On this page you create a new Worksheet document or edit an existing one. A worksheet documents what work or service you have carried out for a partner — classified by type, with items, and confirmed by signed status changes.
The possible states of Worksheet documents are: Draft, Closed, Cancellation, Cancelled. A new worksheet is created in Draft state and can be edited; from closing onwards it can no longer be modified.
Choose a worksheet when the work or service performed must be documented by type, with a signed confirmation. If you need a financial document, you can create an invoice from the closed worksheet; if only the handover of goods must be recorded, a delivery note; and for warranty a warranty letter.
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 / New. At the top of the page, under the Details tab, you see the header, and below it in tabs the items, status changes, comments and further data. The top bar contains the Actions, Additional functions and View and layout tabs, and on the right the CRM link.
On the Items tab, the New button adds a new item; Open opens the selected item and Delete removes it. Quick add and Product search help you add products that already exist quickly, and Add-ons and alternatives offers the add-ons and alternatives belonging to a product. The summary row at the bottom of the table shows the totals of Net value, VAT value and Gross value.
The New button opens a window with two tabs: on the Properties tab you find the data of the item, on the Warehousing master data tab the Site. The Add button saves the item, Add and new product starts creating a new product after saving, New product, Product card and Product search are quick product-related actions, and the Identifiers button manages the identifiers of the item (e.g. serial numbers).
The Status changes tab is a log of signed entries: each row shows when and with whose signature the work was completed. You add a new row with the button of the tab, which opens a window.
In the window fill in the Comment field (optional), the Signer's name and Performance date fields (required), then draw the signature in the Signature field with a finger, mouse or pen. The Add button adds the entry to the list, the Close button closes the window. The signature cannot be modified after saving. Status changes do not change the Status of the worksheet: that depends on closing and deleting.
On the Customer comment and Internal comment tabs you can enter free text. On the Settings tab the Billing address is required, and you can also enter the Project, Job number and Department number. The Related documents tab shows further documents belonging to the worksheet, the Tasks tab the tasks created for it, the Files tab the attached files, and the Custom fields tab the own fields of your company.
On the Actions tab the Save button saves the worksheet as a draft; in the dropdown menu, Save and close saves and closes it in one step. The Close button finalizes the worksheet (the Close and print and Close and download options of the dropdown menu also produce the printout right after closing). Delete puts the worksheet into Cancelled state, and Delete and copy also creates a copy next to it.
On the Additional functions tab you can view the Sent items, send a New email, create a New product and a New partner, create a New task and open the Partner card. On the View and layout tab you can customize the page with the Interface and behavior and Columns settings.
If you do recurring work for the same partner, do not fill in the whole worksheet again: copy the existing worksheet with Document management / Cloning and only update the date, the items and the signed status changes. Set up the Type list in advance under System settings, so that you do not have to add it in the middle of your work.
The main fields in the header and on the tabs of the worksheet:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the worksheet. Assigned by the system, not editable. | |
| Document date | The day the worksheet was created. Filled in by the system, not editable. | |
| Partner company name | The partner for whom the work was done. Once given, the contact persons and addresses of the partner also become available. | |
| Status | The state of the worksheet (Draft, Closed, Cancellation, Cancelled). Read-only; it changes with closing and deleting. | |
| Performance date | The date the work was performed. | |
| Partner contact person | The contact on the partner side, selectable from the persons recorded for the partner. | |
| Type | The classification of the worksheet. The possible values are set by your company under Main menu / Settings / System settings / Worksheet type. | |
| Partner address | An address selectable from the addresses recorded for the partner (e.g. the place of the work). | |
| Currency | The currency of the worksheet. | |
| Exchange rate | Appears only if the Currency differs from the base currency of the company; it is the conversion rate applied. | |
| Billing address | The billing address of your company, given on the Settings tab. | |
| Project, Job number, Department number | Classification data that can be given on the Settings tab and searched for in the list. | |
| Customer comment, Internal comment | Free-text comments: the first is meant for the partner, the second for internal use only. |
The fields of the window used to add an item:
| Field / Element | Required | Description |
|---|---|---|
| Item number | The item number of the product. If the product is already recorded, you can fill in the item with the Product search button. | |
| Name | The name of the item, i.e. of the material used or service performed. | |
| Quantity | The quantity of the item. | |
| VAT rate | The VAT rate applied to the item. | |
| Net base price | The net unit price of the item without discount or surcharge. | |
| Discount / Surcharge | The discount or surcharge on the base price; the Net unit price is calculated from it. | |
| Net unit price, Gross unit price | The unit price of the item as a net value and as a gross value including VAT; when you enter one, the other is calculated from the VAT rate. | |
| Item comment | A free-text comment for the given item. | |
| Site | The site selectable on the Warehousing master data tab, to which the stock movement of the item belongs. |
The page checks the required fields when saving and marks missing ones in red.
You can edit a worksheet only in Draft state, and Close is available only then as well. The fields, items and buttons of a closed (Closed) or deleted (Cancelled) worksheet cannot be modified. If a correction is needed, make a copy with Document management / Cloning and correct the copy.
Type is a required field whose values are created by your company. If the list is empty, add a type under Main menu / Settings / System settings / Worksheet type. Before saving, also check the other required fields: Partner company name, Performance date, Currency, and on the Settings tab the Billing address.
No, the entries on the Status changes tab only keep a log of signed confirmations and do not affect the Status of the worksheet. The signature can no longer be modified after saving; if you made a mistake, correct the entry before saving.
These actions can be used only for a closed worksheet. First save and close the worksheet, then use the Document management menu to create an invoice, delivery note, warranty letter or customer quote from it.
Three fields are required in the item window: Name, VAT rate and, on the Warehousing master data tab, the Site. If one of them is missing, the Add button does not take the item. You can no longer add new items to a closed worksheet.
Under Main menu / Sales / Worksheet / List you can search, filter and manage the worksheets already created. Detailed description: Worksheet list.
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.
Don't want to spend hours searching for a solution? Choose the most efficient way: book a personalized, 45-minute online training session dedicated entirely to you. Whether it's a walkthrough of the basics or a detailed setup of a specific module, our expert colleague will guide you through the whole process, step by step.
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