Tutorial 18 - Transaction Templates - Common

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 is enabled and the Open Transaction Template panel shows no templates.

1. Select Table > New menu item or press the New button in the Open Transaction Template panel.
This will display the three windows with which you are already familiar from working with Global and Subledger Templates: 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.

Special considerations in laying out the Common Template
The Period field is a button and, as such, is not subject to cursor movement. The triggering mechanism of Extra Templates (which use the Common Template as their foundation) 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 / GL Prefix / GL Number and maintain this format throughout all Transaction templates.

2. Select one field at a time and set the Inspector features. In our example:
we changed the Style of all editable fields by selecting the right Box and Field buttons and selected the following Alignments: GL Prefix |-><-|, GL Number |-><-|, Document Date |<-|, Reference # |<-|, Description |<-|, Amount |->|;

the Input action of all fields are Suggest except for the GL Prefix and GL Number which are Ask;
the Security > Access - Default access is, for all fields, Read & write;
we left the Input - Text input options at its default setting of Accept keyboard input as is, for all fields.

3. Drag a Data field from the Palette and set the Inspector. The Box and Field border styles are inherited from the definitions of the Common Template already made; however, specify the following:
select Data type Subledger #;
When defining a field as Data Type Subledger #, the System name is SF_SubledgerNumber and is not modifiable.

make these other specifications: change the User name to Subledger; set the Input action to Ask; Alignment to |-><-|; the Security > Access - Default access should be Read & write or Read.

Please Note:
You have just added a Data field to STEP FORWARD's minimum Common fields. We asked you to do this in order to make you aware that the make-up of the Common Template is under your control (read up on the Transaction Templates (Common and Extra) in the On-line Help). The impact of adding this Subledger field is that the field will always be present in every Template, whether or not the transaction being entered needs it; however, if it is not needed, the field will be disabled and the cursor will jump to the next editable field. In real life, if the Subledger is used extensively, then making it a part of the Common Template may make good sense, otherwise it may be smarter to create Extra Templates containing the Subledger field for those situations where a Subledger is needed.

In case you wanted to know, STEP FORWARD's minimum Common fields provide for one Amount field. However, nothing stops you from having multiple Amount fields in the same transaction record. This may be desirable under certain multiple currency situations. However, this Tutorial will restrict itself to a single Amount field.

4. Drag a View field from the Palette, specify the System and User names as Account Name, and set Alignment to |<-|.
5. Drag the Change field from the Palette;
6. Arrange the fields as per example and place a Title into the template and change it to Common Template:

Please Note:
We left a suitable gap to the right of the Subledger field to accommodate the Quantity field in the Transaction Templates that need it. We also placed the Change field next to the Account Name field to locate the Due Date field below the Document Date when needed.

We sized the fields to display the full field title (including the field number in the event that the Change field is used during data entry) even if the data definition does not require the resulting size e.g. the Prefix is only a single digit. You can also make fields "editable" during the configuration of a template by double-clicking the field. This enables you to visually confirm the desired maximum width of the field - see the Document Date field in our example (to adjust a field, drag one of the control points sideways).

Go To
  Tutorial 19 - Transaction Templates - Extra