Storing frequently used text or entries as templates
C-Law 2000 series has features to assist you in storing frequently used text or entries as templates for use when making account entries. The ability to store text or entries on the F keys has long been part of C-Law but the system currently employed makes it much easier to understand how to store your text or complete or partial entries.
C-Law also has the ability to create your own list of legends for the drop down details box on the ledger entry form. This means that you can store details which are really useful to you which can quickly and easily be recalled by clicking the down arrow and selecting them. These lists are specific to each journal code. Thus for example you can store the names of frequently used accounts for inter account transfers in the drop down details under the OT code. This avoids having to try to remember the name of other accounts to use, for example the Land Registry nominal for recording Official Copies or Searches. Click HERE to go straight to the section on Drop Down details lower down on this page.
The system used in C-Law is to assign text onto the keyboard Function keys - those labelled F1 to F12 . These F keys (as we call them) can be used in conjunction with either the Shift Ctrl or Alt key so you have a possibility of storing 48 texts or entry templates.
For most people this is probably as much as can be easily remembered.
The idea is that having stored text or entries that you frequently use as skeleton templates it is possible to instantly compose entries or partial entries or add text from the store just by pressing one or two keys. This makes it much quicker for experienced users to make their entries.
This works in either the Nominal Account entry screen or the Client Ledger screen - but of course entries using the journal codes that are banned in nominal accounts cannot be used.
The Fkey storage and retrieval screen has been designed so that you can see all your stored templates at once and there is a 'built in' dummy entry box so that it is possible to make up your desired texts or entries within the Fkey screen rather than having to compose them in the account entry screen first. The full range of F keys 1-12 is selectable (rather than the previous limitation of 1-10) so that you have up to 48 slots for entry templates or texts.
Finally when in the viewing area the template or text can selected either with mouse clicks, or keyboard users can just press the appropriate F key (with Shift Ctrl Alt if needed).
The "focus" (where the cursor flashes) is now much easier to select and to see where it will go.
These features should make the F key system easy for everyone to use effectively and thus make it quicker to make the accounting entries.
There are three points of entry to the F key setup and Selection screen.
First is from the Cashier Settings menu. Second and Third is from a button labelled "Stored entry details" in either the Client Ledger entry screen or the Nominal Ledger entry screen.
In the case of the second and third choices any entry you have started to make at the time you click this button will appear in draft in the F key setup and selection window. This is one way to store an entry. Compose it and then click the "Stored Entry Details" button. The picture below shows you where to find the button in the Client Ledger entry screen.
Quick entry tip for keyboard users: The setup/selection screen can be called up by pressing Ctrl and F together - this is the same as clicking the button
Once you get to the Function Key setup screen you will see something similar to that shown below.
Your entries will not probably be the same as those in our listings but it will possibly help you if we explain what the entries on the sample above are for and why they are stored.
But first of all let us briefly explain the screen and how it works:
There are four list boxes containing up to ten stored entries or texts. They are for the F key alone and then the Fkey with the Shift or the Ctrl or the Alt key.
The type of key presses that apply to each list box is given in red above the list box in question.
There is then above this a range of entry boxes against a red background similar to that in the ledger account entry screen. There is no date as it is surmised you would not want to store a date.
If you entered this screen from a ledger entry screen then any entry you had present will be shown also in the entry fields on this screen.
What is additional is that there are little boxes with a X shown in them near to each text box. Any one of these can pointed to with the mouse pointer and clicked. It will turn red and show a letter F.
This is to enable you to tell the storage system which entry box you want the "cursor" (blinking vertical line) to appear in (or the "focus" as it is known in Windows to be selected) when you select your stored entry. Whichever box has a red F (for focus) blinking alongside it when you store the entry will be the one the cursor goes to and receives the "focus" when you display the stored entry.
There are under the text entry boxes three buttons which work with the entry fields.
The last is self evident - it clears all the entry box fields.
The first two may need some explanation. The "Store Entry" button is used when you have composed a whole or partial entry for storing. The second "Store Text Only" is for when you just want to store a simple but of text you want to use to be inserted but don't want the whole entry information to be stored with it.
In the example we have shown above of the various stored entry templates we have tried to be logical.
In the straight F key list (without any second key press needed) we have stored some basic messages. We have used the Shift F key box to store some contra entries on the same F key as their ordinary counterpart so it is easy to remember that for example F1 on its own is a Transfer from Client column whereas Shift and F1 is a Transfer from Office column to Client column.
In the Ctrl F key box we have stored a couple of OT type entries and note that the details bopx has a hyphen to define that we want the mirror entry to appear on a nominal account.
In the Alt F key box we have stored some straight text - not full entries - which will appear in the details box at the point where we are typing in the box when we use the appropriate Alt F key
By trying to keep the entries stored in some sort of logical order like this it may be easier for you to remember where you have stored them. It you wish you can use the Print Screen button to get the listings to print on your printer when you are using C-Law so you can keep this as a "crib".
It may help to examine the ' Transfer from Client to Office ' entry template as it is an important one and illustrates the principles of the system quite well.
Taking our example screen shown above, if the first entry in the top list on the left hand side is clicked with the mouse pointer on it the various components parts will appear in the entry field area above - so you can easily see at a glance what will happen when you use this stored entry "for real" on the client ledger entry screen.
As you will instantly recognise this is virtually the whole of the standard TR client to office entry minus the date and minus the amount.
The indicator is alongside the Amount box so this means that when the stored entry template is used for real the cursor or focus will go to the Amount box ready for you to enter an amount. If you preferred it to stay in the Details box you could click the X at the end of the Details of Transaction box and the red indicator will change to that position and this will be the entry field that the cursor will flash in when you call up the stored entry. Or you can select the Cheque No/Code box or the Supplementary details box. This will then receive the focus and flashing cursor when you select the entry.
