Icons Defined Icons defined Icons defined The system has various icons which allow one to understand what the button function will do. Name Icon Display Name Definition Print Menu drop down print_menu.png This defines our print drop down, which includes both, the printing and exporting button functions. When printing or exporting, you leave a footprint behind, which is why we selected this image to illustrate this Process or Complete process_arrow.png Processing of any document into the system where it will allocate ledger and document numbers.  This can be used in various places to show a complete of that stage. Stock stock.png This icon shows stock and can be linked to inventory enquires Search or Find find.png This button allows you to search. It can also indicate the presence of another window for more advanced searching  Manage tasks jobmanage.png The manage tasks icon indicates that the user needs to further manage this document. Examples include job costing or Bill of Materials (BOM) Workflow worflow.png Allows one to bring up the workflow window to drag and drop tasks Menu list expand expand.png The menu indicates that there are multiple other functions below this. When you click on the small downward arrow, it will open up more functions Reminder create reminder.png Create a reminder for a task Budget, Retentions budget.png Used for Budgets, progress invoices and retentions Upload or Import cloudupload.png Indicates to upload a file to a database and in some cases import Branches branch.png The branches icon shows that you can link branches to this area Target target.png Setting up targets against a customer or supplier Alerts alert.png Set up an alert against an area in the system Contact vcf_card.png Create a sales lead, view a contact or import a VCF card Approval option menu approval.png This icon indicates that there is an approval required or next step Note header line addnote.png Adding a header line or note on a document View a document magnifier.png Viewing the document or information Serial number serialno.png View, import or add a serial number Create a template arrow_repeat Create or convert to a template Image view image.png View an image Next Action lightning.png This indicates an action that will happen when the button is pushed Warehouse warehouse.png An item is linked to a warehouse and min or max levels can be updated Supplier icon-suppliers.png Shows something is linked to suppliers Costs cost.png Indicates that a cost function is available Change cog_edit.png When active allows one to change the value of the processed document Close document page_white_code_red.png This icon indicates that one is closing the document Support log support.png Create a support log Sales lead funnel.png Create a sales lead Status status.png Check the status of the printing and email Barcode   barcode.png Indicates that a barcode can be used Percentage job invoice percentage.png Used in Job costing to indicate a percentage job invoice Statistics   stats.png An indicator to run statistics Task to do   task.png Requires a task for a user to do, can be used in reminders Memo Notes     Memo note - there is no memo entered Pen and writing - there is a memo note entered Paging and No Paging   This is used to remove paging to read 1 of 2 for example and to have a list of all invoices or any customer or supplier documents you are paging through.    It is better used for viewing data or just paging through data in case you want to view it in alphabetical order   If processing data, it is better done in 100 or you better not remove the paging so you can process your data fast.  If you remove the paging and try to process this may cause the system to be slow   Due Date Colours In various areas of the system, there are colour codes indicating over due or future dated transactions. Or this can be an icon   Icon Details   Past 30 days from Due date based on current date   Before 30 days from due date based on current date   Past 7 days from the Due date based on current date   Due date is on today’s date   Future 7 days from current date to due date   Anything after 7 days up to 30 days in the future   After 30 days in the future       Colour   Colour   Details     Black Past 30 days from Due date based on current date     Red Before 30 days from due date based on current date     Yellow tag   Past 7 days from the Due date based on current date     Blue   Due date is on today’s date     Green   Future 7 days from current date to due date     Purple   Anything after 7 days up to 30 days in the future     Grey   After 30 days in the future     Indicated on the grid with due circle colours   Debtors / Customers Setup When searching in the Debtors / Customer setup, the grid will display items with icons   Icon Details   Customer Debtor is active Customer is marked as a Head Office The legal tick box is on where you are engaged with the client in a legal action Client is put on hold Credit limit is ticked and enforced Customer is marked as an intercompany client Customer is marked for interest charging Customer / Debtor is inactive This is a prospect The customer has a web address entered, clicking on this icon will open up a new window to the url   Creditors / Suppliers Setup When searching in the Creditors / Supplier setup, the grid will display items with icons Icon Details   Supplier is active The supplier is marked as a head office Clearing or Forwarding Agent Enforce Credit Limit The supplier is marked as an intercompany supplier The supplier is activated to charge interest On Hold Supplier is inactive     Invoice grid icons Invoice grid displays the type of invoice is shown in the search grid The following icons appear on sales documents   Icon Details   Recurring Invoice Part invoice ticked but not processed as Proforma Invoice Proforma Invoice On Hold Is Open (an invoice which was reopened) Preparation     There are two status columns Sales Document Line items icons The following icons appear on sales documents   Icon Details   Item is on special linked to a deal (Only shows in quotes) RFQ and Drop Ship ticks are both activated  RFQ is active  Drop Ship is active  Item has a line discount on it  Item is selling below cost value  Line item OK  No stock   There are two status columns LS = Line Status (this column only shows if the item does not have stock, there is no other icon status) Status = Line status of item Sale Leads Icons The sales leads icons are based on the stages of the sales lead   Icon Details   Stage0 - Account Management Stage1 - New Lead