issuing_goods:viewing_invoices

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issuing_goods:viewing_invoices [2020/10/12 23:27] – [Find transactions window] Mark Gloverissuing_goods:viewing_invoices [2025/01/29 06:28] (current) – [mSupply also has a Bulk Finalise feature] Mark Glover
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 If you just press //Enter//, that is the same as clicking on the **OK** button, and it will display a list of the 15 most recent invoices. If you just press //Enter//, that is the same as clicking on the **OK** button, and it will display a list of the 15 most recent invoices.
 +
 +Click on the drop down list on the left to display the options available for determining which field to query:
 +
 +{{ :issuing_goods:ddls.png?350 }}
 +
 +Choose the comparison from the next drop down list //(equals, starts with etc.)//
 +
 +<WRAP center round tip 60%>
 +The comparison popup menu will change depending on the type of field you have chosen in the first list.
 +</WRAP>
 +
 +Enter any values that you want to query against in the field at the bottom right.
 +
 +Some examples:
  
 ^  If you..  ^  Transaction(s) Displayed  ^ ^  If you..  ^  Transaction(s) Displayed  ^
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 | In the lower, right field, type ''123'' | Invoice number ''123'' will be displayed. | | In the lower, right field, type ''123'' | Invoice number ''123'' will be displayed. |
 | Click on the **invoice number** dropdown button and select one of the other search filters (e.g. **Name**)\\ Click on the **equals** dropdown button and change it to, say **Starts with**\\ Type the first few letters of the name of a customer, e.g. ''maj'' and press //Enter// | A list of all customer invoices to customers whose names start with ''maj'' (this is not case sensitive) |  | Click on the **invoice number** dropdown button and select one of the other search filters (e.g. **Name**)\\ Click on the **equals** dropdown button and change it to, say **Starts with**\\ Type the first few letters of the name of a customer, e.g. ''maj'' and press //Enter// | A list of all customer invoices to customers whose names start with ''maj'' (this is not case sensitive) | 
-| Click the **Complex Find** button | The query editor will be displayed, where you can enter a more detailed query. | 
  
-The list invoices window uses the // Transactions list// form, which looks like this:+This window is very useful for quickly finding a group of invoices.  If you'd like the challenge of engaging with mSupply's data structure, you can query on multiple criteria.  Click on the **Complex Find** button, which takes you to the Query Editor, which has powerful features to perform queries with multiple conditions. Detailed guidelines for using the Query Editor are to be found in [[tutorial:working_with_lists|Working with lists]] 
 + 
 +The list invoices window uses the // Transactions list// window, which looks like this:
  
 {{ :issuing_goods:trans_list.png?650 }} {{ :issuing_goods:trans_list.png?650 }}
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-Down the left side is a sidebar, with 5 headings: +Down the left side is a sidebar, with 6 headings: 
-  - Type +  - Types 
 +  - Find... 
   - By date   - By date
   - By status   - By status
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   - My custom filters.    - My custom filters. 
    
-Clicking on the small triangle to the left of each heading will expand it and display the options available. In the graphic below, the **Types** heading has been expanded to display the available options+You can click on them and some of them will expand to show sub-headings (and contract to show just the heading if you click them again). This is what the bar looks like when it is first shown, with the Types heading expanded and all the others contracted:
  
-{{ :issuing_goods:side_bar.png?450 }}+{{ :issuing_goods:side_bar.png?175 }}
  
-Once the type of transaction has been selected, it remains selected while you further refine the required criterion from one of the four remaining headings, // By date, By status// , etc. Be aware that a single criterion only from this group of 4 headings may be selected.+The //Find...// option does not expand but shows the [[issuing_goods:viewing_invoices#find_transactions_window|Find Transactions window]] again when clicked.
  
-At the bottom left of the window you'll notice there are 3 numbers separated by slashes- "1/15/67" in the example above. These numbers, in order, are the number of highlighted rows, the number of found rows, and the total number of transactions in the database.+Once the type of transaction has been selected, it remains selected while you further refine the required criterion from one of the four remaining headings, //By date//,// By status// etc. Be aware that a single criterion only from this group of 4 headings may be selected.
  
