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Use of Function Keys, Tool Bar and Windows

This chapter contains the following topics:

General Function and Program Keys

PBS Toolbar

Windows in PBS

Using Data Lookup Windows

Using On-line Help

Using Notes

Forms Ordering Information

General Function and Program Keys

Function keys are used throughout Passport. Although they are seldom absolutely necessary, an intelligent use of the function keys can simplify your data entry considerably.

Function and Program Control Keys

When you are using Passport software, certain keys or combinations of keys perform various functions.

Key combinations listed in this documentation are shown as a sequence of key strokes. For example, to use the key <SF1>, press and hold down the <Shift> key, and then press <F1>.

Control Keys

The following table lists available Control keys.

Navigation Keys

The following table lists available Navigation keys.

*When using UNIX, press <Esc> twice to send the character.

Menu Navigation Keys

The following table lists available Menu Navigation keys.

Function Keys Summary

The characteristic action of some function keys, such as <F1>, <F2>, <F3>, and <F5> varies depending on the context. For instance, if a choice exists to select the next of something (vendors, account number etc.), pressing <F1> will display the next of that entity. If there is no next of <something>, the <F1> may have another function associated with that key. This is dependent on the application and its use will be described in a prompt.

Supplemental Information on Keys

If you are using Passport General Ledger and you allow correcting entries, other modules often use <F5> to mark a transaction (to be passed to GL) as a correcting entry. An <F5> prompt appears when this is allowed. Refer to the Control Information chapter in the G/L User documentation.

For example, if you enter a miscellaneous charge in A/R and are unsure of the customer’s name or number, press <F8> to list all of the customers on file without leaving the Miscellaneous charges screen. A window appears containing a list of the values from the related file, so that you can make a selection. This feature is described in the Using On-line Help and Using Data Lookup Windows sections.

Overriding Protected Changes

If the field Allow protected changes is checked in Company information, it may be possible to override the protected change on certain fields. Protected changes are necessary to not only maintain database integrity but to restrict certain vital account information from being modified.

For example, if your valuation method is set for standard costing, it would not be advisable to inadvertently switch costing methods because of the changes to the layered information that would be effected by this change. In this instance, all associated fields would be protected, and an override would not be allowed. However, it may be possible to override fields such as sales amount and returned check amount.

If you perform a function on a field, and the Change not allowed message is displayed, press <F2>. If this field is not protected, you may be able modify the field’s contents. The message Allowing protected change will display. Once protected change has been overridden, it is not necessary to press <F2> again. The override remains in effect for subsequent transactions within this application and this session.

Maximum Field Security

Maximum security is achieved when:

This ensures that whenever necessary the system administrator can rapidly override change protection on any field that permits it, without imposing any restriction on the normal use of any other selection.

If you have any questions on protected fields, consult with your system administrator or check with your accountant.

PBS Toolbar

A row of buttons at the top of Passport Business Solutions screens provide mouse-enabled access to some common and a few Windows-only functions.

The following are how the buttons look.

Here is a description of each button from left to right.

Exit

This allows the user to exit a screen or terminate the data entry of a screen. It can also be used to exit the menu. This the same as the <Esc> key.

Left Arrow

This allows the user to view a previous record. This is equivalent to the <SF1> keys.

Right Arrow

This allows the user to view the next record. This is equivalent to the <F1> key.

Delete

When on Field number to change ?, this can be used to delete a master record or transaction entry and does the same function as the <F3> key.

Lookup/Help

This button either access Lookups or Help. The key equivalent is <F8>. These features are explained in detail later in this chapter.

BreakOut

This displays the Passport BreakOut™ Window. You must be on a field for this button to be accessible. This is equal to the <F12> key. See Chapter 3 Data Entry and BreakOut for more information.

Copy to clipboard

Copies data from a highlighted portion of a field to the clipboard memory of Windows. The keyboard equivalent keys are <Ctl+C>.

Paste from clipboard

Pastes data from the Windows clipboard to a PBS field. The keyboard equivalent is <Ctl+V>. If the data you are copying into a PBS field is longer than the field can accept, then the data will be truncated.

