The Ledger : records

Make it Feel Like Home: Change Field Names

Jennifer Maroney — Thu, 19 Feb 2009 12:11:00 GMT

What's in a field name? That which we call department by any other name would still report the same. OK, so I am not Shakespeare. If you are tired of continually translating field names on reports and records for coworkers because the names do not match your org's terminology, I have the thing for you...simply change the field name. So it is not that simple since you can't rename all fields, but there are several you can, which can make your life easier. The simplest way to know if the name can be changed is to follow the steps below; if the Display as field is yellowed out, you can't change the name.

Follow these steps to change the field name or check if the name can be changed:

In Configuration, click Fields.
Highlight the record type.
Locate the field name to change.
In the Display As column, enter the new name for the field.
Note: The new name can't be more characters than the original name. If it is, the new field name will be cut off on records and reports.

Stay tuned for more helpful hints to make The Financial Edge feel more like... home.

Talk to you soon!

The Ledger Lowdown: Define a Default Fiscal Year

Jennifer Maroney — Mon, 05 Jan 2009 12:30:00 GMT

When you view the Activity tab of an account, grant or project record, do you have to select the fiscal year each time? Save yourself a step by defining a default fiscal year. Here's how:

Select Tools, Options from the menu bar.
Select the Records tab.
Highlight Account Activity, Grant Activity, or Project Activity.
In the Setting column, select Last fiscal year, This fiscal year, or Next fiscal year from the Default Fiscal Year drop-down list.
Select any other appropriate options.
Click OK.

Talk to you soon!

Need a Reminder?

Jennifer Maroney — Fri, 14 Nov 2008 11:32:00 GMT

With everything on our plate these days, we could all use a little help. What would you say if I told you there is an option in FE to create a message that would pop up when anyone opens the specific record? Hopefully you're saying, "WOW that would be awesome! I know just how I can use that!" Even if you're not sure how you can use it right now, keep reading because it's a nifty tool.

Annotations can be added to several types of records such as accounts, assets, clients, employees, invoices, and vendors. When you add the annotation, you have the option to Display the annotation automatically. Marking this checkbox means that any time someone opens the record, the annotation will pop up in front of the record. In AR, PY, and SB you have the additional option to Display the annotation automatically on transactions. This checkbox displays the annotation when anyone adds a transaction to the specific record. When you select the record name on a charge, for example, the message pops up in front of the charge.

Here's how to add an annotation:

Open the record type to which you want to add the annotation.
Select Edit, Annotate from the menu bar or press Control + T on the keyboard.
Enter the appropriate message or note.
Mark the Display annotation automatically checkbox, if appropriate.
Mark the Display annotation automatically on transactions checkbox if it is available and appropriate.
Click Save.

Do you currently use annotations or plan on using them? Let other readers know by leaving a comment. Sharing your ideas will help other readers (organizations) learn how they can utilize this cool feature and perhaps save time in the process. Talk to you soon!

Payroll Post Notes Time Saver: Globally Add Records to Employees

Jennifer Maroney — Mon, 16 Jun 2008 12:01:00 GMT

The top question asked last month was how to globally add compensation types, attendance information, and events. Since a lot of people are asking this question, I thought it would be a good topic to cover. Globally adding records is a great way to save time and your wrist when you need to add the same record to a large number of employees. You can globally add the following records:

Pay Type
Benefit
Deduction

Attendance Record
Attendance Plan
Event

Pay types, benefits, and deductions can be added for one calculation or with a schedule for multiple calculations.

I strongly recommend creating a backup of your database right before globally adding or changing anything in your database. This is one of those processes that can only be reversed by manually correcting each record, which defeats the purpose of the shortcut, or restoring to a backup, which will cause you to lose all data entered after the backup was made (hence the backup right before the change).

Just so you know, the last paragraph was not meant to scare you completely: I just want to make sure you're prepared in case you find an error after clicking Process Now. As long as you take your time and verify the records that will be changed before processing, you'll be fine .

Ok, now that the standard warnings are out of the way, let's get to the fun stuff and don't be scareI. It is a great tool. Here we go:

In Payroll Processing, click Create Group Assignments.
On the Options tab, select to Assign new records to employees.
Select the appropriate field from the Assign new drop-down menu and the appropriate ID or code.
On the Assignment Grid tab, select the records to include or click Select All.
Note: Depending on the pay type and defaults defined, additional information, such as hours or amounts, may be required.
After you verify the records and information are correct on the Assignment grid tab, click Process Now.

The process may take a while to complete depending on the number of records to be updated. If you are adding a record to a large number of employees, you may want to run the process overnight.

On a side note, since the only way to undo a global change is manually updating records or restoring to a backup, I recommend granting Global Change security rights to only a handful of users. This way you will be able to more easily monitor who uses the tool.

Talk to you soon!

Where's Waldo's Transaction?

Jennifer Maroney — Thu, 12 Jun 2008 13:13:00 GMT

Have you ever found yourself in a situation where you're looking for a transaction but it's missing from the Activity tab of the record? You know the charge exists because you're the one that added it or you've seen it before, but where did it go? Where's Waldo's transaction?

Well, the good news is you don't have to search the line at the theme park for it . If the transaction was posted and then deleted, all you need to do is adjust your user options to view deleted transactions.

To view the deleted records, select Tools, Options from the menu bar. On the options screen, select the Records tab, highlight Activity, and mark the Show deleted transactions checkbox. After you click Apply and then OK, open the record and the transaction will now show.

Remember, this change is only for your user name. If you hear your coworkers asking "where's Waldo's transaction," impress them by adjusting their user preferences and leave the Waldo searching to the kids.

Talk to you soon!