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.

Exporting QIF Files to Quicken 2004 (and Earlier)

If you work with Quicken and want to export your information to there, as QIF file(s), just do the following:

1. Select the receipt(s) or folder(s) you want to export. From the toolbar, Choose Export > QIF (Quicken).

Do one of the following:

To export all of the receipts in the selected folder, click the Selected

•

Folder (All Receipts)

•

To export only the receipts that are currently selected, click the

Selected Receipts radio button.

Click Continue.

Navigate to the desired destination location on your computer, type a name for the file, and then click on extension.

Start Quicken and choose File > Import > QIF.

radio button.

Save. The exported file will be saved with the .qif

Navigate to the folder containing the file you exported in step 5. Choose the Account into which you want to import the transactions. Wh en

8. the import is complete, the transactions will be in the

Approved

section of the Quicken register.

Transactions to be

For more information, see the following topics:

•

Setting Up a Cash Account in Quicken Exporting a QIF File from NeatWorks

•

Tips for Working with QIF Files

•

Exporting QIF Files to Quicken 2005 (and Later)

NeatWorks uses a modified version of the .QIF export that will allow transactions to be added to account types that are not normally available through .QIF imports. In order to use the Quicken export in 3.0 SP1 to its fullest potential, you must "teach" NeatWorks about your Quicken accounts. The easiest way to do that is to generate a .QIF file from your copy of Quicken, and make sure it includes an account list. Import

that .QIF file into NeatWorks using the File -> Import menu, and you'll be able to display a list of your Quicken accounts inside the NeatWorks software.

After you have imported those Quicken accounts, you may use the export option inside NeatWorks, and choose a destination account for your transactions inside Quicken. This will create a modified version of our standard .QIF output, which will allow you to bring transactions into checking, credit card or savings accounts.

When you import this .QIF into Quicken, select the "All Accounts" option during the import process - the .QIF file will tell Quicken where to put the transactions without any work on your part.

Note: Quicken only permits OFX/QFX files for importing transactions from financial

institutions. After setting up a cash account in Quicken, you would then export the QIF file from NeatWorks.

For more information, see the following topics:

• Setting Up a Cash Account in Quicken

•

Exporting a QIF File from NeatWorks Tips for Working with QIF Files

Setting Up a Cash Account in Quicken

You need to set up a cash account in Quicken if you want to use the QIF export feature in Quicken 2005 or later. To set up a cash account:

1. To set up a cash account in Quicken for importing, choose

Quicken Account

2. Choose

3. Select savings, or credit card.

4. Type a name for the account.

This account is not held in a financial institution.

Cash as the account type. Be sure that you DO NOT choose checking,

New > New

Exporting a QIF File from NeatWorks

Before exporting the QIF, read this quick tip.

1. Select the receipt(s) or folder(s) you want to export. From the Toolbar, choose the Export > QIF (Quicken).

Do one of the following:

To export all of the receipts in the selected folder, click the Selected

•

Folder (All Receipts)

•

To export only the receipts that are currently selected, click the

radio button.

Selected Receipts radio button.

4. Click on Continue.

Navigate to the desired destination location on your computer, type a name for the file, and then click on extension.

Start Quicken and select the newly created Quicken Cash Account from

6. the

Cash Flow Center.

Choose File > Import > QIF.

Navigate to the folder containing the file you exported in step 5. When the import is complete, you can move the transactions into any other Quicken account you wish.

Save. The exported file will be saved with the .qif

Tips for Working with QIF Files

Be sure that your Category names in NeatWorks match the Category names in Quicken NeatWorks and assigning that category to all of your fuel receipts. That way, when

you import those receipts into Quicken, they will automatically be assigned to the "Auto: Fuel" category in Quicken.

EXACTLY. For example, consider adding an "Auto: Fuel" category in

Exporting OFX Files to MS Money

If you work with MS Money and want to export your information there, as OFX file(s), just do the following:

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

2. From the

3. In

Step 1, do one of the following:

• To export all of the receipts in the selected folder, click the

• To export only the receipts that are currently selected, click the

Toolbar, choose Export > OFX (MS Money).

Folder (All Receipts)

radio button.

Selected

Selected Receipts radio button.

4. In

Step 2, provide the requested information and then click Continue.

Navigate to the desired destination location on your computer, type a name for the file, and then click on .ofx extension.

Save. The exported file will be saved with the

Exporting to QuickBooks

You can quickly export multiple types of receipts into multiple accounts in one simple step. These exports appear in your Quick Books ‘Bills’ section. NeatWorks makes it quick and easy to connect ‘Category’ and “Payment’ type to your QuickBooks Chart of Accounts.

Note for Vista users only: In order to use QuickBooks 2007 with Windows Vista,

you must have the latest QuickBooks updates installed.

Note for Windows XP users running QuickBooks 2007 only: In order to export to

QuickBooks 2007 with Windows XP Basic, you must first visit the Intuit website and follow the instructions in

To export to QuickBooks, do the following:

1. Be sure that every receipt has a valid Transaction Date, a Vendor Name, and a non-negative account.

this article.

2. Open the Receipts Organizer and select the folder, folders or selected receipts you want to export.

3. From the

• Choose

4. The Confirm Your Selection screen displays:

Toolbar, click Export and choose the desired export format.

QuickBooks (Direct)if the QuickBooks program is already

running on your computer.

QuickBooks (iif) if the QuickBooks program is not already

running on your computer.

• To export all of the receipts in the selected folder, click the

receipts in the selected folder(s)

• To export only the receipts that are currently selected, click the

Receipts

radio button.

All visible

Selected

3. Click

Next.

If you chose QuickBooks (Direct):

4. The QuickBooks Direct Export Wizard screen displays and shows you a summary of the data you selected. You must then select a Company file to export to.

5. Click

6. You can switch to the QuickBooks program to work with the exported file.

Browse, and NeatWorks will locate the company file.

• Be sure that QuickBooks is running and the desired QuickBooks Data File is open. (NeatWorks will select this file automatically.) T he QuickBooks Account fields will then be filled in for you. Click

Next.

If you chose QuickBooks (iif):

1. The Export Setup screen displays:

2. Complete the Debt Account and Credit Account fields.

3. Click the appropriate radio dial (Receipt Vendor or User Name).

4. Click

5. Navigate to the desired location on your computer, type a name for the file,

Continue.

and then click on extension.

Save. The exported file will be saved with the appropriate

Running Folder Reports

You can run folder reports whenever you want to see your information organized to highlight certain relationships. For example, the submenu offers a variety of summary reports you can run: Spending by Location, Project, Purpose, Period End, and Client (Business & Personal view only). Reports are

run on all folders in the database. Use the options in the Reporting Wizard to narrow the focus of the report by Folder Type and Period End date.

You will find the following topics addressed in this section:

Reports > Folder Reports

• Using the Report Window Toolbar

Running a Report

•

Saving a Report

•

Using the Report Window Toolbar

The report window provides a toolbar for easy navigation, printing, and copying. The toolbar is pictured below.

There are several ways to navigate within a report:

Use the Previous Page and Next Page buttons to move consecutively

•

between pages. Type a number in the Current Page Number field and press Enter.

•

Use the Backward and Forward buttons to move between the currently viewed page and the previously viewed page.

Running a Report

To run a folder report, do the following:

1. From the toolbar, go to to

2. From the

Wizard

3. Under the report.

Folder Reports submenu, select a report type. The Reporting

dialog box opens (shown at the bottom of this page).

Step 1 heading, select the Folder Type(s) to include in the

Reports >Folder Reports.

4. Under the Step 2 heading, define the Period End date criteria to narrow the scope of the report. (Type dates in MM/DD/YYYY format, or click on the dropdown menu to select from a calendar.)

5. Under the

Step 3 heading, select the preferred detail level (summary or

detailed). Detailed reports provide line item information for each receipt.

6. Click on Run Report to close the Reporting Wizard dialog box and run the report. After you run a report, it opens in its own separate window.

Saving a Report

To save a report, do the following:

1. Select a file type from the

Save/Export Report As dropdown list.

2. Click

3. Navigate to the folder you want to save the file in.

4. Type a name in the

5. Click

Go.

File name field.

Save.

Can I personalize columns and fields?

NeatWorks allows you the flexibility of being able to modify column headings in the folder and receipts grids as well as field names on the User Profiles tab (Informat ion Tabs).

