gFM-Business Short tip: Sort articles by turnover

As a FileMaker-based database, gFM-Business can search for any field and sort records by any criteria. The article management of the software contains an integrated statistic, how often and to which value the called article was bought and sold. In this short guide we explain how products can be sorted in the article management of gFM-Business according to sales revenue in ascending or descending order, for example to determine top sellers or slow-moving items. We use the gFM Business function [Sort] whose button is located in the toolbar of each mask in gFM Business. This tip can also be applied to all other masks in all modules without any problems.

Sort Records in gFM Business

The function for sorting data records can be called in the toolbar on each mask of all modules. When you click the [Sort] icon, a dialog box appears in which you can specify the sort order for all the records you have called up.

Sort items by sales revenue

To sort data records in gFM Business according to a specific criterion, first call up the screen and, if necessary, the tab containing the field according to which the data records are to be sorted. In our example for sorting articles according to turnover you call up the following mask:

Articles > Stocklist > Sale

Now click on the [Sort] icon in the toolbar, whereupon the dialog for sorting data records shown above appears. The left column contains all fields of the current mask, by which you can sort all data records called up. By default, all fields of the current layout are displayed; by selecting them in the upper pop-up menu, you can also display all records of the current layout. Data table displays if the desired field is not on the current layout.

To sort all items viewed by sales revenue, we must add the sum of all items sold to the sort order. In gFM business, totals are identified with the prefix “xSum_”, which is the field for the total of all articles sold:

xSum_sale_total price

Select the named field in the left column and then click on the [Copy] button so that the field is in the “Sort Order” column on the right.

If the data records are also to be sorted according to a further criterion, you can copy any number of additional fields into the sort sequence in the left column in this way. After clicking on a sort field in the [Sort Order] column on the right, you can specify for each field whether it should be sorted in ascending or descending order. In our example, we sort the articles called up according to the field xSum_sale_total price in descending order, so that items with the highest sales revenue are displayed at the top of the list.

After confirming the dialog box with the [Sort] button, the data records called up are sorted according to the criteria you have specified and can be viewed in the list view or printed as a list.

Customizing the Fields Displayed in the List View

In gFM-Business Light and Professional you can see how many articles of the called product have been bought and sold in the past for each article in the [Purchase] and [Sales] tabs of the article master. If you want the total amount of purchased or sold items to appear in the print layout of the item list, you can print the list using FileMaker Pro through the field xSum_sale_total price extend. Learn more in this articleHow you can adapt and enhance print layouts in gFM Business according to individual requirements.

If you also want to add any fields to list views on the screen, this is done in gFM Business Custom and in the open license of gFM business possible.

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About Author

Markus Schall
Development of FileMaker databases since 1994, modification and extension of FileMaker solutions, conversion of FileMaker databases from .fm, .fp3, .fp5 (FileMaker 2-6) or .fp7 (FileMaker 7-11) to .fmp12 (FileMaker 12-17), interfaces to third-party systems such as online shops, CMS or other databases. Development of individual FileMaker database systems based on the gFM business framework with personal advice from Oldenburg. Operator of the online specialist portal goFileMaker.de, developer of the CRM and merchandise management system gFM-Business. Member of FileMaker Business Alliance, FileMaker Developers Subscription and FMM Expert. Winner of an FMM Award 2011, awarded by the FileMaker Magazine.

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