Checklists

Overview

Checklists are used to verify that certain fields are filled in when a material item is created.

Checklists are created for Categories. Users with access to the Materials module can update the Checklist.

Data filters are available for:

• All: Ignores the checklists and shows all the materials.

• Pass: Show Items which have a checklist with a 100% pass

• Fail: Show items that don't have a checklist or have a checklist that is unresolved.

Navigation: Main Menu > Materials > Setup Materials > Menu (button) > Edit Categories > Double-click to open a Category > Checklist (tab)

Checklist (tab)

Buttons Explained

• Top Row Buttons

  • • ∧ ∨: Used to navigate to the next or previous category.

    • New:

      • Not applicable to this tab.

      • (Creates a new Category.)

    • Delete

      • Not applicable to this tab.

      • (Deletes the Category.)

    • Save: Saves any changes.

    • Close

      • Not applicable to this tab.

      • (Closes the Edit Material Category popup)

• Buttons on Tab

  • • Add Checklist Item: Allows users to add a Checklist Item.

Fields Explained

• ID: A system-generated number for the checklist entry.

• Order: A number indicating the order of the checklist entries. 

• Description: A description of the checklist item.

• Code: A short description of the checklist item (will display on reports).

• Type: The type of checklist that can be selected from this list:

  • • Manual: Manual approval for specified users.

    • Auto - SQL: Right-click on the checklist item > select Edit SQL from the context menu > click the Template (button) for an outline of the required SQL.

    • Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.

    • Auto - Description is blank: Ensures a user enters a Description.

    • Auto - Code is blank: Ensures a user enters a Code.

    • Auto - Reference is blank: Ensures a user enters a Reference. 

    • Auto - Base Unit is blank: Ensures a user selects a Base Unit. 

    • Auto - Subcategory is blank: Ensures a user selects a Subcategory. 

    • Auto - Supplier Price error/s: The check includes Unit is blank, Price is blank, Supplier is blank, VAT Type is blank, VAT Type does not match the Supplier VAT Type, Currency does not match the Supplier Currency. 

    • Auto - Cost Price is blank: Ensures a user enters or selects a Cost Price. 

    • Auto - Sell Price is blank: Ensures a user enters or selects a Sell Price.

• Updated: The User, Date, and Time the entry was updated.

• Menu (...)

  • Edit SQL: Edit the SQL query for the checklist

  • Delete: Deletes the entry.

  • Move Up: Moves the entry one line up.

  • Move Down: Moves the entry one line down.

How to Work with Checklists: List View

How to Show Checklist Materials

1. If the Checklist column is not displayed:

   • Click Field Chooser (*) in the first column.

   • Click the checkbox next to Checklist to add the column.

2. Select an option from the dropdown list next to Data (just below the top row menu buttons). The options are:

   • All: Ignores the checklists and shows all the materials.

   • Pass: Only shows checklists that pass all their checks. Those that fail are hidden.

   • Fail: Only shows items with checklists. Shows the code for failed entries, highlighted in red, in the Checklist column.

How to Update Multiple Checklists

If a checklist has been added or edited, this function lets you update the material items to reflect those changes. Only the Auto Items are updated.

1. Select the record/s you want to update.

2. Click Actions (button) > Update Checklist.

3. Confirm the update on the popup.

Working with Checklists: Editing View

Any checklist failure will be shown next to the top row of buttons and highlighted in red. 

Click the entry to automatically open the Data Checklist panel to see more information about the failure.

The Actions (button) also has an Update Checklist option (see above). Only the open material item will be updated.

1. When editing an item, click Menu (button) > Show Checklist to toggle the Data Checklist panel being shown on the right.

2. Any failure will be shown on the Data Checklist panel.

3. Auto Checklist Items:

   1. Once the missing information is supplied, click Save (button).

   2. If the failure is fixed, the entry will be shown in green with the date of the fix shown in the Update column.

4. Manual Checklist Items:

   1. Right click the entry and click Pass or Fail from the dropdown list.