Using Search Windows

All Search windows offer sortable, sizeable, and moveable columns so that you can customize the display.

Search windows are a valuable tool that enable you to locate and select specific records during data entry. Any time you see the down arrow button adjacent to an entry field, you will know that a search window is present to assist you with completing the field. For example, when entering an Accounts Payable invoice, at the Vendor field, you can search for a specific vendor code.

Many Spectrum search windows appear in multiple modules; for example, the Search G/L Codes window is found throughout the software. Other search windows are module-specific, such as the Direct Checks window that is found only in the Cash Management module.

Search windows in Spectrum fall into two broad categories:

  • Simple search windows show all codes set up in the company, and are typically provided in areas where a limited number of records are set up; up to 12 rows of data will display at a time. This type of search window does not offer filtering capability based on status or user-defined 'search for' criteria, and does not allow changes to data.
  • Complex search windows are provided when the number of expected records is potentially large, and scrolling through the entire list of records would be a hassle. This type of search window frequently offers filtering capability based on record status and/or user-defined 'search for' criteria, and sometimes provides a New or Maintenance button to allow users with appropriate security access to add data on-the-fly.

Note the following search functionality:

  • The Search Bar allows you to type your search words and press Enter or click to display the search results. You only need to enter a partial value for the selection you are searching.
  • To look up all search results available for this window, leave the entry field blank and press Enter.
  • To narrow your search, use the Advanced Search Options window. When available, this window can be accessed by clicking the Advanced button, or double-clicking on this field.
  • To see a complete list of fields that the Search Bar reviews, click the drop-down arrow at the end of the Search field.
  • To locate data in a search window:
    • Use the up and down arrows on your keyboard or use the scroll buttons.
    • Use your mouse to drag the moveable columns and then resize the columns to the desired width.
    • Sort data by clicking on the column headings. Click once to sort data in ascending order; double-click to sort in descending order.
      Tip: If you find that you need to narrow the data that appears in the search window, click the Advanced button.
  • To select a line of data from a search window, highlight the line of data you want to select. Select the data using one of the following methods:
    • Press the Enter key.
    • Double-click on the line.
    • Click the OK button.

    After you make your data selection, the search window will close automatically and the data you selected will populate the field.

Many Spectrum search windows provide an Advanced search option button for narrowing your search results. Use this window to enter additional search criteria; partial information can be entered in those fields you want to search.
Note: The Advanced Search Options window will clear the user-defined field values each time the window is opened.
To perform an Advanced search:
  1. In a search window, click the Advanced button.
    Note: Only those search windows with a Search header field offer an Advanced search button.
  2. Complete any of the fields in the Advanced Search Options window that will help narrow your search; partial entry is allowed in any field. Fields may occasionally include additional search windows to allow you to select from a list of available data; these fields will display a drop-down list icon to the right of the entry box (for example, see the Category and Vendor codes in the screen shot below).
  3. Four user-defined fields are available to help limit your search. Data will default in the first two user-defined fields based on the User-Defined Fields Maintenance window in the data's source module for the current company (for example, if you are accessing the Advanced Search Options window from the Search Jobs window, the user-defined fields information defaults from the Job User-Defined Fields Maintenance screen).
  4. (Optional) Set the default for the first two user-defined fields.
    1. In the data's source module, navigate to the Site Map screen.
    2. Click the Maintenance option.
    3. Open the appropriate user-defined fields screen.
      Tip: User-defined screens are located at the end of Maintenance menu.
    4. The User-Defined Fields Maintenance window displays. Use the Move Up and Move Down buttons to rearrange the order in which the user-defined fields should default. When the fields are in the correct order, click OK. The first two user-defined fields at the top of the window will default for the current company in the Advanced Search Options window.
See the following example of an advanced search.