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When you use FirstBIT ERP, you often need to work with document lists or item lists such as Invoices, Purchase Orders, Items. The documents can be counted in thousands that makes it not easy to find the documents you need. To narrow the list, you can define filters, set specific order of documents.

Also, you can configure document or item lists by choosing the columns to appear in the list.
For each document list, the applied settings are stored on per user basis. If for a specific document list you need multiple sets of settings, for you can save each of them as custom settings under separate name.

Configuration options

In the application, open the document or item list that you would like to configure. To view the configuration options, click the More button on the form toolbar and then select Configure list.

The List Options dialog box opens. Depending on the particular document type or item type, the dialog box can include the following tabs:

  • Main: This tab presents the date format, currency visibility, and applied filters.
  • Filter: Using this tab, you can define filters.
  • Order: This tab can be used for changing the order of documents or items in the list. For example, the documents can be listed according to their dates: from earlier to later ones.
  • Conditional Appearance: Using this tab, you can change the appearance of specific columns based on conditions.
  • Grouping: Using this tab, you can select how to group the data.


The List Options dialog box. The Main tab

The Main tab

You can use this tab to set the date field format, currency and its symbol visibility and view the filters applied.

Select the Date Field Format (Today - Only Time) check box to indicate that for current-date documents, date is not shown, only the time of creation. Clear the check box if you need to present the current date as other dates.

Select the Currency Field Visibility option to indicate that you want the Currency column to appear in the document list.

Also, decide on the currency symbol visibility.

Review the applied filters listed on the Main tab and open the Filter tab to adjust them. By default, the filters that are available on the top of the document list appear here.

The Filter tab

To set filters for the data to be displayed in the list, open the Filter tab.

You can enable the filters that by default are available on top of the corresponding document list; these filters are shown with already selected condition type (as on the screenshot below, Equal to). You need to enable the filter by selecting the corresponding check box and selecting a particular value (for instance, Block Optic as the company of interest on the screenshot below).

The List Options dialog box. The Filter tab

Also, you can add custom filters. For this, click Add new item on the toolbar (in the right pane), point a field in the left pane of the form and click Select. The selected field appears in the right pane with the check box selected, then you can select the type of comparison and the value (Amount Greater than) 2000 as in the screenshot).

If you set multiple conditions, you can group the selected conditions as follows:

  • AND group (all conditions must be TRUE)
  • OR Group (at least one conditions must be TRUE)
  • NOT Group (all conditions must be TRUE)

To apply these filter settings to the document list, click the Finish editing button. The list of documents will be generated according to the defined filter.

The Order tab

To set the listing order, open the Order tab and click Add new order item on the toolbar (in the right pane).

From the available fields in the left pane of the form, point a field to be included in condition (which can be defined in the right pane) and click Select on the right toolbar. For each selected filed (column) you can select direction: Ascending or Descending. On the screenshot below, the ascending order should be applied to document dates, that is, documents will be listed with the earlier documents on top of the list.

If multiple fields are involved in conditions, the application will apply the conditions sequentially from top to bottom. For instance, if the Dates are Descending and the Amounts are Descending, then, for each date, starting the current, the documents with largest amounts will be listed first.


The List Options dialog box. The Order tab

To apply these order settings to the document list, click the Finish editing button. The list of documents will be generated according to the settings.

The Conditional Appearance tab

Using this tab, you can conditionally change the position of specific fields in the document, text font color and background color of specific fields.


The List Options dialog box. The Conditional Appearance tab

To define the conditional appearance, click Add on the tab toolbar, and the Edit conditional appearance item dialog box appears. The dialog box has the following three tabs:

  • Format: Use this tab to select the required formatting parameters and specify their values.
  • Conditions: On this tab, set the conditions for applying the formatting.
  • Formatted fields: Here, specify the fields (columns) to apply conditional formatting.


The Edit conditional appearance item dialog box. The Format tab

For example, the rows with documents where the amount in Euro is negative, we want to highlight in pink. For this, proceed as follows:

  1. On the Format tab, set the Background color parameter to the desired color.
  2. Set the Mark Negatives parameter to Yes.
  3. Open the Conditions tab.


The Edit conditional appearance item dialog box. The Conditions tab

Add the Document Currency field to table, set condition type to Equal to and set the value to EUR.

On the Formatted Fields tab, select the Amount field and make sure that it appears in the Formatted fields column.


The Edit conditional appearance item dialog box. The Formatted Fields tab

Click ОК to save the appearance settings and close the Edit conditional appearance item dialog box.

To apply these settings to the document list, click the Finish editing button in the List Options dialog box. The list of documents will be generated according to these settings.

You can click the User-defined settings item properties button to add the conditional appearance setting to the custom set.


The Custom Item Settings dialog box

The Grouping tab

To set groups, open the Grouping tab. Select fields for document grouping in the left pane of the dialog box and click Select on the tab toolbar. For example, we need to group documents by supplier company; for this, we select Company as grouping parameter.


The List Options dialog box. The Grouping tab

To apply these settings to the document list, click the Finish editing button. The list of documents will be generated according to the grouping settings.


The list of Invoices Received with documents grouped by company

The screenshot presents the result of grouping by company; you can click the node with supplier name to view the list of invoices received from this supplier.


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