Within Arrow there are a variety of different methods to search for codes and data during data entry. Considerable time can be saved trying to locate codes or data once you are familiar with the various searching techniques. Shelley Lewis, Consultant at EBS, discusses these methods.
Using the ~ search key:
This search is achieved by using the ~ key and then entering a valid code from any one of the groups below.
Customer Type, Stock Category, Supplier Type, Job Type, Payroll Code, Income Codes, Expense Codes, General Ledger Account Type, Fixed Asset Types.
For example, if you wanted to search only on stock codes that belonged to a stock category PA (paint) you would key in ~PA and then either click on the drop down box at the end of the field or use the F4 key. This would display a page of stock codes belonging to the paint stock category as illustrated below:
Using the @ search key:
- “Character String” searching, can search for records that contain part of a word, or specific characters, this search can be done on any of the following, by using the @ symbol:
Debtor Name, Creditor Name, Stock Description 1st and 2nd Lines, Income Code Description, Expense Code Description, Stock Code, Employee Full Name, Job Description, General Ledger Account Description, Fixed Asset Codes.
For example, if you wanted to search for all the GLOSS paint stock items, the first line of stock description indicates whether it is a GLOSS, SATIN, or FLAT finish.
To search for all items that had GLOSS anywhere in the description, you would enter @GLOSS then either click on the drop down box at the end of the field or press F4. A page of stock items that had GLOSS in the description would appear.
Another example would be, if you wanted to search for a customer “DJ Smith”. To achieve this search, you would enter @SMITH then either click on the drop down box at the end of the field or press F4. A list of any customer with the word SMITH in the name will appear.
- “Transaction/Record String” searching for transactions/records that belong to a particular specific debtor or creditor can also be done using the @ symbol.
This can be used in purchase orders, sales orders, debtors’ invoices, creditor’s invoices, and credit notes both in debtors and creditors.
For example, let’s say you wanted to search for all the sales orders for debtor EVERYTHING SHOP, to achieve this you would type @EVERY in the Sales Order number field and then either click on the drop down box at the end of the field or press F4. All the sales orders for debtors whose name included EVERY would then be displayed as per below:
Using the ! search key:
Searching for records by the postcode. You can enter characters to be included in a postcode search by using the ! character. For example, you can use !3000 in a debtor code field to see all the debtor records with the postcode of 3000. A !3000 search from the Job Code field will search for all current jobs for customer code 3000.
Searching for Sales Orders by description. To search Sales orders by description, enter the ! character followed by part of the sales order description then either click on the drop down box at the end of the field or press F4.
Using the & search key:
Searching for records by the Phone Number. You can enter characters to be included in a Phone number search by using the & character. For example, you can use &039866 in a debtor code field to see all the debtor records with the phone number containing 039866. This search also applies to the searching of sales orders for a particular customer or customer order number.
Using the ^ search key:
To list the records at the end of a file, you can start a search from the most recent records entered into a file. For example, if you wanted to display the last creditor invoice entered, you can type ^ in the Invoice Number screen and then either click on the drop down box at the end of the field or press F4 and the last page of invoice entries will appear.
Stock Item Specific Search Functions:
With the cursor in the Stock Code field, the following string searches can be used to locate the appropriate stock item.
@XXXX Display items which contain “XXXX” in the stock description line 1 and 2. Eg. @BLUE will return all items with “blue” in the description line 1.
&XXXX Display items which contain “XXXX” in the stock code. Eg. &4LTR will return all items with “4LTR” in the stock code.
!XXXX Display items which contain “XXXX” in the Alternate Stock code. Eg. !CN4B will return all items with “CN4B” in the Alternate Stock Code.
|XXXX Display items which contain “XXXX” in the Suppliers Stock code. Eg. |123 will return all items with “123” in the Suppliers Stock code.
Once the required search and text string has been entered, either click on the drop down box at the end of the field or press F4.
Fast Inquiry on a code
When entering a specific code in a screen, the DATAVIEW icon clicked twice, or the F4 key pressed twice during data entry takes you to an inquiry screen. For example, when entering a debtor’s invoice for a stock item, if the dataview icon or F4 key is clicked twice on the stock code field the stock item inquiry program will appear.
By Shelley Lewis, Consultant at EBS
About Evolution Business Systems (EBS) http://www.ebsys.com.au
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Evolution Business Systems (EBS) specialises in business management solutions that give you the freedom to focus on your business. Melbourne based EBS does this by automating your core business processes and integrating your specialist business applications to deliver the right financial management solution. With deep expertise in leading financial applications including Microsoft Dynamics NAV and Arrow Financials, EBS works beside clients to ensure their software solves problems rather than creating more. EBS has a detailed implementation strategy that is tailored to customers in terms of timelines, requirements, risks and responsibilities. While it does not sell or support hardware or site network environments, EBS informally partners with selected specialists in these areas to provide clients with a “total solution”.