General Notes re our Software

All of GO Software's accounting programs work in a similar fashion and so these instructions apply to ALL of our software. In this document we use screen dumps from our Rent Master software but virtually identical functions are available in ALL of our software.

Splash Screen

When you first start the program a "splash" screen will be displayed which tells you the name of the program and the version number and date. We have a policy of continuous innovation and update for all of our products and so if the version date on your copy is more than a month old then it might be worth looking on our web site to see if there is a program update available and if so installing it.

Downloading Program Updates

To download a program update visit the download page of our web site www.gosoftware.com.au to see if there is a later program update available. There are full instructions for installing the program updates on our web site but in a nutshell all you need to do is click on the link for the program you wish to update and your Web Browser should ask you if you want to run it or save it. You should choose SAVE and then select where on your hard disk (or floppy disk) you want to save it. When it has been downloaded you can click on the OPEN button to run the program update and it will automatically install the program update for you and convert your database to the current format.

Moving Around The Screens

To help you with information on how to navigate around any one screen you can try these short cuts. (The cursor if the flashing vertical line that denotes where the text will be inserted when you type.) Please check the list of Windows standard shortcut keys listed below for more useful tips.

Main Screen


When you have the main screen displayed you will notice a box in the bottom right hand corner which will tell you the company name associated with the current database, the current date, the name of the current user logged into the database and the date and time that you last backed up your data.

In the title bar you will see the program name followed by the name and location of the database that you are currently working on. Our programs can support multiple databases for multiple companies in a similar way to the way that a word processing program can open more than one documents. The main difference is that this software can only open ONE database at any ONE time although you may open different databases on different computers or the same database on multiple computers.

Across the top of the screen you will see menus such as FILE, EDIT, INQUIRY, REPORTS, DATABASE, FIX and HELP. If you click on any of these menu items a menu will pop up under the menu item. These menus may have multiple sub-menus as well. In some cases, due to limitations in the number of total menu items that Windows can support, clicking on a menu item (eg the FIX menu) may change the screen display and the menus and you may then need to click on the FIX menu again to see the contents of the FIX menu. Click on each of these menus in turn an have a look at what functions are listed under each menu.

Under the menus you will see a number of shortcut buttons. If you point to any of these buttons a yellow tool-tip will be displayed telling you what this button is for. The buttons call up similar functions to those on the menus. It doesn't matter whether you select a function using a button or a menu as the same function will be performed. The buttons correspond to the features that you are likely to use most often.

Getting Help

The HELP menu has numerous functions which you can use to get help.

File Menu

The File Menu has options that you probably won't require every day but which are useful for setting up your system.

Database Menu

You don't often need to use the database menu as the functions here are mainly to do with system maintenance.

Finding and Selecting Data Records


When you are in a screen which enables you to edit data files you will see that the top of the screen changes and you will now have FILE, SEARCH, INQUIRY and HELP menus and the toolbar buttons will have changed as well.

The Data Navigation toolbar appears on the data entry screens and can be used to move back and forwards through the data records. In addition there are functions for creating a new data record, saving or deleting an existing record, printing a screen dump of the current screen and a function to close the current screen and move back to the main screen.

The buttons are used for (starting from the left)
[|<]Move to the first data record
[<]Move to the previous data record
[?]Do a search (usually by name) to help locate a data record
[>]Move to the next data record
[>|]Move to the last data record
SAVESave the currently displayed data
DELETEDelete the currently displayed data
CLEARClear the currently displayed data from the screen only
PRINTPrint a screen dump (not print a report)
EXITExit the current screen Display

The same functions can be found in the program menus (usually the SEARCH menu).

Entering Dates


When you see a date entry box like this one you can enter a date. If you only enter the day (eg 23) or the month (eg 23/04) then the program will assume that the rest of the date is the same as today's date and fill it in for you when you TAB out of the date field. If you enter the year using 2 digits only then the program will convert this to a 4 digit year automatically as well. You can't enter the slashes or dashes when you enter dates - you only enter the numbers. Also you must enter 2 digits for the day and the month and so for the third of May 2004 you would enter 030504 which would be re-displayed as 03/05/2004.

Using Combo Boxes


Where you see a combo box you will often also see a [?] button after it. A combo box allows you to select from a predetermined list of options by clicking on the drop arrow button at the right of the combo box. When you do this a list will drop down to show you your available choices. Sometimes this list may have a scroll bar on the right of the list. This scroll bar indicates that there are more entries in the list than Windows can display in the drop down box but you can use the scroll bar to move the list up and down.

If there is a [?] button to the right of the combo box it means that the program will allow you to jump into another screen where you can add new entries to the combo box or delete or change existing entries. When you exit this editing screen then the combo box should be automatically updated with your changes.

If you press the F4 key on a combo box the drop down list will automatically open for you (or close if it's already open) to save you having to use the mouse to drop it down.

Spin Buttons and [?] buttons


Sometimes you will see text boxes which have a spin button and a [?] button after them. This means that the data you enter is checked against another data file and must match data in that file. An example is the suburb text box where you must enter a valid suburb from the post codes file. You can enter just the first part of the suburb name and then click on the spin button (at the top to go back and at the bottom to go forward). The program will then scroll through the list of suburbs which match what you have typed. Instead of clicking on the spin button you can just press the PAGE-UP or PAGE-DOWN keys instead to move back and forwards (provided that the cursor is still in the suburb text box.

