4-Ways-to-Simplify-your-Searches-in-Sage-200c

4 Ways to Simplify your Searches in Sage 200c

In Sage 200 by Kerry-Lee Rodighiero

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Getting information into Sage is one thing; but getting the relevant information out of Sage is quite another. There are dozens of shortcuts and tips to get you manipulating Sage 200c like a pro in no time!

In this blog of Sage 200c Shortcuts and Tips we will look at:

  • Wildcard Symbols
  • Keyboard Shortcuts
    • Alt keys
    • Function keys
  • List Views
  • Applying Filters to List Views

Wildcards Symbols

Using the tab key and keyboard tricks will not only impress your co-workers but also help you to pull only the information you need out of Sage 200c. Sage uses Microsoft’s standard Wildcard Symbols, which are a great help to Sage users who work with large amounts of data for daily search and filtering functions. Knowing about Wildcard Symbols before you set up your account structures is extremely beneficial as they are particularly useful when searching through records that are similar in structure.

What are Wildcards and how can they help me search?

Wildcards are special characters that work as substitutes for letters or numbers when performing searches.  My favourite is % and here is why (and also why it’s good to know about Wildcards when you structure your system):

  • % – The percent sign represents zero, one, or multiple characters

Let’s say you deal with hundreds of plumbers and need to find an account that begins with ‘Plumb’. The % sign used after the word ‘Plumb’ will bring up all the options in that field starting with Plumb. A standard Sage search will bring up all the accounts with the word ‘plumb’ anywhere in the account name. While a Wildcard % search will bring up only those accounts which begin with the word plumb. So my new search now only has one item:

You could also search for %plumb for words ending in plumb.

  • _  – The underscore replaces a single character

Keyboard shortcuts

You can drastically speed up data entry by using Sage Keyboard Shortcuts. Try using one at a time until you get used to them and soon they will all be second nature.

Alt-Shortcuts

Alt + S Save
Alt + P Save and Print
Alt + A Add a line
Alt + D Delete a line
Alt + E Edit a line
Alt + I Insert a line

Function keys

Key Function
F2 Change the exchange rate
F4 Select from drop-down lists and select checkboxes

If a column already contains data, you’ll need to delete it first. For example, if you want to change a nominal code, you’ll to need to delete the entered code and then press F4

F6 Copy the cell above

This is useful if you’re entering several invoices with similar details. You can use F6 to copy details from the line above, such as the date, supplier code, narrative, amount, nominal account

Shift + F6 Copy the cell above and increment by one

You can only use this for the date and reference fields (that end in a number)

Useful if you’re entering invoices with consecutive dates or consecutive references

F7 Insert a row
F8 Delete a row
F9 Calculate the net value

This is useful if you only know the gross value of your invoice

1. Enter the gross value in the Net column

2. Press F9. The Net and VAT values are calculated and entered in the correct columns

List Views

Sage 200c is a big system with lots of different ledgers, settings and reports. Especially if you have included add-on modules; it can seem quite daunting after moving from a smaller system such as Sage 50.  Configuring the List Views to retrieve the information you want will vastly improve your Sage 200c experience.

Each module, Customers, Suppliers, Stock, SOP, POP, etc,  has its own ‘List View’ and the ‘List View’ is the information listed on your screen after selecting ‘Customer List’, ‘Supplier List’, ‘Stock List’, etc from the menu.

But did you know you can configure that List View to show you the specific information you need, right there on your screen, without having to pull a report. Right-click on the dark grey header bar and select ‘Columns’ to reveal a list of available options, pulled from the customer account in this example, to include or exclude, depending on the information you require.  Simply tick to include that column in your List View.

Now apply some filters to these newly configured List Views and you will probably find there are a number of reports you won’t need to pull anymore!

Applying Filters to List Views

Select the filter symbol located at the top of the list and edit the options.  Let’s create, and save, a filter to pull all the customers with a balance over £1000.

When you apply that filter from the drop-down selection, only customers with a balance over £1000 will now show in your List View. You can also select all customers with accounts On Hold. You can put multiple lines into one filter, there is no limit to the number of lines you can enter.   Here we are looking for all customers who are over the credit limit, And their credit limit must contain a value over zero.

So from a few hundred customers in my List View, I now have 10 in an easy-view screen.  Save the name of your filter and it will be there for you forever. Don’t forget to select <No Filter> to clear your filter when you’re done!

Look out for more of our handy tips for Sage 200c, covering things like adjusting preferences to List Views, the Menu Search Bar, the Favourites Menu, the handy Process Maps, and hiding inactive customers and suppliers.

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