You will find the following topics addressed in this section:

Showing / Hiding Grid Columns

•

Information Tabs

•

Moving Columns

•

Resizing Column Widths

•

Modifying a Column or Field Name

•

Understanding and Modifying the User Profile

•

Showing and Hiding Grid Columns

By default, not all columns are displayed in the Folders grid. You can choose to show or hide columns as needed.

1. From the Tools menu, choose Show/Hide Columns > Folder

Columns

Select an unchecked item in the menu to add it to the grid, or Select a checked item in the menu to remove it from the grid. You can always

3. add it back later.

Information Tabs

Information tabs include the User Profile, FolderComments, and

ReceiptComments. Information tabs allow you to add comments to any of your

folders or receipts, and the comments section will actually change depending on the folder or receipt selected. In other words, the fields on the tabs change, depending on what is selected in the grids above. Entering information in the Information Tabs is important, because the more information you can provide about each expense, the more information NeatWorks will be able to retrieve on later on, when you need to search for specific information related to a folder or receipt.

The following topics will help you modify the user profile and enter folder or receipt comments:

• Understanding and Modifying the User Profile

Adding Comments to a Folder

•

Adding Comments to Receipts

•

Moving Columns

Columns within the Folders Grid can be placed in any order you wish. To move a column, simply use your mouse to press and drag its heading to the new location.

Folder Number and Pin columns cannot be moved.

The

Resizing Column Widths

Columns within the Folders Grid can be resized by doing one of the following:

• To set all columns to their default widths, go toTools > Auto-Size Column

Widths > Folder Columns

•

To manually resize column widths, position the cursor on the line between two column headings, and when you get the double-arrow cursor, press and drag your mouse to the right or left.

• Alternatively, to auto-resize the column to its default width, again position the cursor on the line between two column headings, and when you get the double-arrow cursor, just double-click with your mouse to auto-resize it.

Modifying a Column or Field Name

If the default column or field name is not specific enough for your needs, you can modify it by doing the following:

1. From the Toolbar, choose

2. Under the field name you want to change.

3. Under the Step 2: Edit the Column or Field Name heading, click the

Step 1: Select a Column or Field Name heading, select the

Personalize > Column/Field Names.

Use Custom Name radio button.

4. Type the new field name in the

5. Click

OK. NeatWorks must be restarted for the change(s) to take effect.

Use Custom Name field.

Understanding and Modifying the User Profile

When you started the NeatWorks program for the first time, you were prompted to provide your first and last name. That information was used to create a basic default User Profile. You can edit this existing profile to include additional or changed information.

Modifying the User Profile

1. From the Toobar , choose Personalize > User. The Personalize dialog box opens, with the User tab selected (pictured below).

2. Modify the User Profile fields as desired, keeping in mind the following:

• To hide a field, click the checkbox next to it to remove the checkmark.

• To include a field, click the checkbox next to it to add the checkmark.

3. In the Personalize dialog box, click on OK to apply the changes and close the dialog box.

Working With Receipts

The goal of this section is to help you learn how to work with receipts. We'll cov er how to edit, sort, clear, delete, split, email, export, import and personalize receipt information.

The Receipts organizer is shown below:

• How do I scan a receipt?

What can I do with my receipt images?

•

How can I work with receipt rows?

•

Where is my information?

•

Can I split, sort, and print receipts?

•

How do I import and export receipts?

•

Why should I run a receipt report?

•

Can I edit vendor names and lists?

•

Can I personalize columns and fields?

•

Using the Scanning and Imaging Troubleshooter

•

How do I scan a receipt?

When you scan a receipt and it is filed in a folder, a new row is added to the Receipts Grid. Key data from the receipt is then automatically placed into the appropriate columns within the row. As you will see later in this section, y o u can also manually add or edit information in a receipt row, add comments specific to a cell in a receipt row, and combine scanned pages of a multi-page receipt to a row. You can also split, sort, and print receipts.

Overview of the NeatWorks scanning process

1. Create or select a folder

Select number of pages (optional)

3. Place a receipt in the scanner and scan

Verify data and add a vendor name

Adjust your image

Create or Select a Folder

After scanning a receipt (see Using the Quick Scan Center), you need to select the "container" into which your receipts will be scanned, stored, and organized. In NeatWorks, all receipts are filed into Folders.

A Folder is simply an electronic version of a physical filing cabinet. You can create and use folders to track a variety of expenses. For example, you might create separate folders to track expenses for a business trip, office supplies, a family vacation, and a home improvement project. You can manage your groceries, school supplies, or medical expenses using separate folders.

To Create a New Folder:

You can create a new folder by performing these steps:

1. If you are in the Inbox, click

2. On the Create New Folder screen that displays, enter the Folder Name, Type, and Label.

3. Click

Or, if you are in the Receipts organizer, you can click toolbar.

Save.

New.

New > Folder on the

To Open a Folder:

1. If you are in the Inbox, click Choose.

2. On the Choose a Folder screen that displays, select the desired folder.

3. Click

Or, if you are in the Receipts organizer, you can select an existing f o lder by clicking the desired folder on the Folders Grid.

Select.

Verify Data and Add a Vendor Name

Each time a receipt is filed into a folder, a new row is added to the Receipts Grid. Key data from the receipt is then automatically placed into the appropriate columns within the row.

NeatWorks attempts to read the following fields:

• Transaction date Total amount

•

Payment type

•

State sales tax (USA)

•

Vendor name

•

Category

•

PST/QST and GST/HST sales tax (Canada)

•

After each scan you will want to review and verify the data. To modify any of the information, click

Review and File in the Inbox. You can also click in a grid cell

when in the Receipts organizer and edit as necessary.

Adding a vendor name

NeatWorks has a built-in vendor database of over 1500 popular stores, restaurants, and hotels. Each vendor name has already been associated with an expense category, such as "Restaurant" or "General Retail."

Although NeatWorks may not have the name of your neighborhood supermarket in its database, you can easily add it so that it will recognize it the next time. T o add a vendor name simply click in the vendor name field and and enter the information. If you enter an expense category for that vendor name, it will remember that as well.

Important: Note that NeatWorks currently does not read vendor names that are

stylized text or logos, only plain text. Keep this in mind when adding vendor names as you must type them exactly the way they appear on the receipt.

For example, if a receipt had "Jim's Shop" in a stylized logo and "Jim's Repair Shop" in plain text elsewhere, you should enter the plain t ext version, "Jim's Repair Shop." To prevent false reads, you should enter as unique a name as possible. For example, type "AM Shops" instead of simply "AM" since the letters AM could appear in many other receipts.

Saving Your Information

NeatWorks automatically saves all information as soon as it is scanned or edited. There is no need for a "Save" button in any of the Organizers because saving is done for you by the program.

Using the Image Adjuster

After scanning, you may want to rotate, crop, and lighten or darken your image. You can use the Image Adjuster to do so, as the following steps describe:

1. Click

Adjust Image on the Review screen.

2. The Image Adjuster screen displays:

Step A: Rotate Your Image

If the image shown in the Image Manager needs to be rotated:

• Click the Rotate Clockwise or Rotate Counter-clockwise buttons in the top left corner of the Adjust Image screen as needed.

Step B: Manually Crop the Image

NeatWorks automatically crops scanned images; however, in certain cases you may wish to manually re-crop the image. To do so:

1. Position your mouse pointer over the top left corner of the receipt image.

2. Click and press the left mouse button, dragging the cropping tool across the image area you wish to crop.

3. When you’ve boxed in the area you wish to keep, release the left mouse button.

4. Click the

Crop button in the top middle area of the window. Tip: If you cropped the image to the wrong size, click the Reset button. Note: Clicking the Reset button will undo all ch anges you’ve made to the image

(including lightening, darkening, and rotation).

Step C: Lighten or Darken the Image

NeatWorks automatically adjusts for optimal brightness; however, in certain cases you may wish to manually lighten or darken the image. To do so:

1. With your mouse, press and drag the green-tipped arrow along the scale until you achieve the desired brightness effect.

2. Release the arrow at the desired place along the scale by releasing the mouse.

Step D: Save Changes to the Receipt Image

Once you made the desired changes to your image:

• Click

• Alternatively, click

Keep Changes to save the image changes.

Keep Changes to save the image changes and to re-

scanalize (OCR) the image.

Best Practice for Using the Image Adjuster

Because the Image Adjuster does not allow for any additional changes after you adjust the lighter/darker scale, we recommend the following best practice for using the tool:

1. Rotate your image first, if necessary.

2. Crop your image next.

3. Adjust lighter/darker scale last.

4. Either keep changes or keep changes and scanalize.

Remember that clicking to start over if necessary.

