Manual
This manual shows every page as it looks right now. It is rebuilt automatically with every update – pictures and descriptions always match version 1.435.0.
Buttons found on many pages
- Dunkles Design Switches between light and dark design.
- Rights on this page Administrators only: shows the rights of exactly this area per role. A slider changes them immediately.
- View as … (preview) Administrators only: shows the page as a role or a specific user sees it. A yellow bar marks the preview, a button in it ends it.
- Back to Dashboard Takes you back to the page you came from.
- Tiles: product groups Sets which tiles appear above the list and in which order – the tiles are the filters at the same time.
- Set columns (applies to all users) Sets which columns the list shows and in which order – for each user individually.
New & changed
What has changed on the pages since the manual is kept automatically. Newest change first.
12.10.2026 v1.434.0
- New field New quote › Override block – reason New quote
- New field Request price from › Override block – reason Request price from
- New field New order › Override block – reason New order
- New tab Down payments Record (Orders)
- New tab Down payments Addresses
- New tab Down payments Payment
- New tab Down payments Delivery & service
- New tab Down payments Texts
- New tab Down payments Versions
- New tab Down payments Links
- New page Down payments Down payments
- New page Down payment for order Down payment for order
- New tab Down payments E-mails
- New tab Down payments Documents
- New tab Down payments Additional fields
- New tab Down payments Notes
- New tab Down payments Activities
- New field New delivery note › Override block – reason New delivery note
- New field New invoice › Override block – reason New invoice
- New area Payments received Payment
- New field New credit note › Override block – reason New credit note
- New area Payments made Payment
- New page Payables Payables
- New field New request › Override block – reason New request
- New field New purchase order › Override block – reason New purchase order
- New field New goods receipt › Override block – reason New goods receipt
- New field Record supplier invoice › Override block – reason Record supplier invoice
- New area Central e-mails Record (Addresses)
- New page Add central e-mail Add central e-mail
- New area Open items Financial
- New area Blocks Financial
- New field Request price from › Override block – reason Request price from
- New area Central e-mails Edit
- New page Add central e-mail Add central e-mail
- New page Purposes of central e-mails Purposes of central e-mails
12.10.2026 v1.426.0
- New tab E-mails Record (Quotes)
- New tab Documents Record (Quotes)
- New tab Additional fields Record (Quotes)
- New tab Notes Record (Quotes)
- New page Forward to Order – Forward to Order –
- New page Forward to Invoice – Forward to Invoice –
- New page Lost – Lost –
- New tab E-mails Addresses
- New tab Documents Addresses
- New tab Additional fields Addresses
- New tab Notes Addresses
- New tab E-mails Payment
- New tab Documents Payment
- New tab Additional fields Payment
- New tab Notes Payment
- New tab E-mails Delivery & service
- New tab Documents Delivery & service
- New tab Additional fields Delivery & service
- New tab Notes Delivery & service
- New tab E-mails Texts
- New tab Documents Texts
- New tab Additional fields Texts
- New tab Notes Texts
- New tab E-mails Versions
- New tab Documents Versions
- New tab Additional fields Versions
- New tab Notes Versions
- New tab E-mails Links
- New tab Documents Links
- New tab Additional fields Links
- New tab Notes Links
- New area Items – status per line Links
- New area Settled remainders Links
- New area Links per line Links
- Area removed Items – what has been forwarded? Links
- New page E-mails E-mails
- New page Documents Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Documents Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab E-mails Record (Orders)
- New tab Documents Record (Orders)
- New tab Additional fields Record (Orders)
- New tab Notes Record (Orders)
- New page Forward to Delivery note – Forward to Delivery note –
- New page Add article Add article
- New page Free text Free text
- New tab E-mails Addresses
- New tab Documents Addresses
