Enquiry Windows - Overview
Enquiry windows have three modes: List Definition ; Supplementary Information and Full Window List.
When an Enquiry window is opened from a Record window, the mode defaults to Supplementary Information and information for the record will be retrieved.
When an Enquiry window is opened from the Enquiry option the mode defaults to List Definition to enable you to select Filters and enter Search criteria before retrieving any information.
Any open Enquiry window can be changed to Full Window List mode to enable you to display more records on the screen.
The Enquiry window is divided into panes. The panes displayed within the Enquiry window vary depending on the mode of the window.
Toolbar
Opens a Print Output window from which you can print an enquiry report containing the data displayed in the Enquiry window. The report columns are selected using the Select Report Columns function.
Nominal Ledger reports - when the print output window is selected from the Nominal Ledger Record Enquiry window there are two report options available: The default is Enquiry Report which builds an enquiry report containing the data displayed in the Enquiry window and using the selected report columns; the second report is the Standard Journal report, with the option to add Notes and Full Description. This report enables you to print a full transaction report without expanding the transactions to display the detail lines in the window.
Sales Analysis Transactions and Purchase Analysis Transactions reports - when the print output window is selected from the Sales or Purchase Analysis enquiry windows, there are two report options available: The default is Enquiry Report, with the option to add Notes, which builds an enquiry report containing the data displayed in the Enquiry window and using the selected report columns; the second report is the Transaction List report, with the option to add Full Description. This report enables you to print a full transaction report without expanding the transactions to display the detail lines in the window.
Select Report
Columns Opens the Select Report Columns window where you can select the columns that are to be included in the report.
Expand All / Collapse All
This reveals/contracts the transaction Detail lines. If the window is in Supplementary Information mode the Detail line information will be displayed in the right hand tab cards at the bottom right of the window. Use the filter and search options to limit the list to just those transactions you are interested in or click on the arrowhead to expand just the transactions you are interested in.
Use this option carefully! Selecting to expand all transactions in a long list can result in unnecessary waiting time.
List Definition
The List Definition is the default mode when an Enquiry window is opened from a Enquiry ribbon function. In List Definition mode, the window has three panes: the transaction pane; the Filter and Sort Order pane; and the Search pane. The Filters and Searches should be used to refine the data displayed in the main window.
Supplementary Information
The Supplementary Information is the default mode when an Enquiry window is opened from a Record window. In Supplementary Information mode, the window has three panes: the transaction pane and two sets of tab cards. The left hand tab cards show information about the Transaction as a whole, whilst the right hand tab cards show information about the selected detail line.
Full Window List
Click on the Full Window List icon to display the maximum size of list. The lower panes will be removed and only the transaction pane will remain allowing the list of transactions to fill the window.
360
360 opens an additional window alongside the Enquiry window, summarising the selected Transaction and offering links to further information about the transaction.
Options
With Options you can customise some of the features of the Enquiry window. The options are specific to each Enquiry window.
Previous/Next
The number of Transactions retrieved is as defined in 'System Control Option > System Format: Drill-down Maximum List Size' setting. If the number of transactions available exceeds the maximum defined these icons can be used to fetch the next set of transactions.
Display
This builds the list based on Search/ Filter selections.
Output to Excel
The contents of the Enquiry window can be output to an Excel worksheet for further analysis, e.g. pivot tables.
Pin Enquiry
The Pin Enquiry function allows you to keep an enquiry open when you navigate to another screen. When you minimise the enquiry screen it is automatically pinned as well. When you log off or Change User, all pinned enquiries are closed.
View: (periods)
The Period menu (found on the left-hand side under the toolbar) allows you to select the Years and Periods to be included.
Click on the down arrow button at the left of the column headings menu bar to open the menus. The caption displays the Year and Period that has been selected.
Period Range...
This displays a secondary window.
The From and To menus will display Year and Period menus from which you can select the range Periods to be included in the Enquiry.
View: (currency)
On Enquiry windows, the Currency menu (found at the right-hand side below the toolbar) enables you to select the currency of the values to be displayed.
Click on the down arrow button at the right of the column headings menu bar to open the menus. The caption displays the selection you have made.
Transaction Pane
In the Transaction pane, additional functionality is available from Right Click menus. These menus are found by clicking the mouse right-button on the Header line, or on a Detail line, of a transaction displayed in the Enquiry window. The content of these menus will depend on the Enquiry that is open and the type of transaction being viewed.
Menu options either open additional windows, providing more information about the transaction, or enable you to perform actions such as reprinting Invoices and Credit notes.
Menu options ending with '...' have a sub-menu. Menu options with this icon open another Enquiry window. This action is referred to as 'jumping' between Enquiry windows and the transactions retrieved in the new window will inherit the transaction information from the primary window. Additional Help about Jumping through Enquiry windows is included below.
Right Click menus from a Transaction Header
A right mouse click on a Transaction Header entry selects it and displays a menu with further options, such as:
View Allocations - opens the Allocations window.
View Transaction - opens the View Transaction window.
View Double Entry - opens the View Double Entry window.
Reprint Invoice/Credit Note - Invoices and Credit Notes created by the Sales Order Processing unit can be reprinted from the Order information held in the System. This menu option opens a Print Output window enabling you to activate the printing. You are able to multi select transactions on the Sales Ledger Transaction enquiry.