Reset will undo all changes you've made and will allow you

Working with Receipt Images

Once you scan your receipt, there are many ways to work with the image. You will find the following topics addressed in this section:

• Rotating the receipt image

Zooming in or out of the image

•

View ing a receipt in full screen mode

•

Rescanning your receipt

•

Scanning additional images to a receipt row

•

• Changing the order of multiple scanned images

Importing an image as a new receipt

•

Combining receipts

•

Printing a receipt image

•

Deleting a receipt image

•

Saving a receipt as a graphic file

•

Emailing receipts

•

Rotating the Receipt Image

If you scan a receipt and want to view it from a different orientation, you can rotate the image, much as you would in any other image-editing tool. You can do so both in the Inbox prior to filing the receipt, or in the Receipt Organizer once you have filed the receipt.

To rotate a receipt image in the Inbox:

1. Click

2. On the Review screen, click the rotate icons.

3. Repeat as necessary until the scan is upright

To rotate a receipt in the Receipt Organizer:

1. In the Receipts Grid, select the receipt you want to rotate.

2. In the

3. Repeat as necessary until the scan is upright.

Review and File.

Receipt Image area, click the rotate icon,

Zooming In or Out of a Receipt Image

If you scan a receipt and want to see specific portions of the image more easily, you can always zoom in or out of the image. You can do so both in the Inbox prior to filing the receipt, or in the Receipt Organizer once you have filed the receipt.

To zoom in or out on a receipt image in the Inbox:

1. Click

2. On the Review screen, click the zoom in and zoom out icons.

Review and File.

To zoom in or out on a receipt image in the Receipt Organizer:

1. In the Receipts Grid, select the receipt you want to zoom in or out on.

2. In the

Receipt Image area, click the zoom in/zoom out icons.

Viewing a Receipt in Full Screen Mode

If you want to see a much larger view of your receipt image, you can view the image in full screen mode. To do so:

1. Click the icon on the upper right side of the Receipts Image area.

2. A full screen image of the receipt displays. You can change your view by clicking the appropriate icon(s).

3. Click the

X icon (top right corner) to return to normal view.

Changing the Order of Multiple Scanned Images

If you have multiple images scanned into a single document row, you can change the

order in which they appear (and are numbered) by clicking the Reorder (

) icon

on the bottom of the Document Image area of the Organizer.

Importing an Image as a New Receipt

If you already have an image stored on your computer and would like to add it to a receipts folder, you can do the following:

1. In the folders grid, click on the folder into which you want to import a receipt.

2. From the Toolbar, choose

3. Navigate to the folder on your computer that contains the image and select it.

4. Click

Open.

Import > Import as New Receipt.

Importing Additional Images into a Receipt Row

If you already have an image stored on your computer and would like to add it to a receipts row, you can do the following:

1. In the Receipts grid, select the receipt to which you want to add another image.

2. From the Toolbar, choose

3. Navigate to the folder on your computer that contains the image and select it.

4. Click

Open.

Import > Image to Current Receipt.

Combining Receipts

You can group related receipts by combining them. To do so:

1. In the Receipts Grid, select the receipts you want to combine.

2. Click the Combine Receipts link on the upper right side of the receipts grid. The receipts will be combined.

3. Click Combine. The receipts will be combined.

Printing a Receipt Image

If you ever need to provide someone with a printed copy of a receipt, or if you need to print a receipt for any other reason, you can do so easily. Just do the following :

1. In the Receipts Grid, select the receipt you want to print.

2. From the Toolbar, choose

3. In the selected for you).

Print Choices dialog box, click Print (print settings are automatically

Print Images.

Deleting a Receipt Image

You can always delete a receipt image if need be. To do so:

1. In the Receipts Grid, select the receipt you want to delete.

2. Click Delete on the upper right side of the grid.

3. When prompted, click

deletion.

Yes to confirm the deletion or No to cancel the

Saving a Receipt as a Graphic File

NeatWorks alllows you to save a receipt as a graphic file, such as a JPEG, GIF, BMP, PNG, or TIF. To save a receipt as a graphic file, do the following:

1. In the Receipts Grid, select the receipt you want to save as a graphic file (JPEG, GIF, BMP, PNG, or TIF). You can save single or multi-page receipts. When saving a multi-page receipt, each page will be saved as a separate image and each filename will include the page number of the image.

2. In the

Current Visible Image As

being viewed, or choose save a multiple page receipt. The

Receipt Image area, right click your mouse and choose Save

from the submenu to save the image currently

Save All Images of Selected Receipt As to

Save Image dialog box opens.

3. Chose a file type from the

4. Navigate to the appropriate destination folder (where you want to save the image).

5. Type a name for the image in the receipts, the page number will automatically be added to the end of the filename.

6. Click the

Save button.

Save as type dropdown menu.

File name edit box. For multiple page

Emailing Receipts

Receipts are emailed as a group, by folder. To email your document(s) to another NeatWorks user, do the following:

1. In the Receipts Grid, select the receipt(s) you want to work with.

2. Click the

3. You can optionally select a quick contact by checking the desired contact on the Contact List screen that displays. You can also select all the contacts by clicking

Email Folder link on the upper right side of the receipt folder grid.

Check All.

4. Click

Continue.

5. On the Confirm File Export screen, type a file name in the Provide a F ile Name dialog box or confirm or edit the file name already in the field (if applicable) and choose whether to compress the file.

6. Click opens. The To field of the new message will be populated with the contacts selected in the previous step; if you did not choose any Quick contacts, then type an email address. The selected folder(s) will automatically be attached to the message.

Continue. Your default email program will launch and a new message

7. Complete the email message and click

For more information, see

Emailing a Folder.

Send.

How can I work with receipt rows?

Each time a receipt is scanned into a folder, a new row is added to the Receipts Grid. Where possible, key data from the receipt is automatically placed into the appropriate columns within the row. You can also manually add a new row (wit h or without scanning a receipt), edit information in a receipt row, add comments about any cell in a receipt row, and associate multiple scanned receipts to a row.

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

Select a receipt row

•

Edit receipt row cells

•

Add comments to receipts

•

Adding a new receipt row

•

Move a receipt row to another folder

•

Move a receipt row to the Document Organizer

•

Delete a receipt row

•

View receipts together from multiple folders

•

Selecting Receipt Rows

Selecting rows in NeatWorks is very similar to selecting rows in other programs that use spreadsheet-type layouts:

• To select a single row, click any cell in the row. The selected row has a blue background.

• To select multiple adjacent rows, click in the first row you want to select , then hold down the Shift key and click in the last row you want to select.

• To select multiple non-adjacent rows, click in the f irst row you want to select, then hold down the Ctrl key and click in each row you want to select.

Editing Receipt Row Cells

Anytime you need to modify information in a receipt row, you can do so by editing your receipt row cells as follows:

1. In the Receipts Grid, click the cell you want to modify.

2. Edit the receipt's expense information as needed, keeping in mind the following:

• To add a vendor name, simply click a receipt's Vendor cell and type the name. The vendor name will automatically be added to the vendor name database and recognized the next time you scan a receipt with that name.

• Information in the Receipt Row Number, Date Created, Last Modified, Attached and Split ID columns 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, a date from the calendar, or use the calculator that displays.

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

Adding Comments to Receipts

Adding comments to your receipts is important, because the more information you can provide about each expense, the more information NeatWorks will be able to retrieve later on, when you need to search for a specific expense in one of your folders. Any details you record about a specific receipt are then stored in the folder with the receipt information.

To add comments to receipts:

1. In the Receipts Grid, click in the cell where you want 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 Amount column, the heading reads Additional Field Info: Receipt - Amount.

2. Enter comments and other info as needed, keeping in mind the following:

• To add information to a field, click in the field and begin typing.

• Cells containing comments display a small red triangle in the upper right

corner of the cell (as shown below).

Adding a New Receipt Row

Each time a receipt is filed, a new row is added to the Receipts Grid. Rows can also be added manually (without filing from the Inbox) . To add a new receipt row:

Create or select a folder.

1. From the toolbar, choose New > Receipt.

Add expense information in the appropriate columns of the new receipt row.

Moving a Receipt Row to Another Folder

If you ever need to recategorize a receipt because you feel it belongs in a different folder, you can move the receipt row to that folder. To do so:

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

2. Choose the

3. The Move Receipt(s) screen displays.

4. Select the folder you want to move the receipt row to by clicking on it. (You can sort the folders by Folder Name, Folder Type, and Folder Label.)

