Personalize NeatWorks Tutorial
Welcome to the NeatWorks Personalize Tutorial. This tutorial will provide you with an overview of the most common personalization features in NeatWorks.
The really ‘neat’ thing about NeatWorks is that most of the information can easily be personalized. This ensures that your NeatWorks application will fit your needs. To begin ‘personalizing’ go to Tools > Personalize.
The first tab of the Personalize screen is the User tab. The information in the User tab contains information about the person currently using this copy of NeatWorks. It includes information such as: name, company, telephone number, email address, and so on.
All of the fields, except first and last name have a checkbox next to them allowing you to select the fields that you want to include on the cover of your expense report.
The second tab in the Personalization menu is the Rules tab. The Rules section allows you to ‘customize’ how the NeatWorks database functions.
The first section of the Rules tab is Auto-Populate Rules. Here you can select which information is automatically populated for you when you scan in an item. For example, from the ‘Auto-populate payment type when unknown’ drop-down menu, you can tell NeatWorks to always use ‘American Express’ as the default payment type if the payment type on any of your receipts is unknown.
If you check the ‘Auto-populate drop-down list cell types with last value entered’ checkbox, NeatWorks will retain and populate the last value entered for a certain field.
You can also personalize NeatWorks to automatically check a cell-type when a new row is created. For example, if all of the receipts that you’re scanning are going to be Billable and Paid by Company you can check these boxes and the corresponding cell type and NeatWorks will automatically check these cell types each time a new receipt is scanned in.
The Restaurant Receipt Rules section is a very useful feature if you’ll be scanning in a lot of restaurant receipts. Since NeatWorks does not have the ability to ‘read’ handwriting; when you scan in a restaurant receipt it will not pick up the handwritten tip. If you’re a fairly consistent tipper, you can use this Rule to automatically increase the total of your restaurant bill by a certain percentage, such as 15 or 20 percent.
The Restaurant Receipt Rules section also provides you with the option of rounding up your restaurant receipts to the nearest dollar before applying the tip.
‘The Rate Per Miles Rules is directly associated with the expense category ‘Fuel / auto’. For example, if you’re traveling for your company and they have a standard ‘rate per mile’ reimbursement, you can enter that rate in the dropdown menu and each time you select the expense category ‘auto / fuel’, NeatWorks will automatically populate the rate per mile with the figure that you’ve specified.
Lists include all of the items contained in the Select A List dropdown menu. In this example we have highlighted ‘Category’ so you can see all of the provided categories as well as ones you’ve added to the Database.
Select the first category in this list Administration. ‘Administration’ is a ‘default expense categories and default expense categories cannot be deleted. However, you can edit them by selecting the Edit button, entering a new name, and clicking the Save button.
Keep in mind that if you want to ‘add’ a completely new category, simply click the Add button, enter the name of the new category, and then click the Save button.
The Column and Field Name tab works in much the same way as the ‘Lists’ tab. This tab displays all of the default column and field names. While none of these default names can be deleted, they can be changed.
The Export Maps tab comes next in the Personalize menu. If you have an existing expense report in Excel and you’d like to export data from NeatWorks to that spreadsheet, you can map it. Details and step by step instructions on how to do this are provided in the Help menu.
The Database Backups tab allows you to choose when, where, and how often, you want to backup your NeatWorks database. For more information on how to backup your database, please view the NeatWorks tutorial, NeatWorks Database Backup
The Folders Tab allows you to select the three fields you would like to use to uniquely identify receipt and document folders in the Inbox. For example, scanned items are sent to the Inbox and from the inbox you select which folders you would like to send receipts and documents to. Three fields are displayed to help you identify folders. Those selections are made and controlled from this tab.
In this tutorial, we’ve reviewed aspects of the Personalize menu, such as how to modify the user profile; set rules; edit and customize lists and column and field names; and where to go to backup your database. To learn more about these or other features in NeatWorks, please consult the Help menu.
To learn more about NeatWorks, please refer to the in-program Help menu.