V9 - 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 (Company > Users). Enables a company administrator to reactivate a deactivated user. To display deactivated users on the Users list, go to the Filter and choose All or Show inactive only in the Status field.

Add to reorder list. Available as an action and batch action on the Items list (Operations > Inventory > Items). Adds an item that needs additional stock to the Reorder list (Operations > Purchasing > Reorder list).

Add to sync. Available as an action and a batch action on lists for items, most types of transactions, customers, vendors, terms, and payment methods. Adds a record to the Sync queue (Sync > Preview sync) for syncing to QuickBooks Online.

Addresses. Available as an action for records on the Customers (Operations > Sales > Customers) and Vendors (Operations > Purchasing > Vendors) lists. Allows adding and editing of addresses and contact information for companies with multiple locations. The default customer/vendor address syncs to QuickBooks Online, but the additional addresses do not. So, if you use an address on a transaction that is not the default address, that transaction must originate in SOS Inventory. 

Approve. Available as an action and batch action on the Purchase orders list (Operations > Purchasing > Purchase orders). This action is available only if the Require approval for purchase orders setting (Tools & settings > Configuration > Purchasing > Purchase orders) is enabled. Enables an administrator to release for processing purchase orders requiring advance approval. An item needing approval can be quickly identified by a red vertical bar that appears to the left of the purchase order record.

Archive. Available as an action and a batch action on many lists. Archiving allows you to remove items, transactions, customers, and vendors from active lists, but the archived records remain in the system. This speeds up the searching process on active list pages. Archived records can be unarchived (making them visible on the appropriate active list) when desired. The ability to display archived and unarchived records is controlled through the Filters feature on list pages. An archived item can be quickly identified by a gold vertical bar that appears to the left of the data record. When used as an action, Archive displays in the Actions menu of an unarchived record only. Archiving in SOS has no effect on QuickBooks Online, as QuickBooks has no archive feature.

Bill of materials. An action available on the Items list (Operations > Inventory > Items). A bill of materials or BOM lists the components and quantities required to build an assembly or kit (item group). Costs of components are pulled from the Purchase cost field of each component's item definition. The total BOM cost is used as the expected cost of the assembly or kit (item group).

Boxes. An action available on the Items list (Operations > Inventory > Items) to denote box size for shipping this item. 

Charge card on file. An action which creates a payment record. Available only if a customer has a stored payment method (either credit card or ACH banking information). Only seen on accounts with SOS Pay.

Clear cache. An action available on the Items list (Operations > Inventory > Items). SOS Inventory caches an item’s quantity data (including quantity on hand and quantity for sale) on sales orders, sales receipts, purchasing orders, rentals, RMAs, 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 Items list is refreshed.

Close. Available as an action and a batch action on transaction lists. Designates a transaction as closed. On the Actions menu, the Close option displays for open transactions only. The ability to display open and closed records is controlled through a list’s Filter feature. 

Contents. An action available for records on the Bins list (Operations > Inventory > Bins). Provides a listing of items in a specific bin, along with the quantity of each item in that bin.

Copy this item. Available as an action on the Items list (Operations > Inventory > Items), Copy this item duplicates an item record. Simply give the new version a different item name and update any other information needed.

Create drop-ship purchase order. Available as an action on the Invoices list (Operations > Sales > Invoices). Generates from the invoice a drop-ship purchase order, pulling relevant data from the invoice.

Create invoice. Available as an action on the Estimates, Purchase orders, Rentals, Sales orders, and Shipments lists. Generates an invoice to a customer, pulling relevant data directly from the parent transaction. When created from a purchase order, it is typically used to generate an invoice for a drop shipment. 

Create job. An action available on the Sales orders list (Operations > Sales > Sales orders) and Sales receipts list (Operations > Sales > 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 the Sales orders (Operations > Sales > Sales orders), Sales receipts (Operations > Sales > Sales receipts), and Work orders (Operations > Production > Work orders) lists. Generates a pick ticket with instructions to pull certain quantities of items.

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 the Invoices list (Operations > Sales > Invoices). Generates an inventory rental form, pulling relevant data directly from an existing invoice.

Create rental return. An action available on the Rentals list (Operations > Rentals  > Rentals). Generates a return on rented inventory, pulling relevant data directly from the rental transaction.

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

Create return UPS shipment. An action available on the UPS Shipments list (Operations > Fulfillment > Shipments > UPS Shipments) that creates a shipping label for use by a customer to ship returned items.

