28.2.2 Using System Supplied Values

When typing repetitive or common data, the system can help by supplying default values or copying values. Default values are common values for fields as defined in the data entry form. To display the default value for a field, move the cursor to the field, leave the field blank and press the RETURN key. If a default exists for the field, that value is displayed and the cursor moves to the next field. Fields that don't have default values remain blank.

To display the default value for a field that contains data, the field must first be blanked out by filling the field with spaces (if you leave the field, remember to press the UP arrow key to return to the field), or by typing the "kill" key (usually defined as @). Pressing the "kill" key clears the current field to blanks and moves the cursor to the start of the field. Once the field is blank, pressing the RETURN key displays any default for the field.

When typing repetitive data (i.e., vendor master records containing the same city), the information entered in a field can be duplicated from the previous record. For example, when entering vendor master records containing the same city, after the cursor enters the City field, leave the field blank and press the LINE FEED key. The last value stored for this field (the city of the previously entered vendor) is displayed and the cursor moves to the next field.

Some of the data entry forms contain control number fields. These fields are used to uniquely identify records within the file. You are responsible for choosing the identifiers. To assist in this task, the system can display incremental numbers as default values for these control number fields. This is done by entering and storing the first record which contains a unique identifier. When entering this field, pick an identifier that ends with a string of digits. Some good examples are:




We recommend that the identifier include a portion of the date to aid in sorting. You can use up to fifteen charaters for your identifiers.

After you have completely entered the first record, the first screen is redisplayed and the system is waiting to start a new record. When the cursor is in the control number field, leave the field blank and press the RETURN key. The next control number is displayed.

This incrementing feature only works within one data entry session. If you exit the screen and return to the data entry form later, you must re-enter a new starting control number. This can be the next number in the sequence or an entirely new number. For example, you start a data entry session and enter the starting identifier of PO*8704-00050 along with your first record. Then you use the incremental defaults to enter records with identifiers PO*8704-00051, PO*8704-00052, and PO*8704-000528. At this point you exit and return to the menu. Later, when you start entering more records, you enter either the next identifier in sequence, PO*8704-00054 or some other sequence, if so desired.