Stage2 - Identify and Qualify Stage3 - Analyse, Influence and Develop Stage4 - Proposal and Tender Stage5 - Negotiate and Win   Purchase Document item line icons Purchase documents icons The following icons appear on purchase documents   Icon Details    Item has a line discount Line has Job CTC (Cost to Company) activated Line has Job SC (Scope Creep) activated  Line item OK     Supplier Invoice Line Status The supplier invoice and purchase order lines status     Green Circle = Standard lines on Supplier invoice and purchase order Red percentage = A percentage has been put against a line Red Gear and Dollar = CTC (Cost To Company) tick allocated to line Blue Gear and Dollar = SC (Scope Creep) tick allocated to line Supplier Payment Status Icons The icons are based on the supplier payment status   Inventory Setup Icons When searching in the inventory setup, the grid will display items with icons   Icon Details   Inventory item is active The item is marked as a Unit of Measure The item is a Unit of Measure with Sales and Purchases UOM selected The item is flagged as a serialised item The item is flagged as batch tracking The item is marked as a bill of materials The item is marked for Tag Tracking (RFID Tags) The item is marked as a bill of materials and serial number tracking The item is marked as a kit The item is a wastage item The item has a family tree structure The item is inactive The item is on an active lab test The item is on multiple lab tests The item is a fixed asset item     Stock Request Status Icons The stock request icons in Stores allows the user to see at which stage the stock request is at in the stores.         Icon Details   Print Picking Slip Start Picking Collection Ready Confirm Quantity Partially Completed Completed   Cashbook Allocation Colours In the cashbook when selecting allocate, the system will show the allocation type   Icon Details   No allocation has been applied to this cash book line The system was unable to allocate this line Line allocated - Match Payments Allocate Oldest amounts i.e. documents A balance remains on the cash book amount e.g. not all the money on the cash book has been allocated Manual allocation have been carried out on this cash book line. If Blue, Green or Yellow lines are manually allocated the button will change to purple   Indicated on the grid with due circle colours   Colour   Colour   Details             Red Unable to auto allocate           Blue   Matched a payment amount with payment invoice           Green   Allocated oldest to newest           Purple   Manual allocation applied           Grey   No allocations applied           Yellow Partially allocated   Match payments tick box which is on by default – This will try and match an exact payment with an exact invoice amount.  If not it will try and match a payment with invoices to balance exact.  (will work if all allocations are up to date) meaning payment matches exactly the invoices outstanding and makes the balance equal zero.   Allocate oldest – (not everyone will use this option)  so it is set as off by default After the first run of trying to allocate the first option, what ever is left can auto allocate oldest to newest (similar to our currently allocate all button)   The Flag indicator will then allow the user to go into that transaction and then fix the allocation manually   Job Costing Status Icons Job costing has various job status icons to define where the job is   Icon Details   Not started job Start job - Items on the job are active and been managed Job has been forced to start without any lines been managed Started job which has been reopened Ready for invoice has been set for job Invoice is created and in preparation status Final invoice is created and in preparation status Job costing grid   Job Line Status Indicators Job Costing > Activity > Manage Job Icon   Details   Not Started No lines allocated or no marked is complete In Progress Line managed - Budget is greater than Actual Qty Reached The line quantity balance has reached the budget versus actual and is equal Qty Exceeded The line quantity has exceeded the Budget versus actual Is Complete Marked with tick box completed Status of line, colours Not Started No lines allocated or no marked is complete RED In Progress Line managed GREEN Qty Reached Means the line quantity balance has reached the budget versus actual Blue with a tick Qty Exceed Means that the line quantity has exceeded the Budget versus actual BLACK Completed Marked with tick box completed Black tick Job lines Item Status Icons for Manage job lines and Job Lines Icon Details   Stock Item Service Item Custom Item Fixed Asset The item is marked as a Unit of Measure The item is flagged as a serialised item The item is marked as a bill of materials The item is marked as a bill of materials and serial number tracking The item is marked as a kit The item is a wastage item Icon indicates what type of item line it is Time Log Icons When searching in the Time logs, the grid will display items with icons   Icon Details Non Billable - clock orange Time Log - clock blue Add to Job - clock purple Locked for Invoice - Invoice Archived / Closed / Completed - Lock red Add to Job and Added to Job are ticked - Manage job red       User Icon Change the User Icon In any module at the top right of your screen, you will see your user icon. Click the drop-down arrow At the bottom click "Change User Icon" Select an item from the drop-down menu Click Save and Close Lab Samples Search Icons defined Search icons defined for Sample Status Icon Status Detail Requested Received In Progress Completed Cancelled Closed Icons are based on the sample status Lab Tests search Icons defined Icons defined for test progress Icon Detail Created Started In Progress Test Done Checked Retest Certificate Issued Published Cancelled Closed Re-Opened   Test icons are managed by the status of the test Inventory Lab Status Icons These icons inform the user whether a test sample was submitted to the lab. No Icon No test has been done on this item One active test submitted Two active tests submitted Three active tests submitted Test completed within 6 months Test completed greater than 6 months but less than a year Test completed more than 1 year ago Icons do not automatically update when searching the grid. Icons are updated as follows: When editing a stock item and saving Manually running the function to update test icons Setup an automatic task to update icons every day Manually update the icons through Functions menu This will update all items with the icon