Training Overview
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1. Common Aspects
1)
Common Data
2)
Toolbar
3)
Right Click Menu
4)
Creating Filters
5)
Monthly Movements
6)
Selecting Columns
7)
Sorting data
8)
Date Lookup
9)
Function Keys
10)
List and Detail Windows
11)
Splitting Grids
12)
Auto Column Sizing
13)
Copy Data Grid
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1.1 Common Data
Information held under Setup menu is common to all companies that use the application. They are:
- Accounts
- Account Types
- Analysis 1
- Analysis 2
- Analysis 3
- Budget Phasing
- Currencies
- Employees
- Financial Report Structures
- Price Lists
- Product Sales Pricing
- Projects
- Report Sets
- Texts
- Time Log Activity
- Trial Balance Structure
- Units of Measure
- VAT codes
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1.2 Toolbar
Use the above toolbar to:
- 'Add' or 'Delete' table records;
- navigate table records with 'First', 'Previous', 'Next', 'Last';
- 'Sort' table records in 'Ascending' or 'Descending' order;
- apply a 'Filter' or 'Clear a Filter' on table records presented;
- 'Print' and 'Print Preview' reports;
- present 'Detail' or 'Monthly Movement' windows;
- review or add 'General Notes' related to the 'active' document;
- perform 'Column selection', use an existing layout or save a column layout;
- 'Requery' the database to get the latest data;
- 'Column Total' produce a total of the selected numeric column;
The same options exist under Menu|Records.
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1.3 Right Click Menu
When a data window is opened, use the right mouse click to show the context menu.
Refer to Menu|Records in the User Guide for details on the majority of these options.
Use 'Print' and 'Print Preview' to open the 'Print Selection' window for the currently selected area.
Use 'Help' to open the relevant section of the Help system.
Use 'Quick Filter' to only show records with a specified value.
A second menu is presented allowing for the condition of:
= Equal To
# Not Equal To
< Less Than
<= Less Than or Equal To
> Greater Than
>= Greater Than or Equal To
to be specified for the selected field value.
Second and subsequent 'Quick Filters' can be applied to further reduce the number of records displayed; with each 'Quick Filter' linked to previous filters by an 'AND' condition.
When a sort order has been set under 1.6 Selecting Columns, you can select a numeric column and then select 'Sub Totals by Sort' to open a new window showing the selected numeric data summated by the 1 to 3 sort criteria. This is a powerful reporting facility that is not available under the Records menu.
Note: A quick way to close a window is to press the 'Esc' key.
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1.4 Creating Filters
To create complex filters or to view the 'Quick Filter' condition use 'Set Filter', either via:
- selecting menu option Records|Set Filter, or
- click the 'Set Filter' icon in the toolbar
With the Set Filter window open, users can either:
- edit or type in a complete filter condition under the 'Edit' attribute
- select a 'Report Set' from the drop-down list
- click the 'Build expression' to open a window allowing users to build a filter condition
- select 'Save As' to save the filter expression as a 'Report Set' for future use
Whatever method is chosen, click 'Apply' to apply the filter condition.
Build Expression
1) select the attribute name that you wish to filter on - here 'DTYPE' for Document Type.
2) set the 'Operator' under the 'Ops' prompt - here '='.
3) enter the 'Value' required (or not required) in the records to be displayed - here 'Invoice'.
4) click 'Add' to place the condition into the 'Criteria'.
5) if additional criteria are required, click 'AND' or 'OR' to set a logical link.
6) return to Step 1) to continue adding filter criteria.
7) when finished building the filter criteria, click OK to return to the 'Set Filter' dialog.
8) click 'Apply' to apply the filter condition.
The above shows the result from applying the Filter. Only Sales Orders of Type 'Invoice' for 'Customer 1' are shown.
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1.5 Monthly Movements
From certain 'List' and 'Detail' windows, General Ledger amounts can be viewed in monthly movement format.
Select a data row (table record) and press F4 to open the Monthly Movements window.
