Training / Cheat sheets

Cheat sheets

Short "How do I...?" recipes. You only see screens your role may open.

Record a part payment to a supplier

Payables › Payments

  1. Open Payments and create a new payment; pick the supplier as payee.
  2. Allocate the amount against one or more approved bills. The allocated total cannot exceed the payment amount.
  3. Save, then submit for approval.
  4. Once Approved, Accounts uses the separate Mark as paid step.
  5. Only then do the bill's paid amount and status change.
Bills that are cancelled or not yet approved cannot be allocated to.

Apply a supplier advance to a bill

Payables › Payments

  1. An advance is the unallocated remainder of a payment that is already Paid.
  2. Open the bill (an apply banner appears) or the Paid payment (filter Unapplied on the payments list).
  3. Choose the bill(s) and amounts.
  4. Confirm. The bill's paid amount moves immediately; allocations are add-only.
Only a paid payment's advance can be applied this way; an unpaid payment is allocated from its own page before it is paid.

Fix a rejected PO and resubmit

Purchasing › Purchase Orders

  1. Open the rejected PO and read the approval history.
  2. Use Revise (only rejected POs can be revised).
  3. Correct lines, prices or supplier and save.
  4. Click Submit for approval. A fresh approval is created and the old history is kept.

Copy a document

quotation, PO, agreement or order

  1. Open the document you want to reuse.
  2. Click Copy.
  3. A new form opens pre-filled.
  4. Adjust and save as a new Draft.
Available for quotations, purchase orders (not blanket release POs), blanket agreements and sales orders (not Return orders).

Cancel a confirmed customer order

Sales › Customer Orders

  1. Open the order.
  2. Click Cancel order and give a reason.
  3. For a Confirmed order this requests approval; an approver decides in My Approvals.
  4. While the request is pending you cannot edit or cancel the order again.
A Draft order cancels at once. Discard on a form just leaves without saving.

Handle a job material over-issue approval

Production › Job Orders

  1. Issue material beyond the job's planned requirement.
  2. The issue is saved as Pending and routed for approval; no stock moves yet.
  3. The approver opens it from My Approvals and approves or rejects.
  4. Only on approval do stock and the WIP entry post.
The job must be released (In progress) before material can be issued.

Return unused job material

Production › Job Orders

  1. Open the job page.
  2. Use the material return option; pick the component and quantity.
  3. Save. Stock goes back in and WIP is reduced at the issue cost.
  4. Issued figures on the job now show net of returns.

Undo or correct an invoice

Receivables › Invoices

  1. A Draft invoice can be cancelled; nothing has posted.
  2. An Issued invoice cannot be cancelled: raise a Credit Note instead.
  3. If a Draft only needs more lines, use Add lines.
Message shown: "Only a Draft invoice can be cancelled - raise a Credit Note against an Issued invoice instead."

Allocate a receipt to invoices

Receivables › Receipts

  1. Open Receipts and record the money received.
  2. Allocate it to the customer's invoices; the total cannot exceed the receipt.
  3. Allocation takes effect immediately.
  4. Any remainder can be allocated later from the receipt page.
Allocations are add-only and cannot be edited afterwards.

Raise a credit note

Receivables › Credit Notes

  1. Open Credit Notes and start one against an Issued or Partly-paid invoice.
  2. Choose lines and quantities and give the reason.
  3. Issue it.
  4. Allocate it to open invoices of the same customer (only an Issued credit note can be allocated).
A Draft credit note can be cancelled.

Apply for leave / cancel approved leave

People › Leave

  1. Open Leave and apply: leave type, dates, reason.
  2. Your reporting manager decides (HR/Admin if none is set).
  3. To cancel, open the approved request and cancel it while the start date is still in the future.
  4. Cancelling restores your balance.
A leave that has already started or finished can no longer be cancelled.

Claim a reimbursement

People › Reimbursements

  1. Open Reimbursements and create a claim.
  2. Submit it for approval.
  3. Once Approved, Accounts links it on a new payment with payee type Employee.
  4. The payment amount must match the claim total; marking it paid sets the claim to Paid.

Do a stock count

Inventory › Stock Counting

  1. Create a count for a warehouse (own stock only).
  2. Enter the counted quantities.
  3. Submit for approval; a rejected count can be revised.
  4. Stock adjusts only after approval.
Submitting before counted quantities are entered is refused.

Record misc stock in or out

Inventory › Misc Stock In/Out

  1. Create a movement: direction, warehouse and a mandatory reason.
  2. Add lines (part, quantity).
  3. Submit for approval.
  4. Stock posts only when it is fully Approved; rejecting or cancelling posts nothing.
A stock-out cannot take a balance below zero.

document print page

  1. Open the document and click Print.
  2. Invoices and delivery challans print Original, Duplicate and Triplicate by default, one per page.
  3. In the browser dialogue choose Save as PDF to send a copy.
  4. Admins change labels and signature boxes at Configuration › Print Settings.
A quotation or purchase order can only be printed once Approved.

Find a part by a customer's or supplier's part number

Inventory › Part Cross-References

  1. Open Part Cross-References (Inventory).
  2. Search the external number; case and outer spaces are ignored.
  3. The row shows our part it maps to.
  4. To add one, choose Customer or Supplier, the party, our part and their number.
Documents keep a snapshot of the number; later mapping edits do not change old documents.

Export a list to CSV

any list

  1. Filter and search the list as needed.
  2. Click Export CSV above the table.
  3. The file holds the rows matching your filters.
Each export is logged for Admins.