Make data entry faster
Review these tips before you set up your company if you want to take advantage of C21 data entry shortcuts.
Press F2 on a highlighted batch, entry, or component to open or select it for modification or review. When in doubt, press F2!
The multipurpose F9 function key (New entry, New batch, New account, New anything) puts you into "add" mode in all component management and data entry windows.
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Example: You just opened the Bank Accounts/Configure/Bank Accounts window. Press F9 and the cursor moves to the first field in the data entry pane on the right, ready for you to add a new bank account.
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Example: You just opened the Sales/Invoices window. Press F9, click OK in the Batch Options dialog, and the cursor moves to the first field in the data entry pane, ready for you to start a new batch of invoices.
Press F9 in fields where the drop-down selector is available if you want to add something on the fly.
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Example: You need to assign a G/L account in a configuration or data entry module and realize that you neglected to add the account to the Chart of Accounts. Press F9 in any G/L account ID or name field to open the general ledger account setup window when you need to add an account to the COA on the fly.
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Example: You're adding a customer and realize that the customer justifies adding a new category. Press F9 in the Category field to go directly into <new> mode in the Category window.
Assign IDs with unique beginning characters. When you type one or two unique beginning characters in an ID field and press the key to move to the next field, the system completes the entry, validates the entry, and displays any defaults associated with it.
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Example: If you have several bank accounts at Commercial Bank, give them IDs of 1Commercial, 2Commercial. In bank account ID data entry fields, when you enter 1 and press Tab or Enter, 1Commercial is entered in the field.
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Example: Don't call your payment terms PaymentTerms1, PaymentTerms2. Call them Net30, Discount20. Then just enter n or d in the Customer Payment Terms field.
Use the Plus (+) and Minus (-) keys to change the transaction date or check date forward and back one day at a time. Use the Ctrl+Plus and Ctrl+Minus keys to change the month forward and back.
For items without unique beginning IDs, such as account IDs, type a letter or number in a field that is in the range of items you're looking for to open the drop-down list near the item you want.
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Example: If you're looking for a sales account in the 4000s, but you aren't sure of the number, enter 4 in the Account ID field. The drop-down list opens with the first account in the 4000s highlighted. You can Down-Arrow to the account you want and press Enter or click it with the mouse.
You can change the sort order of items in a drop-down list with headings, such as the Account ID list. Click the heading by which you want the list to be sorted in alphabetic or numeric order. Click again to sort in the reverse order.
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Example: To view the Account ID selector list in account name order, open the list and click the Name bar at the top
Press F3 or CTRL+F in drop-down selector lists to find items in long lists.
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Example: You're entering vendor invoices and you want to distribute an amount to a sales expense account, but you can't remember the exact number or name. In the G/L distributions account field, open the account ID drop-down list. Press F3 or Ctrl+F, type sales in the Find what field, and click Find now or press F3 or Ctrl+F again.