O365: Using Word to Make a SharePoint Invoicing System

Note: Requires MS Word Client based application.

See also - Blogs on Library, Lists, Linking and Integration

Practical Business Uses for Office 365

One way of looking at Office 365 is to imagine it as a massive toolbox. The businessman, like any good craftsman, identifying a need for the business turns to the tool box for a means to effect a solution.

The problem is that it is not always apparent which O365 tool to use to get the most effective result.

Word is Integrated in O365

All Office 365 plans have the Office suite of Word, Excel, PowerPoint and Outlook. In some plans these are restricted to the browser versions of the applications, but others have additional downloadable client versions. You can also use stand alone compatible client versions of Office to link Office 365 and SharePoint.

The following requires a client version of Word.

A New Library with SharePoint Fields

Any new library created in SharePoint has a ready made Word template created. This automatically captures the library meta columns as document fields. You can also import additional templates to any library either through the Upload link or the New link on the library toolbar.

The templates can be edited to include the positioning of the SharePoint meta fields (columns) into the body of the documents.

1. First create the library and name it Invoicing - 
   
   
   
2.  Then edit the library template to place the SharePoint Fields
   
   From the Library Home Page click the gear wheel > Select Library Settings > Click Advanced Settings and in the Document Template area click edit template
   
   
   
3. This should open in the client version of Word.
   
   
   
   

 Add Logos and text as required. In this example I've used a table to control the columns and the fields are the items in square brackets.
To insert a field. Place the cursor where the field should be > click Insert in the Word tool bar > select Quick Parts and Document Property, then select the field from the list.

Using the new Library

1.  Once the template has been prepared return to the Invoices library and click New and select Document. This will open the new Invoice in the Browser version of Word. 
   
   
2.  Change the name from Document1 to a name of your choice (I use the invoice number) and allow it to save. Close the Word document.
   
   
3. Return to the Invoices library, select the new Invoice and click the i symbol to open the Meta data editor > select Edit All and populated the fields. Once done click save.
   
   
4.  The invoice is now complete. When opened in the client version of Word it will appear - 
   
   
   
   
   

All of the detail of each invoice is retained in the SharePoint library and can be used for future reporting and analysis.

Being a Word template, you can add a watermark background image, apply any header, footer, logo or branding required and print either to paper or to PDF for electronic invoicing.

We can show you how, or we can do it for you.

Request a free call back from out website.