Table Maintenance

Accountants Enterprise only

Index of Tables

When adding sort views, relations, names, addresses and numbers to contacts, you are provided with relevant entries in the form of pick-lists or tables. For example, when adding addresses to a contact, you are provided with a pick-list or table of address type codes, such as residential address, business address etc. These tables can be added to from the Maintenance menu.

These tables are accessible from the relevant add/edit windows. For information on the tables you may add refer to:

• Relation Table

• Sort View Table

• Name Table Entries

• Number Table Entries

• Address Table Entries

• Validation Tables

Some of the entries are supplied as standard and cannot be edited. All standard entries display the system required icon in the Use column. You may add you own entries but they will not display a system required icon and remain editable. Standard entries are used to integrate information between Central Database, Tax and Practice Management (both VPM and PMA).

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Relation Table

Accountants Enterprise only

Relations are contacts that are associated with other contacts stored in the database. Using Relations enables multi-tiered reports to be produced linking one or more contacts together. The Relation Table Entries window lists all relation types in the database.

All system generated Relations are show a System Required icon. All user defined Relations do not show a system required icon.

Buttons on the window are:

Properties: Provides detail on an existing name

New: Creates a new name

Delete: Deletes an existing name

Cancel: Exits the window

List: Right click provides access to the List option.

Details

Relation: A ten alphanumeric character field; enter a code to identify the type of relation. For example; you may wish to associate business partners - the code could be BUSPAR.

Description: A sixty character field; enter a precise description for the relation item you are adding, for example, Business Partner.

Reciprocal: A ten alphanumeric character field; this refers to the allocation of a reciprocal code. The nominated relation type must already be created. For example, when adding a relation such as FATHER to a contact, another nominated contact will be assigned the code of Son. Click [F10] or the ellipse to display the Relation table for you to select a relation from. Highlight the relation code required and click Select to accept. This then enters this code in the Reciprocal field.

This means that when you assign a relation item with a reciprocal code (such as father and son) to a contact, the relative contact nominated will be assigned the reciprocal code. So if you assign the relation Father to a contact, the system will assign the reciprocal code of Son to the relative contact. A reciprocal relation may also have the same relationship, for example, associate.

Multiples: Answering [Y] in this option allows you to assign several of the same relation items to a contact on your system.

This option is useful if, for example, a father has several sons. By nominating multiples for a relation, a contact may then have two or more relations of the same category.

Click Reporting > Relation tree report and a detailed listing of existing relations between contacts in your database. That is, a contact with the relation Father will print with all his sons listed together.

If you answer Y to multiples and create this relation item as a variable to be used in letter writing, the first instance on file will print on the letter. That is, when you attach the relation Father to two contacts on your database, the first one will be picked up.

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Sort View Table

Accountants Enterprise only

Sort Views are used to identify specific groups of contacts with common attributes, so enabling reports to be printed for these contacts. Information can also be extracted from the database according to a particular value within a sort view. For example, the sort view MANAGER will have a value being the employee's code.

There are system required sort views or user created sort views.

System Required Sort Views include:

• Partner

• Manager

• Employee

• Office

• Index

• Area

• Code 1 to Code 6 inclusive

To create a new sort view table:

Select New and the Add/Edit Sort View table entries window displays.

These parameters are entered:

Code: A ten alphanumeric character field; enter a code to index the sort view item you wish to add, for example, Doctor, Ph, email etc.

Description: A sixty alpha character field; enter a precise description for the sort view item you are adding, for example, doctors, business phone, email address etc.

Details

Applies to: Nominate which type of contacts to which the sort view you are adding applies. Click [F10] for a list of three valid options; Contacts, Employees and Both.

Validation: In this sixty character alphanumeric field, you may nominate to validate the sort view you are adding against existing contacts in your database. In this field you are validating against existing status types (either contacts or employees). For example, you may nominate the following; D169 EQ 'Doctor'. This means only contacts with the title 'Doctor' will be validated by the system and assigned the sort view you are adding.

Mandatory for: In this field, you nominate which group of contacts for which the sort view you are adding is compulsory. Click [F10] for a list of valid options. Or, click [Enter] to bypass this field if required.

Default view: If you entered an answer at the previous field, then you are required to enter a default value for the sort view you are adding. The value you enter here must be a valid entry in your database. For example, enter a contact code that has the title of doctor in your database.

You may alternatively use the command @FIRST in this field. This means the default value is always the very first contact in the database with the title of 'Doctor'.

Validations on Value

Code type: Central Database allows the value of the sort view to be validated against data in your database. You may validate values only against the contacts in your database. Enter a type of code for validation purposes if required. For example, if you were setting up a sort view code of 'Doctor', then the code type here would be Contact. Click [F10] for a list of options and select one to continue.

Validation code: If Validation type was selected within the previous field code type, this field will become active. Click [F10] or the ellipse to display the Validation Table. Select the validation code you wish to attach to the sort view and press [Enter].

