Setting conditions for an inquiry

You can set conditions to limit the data that appears in an inquiry. For example, you may want to see only active projects on a Project inquiry.

You set conditions for an inquiry by setting conditions for one or more of the columns on that inquiry.

Note: When you view an inquiry by clicking a link to it from another inquiry, you can temporarily set conditions for it but they are not saved. Instead, access the inquiry from the Inquiry menu and then set conditions for it, as described in the following instructions. You can also set the conditions on the link you use to open the inquiry.

To set up conditions for an inquiry

  1. From the > Reports > Standard Inquiries or Custom Inquiries menu, select the inquiry you want.
  2. Click .
  3. Click the Conditions tab.
  4. In the field that contains text asking you to select a column, click and select the column on which you want to set a condition. Even if a column does not appear on the inquiry, you can still set conditions for it that affect the information that appears on the inquiry.
Note: You can select a regular column or a key field column.
  1. Two fields appear to the right where you set the conditions for the column you selected.

You set conditions much in the same way you write a formula. You define a relationship between the column you selected and another value or column. Begin by exploring the available options in both of these fields.  

  1. In the middle field to the right, select an operator which expresses the relationship you want to establish between the column you selected and the value or column in the last field on the right.
  2. In addition to the standard mathematical operators, you may also find these operators useful:
Operator Description

One Of

Use this operator to select more than one value. In the field at the far right, type the values separated by a semicolon ;

For example, if your column is Status and you want to show all invoices that have a status of active or preliminary, you enter the following in the field at the far right: active;preliminary

Not One Of

Use this operator to select all but a specific value or values. In the field at the far right, type the values separated by a semicolon ;

For example, if your column is Status and you want to show all invoices except those that have a status of inactive or preliminary, you enter the following in the field at the far right: inactive;preliminary

Matches Pattern

Use this operator to show only data that fits a certain pattern.

When typing a value in the field at the right:

  • Use an underscore to represent a character.
  • Use % to represent any number of characters.

For example, to show all invoice IDs that contain 200 in the same position as this ID: 07-200-090G1, you enter %200%.

Within Last X Days

For date fields, use this operator to show only data for a date range based on the current date.

In the field at the right, type the number of days, as follows:

  • Type 0 to include data for only today's date.
  • Type a positive number to include data for that number of days before today's date and today's date.
  • Type a negative number to include data for that number of days after today's date and today's date.

For example, you type one of the following in the field at the right:

  • 0 to include data for today only
  • 1 to include data for yesterday and today
  • -1 to include data for tomorrow and today

Not Within Last X Days

For date fields, use this operator to exclude data for a date range based on the current date.

In the field at the right, type the number of days, as follows:

  • Type 0 to exclude data for only today's date.
  • Type a positive number to exclude data for that number of days before today's date, today's date, and all future dates.
  • Type a negative number to exclude data for that number of days after today's date, today's date, and all past dates.

For example, you type one of the following in the field at the right:

  • 0 to exclude data for today only
  • 1 to exclude data for yesterday, today, and the future (includes data for before yesterday)
  • -1 to exclude data for the past, today, and tomorrow (includes items after tomorrow)

Is Current User

For employee key fields, use this operator to show data pertaining only to the current user.
  1. In the last field on the right, review the values that are available and make a selection.
  2. You can set additional conditions, as needed. Notice that a selection field now appears on the next row for you to set another condition. The order of the conditions does not matter, as all conditions are always applied regardless of order.
  3. To delete a condition, click the Delete button at the far right of the condition.

To save the conditions, click OK.