- New tab Additional fields Addresses
- New tab Notes Addresses
- New tab E-mails Payment
- New tab Documents Payment
- New tab Additional fields Payment
- New tab Notes Payment
- New tab E-mails Delivery & service
- New tab Documents Delivery & service
- New tab Additional fields Delivery & service
- New tab Notes Delivery & service
- New tab E-mails Texts
- New tab Documents Texts
- New tab Additional fields Texts
- New tab Notes Texts
- New tab E-mails Versions
- New tab Documents Versions
- New tab Additional fields Versions
- New tab Notes Versions
- New tab E-mails Links
- New tab Documents Links
- New tab Additional fields Links
- New tab Notes Links
- New area Items – status per line Links
- New area Settled remainders Links
- New area Links per line Links
- Area removed Items – what has been forwarded? Links
- New page E-mails E-mails
- New page Documents Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Documents Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab E-mails Record (Delivery notes)
- New tab Documents Record (Delivery notes)
- New tab Additional fields Record (Delivery notes)
- New tab Notes Record (Delivery notes)
- New tab E-mails Addresses
- New tab Documents Addresses
- New tab Additional fields Addresses
- New tab Notes Addresses
- New tab E-mails Payment
- New tab Documents Payment
- New tab Additional fields Payment
- New tab Notes Payment
- New tab E-mails Delivery & service
- New tab Documents Delivery & service
- New tab Additional fields Delivery & service
- New tab Notes Delivery & service
- New tab E-mails Texts
- New tab Documents Texts
- New tab Additional fields Texts
- New tab Notes Texts
- New tab E-mails Links
- New tab Documents Links
- New tab Additional fields Links
- New tab Notes Links
- New area Items – status per line Links
- New area Settled remainders Links
- New area Links per line Links
- Area removed Items – what has been forwarded? Links
- New page Link manually – Link manually –
- New page E-mails E-mails
- New page Documents Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Documents Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab E-mails Record (Invoices)
- New tab Documents Record (Invoices)
- New tab Additional fields Record (Invoices)
- New tab Notes Record (Invoices)
- New tab E-mails Addresses
- New tab Documents Addresses
- New tab Additional fields Addresses
- New tab Notes Addresses
- New tab E-mails Payment
- New tab Documents Payment
- New tab Additional fields Payment
- New tab Notes Payment
- New tab E-mails Delivery & service
- New tab Documents Delivery & service
- New tab Additional fields Delivery & service
- New tab Notes Delivery & service
- New tab E-mails Texts
- New tab Documents Texts
- New tab Additional fields Texts
- New tab Notes Texts
- New tab E-mails Links
- New tab Documents Links
- New tab Additional fields Links
- New tab Notes Links
- New area Items – status per line Links
- New area Links per line Links
- Area removed Items – what has been forwarded? Links
- New page E-mails E-mails
- New page Documents Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Documents Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab E-mails Record (Credit notes)
- New tab Documents Record (Credit notes)
- New tab Additional fields Record (Credit notes)
- New tab Notes Record (Credit notes)
- New tab E-mails Addresses
- New tab Documents Addresses
- New tab Additional fields Addresses
- New tab Notes Addresses
- New tab E-mails Payment
- New tab Documents Payment
- New tab Additional fields Payment
- New tab Notes Payment
- New tab E-mails Delivery & service
- New tab Documents Delivery & service
- New tab Additional fields Delivery & service
- New tab Notes Delivery & service
- New tab E-mails Texts
- New tab Documents Texts
- New tab Additional fields Texts
- New tab Notes Texts
- New tab E-mails Links
- New tab Documents Links
- New tab Additional fields Links
- New tab Notes Links
- New area Links per line Links
- Area removed Items – what has been forwarded? Links
- New page E-mails E-mails
- New page Documents Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Documents Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab E-mails Record (Requests for quote)
- New tab Documents Record (Requests for quote)
