NeatWorks TV708LL/A - NeatWorks For Mac Guide

Welcome to NeatWorks for Mac v3.5. This help file explains the
following NeatWorks for Mac concepts and tasks:
Scanning Items into NeatWorks!3
How to Save Your Scanned Information!4
Working with the Inbox!5
Creating a Cabinet!5
Creating Folders!6
How to Set Your Preferences!7
Using Different Views!8
Customizing the Default Field List!10
Create or Modify Fields!12
Customizing Table Fields!13
Using the Item Editor!14
Creating Expense Reports!15
Saving the Expense Report!16
Saving the Expense Report Template!17
To Email Your Expense Report!17
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Adding New Documents and Receipts to a Folder!17
How to Delete Items from a Folder!18
Splitting a Receipt into Multiple Transactions!18
Combining Receipts!19
Working with the Address Book!19
Browsing for Information in NeatWorks!20
Searching in NeatWorks!21
Creating Smart Folders!22
Quick Look Functionality!23
Recover Items!23
Printing to NeatWorks!23
How to Print to NeatWorks from Other Applications!24
Exporting NeatWorks Data to Quicken!24
Working with the NeatDesk ADF Scanner!26
Working with Third-Party Scanners!29
Maintaining the Scanner!29
NeatWorks for Mac Support!30
Keyboard Shortcuts!30
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Scanning Items into NeatWorks
To scan an item:
• Place the receipt, document or business card face down (face up
for the NeatDesk ADF scanner) in the scanner.
• Click the Scan toolbar button in the top left corner of the screen.
(If you click and hold this button instead, a list of color and black
and white scanning options displays for you to choose.)
• The Scan Options button next to the Scan toolbar button allows
you to set the color mode (Color, Black & White Text, or Black &
White Image). You can also select the processing mode (Quick,
Normal or Full) and the scan destination (Inbox, Current Folder or
Direct to PDF file).
Note: The di!erence between Black & White (Text) and Black & White
(Image) is that the former is true black and white and the latter is
Grayscale.
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• You can also select one of the following from the menu: Scan >
Scan New Item, or Scan > Scan Additional Page. In addition, you
can choose to scan the item directly to a PDF file in color or black
and white, and with or without OCR.
• Press the Scan button on your scanner
• The image will then appear in the Image Viewing pane in the
middle of the screen
• The NeatDesk ADF Scanner also enables you to simultaneously
scan multiple page and double-sided items
• To scan multiple pages as a single item select Combined - Item
With All Pages
• To scan double-sided pages select Double Sided (only available
for the NeatDesk scanner)
Note: The item will be scanned to the destination selected in the
Scan Settings menu: Inbox (default), current folder, or PDF file.
How to Save Your Scanned Information
• Once you've scanned an item, NeatWorks for Mac allows you to
save it as a .PDF file on your computer.
To save a scanned item:
• Drag and drop a row in the table to a location on your computer
(for example, to the Desktop, or anywhere in your file directory).
The row will then appear as a .PDF file in that location. You can
also navigate to the location on your computer where you'd like
to save the image and click Save.
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Working with the Inbox
If your scan destination was “Inbox,” your scanned items will display
there so that you can verify, edit and/or add notes before filing
them in the appropriate folder.
Note: You can drag and drop items from the inbox or any folder into
the appropriate folder.
Creating a Cabinet
• NeatWorks for Mac allows you create Cabinets and Folders. A
Cabinet--like a real-world filing cabinet--can contain folders to
organize your documents, receipts and contacts. Each Cabinet is
stored on your hard disk, just like a word-processing file or a
spreadsheet. NeatWorks can remember one cabinet to open
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automatically on startup, but you can use the File > Open
command to open any Cabinet stored on any disk or network
drive.
• You would be making good use of your Cabinets if, for example,
you created one Cabinet intended only for business purposes,
and a second one intended only for personal use.
• Within the Business Cabinet, you might have several folders, such
as: "Flights," "Meals," "Hotels," etc.
• Within the Personal Cabinet, you might have several folders, such
as: "Groceries," "Mechanic," "Kids," etc.
