The basic functionality of the Workspace is the same for Transactions, Subledgers, and Global templates. There are, however, some differences specifically as it relates to Transactions templates. Transactions (accounting data capture) have one template (the Common Template) that is mandatory. In addition, there can be any number of Extra Templates.
Pre-requisites for Transaction Templates Only
The Common Template must be created first as it becomes the foundation of all other Transaction templates. Therefore, until this is done, only the New menu item will be enabled. When selected, it will display the three windows: Palette, Workspace, and Inspector. The Workspace will already contain all the minimum required common fields with the GL Prefix being included only if a GL Prefix was called for as part of the Accounts > Prototypes definition.
The Inspector plays a reduced role for the initial seven (7) Common fields* in that the Data Type has been predetermined for each of them, although certain data type modifications are possible and even desirable e.g. the Common Description field is set to be a text field but size, etc. can be modified from the default setting:
|*||The GL Prefix field is only loaded if it is included in the Account Prototype definition. Also note that although the Document Date is loaded with the Mandatory flag set to ON, it can be set to OFF.|
The initial Transaction fields are stacked in the Workspace as shown in the example. The Style is derived from previous usage e.g. if you created a Global Template prior to creating the Common Transaction Template, the fields of the Common Transaction Template will use the same Style as the default. If not desirable, change the Style. Also, position and resize the fields (i.e. the initial Description field is much too narrow); then connect the fields to establish the Cursor movement.
The Common template can be further enhanced by adding New fields and defining them in the Inspector. Keep in mind, however, that all common fields (system and user defined) form a part of the Common Transaction database table and become the foundation (the minimum component part) of every other Transaction template (Common plus Extra fields). The exception to this is the Change field - even if used in the Common template, it does not have to be used in other Transaction templates.
After saving the Common template which creates the underlying Common database table, the Common template will accept modifications to the user-defined portion of the Data Type settings until it is in actual use, either as a component part of another template or when actual data has been added to its database table, whichever event occurs first.
Once Extra templates have been created no additional fields can be declared as part of the Common Template unless all Extra templates are first scrapped and then recreated after the Common template enhancement is completed. However, once data capture has been started, the Common template is "locked in" unless all data and Extra templates are destroyed.
Special considerations in laying out the Common Template
The Period field is a button and, as such, is not subject to cursor movement (see Cross-period Balancing during Accounting Data Entry).
Give serious thought to the sequential (cursor movement) layout of editable fields in the template. When creating Extra field templates or Cloned templates with special situation procedures, the triggering mechanism is associated with the Amount field (+ or - or either), the Account Number, and possibly the Source Document.
Therefore, it may be desirable to start the sequential order of editable fields in the Common Template with Amount / Prefix# / Account# and maintain this format throughout all Transaction templates.
Table of Contents
Transaction Template - Topics of Interest