- New tab Additional fields Record (Requests for quote)
- New tab Notes Record (Requests for quote)
- New page Forward to Purchase order – Forward to Purchase order –
- New tab E-mails Addresses
- New tab Documents Addresses
- New tab Additional fields Addresses
- New tab Notes Addresses
- New tab E-mails Payment
- New tab Documents Payment
- New tab Additional fields Payment
- New tab Notes Payment
- New tab E-mails Delivery & service
- New tab Documents Delivery & service
- New tab Additional fields Delivery & service
- New tab Notes Delivery & service
- New tab E-mails Texts
- New tab Documents Texts
- New tab Additional fields Texts
- New tab Notes Texts
- New tab E-mails Links
- New tab Documents Links
- New tab Additional fields Links
- New tab Notes Links
- New area Items – status per line Links
- New area Settled remainders Links
- New area Links per line Links
- Area removed Items – what has been forwarded? Links
- New page E-mails E-mails
- New page Documents Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Documents Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New page Goods receipts Goods receipts
- New page New goods receipt New goods receipt
- New page Supplier invoices Supplier invoices
- New page Record supplier invoice Record supplier invoice
- New tab E-mails Record (Addresses)
- New tab Additional fields Record (Addresses)
- New tab Notes Record (Addresses)
- New tab E-mails Locations
- New tab Additional fields Locations
- New tab Notes Locations
- New tab E-mails Service orders
- New tab Additional fields Service orders
- New tab Notes Service orders
- New tab E-mails Financial
- New tab Additional fields Financial
- New tab Notes Financial
- New tab E-mails Alternative addresses
- New tab Additional fields Alternative addresses
- New tab Notes Alternative addresses
- New tab E-mails Customer prices
- New tab Additional fields Customer prices
- New tab Notes Customer prices
- New tab E-mails Customer portal
- New tab Additional fields Customer portal
- New tab Notes Customer portal
- New page E-mails E-mails
- New tab E-mails Documents
- New tab Additional fields Documents
- New tab Notes Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab E-mails Record (Locations)
- New tab Additional fields Record (Locations)
- New tab Notes Record (Locations)
- New tab E-mails Equipment
- New tab Additional fields Equipment
- New tab Notes Equipment
- New tab E-mails Service orders
- New tab Additional fields Service orders
- New tab Notes Service orders
- New tab E-mails Alternative addresses
- New tab Additional fields Alternative addresses
- New tab Notes Alternative addresses
- New page E-mails E-mails
- New tab E-mails Documents
- New tab Additional fields Documents
- New tab Notes Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab E-mails Record (Contacts)
- New tab Additional fields Record (Contacts)
- New tab Notes Record (Contacts)
- New page E-mails E-mails
- New tab E-mails Documents
- New tab Additional fields Documents
- New tab Notes Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab E-mails Record (Articles)
- New tab Additional fields Record (Articles)
- New tab Notes Record (Articles)
- New tab E-mails Prices
- New tab Additional fields Prices
- New tab Notes Prices
- New tab E-mails Tiered prices
- New tab Additional fields Tiered prices
- New tab Notes Tiered prices
- New tab E-mails Links
- New tab Additional fields Links
- New tab Notes Links
- New tab E-mails Clearance
- New tab Additional fields Clearance
- New tab Notes Clearance
- New tab E-mails Suppliers
- New tab Additional fields Suppliers
- New tab Notes Suppliers
- New tab E-mails Customers
- New tab Additional fields Customers
- New tab Notes Customers
- New tab E-mails Usage
- New tab Additional fields Usage
- New tab Notes Usage
- New tab E-mails Properties
- New tab Additional fields Properties
- New tab Notes Properties
- New tab E-mails Manufacturer & foreign trade
- New tab Additional fields Manufacturer & foreign trade
- New tab Notes Manufacturer & foreign trade
- New tab E-mails Texts
- New tab Additional fields Texts
- New tab Notes Texts
- New tab E-mails Stock & planning
- New tab Additional fields Stock & planning
- New tab Notes Stock & planning
- New page E-mails E-mails
- New tab E-mails Documents
- New tab Additional fields Documents
