Advanced Lookup

About, Knowledge Base | ID: 6427

With Advanced Lookup, you can find, edit, or add the following information:

Customer History Inventory Purchase Order
  • All
  • Name
  • Account Number
  • Address
  • Phone
  • Rewards Number
  • Ace National Lookup (For Ace Hardware stores)
  • Invoice
  • Part
  • Part + Customer
  • Class
  • Department
  • Location
  • Supplier
  • Keyword
  • Class
  • Department
  • Location
  • Supplier
  • Keyword

This article provides information on the following functions of Advanced Lookup:

Advanced Lookup search feature

This feature, if enabled, allows users to search inventory descriptions 1 AND 2 as a single field. Stores using long and/or complicated descriptions may find benefit from this search ability. The benefit gained from this feature is the ability to find inventory items with a specific phrase contained in their descriptions even if the phrase is split between description 1 and description 2 fields.

Note: Multi-word/multi-field searches require additional time to execute. Since every word is a separate search, stores with large inventories may see slightly slower search returns.

To enable this search ability:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Company tab.
  3. In the Advanced Lookup pane, check Search Descriptions 1 and 2 as one field (This will negatively impact all search speeds). 
  4. Click Save, and then click Close.

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How to set Advanced Lookup default search options

In Paladin, you can choose the default search option when you perform an Advanced Lookup search in the Inventory, PO, or Invoice/Quote modules.

The Keyword search, which is the current default and the most extensive, searches all inventory fields for the text you provide. Other options display only the items for a specific Class, Department, Location, or Supplier. To set any of these four options to be the default search option:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Company tab.
  3. In the Advanced Lookup pane, from the Inventory Default Search Type list, select the search option that you want to be the default.
  4. Click Save, and then click Close.

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How to use Advanced Lookup to find items to add to an invoice

  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. On the bottom ribbon of the module, click F1 Advanced Lookup.
  3. In the Inventory tab, select one of the following options:
    • Class
    • Department
    • Location
    • Supplier
    • Keyword

Note: If you have chosen Keyword as a search parameter, in the search box, enter a search term, and then select an item from the list. If you want to search for a specific item, check Exact Phrase.

4. All other options provide information that can be selected from the search box list.
5. Click Find.
Optional: On the top ribbon, click F1 Results. In the Find Within Results search box, enter clarifying information, and then click F3 Find Next or F4 Find Prev.
6. In the Qty column, click the quantity box on the line item, and then enter the amount of items that you want to add to the invoice.
Optional: To search beyond your inventory for a special order item, click F2 Vendor Site.
7. Click F8 Add Items to Invoice.

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How to use Advanced Lookup to add items from an existing invoice to a new invoice

  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. On the bottom ribbon of the module, click F1 Advanced Lookup.
  3. Click the History tab.
  4. Click to select one of the following options:
    • Invoice
    • Part
    • Part + Customer

Note: You can only use the Part + Customer option for a customer that has been added to the invoice.

5. Perform one of the following procedures:

    • To search by Invoice, enter the invoice number, and then click Find.
    • To search by Part, enter the part number, and then click Find.
    • To search by Part + Customer, enter part number, and then click Find.

6. Optional: On the top ribbon, click F1 Results. In the Find Within Results search box, enter clarifying information, and then click F3 Find Next or F4 Find Prev.
7. To add an item to a new invoice, double-click in the Qty box, enter the amount of items that you want to add, and then click F8 Add Items to Invoice.

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How to use Advanced Lookup to find and add a customer to an invoice

  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. On the bottom ribbon of the module, click F1 Advanced Lookup.
  3. Click the Customer tab.
  4. Select one of the following options:
    • All
    • Name
    • Account Number
    • Address
    • Phone
    • Rewards Number
    • Ace Nat’l Lookup (This is only available to Ace Hardware companies.)
  5. In the Keyword Search box, enter a search term, and then click Find.
  6. Click to select the line item of the customer that you want to add, and then click F8 Select Customer. You will return to the Invoice/Quote tab where you can add more items to the invoice.

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Advanced Lookup invoice history

In the Invoice/Quote module, when a customer account is not selected, and you click F1 Advanced Lookup, and then click the History tab, the default search text is Recent Cash Sales. If you click Find, the search displays all cash sales from the last 48 hours that are not associated with a customer account.

To view a complete history of all cash sales that are not associated with a customer account:

  1. In Paladin, on the top ribbon, select the Customers module.
  2. On the bottom ribbon of the module, click F1 Advanced Lookup.
  3. On the top ribbon of the Advanced Lookup window, enable All.
  4. Enter cash in the Keyword Search box.
  5. Click Find. All cash sales will be listed in the Advanced Lookup window.

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How to use Advanced Lookup to find an inventory item

  1. In Paladin, on the top ribbon, select the Inventory module.
  2. On the bottom ribbon of the module, click F1 Adv. Lookup.
  3. In the Adv. Lookup window, select one of the following options:
    • Class
    • Department
    • Location
    • Supplier
    • Keyword

Note: If you have chosen Keyword as a search parameter, in the search box, enter a search term, and then select an item from the list. If you want to search for a specific item, check Exact Phrase. All other options provide information that can be selected from the search box list.

