How a screen works

Every entry screen in Businessflo, from a customer to a journal voucher, sits under the same toolbar. Learn it once and every screen page in this book reads the same way: the page tells you what that screen's fields mean, and this page tells you what its buttons do.

A document's life

A screen holds documents: one customer, one sales invoice, one journal voucher. A document goes through the same steps on every screen.

1. New opens an empty document. Fill the header fields the screen asks for first.
2. Create gives the document its number and opens the rest of the screen.
3. Save stores it. On a screen that posts to the accounts or to stock, Save is the posting: there is no separate post button.
4. Edit reopens a saved document for changes, which you then Save again or Cancel to return it to how it was last saved.
5. Reverse undoes a saved document. It asks for a reverse date, a reason and remarks, and the document is then marked reversed. The reasons offered are kept on the Reason screen. Where a screen's Save posted entries, Reverse is how they are undone.
6. Delete removes a document, where the screen allows it at all.

Which of these buttons a screen shows is set per screen. A setup screen usually allows Edit and Delete and no Reverse; a posting screen usually allows Reverse and no Delete. Your user rights can hide a button the screen itself allows.

The toolbar, button by button

Button	Shortcut	When you see it	What it does
List (back arrow)	Alt L	Always, on screens with a list	Back to the list of documents of this screen
Edit	Alt E	Viewing a saved document, screen allows edit	Opens it for changes
Delete	Alt D	Viewing, screen allows delete	Removes the document
Reverse	Alt R	Viewing, screen allows reverse	Asks for reverse date, reason and remarks, then undoes the document
Create		A new document, before it has a number	Numbers the document and opens the rest of the screen
Save	Alt S	Creating or editing	Stores the document; on a posting screen, posts it
Save as draft		Screens that keep drafts, or whose Save goes for approval	Stores without releasing
Save and send for approval		Screens with an approval set up	Stores and sends the document to its approvers
Cancel		Editing	Drops your changes
New	Alt N	Screen allows create	Starts a new document
Attachment		Always	Files attached to the document
Relationship map	Alt M	A saved document on a screen that links to others	The chain of documents this one came from and led to
Total	Alt T	Screens with totals	Recalculates and shows the document's totals
Pin		Always	Adds the screen to your favourites
Clone	Alt C	Screens that allow copying	Starts a new document filled from this one
Next Action		Screens with follow-on documents	Opens the next document in the chain from this one
Print	Alt P	A saved document on a screen with a print layout	Prints; a second line prints on letterhead where the layout allows
Share	Alt H	A saved document	Emails it, with the print as an attachment; WhatsApp where switched on for the screen
Approve, Hold, Reject		You are an approver of this document	Your decision on the approval; approvals are set up on Approval
Help		The screen has documentation or a video	Opens it

Draft and released

Some screens keep a document in Draft until it is released. The header shows a Draft or Released tag. A released document is the one other screens and the accounts act on. A reversed document shows that it is reversed.

Lists, boards and reports

Every screen's documents can be looked at many at a time: in a list, on a board or in a printed report. They all open and behave the same way. See Lists, boards and reports.

Messages

When Save refuses, the screen shows the reason as a message and keeps your entry. Each area's questions page lists the messages that area's screens show, with the cause and the fix. See How do I….