Please note: If you modify any of the fields or the focus in an existing entry then you will need to store the entry again before quitting otherwise your changes will be lost
If in real life you had come to the setup screen because you had forgotten where the entry template or text you wanted was stored, you can locate it visually from one of the four list boxes and point at it with the mouse pointer and double click the mouse. Instantly you will be returned to the ledger entry screen and the chosen entry will have been added to the entry fields for you.
Or you can click on the desired entry template or text with one click to highlight it and then click the button "Quit and use selection" button which does the same as double clicking the template.
Quick entry tip for keyboard users: You can select the entry template or text for instant use by simply pressing the appropriate F key combination - ie: F1- F12 on its own or with Shift Ctrl or Alt as appropriate.
To start with you may want to clear the entry fields so you can start off with everything blanked. To do this you can either click the "Clear all fields" button or you can click on one or other of the list boxes at a blank position with no existing entry or text where you want to store the entry when composed.
If you simply want to store some text to use in the details box then you must ONLY use the 'Details of Transaction' box. When finished and you click the "Store Text Only" button it is just the contents of this entry field that will be stored.
If you are composing a whole or partial entry as distinct from simple text as above, then you write the text or amounts you require in the appropriate entry boxes and set up any journal code you want. Also set the focus (if you wish) to whatever entry box you wish the cursor to appear flashing in by clicking on the X buttons as described above. The red F shows you which entry box you have selected to receive the focus/cursor.
The IN or OUT buttons can be set (just as when making an entry) depending on whether the entry will result in money being received or paid.
When finished you click the "Store Entry" button. Confirm that you wish to store the entry and then you will be told to point to and click the mouse button on the place in the listings where you want the entry to be stored. If there is already an entry or text stored you will be prompted and told that it will be overwritten. (If you decide not to at this point or you see the list is highlighted in the wrong place just click cancel and click again on the right place.)
When you confirm it is OK to store the entry will be stored in the chosen place.
Note that if you click QUIT without having first stored the entry you will lose the entry you have just composed. To avoid this click a Store button.
It will probably be obvious to those used to the K key system in previous C-Law versions but equally it may help just to run through some of the entries listed by way of explanation.
The F1 Transfer entry has been explained above and will it is thought be clear. It is used to transfer from client column to office column.
Note that in the second list box (Shift F keys) there is an "opposite" entry - for an O1 to C1 entry
The F2 H.M.L.R. entry is a template for making a payment to the Land Registry. In this canse the focus shown is "fa" which means the focus will go the amount box.(If you are not sure about this click on any entry in your own listings and the focus (if any) will be shown by a red F)
If F2 is pressed this entry will be written and in this instance the amount could be entered. But if you wish to enter a cheque number (as you usually would) it might have been better to set the focus to go the the Cheque Number field - this would be shown by 'fc'
The F3 contents are virtually an entire entry including the amout for a Local Search entry. The focus has been sent to the Cheque No box (fc) so that this can be written in at entry time.
The F4 entry is another search fee - this time without an amount.
The F5 contents are for receiving money on client account from the client.
The F6 contents are for paying money to a client
The F7 contents are for entering up a bill - the cursor will be flashing in the code box to enablke the bill number to be put in at entry time.
The Shift F7 contents in the box below are for a CONTRA bill entry.
F10 is the text for a transfer of money from Deposit column to Client column and is the correct text to use to ensure that the mirror entry will be prompted.
Shift F10 (in the box below) is for the opposite - transferring from Client Column to Deposit Column and is again the correct text to use to ensure that the mirror entry will be prompted.
The Ctrl F key box (top right) contains examples of OT entries.
The first one Ctrl F1 has some text missing - this is just on the display it is is in fact all there! This is an entry template for recording payment for office copy entries on the nominal Land Registry account called HMLR. The hyphen in the details is to allow a nominal account to be selected. In this example (difficult to see in the list box summary but obvious if you were to click on this for real)
The Supplementary details box has some text "Official Copy Entries" - this is because you cannot put descriptive text like this in the Transaction Details when doing an OT (or CT) type transfer entry between ledger accounts. All the fields in this template will of course be reproduced in the entry screen when you select the template by pressing Ctrl F1
The second one is another OT entry template to debit office column with a Chaps fee by means of an OT entry.
In the fourth box - bottom right - we have chosen to put simple text. Simple text can be stored anywhere but we decided it was logical to put it here. When any of these text templates is selected the text in the template is typed automatically in the details box for you at the point where your cursor is flashing.
You can create your own lists of details for each journal code on your system when making client ledger entries. Previously you had a choice of preset details which were not always appropriate or useful. This is particularly useful for the standard transfer entries that you may frequently need to make - eg: TRANSFER C1 TO O1 or TO D1 or TO C1 or -HMLR.
This feature is available for both Client and Nominal ledger entry screens. It operates by clicking the down arrow at the rh end of the first details field following which a list of possible details appears and can be selected. (Alternatively for keyboard users pressing the down arrow key scrolls through the list of available items.)
To use this you will first need to set up the lists.Until you have done this you may see some weird details appearing! To do this you use the ledger entry screen "Edit Menu" and then choose Drop Down Details contents
You will then see a screen similar to the one below
A tip for new users when starting up. Consider adding and storing a BROUGHT FORWARD details legend - it will save you a lot of typing!
Finally do not overlook that if you can master using the F key set up and selection system (described higher up the page) this is much more comprehensive than using drop down details as by using this system the software can select for you not only stored details but also supplementary details and/or journal codes and/or payment/receipt options and/or amounts if so desired!
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