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.

If you have opened the Enquiry window from a different source, click the List Definition icon to change to this mode.

In List Definition mode, the window has three panes.

The upper part of the window contains the transaction pane, where the Transactions are displayed.

The lower part of the window contains the Filter and Sort Order pane and the Search pane.

Click on the Filter bar to display the Filter pane.

The options shown in the Filter pane enable you to select the type of transactions to be displayed and the status of the transactions to be displayed.

For example, a Sales Transaction Enquiry can display:

Transactions of the following types: Invoices; Credit notes; Receipts; Debit Adjustments and Credit Adjustments.

It can also display transactions with the following status: Outstanding only; Batched and Posted.

Select the required filters by ticking the tick boxes.

Filter selection can also be made by right clicking in the filter pane to display a menu containing the following options:

Turnover Types only, for the Sales Transaction Enquiry, this would de-select all transaction types and select Invoices and Credit notes only.

Select All Types, this will select all transaction types.

Deselect All Types, this will deselect all transaction types (but not the status options that have been selected).

Filters work in conjunction with the Search criteria, only transactions of the type and status selected in the filter pane, and that match the search criteria entered, will be retrieved.

Click on the Sort Order bar to display the Sort Order pane.

This enables you to change the order in which the transactions are displayed. The first field that you tick becomes the major Sort key, the second becomes the second, and so on.

Selected keys can be moved up or down the Sort order using the blue browse arrows which appear when a key is selected.

The default sort method is Ascending order but this can be changed to Descending order by using a right mouse click on the selected key and selecting Descending from the menu.

Sort keys set to Descending order are marked with a downward pointing arrow.

To remove an assigned key, click on the checkbox again. The key will be moved down to below the selected keys, and any assigned keys below will be moved up.

For example: if Transaction Date was unticked, it would move down to below Transaction Type and Transaction Type would become the 2nd key.

This pane shows the Field Names for the currently displayed Transaction Type. By entering Search Criteria against the fields you can build a list of the transactions you wish to view. Building a list of a manageable size will make the Enquiry window easier to use and will avoid your terminal being overloaded by large quantities of data being retrieved unnecessarily.

Select the Field Name to be used in the search.

Click on the 'more' icon for that field, which displays a menu offering different searches.

Range; Begins; Contains; Equal; Not Equal; Exclude.

Select the one that you want to use, e.g. Range.

You can then enter the start and end of the Range in the From and To fields for that Field Name.

When you have made your selections and entered the search criteria, clicking on Display rebuilds the list.

The Search criteria work in conjunction with the Filters, only transactions of the type and status selected in the filter pane will be retrieved.