Search screens
Search screens
The objective of search screens is to search and select an entity. The search screens in Exact Financials are closely related to the maintenance of entities. Within a search screen, as it happens, it is always possible to create a new value for the concerning entity. With the possibility of creating master data from within the search screen, you can create or modify master data directly during a journal entry. Finally at starting up of each maintenance application, a search screen will be started up. This search screen offers you not only the possibility to create a new entity, but also to change or remove after selection.
Data entry by search screen
In Exact Financials you will be requested to select and enter field values, this could be so in maintenance functions but also in report or process functions (selection criteria), as well. These field values to be entered refer in most cases to a table of data, recorded in Exact Financials. For example when you have to enter a debtor in an overview function, you need to enter the debtor code as is documented in the master data table for debtors. When you know the requested field value, it can be entered right away. In most cases you will not know the wanted value by heart. Search screens can be launched in the next different ways.
- Magnifying glass icon
When at entry of a field a value from a different table is requested, the entry field is followed by a magnifying glass icon. In case your cursor in the concerning field is active, the status bar shows a remark that a search screen can be opened with <Ctrl>B. The color of the magnifying glass indicates the field input is mandatory (red) or optional. Fields followed by a magnifying glass icon are applicable for maintenance, report and process functions.
- Status bar 'Press <Ctrl>B to open a browse dialog' at entry matrix
Maintenance applications to which several lines of other entities can be linked, have an entry matrix. Each field in the grid represents a field value. When entering a field and a value can be requested from another table, this is visible in the status bar. Use <Ctrl>B to open the search screen.
- Maintenance functions
Starting up a maintenance application (maintenance master data and entry for instance in a journal) the search screen will be started before the actual maintenance function opens.
Before starting up the search screen via the magnifying glass icon or <Ctrl>B, you can of course enter the value directly into the field without opening the search screen. For this next screen handling is applicable:
- The entered value already exists
In case the entered value already exists, the value of this field will be filled when the <Tab> key is used and the cursor goes to the next field.
- The entered value does not exist
In case the entered value is not existing or incorrect, the press of the <Tab> key will still open a search screen automatically. The content of the presented search list depends on the entered (incorrect) value. When no value is entered, the whole search list will appear in the search screen after launching the <Tab> key. Is the first part of the entered value correct and is this part unique, then the unique value belonging to this partly input, will be seen as value. In case the value is not unique, a search list will be opened with only the possible values fitting to the entered (partly) value. See follow example to explain this behavior.
Example
You create a debtor and want to link a country. Fill the entry field with value 'N'. Next give a <TAB>. The field will automatically be filled with the value 'NL' and no search screen will be opened. This is because the character 'N' is only available in the value 'NL'. In the list for countries, there are no other countries with the character 'N'. If the list contains two values with a character 'N' (for instance NL and NO) the entry of character 'N' will open a search screen with only the values NL and NO. The check is only on the first positions of the entered value. Entering an 'L' and NL is the only value with a character 'L', the whole list with values will be displayed when the search screen opens.
- Multiple selection
Linking more than one value to an entity can be achieved using the Selected column in the search screen.
Example
You link several cost centers to a general ledger account. After Add, open the search screen. On the left, the column Selected is displayed. Multiple cost centers can be selected using mouse or keyboard. In order to multiple select by mouse, left-click once in the column Selected for the lines to be selected. In order to multiple select by keyboard, navigate to the line to be selected using arrow up / down and press the space bar once. The selected line is now displayed having a * in the column Selected. Furthermore, the selected line has now changed color from grey to dark blue.
Arrangement search screen
A search screen exists of the next items.
Title bar
The title bar shows a composed description of the entity to be found. The composed description displays the action from which the search screen is started and next to it the entity to be found. The description of the action could be: 'maintenance' or 'search'. The action 'maintenance' appears opening a search screen by starting a maintenance application. In other situations the action 'search' will appear. The composed description will be followed by the administration number and - in case the option 'Show current path in header' is activated in [File, User preferences] - the abbreviation of the menu path from which the search screen is started.
Examples
- Start maintenance for main classifications. In the title bar, the description: 'Maintain: Main classification' (Exact: 621) [TMM]' appears.
- Start the report for the main classification. In the selection criteria you open a search screen. In the title bar, the description 'Report: Main classification (Exact: 621) [TRM]' appears.