- New tab Notes Documents
- New page Additional fields Additional fields
- New page Notes Notes
- New tab E-mails Activities
- New tab Additional fields Activities
- New tab Notes Activities
- New tab Technician app Settings
- New tab Technician app Preferences
- New tab Technician app Status pills
- New tab Technician app Number ranges
- New tab Technician app Packages
- New tab Technician app Import
- New tab Technician app Trades
- New tab Technician app Symbol set
- New tab Technician app Pricing
- New tab Technician app Layout builder
- New tab Technician app Lists
- New tab Technician app AI
- New page Technician app Technician app
- New tab Technician app Translations
- New tab E-mails Edit
- New tab Documents Edit
- New tab Additional fields Edit
- New tab Notes Edit
- New page Forward to Order – Forward to Order –
- New page Forward to Invoice – Forward to Invoice –
- New page Lost – Lost –
- New tab Reasons Document settings
- New tab Reasons Progress
- New page Reasons Reasons
- New page Add entry Add entry
- New tab E-mails Edit
- New tab Additional fields Edit
- New tab Notes Edit
- New tab E-mails Edit
- New tab Additional fields Edit
- New tab Notes Edit
- New tab E-mails Edit
- New tab Additional fields Edit
- New tab Notes Edit
- New tab E-mails Edit
- New tab Additional fields Edit
- New tab Notes Edit
- New tab Stock Article settings
- New tab Stock Article types
- New tab Stock Units
- New tab Stock Manufacturers
- New tab Stock Pricing
- New tab Stock Variant attributes
- New page Stock Stock
- New page Add entry Add entry
- New tab Technician app Delivery terms
- New tab Technician app General
- New page doc_cancel_reasons doc_cancel_reasons
- New page doc_declined_reasons doc_declined_reasons
- New page doc_goodwill_reasons doc_goodwill_reasons
- New page doc_lost_reasons doc_lost_reasons
- New tab Technician app Quote workflow
- New tab Technician app Document Types
- New tab Technician app Invoice status
- New tab Technician app Priorities
- New tab Technician app Quote status
- New tab Technician app Order Status
- New tab Technician app Order Types
- New page stock_correction_reasons stock_correction_reasons
- Page removed Add article vorgaenge-quote--akte--qi-art
- Page removed Free text vorgaenge-quote--akte--qi-txt
- Page removed Add article vorgang-stamm--qi-art
- Page removed Free text vorgang-stamm--qi-txt
11.10.2026 v1.411.0
- Field removed Price matrix › Price matrix purchasing Financial
- New field Number and search › Article number * New article
- Field removed Number and search › Own no. New article
- New page Export articles Export articles
- New tab Links Record (Articles)
- New tab Clearance Record (Articles)
- New tab Usage Record (Articles)
- Tab removed Variants Record (Articles)
- New page Copy article Copy article
- New tab Links Prices
- New tab Clearance Prices
- New tab Usage Prices
- Tab removed Variants Prices
- New area Calculation Pricing Ø Purchases Prices
- New field Sales › Sale price net (EUR) Prices
- Field removed Sales › Price (EUR) Prices
- New field Purchasing › Calculate with Prices
- New area Price history Prices
- Area removed Calculation Prices
- Area removed Clearance Prices
- New tab Links Tiered prices
- New tab Clearance Tiered prices
- New tab Usage Tiered prices
- Tab removed Variants Tiered prices
- New page Links Links
- New page Clearance Clearance
- New tab Links Suppliers
- New tab Clearance Suppliers
- New tab Usage Suppliers
- Tab removed Variants Suppliers
- New tab Links Customers
- New tab Clearance Customers
- New tab Usage Customers
- Tab removed Variants Customers
- New page Usage Usage
- New tab Links Properties
- New tab Clearance Properties
- New tab Usage Properties
- Tab removed Variants Properties
- New tab Links Manufacturer & foreign trade
- New tab Clearance Manufacturer & foreign trade
- New tab Usage Manufacturer & foreign trade
- Tab removed Variants Manufacturer & foreign trade
- New tab Links Texts
- New tab Clearance Texts
- New tab Usage Texts
- Tab removed Variants Texts
- New tab Links Stock & planning
- New tab Clearance Stock & planning
- New tab Usage Stock & planning
- Tab removed Variants Stock & planning
- New tab Links Documents
- New tab Clearance Documents
- New tab Usage Documents
- Tab removed Variants Documents
