Small Business Software
Toggle navigation
Home
Home
News
Login
Create Easify account
Easify Web
Features
Screenshots
Free Trial
Downloads
Download Easify V4
Easify WordPress/WooCommerce Plugin
Download Older Versions of Easify
Pricing
Easify Software License Pricing
Easify Licensing Explained
Shop
Shop
Shopping Cart
Checkout
Terms of Sale
Returns
Find a reseller
Support
Help - (Easify V4 - Latest Version)
System Requirements & Installation
System Requirements
Installing Easify
Installing Easify for the first time
Installing the Easify Client on a New Computer
Upgrading Easify
Getting Started
Running Easify for the First Time
Evaluation Window
Installing your License
Initial Setup
Setting the Administrator Password
Login Window
Selecting your VAT status
Easify Main Window
Adding Products and Services
About Adding Products
Adding Manufacturers
Adding Suppliers
Creating Product Categories and Subcategories
Configuring Options
Configuring Options
Customers
Phone Dialing
Customer Types
Postcode Lookup
Advanced Options
Finance
Payment Routing
Payment Terms Options
YesPay
Regional Settings
Orders & Quotes
Order Statuses
Order Types Options
Advanced Options
Point of Sale
Receipt Printer
Advanced POS Print Options
Pole Display
Advanced POS Options
Products
Product Options
Default Margins Options
Product Info
Advanced Options
Purchases
Purchasing Options
Advanced Options
General
Document Management
Email Notifications Options
Updates
Advanced Server Settings
Help System
VAT Settings
VAT Settings
You're Ready to Go!
Products and Services
Products
Product Sales History
Adding a New Product
Adding a New Product
Product Details
Product Pricing
Product Stock Levels
Product Notes
Product Info
Editing Multiple Products
Designing & Printing Product Labels
Printing Product Labels
Importing Products into Easify
Importing Products into Easify
Supported Import File Types
Doing a Product Import
Customers
Customers
Orders & Quotes
Orders & Quotes Main Window
Order Status Explained
Working With Orders
Raising a New Order
Working With Products
Product Status
Internal Notes
Document Management
Scheduling
Assigning Users to Jobs
Keeping Track of Hours
Billing
Taking Payments for Orders
Purchasing
Purchasing
Raising a New Purchase
Adding Notes for Your Supplier
Purchase Internal Notes
Document Management
Scheduling Purchases
Recording and Searching Serial Numbers
Paying for Purchases
Paperwork Designer
Overview
Working with Text
Working with Pictures
Working with Boxes and Lines
Working with Data
Working with Sections
Section Editor
Menu Editor
Formula Editor
Advanced Field Formatting
Document Security
Toolbar Reference
Point of Sale
Electronic Point of Sale (EPOS)
Raising a Sale
Cancelling a Sale
Changing Product Quantities
Adding Comments to a Product
Selecting a Customer for a Sale
Creating a New Customer for a Sale
Discounting a Sale
Loading and Saving EPOS Sales
Printing Receipts & Other Paperwork
Taking Payments
Returns and Refunds
Setting the Float
Cashing Up
Knowledgebase
Knowledgebase Overview
Knowledgebase Article Editor
Users & Security
Security
Users
User Permissions
Finance
Finance
Accounts
Accounts
Cashbook
Cashbook
Bulk Invoicing
Troubleshooting
Installation Problems
Installation Error Codes Explained
MSXML6 Setup Failed
The SQL Server service failed to start
Could not load file or assembly when loading reports
Crystal Reports 2008 Runtime SP1 - Error 1935
Easify Advanced Server Upgrade
Easify Advanced Server (EASU)
Getting Started with EASU
EASU Installation Guide
Easify Advanced Server Manager
Running Multiple Companies in Easify
Running Multiple Companies in Easify
Installing an Additional Company
Installing EASU for a New Company
Scheduled Orders, Purchases & Backups
Scheduling Overview
Scheduling Recurring Orders
Scheduling Recurring Purchases
Scheduled Backups
Creating Scheduled Tasks
Viewing & Editing Scheduled Tasks
ECommerce with XML/SOAP
ECommerce with XML/SOAP
Easify Connector for WordPress / WooCommerce
Easify Connector for WordPress / WooCommerce
Installation Guide
Setup Options
Orders Options
Customers Options
Shipping Options
Payment Options
Logging Options
YesPay
YesPay Card Payment Processing Overview
What You Will Need
Setting up YesPay
Taking Payment with Chip & PIN
Taking Cardholder not Present Payments
Guides
How to move Easify V3 to another computer
How to manually uninstall Easify V3
Help - (Easify V4 - Latest Version)
Help - (Easify V3 - Old Version)
Videos
FAQs
Forums
Contact us
Live Chat (Offline)
Find an Easify Reseller
Become a Reseller
Easify Version 3 Online Userguide
System Requirements & Installation
System Requirements
Installing Easify
Installing Easify for the first time
Installing the Easify Client on a New Computer
Upgrading Easify
Getting Started
Running Easify for the First Time
Evaluation Window
Installing your License
Initial Setup
Setting the Administrator Password
Login Window
Selecting your VAT status
Easify Main Window
Adding Products and Services
About Adding Products
Adding Manufacturers
Adding Suppliers
Creating Product Categories and Subcategories
Configuring Options
Configuring Options
Customers
Phone Dialing
Customer Types
Postcode Lookup
Advanced Options
Finance
Payment Routing
Payment Terms Options
YesPay
Regional Settings
Orders & Quotes
Order Statuses
Order Types Options
Advanced Options
Point of Sale
Receipt Printer
Advanced POS Print Options
Pole Display
Advanced POS Options
Products
Product Options
Default Margins Options
Product Info
Advanced Options
Purchases
Purchasing Options
Advanced Options
General
Document Management
Email Notifications Options
Updates
Advanced Server Settings
Help System
VAT Settings
VAT Settings
You're Ready to Go!
