Basic Processing

Transactions are processed through document screens and grids in Accounting.

The elements of entering information into your company are:

  • Selecting Records from a List
  • Adding master records on the fly
  • Entering Dates
  • Working in Data Entry Grids
  • Inclusive/Exclusive

Record Lists

You create various master records, or static records, in Accounting. Examples of these are customers, suppliers, items, accounts, assets and their associated categories. Other record lists are compiled from transactions that you have processed, such as lists of invoices.

Record selection fields have a drop-down arrow. You can click the drop-down arrow to open a list of the available items as shown in the above screen. This works as follows:

Click an item to select it.

  • To add a new item, click on the (Add New …) option to open the applicable maintenance screen. Complete the screen with the Customer, Supplier, Item, Bank or Account details and click on the Save button. You will now be able to select the newly created record from the drop down menu.
  • You can navigate the list by using the Up Arrow, Down Arrow, Page Up, and Page Down keys. You can also scroll through with the mouse using the scrollbar.

Date Entry

The date entry field looks as follows:

You can set the sequence in which Accounting places the day, month and year in the Edit Company screen, on the Regional Settings tab. You can access this screen by clicking on the Company Settings link at the top of the page.

To enter the date, enter the day / month / year as separate fields. Press Left Arrow and the Right Arrow to move between the date fields. You do not need to enter the date separator symbols – /.

Alternatively, you can choose a date from a calendar called a date picker. Click on the calendar icon on the right of the date field to display the calendar:

Click the day of the month to select that day and close the calendar.

To change the month, click the left and right arrows around the month name. To change the year, click the drop down arrow to the right of the year.

To select today’s date, click Today.

Data Entry Grids

Data entry grids are tables containing information as indicated in the image below:

Use your Tab key on your keyboard to move to the next column. You can use Shift + Tab to move to the previous column.
To move to a new line, click on the button at the end of the line or press Tab on your keyboard.
To delete a line, click on the button at the end of the line that you want to delete.

To edit lines, you can click in any field and edit it.
To add notes click on the button on the left hand side of the line.

You move between fields with the keyboard by pressing Tab to move forwards and Shift + Tab to move backwards. You can also use the Left Arrow, Right Arrow, Up Arrow, Down Arrow, Page Up, and Page Down keys. However, when you edit a field’s content, the Left Arrow and Right Arrow keys move within the field, not between fields. You must then tab to the next field.

Inclusive/Exclusive

Check the Use Inclusive Amounts check box to enter inclusive prices, and uncheck the check box to enter exclusive prices.