5. Click

Select.

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

Moving a Receipt Row to the Document Organizer

If you ever want to move a receipt that you've already scanned from the Receipt Organizer into the Document Organizer, you can do the following:

1. Choose the

2. The Move Receipt(s) screen displays.

3. Select Document Folders from the Show menu. (You can sort the folders by Folder Name, Folder Type, and Folder Label.)

4. Click

Select.

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

Use the following table when moving receipts from the Receipt Organizer and pasting them into the Document Organizer, or when pasting documents into the Receipt Organizer:

Deleting a Receipt Row

If you no longer need a receipt, you can delete the receipt row by doing the following:

1. In the Receipts Grid, select the row(s) you want to delete.

2. Click the

3. When prompted, click on

Warning: If you simply want to clear the grid, select then

Clear All Grids from the list that displays.

Delete link on the upper right side of the Receipts Grid.

Yes to confirm the deletion.

Edit from the main menu and

Working with deleted receipts

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

Items > Receipts

• To restore deleted receipts, first view the Deleted Receipts window (as described above), then select the receipt(s) and click the

• To close the Deleted Receipts window, click the

• To permanently erase deleted receipts, choose

Items > Receipts

Restore link.

Close link.

Tools > Empty Deleted

. Click Yes to confirm.

Viewing Receipts Together from Multiple Folders

If you need to simultaneously view receipts in multiple folders, you can do so by "pinning" those folders. This is useful when you want to quickly total receipts from different folders. To view receipts together from multiple folders:

Click the pin icon (pictured below) in the Pin column to "pin " multiple folders,

•

or Choose Edit > Pin All Folders to quickly pin all folders.

•

How do I find my information? If you ever have trouble finding your information, you can use the

Find and Search options available in NeatWorks.

• Find Missing Key Data in Folders and Receipts

• Use the Search feature

Finding Missing Key Data in Folders and Receipts

• To find folders that are missing Period End values, choose Tools > Find

Folders Missing Key Data

• To find receipts that are missing Vendor Name, Receipt Date, Amount, Payment Type, or Category values, choose

Missing Key Data

Tools > Find Receipts

How do I use the Search feature?

NeatWorks allows you to search any text in your receipts, contacts, and documents. The Search feature not only retrieves information that you've entered manually, but also retrieves text from scanned items, which means it can read OCR text, or the

text in your scanned images. The image below shows the in the Receipts Organizer, but it appears in the same location in the Business Cards and Documents Organizers as well. The Organizer.

Search feature is not present in the Tax

Search area as it appears

If you want to search for any and all receipts from "Business XYZ," but aren't how many receipts you have, when you started working with that company, or even

how the company's name is spelled any and all related search results. That is, if you're searching for amount of information, you'll increase you r chances of finding all pert in rm

fo ation by using the

h ev erstand that

ow er, and it is important to und

items that did not scan in clearly.

learn how to use search, see the following topics:

• Searching for a Keyword

Searching with the Wildcard

•

Search To sear

1. Op zer in which you'd like to conduct your search.

ing for a Keyword

ch for text:

en the organi

Searc

, you should use the

h feature. Searching is not an exact science,

Search will not necessarily retrieve

Search feature to retrieve

a vast or unknown

inent

Note: The Search feature works on an organizer-by-organizer leve

which means you should open receipt information information, or the

documents.

, the

Document Organizer to search for information in

the

Receipt Organizer to search for

Business Card Organizer to search for contact

sure

2. Click in the white box to the left of the highlighted in the image below.

3. Enter a search term.

4. With your cursor stil

5. Your search results will then appear in the grid in which y ou're working.

l in the

Advanced Search button, as

box, you can press Enter.

Note: It is a good practice to start your search with a clean slate (or a clean grid)

by selecting Edit > Clear All Grids prior to conducting your search. Clearing the grid does not erase any data.

N e gine recognizes certain fields within each organizer, and is

ot : The search en

p ra retrieve information from these fields when searched upon.

rog mmed to easily

Li d e the recognized fields for each organizer. In addition, the search

ste below ar

en in for and retrieve information in your scanned images.

g e will look

Receipt Organizer fields recognized by Search:

• Category

• Client

• Payme

• Project

• Tax Category

• TranID

• User

• Vendor

nt Type

Document Organizer fields recognized by Search:

• Category

• Client

• Document Title

• Document

• Folder

• Project

• Tax Category

• Topic

• Unused Docum

Type

ent Text 1

• Unuse

d Document Text 2

Business Card Organizer fields recognized by Search:

• Category Client

•

• Project

• Payment type

• Tax ID

• Tax category

• User

• Vendor

For more information on Search, see

earching with the Wildcard

The w For ex e the wi sults. The symbol for th

will be returned. This is because you're giving the search engine more detailed information, which allows it to return accurate result s more quickly.

ildcard lets you search for terms with missing pieces but still find match es.

ample, if you're unsure whether you've spelled a word correctly, you can us

ldcard to find the closest match and any other related re

e wildcard is an asterisk: *

conduct a wildcard search:

1. Click in the white box to the left of the Search button, as shown in the image below.

2. Enter a search term, followed by the wildcard symbol; for exam restaurant* words, the wildcard symbol cannot be the first character of the search.

example:

With your cursor still in the Search box, press Enter.

Note: A least one character must precede the w

Correct: restaurant*; Incorrect: *restaurant

p: The more information that precedes the wildcard, the faster your search results

Searching with the Wildcard.

ple:

ildcard. In other

For

For more information on search

ond

The Advanced Search capability enables you to drill down and locate more specific information about your receipts, business cards, and documents. Each organizer has an Advanced Search feature.

ucting an Advanced Search

ing, see

Searching for a Keyword

Receipts

1. Click the Organizer screen. The following screen displays:

Advanced Search button on the upper right side of the Receipt

Choose whether you want to search your receipts or folders by selecting the

2. appropriate r

Click the dropdown menu and select whether to use single or mu ltiple criteria

3. for your search.

4. Click the dropdown menu and choose the criteria you wish to use. If you selected multiple in step 3, a new area displays on the screen. Each new criteria you select adds another item to this area.

Specify results with a value higher than your desired amount.

6. Click

B n

usi ess Cards

Click the

Search.

Cards Or

adio dial.

Advanced Search button on the upper right side of the Business

ganizer screen. The following screen displays:

2. Click the dropdown menu to select the desired field.

3. Click the dropdown menu to select the desired search criteria.

4. If appropriate, select the desired values.

5. Click

Doc ments

1. Click the

search your documents or folders by selecting the

2. Choose whether you want to

d select whether to use single or multiple criteria

3. Click the dropdown menu an

Search.

Advanced Search button on the upper right side of the Documents

Organizer screen. The following screen displays:

appropriate radio d for your search.

ial.

4. Click the dropdown menu and choose the criteria you wish to use. If you selected multiple in step 3, a new area criteria you select adds another item to this area.

5. Enter any desired value.

6. Click

an I print, sort, and split receipts?

Search.

displays on the screen. Each new

Ne Work ng

at s allows for easy printing, sorting and splitting of receipts. The followi

to s

pic describe how to:

• Print and clear receipt rows

Sort receipt rows

•

Sort by multiple columns

•

Split a receipt

•

Printing and Clearing a Receipt Row

NeatWorks allows you to print and clear receipt rows as necessary.

T ri

o p nt a receipt row:

1. s Grid, select the receipt row y ou want to print.

In the Receipt

2. From the Toolbar, choose

3. In the

Print Choices dialog box, in the Select Range area, click the

Selected Receipts

4. Make the appropriate selections in the

Formatting

5. Click

7. In the Print dialog box, click

Colu

mn Options

• Auto Size Column W

• n Width: leaves column widths equal to how they are sized in

• Alternating Line Colors: makes reading across long rows easier

• Wrap Text: lets rows double in height to accommodate text overruns (use in

Im g

a e Options

• prints images according to the current order

• Real Image Size Reordered for Optimal...: conserves paper by letting

Preview if you wish to see what will print.

Click

Print.

Current Colum the grid

conjunction with Current Column Width)

Real Image Size in Current Order: of the Receipts Grid rows

NeatWorks automatically calculate the most space-saving way to fit images on each printed page

areas.

idth: makes a column as wide as the longest entry it holds

Print.

button.

Select Output and Select

OK.