Create return to vendor. An action available on the Item receipts list (Operations > Purchasing > Item receipts). Generates a return to vendor (RTV), pulling relevant data directly from an existing item receipt.

Create RMA. An action available on Invoices, Sales orders, Sales receipts, and Shipments lists. 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 the Estimates, Sales receipts, and Invoices lists. Generates a sales order, pulling relevant data directly from a parent transaction.

Create sales receipt. An action available on the Estimates list (Operations > Sales > Estimates). Generates a sales receipt, pulling relevant data from the estimate.

Create sub-customer. An action available on the Customers list (Operations > Sales > Customers). Uses a customer (the “parent”) to create individual "child" customers linked to the parent.

Create shipment. An action available on Invoices, Pick tickets, Sales orders, and Sales receipts list. Generates a shipment and removes items from inventory, pulling relevant data from the parent transaction.

Create task. An action on the Notifications list that Creates a ask from the notification and adds it to the Tasks list (User > Tasks).

Create transfer. An action available on Item receipts, Sales orders and Sales receipts lists. 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 on Sales orders and Sales receipts lists. Generates a work order for items needing to be manufactured, pulling relevant data from the parent transaction. 

Deactivate. An action and batch action available on the Users (user administration) list (Company > Users). 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 or cart connection from the system. For items, however, Delete transfers a record from the Items list to the Deleted items list (Operations > Reports > Miscellaneous > Deleted items), where " (deleted)" is added to the end of the item name. However, other deleted data objects (such as bins, locations, terms, payment methods, etc.) will also have the " (deleted)"  added to the end of their names as well.

Disassemble. An action available on the Builds list (Operations > Production > Builds). Accessible only on the Pro plan, 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).

Disconnect. The Disconnect action is displayed only for Shopify carts that are currently connected using the SOS Connector App.
Use this action only if your intent is to sever the Shopify connection but not remove the cart from the Carts list. If you later decide you want the cart connection again, you must open the Shopify cart page and select Connect to Shopify to reauthorize the connection. If you simply want to disable the connection temporarily, uncheck the Enable box on the Shopify cart page instead, then save. The Enable setting can be turned on or off as needed, and it does not require reauthorizing the connection.

Download. An action available on the Form templates list, the Template library, and the Documents and files list.

Email. An action available to email transactions as PDF attachments to one or more recipients. The email addresses of multiple recipients must be separated by a comma. By checking the Send a copy to me box, the user will receive a copy of the email sent.

Generate invoices. A batch action on the Sales orders list (Operations > Sales > Sales orders) that creates invoices from selected sales orders.

Generate purchase orders. A batch action on the Reorder list (Operations > Purchasing > Reorder list) that creates a purchase order for each unique vendor containing all the items that specify that vendor. Purchase orders created from the Generate purchase orders batch action are NOT sent to vendors automatically. After generation, the POs will appear on the Purchase orders list, where they can be edited as needed and emailed to vendors. Please see Generating purchase orders from the Reorder list for more information on this feature.

Get (copy to account). An action and batch action available in the Template library (Tools & settings > Configuration > Form templates > Template library). Copies a system-created form template from the Template library to the Form templates list, where it can then be accessed and used in daily operations.  

Job dashboard. An action available for use on the Jobs list (Operations > Production > Jobs). 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 on the Items list (Operations > Inventory > Items). If you have multiple locations, Location settings allows different reorder points, maximum stock levels, and default bins to be specified for each location where an item is stocked.

Mark as complete. An action and batch action available on a user's Tasks list (Users > Tasks). Mark as complete indicates that a task has been finished.

Mark as confirmed. An action and batch action available on the Purchase orders list (Operations > Purchasing > Purchase orders) to specify a vendor has confirmed an order. 

Mark as unconfirmed. An action and batch action available on the Purchase orders list (Operations > Purchasing > Purchase orders) to specify a vendor has not confirmed an order.

Merge. A batch action available on the Invoices and Sales receipts lists. 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. The reference ID of the merged transaction will be the reference ID of the most recent of the selected transactions.

Move to bottom. Available as an action on the Sync queue (Sync > Preview Sync). Moves an entry to the bottom of the queue.

Open. Available as an action and a batch action on transaction lists. Re-opens a transaction that has been previously closed. On the Actions menu, the Open option displays for closed transactions only. The ability to display open and closed records is controlled through a list’s Filter feature.

PDF. Uses a form template to create and download a PDF of a selected entry. 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.