Condition: Enter a condition for validation purposes if applicable. For example, if you set up a sort view of 'Doctor' and a code type of 'Contact', then the contact needs to have the title of 'Doctor'.

To enter the required information here, you need to nominate the field to be validated. The title field is D169. So enter the required information as follows: D169 EQ 'Doctor'. This means the title of the contact must be 'Doctor' for it to be validated by the system and assigned the sort view you are adding.

When you have completed the window, either click OK to save the changes, or click Apply to save changes and to continue to add another sort view.

Validating Sort Views

List Tables - Include Option

Back to Sort View Table

Validating Sort Views

Accountants Enterprise only

The system enables you to validate:

• details pertaining to the contact to which you are applying the sort view

• the value of the sort view against contacts in your database

For example:

"Every contact that is a client must have a partner sort view attached to it. The value of the sort view must be an employee who has the category of partner."

Details

Following this scenario, the sort view we set up must be set to mandatory for contacts. Because it is mandatory, we can automatically set a default to be entered into the value of the sort view. For example, @First would pick up the first partner on file. You could alternatively enter a particular partners code.

Validation on Value

At the Code Type field, we answer E for Employees and in the Condition field we establish the condition D105 EQ 'P'. This means the value in the sort view must be a Partner.

A more complex condition may be the following:

D105 EQ 'P' OR D105 EQ 'M' AND D101 NE 'FRED'.
This means any partner or manager may be added as long as their name code is not FRED.

The information that can be filtered consists of the following:

• a literal, that is, a name code which must be enclosed in apostrophes

• a field for example, D105 (Status Type\Category) or D169 (Title)

• a sort view, for example, @VIEW:XXXX where XXXX is the sort view code.

The above examples are known as 'arguments'.

The following is a list of all the valid commands you may use when establishing filters for the above arguments:

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Sort View - Applies To

Accountants Enterprise only

Applies to: Nominate which type of contacts to which the sort view you are adding applies. Click [F10] for a list of three valid options; Contacts, Employees and Both.

Validation: In this sixty character alphanumeric field, you may nominate to validate the sort view you are adding against existing contacts in your database. In this field you are validating against existing status types (either contacts or employees). For example, D169 EQ 'Doctor' means only contacts with the title 'Doctor' will be assigned the sort view you are adding.

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Sort View - Default view

Accountants Enterprise only

Default view: If you entered an answer at the previous field, then you are required to enter a default value for the sort view you are adding. The value you enter here must be a valid entry in your database. For example, enter a contact code that has the title of doctor in your database.

You may alternatively use the command @FIRST in this field. This means the default value is always the very first contact in the database with the title of 'Doctor'.

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Sort View - Code

Accountants Enterprise only

Code: A ten alphanumeric character field; enter a code to index the sort view item you wish to add, for example, Doctor, Ph, email etc.

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Sort View - Description

Accountants Enterprise only

Description: When editing this field, enter a 60 alpha character description for the sort view item. For example, doctors, business phone, email address etc.

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Sort View - Mandatory for

Accountants Enterprise only

Mandatory for: When editing this field, nominate which group of contacts for which the sort view is compulsory. Click [F10] for a list of valid options.

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Sort View - Validations on Value

Accountants Enterprise only

Code type: Central Database allows the value of the sort view to be validated against data in your database. You may validate values only against the contacts in your database. Enter a type of code for validation purposes if required. For example, if you were setting up a sort view code of 'Doctor', then the code type here would be Contact. Click [F10] for a list of options and select one to continue.

Validation code: If Validation type is selected in the Code type field, this field will become active. Click [F10] or the ellipse to access the Validation Table. Highlight the validation code you wish to attach to the sort view and press [Enter].

Condition: Type in a condition for validation purposes if applicable. For example, if you set up a sort view of 'Doctor' and a code type of 'Contact', then the contact nees to have the title of 'Doctor'.

To enter the required information here, you need to nominate the specific field the system will validate against. The title field is D169. So enter the required information as follows: D169 EQ 'Doctor'. This means the title of the contact must be 'Doctor' for it to be assigned the sort view you are adding.

When you have completed the window, either click OK to save the changes, or click Apply to save changes and to continue to add another sort view.

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Name Table Entries

Accountants Enterprise only

The name table lists the types of names that are recognised in the database.

There are three columns in the Names Entries window. The column width may be adjusted by dragging the column to the required width. The Name column may be sorted into ascending or descending order by clicking the column heading. All system generated names are show a system required icon. All user defined names do not show a system required icon.

Buttons on the window are:

Properties: Provides detail on an existing name

New: Creates a new name

Delete: Deletes an existing name

Cancel: Exits the window

List: Right click provides access to the List option.

Details

Name: A ten alphanumeric character field; enter a code to index the type name being added.

Description: A sixty alpha character field, enter a precise description for the type name item, for example, business name, trading name, preferred name.

Line length: This determines how many characters long, the name may be. Note that Tax will only record 48 characters for a name.

Multiples: This refers to whether you wish to allocate two or more of this particular type code to a contact. For example, if you wish to enter two or more business names to a contact, flag this entry as a multiple by pressing [Y].