• 1 or 4 Images Per Page: shrinks images to fit on a quarter page (use when reading receipt text is not required)

Formatting Options

• Cover Page: includes user profile information and expense summary information

• Comments: includes folder and receipt comments

• Paper Size: choose between standard (8.5" x 11") or legal size (14" x 11")

• Page Numbers: provides a page number centered at the bottom of each page

• Image Captions: provides a row number to correlate the image back to the

receipt grid information

S ti

or ng Receipt Rows

Rows

in the Receipts Grid can be sorted by simply clicking on a column headin g.

Keep i

n mind the following:

• he

A small arrowhead in the top right corner of a column heading identifies t column the rows are currently sorted by.

An "up" arrowhead (pictured below) indicates ascending sort order (A-Z, oldest

•

date to newest date). A "down" arrowhead (pictured below) indicates descending sort order (Z-A,

•

newest date to oldest d "down" arrowhead (pictured below) indicates descending sort order (Z-A,

•

newest date to oldest date). Click once on a column heading to sort in ascending order; click again to sort

•

in descending order. T (descending).

ate).

he default sort order for rows is by Date Created

Multiple Sort Order

The Sort dialog box can also be used to sort by more than one column.

1. To sort the Receipts Grid by multiple columns, from the Tools menu, choose

Sort > Receipts.

2. In the

Sort dialog box (pictured below), select a column heading from the Sort by dropdown list, and then choose subsequent columns from the two Then by dropdown lists.

Splitting a Receipt into Multiple Transactions

The Split Receipts command lets you expense portions of a receipt to differen t client or projects. For example, if the lodging costs of your hotel bill are to be paid by the client, but any meals or business expenses are to be reimbursed by your company, you can split the bill into two or more transactions. A separate row is created f each portion of the split tran ex n

pe se type for each row.

1. In the Receipts Grid, select the receipt(s) you want to split.

Right click on any column heading and choose Split Receipt(s) from th e list that displays, or select receipt grid.

In the this pa can:

Step 1 area of the Split Receipts dialog box (shown at the bottom

ge), indicate the number of transactions to split the receipt into. You

saction and you can then choose the appropriate

the Split Receipt link on the upper right side of the

• Type a number, OR

•

Use the up/down arrows to change the current number.

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

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

er indicated

4. In he

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

• Click

• e up/down arrows to change the current number

• /down arrows to change the current number

Click on the items and each item will be shown in its own row. An identifying number will generated automatically in the Split ID column of the Rece can easily identify which items belong to the split receipt.

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

Type a number or use th in the Type a number or use the up in the

Amount field. Percentage field.

OK button. The receipt will be split into the designated number o

ipts Grid so you

For more information, please see

Moving a Split Receipt Row to Another Folder.

Splitting a Receipt Across Multiple Folders, and

How do I import and export r

Impo

rting Receipts

It a

's e sy to import receipt folder(s) that have been emailed to you from other

Nea W

t orks users.

1. re storing it.

First, download the .nrx (or .zip) file, taking note of where you a

2. Next, do one of the following:

• Navigate to the folder containing the .nrx file and double-click on the file's icon. NeatWor and import the file

eceipts?

ks will start automatically (if it's not already running)

• If NeatWorks is already running, choose

der File

Fol

file and select it.

The new folder row(s) appears in the upper grid (.nrx file can contain one or more folders of receipts). The receipts contained in those folders will be vi in the lower grid.

Expo

rting Receipts

NeatW , HTML , Quicken, MS Money, OFX, and CSV (comma separated values).

N , and

HTML format. To to export QuickBooks, Quicken, MS Money, OFX, and CSV fo

orks allows receipts to be exported in a variety of formats: PDF, Excel, Word

, QuickBooks

ote: The following steps describe how to export receipts in PDF, Excel, Word

learn how

rmats, see the topics in

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

2. From the Toolbar, choose

From the dialog box opens (pictured at the bottom of this page).

4. Under the export only those rows

Export submenu,

Select Range heading, click the Selected Receipts button to

Folder (All Receipts)

from the toolbar, navigate to the folder containing the .nrx

How do I import and export fold

Export.

choose an export format. The Export Choices

selected in the Receipts Grid or leave

selected to export the entire folder.

Import From > Receipt

sible

ers?

Selected

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 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

Select Range 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

Select Formatting heading, choose whether to include a cover

reference images to receipt rows). By default, all options are checked to be included.

9. Under

10. Click

11. Click

12. Use the save the exported file.

13. In the

14. In the

15. Click

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

File name field, type a name for the exported file.

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

ow do I run a receipt report?

ou can run receipts reports whenever want to see your information organized to

ghlight certain relationships. For example, the menu offers a variety of summary reports you can run: Spending by Client; Category; Payment Type; Project; Vendor

ersonal, Reimbursable, or Bill Paid); and client (Business & Personal View only).

P Reports are run on all receipts in the database. Use the options in the Reporting Wizard to narrow the focus

You will find the followi

Use the report win

•

Run a report

•

Save a report

•

of a report by Folder Type and Receipt Date.

ng topics addressed in this section:

dow toolbar

or Payment Class (by Billable, Paid by Co.,

Reports > Receipt Reports

Using the Report Window Toolbar

e report window provides a toolbar for easy navigation, printing, and copying. The

olbar is pictured below.

vigating in a Report

Na There are several ways to navigate within a report:

• Use the Next P

between pages. Type a number in the Current Page Number field and

•

Use the Backward and Forward buttons to move between the currently viewed page and the previously viewed page.

age and Previous Page buttons to move consecutively

tap Enter.

Running a Report

To run a receipt report, do the following:

1. On the toolbar, select

Reports > Receipt Reports.

2. Next, select the bottom of this page).

3. Under the

4. Under the to narrow the scope of the report. (Type dates in MM/DD/YYYY format, or click on the dropdown menu to select from a calendar.)

5. Under the Detailed). Detailed reports provide line item information for each receipt.

6. Click on report. After you run a report, it opens in its own separate window.

a report type. The Reporting Wizard dialog box opens (shown at

Step 1 heading, select the Fo

lder Type(s) to include in the report.

Step 2 heading, define the date criteria according to Receipt Date

Step 3 heading, select the preferred detail level (Summary or

Run Report to close the Reporting Wizard dialog box and run the

Saving a Report

To save a report, do the following:

. Select a file type from the

Save/Export Report As dropdown list.

2. Click

3. Navigate to the folder you want to save the file in.

4. Type a na

5. Click

me in the

Save.

File name field.

Can

I edit vendor names and other lists?

es, NeatWorks makes it easy for you to edit vendor names and other lists, and this

Y section will help you with the following, related tasks:

Add an item to a list

•

Edit an item in a list• Delete an item in a list

•

Overview of Vendor Names and lists

You can edit the values in the dropdown lists for the following columns:

• Folder Type Folder Label

•

ndor

•

Project

•

Purpose

•

ocation

•

Client

•

Category

•

ote: The Folder Type, Vendor, and Category lists come pre-loaded with popular

oices that you can add to or edit. The Payment Type list comes pre-loaded with

lues that you can add to (but not edit). The other Lists are blank until you do one

f the following:

Use the Personalize > Lists dialog box (pictured below) to add an entry to

•

a List. Type a unique entry in one of the above l

•

isted columns.

A i

dd ng an Item to a List

Anytime y , just go to the Personalize menu and do th fo

e llowing:

ou want to add an item to a list

From the Toolbar, choose Personalize > Lists. Under the Step 1: Select a List heading, select the list you want to add an

item to. Click the Add button. Type the new list item into the pop-up window an d click Save.

Click on OK to apply the changes an appear in the dropdown list of the appropriate column.

d close the dialog box. The new item will

E i

dit ng an Item in a List

Anytim just go to the Personalize menu and do th o

e you want to edit an item in a list,

e f llowing:

1. From the Toolbar, choose

2. Under the you wish to edit.

3. Under the item you wish to edit.

4. Click the

5. Type the new list item into the popup window and click

6. Click on appear in the dropdown list of the appropriate column.

Step 1: Select a List heading, select the list containing the item

Step 2: Select List Items heading, click on the name of the list

Edit button.

OK to apply the changes and close the dialog box. The new item will

Personalize > Lists.

Save.

Deleting an Item in a List

Anytime you want to delete an item from a list, just go to the Personalize menu and do the following:

1. From the Toolbar, choose

2. Under the

3. Under the item you want to delete.

4. Click the Delete button.

5. Click

6. Click on

Step 1: Select a List heading, select the list you want to work in.

