How To: Creating the Bottom Text File/Spreadsheet – Different (02-18-15)

Overview

This tutorial describes how to create the bottom text spreadsheet file when using different bottom text for each branch/region.

The spreadsheet file that you upload through this selection must be set up exactly as described below in order for the bottom text to appear correctly on the invoice(s) for each region or store.

Video

Step-by-Step

Click image to enlarge.

1. Create an MS Excel or Open Office Calc spreadsheet with four columns. It is a good idea to format the four columns as ‘Text’ before you begin.
Column 1
The entry in each row of this column must be ‘TXT’ (all uppercase).
Column 2

The entry in this column is referred to as the ‘Text Name’ and it uniquely identifies a set of bottom text to be assigned to a region or store. Each row in this column must have a four character code that is the same from row to row but unique to that set of bottom text. When using different text for each region/branch, the code is comprised of the Region Code or Branch ID and ‘R’s (for region) or ‘Z’s (for branch) appended to the beginning to achieve a four letter text name.

For example:

• If the Region Code or Branch ID is one character (x), the text name would be RRRx for region or ZZZx for branch.
• If the Region Code or Branch ID is two characters (xx), the text name would be RRxx for region or ZZxx for branch.
• If the Region Code or Branch ID is three characters (xxx), the text name would be Rxxx for region or Zxxx for branch.
• If the Region Code or Branch ID is four character (xxxx), the text name would be xxxx (no R or Z).

Take a look at the spreadsheet sample on the next page and notice that each group of bottom text has a unique Text Name (RR01, ZORL and ZCLW).

Column 3
The entry in each row of this column must be a three character sequence number that increments from one row to the next. We recommend incrementing each row by ten (010, 020, 030, etc.) so that, at a later time, you can easily add more lines in between the existing ones.
Column 4
This is the text that will print at the bottom of the invoice. Each row in this column has a limit of 200 characters.

Please view the sample spreadsheet above for more information.

Click image to enlarge.

2. When you are finished setting up the spreadsheet, save it to your computer as a tab delimited file.
• If you are using Microsoft Excel, select the ‘Text (Tab Delimited)*. txt’ file type when saving.
• If you are using OpenOffice Calc, you must save the file as a ‘Text CSV (.csv)’ file and choose {Tab} as the ‘Field Delimiter’. Then, clear the entry in the ‘Text Delimiter’ field and click OK.
• For more information on saving the spreadsheet as ‘tab delimited’ in MS Excel or Open Office, please view these tutorials.
IMPORTANT: The path to the file must be 52 characters or less or the import to Tyler will fail. For example, use ‘C:\Tyler Bottom Invoices\tp1_bottom.txt’ instead of something like ‘C:\Documents and Settings\User1\My Documents\Tyler Invoices\tp1_bottom.txt’).