Products and Services
Products
Product Sales History
Adding a New Product
Adding a New Product
Product Details
Product Pricing
Product Stock Levels
Product Notes
Product Info
Editing Multiple Products
Designing & Printing Product Labels
Printing Product Labels
Importing Products into Easify
Importing Products into Easify
Supported Import File Types
Doing a Product Import
Customers
Customers
Orders & Quotes
Orders & Quotes Main Window
Order Status Explained
Working With Orders
Raising a New Order
Working With Products
Product Status
Internal Notes
Document Management
Scheduling
Assigning Users to Jobs
Keeping Track of Hours
Billing
Taking Payments for Orders
Purchasing
Purchasing
Raising a New Purchase
Adding Notes for Your Supplier
Purchase Internal Notes
Document Management
Scheduling Purchases
Recording and Searching Serial Numbers
Paying for Purchases
Paperwork Designer
Overview
Working with Text
Working with Pictures
Working with Boxes and Lines
Working with Data
Working with Sections
Section Editor
Menu Editor
Formula Editor
Advanced Field Formatting
Document Security
Toolbar Reference
Point of Sale
Electronic Point of Sale (EPOS)
Raising a Sale
Cancelling a Sale
Changing Product Quantities
Adding Comments to a Product
Selecting a Customer for a Sale
Creating a New Customer for a Sale
Discounting a Sale
Loading and Saving EPOS Sales
Printing Receipts & Other Paperwork
Taking Payments
Returns and Refunds
Setting the Float
Cashing Up
Knowledgebase
Knowledgebase Overview
Knowledgebase Article Editor
Users & Security
Security
Users
User Permissions
Finance
Finance
Accounts
Accounts
Cashbook
Cashbook
Bulk Invoicing
Troubleshooting
Installation Problems
Installation Error Codes Explained
MSXML6 Setup Failed
The SQL Server service failed to start
Could not load file or assembly when loading reports
Crystal Reports 2008 Runtime SP1 - Error 1935
Easify Advanced Server Upgrade
Easify Advanced Server (EASU)
Getting Started with EASU
EASU Installation Guide
Easify Advanced Server Manager
Running Multiple Companies in Easify
Running Multiple Companies in Easify
Installing an Additional Company
Installing EASU for a New Company
Scheduled Orders, Purchases & Backups
Scheduling Overview
Scheduling Recurring Orders
Scheduling Recurring Purchases
Scheduled Backups
Creating Scheduled Tasks
Viewing & Editing Scheduled Tasks
ECommerce with XML/SOAP
ECommerce with XML/SOAP
Easify Connector for WordPress / WooCommerce
Easify Connector for WordPress / WooCommerce
Installation Guide
Setup Options
Orders Options
Customers Options
Shipping Options
Payment Options
Logging Options
YesPay
YesPay Card Payment Processing Overview
What You Will Need
Setting up YesPay
Taking Payment with Chip & PIN
Taking Cardholder not Present Payments
Guides
How to move Easify V3 to another computer
How to manually uninstall Easify V3
Easify V3 is no longer supported.
For continued support and to get the latest features we recommend that you
upgrade from V3 to V4
as soon as possible.
