Sorting and Grouping Enquiries

The account enquiry function is used to search for transactions using criteria such as nominal, ledger or account. For information on how to carry out the search itself, please refer to the Running an Account Enquiry topic.

Adding, removing and grouping columns

It is possible to amend the column layout of an account enquiry screen. This can be completed by selecting the column options along the top toolbar.

It is possible to add and remove columns to the account enquiry by clicking the Columns button on the toolbar then selecting the check boxes adjacent to each column you want to include.

You can also add a Custom Column if the column you require isn't one of the standard fields available. For example, a column showing the total of two other columns.

Columns can be removed either by deselecting the applicable check box or by clicking and dragging the grey column header into the light-grey area above (until an X appears).

Re-ordering columns

The order of the columns can be changed by clicking on a column heading and dragging it to the required location.

Sorting a column

The column headers can also be used to sort the data in ascending or descending order simply by clicking on them (a triangle will appear to show the direction currently being viewed)

It is not possible to sort by more than one column at a time.

Pinning a column

Pinning a column or row (clicking on the pin in the row or column header) will move that item to the first column or row and keep it there (similar to the freeze panes function in spreadsheet packages such as Excel). Any additional pinning would move that column/row to the space to the right of/under the last pinned column/row.

Grouping the results

Column headings can be dragged into the grey area marked. Drag a column header here to group by that column. This will group all of the transactions by each unique property of that column. In the following example, the data has been grouped within the Purchase ledger by Account Title and Period.

You can then expand each row if you wish by clicking the + icon.

Filtering the results

If you need to filter the results by value, you can click on the = symbol and select the required option from the drop-down list.

The Select Summaries icon can be used to calculate averages or counts which are displayed at the bottom of the column.

Saving the account enquiry as a default layout

Each enquiry screen can be changed to a preferred layout as previously explained. Once a desired layout is achieved that would be useful in the future, a default report or layout can be saved. This is achieved by clicking the Save Settings button on the top toolbar then giving the report a name. The report will be available for use by you only.

System Administrators can also create default enquiries that can be used by all other users and set default columns that will appear in every enquiry by selecting either of the following check boxes.

When the report is run in the future, it can be selected from the Load Settings drop-down list at the top of the Selection Criteria dialog (or from the Favourites tab on the main screen.

Exporting the data to Excel

A report can be sent to Excel by using the Send to Excel button on the toolbar.

A Save As dialogue is opened enabling the enquiry to be saved and automatically opened in Excel. If the view that has been sent to Excel included tree menus, these drill downs will remain available.