Working with documents

The detail screens of contracts, proforma invoices, Receipts and Shipments share one layout.

The header

At the top are the document number, its state (coloured badge) and, once the warehouse knows it, the state in P4W (for example P4W · Closed). To the right of the title are links to Changes (the full history) and, when the document has one, to the Workflow. An envelope shows that an email was already sent from the document.

The action buttons depend on the state and on your profile: Release only shows on a draft, Approve only on a document pending approval without a workflow, Close only to an administrator on an approved contract, and so on. When a button is missing the action does not apply at that moment; see the FAQ.

The drop-down menus in the header:

• Email: sends the document with one of the company's email templates.
• Report: opens the print reports (PDF) defined for that document type.
• Data: import or export the lines in Excel and, on contracts, create a Backorder PO.
• The printer icon builds a printable summary of the document with its lines and related documents; the circular icon refreshes the screen.

Automatic saving

There is no Save button. Every field is saved as you leave it (Tab or a click elsewhere). A field that cannot be edited in the current state is greyed out. If a save fails, a notice says so and the previous value is kept.

The side panel

On the right, the panel summarizes the document:

• The steps of the life cycle with the date each one was reached (Draft, Pending Approval, Approved, Closed).
• Key figures: lines, declared freight and insurance, actual total and, once anything was received, the received, committed and on-hand quantities.
• The matching document in the warehouse (P4W): the purchase order for a contract, the pick ticket for an invoice, with its state and progress.
• The latest changes.

Lines

The lines take the centre. They have their own search box and paging, and the totals (quantity, received, amount) read in the block's header. On editable documents they can be added, edited, reordered (up/down arrows) and removed; see Contract lines.

Related documents

Below the lines, the Related documents block links everything that hangs off the document: from a contract, its Receipts and invoices; from an invoice, its contract and its Shipments; and so on.

Notes and attachments

The Notes block takes internal comments with date and author. Any file you drag and drop onto the document becomes an attachment (a note is created for it); images show as thumbnails that open at full size.

Change history

Changes opens a timeline: every event by day with the changed field, the previous and the new value, and who did it. It filters by user, event type and field, and shows the header only or the lines only. A document's lines appear as Line 3 · SKU.

User defined fields

If your company added its own fields to a document type (Setup > System > User defined fields), they appear in a block of their own and save like any other field.