Data Entry Tips

Keep these points in mind as you enter data:

•      You may enter data in any or all fields on a custom document search screen. You may also leave all fields blank.

•      After you select a document type from the Custom Document Searches menu group (for example, Customer Invoices), you can easily change the search to find any other type of document without returning to the Main Menu tab to select a different search option. In the Document Lookup screen, simply change the code in the Type field to reflect the type of document you want to look for (for example, PO) and move your cursor out of the field. The system rebuilds the screen with the proper search criteria fields for the new document type.

•      Dates must be specified in mm/dd/yyyy format. You may also click the calendar icon _cal and then select a date from the calendar.

•      For many fields, the system provides a handy lookup tool _searchicon that can help you retrieve a value (for example, a customer number) you want to search on but have not memorized.

To use the lookup tool mentioned above:

1.     Click the lookup icon _searchicon for the field you need a value for (e.g., Customer Number).

The system displays a form to help you find the specific value you need:

2.     Enter identifying information (customer name, etc.) in any of the fields provided.

3.     Click  to retrieve a list of records that match your entries.

4.     When you find the record you need, click the  link to copy the value (customer number in this example) into your custom document search screen.

5.     The following table indicates how to use special characters to expand or limit your searches.

Using special characters in search

Character(s)

Function

Use with

Example (Account Number field)

|

Or

All types of data

1111500|1123400

Matches on either of these two account numbers:

1111500

1123400

&&

And

All types of data

1111500&&1123400

Matches on records that contain both of these account numbers:

1111500

1123400

!

Not equal to

Alphanumeric characters

!1031490

Matches on all account number except 1031490

?

Match on any single character

Alphanumeric characters

103?490

Matches on all seven-digit account numbers that start with 103 and end with 490 (1030490, 1031490, etc.)

*

Match on any character or characters

Alphanumeric characters

103*

Matches on all account numbers that start with 103 (1030000, 1039765, etc.)

> 

Greater than

Alphanumeric characters

>1031490

Matches on all account numbers greater than 1031490

< 

Less than

Alphanumeric characters, numbers, dates

<1031490

Matches on all account numbers less than 1031490

>=

Greater than or equal to

Alphanumeric characters, numbers, dates

>=1031490

Matches on all account numbers greater than or equal to 1031490

<=

Less than or equal to

Alphanumeric characters, numbers, dates

<=1031490

Matches on all account numbers less than or equal to 1031490

..

Between (inclusive range)

Alphanumeric characters, numbers, dates

1031490..1111500

Matches on account numbers equal to or greater than 1031490 and on account numbers less than or equal to 1111500

go-arrow-red   For more information about searches, see Using Doc Search to Find a Document and Advanced Document Searches.

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Data Import Templates