View Order/Credit Note - opens a Sales Order or Purchase Order Enquiry window, filtered to display only the currently selected order number.
View Delivery Document History - opens the Delivery Document Record History Enquiry window, filtered to display only the currently selected order number.
Copy Selected Lines to Clipboard and Copy All Lines to Clipboard - Selecting a Transaction, by clicking on it, highlights it with a colour (default is blue). Multiple lines can be selected by using the Shift or Ctrl key when selecting. When the lines have been selected, Copy Selected Lines to Clipboard will copy all selected lines both Header and Detail to the clipboard; whereas Copy All Lines to Clipboard will copy all the Header lines and any expanded Detail lines to the clipboard. The copied data can then be pasted another application (such as a spreadsheet or word processor). The lines will be pasted in the same order as displayed in the Enquiry Window, Detail lines will be shown beneath each Header row.
Add to Payment Run - (Aged Creditors Enquiry and Purchase Transactions Enquiry) This allows you to select one or more outstanding transactions to which you can add a Payment List Reference, which, in turn can then be used to filter on the Remittance Selection window. If you have payment approval for Remittances set up, you will still have to go through the normal approval process to approve the outstanding invoices that you wish to pay.
Right Click menus from a Detail line
Right-clicking on a Detail Line entry selects it and displays a menu with further options, such as:
View Allocations opens the Allocations window.
View Transaction opens the View Transaction window.
View Double Entry opens the View Double Entry window.
Reprint Invoice/Credit Note Invoices and Credit Notes created by the Sales Order Processing unit can be reprinted from the Order information held in the System. This menu option opens a Print Output window enabling you to activate the printing. You are able to multi select transactions on the Sales Ledger Transaction enquiry.
View Order/Credit Note opens a Sales Order or Purchase Order Enquiry window, filtered to display only the currently selected order number.
View Delivery Document Historyopens the Delivery Document Record History Enquiry window, filtered to display only the currently selected order number.
View Sales/Purchase Analysis Transactions for Analysis Code opens the Sales/Purchase Analysis Transactions Enquiry window, filtered to display only the Sales/Purchase Analysis code on the currently selected Detail line.
View Nominal Transactions for... opens the Nominal Transactions Enquiry window, filtered by the Audit number on the currently selected Detail line and by the Nominal account code selected from the sub menu.
The sub-menu options are: Audit No. & Debit Account; Audit No. & Debit Account; Audit Number & VAT Account.
View Sales Transactions for Audit No & Customer Code opens the Sales Transactions Enquiry window, filtered by the Audit number and Customer Code on the currently selected Detail line.
View Stock Transactions for Stock Code opens the Stock Transactions Enquiry window, filtered by the Order number and Stock Code on the currently selected Detail line.
View Costing Project Transactions for...opens the Costing Projects Transactions Enquiry window, filtered by the Invoice Account Code or the Project Code on the currently selected Detail line.
This Enquiry window can be filtered by Account Code or Project Code
View Costing Cost Centre Transactions for Cost Centre Code opens the Costing Cost Centre Transactions Enquiry window, filtered by the Cost Centre Code on the currently selected Detail line.
Copy Selected Lines to Clipboard and Copy All Lines to Clipboard - Selecting a Transaction, by clicking on it, highlights it with a colour. The default is blue. Multiple lines can be selected by using the Shift or Ctrl key when selecting.
When the lines have been selected, Copy Selected Lines to Clipboard, will copy all selected lines both Header and Detail to the clipboard.
Copy All Lines to Clipboard will copy all the Header lines and any expanded Detail lines to the clipboard.
The copied data can then be pasted into a spreadsheet, such as Excel, or into a Word Processor. The lines will be pasted in the same order as displayed in the Enquiry Window, Detail lines will be shown beneath each Header row.
Jumping through Enquiry windows
It is possible to 'jump' between Enquiry windows, using the right-click option. The transactions retrieved in the new window will inherit the transaction information from the primary window.
This is most easily explained with an example:
Go to Accounts and view an account that has Sales Transactions.
Using the Transactions icon on the Nominal record window, open the Nominal Transactions Enquiry window.
Click on the List Definitions icon; in the filter pane at the foot of the window, you can see that the Enquiry has been filtered by the Nominal Code to show transactions for this account only.
Expand a transaction to view the Detail lines it contains. Right click on the line and select to 'jump' to another Enquiry window.
Select View Sales Transactions for Audit No. & Customer Code, to open the Sales Transactions Enquiry window.
Click on the List Definitions icon; the Enquiry has been filtered by the Audit number and Customer Code taken from the Detail line from which you 'jumped'. This is why only a single transaction is displayed in the window.
Close the Sales Transactions Enquiry to return to the Nominal Transactions Enquiry window.
This time, from the right click menu, select View Sales Analysis Transactions for Analysis Code to open the Sales Analysis Enquiry window.
Click on the List Definitions icon; the Enquiry has been filtered by the Analysis Code from the selected detail line and only transactions for this code are included in the Enquiry. Close all the Enquiry windows.
When the Enquiry window is closed by a User, the inherited transaction information will be cleared from the System. If an Enquiry window is closed by the System there will be occasions when the inherited transaction information is not cleared. Always check the List Definitions and refresh the window using the Display icon if necessary.