Job History

This option is used to view and report on the transaction activity for a single job, a range of jobs or for all jobs.

You can access this option by selecting Reports > Jobs > History from the main menu or by clicking the History button in the Jobs section.

On the left hand side of the Job History you have the range panel which is common to all reporting options in Avanti. This is where you specify the criteria for the transactions you want to include in the list and report. When you have defined the criteria you want you can hide this panel to expand the width of the transaction list by clicking the split-panel bar displayed between the range panel and the transaction list. You can click the split-panel bar again to show the range panel.

Date Range

Select the range of dates that you want to include transactions for. The Date From box defaults to the Start Date For Report Range setting in Company Preferences. The Date To box will always default to today's date (or the date you sign-in to the software with). All transactions dated outside this date range will be excluded. Use the down-arrow buttons or press Alt+DownArrow at the side of the date boxes to select a date from a pop-up calendar.

Jobs

Jobs From ... To ...

Select the range of jobs you want to include transactions for. The job range settings are always defaulted to the first and last job references. Use the Look-Up icon (magnifying glass) in each box to find the job you want. The job range is utilised dependant on the View setting in the Job panel (displayed beneath the toolbar). If the setting is to view just a single job (as per the default) then the job range is utilised to limit the Previous and Next buttons in the Toolbar and to produce a report including just the items in the range selected. If the setting in the Job panel is set to View All then transactions for all of the jobs in the range specified here will be included in a single list on the screen and in any reports produced.

Include

The Include option is very useful to filter the list of transactions by a certain type of transaction. For example if you just wanted to see customer or supplier invoices etc, Click the drop-down arrow for the Include ... box to see all of the options available and select accordingly.

Job Panel

The Job panel, displayed underneath the toolbar and above the transaction list, shows the Job No. and Name of the item which is currently selected and for which the transaction history is displayed in the list. ou can select a different job to view by entering it's Job No. into the box provided or by clicking the Look-Up icon (magnifying glass) on the right of the box to find the job you want.

To the right of the Name box is a link which initially says View All. Clicking this link will change the list from displaying the selected job's transactions only to displaying transactions for all of the jobs in the specified range (as explained above). Once you have clicked the View All link, the Job No. and Name boxesn will be removed and the link will change to View One Job. This view is useful where you want to see or report on all or a range of transactions rather than just one job. If you were then to click the View One Job link it would revert back to displaying transactions for the selected job only, the Job No. and Name will be displayed again and the link will be changed back to View All.

Toolbar

The Toolbar provides several buttons which are used to carry out key tasks :

Lookup

The Lookup button is used to drill into specific information about the currently selected transaction in the list. The button is actually split into two parts, if you click the left-part of the button you will be taken to the default lookup option for the transaction. If you click on the arrow part of the button to the right you will be given a menu of the lookup options you have available.

Transaction Details

Provides a lookup window displaying the basic details of the transaction. For non-document based transactions this is the default lookup option.

Journal Entries

Provides a lookup window displaying the journals recorded for the transaction enabling you to see a full breakdown of which financial accounts the transaction was recorded against.

Original Document

If the transaction was entered as a full sales or purchase invoice document then this option will display a window giving you all of the information about the original document including the stock items/products used, quantities, prices etc. For document based transactions this is the default lookup option.

Payment Allocations

Displays a lookup window showing you the entries that the selected transaction is allocated against. For example if looking up a payment transaction this will show a list of invoices that it was paid against or if looking up an invoice it will show the payment that was used to pay it.

VAT Breakdown

Displays a lookup window showing a breakdown of values by VAT rate on the selected transaction.

The Print button is used to produce a report for the selected transaction history. The Print button has two parts. The part on the left will print the default report and the part with the arrow to the right will display a drop-down menu of report options. The default report and the menu of options will depend on whether the setting in the Job panel (see above) is set to view a single job (the default setting) or if you have changed it to View All If the list on-screen is presently displaying a single job's transaction then the default report will be to print the selected job's transaction history only. If you click the right of the button to get a drop-down menu you will also have the option to print All Jobs In Selected Range. If you have selected to View All the default report will be a list of all of the transactions in the selected range grouped by each job. If you click the arrow part of the button on the right with View All selected you will also have the option to produce the report as a straight list of all transactions, not grouped by job, as per the list you see on-screen. The screenshots below show the two different drop-down menus you will get depending on whether you are viewing a history for a single job or have selected to View All in the Job panel (see above).

When you have selected the report that you want, the software will produce the report for you. By default the software will Preview the report it has generated on-screen first and you can then print the report from the Preview window. If you prefer that the software send reports directly to the printer when selecting a Print option then you will need to change the Preview All Reports Before Printing setting in the Reports & Documents page in Company Preferences. See Company Preferences for more information.

The Email button is used to send an email to a specified recipient with a PDF document of the report attached to it. In the same way as the above Print button, the Email button has two parts which determine which report is generated. See the information provided on the Print button for details. Once the report you require is selected and produced you will be given an email window to enter the recipient's email address and the message you want to send with the report. See the Sending Emails page for more information.

PDF

The PDF button is used to export a PDF document of the report. In the same way as the Print button, the PDF button has two parts which determine which report is generated. See the information provided on the Print button for details. Once the report you require is selected and produced you will be given an export window which enables you to make settings about how the want the PDF document exported and whether you want to open it after it has been exported. You can then select where you want to save it and to save it under a specific file name. See the Exporting PDF Documents for more information.

Export

Click the Export button to export the report in the format of your choice. As with the Print button, the Export button has two parts which determine the report that is generated. See the information provided on the Print button for details. Once the report you require is selected you will be given a menu of export options to select the format you want to export the report to. See Exporting Reports for more information.

Refresh

The Refresh button performs a refresh of the information on the list. This is useful if you have left the History report to enter or amend transaction data (or you are using the multi-user edition and another user has made changes to the data you are viewing) you can use the Refresh button to retrieve the changed information and display it on the list. You can also refresh the data in the list by pressing the F5 button on your keyboard when the list is selected.

Use the left and right green arrow buttons to move between jobs. Use the left arrow button to move to the previous job and use the right arrow button to move to the next job. Jobs are moved in Job Number order. If you have set a different job range (explained above) then these buttons will be restricted to move within the range you have defined.

Transaction List

Displays the list of transactions in the range specified.

Setting the Report Order

You can define the order in which the information on the report appears in the same way as you do in the on-screen list. You simply click the header of the column you want to sort by and this will sort the information for you in the list. The order settings on the list are then picked up by the report to sort the information on the generated report accordingly.

Customising The List

You can customise the list in various different ways including moving columns, sorting the list by a particular column, filtering the list based on your own criteria and more. See the Customising Lists section for more information. Any customisation you carry out on the list is saved, specific to you, so it is displayed in the way you set it the next time you use the Job History option.

In the list the first column displays a Look-Up (magnifying glass) icon next to each transaction. This is used to drill-down to view more more information about the transaction. When you click the Look-Up icon it displays the default drill-down window for the selected transaction.

You can also access additional options by right-clicking on the list and a pop-up menu will be displayed. This is just another way to get at many of the options available in the Toolbar. The options at the bottom of the right-click pop-up menu, starting from Group By This Field, are standard options for all lists in the software (see Customising Lists for more information). The option at the bottom of the menu is Export which enables you to export all of the information in the list in several formats including Excel, CSV and HTML.