Search set maintenance allows the definition of parameters which are to be used when generating a search to extract all relevant accounts which meet the specified criteria within a ledger. Search Sets are designed to enable the extraction of accounts which meet a specified criteria, for example, all debtor accounts with invoices outstanding for 14 days or more. It is via Search Sets that you access the screen to process pre-defined letters to clients, or for example, all debtor and client accounts with an outstanding 30 day balance of $10,000.00 or more, and with notes not completed with an action of PTP (Promise To Pay). The Search Set details established here are used by To do Lists.
Note: The selections made within a search set are joined by AND. In other words, a Search List is the result of the accumulation of all the selection parameters.
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Search Sets – General Screen
The General screen allows you to create and name a Search Set, and define it based on such features as account range, account types and action flags. The following is a list of the fields:
Click here to see a screenshot
Search Set
The abbreviated name and description of the search set. Click  when in edit mode to view the available search sets. Enter a unique code for your new search set. Click on the arrow to view search sets that have been created previously. (Max 5 characters). You also have a field available to enter a description of this search set.
Sequence
Select the sequence of the search set from the drop down list of fields. Select the display order of the search set result list. This is the list you see immediately after running your search set.
Notes (From/To)
Select those accounts with a particular action attached to the note, for example, CALL. Click on the  button to select the action, or leave blank to select all actions.
Note: Notes extracted during this Search Set that are not set to Done can be automatically set to Done, during the Process Notes option.
Include Notes
To further restrict the selection, you can select those transactions that are Not Done, Done or fall within a particular Action Date Range. If you select Action Date Range, then, after clicking on Save, a further screen is displayed to allow the entry of the required date range.
If you select Without Attached Transactions, the search will pick up all accounts with notes created using the defined action, for example, CALL.
If not selected, the search will pick up account codes with notes created using the defined action which have transactions attached.
Action / Promise Date
Enter a date, or range of dates, as part of the search criteria. This can be done for Notes, Action or Promise dates.
 1. Click the  button for either the Action date or the Promise date, to display the date range entry screen.
 2. Check the Enable date range box.
 3. From date: To enter a range, check daily, weekly or monthly.
 4. Use the  button to enter the starting date for a note to be included in the search. You can use " – " to indicate yesterday/last week/last month or " + " to indicate tomorrow / next week / next month.
 5. To date: To enter a range, check daily, weekly or monthly.
 6. Use the  button to enter the ending date for a note to be included in the search. You can use " – " to indicate yesterday/last week/last month or " + " to indicate tomorrow / next week / next month.
Process Options
Select if you want the search set notes to be processed manually or automatically (preset).

Manually - for this search set, whenever it is run, you must perform each step, including checking each of the options, until notes are processed. Preset - set the notes options to run automatically. The Search set options editor screen is not displayed at the time of running the search set.

Account Codes
The search set can be limited to specific accounts or ranges of accounts. Click on  to display a list of accounts.
Account Priorities
Limit the search set selection to selected account priorities (as entered in the SunSystems LA /CA= Chart of Accounts record).
Account Types
Select from debtor, creditor or client accounts.
Account Status
Select from any combination of Open, Closed or Suspended.