- New tab Links Activities
- New tab Clearance Activities
- New tab Usage Activities
- Tab removed Variants Activities
- New tab AI Settings
- New tab AI Preferences
- New tab AI Status pills
- New tab AI Number ranges
- New tab AI Packages
- New tab AI Import
- New tab AI Trades
- New tab AI Symbol set
- New tab AI Pricing
- New tab AI Layout builder
- New area Field widths: addresses & contact Layout builder
- New area Field widths: commercial Layout builder
- New area Field widths: articles Layout builder
- New area Field widths: transactions & dates Layout builder
- New area Field widths: general Layout builder
- New tab AI Lists
- New page AI AI
- New tab AI Translations
- New field Edit master data › Locations Edit
- New field Edit master data › Service orders Edit
- New field Edit master data › Customer prices Edit
- New field Edit master data › Customer portal Edit
- New page Maintain prices Maintain prices
- New tab Links Edit
- New tab Clearance Edit
- New tab Usage Edit
- Tab removed Variants Edit
- New field Edit master data › Article number * Edit
- New field Edit master data › Ident number Edit
- Field removed Edit master data › Article number (system) Edit
- Field removed Edit master data › Own no. Edit
- Field removed Edit master data › Add alternative Edit
- Field removed Edit master data › Add article Edit
- New area Calculate with Pricing
- New area Price units Pricing
- New tab AI Delivery terms
- New tab AI General
- New tab AI Quote workflow
- New tab AI Document Types
- New tab AI Invoice status
- New tab AI Priorities
- New tab AI Quote status
- New tab AI Order Status
- New tab AI Order Types
- Page removed Variants articles--akte--varianten
- Page removed Generate variants articles--akte--varianten--var-gen
- Page removed Assign existing articles--akte--varianten--var-add
10.10.2026 v1.377.0
- New area Field types Symbol set
09.10.2026 v1.370.0
09.10.2026 v1.368.0
- New tab Portals Customer portal
- Tab removed Start page Customer portal
- Tab removed Portals & look Customer portal
- Tab removed Appearance Customer portal
- Tab removed Logo & name Customer portal
- Tab removed Theme Customer portal
- Tab removed Texts & legal Customer portal
- Tab removed E-mails Customer portal
- Tab removed Clearance Customer portal
- New area Portals Customer portal
- Area removed Accesses Customer portal
- New tab Portals Inbox
- Tab removed Start page Inbox
- Tab removed Portals & look Inbox
- Tab removed Appearance Inbox
- Tab removed Logo & name Inbox
- Tab removed Theme Inbox
- Tab removed Texts & legal Inbox
- Tab removed E-mails Inbox
- Tab removed Clearance Inbox
- New page Accesses Accesses
- New tab Portals Orders
- Tab removed Start page Orders
- Tab removed Portals & look Orders
- Tab removed Appearance Orders
- Tab removed Logo & name Orders
- Tab removed Theme Orders
- Tab removed Texts & legal Orders
- Tab removed E-mails Orders
- Tab removed Clearance Orders
- New tab Portals Inquiries
- Tab removed Start page Inquiries
- Tab removed Portals & look Inquiries
- Tab removed Appearance Inquiries
- Tab removed Logo & name Inquiries
- Tab removed Theme Inquiries
- Tab removed Texts & legal Inquiries
- Tab removed E-mails Inquiries
- Tab removed Clearance Inquiries
- New page Record (Customer portal) Record (Customer portal)
- New page New page New page
- New page Add element Add element
- New page Apply template Apply template
- New page Appearance Appearance
- New page Logo & name Logo & name
- New page Theme Theme
- New page Texts & legal Texts & legal
- New page E-mails E-mails
- New page Clearance Clearance
- New page Document inbox Document inbox
- New page Learned Learned
- New field Delivery › Delivery week planned Delivery & service
- New field Delivery › Delivery week confirmed Delivery & service
- New field Delivery › Delivery week planned Delivery & service
- New field Delivery › Delivery week confirmed Delivery & service
- New field Delivery › Delivery week planned Delivery & service
- New field Delivery › Delivery week confirmed Delivery & service
- New field Delivery › Delivery week planned Delivery & service
- New field Delivery › Delivery week confirmed Delivery & service
- New field Delivery › Delivery week planned Delivery & service
- New field Delivery › Delivery week confirmed Delivery & service
