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Shortcuts in data entry


Windows conventions of “CTRL C”, COPY and “CTRL V”, PASTE function in KEY. To copy a block of text from one area to another, highlight the information, press CTRL and C. Click where you want to place it and click CTRL V.

Quick Cheque or Invoice Totals

Let KEY Accounts do the addition for you! When entering a Purchase Payment, Sales Receipt, Bank Payment or Bank Receipt with more than one line double-clicking the Chq, Inv or Trans Total box will enter the total of all the lines of the transaction.

Credit Notes

In Daybook Purchase invoices and Sales invoices (created in Entries) can be turned into credit notes.

Search and List

The F2 and F3 keys can be used to find Supplier, Customer or Nominal codes.

Pressing F2 will bring up a LIST of codes ordered alphabetically by CODE. e.g. Typing “B ” and pressing F2 will bring up a list of codes starting at the letter B.

F3 will bring up a search box. It will search the Full Name of the codes for the text entered in the box and display a list of codes containing the search string.


In KEY Accounts you can move the cursor from box to box using the “TAB”key. If you want to go back to a box hold down the “SHIFT” key and press TAB until you return to the box you require.

If you TAB to a box the information will be highlighted and OVERTYPED. If you mouse-click in the box the information will be added to.

Pressing Alt plus the underlined letter on a button actions that button. In the screen below

  • ALt+O saves the information
  • Alt+C cancels screen
  • Alt+D deletes information
  • Alt+N calculates the nett VAT if Gross figure entered in Net box

Other Keyboard Shortcuts

  • Windows - launches Start Menu
  • Windows + D - displays the Desktop.
  • Windows + E - launches Windows Explorer.
  • Alt + Tab - switches between open programs
  • Alt + F4 - closes current program

Quick Date Entry

In any date box in KEY Accounts the program defaults to the current date, so if today is 1st March 2005 entering 02 will produce the date 02/03/2005. Entering 0201 will produce the date 02/01/2005. Entering 020104 will produce the date 02/01/2004. There is no need to enter any dashes, full stops or slashes as these are automatically entered by the program.

Sort Codes

When adding a sort code to customer/supplier details simply add the numbers, dashes are added automatically.

Import from Excel shows figures as opposites.

When exporting a Budget from Excel into KEY the trading cost figures need to be minus figures in Excel. This then displays them in KEY as positive figures but they are treated as negative costs.

Trial Balance is out of balance.

If a message is displayed saying that the TB is out of balance, running a Rebuild in Utilities will most often fix this problem. If not, run Verify in Utilities and edit any transactions mentioned to correct the error.

The Old Year is not showing on Launchpad.

After running the year end procedure, go to Launchpad, highlight any company and press F5 on the keyboard to refresh the list of companies.

Cannot trace items in Bank reconciliation screen.

At the bottom of the screen the Summary button will change to Detail if you click on a payment or receipt figure which includes more than one item. Click on the Detail button and then look again at the payment or receipt. More lines will have appeared showing all those transaction numbers using the same electronic payment number or paying-in-book number. If an item needs unhooking from the others, unreconcile the whole payment or receipt and postpone the bank statement. Edit the transaction and change the cheque number or payslip number so that it is different to the others. Return to the bank statement and reconcile the corrected item.