Filtering and Sorting in MYOB Advanced: Process Activity

The following activity will help you create and apply filters in MYOB Advanced.

Video Tutorial

This video shows you the common process but may contain less detail than the activity has. If you want to repeat the activity on your own or you are preparing to take the certification exam, we recommend that you follow the instructions in the activity steps.

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Story

Suppose that you are David Chubb, a new sales manager of the SweetLife Fruits & Jams company. On January 30, 2023, you are starting to work with the GoodFood One Restaurant customer. To learn the details about products ordered by the customer so far in 2023, you need to find all the sales orders that have been created in January 2023. You also want all the sales orders for this customer to be displayed on a separate filter tab in the list of sales orders.

Process Overview

In this activity, you will do the following:

1. Create a simple filter
2. Create a quick filter
3. Make a quick filter the default filter for your user account
4. Delete a quick filter
5. Filter data in a table by a selected cell value
6. Turn on and off column sorting in a table

System Preparation

Before you start working with filters in MYOB Advanced, make sure that the following tasks have been performed:

• You have installed an MYOB Advanced instance with the U100 dataset, or a system administrator has performed this task for you.
• You have signed in to MYOB Advanced with the following credentials:
  • Username: chubb
  • Password: 123

  For details, see Accessing MYOB Advanced: Process Activity.

Step 1: Creating a Simple Filter

Suppose that you need to view the list of sales orders that have been created in January 2023.

To create a simple filter, do the following:

1. On the main menu, click Sales Orders. The Sales Orders workspace opens.
2. In the Transactions category of the workspace, click Sales Orders. The list of sales orders opens, listing the sales orders that have been created in the system.
3. In the list of sales orders, click the header of the Date column.
4. In the Sorting and Filtering Settings dialog box, which opens, do the following:
   1. Make sure Is Between is selected in the list of filter conditions.
   2. In the From box, specify 01/01/2023.
   3. In the To box, specify 01/31/2023.
   4. At the bottom of the dialog box, click OK.

      The system closes the dialog box. In the list of sales orders, you can see the sales orders that were created in January 2023.

   Tip: In the filtering area, you can see the Date: '1/1/2021' - '1/31/2021' Quick Filter button. You can save a simple filter as a quick filter, which can be used in future sign-ins; you will do this in the next step.
5. Drag the Date: '1/1/2021' - '1/31/2021' Quick Filter button out of the filtering area to delete the simple filter.

Step 2: Creating a Quick Filter

Suppose that as David Chubb, you will regularly need to view all the sales orders for GoodFood One Restaurant, so you need an easy way to do this. You will create a quick filter, which is reusable and is applied to the data in the list of sales orders. When you save this quick filter, the system will add to the table of sales orders a separate tab with the quick filter applied.

To create this quick filter, do the following:

1. While you are still viewing the list of sales orders, click the header of the Customer column. The Sorting and Filtering Settings dialog box opens.
2. In the dialog box, make sure that the Equals condition is selected.
3. In the Search box at the bottom of the dialog box, enter the customer ID: GOODFOOD.
4. Click OK. The system closes the dialog box, and the list of sales orders now contains only the sales orders that have been created for GoodFood One Restaurant. In the filtering area, you can see the Customer:= 'GOODFOOD' Quick Filter button.
5. In the filtering area, click Save.
6. In the Filter Settings dialog box, which opens, do the following:
   1. In the Filter Name box, enter the name of the quick filter: GoodFood.
   2. Click OK.

The system closes the dialog box. In the table, notice the GOODFOOD filter tab, which displays all the sales orders for GoodFood One Restaurant.

Step 3: Making a Quick Filter Your Default Filter

Suppose that GoodFood One Restaurant is your main customer. Every time you open the list of sales orders you need to view the GOODFOOD filter tab, which lists this customer's sales orders. Thus, you will make this quick filter your default filter.

To make a quick filter your default filter, do the following:

1. While you are still viewing the GOODFOOD filter tab of the Sales Orders form, click the Filter Settings button. The Filter Settings dialog box opens.
2. In the dialog box, do the following:
   1. Select the Default check box.
   2. Click Save.
   3. Click Apply.

   The system closes the dialog box. The GOODFOOD filter tab will now be displayed by default every time you open the list of sales orders.

Step 4: Deleting a Quick Filter

Suppose that your manager has assigned the GoodFood One Restaurant customer to another sales manager, so you no longer need the GOODFOOD quick filter that you created in Step 3.

To delete the quick filter, do the following:

1. While you are still viewing the GOODFOOD filter tab of the list of sales orders, click the Filter Settings button. The Filter Settings dialog box opens.
2. In the dialog box, do the following:
   1. In the box left of the Default check box, make sure that GoodFood is selected.
   2. Click Remove.
3. In the dialog box, which opens, click OK. The system closes the dialog box and removes the quick filter. The quick filter is no longer displayed in the Filter Settings dialog box.
4. Close the Filter Settings dialog box.

Step 5: Filtering Data by a Selected Cell Value

Suppose that you need to view all the sales orders that have the Invoiced status.

To filter the data in the table by the Invoiced value in the Status column, do the following:

1. While you are still viewing the list of sales orders, on the All Records tab, in the Status column, click a cell that has the Invoiced value.
   Tip: If you cannot see any sales orders that have the Invoiced status on the first page of records, click the Go to Next Page button at the bottom right corner of the screen.
2. Press Shift+F. In the list of sales orders, you can now see the sales orders that have the Invoiced status.
   Tip:

   In the filtering area, you can see the Status:= Invoiced Quick Filter button.

3. Drag the quick filter outside of the filtering area to turn off the filter.

Step 6: Turning On Column Sorting

Suppose that you need to sort sales orders by customer name in alphabetical order.

To turn on sorting in the Customer column, do the following:

1. While you are still viewing the list of sales orders, click the header of the Customer column.
2. In the Sorting and Filtering Settings dialog box, which opens, click Sort Ascending. The system closes the dialog box and reorders the sales orders in the table, sorting them in alphabetical order by customer.

Step 7: Turning Off Column Sorting

To turn off sorting in the Customer column of the table, do the following:

1. While you are still viewing the list of sales orders, click the header of the Customer column.
2. In the Sorting and Filtering Settings dialog box, which opens, again click Sort Ascending, which has a check mark left of the option. The Sorting and Filtering Settings dialog box is closed, and the sorting is turned off.