Selection criteria block
The selection criteria block shows fields on which you can do a search. You can compose these fields by yourself in type, in number as well as in sequence.
Configuration of selection fields
To configure selection fields, click the right mouse button in the column of the list with available values. Choose the option 'Selection fields'. Now a list with values, which can be used as selection criteria, appears. Activate the field you want to use as selection criteria. Use the 'Move up' and 'Move down' buttons to determine the sequence of the selection criteria. When you finished to configuration of the selection criteria, press the 'OK' button. The activated fields appear in the selection block in the sequence as defined by you. The configuration of the selection fields for the concerning entity, will be kept in memory for each user. The next time you open a search screen on the same entity, the selection criteria will be displayed as you configured it the last time.
Look for values on Selection fields
For every selection field an A4-form icon will be displayed between the description of the entity and the search value to be entered. With the left mouse button you can change the value of this A4-form. The search criteria changes, depending on the selected variant of the A4-form. The A4-form can have the next values:
List with available values
Default values
Starting up the search screen for the first time (using your user-ID), the configuration of the displayed columns will be a default configuration. Clicking in the list with the right mouse button in the column (header), you will see first top down the default values. You can configure the default values with the left mouse button to indicate the concerning fields have to be displayed or not.
Column configuration with 'More...'
Depending on the values entered by you for the selection criteria, a list with search results will be displayed. The columns with the result values can be configured by yourself by clicking with the right mouse button in the column in the list and via the option 'More...' by selecting the fields you want to be displayed. After selecting 'More...', you can activate the fields to be displayed with the buttons 'Hide' and 'Show' or by checking, or unchecking the check box in front of the entity description. It is also possible to link related data of the entities to the list. This way, remaining in the search screen for a ledger, you are not only able to select the related sub-classification, but also the 'Sub-classification: Description' and the 'Sub-classification: Main classification' related to the main classification code. This option can be recognized by the "+"-sign in front of the selectable entity. By clicking on the "+"-sign, the underlying related fields will be displayed, which you can subsequently mark to be displayed in the list. You can configure the sequence of the list by using the buttons 'Move Up' and 'Move Down'.
Restore default values
Clicking in the columns of the list with your right mouse button and selecting the option 'Restore defaults', the default values as configured by Exact Financials will be restored.
Query phrase
Clicking in the columns of the list with your right mouse button and selecting the option 'Query phrase', the query used for the search screen will be displayed.
Sorting order
By clicking on the header of the column with you left mouse button, the sorting order will become ascending. Repeating this action on the same header convert the sorting order into descending.
Selection fields
By clicking on the header of the column with you right mouse button and select the option 'Selection fields', you can select the fields in the selection block and define the sorting order.
Button bar
This bar offers the next buttons:
Open
Starting up the search screen from within a maintenance function, you have the possibility to modify or remove the data from the concerning entity. Select the wanted value of the entity you are looking for in the list. Press 'Open' to open the wanted value: the maintenance screen will be opened with the selected value of the concerning entity as starting point. After you opened the value, you can maintain the existing value by modifying data or, in case this is not allowed, to remove data. See [Maintenance functions].
OK
In case the search screen is not started from a maintenance application, you will have an 'OK' button to select the selected value as chosen value for the underlying entry screen.
New
Press the button 'New' in case you want to create a new value for this entity. The maintenance screen will be started with the opportunity to create a new value. See [Maintenance functions].
Cancel
This button is available if you open the search screen from within another screen, via the magnifying glass icon or an entry matrix. In case you activate the button 'Cancel', the search screen will be closed and you will end up in the screen you were active before.
Exit
This button will only appear in case you started the search screen from within a 'maintenance application'. Press the button 'Exit' to close the search screen and to return to the main screen.
Help
As soon as you select the 'Help' button, you will get all the Help files, Release notes and 'Frequently Asked Questions' for the underlying entity.
Status bar
For users who use the keyboard to navigate through the search screen, the status bar indicates which key combination is available to execute the next action. See [Key combinations].
System Manual > Content > Screen handling > Search screens
| Main Category: |
Support Product Know How |
Document Type: |
Support - On-line help |
| Category: |
On-line help files |
Security level: |
All - 0 |
| Sub category: |
General |
Document ID: |
17.984.370 |
| Assortment: |
Exact Financials
|
Date: |
19-05-2018 |
| Release: |
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Attachment: |
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| Disclaimer |