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Creating Sort Sequences

Accountants Enterprise only

Sequence code: This code identifies this sort sequence and can be up to ten character alphanumerics. In order to create and save a Sort Sequence for future use enter a unique code into this field. When you tab out of the field you are prompted the save the sort sequence and enter a description for it.

Click [F10] to open the Select Sequence window showing a list of all the sort sequences you have created. Select a preferred option and press [Enter]. Press [Enter] again to move to the next field and the details of the sort sequence will default to all the fields in the Create Sort Sequence window.

If you use the mouse to move around this screen, any new sort sequence will be saved automatically. This also applies to changes made to the current sort sequence being used. If a new sort sequence happens to be saved without a description you can add it later.

Description: A sixty character alphanumeric field which is only required if the sort sequence is to be stored, enter a description for the sort sequence that you are defining.

Name Selection

The two choices available, Primary and Alternate. Select one of these to determine whether you wish to sequence contacts according to their primary code or alternate code.

The default is Primary, that is, contacts will be sorted according to their main code.

From, To: These fields consist of ten (10) alphanumeric characters each. You may nominate the range of contacts to be selected. The default is from first to last and to accept these, press [Enter] over each of the fields.

Mask: At this field, you may nominate to sort only a particular group of contacts. For example, if you enter the characters [C*], then only those contacts beginning with C will be included in the process.

Include Types

These checkboxes determine the status types that you wish to include in the process. Select the checkboxes which correspond to the status types you wish to include, for example, clients, prospects.

Sequence Levels

These allow you to input up to five levels of sorting criteria. These levels of sorting may be viewed as five filters for sorting contacts. This is where you nominate to sort the contacts using specific sort view values and\or fields which you have attached to contacts.

For example:-

@VIEW:PARTNER - To sort by the sort view partner
@FLD=D169 - To sort by the title field

Using: At this field enter the sort view that you wish to use. Click [F10] for a list of all the sort view entries. Click [F9] to display an example of fields that can be sorted.

At the next two fields, the From - To fields, nominate the range for the sort view that you have entered. For example, if you entered AREA in the Using field, press [Enter] twice to display the defaults which are from First to Last. This means that all contacts with all areas will list.

At the Mask field, if you have selected from first to last in the From and To fields, you may nominate to sort only a particular group of contacts. For example, if you enter the characters [??2*], then only those contacts with a 2 as the third element of the code will be included in the sort sequence.

Must have: At this field, answer Y so that the contacts retrieved from your database must have the sort view attributes that you nominated.

For example, if you nominated AREA at the Using field, with a range of 2000 to 2065, and select Yes at Must have, only contacts with sort view values within 2000 to 2065 are printed.

If you answer N, then all contacts you nominated to sort in the client fields will be printed. All contacts NOT possessing the sort view (AREA 2000-2065) are listed first, followed by those that do, in numeric and/or alphabetic order as applicable. This could be used for reviewing which of your contacts have an area attached.

You may enter up to five levels of sorting criteria. If you enter less than five levels, press [F6] or [Alt+O] to continue.

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