Instead of F4 users can also do one of the following:
- use menu option Records|Monthly Movements
- right mouse click then 'Monthly Movements'
- click the 'Open Monthly Movements' icon in the toolbar
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1.6 Selecting Columns
For certain 'List' and 'Detail' windows, users can set the columns that are displayed.
To open the 'Select Columns' dialog, either:
- use menu option Records|Columns
- click the 'Set Grid Columns' icon in the toolbar
High-light the column(s) to be displayed (hold down the Ctl key for multiply columns) under the left hand list of attributes and then click 'Add' to move them to the list of columns to be displayed. Alternatively, high-light a column(s) under the right hand side list of columns to be displayed and click 'Remove'.
Use 'Display All' to move all columns not currently displayed across to the displayed list of columns.
Having selected a single column to be displayed, use 'Up' and 'Down' to change its position in the list of columns to be displayed.
Set a Sort Order (upto 3 levels) by selecting attribute (field) names; and setting if it is to be in descending order. Otherwise ascending is assumed.
The requested columns are saved when you close the window and are used when the window is next opened.
Column positions can be moved.
1) high-light the column heading.
2) drag the column to the left or right.
3) release the mouse when the column is in the desired position.
Note: that columns used in a sort have '
italic
' headings.
When the column layout is finished, it can be saved for later use.
Click the 'Save Grid Columns' toolbar icon to open the 'Save Grid Columns' window.
Give the grid column layout a name and click 'Save Layout'.
Alternatively, to update an existing layout, select it in the list prior to clicking 'Save Layout'.
The layout designated as 'Default' is the layout used when the data window is opened.
To swap to an already existing layout, select the desired layout named in the drop-down list of the toolbar.
These layouts are individual to each user.
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1.7 Sorting data
Users can change the sort order of the data displayed.
To change the sort order, select a value and click either:
to sort in ascending order, or
to sort in descending order. Alternatively, select menu option Records|Sort Ascending or Records|Sort Descending.
Note: not all attributes can be used in a sort as an 'index' for the attribute must be held by the application. Long text attributes are normally not 'indexed'.
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1.8 Date Lookup
An easy way of entering dates into the application is to double click a date attribute to open the 'Date Lookup' dialog.
Then it is easy to use the calendar facilty to select the required date, before clicking OK to return the selected date to the attribute.
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1.9 Function Keys
Use Function keys, instead of using menus or clicking toolbar icons:
- F1 Context sensitive Help
- F2 Help Contents
- F3 Detail window
- F4 Monthly Movements window
- F5 First record
- F6 Previous record
- F7 Next record
- F8 Last record
- F9 Set Grid Columns window
- F11 Print Preview
- F12 Print
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1.10 List and Detail Windows
From 'List' windows, users can select a data row (table record), then press F3 to open the 'Detail' window for the selected data row (table record).
Instead of F3 users can use one of the following:
- select Records|Details menu option
- right mouse click then 'Details'
- click the 'Open Details Window' icon in the toolbar
- double click an attribute in the List window
The 'Detail' window presents more information on the record.
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1.11 Splitting Grids
On a 'List' window, users can split the data grid into two panels, in order to view data columns that are not near each other.
First, select the 'Panel Splitting' area of the grid as shown below by clicking the small black rectangle on the botton left of the data grid.
Next, whilst holding the mouse button down, drag the 'Panel Splitting' bar to the right.
Then release the button.
The window will now show two data panels.
Use the hortizontal scroll bars to display the required columns in each panel.
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1.12 Auto Column Sizing
Click the small rectangle in the top left corner of a grid to have the column widths automatically re-sized to a columns contents.
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1.13 Copy Data Grid
Having filtered and sorted the data records to present to relevant data, use Records | Copy Data Grid to place a copy into the Clipboard. The Clipboard can now be pasted into MS Word or Excel to further analysis and report the data.
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When a data window is opened, use the right mouse click to show the context menu.
Give the grid column layout a name and click 'Save Layout'.
to sort in ascending order, or 
to sort in descending order. Alternatively, select menu option Records|Sort Ascending or Records|Sort Descending.
An easy way of entering dates into the application is to double click a date attribute to open the 'Date Lookup' dialog.
Instead of F3 users can use one of the following:
