issuing_goods:viewing_invoices

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issuing_goods:viewing_invoices [2020/05/04 13:59] – [Duplicate] Gary Willettsissuing_goods:viewing_invoices [2021/08/10 14:24] (current) – [Dynamic filter] Gary Willetts
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 ====== 8.02. Viewing customer invoices ====== ====== 8.02. Viewing customer invoices ======
 +To view or edit any customer invoice, choose **Customer > Show invoices** from the menus or click on the //Show me a list// icon in the //Customer invoices// section on the Customer tab of the Navigator:
  
- +{{ :issuing_goods:show_customer_invoices.png?600 |}}
-To view or edit any customer invoice, choose //Customer>Show invoices//+
  
 ===== Find transactions window ===== ===== Find transactions window =====
- +You will be presented with this window:
-You will be presented with this window where you can enter a number.+
  
 {{ :issuing_goods:find_trans.png }} {{ :issuing_goods:find_trans.png }}
  
-^  If you enter:  ^  Transaction(s) Displayed ^ +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.
-| 1 | You will be taken directly to the most recent invoice entered | +
-| 25 | A list of the 25 most recent invoices | +
-| 123 in the lower box | Invoice number 123 will be displayed. | +
-| 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:+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  ^ 
 +| Type ''1'' and press //Enter// | You will be taken directly to the most recent invoice entered | 
 +| Type ''25'' and press //Enter// | A list of the ''25'' most recent invoices | 
 +| 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) |  
 + 
 +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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 //Note. All of the columns may be adjusted in width to meet your requirements; for the screenshot above to fit on the page, most of the columns were reduced in width.// //Note. All of the columns may be adjusted in width to meet your requirements; for the screenshot above to fit on the page, most of the columns were reduced in width.//
  
-Down the left side is a sidebar, with 5 headings: +==== Dynamic filter ==== 
-  - Type + 
 + 
 +Down the left side is a sidebar, with 6 headings: 
 +  - 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 define 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.
  
-Along the top of the window are these buttons:+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.
  
-{{ :issuing_goods:2017-01-25_18_03_33-msupply.png |}}+==== Selecting multiple tansactions ====
  
-Their functions are:+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.
  
-==== Find ====+{{:issuing_goods:pasted:20201012-234201.png}} 
 +==== Buttons ====
  
-Click on this button to recall the // Find Transactions// window, where several options are available. 
  
-{{ :issuing_goods:find_trans.png?350 }}+Along the top of the window are these buttons:
  
-Click on the drop down list on the left to display the options available for determining which field to query:+{{ :issuing_goods:2017-01-25_18_03_33-msupply.png |}}
  
-{{ :issuing_goods:ddls.png?350 }} +Their functions are:
- +
-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]]+
  
 +==== Find ====
 +Click on this button to bring up the [[issuing_goods:viewing_invoices#find_transactions_window|Find Transactions window]] again.
 ==== 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.
  
 ==== Order by ==== ==== Order by ====
- 
 The invoices displayed may be sorted according to any of the columns by clicking the column heading. A more comprehensive sort facility is available when you click the // Order by// button. This displays the // order by// window, where you can drag fields from the list on the left to the right-hand pane to sort the list by the fields you have chosen. The invoices displayed may be sorted according to any of the columns by clicking the column heading. A more comprehensive sort facility is available when you click the // Order by// button. This displays the // order by// window, where you can drag fields from the list on the left to the right-hand pane to sort the list by the fields you have chosen.
  
 ==== Print ==== ==== Print ====
- 
 Click on this button to print the list of invoices displayed.  This does not print the actual invoices, just a list of them. Click on this button to print the list of invoices displayed.  This does not print the actual invoices, just a list of them.
  
 ==== Finalise ==== ==== Finalise ====
- +Click on this button to change the status of the invoice to //finalised//.
-Click on this button to change the status of the invoice to // finalised//.+
  
 ==== Duplicate ==== ==== Duplicate ====
- 
 Click on this button to duplicate the transaction.  You would use this feature, for example, to supply exactly the same items to another customer. You will be asked if you want to duplicate all lines on the invoice, or just the placeholder lines. Click on this button to duplicate the transaction.  You would use this feature, for example, to supply exactly the same items to another customer. You will be asked if you want to duplicate all lines on the invoice, or just the placeholder lines.
  
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 </WRAP> </WRAP>
  
-Please note, you are not allowed to duplicate some transactions such as payments, cash receipts and any type of cancellation transaction (an "inverse" transaction created to cancel another).+**Please note**: you are not allowed to duplicate some transactions such as payments, cash receipts and any type of cancellation transaction (an "inverse" transaction created to cancel another). 
 ==== Cancel ==== ==== Cancel ====
- 
 Click on this button to cancel the highlighted transaction ((also known as "Cancel invoice" or "Cancel a transaction" or "Cancel an invoice")). This command only works on finalised invoices. The invoice is not deleted from the system; mSupply makes a duplicate finalised invoice with the same invoice number but with negative quantities matching those on the invoice you're cancelling. This ensures that all transactions are preserved and will appear in an audit trail. But note that you will not be able to cancel a finalised customer invoice which put stock into mSupply and some of that stock has been used. An exception to this is a stock transfer: if none of the transferred stock has been issued then the original finalised customer invoice which initiated the transfer can be cancelled if the supplier invoice produced from it is first deleted. Click on this button to cancel the highlighted transaction ((also known as "Cancel invoice" or "Cancel a transaction" or "Cancel an invoice")). This command only works on finalised invoices. The invoice is not deleted from the system; mSupply makes a duplicate finalised invoice with the same invoice number but with negative quantities matching those on the invoice you're cancelling. This ensures that all transactions are preserved and will appear in an audit trail. But note that you will not be able to cancel a finalised customer invoice which put stock into mSupply and some of that stock has been used. An exception to this is a stock transfer: if none of the transferred stock has been issued then the original finalised customer invoice which initiated the transfer can be cancelled if the supplier invoice produced from it is first deleted.
  
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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>
  
 ====Filters ==== ====Filters ====
- 
 Click on this button to apply filters to reduce the volume of information displayed to reflect more precisely what you require. Click on this button to apply filters to reduce the volume of information displayed to reflect more precisely what you require.
  
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 ==== Customise ==== ==== Customise ====
 +This button allows you to change the columns of information that appear for you when this window is displayed in future. Please note that this same window is used to display a list of different types of transactions, not just customer invoices.
  
-Click on this button to:+The button also allows you to change the order the columns appear in the list.
  
-  * display the information you require +=== Display the information you require === 
-  * arrange the column order display to suit your requirements+When you click on the **Customise** button this window opens:
  
 +{{ :issuing_goods:custom_cols.png?500 }}
  
-=== Display the information you require ===+Displayed under //Available// on the left are the available fields (these columns are all hidden), while displayed under //Chosen// on the right are the presently selected fields (these are the ones that are displayed).
  
-Displayed under // Available// on the left are the available fields, while displayed under // Chosen// on the right are the presently selected fields.+To add a column to the display, click on the required one to select it in the //Available// column, then click the upper button between the two displays, and it will appear at the bottom of the //Chosen// list.
  
-{{ :issuing_goods:custom_cols.png?500 }}+The **Program** column (shown in the //Available// table in the above screenshot) will show which customer invoices belong to which programs (obviously, the column will be empty if the customer invoice doesn't belong to a program because it was not created from a program based requisition).
  
-To add a column to the display, click on the required one to select it in the // Available// column, then click the upper button between the two displays, and it will appear at the bottom of the // Chosen// list. +mSupply provides the feature of analyzing customer invoices by their despatch/delivery/arrival dates. Once a customer invoice has delivery dates entered for it, [[issuing_goods:issuing_goods_customer_invoice#Transport details]], choose the customer delivery columns 'Order written', 'order received', 'dispatched', 'expected arrival', 'actual arrival' to be included in your transaction list:
- +
-mSupply provides the feature of analyzing customer invoices by their despatch/delivery/arrival dates. Once a customer invoice has delivery dates entered for it, [[issuing_goods:issuing_goods_customer_invoice#Transport details]], choose the customer delivery columns 'Order written', 'order received', 'dispatched', 'expected arrival', 'actual arrival' to be included in your transaction list.+
  
 {{ :issuing_goods:trans_view_del_dates.png?650 }} {{ :issuing_goods:trans_view_del_dates.png?650 }}
-This list show customer invoices in mSupply ordered by Expected Arrival Date. Click on the column header to order on that column. 
  
 +This list shows customer invoices in mSupply ordered by Expected Arrival Date. Click on the column header to order on that column (as with nearly any column in mSupply).
  
 ===Arranging column order=== ===Arranging column order===
- +This is done by clicking then dragging the column heading to the required position in the //Chosen// table. The highter it is in the table, the further left it appears in the transactions list window.
-This is done by clicking then dragging the column heading to the required position.+
  
 ===Sorting the list === ===Sorting the list ===
- +Click a column heading to select it, then click on the small triangle on the right to display the list in order or reverse order as required. This is the same for nearly all column headers throughout mSupply.
-Click a column heading to select it, then click on the small triangle on the right to display the list in order or reverse order as required.+
  
 ==== Modify ==== ==== Modify ====
- 
- 
 Click on this button to edit the selected invoice.  This is the same as double-clicking the invoice. Click on this button to edit the selected invoice.  This is the same as double-clicking the invoice.
  
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 |  //  Previous:  **[[issuing_goods:issuing_goods_customer_invoice|8.01. Issuing goods to a customer (customer invoices)]]** | | Next: **[[issuing_goods:managing_customer_backorders|8.03. Backorders]]** //  | |  //  Previous:  **[[issuing_goods:issuing_goods_customer_invoice|8.01. Issuing goods to a customer (customer invoices)]]** | | Next: **[[issuing_goods:managing_customer_backorders|8.03. Backorders]]** //  |
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2020/05/04 13:59
  • by Gary Willetts