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simple si
 
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Hi Cindy,

thanks for all your suggestions.

VBA would be good to use but we have different groups of users with
different versions of the template who use them in different ways ....... The
documents are also fully editable so i guess we've caused our own problems.

at least i can say i tried.


si




"Cindy M -WordMVP-" wrote:

Hi ?B?c2ltcGxlIHNp?=,

the Table is set to do it's calculations by bookmarked cells (net and Vat
totals entered in specific cells). Where a cell has been bookmarked Word
picks up on numbers entered in the whole row rather than just that cell. if
someone puts e.g. an invoice number next to the word "fee" it adds that

into
the bookmark and therefore the invoice total.

Well, about the bookmarks, yes and no. If you bookmark an entire cell, Word
can't work correctly (it has to do with internal structures). If you bookmark
just the text in the cell, Word will work correctly, but it will drive the
users crazy because they'll constantly be deleting the bookmark when they tab
into a cell and start typing.

Word obviously wasn't made for creating invoices and such, and if you haven't
already done so, I'd consider embedding an Excel worksheet in the invoice
document for this table. There are advantages and disadvantages to that, of
course, but something worth considering.

If your main concern is static values (the VAT percent, for example), you
could put these into custom document properties (File/Properties) or use VBA
to write them to document variables (the user can't see or modify those),
then reference those in your calculations, using DocProperty / DocVariable
fields. That would prevent the user from accidentally overwriting such
values.

Luc's tips work but i can see it confusing/annoying our users who may want
to enter more details in the cell. I have looked at using SUM (Above) and
cell referencing but they are easily broken by extra rows being added and
when subtotals are used.

Sum(Above) should work without "breaking" if new rows are added BEFORE that
row.

You could also consider splitting off the "Totals" row from the rest of the
rows, bookmarking the entire table where the user is entering values, then
reference cells, rows and columns that way. Say you need to total column 3 of
the table, and you've bookmarked it with the name Entries:

{ = Sum(Entries!C:C) }

this would also give you the possibility, if you wish, to insert Continuous
section breaks around this "calculation" row and activate forms protection
for just the row. Trickier will be getting the fields to update if there
aren't any form fields. But again, it's something to consider.

The other suggestion I can make would be a VBA macro that handles some of the
work, since you can program that to look at table cells "relatively", to a
certain extent.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or
reply in the newsgroup and not by e-mail :-)


 
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