4. Click Find.
Optional: On the top ribbon, click F1Results. In the Find Within Results search box, enter clarifying information, and then click F3 Find Next or F4 Find Prev.
5. In the Select column, click to select the check box next to the inventory item that you want to edit.
Optional: To search beyond your inventory for a special item, click F2 Vendor Site.
6. Click F8 Edit Part. The Inventory tab will appear with details.

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How to use Advanced Lookup to add items to a purchase order

  1. In Paladin, on the top ribbon, select the PO module.
  2. On the bottom ribbon of the module, click F1 Advanced Lookup.
  3. In the Advanced Lookup window, select one of the following options:
    • Class
    • Department
    • Location
    • Supplier
    • Keyword

Note: If you have chosen Keyword as a search parameter, in the search box, enter a search term, and then select an item from the list. If you want to search for a specific item, check Exact Phrase. All other options provide information that can be selected from the search box list.

4. Click Find.
Optional: On the top ribbon, click F1 Results. In the Find Within Results search box, enter clarifying information, and then click F3 Find Next or F4 Find Prev.
5. To add an item to a new invoice, double-click in the Qty box, enter the amount of items that you want to add, and then click F8 Add Items to Invoice.
Optional: To search beyond your inventory for a special item, on the top ribbon, click F2 Vendor Site.

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How to use Advanced Lookup to search for a customer account

  1. In Paladin, on top ribbon, select the Customers module.
  2. on the bottom ribbon of the module, click F1 Advanced Lookup.
  3. In the Advanced Lookup window, select one of the following options:
    • All
    • Name
    • Account Number
    • Address
    • Phone
    • Rewards Number
    • Ace Nat’l Lookup (This is available to Ace Hardware companies.)
  4. In the Keyword Search box, enter a search term, and then click Find.
  5. Highlight the Customer Name, and then click F8 Select Customer.

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How to use Advanced Lookup to do a secondary search

A secondary search lets you look for information within your first set of results. For example, you can search your inventory by supplier, and then search for a particular supplier item.

The secondary search feature is supported for the Invoice/Quote, Inventory and PO modules.

  1. In Paladin, on the top ribbon, select either the Invoice/Quote, Inventory or P.O. module.
  2. On the bottom ribbon of the module chosen, click F1 Advanced Lookup.
  3. Choose your search options and perform an initial search.
    • Note: Advanced Lookup search options change depending on the module that you are in and what you are looking for.
  4. To perform a secondary search limited to your first set of results, click F1 Results.
    • Note: If a Results button does not appear, the secondary search is not available.
  5. In the Find within Results box, enter a search term, and then click F3 Find Next. If a result is found, that row will be highlighted.
    • To move to the next result, click F3 Find Next again.
    • To reverse the search, click F4 FindPrev.  As you look through the results, you can enter item quantities or select multiple rows (depending on the search).

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How to enable product pictures/images to be viewed in Advanced Lookup

Images of parts can be downloaded to your computer and then viewed through Advanced Lookup in either the Invoice/Quote module or the Inventory module. When set up, the function will run 10 minutes nightly adding or updating images. 

Feature Available To

Requirements
  • Ace EDI Suppliers
  • True Value EDI Suppliers

Database version 4.67

To set this feature:

  1. On a terminal dedicated for keeping images, open Paladin, and from the main menu, select File > Setup.
  2. Select the Company tab.
  3. In the Inventory pane, enter \\servername\sharename in the Image Network Share box, where:
                     servername = your server’s name
                     sharename = whatever you want the share name to be

  1. Click Create. A folder will be created on the server.

Note: You don’t have to use the Create button if you already have an existing share you want to use. You can just enter that location and click Save.

  1. API calls (non-EDI) will be made nightly for 10 minutes to populate the Image file.

Note: Do not turn off the terminal associated with the Image file. The nightly 10 minute window may take several evenings to populate all images. Not all products will have an associated image.

Important: Pictures/images may not show on other terminals. You may need to restart Paladin on these terminals.

To view images:

  1. On the top ribbon of Paladin, select the module (Invoice/Quote or Inventory).
  2. In the module, on the bottom ribbon, select F1 Adv. Lookup.
  3. In the Advanced Lookup window, select how you want to find items. The options are Class, Department, Location, Supplier, or Keyword.
  4. After you have enabled your search parameter, click Find >>. The Advanced Lookup window will populate with parts and their corresponding data. 
  5. Find and click the magnifying glass next to a part. An image of that part will appear.

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How to add a vendor web site to Advanced Lookup

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Supplier tab.
  3. In the Suppliers pane, click the Active option, and then click the vendor site that you want to include in the Advanced Lookup feature.
  4. In the Website URL box, enter the vendor’s URL that you want to appear in Advanced Lookup.
  5. Click Save, and then click Close.

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If you have questions or suggestions about this information, contact support@paladinpos.com.

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 5/16/22