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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). Use one of the following methods to activate the 'Paste Special' feature when the insertion point is in a field with a 'Paste Special' link:
  • Press Ctrl-Return or Ctrl-Enter (Windows and Linux) or ⌘-Return or ⌘-Enter (Mac OS X) on your keyboard. iOS and Android users can tap the > icon on the right of the field.

  • Simply start typing.
The following example shows pasting a Customer Number into an Invoice:

With the insertion point placed in the Customer field, press the Ctrl-Enter (Windows and Linux) or ⌘-Enter (Mac OS X) key combination, or simply start typing. 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 you can search in the same way (including using the Browse Filtering option).

Select the Customer you want by double-clicking or by highlighting and pressing Enter. When you press Tab or Enter again to move the insertion point to the next field, the Customer Number and other details will be transferred to the Invoice screen.

If you need to close the 'Paste Special' window without choosing an option, press the Tab or Esc keys on your keyboard.

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 Position' 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, 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. When the 'Paste Special' list opens, the first Customer whose name begins with will be "OSLO" highlighted:

If you have more than one record that matches what you have typed, you can continue typing until the correct record is highlighted, or you can move the highlight using the keyboard arrow keys. You can also remove what you have typed and start again. When the correct record is highlighted, select it by double-clicking or by pressing Enter.

If the 'Paste Special' window opens and you then decide you don't want to choose an option, simply press Tab or click in another field to close it.

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 record (in this example) will be opened. Enter the new Customer, click [Save] and the new record will be saved. At the same time, the new Customer Number will be 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 insertion point 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. If you want to allow 'Paste Special' access to a register or setting, but you also want to deny access to the F2/⌘-Shift-V feature and to creating records on the fly, you should grant Browse or Read access to that register or setting. For example, if a user only has access to the Invoice register, you should grant them Browse or Read access to the Contact and Item registers if you want them to be able to choose Customers and Items using 'Paste Special' when they enter new Invoices.

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

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 you need to close the 'Paste Date' window without choosing a date, press the Esc key on your keyboard.

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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