Note: The following instructions are for changing the screen preferences in Accounts Payable for Invoices and Purchase Orders; General Ledger for Budgets, Cash Receipts, and Manual Journal Entries; Payroll for Deduction/Tax Adjustments, Employee Absences, Pay Period Entries, and Time Cards; Accounts Receivable for Invoices, Payments, and Prepaid Invoices; and Fixed Asset Inventory for Add New Assets.
From within the specific entry screen, select the Options menu and then Set Screen Preferences.
Note: When setting the screen preferences for an item in Accounts Payable or Accounts Receivable, or for Cash Receipts in General Ledger, select Set Screens Preferences (Header) or Set Screen Preferences (Detail), depending on the location of the fields for which screen preferences to change.
If applicable, to define a field so it will automatically repeat the information from the previous entry without requiring an additional keystroke by the user, select the Repeat field for the desired field. A checkmark will appear in the box if the option is selected.
Note: The Repeat function does not work for fields that have other preset default values (for example, the Quantity field in the Add New Assets option (as default preset to 1)).
Tip: When setting the screen preferences in the Header Information of invoices in Accounts Payable for the Prepaid Information fields (Check Type, Checking Account ID, Check Number, and Check Date), select the Repeat field for each desired field (line) individually to set the Repeat function; the line for Prepaid Information is only utilized when hiding or moving the Prepaid Information fields.
When setting the screen preferences for the options in Accounts Payable, General Ledger, and Accounts Receivable, additional options for Hide and Required are displayed, along with buttons to change the order of the fields, if desired.
To define a field so it will not display on the entry screen, select the Hide field for the desired field. A checkmark will appear in the box if the option is selected.
Note: If a field is marked as Required, the Hide field cannot be selected as the field must appear on the screen.
To change the order of the fields, click once on the field to move and then click the Top, Up, Down, or Bottom button until the field is in the desired position.
Tip: When setting the screen preferences in the Header Information of invoices in Accounts Payable for the Prepaid Information fields (Check Type, Checking Account ID, Check Number, and Check Date), utilize the Prepaid Information line as the fields must be hidden or moved as a group and cannot be hidden or moved individually. To hide all the Prepaid Information fields, select the Hide field for the Prepaid Information line. To move the Prepaid Information fields, click once on the Prepaid Information line and then click the buttons to move to the desired location.
When setting the screen preferences for the Pay Period Entries option in Payroll, complete the additional fields as follows:
Select the Save Column Order of Batch Entries List field to save the order of the fields (columns) on the various tabs in the Batch Entries List on the Individual Entry screen. A checkmark will appear in the box if the field is selected.
Select the Use Primary Pay Code as Default field to have the Pay Code ID field default to an employee's primary pay code (as specified in the Employee File, if applicable), unless the field is set to repeat. A checkmark will appear in the box if the field is selected.
Note: If this field is not selected, the Pay Code ID field will need to be completed for each entry (no default), unless the field is set to repeat.
Select the Hide Date Sequence field to have the Date Sequence field not appear in the Pay Period Entries option. A checkmark will appear in the box if the field is selected.
When setting the screen preferences for the Employee Absences option in Payroll, complete the additional fields as follows:
Select the Display All Employees on Subbed For Employee ID Ctrl+F Shortcut field to have all active employees display when the full search feature is accessed by using the Ctrl+F keys for the Subbed For Employee ID field. A checkmark will appear in the box if the field is selected.
Note: If this field is not selected, only the employees with absence entries (from within all unposted batches of employee absences) will display when the full search feature is accessed by using the Ctrl+F keys for the Subbed For Employee ID field.
Tip: No matter if this field is selected or not, the list of all active employees can be displayed by clicking the down-arrow button for the Subbed For Employee ID field, and the list of only the employees with absence entries (from within all unposted batches of employee absences) can be displayed by clicking the Search button for the Subbed For Employee ID field.
Select the Save Column Order of Batch Entries List field to save the order of the fields (columns) on the various tabs in the Batch Entries List on the Individual Entry screen. A checkmark will appear in the box if the field is selected.
Select the Use Primary Pay Code as Default field to have the Pay Code ID field default to an employee's primary pay code (as specified in the Employee File, if applicable), unless the field is set to repeat. A checkmark will appear in the box if the field is selected.
Note: If this field is not selected, the Pay Code ID field will need to be completed for each entry (no default), unless the field is set to repeat.
Select the Hide Date Sequence field to have the Date Sequence field not appear in the Employee Absences option. A checkmark will appear in the box if the field is selected.
When setting the screen preferences for the Time Cards option in Payroll, complete the additional field as follows:
Enter the method for how the entry date will be specified for the entries in the Entry Method field, or click the down-arrow button to select the correct one. To enter the date based on the number of the day in the week from the specified week ending date (for example, if the week ending date is a Saturday, Saturday is considered Day 7, and so 1 is entered for Sunday, 2 for Monday, 3 for Tuesday, etc.), enter Day of Week. To enter the date as the actual date, enter Date Worked.
When setting the screen preferences for the Deduction/Tax Adjustments option in Payroll, complete the additional field as follows:
Select the Hide Date Sequence field to have the Date Sequence field not appear in the Deduction/Tax Adjustments option. A checkmark will appear in the box if the field is selected.
After setting the desired screen preferences, click the Save button.
The Set Screen Preferences screen will close and the new settings will take effect immediately.