientation heading, choose a page orientation.

Under the Set Output heading, select your output options.

Click Preview to preview the exported data file.

Click Export to export the data file.

Use the Save In dropdown list to navigate to the folder in which you want to save the exported file.

In the Save As dialog box, type a file name.

10.

11.

In the Save as type dropdown list, leave the default file type suggested.

12.

Click Save.

For more information about these PDF features, see the following topics:

How do I use Export To PDF and Scan To PDF?

•

Using Scan To PDF

•

How do I import and export folders?

NeatWorks allows you to share a folder of receipts by emailing it as a NeatWorks file or by exporting it in a variety of other formats: PDF, Excel, Word, HTML, QuickBooks, Quicken, MS Money, OFX and CSV (comma separated values).

You will find the following, related topics addressed in this section:

Importing Folders

•

Emailing a Folder

•

Exporting to a NeatWorks File

•

Exporting to Excel

•

Exporting to CSV (Comma Separated Values)

•

Exporting to RTF (Word), PDF, or HTML

•

Exporting QIF Files to Quicken (2004 and Earlier)

•

Exporting QIF Files to Quicken (2005 and Later)

•

Exporting OFX Files to MS Money

•

Exporting to QuickBooks

•

Importing Folders

It's easy to import a folder that has been emailed to you from another NeatWorks user. To do so:

1. Download the .nrx (or .zip) file, taking note of where you are storin g it. Do one of the following:

Navigate to the folder containing the .nrx file and double-click on the

•

file's icon. NeatWorks will start automatically and import the file.

• If NeatWorks is already running, choose Import > Receipt Folder File from the toolbar, navigate to the folder containing the .nrx file and select it.

The imported folder row(s) appears in the upper grid (.nrx file can contain one

3. or more folders of receipts). The receipts contained in those folders will be visible in the lower grid.

Emailing a Folder

The Email Folder link is the fastest way to send a NeatWorks folder to another NeatWorks user. The link automatically opens an email message containing the attached NeatWorks folder file. All that's left to do is address the message, add a subject line, and click send.

To email a folder:

1. In the top grid, select the folder(s) you want to email.

lick the Email Folder link on the upper right side of the grid. The

2. C Contact List dialog box opens (shown below).

3. Click the checkbox next to each contact you want to send the receipt to (or use

Check All to select all of the contacts). Contacts are added to this list by

marking them as Quick Contacts in the Business Card Organizer (see Section 5: Using the Business Card Organizer). If the contact is not yet listed, just click

on the address in the

Quick Contacts.)

Continue button. When the email message box opens, type an

To: field. (Contacts entered in this manner will not be added as

4. Click

Continue.

5. Type a file name in the Provide a File Name dialog box or confirm or edit the file name already in the field (if applicable) and choose whether to compress file.

6. Click

Continue.

7. Complete the email message and click Send.

Your default email program will launch and a new message opens. The To field of the new message will be populated with the contacts selected in t he previous step; if you did not choose any Quick contacts, you can simply type an email address. The selected Folder(s) will automatically be attached to the message.

Exporting to a NeatWorks File

You can export data to a NeatWorks file. Note, though, that multiple folders will be saved together as a single file.

To export to a NeatWorks file:

Select the folder(s) you want to export.

1. From the Toolbar, choose Export > Receipt (or Document) Folder

File

Choose whether to compress the file and then click Continue.

4. Use the Save In dropdown list to navigate to the folder in which you want to save the exported file.

In the File Name dialog box, type a new file name, or accept the default

5. name suggested.

Leave Receipt or Document Folder Files (*.nrx or *.nrf) or Zip

Files (*.zip)

as the file type in the Save as type dropdown list and click on

Save.

Exporting to Excel

Before exporting to Excel, you must first create a plan that describes how your NeatWorks data will flow into the Excel program. This plan is called a map. Mapping is the process of associating one set of values or format (in this case, NeatWorks data) to a different set of values or format, such as Exce you can use it whenever you like. You can create as many maps as you need to accommodate your data. To learn more, see the following topics:

Creating an Excel Map

•

Updating an Excel Map Name

•

Exporting to an Excel Map

•

l. Once a map is created,

Creating an Excel Map

To create an Excel map, do the following:

1. From the Tools menu or the Toolbar, choose Personalize and then select the

Export Maps tab on the Personalize screen that displays (pictured at the

very bottom of this page).

2. Under the Step 1 heading, click the box opens.

3. Type a name in the

Excel Map Name field and click Create.

New button. The New Excel Map dialog

4. Under the Step 2 heading, specify an MS Excel Template. The template can be blank or it can contain information (such as a company logo or column header names). The file can have either a .xlt or .xls file extension.

To specify an existing template file:

If an Excel Template file already exists, specify its location by typing the explicit path or by using the Browse button to navigate to the .xlt or .xls file, and select it.

