In documents you want to add notes (Line type 7) and like me you have to look at the keyboard to type and at the same time you also need to make sure you do not get to the end of the line. Then you also need to backspace and retype the word that did not fit. There is an easier way.
In Documents you want to add the Terms and Conditions or other information depending on what is quoted or sold and this information is long and tedious to type in every time. There is an easier way.
In cash book or journals you want the description to be the Description of the supplier, customer or GL Account. You do not need to type this. There is an easier way.
In Cash Book or journals you want the description to start with the Periods description. You do not have to type this and can get this automatically.
Depending on the LINE Type used will also determine how the Code and or Description Column behaves.
The Description Column can be changed if the setting allows an Item Code to be changed.
Any description Columns that has the ZOOM button allows abbreviations and in notes (Line type 7) multi line typing.
So instead of typing manually you can click on the above zoom button
No matter how many saved abbreviation you already have the first line is reserved for one time capturing of text that will take more than one line to fit into.
Just click into the first row remark column and start typing. Once finished then click on the abbreviation column (1st blank row) and then click on select button.
After pressing the Select Button the text typed will auto fit in multiple “7 Remarks” Lines as shown below.
For the above to work including abbreviations that will fill in multiple lines requires the lines below it to be free. You cannot “INSERT” a line and do the following as it will only populate that line and not auto create multiple lines if the line below it is used.
To add permanent Description no matter if multiple lines or only one comment or description line you can save these notes as abbreviations. Follow the same steps above but add an abbreviation on the next free row and type the text or comments you want that abbreviation to populate automatically. In the example below I have used the abbreviation TAC and then type the Terms and Conditions of the company into the remarks section. Once done you need to save your new added abbreviation and comment.
To use this abbreviation in the future you just need to type the abbreviation into the description column and press enter as shown below using the TAC abbreviation.
The following will Automatically result after entering the abbreviation.
If the note includes blank lines, so will the above include blank lines.
If your item codes are long and there are a couple of items that you use on a regular basis then type in 1 in the line type or choose abbreviation and then click on the zoom button of the code column.
You will receive a similar screen to the Description Abbreviation screen but you can only type or zoom item codes in the second column. The rules of course is that no abbreviation can already be an item code.
For Abbreviations, Item Codes as well as Kit codes and Barcodes to be able to be accepted in the Code Column then the line type is best kept on 5 “All of the Above”.
You can change that the default for every new line is number 5 “All of the above” in Setupcustomersdocuments in document type change
So now you can scan a barcode, type in the full item code, zoom for the item code and from the zoom screen search to find or type in the KIT code or abbreviation. In the example below the abbreviation SER is used and when you press enter the Line type will automatically change to 4 – Code and the Item code associated with that abbreviation will populate the code column.
After pressing Enter on the above
Cash Books and Journal Batches
In the descriptions column of Cash book or Journal batches you can click on the zoom button to go and create your own set of abbreviations similar to how we created abbreviations in documents. The differences in cash book and journal batches compared to documents are that document allows multiple line abbreviations. In Cash book and journal batches the abbreviation can only relate to a description that is one line long. You are unable to create a description longer than one line.
After clicking on the zoom button or pressing the [F5] key you will get the following abbreviation setup screen. Note the first line is used and is not available like it was for documents (No multiple line processing)
Other than selecting any of the pre created ones you can just type new abbreviation in the next open line and enter its related description.
Once these are captured just use the abbreviation and press enter and it will replace the abbreviation with the description associated with it.
Result after capturing the Abbreviation and ENTER
There are Pastel Created abbreviations that have the following functions.
Fullstop . Period Description from the Period Setup Table
Comma , The Customer, Supplier or GL Account Description