V8 - Action and batch action descriptions

The actions and batch actions available for records will vary, depending upon the list. Some of the most common actions used on a list are often also available as batch actions.

Activate. An action available on the Users list. Enables a company administrator to reactivate a deactivated user. To display deactivated users on the Users list, select the Change filter and choose All or Inactive in the Status field.

Add to reorder list. Available as an action for items. Adds an item that needs additional stock to the Reorder list.

Add to sync. Available as an action and a batch action on items, many types of transactions, customers, and vendors. Adds a record to the queue for syncing to QuickBooks Online.

Addresses. Available as an action for customers and vendors. Allows adding and editing of additional addresses and contact information for companies with multiple locations.

Approve. Available as a batch action on purchase orders. Enables an administrator to release for processing purchase orders requiring advance approval. 

Archive. Available as an action and a batch action on many lists. Removes a data record from its list. The ability to display archived and unarchived records is controlled through a list’s Change filter feature.

Bill of materials. An action available for items. A bill of materials or BOM lists the components and quantities required for building an assembly or kit (item group). Costs of components are shown from the cost field of their item definitions. 

Boxes. An action available for items. A future capability of SOS for EDI shipping that will enable an Advance Ship Notice (ASN) to be generated from the Shipments list.

Clear cache. An action available for items. SOS Inventory caches an item’s quantity data (including quantity on hand and quantity for sale) on sales orders, sales receipts, purchasing orders, and work orders. Although caching increases the speed and performance on the items list, in certain situations it may not update as expected. The Clear cache action allows the system to zero out the cached quantities of an item. It does not affect the stored quantity-on-hand number. Cached quantities are reestablished when the item list is refreshed.

Contents. An action available for records on the Bins list. Provides a listing of items in a specific bin, along with the quantity for each.

Copy. Available as an action for items, Copy duplicates an item record. Simply give the new version a different item name.

Create drop-ship purchase order. Available as an action for invoices. Generates from the invoice a purchase order for a drop shipment, pulling relevant data from the invoice.

Create invoice. Available as an action for estimates, purchase orders, rentals, sales orders, and shipments. Generates bill to a customer, pulling relevant data directly from the parent transaction. When created from a purchase order, it is used to generate an invoice for a drop shipment.

Create job. An action available on sales orders and sales receipts. It generates a job, pulling relevant data directly from a parent transaction to organize a group of transactions.

Create pick ticket. An action available on sales orders, sales receipts, and work orders. Generates a pick ticket with instructions to pull certain items, serial- or lot-numbered items, quantities, etc.

Create purchase order. An action available on invoices, sales orders, sales receipts and work orders. Generates a purchase order, pulling relevant data from its parent transaction.

Create rental. An action available on invoices. Generates an inventory rental form, pulling relevant data directly from an existing invoice.

Create rental return. An action available on rentals. Generates a return on rented inventory, pulling relevant data directly from the rental transaction.

Create return. An action available on invoices, return merchandise authorizations (RMAs), sales orders, sales receipts, and shipments. Generates a record that a customer has returned item(s) on a specific date, pulling relevant data from the parent transaction.

Create return label. An action available on the UPS shipments list that creates a shipping label for use by a customer to ship returned items.

Create RMA. An action available on invoices, sales orders, sales receipts, and shipments. Generates a return merchandise authorization (RMA) permitting a customer to make a return, pulling relevant data directly from the parent transaction.

Create sales order. An action available on estimates, sales receipts, and invoices. Generates a sales order, pulling relevant data directly from a parent transaction.

Create sales receipt. An action available on estimates. Generates a sales receipt, pulling relevant data from the estimate.

Create sub-customer. An action available on customer records. Uses a customer (the “parent”) to create individual customers linked to the parent.

Create shipment. An action available on invoices, pick tickets, sales orders, and sales receipts. Generates a shipment and removes items from inventory, pulling relevant data from the parent transaction.

Create transfer. An action available for item receipt, sales order, and sales receipt records. Generates a transfer transaction to record the moving of inventory from one location to another, pulling relevant data from the parent transaction.

Create work order. An action available for sales order and sales receipt records. Generates a work order for a build or process transaction, pulling relevant data from the parent transaction. Work orders provide detailed instructions for making the items listed.

Deactivate. An action and batch action available for user administration. Used by a company administrator to remove a user from access to SOS Inventory.

Delete. Available on most lists as an action and batch action, Delete removes a record from the system. For items, however, Delete transfers a record from the Items list to the Deleted items list, where (deleted) is added to the end of the item name.
 

Disassemble. An action available for use by Pro plan customers on build transaction records. Disassemble allows an assembly to be broken down into its component parts. When this action is used, it generates a process transaction with one input (the assembly) and multiple outputs (the components).

Download. An action available for form templates in the Form templates list as well as those in the Template library.

Email. An action available for use with transaction records. Attaches a PDF copy of a transaction to the email recipient(s) specified in the To box. Use a comma to separate the email addresses of multiple recipients. By checking the Send a copy to me box, you will also receive a copy of the email sent.

Generate invoices. A batch action that creates invoices from selected sales orders.

Get. An action and batch action available in the Template library. Copies a system-created form template to the Form Templates list, where it can then be easily accessed and used in daily operations.  

Import via EDI. A batch action available on sales orders for SOS Inventory subscribers who have established an EDI connection.

Job dashboard. An action available for use with a job record. Provides a listing of each transaction associated with a job entry, with a clickable link to each transaction.

Location settings. An action available for use with item records. Location settings allow different reorder points, maximum stock levels, and default bins to be specified for each location where an item is stocked.

Mark as complete and Mark completed. An action and batch action available on a user's Tasks list. They indicate that a task has been finished.

Mark as confirmed and Mark as unconfirmed. An action and batch action available for use with purchase order records. Sets the status of vendor order confirmation. 

Merge. A batch action available for invoices and sales receipts. Combines selected transactions into a single transaction and deletes the others. To use the merge action, the customer must be the same for all transactions selected.

PDF. Uses a form template to create and download a PDF of a selected record. Using the PDF feature will create a more professional look than the form created using the Quick view action. Available on many lists as both an action and a batch action.