Creating Default Sort Fields

Overview

Contracts, by default, group rental items at the top, and sale items next. When a contract has many items, it may be helpful to have the system auto sort the items by a default scheme. A contract is easier to read if all the furniture, dishes, and linens are grouped together. You can manually enter a sort field in each item on a contract, which is quite time-consuming, or you can set the default sort in the item category or in the item record.

Topics in this article include
 

• Default Sort Field
• Entering a Default Sort at the Item Level
• Manually Sorting Items in the Contract

Default Sort Field

Here's how to get there
Expert: Program Menu > Configuration > Item Configurations > Item Categories
Elite: Configuration Gear > App Configurations > Item Configurations > Item Categories
 

1. Select one of the categories from the list to open the details window.

Default Sort - This allows you to sort items on a contract, by arranging where the items are placed on the contract. You can enter either letters or numbers in the sort field.

A contract will sort items in the following order:
 

• Items with nothing in the sort field will print at the top.

• Items with sort fields that begin with symbols will print next.

• Items with sort fields that begin with numbers will print next.

• Items with sort fields that begin with letters will print last.

Example A: Sort by Description

Example B: Sort by Default Sort



For Default Sort we recommend you use a one to two-digit code using only letters. Use the first digit to put similar categories together, for example make 'F’ ‘the first column for anything food related like dishes, flatware or glassware. Use the second column to group all china or all glassware together. Most rental stores like to have the delivery and pickup charge print last, so they put a Z for the sort field of those categories.

Entering a Default Sort at the Item Level

Here's how to get there
Expert: Program Menu > File Maintenance > Item File
Elite: Configuration Gear > File Maintenance > Item File

 

1. Select your desired item from the Item File search menu. You'll be brought to the item record.
 

2. Click on the Options tab at the lower right.
 

3. The default sort field is located in the bottom center of the tab.

This will allow you to take singular items that are categorized and sort them differently from their default sort category.

Manually Sorting Items in the Contract

Within the contract processing screen you can manually add or change a sort field per line item. 

1. Double-click on the Sort Field for an item.

2. A text box will appear where you can add or change the sort field.

3. Press OK.

4. When changing the sort field on an item that is part of a kit, you will be asked if you want to update the entire kit.

Related articles

Item Category
Item Records