STEP FORWARD's transaction data entry provides for account sensitivity through the introduction of multiple transaction input templates that can be automatically displayed in Accounting Data Entry window according to Trigger definitions set in the Template Inspector. Template triggers are based on account number ranges and/or source document selections. By definition, this means creating a template consisting of the Common fields to which we add Extra fields. These are any data fields which are not Common fields and do not form part of the Common Template. By definition, Extra data fields do not occur with each transaction data record.

STEP FORWARD has only one Common Template but it can have any number of Extra Templates which consist of: all Common fields, plus the user-defined Extra fields:

• newly defined for the template under construction or
• taken out of the inventory of Extra fields originally created for other Extra templates as live data fields (selectable from the Palette); as well as
• non-database fields (view fields).

Each template containing Extra fields is:

• stored (saved) with a user-assigned name, and
• called into action through a user-defined trigger.

Data captured through a template containing Extra fields has:

• the Common data stored in the Common Transaction database table, and
• the Extra data stored in the Extra Transaction database table applicable to that Template.

The following may help you visualize the concept:

As the Configurator you:

• may set up any number of Extra fields and, in the process, create primary transaction input templates that are activated according to conditional trigger definitions set in the Inspector;
• can set up any number of primary transaction input templates containing all Common fields and any number of Extra fields and define all component parts (see Architecture - The Template Inspector);
• will automatically and transparently create relational database tables to the specifications established during the primary screen template definition process;
• can create cloned templates (variations of the basic design established with the primary template) which can be used as an alternative data entry form.

Example

When we select the Templates > New  menu command after the Common template has been saved, an UNTITLED version of the Common template is launched. In the following example, we are "creating" a template for use with Purchase Invoices that require a field to hold the Due Date:

• Select the Templates - New  menu item to load an UNTITLED Workspace with the Common fields inherited from the Common Template.
• In order to eventually Save the UNTITLED template, you must specify the Triggers. The Inspector has two Trigger views: GL Accounts and Source documents. For the GL Accounts select the accounts which, when used, will trigger this template (fine-tune, if applicable, by setting the limiting Sign condition); for the Source documents make a selection, if applicable - Use in all Source documents is the default.
• Drag a Data field from the Palette and drop into the Workspace (the icon immediately changes to the actual field image inheriting the Style Inspector settings of the last selected field - if these settings are not suitable, adjust them through the Inspector options).
• Position the Due Date field in the UNTITLED template and establish the Cursor movement. (The inherited Common fields will already be connected and, ideally,  you should not disturb that pattern - it is easier on the eyes during data entry). Therefore, connect the last Common field to the Due Date field and the Due Date field to the Change field, if present. For a step-by-step explanation see Connecting fields in a Template....)

Testing the Template
Templates can be tested before they are saved and have Procedures attached to them. To do so, select the menu item Template >Test ...  (or press the Test template button in the toolbar) which will display a window with the actual image of the Input Screen based upon the template being tested. It will allow you to enter actual data including the validation of the account numbers, dates and fiscal periods, etc. However, being a test environment only, none of the data will be saved.

When the syntax check produces the No error message, save the template:

• select the menu item Save which launches the Save Transaction Template panel;
• type the Name (e.g. PINV), the Description (e.g. Purchase Invoice) and press the OK button.

Please Note:
The convoluted Cursor movement (from GL Number > Description > Vendor # before it resumes the straight line path) is there for a reason. In our example we added a Procedure that is triggered by the Description field. The purpose is to type the Name of the Vendor, in whole or in part, into the Description and have the Procedure look up the Vendor Number.

Trigger Inspector View
Triggers apply only to Transaction Templates with Extra fields. This view is displayed whenever an Extra Transaction Template is newly created or recalled for modification (Template > Open).

The Account Number As Part Of The Trigger
The GL Accounts browser displays the complete inventory of Accounts from which the trigger definition can be selected:

• If a single Prefix/Number combination is needed, select the desired selection. This will load the selection into the Template triggered by browser. The Sign pop-up button will be set at the default Any (i.e. the Amount is excluded from the trigger definition). If the Amount field is to be part of the trigger condition, select + or - from the Sign pop-up button.
• If a range of Prefix/Number combinations is called for, drag-select the range.
• If multiple but non-sequential Prefix/Number combinations are called for, select them one at a time.

The Prefix and Number can also be edited "in place" by double-clicking on the range cell in the Template triggered by browser. This way the triggers can be made of Prefixes and Numbers not yet found in the list.

The Source Document As Part Of The Trigger
A template can also be launched by reference to the Source Document either in addition to or in lieu of the Account/Amount triggering mechanism shown above. The default Scope setting is "Use in all Source Documents". When selecting the Use in selected Documents only setting, the view expands to display, in a scrollable area, all defined Source Documents. To restrict the triggering mechanism to one or more (but not all) Source Documents, select the applicable switch(es).

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Transaction Template - Topics of Interest