• Each Cabinet is its own separate entity; that is, you cannot search
across multiple cabinets to find information. You may, however,
search across all Folders within a Cabinet.
• You could go to the Business Cabinet to search across all folders
within it, and the search would not return any information from
the Personal Cabinet. Likewise, you could go to your Personal
Cabinet and search across all folders within it, but the search
would not return any information from the Business Cabinet.
Note: NeatWorks is fully integrated with the Apple Spotlight
search utility. Spotlight can be used for general searches across
all NeatWorks cabinets.
To Create a Cabinet
• Go to File > New > Cabinet.
• Name and Save the new Cabinet in the desired location.
Creating Folders
To create a new Folder:
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• Click the "+" button in the bottom left corner of the screen, or go
to File > New > Folder.
• The Folder Properties sheet drops down for you to complete. You
can enter the name of the Folder, the item type (document,
receipt or contact), and choose a custom icon that identifies the
Folder.
• You can also specify whether this will be the default Folder for
documents or receipts. The new folder will then appear in your
Cabinet with the name you gave it.
• The default folder establishes the table columns that will be used
for new folders of the given type. It also allows you to change the
colors that are used for each item type.
How to Set Your Preferences
The NeatWorks > Preferences option lets you set up the way you
want to work with NeatWorks for Mac.
• The General tab enables you to select Export Image Quality, Date
Format and the default Cabinet that opens whenever you start the
system. You can also choose whether the application should
check for updates, send crash reports, and integrate with
Spotlight.
• The Scanning tab lets you select your active scanner and image
settings. You can optimize the images for smaller size or better
quality by using the slider bar.
• The Shortcuts tab lets you customize your keyboard shortcuts.
• The Advanced tab lets you reset warnings and remove all cached
images used for item previews and reports.
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Using Different Views
• In all views, you'll continue to see your Cabinet and folders along
the left side of the screen. If you have the Browse feature
activated, you will also continue to see the Browsing pane
included above each of these views. To select a particular view,
click the buttons on the View toolbar along the top of the screen,
or use the View menu.
• The Item View displays the screen with the scanned image visible
in the top left of the screen, and the receipt or document fields
populated with information at the top right of the screen. If you
selected the Table feature, in the bottom pane you'll see the other
receipt or document rows visible for that folder, while the specific
row you've selected will be highlighted. Any notes that you've
created will display in the table.
Note: The Table feature is also available when using the Icon and
Report Views, but stays hidden at the bottom of the screen. To
enable the Table feature when using the Icon or Report Views, just
click the table icon next to the Search field in the upper right side of
the screen.
• The Icon View displays thumbnail images for each item in the
folder you're viewing. In other words, the thumbnails you see
represent the items in the folder you've selected from the
Cabinet. Additionally, the specific receipt or document you've
selected will be highlighted with an orange border.
Note: You can change the size of the items in the Icon View by using
the slider button along the bottom right corner of the Icon screen.
Just use your mouse to drag the slider, and you will see the size of
the icons change.
• The Report View allows you to generate reports and to access
summary information. You can combine items from multiple
folders in any given report.
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• Click the Report Icon at the top center of your screen to open the
Report View.
• By checking the box at the top of the Report View, you can
choose to restrict your report to a particular date range by
checking the box next to “restrict the dates” and entering the
start and end dates in the boxes next to “from” and “to. If you
check the “Only Include Selected Items” box you can restrict the
report to only those items you highlight in the table.
"
• In Report View, click on Report Options. You can also choose
whether you want only a summary table of field values, only
items, or both. If you choose to include a table, the columns of
the expense report table will be the same as the columns
displayed in the table in the main Cabinet window. You can set
the number of images per page and whether to include the field
values associated with each item.
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To include a cover page, select the Cover Page tab of the Report
Options view. Then check the box next to “Include Cover Page.” You
can edit the values for Title, Name, Date, Company, and Notes. You
can use special tokens in these text boxes which will automatically
fill relevant information into the fields.
