3Com Palmone VII Organiser Instructions Manual

							Chapter 4 Page 113
3. Select any of the following options:
Category: See “Categorizing records” earlier in this chapter.
Type: Opens a pick list of expense types. 
Payment: Lets you choose the payment method used to pay the 
Expense item. If the item is prepaid (such as airline tickets sup-
plied by your company), you can choose Prepaid to place your 
expense in the appropriate company-paid cell of your printed 
expense report spreadsheet. See “Transferring your data to Mi-
crosoft Excel” later in this chapter for more information.
Currency: Enables you to choose the type of currency used to pay 
the Expense item. The default currency unit is defined in the 
Preferences dialog (see See “Options menu”  later in this chap-
ter). You can also display up to four other common types of cur-
rency. See “Customizing the Currency pick list” later in this 
chapter for more information.
Vendor and City: Lets you record the name of the vendor (usually 
a company) associated with the expense and the city where the 
expense was incurred. For example, a business lunch might be 
at Rosies Cafe (Vendor) in San Francisco (City).
Attendees: See “Looking up names to add to expense records” 
earlier in this chapter.
4. Tap OK.
Customizing the Currency pick list
You can select the currencies and symbols that appear in the Currency 
pick list.
To customize the Currency pick list:
1. Tap the Currency pick list in the Receipt Details dialog box, and 
then select Edit currencies.
Tap Edit 
currencies 
						

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2. Tap each Currency pick list and select the country whose currency 
you want to display on that line.
3. Tap OK to close the Select Currencies dialog box.
4. Tap OK.
Defining a custom currency symbol
If the currency you want to use is not in the list of countries, you can 
create your own custom country and currency symbol. 
To define a custom currency symbol:
1. Tap the Menu icon  .
2. Tap Options, and then tap Custom Currencies.
3. Tap one of the four Country boxes.
4. Enter the name of the country and the symbol that you want to 
appear in Expense.
5. Tap OK to close the Currency Properties dialog box.
6. Tap OK.
Note:If you want to use your custom currency symbol as the default 
for all Expense items, select the symbol in the Preferences 
dialog box. If you want to use your custom currency symbol 
only for a particular Expense item, select the symbol in the 
Receipt Details dialog box associated with that item.
Tap a Country 
box 
						

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Show Options
Show Options define the sort order and other settings that relate to 
your Expense items.
To open the Show Options dialog box:
1. In the Expense List, tap Show.
2. Select any of the options.
Sort by: Enables you to sort expense items by date or type.
Distance: Enables you to display Mileage entries in miles or kilo-
meters.
Show currency: Shows or hides the currency symbol in the Ex-
pense List.
3. Tap OK.
Transferring your data to Microsoft Excel
After you enter your expenses into the Expense application on your 
organizer, Palm Desktop software enables you to view and print the 
data with your computer. 
Note:You need Microsoft Excel version 5.0 (or later) to view and 
print your Expense data using one of the provided templates. 
Microsoft Excel is not included with the Palm VII organizer 
package. The procedures in this section also assume that you 
have installed Palm Desktop software. See “Palm Desktop 
organizer software” in Chapter 1 for more information.
Creating or printing an expense report
You can use Palm Desktop software to view and print your Expense 
data in a Microsoft Excel spreadsheet. 
Tap Show 
						

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To create or print an expense report:
1. Perform a HotSync operation to transfer your latest Expense data 
to your computer. 
2. Click Expense in Palm Desktop software to open Microsoft Excel 
and the Expense Report configuration dialog box. 
Note:If you launch Expense from the Start menu instead of 
Palm Desktop software, you must first choose your 
organizer user name.
3. Click the expense category that you want. 
Tip:You can press Ctrl+click to select multiple categories. To 
print the expenses associated with all of your Expense 
categories, select All in the Categories group.
4. If you want to define an end date for the expense report, enter the 
date in the End Date box.
Note:If you do not specify an end date, all expense entries for 
the selected categories appear — up to the date of the last 
HotSync operation.
5. Do one of the following:
Click Print to display the expense report in the Print Preview 
window, and then click Print in the Microsoft Excel window to 
print your expense report.
Click Create to display a Microsoft Excel spreadsheet contain-
ing your expense data. Your data appears in Microsoft Excel 
spreadsheet form. You can enter information, make formatting 
changes, and save and print the file in the normal manner.
Click to select 
Categories 
						

