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Lookup Lists are
the best way to quickly find clients, jobs, vendors, contacts,
and more
Lookup lists make it easy to find account numbers,
job numbers, and more while you’re working. They show basic
information about clients, jobs, staff members, vendors, the
chart of accounts, status codes, the task table, groups, purchase
orders, etc.
Lookup lists can be opened anytime, anywhere—even while you’re
adding or editing something. For example, you can look up a client while
adding a new job ticket. Once you’ve found the client, double-clicking
on the record enters it into the “client” field for you.
The list is updated the first time the lookup window is opened, getting
the information it needs from the server. (It may take several moments
to update the list if there are many records to list, or if the server
or network is busy; you can cancel updating by clicking the Cancel button.)
When a lookup list is used later, it opens immediately; however, it does
not show any recently-added records. Updating a lookup list brings it
current, showing everything added into the database so far. You can update
a lookup list on some windows anytime by clicking the Update button.
To find something using a lookup list
Lookup lists will open automatically whenever you tab past an empty client
number, job number, task code, or vendor number field. Also, lookup lists
can be opened whenever you want using the Lookup menu. For example, to
find a client:
1 Choose Lookup > Clients.
The client lookup list account shows numbers, names, contacts, and phone
numbers (the columns can't be changed). You can sort the list by clicking
on column headings and the up/down button.
2 Enter the first letter or number of the client you
wish to find.
3 Use your mouse to scroll through the client records
(or press the up and down arrow keys).
4 Double-click on a client record to select and use
it, or press Return.
If you are adding a new job or an invoice, the client number is entered
automatically and the lookup window closes.
All of the other Lookup Lists work in the same way.
Lookup
Lists |
Name: |
What
it shows, extra features: |
Clients |
Account number; organization
name; primary contact and phone; date of last call. Clients
can be filtered by type (i.e., active, inactive, prospect,
cold call, etc.) using the "show" pop-up menu.
Clicking the contacts link displays the client's
contact names. |
Contacts |
First name; last name; organization; office
phone; kind (i.e., active, inactive, prospect, cold call,
etc.) Contacts can be filtered by kind using the "show" pop-up
menu. Clicking the contact info link displays the
client contact's complete details. |
Jobs |
Job number; client number; job name/title;
AE/team; priority. The jobs lookup list shows only open jobs
when it is first opened. Clicking the show all button
displays both open and closed jobs. A job list showing the
jobs currently displayed on the lookup list can be printed
by clicking the print button. If no other windows
are open, double-clicking on a job in the lookup list jumps
to the Job Ticket window. |
Staff |
Staff member initials; full name; department;
office phone; team. |
Vendors |
Account number; organization name; phone numbers;
fax number. |
Task Table |
Task code; task description; group; kind (i.e.,
scheduling, estimating). |
Purchase Orders |
Order number; kind (always "purchase order");
vendor number; order date; total net cost; current status/note. |
Insertion/Broadcast
Orders |
Order number; kind (either "insertion
order" or "broadcast order"); vendor number;
order date; total net cost; current status/note. |
Status Codes |
Status number; status description; status category
(i.e., pending, work in progress, finished, or closed). |
Job Types/Spec
Sheets |
Job type name; description. |
Client Projects |
Project name; description; client number. |
Groups |
Group number; name/description. |
Chart of Accounts |
Account number; account name/description; class
(i.e., assets, liabilities, equity, job costs, expenses,
etc.); profit center. Accounts can be filtered by profit
center using the "show" pop-up menu. Only active
accounts are listed when the window first opens; clicking
the show all link displays both active and inactive
G/L accounts. |
Profit
Centers |
Profit center number; name; full description. |
Departments |
Department number; name/description; name and
initials of the department manager. |
| Media Campaigns |
Campaign name; description;
current status. |
Note: Columns on lookup
lists can't be customized.
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