Searching, filtering and exporting lists

Almost every page in the Client Portal that shows rows of information is a list: orders, Purchase orders, Invoices, Inventory, the three reports, Products, Customers and Vendors. All of them have the same tools above the rows. This page explains each tool once. It is for everyone who uses the portal.

The toolbar

Above the rows you find a toolbar. From left to right it holds the search box and the buttons Filters, Columns and Export. A button Clear filters (n) appears only while a filter or a search is active. At the right end there may be AI Assist; it appears when your warehouse has it turned on.

The toolbar with the filter row open and one filter in use.

Searching

1. Click in the search box and type part of what you are looking for, for example part of a number or a name.
2. Wait a moment. The list shows only the rows that match.
3. To see everything again, delete the text or click Clear filters (n).

Filtering

Filters narrow a list by column. You can use them together with the search box.

Type a filter

1. Click Filters. A box appears under each column header.
2. Type in the box of the column you want. The list updates after a short pause, so you do not need to press Enter.
3. Text columns show rows that contain what you typed.
4. Date columns, for example Expiry, open a calendar. Pick a day to see only rows of that whole day. Use the clear button in the box to remove the date.
5. Click Filters again to hide the filter boxes. Use Clear filters (n) to remove the filters.

Pick values from a list

Most columns show a small funnel icon in the column header (its name is Filter values). Click it to see the values that column contains, each with a tick box. Tick the values you want to keep. The value (Blanks) stands for rows where the column is empty. The list loads 50 values at a time.

The value list from a column header.

Clear filters

Click Clear filters (n). It clears all filters and the search text together. You cannot clear them one by one with this button; to clear a single filter, empty its box or untick its values.

Sorting

• Click a column header to sort the list by that column. Click the same header again to reverse the order.
• You can sort by more than one column.
• The header and the filter row stay visible when you scroll down a long list.

The five lists Sales orders, Closed Sales orders, Purchase orders, Closed Purchase orders and Invoices open with the newest rows first. A sort that you choose by clicking a column heading replaces this order.

Choosing, ordering and resizing columns

1. Click Columns. A window lists every column of the list with a tick box. The window is titled Choose Column and has a Search box and the buttons OK and Cancel.
2. Untick a column to hide it, or tick it to show it again. All columns are shown at first.
3. To move a column, drag its header to a new place. To change its width, drag the edge of its header.

The window opened by Columns.

The portal remembers your column choices for each list and for each user: which columns are shown, their order and width, and your sort order. They are saved with your user, so they are there the next time you open the list, also on another computer or browser. Filters and search text are not saved.

There is no button that restores the original layout. To go back, tick the columns you hid, and drag the headers back into the order you want.

Exporting to Excel

1. Set the search, filters, sort order and columns the way you want the file.
2. Click Export. A spinner shows while the file is prepared.
3. Open the downloaded file in Excel.

• The file is always an Excel workbook (.xlsx). There is no CSV or PDF export on lists.
• It contains all the rows that match your search and filters, not only the rows on the page you are looking at.
• It contains only the columns that are shown, with filter arrows on the header row.
• The file name depends on the list.

The Excel file contains the stored values of each column. Some columns that show a combined text on screen, such as a warehouse written as a code and a name, or a status, may show only the stored value in the file.

The Products, Customers and Vendors lists have a second button, Export to Excel. It downloads your whole list as a workbook that you can edit and import again. See Importing and exporting with Excel.

Paging

• The pager is at the bottom of the list. It shows 20 rows per page at first.
• You can change the page size to 10, 20, 50 or 200 rows.
• Searches, filters and exports work across all pages, not only the page you see.
• The three reports (Inventory detail, Bulk Inventory, Expiry) load their rows up to a maximum, 10,000 unless your warehouse has changed it, and do not tell you when the list is cut off. If you need more rows than that, ask your warehouse.

Opening a row

On the order, purchase order, invoice, product, customer and vendor lists, a single click on a row opens it. Pressing Enter on the highlighted row does the same. The line under each list title says so, for example "Track your outbound orders and their shipment status. Click a row for details." You do not need to double-click.

• On Invoices, the PDF and XLSX download links in the row open the file and do not open the invoice.
• The Inventory list has no row click. Click the SKU, the bin or the LPN in a row instead.
• The three reports have no row click and no links.
• Lists have no tick boxes and no grouping.

Refreshing

Many lists have a Refresh button in the page header. It reloads the list so you see the latest rows. If a list or a record seems wrong or empty when it should not be, click Refresh or reload the page in your browser.

Related pages

• Getting started
• Finding your way around
• Inventory