A macro is an editable key combination that enters predefined data rapidly. You can create new macros and edit them to meet your office’s needs. Macros are useful to enter data that is often required by your office. For example, if many of your local clients use the same bank, you can set up a macro that will enter the bank name every time you press a shortcut key combination.

Macros can be updated from the prior year, using the Last Year Data menu.

Watch the video Macros for a demonstration.

Setting Up Macros

To implement macros you will need to go to the Setup Macros dialog box located by going to Setup > Macros. Select the desired Hot Key combination in the list of available hot keys. Press Enter or click Edit to open the Edit Macro screen for your selected hot key. On the Edit Macro screen,

• Enter the operation symbols desired directly. When it's completed, Save the macro, or Cancel it if desired.

• Alternatively, click Record and you can enter operation symbols for the actions listed below by using the permanent program hot keys for them, as well as enter symbols directly:

  • The Enter key or the Tab key inserts the “field forward” (>) operator.

  • Shift + Enter or Shift + Tab inserts the “field back” (<) operator.

  • ALT + D inserts the “date” ([D]) operator.

  • ESC inserts the “escape from screen” (~) operator.

  • Ctrl + N inserts the “heads-down mode” (#) operator.

• Click Stop to stop recording. After you stop recording, you can Save or Cancel the macro, or click Record to continue recording.

For example, the macro EF>#28>X>#~ would open the EF screen (EF>), toggle heads-down data entry mode to ON (#), go to field 28 (28>), select the box to Suppress Federal/State EF and all Bank Products (X), toggle heads-down mode to OFF (#), and save the data, and escape the EF screen (~).

List of Symbols

Symbol	Action
<	Move cursor back one field. If the symbol is inserted in front of selected data in a macro, the program moves the cursor back one field from the active field before inserting the data. If inserted after the data, the program inserts the data in the active field then moves the cursor back a field. To move two fields, enter two symbols.  Recording combination: SHIFT + ENTER or SHIFT + TAB
>	Move cursor forward one field. If the symbol is inserted in front of the selected data in a macro, the program jumps ahead one field from the active field before inserting the data. If inserted after the selected data, the program inserts the data first, and then moves the cursor forward a field. To move two fields, enter two symbols. Recording combination: ENTER or TAB
~	Escape. If the symbol is inserted after the selected data in a macro, the program inserts the selected data, saves the data, and exits the screen. Recording combination: ESC
[D]	Insert date. If [D] is part of a macro, the program enters the current date into the active field. Recording combination: ALT + D
#	Open heads-down data entry mode. If the (#) symbol is inserted after the selected data in a macro, the program enters the data then activates heads-down data entry. To have heads-down closed from the macro, add a second (#) symbol. Recording combination: Ctrl + N
*	Bypass the Existing Forms List when performing the task set by a macro. Enter an asterisk (*) only once in any macro, and place it at the beginning of the macro. (When you open a screen that has multiple records, an Existing Forms List is displayed, and you have the choice of selecting an existing record or creating a new one. To bypass the New Record option and open the first record listed, enter the (*) symbol in front of the macro. For example, *C opens the first Schedule C record. To open the second record, enter a 2 inside brackets ([2]), thus the macro *C[2] opens the second C screen, *C[3] opens the third, etc.)
[New]	Perform the assigned task on a new record. For example, *C[New] opens a new C screen. The asterisk (*) bypasses the Existing Forms list. It must be present for the [New] function to work properly.
[Home]	Return to first field on a screen. If [Home] is inserted into a macro, the cursor moves to the first field on the screen.
[End]	Move to last field on a screen. If [End] is inserted into a macro, the cursor moves to the last field on the screen.
[FF:#]	Cursor jumps ahead a prescribed number of fields. For instance, [FF:5] jumps the cursor ahead five fields. This macro is not compatible with macros that use, or are initiated in, heads-down mode.
[FB:#]	Cursor jumps back a prescribed number of fields. For instance, [FB:5] would jump the cursor back five fields.
[FJ:#]	Cursor jumps to the prescribed field number. For instance, [FJ:25] would jump the cursor to field # 25. (Obtain field numbers by viewing the screen in heads-down mode (press Ctrl+N)). This macro is not compatible with macros that use or are initiated in heads-down mode.
+	Prevent a macro from clearing a flagged field.
[PAGEDOWN]	Move to the next screen in a list. For instance, in a return with several W2 or 4562 screens, press the macro to move from one screen to the next.
[PAGEUP]	Move to the previous screen in a list. For instance, in a return with several W2 or 4562 screens, press the macro to move from one screen to the next.
[NEXTTAB]	Move from one linked screen to the next linked screen. For instance, for clients who receive a K-1 from a partnership, press the macro and go from the 1065 K1 12-20 tab to the Add’l entries tab.
[PREVTAB]	Move from a linked screen to the previous one. For instance, for clients who receive a K-1 from a partnership, press the macro and go from the Add’l entries tab to the 1065 K1 12-20 tab.
[?]	Pauses to wait for input.

Executing Macros

You can execute an existing macro in a data entry field by using the assigned hot key combination, or by opening a list of macros.

To insert macro data, place the cursor in the field and press the applicable shortcut key (macro) combination.

To view available macros, press Ctrl+ Shift + M from within a field. The Data Entry - Macros window is opened. To insert macro data from the list in the Data Entry - Macros window, select a macro from the list and click Execute (or double-click the row). The Data Entry - Macros window is closed automatically.

Permanent Program Macros

For a list of permanent program shortcut keys, see Drake Tax - Hot Key Shortcut List.