Search Company Contacts

To use this function, select Utilities>Search Company Contacts.

Use the Search Contacts function to obtain a list of all contacts based on the filters set in the top portion of the window. See the Search Contacts Options at the end of this article.

• All—The search will include all contacts. Results in list will appear immediately.
• Customer—All contacts that have Customer selected in the Contact Manager will be included in the search. Results in list will appear immediately.
• Employee—All contacts that have Employee selected in the Contact Manager will be included in the search. Results in list will appear immediately.
• Vendor—All contacts that have Vendor selected in the Contact Manager will be included in the search. Results in list will appear immediately.
• Other—All contacts that have Other selected in the Contact Manager will be included in the search. Results in list will appear immediately.
• All and 1099 Recipient—All will return all Contacts included in the criteria. 1099 Recipient will only return contacts with data in the 1099 Settings grid on the Vendor tab.
• Quick Search and Advanced Search—Quick Search performs the search in just a few seconds, but only includes columns for basic contact information. Advanced Search can take several minutes, but returns information from the Vendor, Customer, and Employee tabs.
  
  

Use the following criteria fields on the left of the window to filter the search:

• Organization—Select Organization from drop-down list to pull up contacts that have been identified with the selected Organization only. Items in list are those that have been created for contacts in Company Contacts. Results in list will appear immediately.
• Status—Select Status from drop-down list to pull up contacts that have been identified with the  selected Status only. Items in list are those that have been created for contacts in Company Contacts. Results in list will appear immediately.
• Search for text—Enter any text string (alpha or numeric) to search all data fields of the contact database for records matching the other filters.

Click the Search button to begin the search.

• Sort by Column Heading—Click on any column heading to sort the list by that field.
• Customize the Columns—You can rearrange and hide columns, if desired, using Column Configuration.
  
• Drill Down in the results grid—To edit a contact record, double-click with your mouse anywhere on the row of a contact.
• Print—Click Print to print the results of the search as displayed in the grid. Due to printer variations, column widths do not print the same as they look on the screen. Use Options>Print Offset to adjust for these differences. Increase the number to increase the printed column width and decrease the number to decrease the width. Once this is set for your system, columns will print as they appear on your screen.
• Export—The results of a search can be exported to one of three text file formats:
  • Comma delimited
  • Tab delimited
  • Ascii file
    
    To complete an export, enter the path and file name in the field at the bottom of the dialog box or use the button to use the Windows Explorer file dialog box. then click the OK button.

Memorize search

Use the Memorize Search section to save and restore search configurations.

• Set the filters and customize the columns as desired, then save the entire configuration by typing a name for the configuration in the upper box and clicking Save.
• To restore a saved configuration, highlight the name in the lower box and click Restore. This will restore the configuration, but the search will not begin until you click the Search button.
• To delete a saved configuration, highlight the name in the lower box and click Delete.

Merge Contacts

Use the Merge Contacts function to combine all the transactions associated with two or more contacts into one contact and delete all contacts except the one the transactions are merged into. Be sure to keep the contact with the most complete contact information. Check the contact information for all contacts using Setup>Contacts>Company Contacts to make sure all important information is recorded on the Contact tabs of the contact you will be keeping, since all of the information on the tabs of other contacts you are merging will be lost.

1. Click on the row of a contact to be merged, then click Add Contact at the bottom of the window. Repeat this until all contacts to be merged are in the Merge list.
2. Highlight the contact in the Merge list that you want to keep. This is the contact you want to merge the others into. Move it to the top of the list using the shift and arrow keys.
3. Click the Start Merge button at the bottom of the window to merge the contacts.
   
   • You will be asked to confirm the contact that the others will be merged into. Be careful to check that this is correct.
   • You will be prompted to back the file up first, which is recommended, as the Merge cannot be undone.
     

Search Contacts Options

Click the options icon on the Data Bar for Search Contacts Options.

• Print Offset—Due to printer variations, column widths do not print the same as they look on the screen. Use Options>Print Offset to adjust for these differences. Increase the number to increase the printed column width and decrease the number to decrease the width. Once this is set for your system, columns will print as they appear on your screen.
• Live Update—Selecting Yes causes items in the results grid to update automatically when a contact record is changed in another window or by another user. When this is set to No, updates to contact records are not made until you click Search.
• Open with Search—Selecting Yes causes the window to open with the default (current month) search. Selecting No causes the window to open with no search options selected. Setting this to No will make the window open much faster.
• Show Terminated—Selecting Yes allows contacts with a terminated date on the employee tab to appear in the search. Selecting No causes contacts with a terminated date on the employee tab to NOT appear in the search.
• Show Inactive—Selecting Yes allows contacts with a checkmark in the Inactive box on the Employee tab to appear in the search. Selecting No causes contacts with a checkmark in the Inactive box on the Employee tab to NOT appear in the search.