Using filters

Filters allow users to control which information will be included into export files. This appendix describes the available filters and the way to apply them.

Filters

The following filters are available:

•	Debtor filter

The information of the debtors selected with this filter will not be included into the export files.

•	Outstanding amounts / new invoices filter

The information of the outstanding amounts / new invoices selected with this filter will not be included into the export files (during the rest of this chapter outstanding amounts / new invoices will be called invoices).

Apply filters

To set filters, open the window shown below. This window can be opened by clicking one of the filter buttons in the window of an export module.

There are two ways to select debtors and invoices that must be filtered: manually or automatically.

•	Select manually

Complete the following steps to select debtors or invoice that must be filtered manually:

1.	In the window of the export module, mark the checkbox of those filters that must be applied.

2.	For each filter that must be applied, open the settings window by clicking the corresponding button.

3.	In the upper left field select the debtors or invoices that must be excluded

4.	Move the selected items to the upper right column by pushing the '>' button.

Repeat step 1 to 4 until all debtors or invoices that must be excluded from export files are moved to the upper right field.

•	Select automatically

Automatic filters automatically select the debtors or invoices that must be filtered before creating export files.

Debtors can be selected based on the following characteristics:

•

Country

•	Debtor number

•	Payment condition

•	A field that was imported from the accounting database specifically for filtering purposes.

Invoices can be selected based on the following characteristics:

•	Selection code

•	Payment condition

•	Invoice number

•	Invoice date in relation to Due date

•	Information imported from an extra database field (Own field)

•	Invoice that are not sent

•	Invoice with an invoice amount larger than zero

•	Invoice date

•	Days expired

•	Outstanding amount

Click here for a description of the use of the Country filter

Click here for a description of the use of the other automatic filters

•	Select solvable countries

With the County filter, debtors can be filtered based on the country where they are registered. To set this filter, open the window 'Credit worthy countries' (button Credit worthy countries in window of debtor filter).

Then complete the following steps:

1.	In the left column select the countries that are 'unsolvable'

2.	Move selected items to the right column by clicking the button 'Remove'.

3.	After removing all non credit worthy countries push OK to save the settings and close the window (d-basics will show the window 'Select credit worthy debtors').

4.	Click 'Apply filters' (make sure the checkbox of the country filter is checked). This will move the debtors that reside in countries marked as non credit worthy to the lower right field.

•	Other automatic filters

To apply the other automatic filters the following step must be completed:

1.	In the window of the Export module check the check boxes of those filters that must be applied.

2.	For each filter that must be applied, open the settings window by clicking the corresponding button.

3.	In this window select the automatic filters that must be applied by checking the corresponding check boxes.

4.	In the first pull down menu select the qualification to which the filtered information must match (=, <>, >, >=, <, <=, IN, LIKE)

Note:

The qualifications IN and LIKE are SQL commands. For information regarding the use of these commands please contact the d-basics helpdesk.

5.	In the last pull down menu select the value that must be used to filter information.

Important:

Filtering based on values stored within an extra field that is particularly imported for filtering purposes is only possible if d-basics is set to import such a field. This is part of the configuration of the connection between d-basics and the accounting program. For more information concerning importing extra data fields see the manual 'Installation and configuration', paragraph 'Advanced settings connection accounting software' (Tab 'Import', Sub tab 'Debtors / Creditors).

If this pull down menu is empty, d-basics could not find the required information. In this case check the settings for importing an extra data field. If that does not work the filter cannot be used.

6.	Click 'Apply filters' (make sure the check boxes of the desired filters are checked). This will move the debtors or invoices, which do not match with the filter rules, to the lower right field.

•	Manually adjust selection automatic filters

The selections made by automatic filters can be manually overruled. To do this, complete the following steps:

1.	In the lower right field select the debtors or invoices that must not be filtered.

2.	Move the selected items to the lower left field by clicking the '<' button

Information of items moved to the lower left field will be added to the export files.