Entry Defaults

Access this form during transaction entry using Entry Defaults.

Use this form to set or change default values for certain fields or "boxes" that you use during transaction entry. You can either create a default value for a specific field or indicate that you want the system to display the last value entered in the field (in the prior document/line item). The default values specified here become available when you enter the transaction entry form.

Note that the Document Amount follows the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency). The Document Date and Line Effective Date follow the formatting of the computer's regional settings (Start>Settings>Control Panel>Regional Options or Region).

Once you enter changes on this form, they are available to all sessions of this type. For example, if you enter defaults while you are working on a Cash Receipts session, and then you create another Cash Receipts session, the defaults that you set up previously are available for it. However, if you reinstall the system, your defaults need to be redefined.

 

Field: The system displays a list of fields or "boxes" that you can have the system provide a particular value during transaction entry.

The options listed in the Fields column vary according to the transaction entry form you are using; therefore, you may not see the same "fields" on every Entry Default form.

Default Value: Enter a default value for the specified field, or select a value from the drop-down list. You might want to set up a Default Value if the vast majority of your transactions pertain to a particular fund. Using this option, you can set up that fund code as the default.

You cannot set up a Default Value with Copy From Prior Document/Line set to "Yes."

Copy From Prior Document/Line: Enter "Yes" in this column if you want the system to automatically display the value entered for this field from the previous document or line item.

You might want to set this option if a particular transaction entry session pertains to a specific department. By selecting "Yes," you can instruct the system to display—each time you enter a new transaction—the department code that was previously entered.

  • After entering a document number (receipt, check, and so on), the system displays all of the default document information that you specified on this form. To have the system automatically display the default information for specific cells in a line, press the F7 key in each cell.
  • If the Entry Defaults form that you are using shows a field for Line Entry Type, you are able to select Normal (N), Beginning Balances (UO), End of Year Adjustments (A), or Adjust Opening Balances (AO), as a Default Value.
  • If you enter a default value for Document Date, it is available in the Date box on transaction entry forms, as well as on the Copy Posted Document, Reverse Posted Document, and Recall Memorized Document forms.
    Defaults set up using this form are also applied to any other forms (Recall Memorized Document, Use Distribution Code, and so on) opened while on this transaction entry form. Entry Default values take priority over previously saved values. For example, if the Document Date being recalled, copied, or reversed is 5/15/20xx, but the entry Default Document Date is 6/20/20xx, the system displays 6/20/20xx.
    Additionally, if you do not want to "use" the default, you must either remove the applicable default from the Entry Defaults form, or manually override the default value in the form you are using.