 +At the bottom left of the window you'll notice there are 3 numbers separated by slashes, "1/15/67" in the example above. These numbers, in order, are the number of highlighted rows, the number of found rows, and the total number of transactions in the database.
 +
 +==== Selecting multiple tansactions ====
 +
 +Once you have a list which includes the transactions you are interested in, you may wish to carry out certain actions (described below) on more than one of them.  To do this, control-click (command-click on Mac) the lines you wish to highlight.
 +
 +{{:issuing_goods:pasted:20201012-234201.png}}
 ==== Buttons ==== ==== Buttons ====
  
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 ==== Find ==== ==== Find ====
-Click on this button to recall the //Find Transactions// window, where several options are available: +Click on this button to bring up the [[issuing_goods:viewing_invoices#find_transactions_window|Find Transactions window]] again.
- +
-{{ :issuing_goods:find_trans.png?350 }} +
- +
-Click on the drop down list on the left to display the options available for determining which field to query: +
- +
-{{ :issuing_goods:ddls.png?350 }} +
- +
-Choose the comparison from the next drop down list //(equals, starts with etc.)// +
- +
-<WRAP center round info 60%> +
-The comparison popup menu will change depending on the type of field you have chosen in the first list. +
-</WRAP> +
- +
-This window is very useful for quickly finding a group of invoices. +
- +
-If you want to query on multiple criteria, click on the // Complex Find // button, which takes you to the Query Editor, which has powerful features to perform queries with multiple conditions. Detailed guidelines for using the Query Editor are to be found in [[tutorial:working_with_lists|Working with lists]] +
 ==== Sum ==== ==== Sum ====
 Click on this button to display the total value of the highlighted invoices. Highlight more than one invoice by control - clicking (Mac: command-clicking) invoices. Highlight a block of invoices by clicking on the first invoice of the series, then shift-clicking on the last invoice in the series. Click on this button to display the total value of the highlighted invoices. Highlight more than one invoice by control - clicking (Mac: command-clicking) invoices. Highlight a block of invoices by clicking on the first invoice of the series, then shift-clicking on the last invoice in the series.
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 ==== Finalise ==== ==== Finalise ====
-Click on this button to change the status of the invoice to //finalised//.+Only users with Finalise permission will be able to do this action. Click on this button to change the status of the invoice to //finalised//. 
 + 
 +== mSupply also has a Bulk Finalise feature == 
 + 
 +<WRAP center round info 60%> 
 +We can bulk finalise normal invoices; however, this functionality is not available for invoices related to stock transfers. To finalize “stock transfer” invoices, you must open each specific invoice and finalize it individually. As stock transfer involves distributing physical stock to your client stores, this action cannot be un-done easily. Hence mSupply will expect you to finalise the invoice after careful consideration. 
 +</WRAP> 
 + 
 +When performing a bulk finalise, all selected normal invoices will be finalised. However, the following types of invoices will not be finalised: 
 +  * Stock transfer invoices. (read above) 
 +  * Invoices that are on hold. 
 +  * Invoices that are not confirmed. 
 +  * Invoices containing only placeholder lines. 
 + 
  
 ==== Duplicate ==== ==== Duplicate ====
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 If you have accidentally finalised a transaction you can use the **cancel** and **duplicate** buttons to  If you have accidentally finalised a transaction you can use the **cancel** and **duplicate** buttons to 
   * Highlight the finalised invoice and click **Cancel**   * Highlight the finalised invoice and click **Cancel**
-  * Hightight the finalised invoice again and click **Dupplicate** to duplicate the original transaction+  * Hightight the finalised invoice again and click **Duplicate** to duplicate the original transaction
   * You can then edit the duplicated transaction to the correct values before finalising it again.   * You can then edit the duplicated transaction to the correct values before finalising it again.
 </WRAP> </WRAP>
  • Last modified: 2020/10/12 23:27
  • by Mark Glover