Eclipse is designed to enable you to quickly locate transactions and data across all our modules without having to run reports. From reconciling supplier statements, looking up a breakdown of invoices paid on a bank transfer or finding a transaction in the General Ledger based on a description, knowing the right techniques can save time and improve accuracy.
This guide is the first in a series covering practical tips for working with the General Ledger. In this edition, we’ll walk you through two primary methods for searching records — using the Search Text Box for quick lookups and the Query Text Box for more customised, detailed searches. Let’s dive in.
There are two ways you can search for a record. First, you can search by typing the desired record details in the Search text box as shown below or you can search using the Query text box.
Search Text Box
For this section, we will use Vendor Master Maintenance window as an example to run search queries.
1. If you want to search for a record by Vendor, click on the Vendor Name column headerto sort the column.
2. After you have clicked on it, you will notice a ‘+‘ will appear next to the name. This indicates that this column has been selected and has been sorted in ascending order. Click on it again and ‘–‘ will appear again indicating the selection of the column and using descending sort order. You can do this any of the columns in the list.
3. In the search box, type in the start of the vendor name you want to search for and press Enter. If the vendor name is in the list, the whole row will be highlighted. If it’s not there, it will match the nearest record.
Query Text Box
Searching for a record using the query box allows you to customise your search in more detail. It also allows you to save the query criteria for future searches.
1. Click the Question Mark button
2. The CHT Query Builder window will open
3. All queries will be saved in the system and can be accessed by clicking on the Thumbtack Button
This option will convert the text box into a list box and by clicking on the arrow as shown below, it will list all the already specified queries. Clicking the Thumbtack Button again will disable the list box.
You also have the option to remove a saved query from the drop-down list by selecting a query from the list and then click on the Scissor’s button to remove that query from the list.
TIP: My favourite verb to use in the Query builder is Contains eg Vendor contains Aust. That way if Aust is used anywhere in a vendor name it will be included in the list. You can also use And eg Name contains Aust and CU_16 contains AU. I use this in BWS a bit when working with multiple currencies, locations and eps so I can filter the data to the exact combination I need.
Mastering record searches within Eclipse is key to maintaining a streamlined workflow. Whether you’re performing a simple search or utilizing saved queries for efficiency, these tools can help you quickly access the information you need.
In the next edition of this series, we’ll explore more advanced tips for optimising your processes. Stay tuned for expert insights that will help you get the most out of your accounting software.
Looking for more personalised support? Reach out to our team at TPH Global. We’re here to help simplify your production accounting.
