Palmone VII Wireless Handheld Instructions Manual

Appendix C Page 263
Appendix C
Creating a Custom Expense Report
This section explains how to modify existing Expense application 
templates and how to create your own custom expense report 
templates for use with the Expense application.
Note:This section assumes that you are familiar with Microsoft 
Excel or a similar spreadsheet application. If you are not 
familiar with Microsoft Excel, consult your company’s 
Information Services department or another experienced user.
About mapping tables
Before...

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Customizing existing sample templates
Four sample Expense Report templates come with Palm Desktop 
software. These templates are stored in the Template folder (which is 
in the same folder as Palm Desktop software). 
If the layout of one (or more) of these templates is appropriate for your 
reporting needs, you can easily customize the templates with your 
company name and other information.
To customize a sample Expense Report template:
1. Make a backup copy of...

Appendix C Page 265
4. From the File menu, choose Save As.
5. Click the Save as type drop-down list and choose Template (*.xlt).
6. Navigate to the Template folder (in the Palm Desktop software 
directory).
Note: If you do not need to change the Maptable.xls file, save the 
template file with its original file name (e.g., Sample2.xlt).
If you do need to change the Maptable.xls file, give your modified 
template a unique name. Be sure to use the .xlt file suffix, which 
defines the file as a Microsoft...

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Sections
A Section is an area of the report that has common formatting. It is 
common for an Expense report to have more than one Section. For 
example, the following sample Expense Report named Sample3.xlt 
contains several Sections.
Because your Expense data maps to row and column areas of your 
final report, different Sections require different definitions for the data 
mapping. To create additional Sections with different mapping, you 
create corresponding...

Appendix C Page 267
Analyzing your custom Expense Report
If you already have a custom Excel expense report, you can use it with 
a modified mapping table. However, before you can create a 
Maptable.xls file that corresponds to your custom Expense Report, 
you must first analyze the characteristics of your report. 
Perform the following before you begin a custom mapping table:
nPrint a copy of your custom expense report. Activate the Row and 
Column Headings option in the Sheet settings of the Page Setup...

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Programming the mapping table
Once you have analyzed the components of your custom Expense 
Report, you can program the mapping table to fill the report with data 
from the handheld.
To program a new custom mapping table:
1. Open a copy of the Maptable.xls file in Microsoft Excel. 
Note:This file is located in the same folder as the Palm Desktop 
software application. Make a backup copy of this file before 
you make your modifications.
2.
Mapping a new template....

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5. Scroll down to a blank area of the Maptable.xls file (below the rows 
used for Sample4.xlt), and click on a row number to select a blank 
row.
6. From the Edit menu, choose Paste. A copy of the rows you selected 
in step 3 is pasted into the Maptable.xls file.
7.
Name the table. In the cell immediately to the right of the cell entitled 
Template Name, enter the exact file name of your custom Expense 
Report template. 
8.
Define the number of Sections. Each row in a table defines...

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10.Define the dimensions of the Section. The dimensions of the Section 
appear in the green columns (10–13).
# of Rows: Represents the total number of rows in the Section, ex-
cluding any header or total rows. In other words, this includes 
only the number of rows in the Section where your handheld 
data will be placed.
# of Columns: Represents the total number of columns in the Sec-
tion, excluding any header or total columns. In other words, 
this includes...

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12.Define whether the Section is in list format. This setting appears in the 
light purple columns (18–19).
If the Section will present the data in a list format, enter the word 
“yes”. Otherwise, enter the word “no”. The following diagram 
shows data presented in a list format:
Only if your section is in list format: In the Expense Type cell, enter the 
number of the row or column where the expense description will 
be placed. Expense amounts can be entered in several different...

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15.Mark a Section for prepaid expenses (yellow column). If a row in the map 
table is for prepaid (company paid) expenses, type a “yes” in the 
cell on that Section’s row. Type “no” in all the cells of this column 
that do not pertain to prepaid expenses.
16. Repeat steps 9 through 15 for each Section that you have defined 
for your custom Expense Report. 
17.
Map Expense Report Options dialog (magenta section). The Expense 
Report Options dialog has five fields...