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Using expense report templates
Palm Desktop software includes several expense report templates. 
When you use one of these templates, you can edit your expense data 
in Microsoft Excel. 
The templates have the extension .xlt and are stored in the template 
folder in the Palm Desktop software directory on your computer. To 
see what a template looks like before you use it, open the template in 
Microsoft Excel. For example, the template Sample2.xlt looks like this:
If you want to streamline or customize your expense reports, you can 
change these templates. For example, you can add your company  
						

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name to a template. See Appendix C for information on changing 
templates.
To view your expense data using a Microsoft Excel template:
1. Display your expense data in a Microsoft Excel spreadsheet as 
described in the previous procedure.
2. Click Options.
3. Enter name, department, and other information as necessary for 
your expense report.
4. Click the Templates menu; then select an expense template.
Note:If you want to create your own custom expense template 
and have it appear in the Templates menu, see Appendix 
C for more information.
5. Click OK.
Expense menus
Expense menus are shown here for your reference, and Expense 
features that are not explained elsewhere in this book are described 
here.
See “Using menus” in Chapter 1 for information about choosing menu 
commands.
Record menu
Choose expense 
template
Enter name and 
other information 
						

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Options menu
Preferences
nUse automatic fill: Lets you select an expense 
type by writing the first letter of an expense 
type in the Graffiti writing area. For example, 
if you write the letter “T,” it enters the “Taxi” 
expense type. Writing “T” and then “E” enters 
“Telephone” which is the first expense type 
beginning with the letters “TE.” 
nDefault currency: Sets the default currency 
symbol for Expense. 
About Expense
Shows version information for Expense. 
						

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							Chapter 5 Page 121
Chapter 5
Query Applications
and the iMessenger™ Application
Your organizer is a wireless device
Your Palm VII™ organizer is equipped with an internal transmitter 
and an antenna. These components enable your organizer, like a 
cellular phone, to use a radio frequency to transmit and receive 
information over the airwaves.
You don’t need a modem or a wired connection to a computer to use 
your organizer as a wireless device, but you must activate the 
Palm.Net™ wireless communication service. See “Activating the 
Palm.Net wireless communication service” in Chapter 1 for more 
information.
After you activate the service, you have access to two wireless features 
that enhance your ability to stay connected: web clipping and wireless 
Internet messaging. This chapter describes those features and explains 
how to use them.
Important:Whenever you use the wireless features of your 
organizer, please observe the guidelines or prohibitions 
on the use of wireless devices in your current location. For 
example, when you are on an airplane, do not raise the 
antenna or use the wireless features at times when the 
Federal Aviation Administration (FAA) or airline 
regulations prohibit the use of cellular phones. You can, 
of course, use all other applications of your organizer in 
accordance with airline regulations for electronic devices.
Web clipping: query applications
Web clipping is a fast and simple way to retrieve specific information 
from the Internet. It is a simple process of query-and-response: You 
submit a request for specific information from the Internet and tap a 
button that transmits your request; within seconds, you receive a 
response.  
						

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Query applications
Just as your web browser gives you access to many different web sites, 
your organizer gives you access to many different “sites” for web 
clipping — as many as you care to add and your organizer can store. 
If you have already set up your organizer, you have some already.
These “sites” are called query applications. They were created by third-
party developers, but you open them and use them just as you would 
a basic Palm VII application like Address Book. 
Query applications give you access to a wide spectrum of practical 
Internet information. Each query application is designed to let you 
query the Internet for a specific kind of information. 
For example, the query applications available to you when you set up 
your organizer and install Palm™ Desktop organizer software give 
you access to the following kinds of information: traffic and weather 
conditions; airline, hotel, and restaurant information; locations of 
automatic teller machines; driving directions; stock market data; 
movie listings; availability of tickets to local events; business and 
general news; definitions, spelling, and synonyms of words; and 
business and residential phone numbers, addresses, and e-mail 
addresses.
Web clipping, not web browsing
It’s impractical to browse the Internet from a small handheld 
computer and look at elaborate, animated, graphics-laden web pages 
on a screen the size of your organizer’s. As a way to access Internet 
information, web clipping offers you the following advantages:
nConvenience: Because your organizer is a wireless device, you can 
be walking down the street while accessing the Internet.
nFocus: Query applications focus on retrieving small pieces of 
specific, up-to-date information.