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Find Item

 

The feature for searching items by any criterion or a combination of different criteria greatly simplifies the search for items from the Items register.

You can use the feature by:

  • clicking the magnifier icon (Find Item) on a document (e.g. order, invoice, etc.), or
  • by pressing the shortcut or key combination Ctrl + F on a document (e.g. order, invoice, etc.).

 

WARNING

For all criteria entered, the value entered can be located in any position (beginning, middle, end of the field) in the field selected for the criterion. A special characteristic of the feature Find Item is that it does not require you to use a wildcard character % (see the chapter Wildcard Characters) to perform a partial search in the fields Code, Name, Item type and Category. The fields from the Items register are used as search criteria.

 

HINT

For a general description of toolbar functions, see the chapter Toolbar (taskbar).

 

The form Find Item has several parts, which are described below:

  1. Search Criteria
  2. Limiting Search criteria
  3. Overview (of items matching the search criteria)
  4. Available Stock

 

 

1. Search criteria

Enter one or more of the following criteria in this section:

Item Enter any number of characters that should appear in the item ID (code).
Quantity Enter the quantity that will be transferred to the document line when the button Select and close or Select and add line is clicked.
Name Enter any number of characters that should appear in the item name.
Item Type Enter any number of characters in the field that indicate the item type ID. To filter the data by individual item type, you can also use the selection table or drop-down list by clicking on the arrow down icon to the right of the input field. The desired record (item type) is then selected with a left mouse click.
External ID
(Supplier ID)
Enter any number of characters in the field that indicate the ID of the primary supplier.
Prim. Categ. (Primary Category) Enter any number of characters in the field that indicate the ID of the primary category of the item. To filter the data by primary category, you can also use the selection table or drop-down list by clicking on the arrow down icon to the right of the input field. The desired record (item category) is then selected with a left mouse click.

Sec. Categ. (Secondary Category)

Enter any number of characters in the field that indicate the ID of the secondary category of the item. To filter the data by secondary category, you can also use the selection table or drop-down list by clicking on the arrow down icon to the right of the input field. The desired record (item category) is then selected with a left mouse click.
ID Enter the ID entered in the field Code of the panel External IDs in the Subjects register.
Subject (ID) Select a subject from the drop-down list in the Subjects register. Clicking the magnifier icon opens the Subjects register and the window for searching subjects.
Supplier Select the supplier of the item from the drop-down list of all suppliers. By clicking the magnifier with plus icon (Search By), you can also select multiple suppliers whose items have already been recorded on purchase orders.
Prim. supplier (Primary supplier) Select the primary supplier of the item from the drop-down list of all suppliers. By clicking the magnifier with plus icon (Search By), you can also select multiple primary suppliers whose items have already been recorded on purchase orders.
From Last Docs. (From Last Documents)

Check the checkbox to use the feature Find Items on the following documents:

  • Purchase Orders
  • Sales Orders
  • Goods – Issue
  • Goods – Receiving

Find Items only searches for items that were recorded on the last 10 documents from which the search form was used. For example, when the feature is used on a Goods – Issue document, only the items from the last 10 Goods – Issue documents are displayed in the window Find Items.

Active

Enable the relevant radio button to define which item status will be included in the search:

  • All – All items are included, regardless of their status.
  • Active – Only active items are included.
  • Inactive – Only inactive items are included.

Find items in BOMs

Check this checkbox if you want to limit the overview (list) only to the items within a BOM.

Auto-Refresh Check this checkbox if you want to update the list on the fly after having changed criteria.
Find (button)

Displays an overview (list) of the items according to the criteria entered.

Select and Close (button)

When the feature Find Item is invoked in a document and the data from the Items register is narrowed down to those that match the search criteria entered, place the cursor in one of the lines in the list of items and click the button Select and Close. This transfers the selected item to the document line and closes the search window.

You can also select an item by double-clicking the selected line or using the key combination Alt + I.

Select and Add Line (button)

When the feature Find Item is invoked in a document and the data from the Items register is narrowed down to those that match the search criteria entered, place the cursor in one of the lines in the list of items and click the button Select and Add Line. This transfers the selected item to the document line, while the search window remains open.

The key combination to select and add a line is Alt + Z.

Add all Adds all the lines shown in the section Overview to the document lines.

2. Limiting Search criteria

This section includes additional fields that allow you to enter two search criteria. You can use one of them or a combination of both.

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WARNING

Nine additional fields can be used to further narrow down the search, while two of them are visible by default. To enter more than two additional fields, expand the criteria panel. For instructions on how to to do this, see the chapter Scrollbars and Resize Handles.

 

(Field from Items register)

From the drop-down list of the field from the Items register, select the field that you want to use as a limiting criterion:

  • Item
  • Name
  • U/M (Unit of measurement)
  • Active
  • External ID
  • Prim. Categ. (Primary Category)
  • Sec. Categ. (Secondary Category)
  • Item Type

 

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WARNING

The drop-down list only shows the fields listed in the SQL query in the settings.

(Logical operator)

Select the logical operator to be used to parse the expression in the selected field of the Items register. For text fields, only the equalizer (=) can be used. The following operators can be applied:

  • <
  • >
  • <>
  • >=
  • <=
  • %
(Expression in the selected field of the Items register) Enter the expression that the program should search for in the Items register, taking into account the logical operator. You can also use wildcard characters in the expression, e.g. the percent symbol (%):
21153.jpg

 

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WARNING

When searching by date criteria, the date must be entered in the format YYYY/MM/DD.

3. Overview (of items matching the search criteria)

The Overview (list) of items that match the selected criteria can be modified in Find Item settings and even customized the needs of individual users or groups of users by using authorizations in Personal Settings. By default, the following information on items is displayed in the overview:

Item This field shows  the item ID from the Items register.
Active This field shows item status. If checked, the item is marked as Active, otherwise this field is empty.
Name This field shows the name from the Items register.
External ID
(Supplier ID)
This field shows the external (supplier) ID from the Items register.
U/M (Unit of measurement) This field shows the primary unit of measurement from the Items register.
Prim. Categ. (Primary Category) This field shows the primary category ID of the item.
Item Type This field shows the ID of the item type from the Items register.
Sec. Categ.
(Secondary Category)
This field shows the secondary category ID of the item.

 

4. Available Stock

This section displays the stock information for an individual item. The list shows all warehouses where the given item is recorded.

Warehouse This field shows the warehouse where the stock of the searched item is held.
Stock This field shows the number of items (actual stock of goods in the warehouse) in stock.
Allocated This field shows the quantity of hard allocations for the item and warehouse (see the chapter Hard Allocations).
Remaining This field shows the quantity that can be shipped/sold/allocated after taking into account all hard allocations (=currently available stock - allocated quantity).

 

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HINT

For user instructions, see the chapter Finding items in the section Getting Started of the User Manual for PANTHEON.

 

 

 


 

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