Sort Accounts

Debtors may be sorted by Name or Account Number. This sort order affects the way lists of accounts are displayed in reports and statements. You may wish to see your accounts printed in strict Name order or in strict Account Number order.

When you view a client's list of debtors, you may notice that there are several debtors at the top of the list that appear to be out of order. These are accounts that have been entered in the system since the last time your debtors were sorted.

Debtors display automatically sorted by Name when you view master lists such as All Debtors, Active Debtors or Closed Debtors. However, viewed through clients' debtor lists, debtors may actually be out of order and must be sorted by the user. Sort order at the client level affects the sort order displayed in generated statements and some reports.

You may sort all debtors in your database, only newly listed debtors, or only the debtors for a specific client.

New Debtors may be sorted on a day by day basis as, they are entered. This will keep every client's debtor list in order with minimum overhead.

There are several ways that you can sort your debtors.

1. Sort debtors using the Tools menu, Sort Accounts choice.

2. Sort debtors through the Daily Administration, New Business, Sort New Debtors button.

3. Sort debtors when viewing a particular client.

If you sort all debtors, you will force a resort at the client level. If you wish a particular client to be sorted in a different order, you will have to go into the client and resort at the client level, as needed.

1. Sort Debtors Using The Tools Menu

1. Select Tools from the top menu bar and then select Sort Accounts from the drop-down choices. A prompt will display.


Sort Debtors Prompt

2. Select ALL to sort all your debtors, or NEW to select only the newly listed debtors. You will be prompted to select the sort order.


Sort By Name Or Account Prompt

3. Select NAME to sort your debtors by Name or ACCOUNT to sort your debtors by Account Number.

4. Collect! will perform the sort on debtors for all clients and indicate completion.

5. Open a client to observe the effects of this sort on the list of debtors.

2. Sort Debtors Through The Daily Administration Menu

1. From the Main Menu, select the Daily Administration button to view the Daily Administration menu.

2. Select the New Business button to view the New Business menu.

3. Select the Sort New Debtors button to sort your debtors. A prompt will display.


Sort Debtors Prompt

4. Select ALL to sort all your debtors, or NEW to select only the newly listed debtors. You will be prompted to select the sort order.


Sort By Name Or Account Prompt

5. Select NAME to sort your debtors by Name or ACCOUNT to sort your debtors by Account Number.

6. Collect! will perform the sort on all clients and indicate completion.

7. Open a client to observe the effects of this sort on the list of debtors.

3. Sort Debtors When Viewing A Particular Client

When you want some clients sorted by Name and some sorted by Account, you must perform your Sort Accounts at the Client level.

1. Display the Client and make sure you have NOT highlighted the Debtor subsection of the screen. (To be sure, click into the field labeled Client #.)

2. Select Tools from the top menu bar and then select Sort Debtors from the drop-down choices. You will be prompted to select the sort order to apply to this client only.


Sort By Name Or Account Prompt

3. Select NAME to sort this client's debtors by Name or ACCOUNT to sort them by Account Number.

4. Collect! will perform the sort and indicate completion.

5. Open the client's debtor list to observe the effects of this sort.

When you use the last method, Debtor sort order is stored in the Client Settings form in the Debtor Sort Order section. This is the sort order used when generating statements for the particular client.

Debtor Sort Order Settings

If the Sort Order option is not set, then Collect! is using the same sort order for all accounts. The Client Settings choice gives you the option of having a different sort order for individual clients. You can set this or refresh your client's debtor list only if you perform the account sort while viewing the Client form.

See Also

- How To Sort Records In Reports