V9 - List functions

Lists—such as those for items, transactions, vendors, and customers—are the heart of SOS Inventory. SOS Inventory contains many different types of lists. Most are accessible via the links under the Operations menu and the Configuration mode (Tools & settings > Configuration > Lists). While most lists have the features below, the lists under the Configuration menu have a few additional features. Refer to Introduction to Configuration mode for more information.

As shown in the screenshot below, a list provides a summary view of its data records. It also allows the user to drill down for further information and to perform a variety of actions on a record if desired.

Let's break down the different elements of a list page.

Display message

Placed below the list title, the Display Message shows you a summary of the current settings for the page, such as “showing open and closed sales orders." This message reflects the selections made in the Filter.

+Add

The +Add button allows the creation of a new record of the same type as others displayed on the list currently viewed. This button is found on almost all lists in SOS Inventory.

Actions and batch actions

Actions are the options that can be applied to a specific record on a list. Those options vary, depending on the particular list. The most commonly used action for a record is to edit it. The record identifier (such as a transaction reference number; item, customer, or vendor name; or a lot or serial number) has a blue link. When the identifier is selected, the record's Edit page opens in a popup window, allowing changes to be made as needed. Any changes made to the Edit page must be saved.

All other actions are accessible by selecting the blue drop-down arrow to the right of the record identifier. While the Actions menu has both Archive and Unarchive options for a selected record, it does not show both at the same time; the only option displayed is the one opposite the record’s current status. The same principle applies to the Open and Close actions.

The Batch actions dropdown list, shown in the screenshot below, allows a common action to be applied to multiple rows of records at one time. For each data record upon which the batch action should be performed, select the checkbox in its far left column. Checking the box in the column header selects every record on the displayed list page. The batch action options will vary, depending on the list.

See Action and batch action descriptions for explanations of all actions and batch actions available in SOS Inventory.

Export icon

The Export icon downloads a file containing the data on the currently displayed list page. The number of records and the columns of data included in the export are based on the user's Results per page filter setting and the columns displayed on the list.

The format of the exported file--either Excel 2007+ (.xlsx), Excel 1997-2003 (.xls), or CSV (.csv)--is determined by the Default report format setting (Tools & settings > Configuration > Company > General) specified by your company. 

Quick search

While the Task bar's Global search searches throughout SOS Inventory, the Quick search feature limits the search to data within a list. Quick search returns all results that meet the search string. Not all columns are searched. Contact Support if you have a question about this function.

Filter

Filter allows you to select the specific type of records you want displayed on the list.

When the Filter icon is selected, a pop-up window similar to the screenshot below opens, displaying the filter options available. Filter options vary, depending on the list. Select Apply to set the filters.

The filters chosen remain until they are reset by the user. To return to the default filter settings, select Clear. Filters selected by one user do not affect other users on the system.

Columns and Sort

Columns

The Columns feature allows you to choose columns of information to display that are appropriate to the type of list. Column options include standard SOS Inventory columns included in your subscription plan, as well as any custom fields you have created that are relevant to the list type.

Selecting Columns opens the Columns selector pop-up window (shown in the Current and Available columns screenshot below) and allows columns to be added to or removed from the list page display by dragging and dropping their column names from Available to Current (or from Current to Available). 

The pop-up window also allows columns to be reordered according to the user’s preference. The exception to this is any column that functions as an identifier of a record (such as Ref # for transaction reference numbers). Identifiers are not included in the list of column options, as they are displayed permanently and in a set position on the list page. The identifier column is separated from other columns on a list by a dividing line.

Columns selected and ordered by one user does not affect other users on the system.

Using show more to display full content of notes. On a list that has a Description, Notes, Comments, Vendor Message, or Customer message column, SOS will display up to three lines of text for a note. When a note exceeds that length, show more (in blue text) appears. Clicking show more opens a pop-up window that displays the full content of the note. 

Sort toggle

If a column on the list has a gray arrow next to the heading name, you can sort rows of records in ascending or descending order by toggling the arrow. The default for most lists is Datearrow_downward, but other columns are sortable, too. Only one toggle can be displayed at a time, but hovering over a column heading allows you to see whether it has a toggle arrow and is a sortable column.

Page navigation

The Page navigation icons are located in the upper right corner of the list page. Select a number to go to that list page or click on either of the chevrons to move one page, as noted in the direction of the chevron. The number of items displayed on a page is set in the Filter.

Stars

The color of a star on a data record can be used as a reminder or in a stoplight fashion to show the importance of that record in the list. The star color(s) depend upon the option selected in Star settings (Tools & settings > Configuration > Company > General). Once the color option has been set, a star can be clicked until the desired color appears for that data record. To get rid of a star color on a record, click until the star returns to an outline. The default color order is empty (outlined star), then yellow. If using all colors, the order is empty (outlined star), red, yellow, then green.