Lists

This screen allows you to create and maintain pre-defined Lists containing Items, Descriptors, Catalogue Codes, and Labour Codes. Lists can be called up in Sales Orders, Assembly Orders, Purchase Orders and Jobs where the contents of the List are displayed. The user then makes selections (with quantities) of lines from the List. These selections are then copied to the Order as individual order lines.

List Tab

Display fields

The displayed fields are taken from the Inventory List information entered into the ‘Detail’ tab. The selection of which fields to display is at the user’s discretion. To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’. On the displayed panel you can:

•	Click on the ‘Show field’ checkbox to display the field

•	Amend the column heading by changing the content of ‘Display Label’

•	Define the sort sequence of the records by going to the lower panel and dragging the field from ‘Available Fields’ to ‘Sort By’.

•	Click the ‘Save’ Button when done.

Data Display Options

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

•	To sort the data in a selected column simply click on the column heading. Clicking against will sort in descending order.

•	Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom) to enter detailed selection criteria.

Include Inactive Status - If this is checked then the displayed list will include those Lists whose status is ‘Inactive’

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed. To revert back to displaying all records click on the ‘Eraser’ Icon

Buttons

Close: This will close the Inventory Lists screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will bring up the ‘Detail’ tab for entry of a new Inventory List.

Save: Not applicable to the List panel

Cancel: Not applicable to the List panel

Delete: This removes the current Inventory List from this table

Related: This will bring up a list of functions that are related to the Inventory List. You may open and maintain information in those screens whilst still remaining in the Inventory List screen.

Reports: This will bring up a list of Reports that are related to the Inventory List. You can immediately run the report whilst still remaining in the Inventory List screen.

Detail Tab

Entry and Display fields

List Code: Entry is only allowed during an Add transaction. Enter the name of the new List. Duplicate List names are not allowed

Description: Enter a brief description of the List. A longer description can be entered into the Notes (see below)

Status: Select the current status from the drop-down list. The options are ‘Active’ or ‘Inactive

Selection Options: Select the button that applies to this List. The options are:

List Available to All - This List is available to all Customers and Suppliers

List Linked to a Customer - Only available for use against a specified Customer

List Linked to a Supplier - Only available for use against a specified Supplier

Customer / Supplier: From the drop-down list select the Customer or Supplier. The drop-down list displays Customers or Suppliers dependent upon the above Selection Option

List Style: From the drop-down list select the Style by which the List will be presented during Sales Order Line configuration. The options are:

•	Check List: All lines have a ‘checkbox’ against them to denote whether the line will be used or not. Additionally you can amend each line’s Order quantity and then, in the Checklist Header enter a single quantity that will apply to each line and recalculate the total line quantity

•	Order Pad: All lines are displayed with the quantity field in the first column. You can simply accept the prefilled quantity or overtype with a new quantity (even if it is zero). Any line with a quantity greater than zero will be copied to the Sales Order

List Generation:

By default the List will contain pre-defined Items/Descriptors/Labour Codes and quantities as entered via the 'Lines' tab. However you can get Ostendo to automatically generate lists in one of two ways

Default the Line Qty to the Order Qty: If this box is ticked, then the Line Qty is used as the default Order Qty.

The List is generated dynamically from Order History: Option is provided to auto generate the Lines content - based on recent Sales history - every time it is used. To use this feature you should 'check' this checkbox. Additionally you should enter:

Max Number of Days to Look Back - Enter the number of days of Sales History that you want to be included in the List

Max Number of Orders - Enter the number of Orders against each Customer from Sales History that you want to be included in the List

Default the Line Qty to the Order Qty : Tick this box if you wish to make the Line Qty the same as the Order Qty by default.

Include Current Order in History Results - 'Check' this checkbox if you wish to include this Order when looking at Order History calculations

Line Numbering: Select the button that applies when this List is used. The options are:

Added to existing - The copied Lines will have their line numbers allocated from the end of the current line numbers in the Order

Specific Numbers used - The line numbers defined here will be used when the selected lines are copied to the Order.

Notes: You can enter unlimited amount of Notes that are related to this List. Whenever you click on this field an icon will appear in the top-right. By clicking on this Icon you can bring up the Frequently Used Text table. Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

Buttons

Close: This will close the Inventory List screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: Not applicable to the Detail panel

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

Delete: Not applicable to the Detail panel

Related: This will bring up a list of functions that are related to the Inventory List. You may open and maintain information in those screens whilst still remaining in the Inventory List screen.

Reports: This will bring up a list of Reports that are related to the Inventory List. You can immediately run the report whilst still remaining in the Inventory List screen.

Lines Tab

This screen allows maintenance of the content of an Inventory List. The List name is displayed at the top of this panel. The lines in the list range from a simple Item List and quantities through to an Item List showing quantities for selected variations of the same Item Number. This feature is useful when ordering (say) a garment with varying Colours and Sizes.

When multiple variants of the same Item Code are copied to the Sales Order then a single Sales Order Line will be created for the full quantity and the Variants, with their individual quantities, will be copied to the ‘Planned Variants’ tab in the Order Line

Entry and Display fields

Line Number: This is an optional entry field. You should be aware of the Line Numbering option defined in the ‘Detail’ tab. I.e. If the option is

•	‘Add to Existing’ then the program will allocate a sequential line number

•	‘Specific Number used’ then the program will use this number - even if it is blank

Code Type: Select the Code Type from the drop-down list. The options are:

•

Item Code

•	Descriptor Code

•	Labour Code

•	Catalogue Code

•	Kitset Code

Code: From the drop-down list select the code. The drop-down list displays the codes relating to the selection made in the Code Type field

Description: The description is copied from the Item, Descriptor, or Labour Code record. It may be amended here and made specific to this List.

Unit: The base unit is copied from the Item. It may be amended here by selecting an alternate unit from the drop-down list of other units held against the Item record.

Qty: Enter a default quantity to be used. This will display during selection and copy to an order. It can be amended at that time and made specific to the Order. If nothing is entered here then 1 is assumed.

Grade: If the Item has Grade Variants then you can enter the specific Grade against this List Line. If it has no Grade Variants then it will be greyed out

Colour: If the Item has Colour Variants then you can enter the specific Colour against this List Line. If it has no Colour Variants then it will be greyed out

Size: If the Item has Size Variants then you can enter the specific Size against this List Line. If it has no Size Variants then it will be greyed out

Special Instructions : Enter any special instructions related to this item.

Buttons

Close: This will close the Inventory List screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will send the cursor to a new line for entry of a new List Item.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line record was accessed or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the current highlighted record.

Related: This will bring up a list of functions that are related to the Inventory List. You may open and maintain information in those screens whilst still remaining in the Inventory List screen.

Reports: This will bring up a list of Reports that are related to the Inventory List. You can immediately run the report whilst still remaining in the Inventory List screen.

List Groups Tab

This screen allows you to define List Groups for use in this specific List. List Groups can be selected for each line in the List and serve to facilitate sorting of the List during Sales Order entry. I.e. The List will be presented in Line Number within Group Name sequence

Entry and Display fields

Group Name: If you are grouping the List Lines then you should define the Groups here. No checks are made on the content however duplicates are not allowed

Buttons

Close: This will close the Inventory List screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will send the cursor to a new line for entry of a new Group.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line record was accessed or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the current highlighted record.

Related: This will bring up a list of functions that are related to the Inventory List. You may open and maintain information in those screens whilst still remaining in the Inventory List screen.

Reports: This will bring up a list of Reports that are related to the Inventory List. You can immediately run the report whilst still remaining in the Inventory List screen.