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Track-It! 20.20 ... Using Using: For technicians Managing Purchasing

Defining views and performing actions on Purchasing

The Purchasing workspace grid enables you to manage your purchase orders and perform various actions, depending on the permissions assigned by the system administrator.  Based on the permissions assigned for technicians, you can:

  • Create and track purchase orders
  • View purchase order details
  • Receive ordered items
  • Link tickets to purchase orders
  • Email purchase orders
  • Copy purchase orders
  • Print purchase orders
  • Cancel purchase orders
  • Delete a purchase order

This topic contains the following information:

Overview of Purchasing workspace grid features

The following table provides information about the Purchasing workspace grid features:

FeatureDescription

List views

The list of views enables users to see a list of purchase orders based as follows:

  • All Purchase Orders
  • Closed Purchase Orders
  • Open Purchase Orders

You can customize these views and use Save Current View As to create a new custom list view. The list of views also displays the public views that are created by other technicians. You can use Abandon Changes to Current View to undo the changes to the current view.

You can also use Manage Views to delete a customized list view.

From the list of views, you can select a view to display. For more information, see To create a new view.

Manage columns

You can control which columns are displayed in a list view. You can drag a column to organize them in a sequence and also resize field column width.

For more information, see To configure formatting rules.

Manage formatting

You can define rules to format records based on certain record attributes

For example, you can highlight all the records with Priority 1 in red.

Manage filters

You can filter the results in the list view by using field values and conditions.

For more information, see To filter records.

Refresh the list view
You can configure a custom refresh rate for the view. You can also refresh the list of view manually.

Copy a purchase order

You can copy a purchase order from the list view.

Delete a purchase order

You can delete purchase orders from the list view. For more information, see Deleting purchase orders.

Export list views

You can export the purchase orders in a list view to CSV or HTML format.

Note

When you export the purchase order data, the custom formatting is not exported.

Preview records

You can preview a purchase order. From top, bottom, or right, select the location of the preview pane.

Creating or customizing a view

You can customize your list views on the Purchasing dashboard by managing filters and columns, and defining formatting rules. After you customize an out-of-the-box or custom list view, the view icon of a list view changes from a black icon  to a blue icon .  

To create a new view

  1. On the header bar, expand the hamburger menu  and select Purchasing.
  2. From the list of views, select a view.
  3. Configure the preferred filters, list view fields, and formatting rules.
  4. From the Views list, select Save Current View As.
    1. In the Save Current View As dialog box, in the View Name field, enter an appropriate name for the view.
    2. From the Sharing Type list, select a preferred sharing type:
      • Private - View is available only to me
      • Public - View is available to all
    3. Click Save.
  5. (Optional) If you do not want to save the changes, from the Views list, select Abandon Changes to Current View.

Sorting columns within a list view

  1. On the header bar, expand the hamburger menu  and select Help Desk.
  2. From the list of views, select a view.
  3. Click the arrow on the column headers to open the list of column customizing options.
  4. Select Sort Ascending or Sort Descending to sort the column data in ascending or descending order.
    You can sort up to three columns on the workspace grid and the sorting rule applied to the first column has precedence. Once the data is sorted as per the first column, the data in the second and third columns is sorted. 

Grouping column data within a list view

  1. On the header bar, expand the hamburger menu  and select Help Desk.
  2. From the list of views, select a view.
  3. Click the arrow on the column header of the field according to which you want to group the records.
  4. Select Group By This Field.

To turn off data grouping, clear the Show in Groups check box.

To filter records

  1. On the header bar, expand the hamburger menu  and select Purchasing.
  2. From the list of views, select a view on which you want to apply the filters.
  3. Click Manage Filters .
  4. In the Manage Filters dialog box, perform the following actions:
    1. From the Select a Field list, select a field, such as Date Ordered.
    2. From the Select a Condition list, select a condition, such as equals.
      The list of conditions differ based on the the field that you select in the Select a Field list.
    3. In the Select/Enter a Value list, either select a value from the list or enter the value that defines the selected field and condition.
    4. (Optional) To add another filter, click Add .
    5. Repeat the above steps to configure multiple filters.
    6. Click Apply.

    7. (Optional) To delete a filter, click Delete .

      Note

      When applying filter for 2 or more same type of field, you must apply all Or conditions first. The filters work as a straight query and are not grouped together.

      Example

      Assume that you want to see tickets that are assigned to either of the 2 technicians, AUTOSATECH1 and AUTOSATECH2, with Inactive equal to False and Status equal to Open. You must apply the following filters:

      The result is not the same if you apply the following filters:

  5. (Optional) To view the applied filters on a list view, click Filters Applied.

To configure fields displayed in the list view

  1. On the header bar, expand the hamburger menu  and select Purchasing.
  2. From the list of views, select a view for which you want to configure the fields.
  3. Click Manage Columns .
  4. In the Manage Columns dialog box, select the fields to be displayed as columns.
  5. Click Apply.

To configure formatting rules

  1. On the header bar, expand the hamburger menu  and select Purchasing.
  2. From the list of views, select a view for which you want to format records.
  3. Click Manage Formatting
  4. In the Manage Formatting dialog box, perform the following actions:
    1. From the Select a Field list, select a field such as IP Address.
    2. From the Select a Condition list, select a condition such as contains.
      The list of conditions differ based on the the field that you select in the Select a Field list.
    3. In the Select/Enter a Value list, select or enter a field value such as 101.
    4. In the Preview list, select a Background Color, Text Color, and Text Style.  
    5. If you want to apply the same formatting to all field columns in the list view, select the Apply to row check box.
    6. (Optional) To add another filter, click Add .
    7. Repeat the above steps to configure multiple formatting rules.
    8. Click Apply.
    9. (Optional) To delete a rule, click Delete .

Deleting purchase orders

You can choose to delete purchase orders from the workspace.

(2020 Release 01) You can delete multiple purchase orders at once.

Considerations

The following considerations apply to the deletion process:

  • You must have delete permission to delete purchase orders. If you try to delete a purchase order without permission, a message is displayed to indicate that you cannot delete.

  • You cannot delete a purchase order that is opened by another user.

  • When you select and delete multiple purchase orders, then:
    • If some selected purchase orders are open, the following message is displayed:
      Purchase Order(s) # 'purchaseOrderID' is/are in use. Your request for this/these records will not be completed. Do you want to continue?
    • If all selected purchase orders are open, the following message is displayed:
      Purchase Order(s) # 'purchaseOrderID' is/are in use. Your request for this/these records will not be completed. Release the records to unlock them before attempting again.

    Note

    Multiple purchase order IDs are separated by a comma, as shown in this example:

    Purchase Order(s)# '101,102,103' are in use. Your request for these records will not be completed. Release the records to unlock them before attempting again.

  • If the deletion of a purchase order fails, a message with the purchase order ID of the failed purchase order is displayed.

To delete a purchase order

  1. On the header bar, expand the hamburger menu  and select Purchasing.
  2. Select a purchase order or multiple purchase orders (using Ctrl or Shift key) from the workspace.
  3. Click Delete .
    The following message is displayed:

  4. To delete the selected purchase orders, click Yes.
    The following message is displayed:
    <Purchase Order/Records has/have> been deleted successfully.


Related topic

Managing Purchasing


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Last modified by Sonal Rajapurkar on Aug 30, 2023
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Managing Purchasing
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