Lookup windows

Lookup windows help you locate data. Suppose you are entering a payable invoice, but do not remember the vendor number. You can open a Lookup window, find the vendor, and then insert the vendor number in the appropriate box.

To make searching easier in the Lookup window, use the data control to move through records or use Find to query the data. After you locate the data, you can insert it in the appropriate text box or cell.

In fields that contain character or alphanumeric data such as descriptions, addresses, and invoice numbers, Sage 100 Contractor sorts data by the value of the first digit. If a field is strictly numeric, then the numbers appear in numerical order. For example, 1100 would appear before 200.

Click the [Refresh] button to return the list in the Lookup window to its original order.

Note: Some Lookup windows have a left and right pane. If the Refresh button is used, the list in the right-hand pane will return to the original list order for the item selected in the left-hand pane.

The Lookup window is split. The left half displays the classes, and the right half displays the contents of the class that you select.

In the Lookup window, click the triangle next to the class you want to open or close. The color of the triangle indicates whether you can display more subclasses.

To display a Lookup window, do any of the following

• Click the drop-down arrow in the data control.
• Click the drop-down arrow next to the text box.
• Right-click in a cell of a column, and then select a window from the menu.
• Select a cell and press the F5, F6, F8, or SHIFT+? keys.
• Select a cell, enter a word or partial word, and then press F5 or Shift+?. The Lookup window displays the first occurrence found in the database.
• Select a cell, type a wildcard, then enter a word or partial word and press F4. The Lookup window displays every occurrence found in the database.
• Double-click the cell or column title.
• Select the cell or column and click the drop-down arrow in the cell.

Tip: If you delete a column accidentally, or have hidden a column you want to see again, you can right-click on any column header and click [Show All] to display all columns.

To select an item in a Lookup window

• Click the item
• To pull an item into a grid, double-click it.

To sort a column in ascending order

• Click the arrow in the column title.

Although many Lookup windows have a Print button, some of them do not. For example, open 1-5 Bank Reconciliation, click the drop-down arrow at the end of the Account# box, and the program displays the Ledger Accounts lookup window. It has no Print button, but you can create a screen capture of a portion of the Lookup window’s information, paste it into a Word document, which can then be printed.

To capture and print a Lookup window

1

Open the Lookup window, and click the Maximize button (center button, upper right of the window).

2

To reduce the amount of information displayed, select a portion of the data. For example, instead of displaying All Account Types, select one account type, perhaps Cash Accounts.

3

Press Ctrl+Print Screen.

4

Launch Microsoft Word, open a blank document, and press Ctrl+V.

5

The screen capture of the lookup window is pasted into the Word document, which can then be printed.