CLICK HERE TO LEARN MORE ABOUT UPGRADING TO EASIFY VERSION 4
NOTE:
This help article refers to Easify Version 3 which is
no longer supported
.
Click here if you are looking for Easify Version 4 help articles
.
Paperwork Designer Overview
The
Paperwork Designer
that is built into
Easify
allows you to create and edit public facing documents for your business such as Invoices, Quotations, Purchase Orders, Price Labels, Delivery Notes etc...
Note: Before you edit an existing document
, we recommend that you either create a copy of it in the
Paperwork Designer
before you start, or use the
Paperwork Designer
to export it to a file so that you can restore it from disk if you need to revert back to the original. If you should end up irretrievably corrupting a document by mistake, all of the documents that were originally installed with
Easify
can be found in the Easify Installation folder in the
\Reports\Originals
folder (typically C:\Program Files\Easify\Reports\Originals). You can import these via the
Paperwork Designer
should you ever need to.
The Paperwork Designer features an intuitive
WYSIWYG
(What You See Is What You Get) interface that allows you to simply drag and drop the various elements that will make up your document (Pictures, Text, Lines and Data) onto your document.
Because the document that you create are stored in the Easify database, any documents that you create will be instantly available to all Easify users on your network meaning that you do not have to manually copy changes to each individual computer.
Each document that you create can be
assigned to print menus of your choice
within Easify, so for example if you wanted to create a customer address label that is printable from the Order Details Window, you can achieve this with the paperwork designer. You would create the address label, and assign it to be printable from the Order Details Window.
You can
lock down the security on each document
too, choose which Easify users are allowed to print the document and which aren't. For instance you might want to limit who is allowed to print a Customer Statement, or perhaps you need to limit who is allowed to print invoices.
To launch the label designer click the
Tools->Paperwork Designer
menu in the Easify main window.
Note: Only users that have been given permission in Easify security can access the paperwork designer.
Click here for more information about user permissions in Easify.
The main areas of the
Paperwork Designer
are highlighted below...
Document Browser
The document browser shows you a list of all the paperwork (documents) that have been created in Easify. Here you can select a document to edit, create a new document or create a copy of a document. You can also rename and delete documents here.
From here you can also export and import your documents. Exporting a document saves it do disk at a location of your choice, this is useful if you want to create a backup of a document before editing it. Importing a document loads it from disk, this comes in useful when you want to restore a document from disk.
Loading an existing document
You can load any of your existing documents into the
Document Designer
by simply clicking the desired document in the
Document Browser
. The selected document will be loaded into the
Document Designer
where it can be edited.
Creating a new document
Create a new document by clicking the
Add New
Button in the
Document Browser
.
Enter a name for the document in the
Document Name
text box.
Document Type
will already have been filled in for you depending on which type of document you had selected in the
Document Browser
. Feel free to change this value to suit the type of document that you want to create.
Note:
The
Document Type
determines what kind of information you can print in your document.
Customers
documents are based on customer details,
Orders & Quotes
documents centre on the information that can be found in an order or quote.
Products
documents will contain information relating to a product, and
Purchases
documents will revolve around the information contained in a purchase. So for example, if you are creating a new price label, you would choose
Products
as the
Document Type
. Or if you were creating an address label you would choose
Customers
as the
Document Type
.
You can set the page size by choosing from the drop down list of pre-set page sizes. Alternatively you can set the dimensions of the document by entering the desired
Width
and
Height
(in millimetres).
Choose whether you want a
portrait
or
landscape
orientation for your document.
Finally you can specify
margins
for your document. These default to 10mm which is usually fine for
A4
or
Letter
sized documents, but for smaller documents such as price labels you will probably want to reduce the margins to be smaller.
Note:
All of the documents that you create in Easify are stored in the Easify database. The advantage of this is that when you backup your Easify database, you automatically backup all of the documents that you have designed. Also the documents that you create will be immediately available to all networked Easify users without having to copy any files to individual computers.
Deleting a document
To delete a document, click it to select it in the
Document Browser
. Click the
Delete
button and when asked whether you really want to delete the document click the
[Yes]
button.
Note:
When you delete a document, it will be deleted from the Easify database and will therefore be deleted for all Easify users on your network.
Renaming a document
To rename a document, click it to select it in the
Document Browser
. Click the
Rename
button. The document name will become editable in the
Document Browser
allowing you to type in a new document name. When you have finished editing the document name, press the
Enter
key on your keyboard to finish.
Note:
When you want to edit a document, it is a good idea to create a copy of the document and work on the copy. That way if something goes wrong you still have the original. Then when you are happy with your edited document you can delete the original and rename the copy to have the same name as the original you deleted.
