Data Entry Layouts

The Custom Layouts command allows you to change data entry layouts, printed forms or reports.

HINT-- You can use Custom Layouts to change the appearance of any reports, printed forms or data entry layouts in the Goldenseal accounting software. This section covers changes to the data entry layouts (accounts, lists and transactions).

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RELATED TOPICS
Calculations | Dimensions | Printed Form Layouts | Report Layouts

Breakdown Layouts

Some transactions use breakdowns. For those transactions there is one layout for the simple data entry window, plus one layout for each of the breakdown types.

To switch layouts, click on the Layout popup at the upper left corner and choose the type of data entry form you'd like to change.

Breakdown Tables

To change the display of a breakdown table, follow these steps:

Choose Custom Layouts from the Options menu, and choose the Accounts or Transactions submenu.
Choose the type of layout you'd like to change.
If you are working on a transaction breakdown, choose the type of breakdown from the Breakdown menu at upper left.

Adding Columns

To add a new column to a breakdown menu, follow these steps:

Click on the breakdown table.
Choose Add Column to Table from the Edit menu.
Choose a field from the list of available items.
Click OK.

Removing Columns

Some breakdown table columns are optional, and can be removed. To do so, follow these steps:

Click on the table column you'd like to remove.
Choose Remove Column From Table from the Edit menu.

Moving Columns

To move a column from one location to another, follow these steps:

Select the column you'd like to move.
Hold down the Command key (Macintosh) or Control key (Windows). The cursor will change to a grabbing hand.
Click on the column, and drag it to its new location.

Renaming Columns

To rename a column or change its borders, follow these steps:

Double-click on the column you'd like to change, or select it and choose Table Column Format from the Format menu.
Enter new information for the field, then click OK.

Short Forms

Some accounts and transactions include a short form. It is a simpler version of the regular data entry layout, with fewer fields.

To switch to the short form layout, click on the Layout popup at the upper left corner and choose Short Form.
HINT-- If the command is disabled, there is no short form.

More Info Windows

Some accounts and transactions include More Info windows, which show additional fields. The main layout has a More Info button that shows the window.

To change the layout of a More Info window, click on the Layout popup at the upper left corner and choose one of the choices at the bottom of the menu.

Custom Fields

You can add a custom field to any account or transaction. A custom field stores an additional "piece" of data for each record. You can use custom fields exactly the same as standard fields when you enter data, use the Find command, or make reports.

WARNING-- Adding a custom field makes a permanent change to all data records. Once you have added a custom field, you can't remove it.

To add a new custom field to a layout, follow these steps:

Choose New Custom Field from the Edit menu.
Enter a name for the field.
Choose the type of data you'd like to store in the field. You can store text, numbers, times, dates, on/off checkboxes, or a list of clairvoyant field values.
If you are creating a new clairvoyant field, choose the list or account to display in the field.
Click OK.
In the layout, drag the new custom field to the place where you'd like to see it on the screen.

Custom fields allow you to add storage for any kind of additional data in an account or transaction.

EXAMPLE-- You might want to add an e-mail field to some accounts that don't already have it.

Custom Field Types

The following types of data are available for a new custom field:

Text-- Any text can be entered.
Integer-- Only whole numbers can be entered.
Money-- Values will be stored as a money value.
Number-- Any number can be stored.
Percent-- Values will be stored as a percent value.
Checkbox-- A checkbox will be shown, and a true or false value will be stored.
Date-- Only dates can be entered.
Time-- Only times can be entered.
Account Clairvoyant-- You'll see a clairvoyant field where you can enter an account (set in the Display field).
List Clairvoyant-- You'll see a clairvoyant field where you can enter a list item (set in the Display field).
Picture-- You can paste in graphics (available in Goldenseal 2.6 and newer).

Using Custom Fields

Once you have created a custom field, you can enter data into the new field, just the same as one of the standard fields.
Custom data can be used when finding records.
The Replace All command works with custom fields, so you can do a find and then quickly enter the same data into all the found records.
You can create calculators that use the values in a custom field.
You can also include custom fields in report tables.

Exporting and Importing Custom Data

When you use the Export command to export data from an account or transaction, custom fields are automatically included.
If you import the data into a new company file, Goldenseal automatically adds the same custom fields to the new file, and then imports the data into them.
WARNING-- If the new company file already has some custom fields, your custom field data will end up in the wrong place!

Data Field Info

To see information about any field in a layout, double-click on it with the arrow tool.
You'll see a description of the field's properties.

To view information about a field, double-click on it, or select it and choose Field Info from the Format menu.

You can see the following information for the field:

Field Name-- the database title is shown. This is the text that will be put in the header when you do an data export.
Field Tag-- a four-letter code is used to identify each data field.
Field Type-- the type of data display used by the field is shown.
Location & Sizing-- you can enter the position of the top left corner and the field's width and height (measured in pixels).
HINT-- If you want several fields to have the same size, it may be easier to use the dialog rather than using mouse drags to resize them.
Editable-- you can change the editable status of the field by changing this checkbox.
WARNINGS-- Make a field non-editable only if you will never change the values in it. You might want to do that for the record number field. Some fields can never be edited. You can't change that with the Editable checkbox.
Required Value-- you can require a value for the field-- if this option is turned on, you won't be able to leave a data entry screen until a value has been filled in.

Removing Fields

In Account, List and Transaction layouts, most fields are required, but some fields can be removed from the layout if you don't need them.
To remove a field, follow these steps:

Click on the field with the arrow tool.
Choose Clear from the Edit menu.
You'll be asked to confirm the deletion. Click OK.

HINT-- If you remove a field from the layout, the data in that field will still be stored in each record. You just won't see it on the screen.

Custom Indexing

When you have thousands of records, you can get faster Finds if you index the fields that you use frequently for the Find command.

To create a custom index for sale dates, follow these steps:

Choose Custom Layouts from the Options menu, and choose Transactions from the submenu.
Enter Sales into the Account Type popup field at upper left.
Choose New Field Index from the Edit menu.
You'll see a list of indexable fields. Scroll down to the Date field, and select it.
Goldenseal will ask if you are sure you want to add a dateindex. Click OK.
Goldenseal will take a few seconds to check your records and build the index.

When you use the Find command on an indexed field, the Find command takes a fraction of a second, since it does not have to check every record on disk.

Tab Order

Fields and graphic objects are arranged in "front to back" order. The order determines which item is visible, when two items overlap. It also sets the order of the fields that are selected when you press the Tab key.
HINT-- In data entry layouts, a small number in the upper right corner shows the tab order for each editable field.

To change field order, follow these steps:

Click on a field.
Choose Move Forward to move the item to the front by one place. Choose Move To Front to move it to the very front. Choose Move Backwards to move the item back by one place. Choose Move To Back to move it to the very back.