Print Screen

This displays a Windows Printer dialog box where you can print the currently screen displayed screen. With the keyboard you can use <Ctl+P>.

Email

This displays the workstation default email application and then opens a ‘send-new-email’ message window.

If your cursor is on a field that has an email address, such as the A/R Customers (Enter) field 6, then it will also copy the email address to the ‘mail-to’ field of the ‘send-new-email’ message window.

Calculator

This launches the Windows calculator. You can use the calculator to do calculations and then copy the results back to a PBS field.

Notepad

Executes the Windows Notepad application. A user can copy and paste data between a PBS field and Notepad. You can also use notepad for general notes.

Documentation / Web Browser

This launches the PBS Browser which is tied into the default workstation Internet browser. The Browser displays the default PBS documentation in HTML format. While clicking on a link or opening a file in the browser, you may access an Internet address, local files, a saved PBS HTML report and other file types.

For a list of the other functions, read the section on Create HTML in the Starting PBS, Menu and Printing chapter.

Drill Down

The drill down button has no function in the most recent version of PBS.

Passport Data Query (PDQ)

PBS Data Query can only be used with the Standard Vision file version of PBS. It is not available when using PBS SQL.

This button can only be used on Character mode screens and the menu.

This button provides access to Passport Data Query. You must be licensed for PDQ in order to use this feature. If you are not licensed for PDQ, then contact your PBS provider for instructions.

Windows in PBS

Passport Business Solutions software uses windows display user options or accept user input. These windows automatically appear at various times depending on your activity. An example includes <F6> to enter notes.

The types of windows in PBS include:

Prompt Window

When entering data there are frequently several function keys which may be used. To assist you, one of the following forms of assistance is usually provided. If there are four or less options which can be described on a line, they will be described on one line near the bottom of the screen. If there are more than four options, or the descriptions exceed one line, they will be described in a prompt window.

Data Entry Window

This window appears when you can enter data or information. For example, pressing <F6> while in the Vendors selection in Accounts Payable will display a window from which you can enter notes and pressing <F7> displays vendor contacts.

Selection Window

This type of window appears when you need to make a selection from several options or values. The printer selection box is an example of this window, although there are others. In this type of window, you use the mouse or arrow keys to change the highlighted entry and press <Enter> to accept the entry.

Data Lookups

Data lookups are similar to selection windows. They have more features than selection windows so they are considered a different type. The next section explains data lookups.

Using Data Lookup Windows

Many fields in Passport software require data entered in another file or table. The Data lookup window feature enables you to view and select information from a related file/table. The Data lookup window provides a means of viewing a list of the records, finding the record you need and a way of entering a field.

Examples will be shown from the Accounts Receivable customers. The data displayed will vary according to the information you entered. For example, the vendor number field may be in this category.

Lookups can be graphical windows-based or classic character-based. The following sections describes the features of the graphical windows-based and classic character-based lookups.

Graphical Lookups

There are two means of accessing the graphical lookups. First is from fully graphical screens. Second is from the character based screens. This section describes the Lookups from both types.

Lookups From Graphical Mode Screens

Lookups can only be accessed from specific fields on a screen and they are not available from all fields and all screens. Here is the A/R invoice entry screen where there are six fields that have lookups:

When the focus is on the field, you may access a lookup using either entering the <F8> key, clicking on the binoculars button to the right of the field or selecting Find from the Tools menu. Here is an example of the customer lookup:

Each lookup is a list box. The list box displays multiple records and it can access more records if there are more available. In most cases you may sort the records on multiple fields. Sorting can always be in ascending or descending order. Only columns with red labels may be sorted. Click the column name or the arrow to the right of the column name to change the sort or use the View menu options.

To locate a record, start typing the number, name or code, depending on which sort field is selected. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate an employee. You may also use the mouse on the single and multiple arrow buttons to the right of the list box.

Select and Cancel

When the correct record is found, click on the Select button accept it. Select Cancel to return to the entry screen without selecting a record.

More info...