Copying a document
To create a copy of a document, click it to select it in the
Document Browser
. Click the
Create Copy
button. A copy of the document will appear in the
Document Browser
.
Note:
When you rename a document, it will be renamed for all Easify users on your network.
Exporting a document
To export a document to file, click it to select it in the
Document Browser
. Click the
Export selected document to file
button.
The
Save As
dialogue will appear, simply choose a location to save the exported document, enter a name for it and click the
Save
button.
Note:
When you export a document it will be given the file extension REP.
Importing a document
To import a document from file, click the
Import document from file
button.
The
Open
dialogue will appear. Browse to the document file that you wish to open, select it and click the
Open
button.
The document will be imported and will appear in the
Document Browser
.
Note:
Imported documents are always imported into the original
Document Category
that they were created in. I
mported documents do not overwrite existing documents
, instead they are imported with the original document name with "(Imported)" appended to it.
Document Designer
The document designer is where you place all of the elements that you want in your document such as static text, images, boxes and lines and merged text fields (Mergefields) containing data that has been merged from the Easify database.
The Document Designer is divided horizontally into various
Sections
, these sections are used to divide the document into headers, details and footers. Sections allow you to have your company logo appear on only the top of the first page of a document, or for an order total to appear only on the last page of a document etc...
Click here for more information about Working with Sections.
The document designer is
WYSIWYG
(What you see is what you get) allowing you to drag the document elements into the position that you want them. For static text you can type the text directly into the document designer, and images can be dragged to the size and shape you want them.
As well as being able to position and resize document elements such as pictures and text fields within the document designer, you can also right click document elements to bring up a context menu that allows you to move the item on top or behind other items, you can also rename and delete document elements. See the later sections
Field Explorer
and
Document Explorer
for more information about the context menu as used for editing document elements.
For more information on using the Document Designer see subsequent sections:
Working with Text
Working with Pictures
Working with Boxes and Lines
Working with Data
Working with Sections
Toolbars
The
toolbars
area contains the tools you will need while creating and editing your documents. Here you can add text and pictures to your documents, choose the font and font size for text, set text formatting etc...
When no document is loaded in the
Document Designer
the controls in the toolbars will be disabled (greyed out). When you load a document and start editing it, the controls will become available as they become relevant to what you are doing.
Click here for more information about the Document Designer Toolbars.
Field Explorer
When you create or edit a document using the
Paperwork Designer
you can add data fields to the document such as product prices, customer details, order totals etc...
These data items are known as
Mergefields
and are accessible via the
Field Explorer
.
The list of Mergefields that you can see will depend on which type of document you are working on. For a
Customer
document you will see Mergefields related to customer records, for a
Purchase
document you will see Purchase related Mergefields.
To add a Mergefield to your document you simply drag it from the
Field Explorer
and drop it onto your document.
Document Explorer
The
Document Explorer
shows you a list of all of the pictures, static text, boxes and MergeFields that are present in your document.
Selecting a document element in the
Document Designer
will select it in the
Document Explorer
.
Right clicking an item in the
Document Explorer
will bring up a context menu that allows you to manipulate items in the document.
The first item at the top of the menu is greyed out, and is the name of the picture or text field.
Bring to Front:
This brings the selected picture or text field to the front of the document putting it on top of all other pictures or text fields. Note that this also moves the item to the top of the list in the Document Explorer, items in the Document Explorer are listed in order from front to back (also known as their Z order).
Send to Back:
This sends the selected picture or text field to the back of the document putting it behind all other pictures or text fields. Note that this also moves the item to the bottom of the list in the Document Explorer, items in the Document Explorer are listed in order from front to back (also known as their Z order).
Front & Centre:
This handy command will cause the selected picture or text field to be placed on top of all other items, and also to be positioned in the centre of the document section. This is useful when you have a complex document with many items on it and you have lost track of where a particular item is, also for when an item has become positioned outside the viewable area of the document as can happen when you reduce the page size of a document.
Rename:
This command allows you to rename the document item. It is a good habit to label the items on a document to describe what they are to help you when you are editing the document.
Delete:
This allows you to delete the selected picture or text field from the document.
Note: You can also right click pictures or text fields in the
Document Designer
itself to gain access to the context menu.
When you select an item in the
Document Explorer
by clicking it, the corresponding picture or text field will be outlined in red in the
Document Designer
. This is a handy way of identifying which field is which.
Document Designer Zoomer
The
Document Designer Zoomer
allows you to zoom the Document Designer in and out in order to help you with fine positioning of document elements.