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If you have an old invoice template, which does not have all the field values correctly rounded to proper size as defined in database, you may see the field size warning on saving an invoice. This tutorial shows you how to fix that.
When our invoicing program is called Excel Invoice Manager, a built-in feature automatically rounds decimal values to the size (or precision and scale) as what defined in the underlying Microsoft Access database. For example, the "Line total" is usually defined as "Decimal (10,2)", which means it allows up to 10 digits in the decimal value, and up to 2 digits after the decimal point. If the line total being saved is "10.123", it is automatically rounded to "10.12" and the invoice is successfully saved, plus a new invoice# is generated when needed.
However Invoice Manager for Excel does not work that way. With Invoice Manager for Excel we want to make sure everything is as accurate as possible and thus it does not remove digits from the calculated values silently. If you use an old template with the latest version of Invoice Manager for Excel and encounter the decimal field size warning on saving invoice, there are two ways to fix it.
The first way is to use an Excel formula "Round" to make sure the result of the calculation fit into the field size definition in the Access database. For example, in c5001 invoice template with tax column (in the category Tax Invoice Template), we use a "Round" formula to make sure the calculated result of line total has only 2 digits to the most after the decimal point:
If you need to apply this change to your own template, follow the steps below.
- Backup your template.
- Open the template as usual.
- Switch to design mode by pushing down the "Design Mode" button on the "Invoice" ribbon tab.
- Click the cell for which you want to modify the formula. The Excel formula bar shows the current formula applied to this cell, like this:
- Modify the above formula so that it looks like this:
- You may need to repeat the above step to modify all formulas of all the line total cells.
- You may also need to check the formulas of the tax cells, make sure they have only two digits after the decimal point.
- Once done, exit design mode by clicking the "Design Mode" button again.
- Save the template.
The second way is to modify the field size definition in the underlying Access database. This is described in c4108 Customization of Standard Fields.
The template attached in this document is a revised version of c5001 invoice template with tax column. This new one has exactly the same fields as the original one, but with slightly different form layout and design.
Format and Specification
|Name||Excel Formula to Fix the Decimal Size Warning|
|Category||Sales Invoice Template|
|Release Date||Sunday, April 2, 2017|
|Format (XLS or XLSX)||.xlsx|
|Line Height (Points)||19.50|
|Papaer Size / Orientation||Portrait|
|Default Margins (Points)|
|System||Windows 7 and later, and Excel 2007 and later.|