Modify record and transaction forms

In Microsoft Office Accounting 2008, you can customize forms to match your company requirements. You can:

  • Create new fields   Create new fields on a record (text, date, number, or check box) that you can move to other tabs and add to related transaction forms.
  • Add fields   Capture key information that is relevant to a record. For example, you can add fields for time and materials to a job record.
  • Remove or move fields   Make entering information on transactions more efficient.
  • Change field and group header names   Make your forms more closely reflect your business.
  • Move fields and group headers   Move fields and group headers anywhere on a form. You can also move fields between record tabs.

You can save your changes either by overwriting the existing form layout or by saving the customized form as a new layout. You can save multiple layouts of the same form for different purposes. For example, you could save a time and materials invoice, a progress invoice, or a simpler version of a regular invoice.

After you save a layout, Office Accounting 2008 automatically uses it when a new form is opened. To use a different layout, on the toolbar, click the arrow next to Current Layout.

 Notes 

You cannot view or select a saved layout in content lists, such as the Invoice List, Journal Entry List, or Bill and Item Receipts List. Content lists cannot have multiple layouts.

Accounting 2008 does not support the printing of modifications that you have made to a record or document. To print the modifications that you have made, you must create a new Microsoft Office Word template and print the record or document in it. For more information, see Create New Microsoft Word Template dialog box: options and information.

ShowCreate a new field

You can create new text, date, number, or check box fields on a record form. Then you can move the new fields to other tabs and add them to transaction forms that relate to that type of record. For example, a new field created on a customer record can be added to quotes, sales orders, or invoices. User-defined fields are also available for Microsoft Office Word templates.

 Note   You cannot create new group headers.

After you create a new field, it appears on the User-Defined Field tab on a record, and is added to the Available fields box in the Modify Layout dialog box. The new field also appears in the Columns option of all summary reports that relate to the record.

  1. Open a new record form. For example, on the Customers menu, point to New, and then click New Customer.
  2. On the User-Defined Fields tab on the record, click New Fields.
  3. In the New Fields dialog box, select a Field Type, select the Display check box, and then type a name under Field Name.

ShowAdd fields to transaction forms

You can add a user-defined field or a current record field to a transaction form.

  1. Open a new record or transaction form. For example, on the Customers menu, point to New, and then click New Customer or New Invoice.
  2. On the View menu, click Modify Layout.
  3. Click the arrow next to Form section, and then select the area of the form that you want to add the field or group header to.
  4. In the Available fields box, select the field, and then click Add. The field appears in the Show these fields in this order box.

If you select a field that already appears in another section on the form, you will move it.

  1. To move the field or group header to the desired location in the section, select it in the Show these fields in this order box, and then click Move Up or Move Down.
  2. To see how your changes will look, click Preview.
  3. To save your changes, click OK.

ShowRemove a field or group header

Removing fields or group headers that are not necessary for your business can streamline your data input, especially if you use the TAB key to navigate the form.

  1. Open a new record or transaction form. For example, on the Customers menu, point to New, and then click New Customer or New Invoice.
  2. On the View menu, click Modify Layout.
  3. If you are modifying a record form, click the arrow next to Tab, and then select the tab that you want to modify. The name of the tab that is currently open automatically appears in the Tab field. This field does not appear if you are modifying a transaction form.
  4. In the Show these fields in this order box, select the field or group header that you want to remove, and then click Remove.

 Note   Fields or group headers with an asterisk are required by Accounting 2008 and cannot be removed.

  1. To see how your changes will look, click Preview.
  2. To save your changes, click OK.

ShowMove a field or group header

You can move any available field anywhere on a form, and you can move a field between record tabs. You can also move group headers, but not between record tabs or from a record to a transaction. You cannot move a whole field group at once.

 Note   Moving a field or group header is actually adding it to a new location. When you add the field or group header to the new location, Accounting 2008 automatically removes it from its previous location.

  1. Open a new record or transaction form. For example, on the Customers menu, point to New, and then click New Customer or New Invoice.
  2. On the View menu, click Modify Layout.
  3. If you are modifying a record form, click the arrow next to Tab, and then select the tab that you want to modify. The name of the tab that is currently open automatically appears in the Tab field. This field does not appear if you are modifying a transaction form.
  4. Click the arrow next to Form section, and then select the area of the form that you want to add the field or group header to.
  5. In the Available fields box, select the field, and then click Add. The field appears in the Show these fields in this order box.
  6. To move the field or group header to the desired location in the section, select it in the Show these fields in this order box, and then click Move Up or Move Down.
  7. To see how your changes will look, click Preview.
  8. To save your changes, click OK.

ShowChange the name of a field or group header

  1. Open a new record or transaction form. For example, on the Customers menu, point to New, and then click New Customer or New Invoice.
  2. On the View menu, click Modify Layout.
  3. If you are changing a field or group header on a record form, click the arrow next to Tab, and then select the tab that you want to modify. The name of the tab that is currently open automatically appears in the Tab field. This field does not appear if you are modifying a transaction form.
  4. Click the arrow next to Section, and then select the area of the tab or transaction document where the field or group header is located.
  5. In the Show these fields in this order box, select the field or group header, and then click Edit.
  6. Type a new name for the field or group header, and then click OK.
  7. To see how your changes will look, click Preview.
  8. To save your changes, click OK.

Related topics

Remove a form layout
Modify Layout dialog box: options and information
 
 
Applies to:
Accounting 2008