Work with lists - search, filter, sort and export

Customers, items, invoices, users, journal entries: most screens start with a list. All lists share the same tools, so once you learn them on one screen you can use them everywhere.

Find a record

1. Type part of a name, number or code in the search box above the list. The list narrows as you type.

2. To narrow it further, use the filters next to the search box, such as a status, a branch or a date range.

3. Each filter you apply appears as a small badge. Select the cross on a badge to remove that filter alone.

4. To remove every filter at once, select the reset button. It shows how many filters are active.

The search box shows Search… while it is empty, and the reset button reads Reset. A date-range filter shows as Date range in the badges.

Sort the list

Select a column heading to sort by it. Select it again to reverse the order, and a third time to go back to the default order. An arrow beside the heading shows the direction. A few columns, such as the actions column, cannot be sorted.

Move between pages

Under the list, the counter shows which rows you are seeing, for example 1 – 20 of 245.

• Use the arrows to go to the next or previous page.

• Use Rows per page to show 10, 20 or 50 rows at a time.

Changing the search, a filter, the sorting or the number of rows takes you back to the first page.

Act on a record

• Many lists open a record when you select its row.

• The last column holds the row's Actions menu. It offers what you can do with that record, such as Edit, or Delete where deleting is allowed.

• Before anything is deleted or deactivated, the system asks you to confirm. Select Confirm to go ahead or Cancel to stop.

The actions you see depend on your group's permissions. A missing Delete usually means your group does not grant it.

Add or edit a record

Short forms open in a panel at the side of the list, so the list stays in view. Fill in the fields and select Save. A required field left empty shows This field is required under it. Selecting outside the panel does not close it, so a half-filled form is never lost by accident; use the close button or Cancel instead. Longer documents, such as invoices, open on a page of their own.

Export the list

1. Apply the search and filters you need.

2. Select the export button above the list.

3. Choose Excel or PDF. The browser downloads the file.

The button reads Export. The file contains every record that matches your search and filters, across all pages, not only the rows on screen. The button is greyed out when the list is empty. If the download fails, you see Export failed. Please try again.

Common questions

My list is empty but I know the record exists. Check the badges above the list for a filter you forgot, and select Reset.

How do I print a single document? Open the document and use its print button. See Print a document or save it as PDF.