Step 2: Select a List Item heading, click on the name of the

Yes to confirm the deletion of the item.

OK to apply the changes and close the dialog box.

Personalize > Lists.

Can I personalize columns and fields?

Yo can personalize columns and fields in the Receipts Grid by showing/hiding

u columns, moving columns, name. These tasks are described in the following topics:

• Showing/Hiding Columns

Moving Columns

•

Resizing Column Widths

•

Modifying a Column or Field Name

•

Understanding and Modifying User Rules

•

Understanding the Attached Column Icons

•

resizing column widths,

or modifying a column or field

Showing and Hiding Columns

By default, not all columns are displayed in the Receipts Grid, but you can choose to show or hide columns as needed.

From the Tools menu, choose Show/Hide Columns > Receipt

Columns

Select an unchecked item in the menu to add it to the grid. OR Select a checked item in the menu to remove it from the grid. You can always

3. add it back later.

Movi

ng Columns

Columns within the Receipts Grid can be placed in any order you wish. To move a colum

location.

Note: The Folder Number and Attached columns cannot be mo

n, simply use your mouse to press and drag its heading to the new

ved.

Resizing Column Widths

You can resize column widths to your liking.

• To set all columns to their default widths, go toTools > Auto-Size Column

Widths > Receipts Columns

• To manually resize column widths, position the cursor on the line between two column headings, and when you get the double-arrow cursor, press and drag your mouse to the right or left.

Alternatively, to auto-resize the column to its default width, again position the

•

cursor on the line between two column headings, and when you get the double-arrow cursor, just double-click with your mouse to auto-resize it.

Modifying a Column or Field Name

If the default column and field names are not specific enough for your purposes, you can modify them as needed. To modify column and field names, do the following:

From the Toolbar, select Personalize > Column/Field Names

1. (pictured at the bottom of this page).

2. Under the

Step 1: Select a Column or Field Name heading, select the

field name you want to change.

3. Under the

Step 2: Edit the Column or Field Name heading, click the

Use Custom Name radio button.

4. Type the new field name in the

5. Click

OK. NeatWorks must be restarted for the change(s) to take effect.

Use Custom Name field.

hat follows is a comprehensive list of column and field names in the Receipt W

Organizer:

Understanding and Modifying User Rules

e NeatWorks program employs a few simple user rules that help to automate the

anning process and customize your own experience of the software. These rules

n be personalized to suit your needs. There are four main categories of user rules:

Auto-Populate Rules: If checked,

tomatically populated with the values fau default payment type for those instances where the payment type used was u to be determined.

when a new row is created its cells are

rom the previous row. You can also select a

nable

Restaurant Receipt Rules: When checked, a tip of 15% (default) is

automatically taken on the subtotal of Amount. Optionally, you can choose to have the subtotal rounded to the near dollar before the tip is applied.

Rate Per s you specify the rate per mile used for a Fuel-

A c .

uto omment. The default is 0.35

System Rules: ptions in the System Rules section: the Reset

button is Tip Again" messages, and the checkbox for "Show major u at

pd es."

• First, when using N

Next, you can decide whether or not you want NeatWorks to display a

•

Mile Rules: This rule let

There are two o

for "Don't Show Th

eatWorks, you will often notice that certain features have pop-up tips associated with them; the them that says "Don't Show This Tip Again." If you select the checkbox, the tip will no longer appear when you use the feature associated with it. However, if you later decide that you do want to start seeing these tips again, you can click

Reset button in the System Rules section. Clicking Reset will reset the

the tips, allowing them to appear

notification when major updates are available. Leaving this checkbox selected enables this feature, while desel means NeatWorks will not display update notificat

restaurant receipts and added to calculate the

est

se tips each have a checkbox next to

when using certain features.

ecting the checkbox disables the feature, which

ions.

M if

od ying User Rules

Rules , do

can and should be personalized to suit your needs. To modify them

th fo

e llowing:

1. Fr

om the Toolbar, choose Personalize > Rules.

he Personalize dialog box opens with the Rules tab selected

T (pictured below). A checkmark next to a rule indicates that the rule is enabled; no checkmark indicates that the rule is disabled.

2. Modify rules as desired, keeping in mind the following:

• To disable a rule, remove the checkmark in the corresponding checkbox.

• To enable a rule, add the checkmark in the corresponding checkbox.

• To change the default payment type, make a selection from the dropdown

menu. (Cash is the default.)

• To change the tip percentage used, check the field and then type a number in the box or use the up and down arrows to change the amount.

To add a rate per mile, type a number in the

•

use the calculator-like selector.

3. Click to cancel the changes, click

OK to apply the changes and close the dialog box. Alternatively, if you want

Cancel.

Understanding the Attached Column Icons

box, or click the down arrow to

T id indicates whether a scanned receipt

he Attached column in the Receipts Gr

im e

ag is associated with that receipt row, as shown below:

A ig

ss ning Tax Categories

If you use NeatWorks for tax purposes, it's a good idea to get in the habit of a gn his

ssi ing tax categories to documents or receipts anytime you scan a new item. T

way, possibly

you're taking steps to organize your tax information ahead of time,

savin ory column

g yourself a lot of work during tax season. By default, the Tax Categ (shown ta ca

x tegory, you can select a pre-defined category from the dropdown list.

Tax Cat

below) depicts a value of "No form: Non-deductible." To assign a different

egories versus Regular Categories

It's important to point out that a "Tax Category" is different from a regular

ategory" in NeatWorks. That is, in both the Document and Receipt

ganizers, a regular "Category" is a column heading used to describe the

Or general type of receipt or do "Lodging/Hotel." A "Tax Cate

cument category, such as "Grocery Store," or

gory" is the column heading you assign if you want to track receipts or other documents using the Tax Organizer. If your Tax Category colum re i

ad ng

Showing and Hiding Columns.

n is not visible, you can learn how to enable it by

To assign a

1. In the Receipt or Document Organizer, select either a receipt in the Receipt Grid or a document in t

2. Click on the down arrow in the Tax Category cell to view and select a tax category from the pre-defined

U g

sin the Quick Tips Box

If you n selec t Organizer and then look in the

t it in the Receip

appears in the Additional Field Info section at the bottom of your screen.

tax category for a receipt or document, do the following:

he Document Grid.

values.

are unsure about the meaning of a particular tax category, you ca

Quick Tip box that

The

Quick Tip section will display a helpful description of the tax category you have selected and a link to the appropriate IRS website.

Using the Business Card Organizer

e goal of this section is to provide you with a better understanding of the Business

Th Card Organizer. We describe how to work with business card images; and how to edit, sort, delete, print, import

The Business Card organizer is shown below:

, and export contact information.

You will find dressed here:

E lo

•

H dow o I scan a business card?

•

How can I work wi

•

What can I do with my business card images?

•

How do I import and export contact

•

the following topics ad

xp ring the Business Card Organizer Window

th my contacts?

Exploring the Business Card Organizer Window

To access the Business Card Organizer, click on the Business Cards tab. The Business Card Organizer is easy to navigate various screen areas. Each area is d

escribed below.

once you become familiar with its

• The Contacts Grid allows you to create and manage Contacts. not all columns are displayed in the Contacts Grid. You can choose to show or hide columns as needed.

• The

•

Contact Informa

currently selected contac

Image Viewer on the left side of the screen displays the image

associated with the selected contact.

Action Items & Notes provides an area for you to specify additional note

or add an action item.

tion Area displays all contact information for the

t in the Contacts Grid.

How do I scan a business card?

In rt

se paper into the scanner then:

• Press the scan bu

• Click the

Click the

•

scanning is complete, the Quick Scan Center will process the image(s), which can then be reviewed and filed from within the Inbox.

Scan button on the Quic Scan button on the upper right side any organizer screen. When

tton on the scanner.

k Scan Center screen.

By default,

ow can I work with contacts?

ach time a business card is filed into NeatWorks, a new row is added to the

Co a

nt cts Grid. You can also manually add a new contact, edit information (directly in

a row

or in the Contact Information area), delete, sort or print contacts, as well as

add action items or notes to contacts.

following topics describe the ways in which you can work with contacts:

The

Selecting a Contact Row

•

Editing Contact Information

•

Adding a Contact without Scanning a Business Card

•

• Deleting a Contact

Sorting the Contacts Grid

•

Printing a Contact

•

Adding an Action Item for a Contact

•

Selecting a Contact Row

Selecting rows in NeatW use spreadsheet-type layouts:

• To select a single row, click an

orks is very similar to selecting rows in other programs that

y cell in the row.

