A toolbar on a list of documents or on a list of catalog items can have multiple buttons and optional fields for quick filtering of the documents in the list (for instance, by company, responsible employee, warehouse, entity, and so forth).
A typical toolbar on the list of invoices is shown below.
A toolbar on the Invoices form
Some of the actions that you can execute by clicking the toolbar buttons are also listed as actions on the More Actions drop-down list or on the context menu that opens when you right-click the document in the list.
By using the filter fields (available only on the toolbar), you can easily find the documents you need. In addition, you can type a string in the Search field to select the documents which have this string in their titles, list of items, or comments.
By using the buttons on the list toolbar, you can perform the following operations with the document selected in the list.
The Create button 
Click this toolbar button to create a new blank document of the same type as the documents in the list. Alternatively, click More Actions> Create.
The Copy and Paste button 
Click this toolbar button if you want to create a new document which is a copy of the document selected in the list. The new document automatically opens so that you can edit and post it.
Alternatively, click More Actions> Copy to copy the document.
The Set Period for Viewing Data button 
Click this button if you want to view only the data associated with specific period. Alternatively, click More Actions > Set Period.
The Select period dialog box.
In the Select Period dialog box, that appears, you can:
- Set any arbitrary period by specifying two dates in the two boxes in the upper area of the dialog box.
- Select one of the month periods (any month) in any year.
- Click the Show standard periods link at the bottom of the dialog box to select any standard period, such as Day, Week, 10 Days, Quarter, and so forth.
|
|
The Select period dialog box. "Template" periods based on Standard Periods: Day (to the left) and Month (to the right)
You can select among multiple templates based on standard periods (Day, Week, Month, 10 days, Quarter, Half Year, and Year).
Once period has been specified, click Select to for selecting the documents related to the period.
The Attached files button 
Click this button to attach a file or view the files that are already attached to the document. Alternatively, click More Actions > Attached Files.
In the Attached Files window, which appears, you can add a file by using the Create button on the window toolbar or open an existing one for viewing/editing by using the Edit button.
The Attached Files window. The Create New File dialog box.
You can create a new attachment, by adding a file from the disk or by using a predefined template.
The Create Notification button 
Click this button to create a notification based on the document for yourself or for another user. Alternatively, click More Actions> Create Notification.
In the New Notification dialog box, type the text, select the user and specify when the user must be notified. For more details, see How to work with notifications.
The Document Transaction Details button 
Click this button to view the GL transactions posted to General Ledger for the selected document. Alternatively, click More Actions > Document Transaction Details.
The Generate button 
Click this button if you need to generate a new document of specific type for the document selected in the list. Clicking the button opens a drop-down list of document types specific for the list, so that you can select the type of the document, and the document will be generated.
Alternatively, click More Actions > Generate to select the type of the document to be generated.
The Print button 
Click the Print button and select the type of the document which you want to print or send by email. Alternatively, click More Actions > Print.
A printable version of the document opens for preview, then you can perform any of the following operations:
- Edit it in the Editing mode. To enable this mode, click Edit
. To exit this mode, click Edit . - Print it on a printer with the specified number of copies. To actually print the printable document, click the Print button.
- Save a printable version of the document in a required format. For this, click the Save
button, select the destination folder and the file format from the list of supported formats. - Send a document via email. For this, click the Send
button, select the file format and enter the recipient's address.
The Reports button
Click the Reports button to open the list of reports that you can generate for the selected document. Alternatively, click More Actions> Reports.
The More Actions button
Click this button to open a drop-down list of all the actions that are available for the selected document. The list includes the actions that appear as buttons on the toolbar (Post and close, Post, Save, Attached Files, and others) and the additional actions, that do not appear on the toolbar.
The More Actions drop-down list of actions for Invoices
Select an additional action to do the following:
- Edit: To open the selected document for editing.
- Refresh: To refresh the document.
- Advanced Search: To search the documents by their specific properties. For more details, see Advanced Search.
- Cancel Search: To clear the search conditions.
- Configure List: To customize the list of documents to better fit your needs.
- Select Settings: To apply one of the saved setting sets to the selected document. Use the Save settings action to save the setting of the document to apply them to another document or documents.
- Save Settings: Save the specific settings of the document selected in the list for applying to other documents.
- Restore default settings: To restore the default settings of the selected document.
- Output list: To select the list columns for exporting and to export the selected data to a spreadsheet.
- Copy: To copy the contents of the document to a new document of the same type.
- Mark for Deletion/ Unmark for Deletion: To mark the document for deletion or to clear the mark for deletion.
- Clear Posting: To undo the document posting.