"%date = Today’s Date
"%name = Your Name (taken from the OS X Address Book
"application)
"%folder = the Name of the Folder(s) included in the report
"%itemcount = the number of items in the report
"%itemrange = the date range of the report
"%templatename = the name of the Report Template used
Customizing the Default Field List
Once you have scanned an item, you’ll see the image on the left of
your screen and the fields populated with information on the right
of your screen. All of the fields are customizable: using the plus/
minus signs, you can augment or reduce the list, and you can drag
and drop among the fields, rearranging the order of the items in the
fields. Hover your mouse over the field name to bring up the plus/
minus signs.
You can set the view as the default view for all future items
(Contacts, Documents or Receipts) in that item type:
• Right-click on the caret at the top right of the Field List. Select
“Use Fields Shown for Contacts/Documents/Receipts” from the
drop-down menu.
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The feature will prompt you with the question, “Set Fields Shown as
Default for This Cabinet Only?”
• Choosing “This Cabinet Only” will apply to all Receipt items in the
Cabinet which have not already been customized.
• Choosing “This Cabinet and Others” will apply the changes to the
current Cabinet and all future Cabinets. If you have already
customized a Cabinet with the “This Cabinet Only” option, the
new selection to customize will not apply to it.
Note: If an item contains a category other than what already appears
in the default category fields, that information will appear in a
second-tier list below the default one.
Note: Selecting “Reset Fields Shown” will reset the list to the new
default field you have set for Receipts.
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Create or Modify Fields
The Create or Modify Fields feature allows you to edit values for an
entire Cabinet. You can add to the existing Fields List or add a Value
to a Field.
Creating a Field
• Select the Documents/Receipts/Contact drop-down menu or use
the green up and down arrows at the top right of the Table View
to elicit the drop-down menu. You may also access “Create or
Modify Fields” from the Edit menu or via the Item Type drop-
down menu in Item View.
• Select Create or Modify Fields . . . to create a new field or remove
an existing one. Select Add to add a field (to remove a field,
highlight it and click Remove.) Enter Field Name and Label >
Create Field. To Add a Value to a Field, select Add New Value (to
Remove, select Remove Value).
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Note: Once you create a new User-Defined Field, that option will
then show up in the drop-down menu.
Modifying a Field
• To edit a field, select the Documents/Receipts/Contact drop
down menu or use the green up and down arrows at the top right
of the Table View to elicit the drop-down menu.
• Select Create or Modify Fields. Choose the Field type for which
you would like to modify the content. Click Add New Value and
enter the new information in the window.
For more information, see Customizing the Default Field List.
Customizing Table Fields
You can customize the table fields as desired by selecting from a list
of fields, or create your own fields.
To choose from a list:
• Click the green up and down arrows on the far right side of the
table to open a list of fields, which you can then choose to show
or hide.
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• Select Document, Contacts or Receipt from the drop-down menu
to the right of the Notes field. >
• Click Document Fields or Receipt Fields and highlight the fields
you want from the list that displays.
Note: Table column sets, width, and ordering are preserved for each
folder.
Note: Click Edit > Create or Modify Fields from the main NeatWorks
menu for more field customization options.
For more information, see Create or Modify Fields.
Using the Item Editor
To use the Item Editor, double-click on the small preview icon in the
first table column or double-click the image in Item View or Icon
View. You may also select View > Item Editor from the menu.
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• The Editor window provides a detailed view of the item. You can
rotate it, zoom in or out, crop, and view multiple pages (if the
item is more than one page long). You can also crop the item by
using your mouse to define an area and then selecting Crop.
• Other options include removing a page, or converting an item
that you scanned in color to black and white.
Note: The Item Editor gives you the ability to click and drag the
yellow, highlighted text on a document or receipt to the fields on
the right side of the Item Editor screen. You can Reanalyze the
image to highlight the fields.
Note: Item View and Item Editor perform in exactly the same way;
the only di!erence is that you can select Remove Page or Convert to
B & W only in the Item Editor.
Creating Expense Reports
Click the Report Icon at the top center of your screen to open the Report
View.
•By checking the box at the top of the Report View, you can choose to
restrict your report to a particular date range by checking the box next to
“restrict the dates” and entering the start and end dates in the boxes next
to “from” and “to. If you check the “Only Include Selected Items” box you
can restrict the report to only those items you highlight in the table.