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Number Table Entries

Accountants Enterprise only

The number table stores the types of contact numbers. For example; telephone numbers, email addresses, fax numbers etc.

All system generated Numbers are show a System Required icon. All user defined Numbers do not show a system required icon.

Buttons on the window are:

Properties: Provides detail on an existing name

New: Creates a new name

Delete: Deletes an existing name

Cancel: Exits the window

List: Right click provides access to the List option.

Data entered for each Number Table:

Number: A ten alphanumeric character field; enter a code to index the number item you wish to add. For example, MOBILE1, MOBILE2, AFTERHOURS.

Description: A sixty alpha character field, enter a precise description for the Type of number you are adding. For Example, The description for MOBILE1 might be 'Main Mobile Number'; MOBILE2 might be 'Secondary Mobile Numbers'.

Multiples: This refers to whether you wish to allocate two or more of this particular type code to a contact. For example, if you wish to enter two or more secondary mobile numbers, set this number table so that it allows multiples.

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Address Table Entries

Accountants Enterprise only

The Address table stores all types of addresses that a contact may have including system and user defined addresses. A contact may have any number of stored addresses.

All system generated addresses are indicated by a system required icon. All user defined addresses do not show a system required icon.

When VPM is integrated to your system, the VPM Map routine applies the description Added by System to addresses.

Buttons on the window are:

Properties: Provides detail on an existing name

New: Creates a new name

Delete: Deletes an existing name

Cancel: Exits the window

List: Right click provides access to the List option.

The details entered when creating a new address type are:

Address: A ten alphanumeric character field; enter a code to identify the type of address you are adding.

Description: A sixty alpha character field, enter a precise description for the type of address you are adding. For example, delivery address.

Line length: This determines how many characters long, the address may be. If you are integrating to Tax, that application only records 48 characters for a name.

Multiples: This refers to whether you wish to allocate two or more of this particular type code to a contact. For example, if you wish to enter two or more business addresses to a contact, flag this entry as a multiple by pressing [Y].

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Validation Tables

Accountants Enterprise only

Validation Tables are pick-lists that can be defined by the user (or other MYOB applications) to limit the values attached to a sort view to items in the relevant validation table.

Tax, for example, uses a validation table for occupation codes - the table is maintained centrally by Central Database but used primarily from within a tax return. The benefit of the table being in Central Database is that the user can then use these values for sorting and filtering in reports and letters.

All system generated Validation tables show a system required icon in the Use column. No user defined Validation table shows the system required icon.

Buttons available on this window are:

Open: Opens the validation table. For example, if an ATO Occupation code is being processed, click Open to display the Occupation code table which is used in your Tax ledger. You may only edit the description of a System Required table, but you may edit both the Value and Description for there tables you define yourself.

Properties: Click Properties to open the Validation Table Properties window. You can edit the code and description of the table. Refer to Validation Table Properties.

New: Click New to open the Validation Table Properties window. You can create a new Validation table by providing a unique code and a description.

Delete: Click Delete to remove an entire Validation table.

Cancel: Exits the window.

List: Right-click to access the List option for the Validation Tables.

To create a validation table:

1. Click Maintenance > Validation Table.

2. Select New.

3. Complete the code and description fields.

4. Save the new Validation Table.

5. Attach values to the new table

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Validation Table Entries

Accountants Enterprise only

This window lists all the entries in the Validation Table.

Buttons on the window are:

Properties: Displays the details for the current line in the table so that you can edit the code and value. Refer to Validation Values.

New: Opens the Validation table for the <table> window, so that you can add a new code and value to the Validation table.

Delete: Deletes a line from the list of values in the Validation table.

Cancel: Exits the window.

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Validation Values

Accountants Enterprise only

This window allows you to add or edit an entry in the Validation table. These details are recorded for each entry:

Value: This is up to ten alphanumeric characters to uniquely identify the value you are adding to or editing in the validation table.

If you are editing a value that is used by Tax, you will only be able to edit the description. You will not be able to edit the Value field.

Description: This is up to 60 characters to describe the value you are adding to or editing in the validation table.

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Validation Table Properties

Accountants Enterprise only

This window allows you to add or edit a validation table in Central Database. If you are adding a new table, enter values for Table and Description as described below:

Table: Enter a unique ten character alphanumeric code for the table you wish to add to Central Database.

Description: Enter a relevant description (of up to sixty characters) for the table you wish to add to Central Database.

If you are editing a table, over type the existing value(s).

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Address Browser

Accountants Enterprise only

The browser lists information for all contacts in the data base. The details include:

• Contact code

• Table indicates the type of address (Type cannot be modified from this browser)

• Use - the two heads icon denotes that contacts share this address.

• Street

• Town/suburb

• State

• Postcode

• Country

To sort the list into descending or ascending order, click the column headings for Contacts, Tables, Town/suburb, State or Postcode.

Properties of an Address

To modify an address select the Properties button and the address details are displayed and may be edited, except for the Type. Refer to Addresses in the Address Book,