If the suburb that you want is not in the list then you can click on the [?] button to jump into the edit postcode screen and you can then add the details into the postcode file and exit that screen. You will then be able to select the new suburb and postcode that you just added. These features are used often in the program - not just for the suburb entry but everywhere that you see a spin button and [?] button together.

Printing Reports


The majority of the reports in our software are provided using Crystal Reports and are accessed through a standard report activation screen. The screen shows the name of the report selected and the output format (which should be set to DISPLAYED REPORT for normal use). If you don't want to view the report on the screen first but just to print it then you can change displayed report to DIRECT TO PRINTER. There are also other options available to export the report to an Excel spreadsheet or to a word document etc.

You can also select the number of copies that you want to print if you require more than one copy of a report.

Sometimes a date range can also be specified. If you DON'T tick the boxes next to the dates then the dates are ignored. If you tick only the FIRST date box then the report will list all data ON or AFTER the first date while if you tick the SECOND date box only then the report will list data Up UNTIL the second date while if both boxes are ticked then data between the two dates will be displayed. There is a formula box to the right of the date boxes which contains the formula for generating the two dates for each report. You can change this formula which consists of two parts separated by a comma. Each part consists of a number and a letter. The letter can be D=Days, W=Weeks, F=Fortnights, M=Months, Q=Quarters, Y=years and the number is the number of days, weeks months etc. The first part of the formula tells the system how to calculate the first date based on today's date while the second part calculates the second date. negative numbers mean in the past while positive numbers mean in the future and so -1m,1m means from one month ago to one month in the future while -7d,3 means from 7 days ago until 3 weeks in the future.

Sometimes there are also additional restriction criteria and in some cases you can change the sort order of the report (eg alphabetic by name or by code). There can also be further selection and restriction criteria available if you click the MORE SELECTIONS button.

You can change the printer on which the report is printed by clicking the PRINTER button, display or print the report by clicking the PROCEED button or cancel the report by clicking on the EXIT button.

The reports were originally designed to print on a laser printer. Some ink jet printers cannot print down the full length of the page like laser printers can. Typically a laser printer can print up to about 5mm from the edge of an A4 page on ALL sides while some inkjet printers may not be able to print any closer to either the top or the bottom of the page than 15mm or even 20mm. If you have an inkjet printer like this then you might find that you have to tick the box marked FIX PRINTER MARGINS FOR INKJET PRINTERS otherwise some reports may spill each page over onto two pages and so wasting a lot of paper. If you find a report that does this on your printer then it is a good idea to let us know the report name (printed in the bottom left hand corner of the report) and what type of printer you have and we will attempt to redesign the report so that it no longer causes a problem with your printer.

Standard Windows Key Functions

These are STANDARD windows functions that will work in virtually ANY and ALL Windows based programs and so it is well worth getting to know these shortcut keys.

ALT + ENTERView properties for the selected item
ALT + ESCCycle through items in the order they were opened
ALT + F4Close the active item, or quit the active program
ALT + SPACEBARDisplay the System menu for the active window
ALT + TABSwitch between open items
ALT + Underlined letter in a menu nameDisplay the corresponding menu
BACKSPACEView the folder one level up in My Computer or Windows Explorer
CTRL while dragging an itemCopy selected item
CTRL + ASelect all
CTRL + CCopy
CTRL + DOWN ARROWMove the insertion point to the beginning of the next paragraph
CTRL + ESCDisplay the Start menu
CTRL + F4Close the active document in programs that allow you to have multiple documents open simultaneously
CTRL + LEFT ARROWMove the insertion point to the beginning of the previous word
CTRL + RIGHT ARROWMove the insertion point to the beginning of the next word
CTRL + SHIFT with any of the arrow keysHighlight a block of text
CTRL + SHIFTwhile dragging an item Create shortcut to selected item
CTRL + UP ARROWMove the insertion point to the beginning of the previous paragraph
CTRL + VPaste
CTRL + ZUndo
ESCCancel the current task
F2Rename selected item
F3Search for a file or folder
F4Display the Address bar list in My Computer or Windows Explorer
F4Drop down or close the list part of a combo box
F5Refresh the active window
F6Cycle through screen elements in a window or on the desktop
F10Activate the menu bar in the active program
LEFT ARROWOpen the next menu to the left, or close a submenu
RIGHT ARROWOpen the next menu to the right, or open a submenu
SHIFT when you insert a CD into the PCPrevent the CD from automatically playing
SHIFT with any of the arrow keysSelect more than one item in a window or on the desktop, or select text within a document
SHIFT + DELETEDelete selected item permanently without placing the item in the Recycle Bin
SHIFT + F10Display the shortcut menu for the selected item
Underlined letter in a command name on an open menuCarry out the corresponding command
Windows + Dminimises/restores ALL open windows to show/hide desktop
Windows + EOpens Windows Explorer
Windows + FOpens Find Files
Windows + RSame as START then RUN
Windows + TABSimilar to ALT-TAB but on the Task Bar