Guides

Set form defaults

Form defaults are optional. They can be used to set:

  • Standard content for almost any field, including custom fields
  • Standard checkbox options
  • Unique custom themes

Form defaults apply only to the form for which they are defined, but they can be set for forms in every Manager tab except Billable Expenses (because there is no separate form), including recurring versions (where available):

  • Bank accounts
  • Cash accounts
  • Payments or receipts
  • Inter account transfers
  • Expense claims
  • Sales quotes
  • Sales and purchase orders
  • Sales and purchase invoices (ordinary and recurring)
  • Credit and debit notes
  • Delivery notes and goods receipts
  • Inventory transfers and write-offs
  • Production orders
  • Payslips (ordinary and recurring)
  • Billable time entries
  • Journal entries (ordinary and recurring)

Form defaults can also be set for subsidiary ledgers:

  • Customers
  • Suppliers
  • Employees
  • Inventory items
  • Fixed and intangible assets
  • Capital accounts
  • Special accounts

Note
Form defaults can only be set for transaction forms and subsidiary ledgers related to functional tabs already enabled through the Customize link.

Examples
Standard terms and conditions can be set up in a custom field for sales invoices. These will appear on every new sales invoice.

If only one bank or cash account exists, or is most regularly used, it can be pre-selected as a form default for receipt and payment forms.

If a sole proprietorship only enters expense claims by its owner, the owner can be selected as the expense claim payer.

Late payment fees on sales invoices can be set up in advance.

The Title of sales quotes can be changed for all future quotes by entering a new one as a form default.

Currencies can be chosen in advance for specific transaction types.

Inventory write-offs can be set up to always debit a specific expense account.

Setting or modifying form defaults

To set or modify a form default, click Settings, then Form Defaults:

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Click Edit beside the form or ledger category for which you want to set or modify default content or custom theme:

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A copy of that form or ledger entry appears. Enter content in any field except Date (on any form) or Type(on the receipt or payment form). Both will be overridden. Check any option box. Add lines, if available and necessary. (Visible fields and options depend upon tabs you have enabled and settings you have entered elsewhere in the program, just as they would when entering a normal accounting record.)

You can set a default Custom theme for a transaction form if you have activated at least one theme besides the automatically activated Plain theme. Check the box and choose an active theme in the dropdown list:

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Click Update to save your new defaults.

Applying form defaults

Form defaults are applied automatically. Exact behavior depends on the specific action:

  • Whenever a new transaction form is created, the default content and custom theme appear. Both can be edited or augmented, either before clicking Create or afterwards by editing. If no default custom theme is designated, new transaction forms appear in the built-in, Plain, theme.
  • When a form is cloned, content of the source form is carried forward, overriding default content.
  • When a form is copied to another type, content of the source form is also carried forward, overriding default content of the destination form type.
  • Whether generated by cloning or copying, a new destination form appears in the custom theme (if any) set as default for that form type. If no custom theme has been set as default, all forms appear in the Plain theme.
  • When a new ledger entry is created, default content will appear. (Custom themes do not apply.) Content can be edited or augmented, either before clicking Create or afterwards by editing the ledger entry.

Note
Form defaults affect only new transactions and ledger entries. They do not modify content or theme selection retroactively.

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