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

•

hold down the

•

To select multiple non-ad then h

E i

dit ng Contact Information

Anytime you need to modify contact information, you can do so directly in a cell in

Contacts Grid or the Contact Information area. Your chan ges will be saved

thaue

tomatically.

old down the

Shift key and click in the last ro

jacent rows, click in the first row you want to select,

Ctrl key and click in each row you want to select

w you want to select.

select, then

To edit contact information in the Contacts Grid:

1. In the Contacts Grid, click in the cell you want to m

2. Edit the contact's information as needed.

T ed e Contacts Information Area:

o it contact information in th

ictured at the bottom of this page), click the

1. In the Contact Information area (p field you want to modify.

needed.

2. Edit the contact's information as

3. Click the your email contacts list. Your changes will be saved automatically.

Quick Contact checkbox if you would

odify.

like this contact to appear in

Adding a tact without Scanning a Business Card

Con

You do not need to scan a business card in order to add a contact to the Contacts

id.

add a contact without scanning a business card, please do the following:

From the toolbar, choose

Type the contact's information in the Contact Inf in the

eleting a Contact

You can always delete a business card image if need be. To do so:

. In the Contacts Grid, select the contact(s) you want to delete.

Click the Delete link on the up

Contacts Grid cells. The new contact will be saved automatically.

New.

ormation area or directly

per right side of the gr id.

3. When prompted, click on Yes to confirm the deletion.

W k

or ing with Deleted Contacts

To view the Deleted Contacts window, choose

•

Items

• To restore one or more deleted contacts, first view the Deleted Contacts window, then select the contact(s) and click on

To permanently erase one or more deleted contacts, first view the Deleted

•

Contacts window, then select the contact(s) and click on

Tools > Go To Deleted

Restore.

Delete.

• To close the Deleted Contacts window, click on the

• To permanently erase all deleted contacts without re

Close button.

viewing them, choose

Tools > Empty Deleted Items > Contacts. Click Yes to confirm.

Sorting the Contacts Grid

Rows

in the Contacts Grid can be sorted by simply clicking on a column heading.

Keep

in mind the following:

•

A small arrowhead in the top right corner of a column heading identifies the column the rows are currently sorted by.

An "up" arrowhead (pictured below) indicates ascending sort order (A-Z, oldest

•

date to newest date). A "down" arrowhead (pictured below) indicates descending sort order (Z-A,

•

newest date to oldest date). Click once on a column heading to sort in ascending order; click again to sort

•

in descending order. (descending).

The d

efault sort order for rows is by Date Created

To sort by more than one

column, see

Multiple Sort Order.

Multiple Sort Order

The Sort dialog box can be used to sort by more than one column.

1. To sort the Contacts Grid by multiple columns, from the Tools menu, cho

Sort Contacts.

ose

In the Sort dialog box, select a column heading from the Sort by list, and then choose subsequent columns from the two lists.

Click on OK to perform the sort

Then by dropdown

dropdown

P t

rin ing a Contact

N tW ws you to print contacts as necessary. To do so:

ea orks allo

Grid, select the contact you want to print.

1. In the Contacts

e Toolbar, choose

2. From th In the

Print Choices dialog box, do the following:

Print.

• In the Select Range area, choose whether to include all visible contacts or selected contacts.

• Click the appropriate orientation button (Landscape or P

• In the Set

ages, contact info only, or images only.

3. Click box, click

4. In the Print dialog

Print.

Adding an Action I

Y m em to a contact if, for example, you want to remind

ou ay want to add an action it

yourself to email a contact at a later date.

Output area, choose whether to include full contact info and

OK.

tem for a Contact

ortrait).

To add an a tem for a contact:

tacts Grid, select the contact you want to work with.

1. In the Con

2. In the

3. Click on the select a date for the action item in the

4. Type or an action type in the

5. Type or select

additional comments in the

6. Type any

In addition to adding an action item for a contact you can also do the following:

•

ction i

on Items & Notes area below the Contact Image viewer, click

Acti

on the

new a

Add a Note for a Contact Mark a Contact as a Quick Contact Email a Contact Mark an Action Item as Complete

ction Items tab (if necessary).

d link.

ction type adds that action to the list so you can use it in the future.

Action Date column.

Action Type column. Note that typing a

Comment field.

A i

dd ng a Note for a Contact

You c :

an use the Notes field to add additional information about a contact. To do so

1. with.

In the Contacts Grid, select the contact you want to work

2. In the

the

Action Items & Notes area below the Cont

Notes tab (if necessary).

act Image area, click on

3. Type a note in the Notes field.Note: Each note is associated with a specific

cell. Be sure that you have selected the cell associated with the note you w to change.

Marking a Contact as a Quick Contact

ant

Marking a contact as a quick contact adds that streamlining the email process.

1. In the Contacts Grid, select the contact with whom you want to work.

Click the checkbox in the Quick Contact column of the Contacts Grid

uick Contact must contain either a display name, first name or last name

A Q and an email address.

E ai

m ling a Contact

W n n email them from within

he it's time to get in touch with a contact, you ca

N tW

ea orks. To email a contact:

1. In the Contacts Grid, select the contact you want to work with.

. From the

Do one of the following:

•

Toolbar, choose Send Email.

Select a Quick Contact from the Contact List and then click on

contact to the list, thereby

Continue.

• Click on email message box when it opens.

M k

ar ing an Action Item as Complete

Continue and type an email address in the To field of the

. Note:

Once you follow-up with your contact, you can th complete. To mark an action item as complete:

1. In the Contacts Grid, select the contact you want to work with.

2. In the Action Items & Notes tab, click the item you wish to mark as completed.

en mark that action item as

Completed checkbox next to the

What can I do with my business card images?

As the be, there are various ways that you can work with your business card images:

topics below descri

• Rotating a Business Card Image

Zooming a Business Card Image

•

Viewing a Business Card Image in Full Screen

•

Deleting a Business Card Image

•

Saving a Business Card Image as a Graphic File•

Saving C ontact Information

NeatWorks automatically saves all contact information as soon as it's scanned or edited. There is no Save button (or menu command) because saving is done for you by the program.

Rotating

a Business Card Image

If you scan u can rotate the im as you would in any other image-editing tool.

To rotate your image:

1. In the Image Viewer, select the contact you want to work with.

2. Click the left and right rotate arrows.

3. Repeat as necessary until the scan is upright.

a business card and want to view it from a different orientation, yo

age, much

Zooming a Business Card Image

If you scan a business card and want to see specific portions of the image more easily, you can always zoom in or out of the image.

To zoom in or out of a business card image:

1. In the Image Viewer, select the contact you want to work with.

2. Click the zoom in or zoom out icons.

3. Repeat as necessary.

Viewing a Business Card Image in Full Screen

If you want rd image, you can view it in full s e

to see a much larger view of your business ca

cre n mode. To do so:

1. In he

t Contacts Grid, select the contact you want to work with.

2. Click

3. Click

Deleting a Busines

You can always delete a business card image if need be. To do so:

In the Contacts Grid, select the contact you want to work with.

Click the delete icon in the Contact Image area.

3. When prompted, click

the icon on the upper right side of the Contact Image area.

p right corner) to return to normal view.

X (to

the

s Card Image

Yes to

confirm the deletion.

Saving a Business Card Image as a Graphic File

atWorks allows you to save a business card as a graphic file, such as a JPEG, GIF,

P, PNG, or TIF. When saving a multiple page business card, each page will be

ved as a separate image and each filename will include the page number of the

sa image.To save a business card as a graphic file, do the following:

1. Click in the Contact Image area with

2. From the menu that displays when you click your right mouse button, choose

Save Current Visible Image As to save the current image in the Image

View, or choose front and back of business cards. The

3. Chose a file type from the appropriate destination folder (where you want to save the image).

4. Type a name for the image in the

How

do I find my contacts?

NeatWorks provides three ways to find your saved receipts and other information. As th o

e f llowing topics describe, you can:

• Use Fi

N e

nd Contacts to locate a contact by Last Name, First Name, or Compa

am with just a few quick clicks.

Save All Images of Selected Contact As to save the

Save as type dropdown menu. Navigate to the

the right mouse button.

Save Image As dialog box opens.

File name edit box.

dvanced Search

Use A to search by any field in the Contacts Grid.

