Labels
For general information about code lists, see the Setting Basic Parameters chapter, section Code Lists.
A label is a universal tool for filtering. You can assign any combination of labels to each form, allowing you to express virtually any property. You can filter by labels in every table using the filter button, where you can specify whether you want to filter items that meet one specific condition defined by a single label, or a condition defined by a combination of several labels.
This list is partially pre-populated for demonstration purposes. You can modify it (delete or add entries) according to your needs.
A small example illustrates how labels can be used in the address book. Suppose you want to create selections based on the following criteria: wealthy, pays promptly, interested in paper kites — so you can send these customers an offer for new paper kites. You create labels: wealthy, pays promptly, paper kites. You then filter the customer list by these labels, and you can also choose whether the resulting list must satisfy all three conditions or whether satisfying just one of them is sufficient.
This list can be accessed from the "Tools" menu under "Code Lists -> Labels".
The toolbar at the top of the table contains a number of buttons whose functions are described in the separate chapter "Program Controls".
__________________________________________________________________
Main Panel
Press the "New" button or the keyboard shortcut Alt+N to open the form for a new record.
The toolbar at the top of the form contains a number of buttons whose functions are described in the separate chapter "Program Controls".
Code: Required field, may contain up to 20 characters. The value must be unique among records. The code (also referred to as a shortcode) is an abbreviated representation of the record. By typing the code, you can select a specific record without having to search through hundreds of entries. We recommend choosing a code that reflects the record name (and conversely, a name from which the code can be inferred). Codes are displayed in individual rows of overviews, so it is advisable to keep them short.
Name: Required field, may contain up to 255 characters. This generally represents the record in overviews, print reports, or selection lists, so it should identify the record in a unique way. If you configured foreign languages during initial setup, pressing the button
allows you to fill in the "Name" field in the selected foreign languages. These language variants of the name are printed on documents when using foreign-language printing. Pressing the button
closes the fields for names in foreign languages.
__________________________________________________________________
Visibility in Modules
Address Book
Price List
Inventory
Issued Invoices
Received Invoices
Receivables
Payables
Banking
Cash Register
Internal Documents
Assets
Received Quotes
Issued Quotes
Received Orders
Issued Orders
Received Inquiries
Issued Inquiries
By checking
you define in which modules you want to use labels. Labels will only be visible in those modules.
__________________________________________________________________
Tab "Texts"
The "Texts" tab is present in all code lists and all data lists. It contains two fields that you can fill in according to your own needs. Completing these fields is optional.
Description: You can provide a more detailed description.
Note: The note serves to alert users to any special characteristics of the record, or to anything other users should be aware of when working with the record.
__________________________________________________________________
Tab "Administration"
The "Administration" tab contains information about the time validity and visibility of the given record in the code list (data list). The validity of a record is defined by a range of calendar years. Within the specified range, the record is valid; outside that range, the record is not valid and will not appear in the code list at all. By restricting validity, you ensure that users are not slowed down by having to scroll through obsolete records during routine use of the code list.
Because time validity is tied to calendar years, it does not correspond to fiscal accounting periods.
Valid from: The calendar year in which the record's validity begins.
Valid to: The calendar year in which the record's validity ends.
If you require unlimited validity for a record, do not change the default value of "0" in the Valid from field or the value "9999" in the Valid to field. The record will then be usable in all calendar years and will appear in the list for every calendar year.
If you set both the Valid from and Valid to fields to "2016", the record will only be usable in 2016, meaning it will only be visible in the list during that year (see accounting period in the sidebar navigation header).
__________________________________________________________________
Label Groups
Label groups are used for easier administration and sorting of labels.
Code: Required field, may contain up to 20 characters. The value must be unique among records. The code (also referred to as a shortcode) is an abbreviated representation of the record. By typing the code, you can select a specific record without having to search through hundreds of entries. We recommend choosing a code that reflects the record name (and conversely, a name from which the code can be inferred). Codes are displayed in individual rows of overviews, so it is advisable to keep them short.
Name: Required field, may contain up to 255 characters. This generally represents the record in overviews, print reports, or selection lists, so it should identify the record in a unique way. If you configured foreign languages during initial setup, pressing the button
allows you to fill in the "Name" field in the selected foreign languages. These language variants of the name are printed on documents when using foreign-language printing. Pressing the button
closes the fields for names in foreign languages.
Allow selecting only one label: Checking this option prevents users from selecting more than one label from the same group for a single item.
__________________________________________________________________
Tab "Texts"
The "Texts" tab is present in all code lists and all data lists. It contains two fields that you can fill in according to your own needs. Completing these fields is optional.
Description: You can provide a more detailed description.
Note: The note serves to alert users to any special characteristics of the record, or to anything other users should be aware of when working with the record.
__________________________________________________________________
Tab "Administration"
The "Administration" tab contains information about the time validity and visibility of the given record in the code list (data list). The validity of a record is defined by a range of calendar years. Within the specified range, the record is valid; outside that range, the record is not valid and will not appear in the code list at all. By restricting validity, you ensure that users are not slowed down by having to scroll through obsolete records during routine use of the code list.
Because time validity is tied to calendar years, it does not correspond to fiscal accounting periods.
Valid from: The calendar year in which the record's validity begins.
Valid to: The calendar year in which the record's validity ends.
If you require unlimited validity for a record, do not change the default value of "0" in the Valid from field or the value "9999" in the Valid to field. The record will then be usable in all calendar years and will appear in the list for every calendar year.
If you set both the Valid from and Valid to fields to "2016", the record will only be usable in 2016, meaning it will only be visible in the list during that year (see accounting period in the sidebar navigation header).
__________________________________________________________________
Related
Documents