In many cases there is a More info button. When available, it is always on the right side near the bottom of the screen.

When you select the More info button it will access a view only version of the same screen or screens used when entering the record. Users who do not have access to the menu selection for editing the records also do not have permission to access more information about the record.

Options

A few lookups have an Options menu. The Options menu for the Customer lookup allows access to the View invoice history. The Options menu on the Vendor lookup allows access to the View vendor invoices. On the customer lookup example below, you may access View invoice history:

Selecting this option will find the first invoice for the customer selected in the lookup list box. For example, if the customer selected is customer number 1 - Elliot Enterprises, the View invoice history will displays invoices for Elliot Enterprises. You may see the header, lines and totals for each invoice.

Other customers and invoices are accessible from View invoice history.

Select and Exit

There are two buttons available on a More info screen. Clicking on Select will put the focus of the selected record into the Lookup. Clicking on Exit will retain the focus that was previously selected in the Lookup.

Lookups on Character Mode Screens

The graphical lookups are available on the Windows Character mode screens.

On Windows character mode screens there is an indicator to the right of the field to let you know that there is a Lookup for the field. You can click on this indicator to launch the Lookup. The Lookup indicator will not display unless the cursor is on the field. Here is an example of a account number Lookup indicator on the Valid G/L accounts screen:

Once on the field, to view the lookup list box, you may press <F8>, or as seen above, click on the Lookup indicator or click on the binoculars/question mark on the tool bar.

On Windows systems, the lookup that is accessed in graphical mode, displays in character mode. The lookup options are explained above.

Classic Character Lookups

Classic character mode Lookups are available in both Windows or UNIX/Linux.

Whether using character mode or graphical mode in windows or Thin client, the graphical mode lookups are standard. The classic lookups are only available via special settings of the configuration files. In UNIX/Linux telnet mode the classic lookups are the default.

Here is an example of the Employee classic lookup:

To locate a record, you may either:

When the record is found select the <Enter> key to fill in the fields. In the case of a Valid G/L account, Cash accounts or Chart of accounts lookup, when sorting by account number, in order to select an account, use the <F7> key.

When available, for an alternate sort, select the <F1> key.

Using On-line Help

Help provides information about the data to be input into a field. Help information parallels what is in the user documentation and indicates the nature and use of the data. There are differences with Help when using Graphical mode screens vs. Character mode screens and these differences are explained next.

Graphical Mode Help

You may access the documentation for all the PBS modules through the Documentation / Web browser button. Without clicking, run your mouse over the buttons to see the names. Select the Documentation / Web browser button and a list of modules display. Click on the link for the appropriate application. For what to do next, see Help with Navigation.

Help is available on the full graphical screens, fields, buttons and list boxes by pressing <Ctrl+F1> or selecting Help from the menu. Depending on where you are in the system and where the focus is, you may be accessing help for a specific field, for a chapter, section of a chapter or the entire user document.

Here is an example the help screen:

From here, you can access help for the entire chapter by using the arrow keys, PageUp/Down keys and the Home/End keys.

You can also access help from other chapters by going to the top or bottom of the chapter. There you will see a link:

Open topic with navigation

When accessing PBS from a field or screen it normally links to one chapter only. When this occurs, at the top and bottom of each chapter you will see a link that indicates Open topic with navigation. Selecting this link provides access to the table of contents, index, search features; basically all the chapters of the application. Here is an example with a blue arrow pointing to this link:

When accessing the documentation through the browser button it will open the document with navigation automatically.

Help with Navigation

When opening the documentation with navigation the window will look something like this:

The help navigation window, on the left, has a several selections. Here is a description of each:

Table of Contents

The table of contents is the default display. Table of contents hierarchy is Chapter, Main heading, Heading 2 and Heading 3. The chapters are all numbered with the exception of appendices which have alpha characters.

The first page of each chapter has links to the Main headings.

Index

This is an index of the documentation. It helps you find a topic quickly.