•

sing Find Contacts

The Fi

nd Contacts panel stretches across the top of the Business Organizer, making

it quic by La irst Name, or Company Name.

k and easy to find contacts fast.

st Name, F

You can use Find Contacts to locate a contact

1. Choose Last Name, First Name, or Company Name from the Find by dropdown list.

Click on the letter or number that the contact's first name, last name, or

2. company name begins with or click on ALL to view all of your contacts. Contacts matching your criterion will appear in the Contacts Grid.

Searching for a Keyword

search for text:

1. Open the organizer in which you'd like to conduct your search.

Note: The Search feature works on an organizer-by-organizer level,

which means you should open the receipt information, the information, or the

documents.

2. Click in the white box to the left of the highlighted in the image

3. Enter a search term.

Business Card Organizer to search for co

Document Organizer

below.

Receipt Organizer to search for

ntact

to search for information in

Advanced Search button, as

With your cursor still in the Search box, you can press Enter.

5. Y in the grid in which you're working.

our search results will then appear

Note: It is a good practice to start your

by sele g does no

ctin Edit > Clear All Grids prior to conducting your search. Clearing the grid

t erase any data.

search with a clean slate (or a clean grid)

Note: The search engine recognizes certain fields within each organizer, and is

programmed to easily retrieve information from these fields when searched upon. Listed below are the recognized fields for each organizer. In addition, the search engine will look for and retrieve information in your scanned images.

Receipt Organizer fields recognized by Search:

• Category

• Client

• Payment Type

• Project

• Tax Category

• TranID

• User

• Vendor

Document Organizer fields recognized by Search:

Category

•

Client

•

• Document Title

• Document Type

• Folder Type

• Project

• Tax Category

• Topic

• Unused Document Text 1

• Unused Document Text 2

Busi

ness Card Organizer fields recognized by Search:

•

Category

•

Client

• Project

• Payment type

• Tax ID

• Tax category

•

User Vendor

•

For more information on Search, see

Searching with the Wildcard

T sing pieces but still find matches.

he wildcard lets you search for terms with mis

For exampl you can use th y other related results. The symbol for

e wildcard to find the closest match and an

th ildcard

e w is an asterisk: *

To co

1. Click in the white box to the left of the Search button, as shown in the image

2. Enter a search term, followed by the wildcard symbol; for example:

3. With your cursor still in the Search box, press Enter.

e, if you're unsure whether you've spelled a word correctly,

nduct a wildcard search:

below.

restaurant* words, the wildcard symbol cannot be the first character of the search.

example:

Note: A least one character must precede the wildcard. In other

Correct: restaurant*; Incorrect: *restaurant

For

Tip: The more information that precedes the wildcard, the faster your search results

will be returned. This is because you're giving the search engine more detailed information, which allows it to return accurate result s more quickly.

For more information on searching, see

Searching for a Keyword

How do I import and export contacts?

NeatWorks makes it easy to exchange contacts in a variety of convenient formats. The following topics describe the different ways that you can exchange your contacts:

• Exchanging Contacts with other NeatWorks Receipts Users

Choosing to sync with Plaxo or MS Outlook

•

Syncing Contacts with Plaxo

•

Syncing Contacts with MS Outlook

•

Exchanging Contacts Using vCards

•

• Exporting Contacts to PDF or RTF (MS Word)

Exporting to CSV (Comma Separated Values)

•

Exch rs

anging Contacts with other NeatWorks Use

It's easy to exchange with other NeatWorks users.

contacts

To im NeatWorks file:

port contacts from a

1. Open the email containing the NeatWorks file an your computer.

2. From the

Toolbar, choose Import > Contact File.

d save the .nrt (or .zip) file to

To export contacts to a NeatWorks file:

1. In the Contacts Grid, select the Contact(s) you wish to sync. (Hold down the

Shift key to select multiple contacts.)

2. From the

3. Choose whether to compress the file and then click

4. Use the save the exported file.

5. In the name suggested.

Leave

Save as type dropdown list and click

Choosing

N W u the option of syncing contacts with either Plaxo or MS

eat orks allows yo

Outlook.

Toolbar Export > Contact File.

, choose

Continue.

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

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

Contact Files (*.nrt) or Zip Files (

on Save.

*.zip) as the file type in the

to Sync With Plaxo or MS Outlook

To begin, choose Sync > Configure Sync from the toolbar.

• If you are currently managing your contacts with Plaxo, choose

• If you are currently managing your contacts with Outlook and you sync

with Plaxo, choose

Plaxo

Plaxo.

• If you are currently managing your contacts with Outlook, choose

Outlook.

2. If you choose Plaxo:

Type your Plaxo login and password.

•

• Click the

to be online). Click the remember your login and password, so you won't have to type them again.

If you chose MS Outlook:

• Verify the default selections under the

Test button to validate your login and password (you will need

Contacts to Sync headings.

• Click on the

Save and Close button.

Syncing Contacts with Plaxo

Save and Close b

Direction of Sync and

utton. NeatWorks will

Syncing your contacts with Plaxo requires that you have an internet connection, and that you run the Config Sync Wizard. If you have not yet run this wizard, please refer to the topic,

Choosing to Sync with Plaxo or MS Outlook.

When you are ready to sync and whenever you need to sync again, just click

with Plaxo

NeatWorks to Plaxo Field Mappings

The following table highlights the NeatWorks to Plaxo field mappings:

Sync

Syncing

To syn S Outlook, run the Sync with Outlook tool. In rd ure that Outlook and NeatWorks are

o er to sync with MS Outlook, please ens both i ync with Outlook tool, you may b ro eck the Allow Access for box and

e p mpted to grant access to NeatWorks. Ch

c s

hoo e 10 minutes.

Contacts with MS Outlook

c a large number of contacts with M

nstalled on your computer. When you use the S

1. Before syncing contacts with MS Outlook for the first time, be sure to verify the sync settings by choosing menu.

Configure Sync with Outlook from the Tools

2. Specify the

• The default setting syncs all contacts in NeatWorks to Outlook. This

3. Specify the

4. The settings default to syncing contacts of all types from NeatWorks to Outlook. To sync a single type of contact (for example, Business), select that type from the dropdown list. Only those contacts labeled with that type will be synced.

5. From the established in the previous steps will be saved and applied whenever you use this tool.

Direction of Sync.

means that, during the sync, NeatWorks contacts that are not already in Outlook will be copied into Outlook. However, Outlook contacts will not be copied into NeatWorks. Choose another option to have contacts in Outlook transferred into NeatWorks as well, if desired.

Contacts to Sync.

Tools menu, choose Sync with Outlook. The settings you

K . For

eep in mind that syncing does not delete contacts in NeatWorks or Outlook

e after running Outlook Sync, the contact

xample, if you delete a contact in Outlook will not be time you run the sync. Also, if you delete a c utlook Exchanges, the contact will not be

ontact in NeatWorks after running O

deleted in Outlook the next time you run the sync.

te for MS Office 2007 users

• Please make sure you have categories assigned for any contacts you wish to

•

deleted in NeatWorks the next

sync with NeatWorks. If you are running Office 2007 and see the dialog box below, you must follow

these instructions to enter a category name

1. Create or open your contact.

2. Click the All Fields tab.

for a new or current contact:

3. Choose

4. Manually enter the category name.

Select From > Frequently Used Fields > Ca

tegories.

N W

eat orks to Outlook Field Mappings

T o

he f llowing table highlights the NeatWorks to Outlook field mappings:

Exchanging Contacts Using vCards

To sync a small number of contacts with MS Outlook or to export to other contact management applications, simply export them as vCards.

To export a contact as a vCard:

1. In the Contacts Grid, select the Contact(s) you wish to export. (Hold down the

Shift key to select multiple contacts.)

2. From the Toolbar, choose contact, you will be prompted to export them as files.

3. In the destination.

import a contact as a vCard:

1. From the Toolbar, choose Import > vCard File.

2. Navigate to the folder containing the file, select the file, and click contacts will be imported into the Contacts Grid and automatically saved in your database.

Export g

Save As or Browse For dialog box navigate to the desired

in Contacts to PDF or RTF (MS Word)

Export > vCard File. If you select more than one

a single vCard or as separate

Open. The

NeatWorks or RTF (MS Word). To do so:

Select the contact(s) you want to export.

2. From the Toolbar, choose

3. From the

allows you to export your contacts to PDF

Export .

Export submenu, choose PDF > PDF (Report) or RTF (MS

Word)

. The Export Choices dialog box opens.

100

Univex NeatScan, NeatDesk, NeatReceipts User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual