Marking Records

How can I mark records so it's easy to find them later?

Using the Flag Box

To temporarily mark a few records for any purpose in Goldenseal estimating software and accounting software, just click in the Flag box at the lower left corner of the window.

After you have flagged some records, you can use the Find command to find them. You can also use the flagged item as a group, in reports or printed forms.

HINT-- After you are done using flagged records, "unflag" them so they won't be included in future finds. You can turn off the flag in one record, and then use the Replace All command to change the others quickly.

Using the Status Field

Some records have an "extra attention" status choice that lets you mark records that need special attention. For example, you can use the Submitted and Approved status options to mark Estimate records which are finished, but still not in a project.

You can use the Find command to quickly locate items that have Submitted or Approved status.

HINT-- When an estimate is not accepted, change the status to Void. That makes it easier to find current and pending estimates that have Entered, Submitted or Approved status.

Using Group Lists

Most records have one or more "group" fields that let you classify items with any labels that you like to use. For example, Customer accounts include a Job Type field that lets you classify your customers any way you want.

To find records of a certain type, simply use the Find command.

HINT-- The group lists will often let you "narrow in" to a small number of items. You can then browse through a few records until you find what you want. That is often faster than trying to figure out the right Find criteria to find what you want exactly.

Using Custom Fields

If you frequently need to find specific records, you can add a custom field so you can fill in some additional data for each record. Later on you can use the Find command to search in that field. For example, in Customer records you might add a Pet Type field, so you can more quickly locate those customers who own gargoyles, flamingos or other special pets.

For more about custom fields, click here.

Using Keywords

You can type keywords into the Comments field of a record to make it easier to find them later. For example, you might enter pet's names into the Comments field, so you can quickly locate all customers who have a cat or gargoyle named "Rover".

Click here to return to business data entry topics.

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