Record Entry: General Information

In the following sections, you will find an overview of the MYOB Acumatica forms. You will learn about types of records that are used in MYOB Acumatica. You will also learn about navigating to forms, as well as creating, copying, and viewing records on the forms.

Learning Objectives

In this chapter, you will learn how to do the following:

  • Navigate to a form to enter a record
  • Create a new record on a form
  • Copy an existing record and use the copy to create a new record on the same form

Applicable Scenarios

You enter a record in any of the following cases:

  • You need to create a record from scratch (such as an AR invoice, a GL transaction, a customer, an employee, or a stock item).
  • You need to create a record by using a template or copying an existing record.

Records in MYOB Acumatica

Much of the work that most users do in the system involves creating and working with records: objects in the system that can be created by a user or automatically. A record can be categorized as any of the following:
  • Transaction: A record that represents the exchange or movement of money, goods, or services. Examples of transactions include change orders, bank deposits, and inventory issues.
  • Document: A record that traditionally was represented by a paper document that served as proof of a particular type of transaction. Examples of documents include sales orders, invoices, and payments.
  • Profile: A record that holds the basic settings of a person, company, or entity when no exchange or movement is involved. Examples of profiles include customers, employees, inventory items, fixed assets, credit terms, and projects.
  • Class: A special type of record that holds the settings of a particular group of profiles and is used to group profiles of the type that share common characteristics. Classes are used for reporting purposes and for providing default values during data entry of individual records. Examples of classes include item classes, customer classes, vendor classes, lead classes, opportunity classes, and account classes.

Navigation to a Form for Creating Records

You can create a new record in any of the following ways:

  • From a workspace: Record creation forms are generally listed under the Transactions and Profiles categories in workspaces. If you click the link with the name of the form, the system opens the list of records created by this form. If you instead click the New button right of the link with the name of the form, the system opens the corresponding form, where you can create a new record. For details, see The MYOB Acumatica UI: Process Activity.
  • From the corresponding list of records: Lists of records are generally listed under the Transactions and Profiles categories in workspaces. If you click the link with the name of the record creation form, the system opens the list of records created by this form. In the table, you can then click a link to a particular record, and the system opens the corresponding form.
  • From the Search form: Forms for record creation are generally listed under the Transactions and Profiles categories on the Menu Items tab of the Search form. If you click the link with the name of the form, the system opens the list of records created by using the form. If you instead click the New button right of the link with the name of the form, the system opens the corresponding form, where you can create a new record. For details, see Search Capabilities: Process Activity.
  • By clicking a link of a form ID of a form that is mentioned in a Help topic: When forms are mentioned in a Help topic, you may see a form ID enclosed within parentheses, such as (SO301000). You can click the form ID to open a data entry form to create a new record.

Entry of the Settings of a Record

In MYOB Acumatica, you can enter the needed settings of a record in the following ways:

  • By manually entering all relevant settings: Starting with a blank record creation form except for the elements filled in with default settings, you fill in all necessary elements of the record.
  • By using the Copy and Paste menu commands: You can copy and paste a record of the same type (that is, created on the same form) and change or enter additional settings as needed.
  • By using a template or class: You select a previously created template or class for the new record, and the system fills in some settings of the record based on the settings of the template or class. You then enter or edit any needed settings.
  • By using a specific command: Some data entry forms provide a specific command on the More menu of the form to copy the existing record to a new one. For example, the Copy Order command on the More menu of the Sales Orders (SO301000) form can be used to copy the selected order.

If you create a record by copying another record or use a template or class, you can create records much more easily because you need to fill in or change fewer settings. For applicable forms, you can find the copying and pasting commands and a list of templates in the Clipboard () menu on the form toolbar. For details, see To Copy a Record's Contents to a New Record and To Create a Record by Using a Template.

For more information, see Copy-and-Paste Options and Record Templates.