Search

You may enter and search for matching data in all the chapters of the documentation. For example, if you search for "recurring bills", then it will display topics that have the words "recurring" and "bills". It ranks the search in order of the number of times it finds the words. After you select a topic, it highlights the searched words with a different color for each word. In this example the words "recurring" and "bills" are highlighted.

You can remove the highlighting by clicking on the Remove Search Highlighting button.

Favorites

The topic that is currently selected can be added to your favorites. This allows you to quickly find the topic later.

Help Buttons

The description of the buttons are from left to right.

Add topic to favorites

See the description for Favorites from the Navigation window.

Hide navigation or Show navigation

This button toggles on and off the display of the navigation window.

Expand all

This currently has no function.

Collapse all

This currently has no function.

Print topic

This will display a window where you may print the displayed topic. In the windows you have options of selecting a printer, enter the number of copies, enter a range of pages and more.

Quick search

In this field you may search on one or more words in the displayed topic. If found, the program will not move to the word, but highlight it in yellow.

Another method to search is select the <Ctrl+F> keys and search for one or more words. When found, the focus moves to the part of the page where the word or words are found.

Remove search highlighting

After using Quick search, the program highlights the word or words found in yellow. You may remove this highlighting with this button.

Back

This moves the focus back to a previous selection.

Forward

If you have selected the Back button, this moves the focus forward to what was selected before.

Stop

This will stop the retrieval of html data.

Refresh

This will refresh the help documentation. This is useful when the documentation has changed.

Home

This will move the focus to the first page of the title chapter.

Table of contents

The opens the table of contents in the navigation window. See Table of Contents

Index

This opens the index in the navigation window. See Index

Search

This opens the search in the navigation window. See Search

Favorites

This opens the favorites in the navigation window. See Favorites

Previous Topic

This moves the focus back to a previous topic. A previous topic could be in the current chapter or a previous chapter. Each table of contents selection is a separate topic.

Next Topic

This moves the focus to the next topic. The next topic could be in same chapter or the next chapter. Each table of contents selection is a separate topic.

Character Mode Help

For most data entry fields, you can receive field specific information by pressing <F8>, clicking on the question mark with the mouse or clicking on the up arrow to the right of the field. For example, when you access the Vendors (Enter) selection, the following section of the screen shows the field with a lookup button to the right of the field:

In this example, to obtain information about the data required for the first field, press <F8> or click on the up arrow. In UNIX or Linux you may only select <F8>. The lookup displays.

After selecting <F8> again, the following help screen displays:

For this field, there is more Help text than can be displayed on the screen.

Scroll through pages by using the <PgUp> or <PgDn> keys.

Press <Esc> at any time to exit from Help and return to the field. No data on the screen will be affected by this process. The same Help information appears for each company.

Character Help in Windows

PSI is in the process of generating screens in Graphical mode. Even when you are set up for Graphical mode, some screens may still be in Character mode. As updates are released, additional graphical mode screens will become available.

After selecting <F8> again the following context sensitive help window appears over the Vendors (Enter) window:

For this field, there is more Help text than can be displayed on the screen (notice the word More on the upper right side of the window).

You can also scroll through lines of text by using the up and down arrow keys. Scroll through pages by using the <PgUp> or <PgDn> keys. Notice that the scroll bar indicator moves in a vertical fashion along the right side of the Help display. To go directly to the beginning or end of the Help text for this field, use the <Home> or <End> key.

Press <Esc> at any time to exit from Help and return to the field. No data on the screen will be affected by this process. The same Help information appears for each company.

Using Notes

This section applies when using notes on character mode screens. If you are using graphical mode, then entering and editing text is documented in the User documentation. Graphical mode notes editing follows the Windows standards and tends to be more intuitive to experienced Windows users.

In many selections, you have the ability to attach a note to a document (e.g. an order or an invoice) or to an entry (e.g. a customer, a vendor, an inventory item).

These notes do not appear on any document sent off-site, but they may be viewed later on many screens, and may optionally be included on edit lists and other reports.

Whenever the note feature is available, a prompt appears. When notes are available, <F6> will access this function. When no notes are available, <F6> may be used for any function which would not normally be assigned to another function key. In this case, notes are not available at that location.