!
•In Report View, click on Report Options. You can also choose whether
you want only a summary table of field values, only items, or both. If you
choose to include a table, the columns of the expense report table will be
the same as the columns displayed in the table in the main Cabinet
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window. You can set the number of images per page and whether to
include the field values associated with each item.
•To include a cover page, select the Cover Page tab of the Report Options
view. Then check the box next to “Include Cover Page.” You can edit the
values for Title, Name, Date, Company, and Notes. You can use special
tokens in these text boxes which will automatically fill relevant information
into the fields.
!%date = Todayʼs Date
!%name = Your Name (taken from the OS X Address Book
!application)
!%folder = the Name of the Folder(s) included in the report
!%itemcount = the number of items in the report
!%itemrange = the date range of the report
!%templatename = the name of the Report Template used
!
For more information, see Using Different Views> Report View.
Saving the Expense Report
Go to File > Save to save the report as a PDF.
Go to File > Print to print the report.
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Saving the Expense Report Template
• Click the drop-down menu to access the Expense Report
Template. Select “Save Customized Expense Report” to use the
current template as a template for future reports. You will be
saving changes to the Table View, including changes to the width
of the fields, and any options you selected in the Report Options
tab.
To Email Your Expense Report
• To email your expense report as a PDF, go to File> Email Report.
Adding New Documents and Receipts to a Folder
You can manually add a new document, receipt or contact to your
folder. To do so:
• Select the folder to which you want to add the new document,
receipt or contact.
• With your mouse, hold down the New button in the top left corner
of the screen.
• You will see three options appear: Receipt, Document and
Contact.
• Choose the appropriate option with your mouse.
• You can also select File > New > Item of Type > Receipt,
Document, Contact.
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• The new receipt or document displays in the viewing pane on the
right side of the screen.
Note: The way in which your new item displays will depend on which
view you selected.
For more information, see Learning to Use Di!erent Views.
How to Delete Items from a Folder
You may delete any items from a Folder if you no longer need them.
• To delete an item, select the item and click the Delete button in
the top left portion of the toolbar, or select Edit > Delete from
the menu and then click Delete.
• You can also delete a Folder by selecting it and then clicking the
minus (-) icon on the bottom left side of the screen.
Splitting a Receipt into Multiple Transactions
The Split Receipts command lets you expense portions of a receipt
to di!erent clients or projects. For example, if the lodging costs of
your hotel bill are to be paid by the client, but any meals or
business expenses are to be reimbursed by your company, you can
split the bill into two or more transactions.
A separate row is created for each portion of the split transaction
and you can then choose the appropriate expense type for each row.
• Click the receipt you'd like to split.
• Click Edit in the menu bar at the top of the screen then Split
Selected Item.
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• A copy of the receipt will appear and you can now edit all of its
corresponding fields.
Combining Receipts
You can group related receipts by combining them. To do so:
• Click the first receipt you want to combine.
• Hold the command (cmd) on your keyboard and click the second
receipt.
• Click Edit in the menu bar at the top of the screen.
• Choose Combine Selected Items.
• The Combine Items screen displays, prompting you to select the
primary receipt and allowing you to set a new total.
• Click Continue to combine the items and discard the secondary
item's data.
Working with the Address Book
You can use the Address Book to:
• Capture Contact information
•Scan and file business cards
• Auto-sync with the Apple Address Book
• Synchronize contacts with your iPhone
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To learn more about scanning contacts, See Scanning.
Browsing for Information in NeatWorks
You can Browse and Search for information in NeatWorks for Mac.
• While the Search feature will return information for specific
searches across all folders in a cabinet, the Browse feature
enables you to filter that search by your desired criteria.
• The Browse feature aggregates and displays information about
your folder as a whole and for all fields, including Amount, Date,
and Vendor. For example, if you wanted to know how many
receipts you have in the folder "Receipts 2008" that total between
$2.00 to $4.99, you could browse the folder for that information.
If you have 1 receipt in your folder with a total between $2.00 to
$4.99, you would then see "(1)" next to that category:
Amount: $2.00 to $4.99 (1)
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