General information

DEAR allows executing some actions in bulk for selected purchase/sale tasks in the View All Purchases/Sales screen. New button called “Bulk Actions” now appeared on the form’s toolbar.

This guide will explain how each of the possible bulk actions work.


Bulk Actions form

When you select several actions from the purchase/sale list by ticked checkbox in the left side of each row and then hit Bulk Actions button, special Bulk Actions dialog will appear listing selected tasks and offering different actions:


List of selected bulk actions will remain open and will be refreshed upon execution of any bulk action and will allow to execute several actions sequentially without tasks re-selection for bulk operations.


Fill & Authorise

This set of actions allows to quickly auto-fill and authorise several steps in sale process. It is not available for Purchase process.

If any task in the list doesn’t comply with any of the action’s prerequisites, it will be rather skipped or error reported for the task and task will be skipped. Each task is processed independently from the other task. Tasks processed sequentially from top to bottom.


Authorise Quote

Prerequisites:

· Sale quote status is Draft

· Quote has any lines

· Quote is not skipped

· User has permission to authorise quotes

This action will change quote status to AUTHORISED (it is doing the same as hitting Quote Authorise button for every task individually).


Authorise Order

Prerequisites:

· Not a service-only sale

· Sale order is not authorised

· Sale order has any lines or sale has authorised quote with some lines

· User has permission to authorise orders

This action will authorise sale order. It will perform the same set of checks/validations as manual sale order authorisation with the only difference of automatically backordering sale if there is not enough stock. Split orders won’t be created. If you require split order for certain sales, you will need to manually process them. If there is no content in sale order but quote is authorised, quote content will be copied to sale order. This process will trigger auto-assembly as usual.


Authorise Pick

Prerequisites:

· Not a service-only sale

· Sale order is authorised

· Pick is not authorised

· Sale order has no products with special costing method or pick already has lines

· User has permission to authorise pick

This action will authorise pick stage of sale. It will perform the same set of checks/validations as manual sale pick authorisation. If there are no lines in sale pick then auto-pick will be executed to fill in Pick with relevant data.


Authorise Pack

Prerequisites:

· Not a service-only sale

· Sale Pick is authorised

· Pack is not authorised

· User has permission to authorise pack

This action will authorise pack stage of sale. It will perform the same set of checks/validations as manual sale pack authorisation. If there are no lines in sale pack then auto-pack will be executed to fill in Pack with relevant data.


Authorise Ship

Prerequisites:

· Not a service-only sale

· Sale Pack is authorised

· Ship is not authorised

· User has permission to authorise ship

This action will authorise ship stage of sale. It will perform the same set of checks/validations as manual sale ship authorisation. If there are no lines in sale ship then Default shipment line will be created with invoice date or current date (if invoice date is not set) used as date shipped.


Authorise Invoice

Prerequisites:

· Service-only sale and quote is either skipped or authorised

· Not service-only sale and order is authorised

· Invoice is not authorised

· User has permission to authorise invoices

This action will authorise invoice. It will perform the same set of checks/validations as manual sale invoice authorisation. If there are no lines in sale invoice for service-only sale, lines will be copied from quote.


Full sale completion

Prerequisites:

· Sale is not voided

· User has permission to authorise every stage of the sale process

This action will do all the possible authorisation stages to complete the sale. Starting from Authorise Quote and ending with Authorise Invoice. If on any stage there is a problem/validation encountered preventing the process from continuing, it will be interrupted for a particular sale task, keeping successfully processed stages authorised.


Undo

Allows undoing all selected purchases/sales.


Void

Allows voiding all selected purchases/sales.


Print

Allows printing chosen document for all selected tasks. Combined PDF will be generated containing all the data in a single document, where each new purchase/sale starts from the new page.


E-mail

Allows e-mailing chosen document to suppliers/customers for all selected tasks. Individual documents will be generated for every purchase/sale and saved to attachments. E-mailing is done for every selected task separately. For this function to work, you will need to select a document to be used as template e-mail body in your Documents & E-mail templates as well as subject for the template you would like to e-mail. E-mail subjects now could be customised to include some fields from the related task for merging, including contact name/so/po/invoice numbers and dates. Additional info could be found on the tooltip for Email Subject field on Documents & E-mail templates form.


Export

You can export information about selected purchases/sales to CSV files


Export accounts receivable

Single line per sale will be exported to CSV including basic information about the sale.


Export 3PL Shipment List

Sale shipment details will be exported to CSV list only for selected sales. Ship By date is not taken into account when doing export. Sale will be skipped if Shipment stage is not authorised.


Export accounts payable

Single line per purchase will be exported to CSV including basic information about the purchase.