The ampersand (&) appears on the screen when a note is already on file for the customer or order (or some other entity). Thus, you do not have to check each entry to see which has a note.

As many notes as desired may be attached to the same entry. Each note is given a date/time stamp enabling you to browse through the notes in time sequence.

Do not confuse notes with Notes line items or with Comments:

A note attached to a document in one selection remains on that document even when it is transferred to a different document; for example, when an order becomes an invoice.

Press <F6>. The following screen displays:

To browse through existing notes, use the <PgUp>, <PgDn>, <Home>, <End>, and <F1> keys. For further details about entering notes, refer to the A. Character Mode Notes and Comments Text Editing appendix.

A menu at the bottom of the Notes area shows three selections:

Date and Time

Use this selection to change the date and/or time of a note.

File Options

When you select File options, you have these choices:

When you are finished using notes, press <Esc>.

Text entry

When you select Text entry, the cursor is positioned at the first line.

Accounts Receivable to Point of Sale Special Note

There is a special note for Customers that can be viewed in the Point of Sale transaction screen. To enter this note go to Account Receivable > Customers. Select or enter a customer and then select <F6> for notes. Highlight <Data and time> and select enter. The cursor will move to the date field. At the bottom of the screen you will see the prompt; <F1> = Customer Memo (Point of Sale). Select the <F1> key and then enter the note. After this note has been entered, it will display in Point of Sale, transactions immediately after the customer number or name has been entered.

Forms Ordering Information

After you have received your first order, you may use the forms ordering info selection. Based on your estimated rate of usage, this feature reminds you when it is time to re-order each form. The system does not actually maintain a tally of each page as it is printed; instead it applies your own estimated rate of use, supply on hand, and re-order quantity. You can change any of these at any time.

Unlike the other function keys described in this chapter, <F2> (when used for this purpose) is available only at startup. The option is presented on the same screen in which you are requested to enter your initials:

This screen consists of a header telling you what your next re-order number is, and a detail area containing a table. Each form is on its own separate line.

Your re-order # is

This is the last order number printed in the lower left-hand corner of the Forms Source re-order form that is included in each module of forms that you receive. When you place your next order, give this number to the Forms Source representative. This will help process your order more quickly.

The Table Area

If the screen was displayed automatically (because you are at the re-order point), only those forms are displayed which do in fact need to be re-ordered. This is the reorder mode. If you have not fallen behind in your ordering, this means the entire table will consist of a single line. You can change any of the entries displayed, but cannot add or delete entries.

If the screen was displayed as a result of your pressing <F2>, all forms appear whose inventory you have chosen to track. This is the normal mode. The table does not scroll, so you can monitor a maximum of fourteen separate forms.

In both cases, a highlighted bar indicates the current entry. The cursor will be in the first column.

Options 

Your options are:

In normal mode (but not re-order mode), additional options are:

For each row, enter the following columns:

Form #

When the cursor is in this column, a scrollable box appears showing all Passport forms currently available. The current form number and description is highlighted. Form number may only be entered by selection from this box (that is, you may not key it in directly).

Options 

Use one of the options:

Start date

Enter the past or future date corresponding to the quantity on hand which you intend to enter in the next column. The program will use this and the remaining information on this line to calculate a reminder date. If you prefer to enter a reminder date explicitly rather than have the system calculate it for you, you may leave this field blank.

If you are entering an insertion and choose to cancel the insertion, you may also use the option:

Start stock

Enter the number of forms that you have on hand as of the start date, leave this blank if you intend to enter an explicit reminder date. The unit of measure (pages, cases, or whatever) is up to you, but should be consistent for any one form.

Weekly usage

Enter the number of forms you expect to use each week.

Min. stock

Enter the stock level which when reached will trigger the reminder. You may leave this blank if you intend to enter an explicit reminder date.

Reminder date

When this date arrives, you will be reminded to re-order every time you start up Passport. Enter the reminder date to re-order this form. Provided that non-zero values are present in the four columns to the left of this field, you may also use the option:

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