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Standard Key Functions

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Along with the use of the mouse there are standard function keys and keystroke combinations you may use in Advanced Accounting 7  These are described below.   

 

Most of the time there is a set of buttons at the bottom of the screen that will display what special keys are available and what they will do.  You may either enter the appropriate key (or keystroke combination) or click on the button with your mouse.

 

Note that function keys 5 through 9 are used throughout Advanced Accounting 7 as record search keys. These keys provide an efficient way to search through Advanced Accounting 7 files.  You can use these keys to find records (customers, vendors, or other information) in a file.  Some of these keys will only work when the cursor is on a 'key field.'  The key field type determines the order in which the data is presented.  For example, requesting a record search on the State field displays the data sorted by state.  

 

F1 - Help

Displays the help information available in each program.  The help may change from one screen to the next, and from one field to the next.  If no specific help is available the program will display the main help for the program.

 

^F1 - Help

This is a variation of the standard help key.  If the field you're on has specific help then pressing the F1 key will display that help in a dialog box.  However, if you want to see general help for the program then by pressing the ^F1 (CTRL+F1) key the program will display the help for that program from the Windows help file.

 

Shift - F1 - Program Name

This is used by the Advanced Accounting Support team to determine the Name of the program your using when the Shift F1 keys are pressed a message will be displayed with the program name.

 

F2 - List Display

Most often, this key displays a pop-up window with a list of items to select, such as available accounts, available inventory items, etc.

 

F3 - Clear Rec

Clears all fields on the screen.  You can think of this function as a "refresh" of the screen.  This function key does not affect the files in memory; i.e., the information you just cleared from the screen is not deleted from the data file. 

 

F4 - Del Rec

Deletes the entire record currently on the screen.  This option differs from F3 in that it deletes the record from memory, rather than from the screen only.  USE WITH CAUTION.

 

F5 - Find Begin

Find the first record in the file sorted in terms of the particular key field where the cursor is located.  Your cursor must be on a key field.

 

F6 - Find End

When your cursor is positioned on a key field, displays the last record in the file.

 

F7 - Find Prev

Finds the previous record.  A Find First (F5), Find Last (F6), or Find Record (F9) must have been done before this option can function correctly.  Depending on the search completed earlier, this key will find the record previous to the last one found. 

 

F8 - Find Next

Find the next record.  A Find First (F5), Find Last (F6), or Find Record (F9) must have been done before this option.  Depending on the search completed earlier, this key will find the record after the last one found. 

 

F9 - Find Record 

When your cursor is positioned on a key entry field, F9 uses the characters or numbers you have typed in to find a specific record in the file.  For example, if you type '5' in an account field, the first account beginning with a 5 will be displayed.  If an exact match is not found, the program will locate the next closest match.

 

F10 - Save Rec

Saves the current information on the screen to a file.   When you have completed filling in the fields on a screen, pressing F10 tells Advanced Accounting to make a record of your entries.  You are also asked if you want to save the record when you fill in the last field of the screen.

 

This key is also used in many programs as the start printing option.  Be sure to check the help options at the bottom of your screen.

 

Very often, depending on the program, the keys above (and others) are used for very different purposes.  In general, those keys will be displayed across the bottom of the screen in button form.

 

ESC 

Allows you to exit from the current screen without saving any changes that have been made.  (You may also be required to specify that you do not want to save by answering 'No' when a prompt to save is displayed.) 

 

Arrow Keys 

Up arrow:                   moves the cursor to the previous field on a screen or a list. 

Down Arrow:                 moves the cursor to the next field on a screen or a list.  You can also press ENTER or TAB to move to the next field.

Left Arrow:                 moves the cursor to the next character position in a field.

Right Arrow:                moves the cursor to the previous character position in a field.

 

Backspace 

Deletes the character to the left of the cursor and moves all characters to the right of the cursor to the left.  The cursor moves one character to the left.

 

Del 

Deletes the character under the cursor and moves all characters to the right of the cursor to the left.  The cursor remains in the same location.

 

When working with list entry this may be used to delete a line in the list.

 

Ins 

Turns on/off the insert toggle.  If it is off the cursor is a small underline, if on a half box.  When insert is on characters are inserted at the current cursor location and the cursor moves over to the right each time a character is entered.  When insert is off you can overwrite any characters currently there or add to the end of the field.

 

When working with list entry this may be used to insert a new line in the list.

 

End

Will move the cursor to the end of a field when entering alphanumeric (string) type data.

 

When working with list entry this may be used to go to the end of the list.

 

Home

Will move the cursor to the beginning of a field when entering alphanumeric (string) type data.

 

When working with list entry this may be used to go to the beginning of the list.

 

Control Key Functions

 

In the descriptions below, ^<Key> indicates that you should press that key while holding down the CTRL key.

 

^U - Clear Fld

Clears the entry in the current field.  This option affects the screen display only.  If there is a value or data in the field where the cursor is, this command will clear it to 0's or blanks, depending on the field type.

 

^R - Restore Fld

Restores the original entry in the current field.  If you have changed the entry in a field and the cursor has not left that field yet, this option will restore the entry as it was before the change.  Once the cursor leaves the field, the restore cannot be performed.

 

Standard Windows Control Key Functions

       

^C - Copy Characters

If you mark a group of characters by holding the left mouse button down and moving it across the field (or note body) you will highlight those characters.  If you then press ^C you will copy those characters to the Windows clipboard.  Those characters can later be inserted or replace another entry.  Note that once you save characters to the clipboard whatever was there is now gone.

 

^X - Delete Characters

This is similar to the Copy Characters above except that it will also remove the characters from the field.  They are still saved to the clipboard and can be used elsewhere.

 

^V - Paste Characters

This will paste whatever characters are in the clipboard to the current field (or note body).

 

In the descriptions below, @<Key> indicates that you should press that key while holding down the ALT key.

 

@F11 - Switch Programs

If you have multiple programs active at the same time you can switch from one running program to another.  The key will cycle through all the active programs.

 

@F12 - Bring menu active

Before you can run another program (if there are active programs currently) you need to make the menu active.  This key will accomplish that.

 

The way to tell if a Windows form (and therefore the program) is active is by looking at the bar along the top of the form.  If it's a grey color then it's not active.  If it's a bright color, blue, etc., then it is.  This makes it very easy to tell which window is active.  If you click on a button on an inactive window it will generally bring that window active and then do what ever the button was supposed to do.

 

Default Menu Keys

The following keys are active by default when the main menu is active.  This means you can run these programs directly from the main menu without choosing the submenus, etc.

 

F2 - AR-A Enter/Change Customers

 

F3 - AP-A - Enter/Change Vendors

 

F4 - SO-A - Enter/Change Sales Orders

 

F5 - PO-A - Enter/Change Purchase Orders

 

F6 - IC-A - Enter/Change Inventory

 

F7 - POS-A - Run POS Register

 

 


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