Performing Actions From Action Views

You may be able to perform some actions from the Action Views page. The actions you can run are determined by your System Administrator who configures them on each dataview, and by your permissions which may prevent you from accessing certain functions.

To perform an action:

  1. Select the rows that you want to perform the action on.
  2. Click the icon in the toolbar above the results grid to display the Actions panel.
  3. Click the Start Action button for the action that you want to perform. Any actions that cannot be performed on the selected rows will be grayed out.
  4. [Optional] If the chosen action requires any run-time parameters, a popup window is displayed so that you can supply the required values. Complete the parameters then click OK to run the action. More information on the actions supplied by Certinia is given below.

Click the icon to pick the new due date, then click OK to apply the new due date.

You can amend a document's description or the references on an invoice or credit note. You can amend the description on all document types except journals.

If you leave a field blank it will not be used to update the document. If you enter references that are not relevant to a document they will be ignored. For example if you select sales invoices and enter payable references.

Click OK to apply the changes. The information is updated immediately in your results area.

Note:

If you amend the fields from a transaction row in your Action View results, the original document is also updated. If you amend a memo field from a single transaction line, it is changed for the entire transaction, and is shown against every line.

Confirm the account, pick the matching currency and change the matching date if you don't want to accept the default (today). If the transactions you are matching have different document currencies you must match in account currency.

Click OK to match the selected transactions.

When using this action to perform cash matching, note that:

  • You cannot adjust values to allow for discounts and write-offs, but settlement discounts are taken into account.
  • Part-matches are supported. For example if you have a sales invoice for 100 USD and a cash receipt of 80 USD from the same account, the invoice will be part-matched. The invoice's outstanding document value of 20 USD will remain available for matching against future cash receipts. Conversely, if you have a sales invoice for 100 USD and a cash receipt for 120 USD, 100 USD of the cash receipt will be matched to the invoice, and 20 USD of the cash receipt will remain available for matching to future invoices.
  • If the transactions being matched are in different document currencies, you must set the Matching Currency to the account currency. Currency write-offs are not supported. If the values don't match exactly when converted to matching currency, either the invoice will be part-matched (invoice value is greater than cash value) or cash will remain available for matching to future invoices (cash value is greater than invoice value).
  • Typically one invoice will match one cash entry (or one credit note). A match can only involve more than two transactions if it balances to zero.

This action can be used to unmatch sales invoices, cash entries and credit notes. It will use the latest matching reference to perform the unmatch. For complex unmatching, you should use the Cash Matching function.

Set the Undo Match Date and you can also pick an Undo Reason. All transactions with the same matching reference as the selected row will be unmatched. If a selected row has more than one matching reference, only the latest matching session will be undone.

Click OK to unmatch the transactions.

When using this action to undo cash matching, note that:

  • Partial undo is not supported. All items bearing the matching reference will be unmatched.
  • The status of the unmatched documents is set to Unpaid.

You cannot start another action until the current one completes. The status column will indicate whether or not the action completed successfully. If an information or error message is displayed but you cannot see it in full, hover the cursor over the message to view it. You can triple-click on the message to select it for copying elsewhere; this might be useful if you want to send the message to your System Administrator or to Customer Support.

Note:

Each action invokes an Apex class on your org. Reporting has no control over the performance of custom Apex classes. If you experience difficulties, contact your System Administrator.