In this module you manage Worksheet documents. A worksheet records what work or service you have carried out for a partner — classified by type, with items and, where needed, confirmed by a signature. This guide describes the list of worksheets: here you can search through the worksheets you have already created, open, close, delete or clone them, and create an invoice, delivery note, warranty letter or customer quote from them.
The possible states of Worksheet documents are: Draft, Closed, Cancellation, Cancelled. In the list, Closed rows are shown in green and Cancelled rows in red; the restrictions of each state are explained in the Frequently asked questions section.
Use the list when you want to review, search or handle several worksheets at once. To create and edit a single worksheet, use the edit page of the Worksheet document.
The screenshots in this guide were taken in the Hungarian interface; where a button is visible in an image, its Hungarian label is shown in parentheses.
Click Main menu / Sales / Worksheet / List to open the list of worksheets. At the top you find the Actions, Search, View and layout and Additional functions tabs; on the right there is the Analytics link and an icon that copies the table to the clipboard. A summary row is shown at the bottom of the table, and the preview of the selected worksheet appears below the list.
On the Search tab the most common fields appear first: Partner company name, Document number, Currency and Status. In the Status field you can select several states at once. Start the search with the Search button.
The Expand button opens further conditions: Document date and Performance date (as a period, from and to), Employee, Item number, Project, Job number, Department number, Customer comment and Internal comment. If nothing matches the given conditions, the list stays empty; in that case change the search conditions or jump to the first page.
From a closed worksheet you can create a new, related document with the Document management menu: Invoicing, Delivery note, Warranty letter or Quote sent to customer. The Cloning item in the same menu starts a new worksheet with the data of the selected one. The new document opens on the edit page of the target document, pre-filled, and it also appears on the Related documents tab of the worksheet.
The Additional functions tab contains viewing the Sent items, sending a New email (with the External mail client or the Internal mail client), creating a New task, opening the Partner card of the partner, and the CRM.
On the View and layout tab you can customize the visible columns of the table with the Columns button, the number of displayed rows with Rows, the order with Sorting, the preview below the list with Preview window, and the behavior of the page with Interface and behavior. The settings are saved for your user, so they are kept next time as well.
To see which worksheets are still waiting to be closed, select the Draft state in the Status field on the Search tab and start the search. With a single filter you get all worksheets that can still be edited.
The columns and search fields of the list and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the worksheet (e.g. ML000016/2026). As a search field you can also search for a part of the document number. | |
| Document date | The day the worksheet was created. In the search you can enter a period (from, to). | |
| Performance date | The date the work was performed. In the search you can also enter a period. | |
| Partner company name | The partner for whom the work was done. In the search, a part of the name is enough. | |
| Partner contact person | The name of the contact on the partner side. If it is not given on the worksheet, the column may stay empty. | |
| Net value, VAT rate, Gross value | The net amount, the VAT amount and the gross amount of the worksheet. The VAT rate column shows the VAT amount. A summary row is shown at the bottom of the table. | |
| Currency, Exchange rate | The currency of the worksheet and, if it differs from the base currency of the company, the exchange rate applied. You can also choose from the Currency search field. | |
| Employee | The colleague who issued the worksheet. In the expanded search you can pick it from a list. | |
| Status | The state of the worksheet (Draft, Closed, Cancellation, Cancelled). In the search you can select several states. | |
| Item number | Expanded search field: returns the worksheets that have an item with the given item number. | |
| Project, Job number, Department number | Expanded search fields for the classification data of the worksheet (they can be entered on the Settings tab of the worksheet). | |
| Customer comment, Internal comment | Expanded search fields for the comment texts of the worksheet: the one meant for the partner and the internal-only one. |
The set of visible columns can be customized under View and layout / Columns — the list above shows the default view.
Closing finalizes the worksheet, so its items and header can no longer be edited, and the Close button is available only in Draft state. If a correction is needed, make a copy of the worksheet with Document management / Cloning and correct the copy. For a wrongly closed worksheet you can also use the Delete and copy option.
You can delete only worksheets in Draft and Closed state. After deletion the worksheet changes to Cancelled state (shown as a red row in the list) and cannot be restored. If you only want to correct it, use the Delete and copy option: it cancels the worksheet and creates a copy that you can fix.
There are three common reasons. The given search conditions may have no match — in that case change the conditions on the Search tab. The current page may have no match — in that case jump to the first page. Or you may not have created any worksheet yet; then record the first one with the New button.
These buttons apply to a specific worksheet, so they are active only if you have selected a row in the table. The state matters too: Close works only in Draft state, while Invoicing, Delivery note, Warranty letter, Quote sent to customer and Send email can be used only for a closed worksheet.
The New button of the list (or the Main menu / Sales / Worksheet / New menu item) opens an empty worksheet where you can record the header, the items and the signed status changes. Detailed description: Worksheet document.
The module only appears in the menu if it is assigned to your user. If it is missing, ask the company administrator to check the module assignment of your user.
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