To create a new template file in MS Office 2003:

If you do not already have an Excel Template file, you can quickly create a new one by following these steps:

1. Launch MS Excel.

2. If using a NeatWorks sample Excel map, label three worksheets with the following titles: Folder, Receipt Images, and Comments.

3. Type template values (such as an employee name) or simply leave the sheets blank.

4. Under File, choose

5. From the Save type as drop down menu, choose

6. Navigate to the desired location on your hard drive.

7. Click

Save.

Save As.

Template (*.xlt).

To create a new template file in MS Office 2007:

1. Follow steps 1-3 above.

2. Click the MS Office button, select

2003 Workbook

3. Navigate to the desired location on your hard drive.

4. Click

5. NeatWorks will automatically separate the exported data into three separate sheets in Excel, segregating receipt data, receipt images and receipt comments. Under the Step 3 heading, specify the destination sheet for each of these data types by entering its corresponding Excel sheet name.

6. Optionally, under the Step 3 heading, click the starting row for receipt data.

Save.

Save As, and choose Excel 97-

Details button to specify a

Click the column header names to Excel.

Include Receipt Header Row checkbox to export NeatWorks

Click the medium, or large). The Images Per Row field will adjust automatically.

7. Under the Step 4 heading, define a column-to-column map between NeatWorks and MS Excel. Unmapped columns appear on the left, mapped columns appear on the right.

Use the Folder columns, or User Profile fields.

Under the Map button. In the

column destination.

Image Details tab to choose a preferred image size (small,

Map: dropdown list to choose among Receipt columns (default),

Unmapped Fields heading, select a field and then click on the

Select Excel Column dialog box, specify an Excel

Under the field allows for cross mapping by category. For example, you can map the total amount for all receipts that are tagged as "airline."

Under the fields require mapping. To view a summary of all mapping values, click the

All Mappings

Unmapped Fields heading, the Amount (by category)

Mapped Fields heading, both the Amount and Category

View Summary of

button.

8. Click

OK to save the map and close the dialog box. You are now ready to

export NeatWorks data into an Excel worksheet.

Updating an Excel Map Name You can update an Excel map name whenever you like. To do so:

1. Click the Excel Map dropdown box.

2. Tap any key on the keyboard to open the Update Excel Map dialog box.

3. Edit the name in the Excel Map Name field and click

Update.

Exporting to an Excel Map

Once you have created an Excel map, you can export your data to Excel. To do so:

1. Select the receipt(s) or folder(s) you want to export.

2. From the Toolbar, choose opens (shown below).

3. Under the

4. Under the created a map yet, click on

under the Creating an Excel Map heading found previously in this chapter.)

Step 1 heading, select the information to export. Step 2 heading, select an Excel map to use. (If you have not

Export > Excel. The Export Setup dialog box

Create or Manage Maps and refer to steps 2-5

5. Click on data. Modify and save the worksheet in the usual manner.

Continue. An Excel worksheet opens, containing your NeatWorks

Exporting to CSV (Comma Separated Values)

Exporting to CSV is a good way to get your data into an easy to use format. For example, you could export to CSV if you wanted an easy way to get your data into a simple Excel format that you could then manipulate w it hout building an Excel map. Or, you could export your data to CSV and then import those contacts or receipts into programs not directly supported through other export processes.

To export to CSV, do the following:

1. Select the receipt(s) or folder(s) you want to export.

2. From the Choices dialog box opens.

3. Under the

4. Click on

5. Navigate to the folder where you want to save the .csv file, type a name for the file, and click

Toolbar, choose Export > CSV (Access, Excel). The Export

Select Range heading, click the appropriate radio button.

Export. The Save As dialog box opens.

Save.

Exporting to RTF (Word), PDF, or HTML

NeatWorks allows you to export your data to MS Word, PDF, or HTML formats. To do so:

1. Select the receipts or folders you want to export.

2. From the

3. From the submenu, choose an export format. The Export Choices dialog box opens (pictured below).

(Report)

4. Under the selected to export the entire folder or click the Selected Receipts button to

export only those rows selected in the Receipts Grid.

Toolbar, choose Export.

Note: For PDF, choose Export > PDF > PDF

Select Range heading, leave Selected Folder (All Receipts)

5. Under the

Images

Columns and Images.)

Select Output heading, choose whether you want Columns and

, Columns Only, or Images Only to be exported. (The default is

6. If you've selected Columns and Images or Columns in step 5, make additional column selections under the

step 8.

Column Options heading and skip to

7. If you've selected additional image selections under the

8. Under the page, comments, or page numbers. (By default, all options are checked to be included.)

Select Formatting heading, choose whether to include a cover

Columns and Images or Images Only in step 5, make

Image Options heading.

9. Under Image Scaling, choose either Scale To Fit or Crop To Fit.

10. Click

11. Click

12. Use the

13. In the

14. In the

15. Click on

Preview to preview the exported data file. Export to export the data file.

Save In dropdown list to navigate to the folder in which you want to

save the exported file.

File name field, type a name for the exported file. Save as type dropdown list, leave the default file type suggested.

Save.

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