How to Create a .PDF file in Sage Timeslips

You can print Sage Timeslips reports to .PDF files, a universal file format available for free to all who install .PDF reader software on their computers. Files formatted using .PDF format display on-screen exactly the way the report would print to a printer.

You can set defaults for how Timeslips handles .PDF bills, and you can save the options you set up.

The following steps refer only to setting up bills to print to .PDF files. You can print other reports to .PDF files, but you won’t be using the settings you establish in these steps for other reports.

  1. From the Report Entry: Generate Bills window, open the Print To drop-down list in the lower-right corner and choose PDF File.

  2. Click the Device Setup button, which is immediately to the right of the Print button.

    The PDF Options dialog box appears.

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  3. Choose an option to determine how Timeslips handles bills printed to .PDF format:

    • Choose the first option if you want to print all bills you generate to a single .PDF file.

    • Choose the second option if you want to create separate .PDF files for each bill you generate and place all .PDF files in one folder on your computer.

    • Choose the third option to print separate .PDF files for each bill you create and place the .PDF files in client-specific folders that Timeslips can create for you using, by default, the client’s Nickname 1. By default, Timeslips creates the client-specific folders in a folder called Docs inside your Timeslips database folder.

  4. If you choose the second or third option, click the link at the bottom of the PDF Options dialog box in the Separate PDF File Name section,

    The dialog box appears. From this dialog box, you can control the filename that Timeslips assigns to the individual bills.

    By default, Timeslips creates .PDF files named using each client’s Nickname 1 and the invoice number assigned to the bill. You might, for example, also want to separate each part of the filename with a dash and include the bill date as part of the filename.

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  5. Click in the Name field and make changes.

    • To separate the components of the name with hyphens, type a hyphen between each part of the name.

    • To add a field to the filename, place the insertion point at the position in the Name field where the new field should appear, place the insertion point at the beginning of the filename. Then click the new field in the Fields list and click the Add Field button.

  6. Click OK to redisplay the PDF Options dialog box.

    The new filename format appears in the Separate PDF File Name section.

  7. Click OK again to close the PDF Options dialog box.

  8. Click the Save (disc) button on the vertical toolbar in the Report Entry window.

    The Save dialog box appears.

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  9. Deselect all boxes in the Save These Settings section except the Report Device Options and Print Setup option.

    By selecting only this option, Timeslips saves your .PDF file location and name settings without saving the .PDF file as your default output device. That way, you can print bills to .PDF files when you want — and Timeslips will use the saved .PDF file settings.

To create a .PDF file version for your own records, move the bills from the proof stage to the revision stage and then reprint them to .PDF files. After Timeslips creates the .PDF files, approve the bills.

To move the bills from the proof stage to the revision stage, choose Bills→Approve or Clear Bills. In the Bill Stages window, select all bills in the proof stage and click the Clear button to display a prompt. In the prompt window, click the Revision button.

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