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This text refers to program version 7.1  

Record Window - Paste Special

When you enter a new record, you will frequently need to refer to another register or setting. For example, when you enter an Invoice, specifying a Customer Number will bring information about the relevant Customer in from the Contact register (e.g. the name and address of the Customer), while specifying a Payment Term brings information in from the Payment Terms setting. Using the 'Paste Special' command, you can find out the information you require from a selection list quickly and easily (e.g. you can easily choose the correct Customer or Payment Term). Pressing Ctrl-Return or Ctrl-Enter in a field activates the 'Paste Special' feature. Mac OS X users can press ⌘-Return or ⌘-Enter, and iOS and Android users can tap the > icon on the right of the field. The following example shows pasting a Customer Number into an Invoice:

With the cursor placed in the Customer field, press the Ctrl-Enter (Windows and Linux) or ⌘-Enter (Mac OS X) key combination. A new window will open, showing the contents of the register or setting from which you can select a record (in this case, the window will list Customers in the Contact register). This window is similar to a browse window in its behaviour, so you can sort the list by clicking any of the column headings and use the Search field to find the record you are looking for (using the * wildcard if necessary).

Select the Customer you want by double-clicking or by highlighting and pressing Enter. The Customer Number and other details are transferred to the Invoice screen.

You can make the 'Paste Special' feature more powerful by saving the sort order of the 'Paste Special' list. For example, whenever you need to choose a Customer, you will probably know its Name but not its Number. The first time you use the 'Paste Special' feature to choose a Customer, sort the list by Name and then select 'Save Normal Position' (Windows and Linux)/'Save Position' (Mac OS X) from the Window menu. From now on, the list will be sorted by Name when it opens. Now you can type the first few characters of the Customer Name in a Customer field and then press Ctrl-Enter or ⌘-Enter. When the 'Paste Special' list opens, the highlighted Customer will be the first one to match the typed characters. If this is the correct one, all you need do is press the Enter key and carry on typing without interruption. In the example shown below, we typed "OSLO" into the Customer Number field of an Invoice and then pressed Ctrl-Enter. The 'Paste Special' list opens, with the first Customer whose name begins with "OSLO" highlighted:

If the record you are looking for does not exist and so is not shown in the 'Paste Special' list, you can often enter it on the fly. In the 'Paste Special' window, click the [New] or [Duplicate] buttons as appropriate (or use the relevant keyboard shortcuts, Ctrl-N/⌘-N and Ctrl-K/⌘-Y respectively). A new Customer screen (in this example) is shown. Enter the new Customer, click [Save] and the new record is saved. At the same time, the Customer Number is entered in the Invoice.

If you are entering an Invoice and realise that your information about the Customer is out of date (they might have changed their address or telephone number, for example), highlight the Customer in the 'Paste Special' window and press F2 (Windows and Linux) or ⌘-Shift-V (Mac OS X). The Customer record will be opened, allowing you to make the necessary changes. You can also do this if you have already entered the Customer Number in the Invoice. With the cursor in the Customer Number field, press F2 or ⌘-Shift-V. This feature is available from most fields with a 'Paste Special' link.

You can control whether individual users can use the F2/⌘-Shift-V feature and create records on the fly using the Access Groups setting in the System module.

You can use 'Paste Special' when you are in a date field. When you press Ctrl-Enter or ⌘-Enter, the 'Paste Date' window opens:

The current date is marked with a square and a highlight. Press the Enter or Return key (or double-click) to bring the current date into the date field. If you need a different date, use the arrow keys to move the highlight to the date you need:

Use the PgUp and PgDn keys or the buttons in the top left-hand corner of the 'Paste Date' window to change to a different month.

If dashes appear instead of Week Numbers in the 'Paste Date' window, the probable cause is that there is no record in the Weeks setting in the System module, or the record that is there is incomplete.

You can also use 'Paste Special' when you are in a time field. Simply press Ctrl-Enter or ⌘-Enter and the current time will be entered straight away.

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