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We will now see how we can use the copy function on
Tag Templates to make life a lot easier.
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So the idea is to use the Copy function from the
Tag Template, not here.
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For our example, we will use Tag 29 as the basis
for copying. Before we do that, we look at our Layout Preview to get a
perspective.
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When we look at the row for 'Rent and Utilities',
it is fair to say that all the columns for
this row logically do the same thing, except that
they report a different Value, i.e. use a
different Name. Therefore, we should be able to
copy Tag 29 across to the other
columns, and then just make a single change on each
of those cells, rather than having
to do the full Tag Template from scratch in each
case.
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Now we should visit each of the Tags that we have
copied to, and make the required single change.
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This Tag can use the same Template as the previous
Tag, except that it reports the Budget number for the Current Month. All the
other settings can remain the same.
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All of these settings remain unchanged, as copied.
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And the same applies for the next one. We can
lookup the name in each case, or if we know it, we can just edit the value.
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The next observation is that Tag 29 can also be
used to copy to the Tags down the column, because all of these Tags down the
column do the same thing, i.e. report the Current Month Value, and the only
difference in each case is that different GL Accounts are selected from a
different ISPOS Flag.
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We may note from the Tag Numbering, that all the
Tags that we are going to copy "TO" are neatly separated by 5, which
will make it easy to select from the Tags list.
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So it will be every Tag plus 5 from Tag 29,
starting with 34.
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And now we will visit each Tag that we have copied
to, and make any changes that are required.
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In fact, all the settings are correct, except for 1
required change, and that is the ISPOS Flag that determines which GL Accounts
will be selected for this answer.
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For this Tag, we choose the ISPOS Flag that will
select all the GL Accounts related to 'Bad Debts'.
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And, of course, we will do similarly for the other
Tags that we have copied to.
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Next, we make the observation that Tag 69 is a
Total of other Tags, i.e. the Tags in the same column, from 29 to 64 above.
That's very much the same thing as applies to Tag 70, which uses Tags 30 to 65
in that column. So we can copy Tag 69 across to the other Tags in this row, and
by using RELATIVE tag addressing, we will have no changes to make. What do we
mean by this? Simply that with relative Tag addressing, when Tag 69 is copied
to Tag 70, the system will see that Tag 70 should use the Tags in it's own
column to make the total, rather than the Tag numbers listed in the column
where Tag 69 is.
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Note the 'relative' Tag addressing. If it's
'absolute' then the system must copy the Tag Numbers as they are, but when it's
relative, then the system may change the Tags numbers that are copied to the
relatively positioned Tag numbers to be used by the Tags that we are copying
to.
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We observe that the original Tag uses Tags starting
from 29 for it's Total.
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Whereas Tag 70, which we copied to, already has the
correct range of Tags to use for it's Total, and this is due to the 'relative'
addressing of the Tag copied from. Which means that in this case, we have no
changes to perform on the Tags that we have copied to.
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It all boils down to saving time and effort when we
use the 'copy' function smartly.