- New field Delivery › Delivery week planned Delivery & service
- New field Delivery › Delivery week confirmed Delivery & service
- Page removed Start page kundenportal--startseite
- Page removed New page kundenportal--startseite--pg-add
- Page removed Add element kundenportal--startseite--ps-add
- Page removed Apply template kundenportal--startseite--ps-presets
- Page removed Portals & look kundenportal--portale
- Page removed Appearance kundenportal--erscheinungsbild
- Page removed Logo & name kundenportal--marke
- Page removed Theme kundenportal--theme
- Page removed Texts & legal kundenportal--texte
- Page removed E-mails kundenportal--mails
- Page removed Clearance kundenportal--restposten
07.10.2026 v1.347.0
- New tab Logo & name Customer portal
- New tab Theme Customer portal
- New tab Texts & legal Customer portal
- New tab E-mails Customer portal
- New tab Clearance Customer portal
- New tab Logo & name Inbox
- New tab Theme Inbox
- New tab Texts & legal Inbox
- New tab E-mails Inbox
- New tab Clearance Inbox
- New tab Logo & name Orders
- New tab Theme Orders
- New tab Texts & legal Orders
- New tab E-mails Orders
- New tab Clearance Orders
- New tab Logo & name Inquiries
- New tab Theme Inquiries
- New tab Texts & legal Inquiries
- New tab E-mails Inquiries
- New tab Clearance Inquiries
- New tab Logo & name kundenportal--startseite
- New tab Theme kundenportal--startseite
- New tab Texts & legal kundenportal--startseite
- New tab E-mails kundenportal--startseite
- New tab Clearance kundenportal--startseite
- New tab Logo & name kundenportal--portale
- New tab Theme kundenportal--portale
- New tab Texts & legal kundenportal--portale
- New tab E-mails kundenportal--portale
- New tab Clearance kundenportal--portale
- New tab Logo & name kundenportal--erscheinungsbild
- New tab Theme kundenportal--erscheinungsbild
- New tab Texts & legal kundenportal--erscheinungsbild
- New tab E-mails kundenportal--erscheinungsbild
- New tab Clearance kundenportal--erscheinungsbild
- Area removed Logo and name kundenportal--erscheinungsbild
- Area removed Theme kundenportal--erscheinungsbild
- Area removed Texts and legal kundenportal--erscheinungsbild
- Area removed E-mails kundenportal--erscheinungsbild
- New page Logo & name kundenportal--marke
- New page Theme kundenportal--theme
- New page Texts & legal kundenportal--texte
- New page E-mails kundenportal--mails
- New page Clearance kundenportal--restposten
- New area Clearance Prices
07.10.2026 v1.339.0
- New tab Start page Customer portal
- New tab Start page Inbox
- New tab Start page Orders
- New tab Start page Inquiries
- New page Start page kundenportal--startseite
- New page New page kundenportal--startseite--pg-add
- New page Add element kundenportal--startseite--ps-add
- New page Apply template kundenportal--startseite--ps-presets
- New tab Start page kundenportal--portale
- New tab Start page kundenportal--erscheinungsbild
- New field Logo and name › Browser icon (favicon) kundenportal--erscheinungsbild
- New area Theme kundenportal--erscheinungsbild
- New area Sign-in page kundenportal--erscheinungsbild
- New area Article page kundenportal--erscheinungsbild
- New field Units & packaging › Minimum order quantity (Stück) Prices
- New field Edit master data › Add article Edit
06.10.2026 v1.315.0
- New tab Inbox Customer portal
- New page Inbox Inbox
- New tab Inbox Orders
- New tab Inbox Inquiries
- New tab Inbox kundenportal--portale
- New tab Inbox kundenportal--erscheinungsbild
- New field Texts and legal › “New” = created in the last X days kundenportal--erscheinungsbild
- New field E-mails › Legal details (imprint) in e-mails kundenportal--erscheinungsbild
- New field E-mails › Sign-off kundenportal--erscheinungsbild
- New page Purchase orders Purchase orders
- New page New purchase order New purchase order
- New tab Variants Record (Articles)
- New tab Variants Prices
- New field Sales › Discountable (sales) Prices
- New field Sales › Cash discount allowed (sales) Prices
- New tab Variants Tiered prices
- New page Variants articles--akte--varianten
- New page Generate variants articles--akte--varianten--var-gen
- New page Assign existing articles--akte--varianten--var-add
- New tab Variants Suppliers
- New tab Variants Customers
- New tab Variants Properties
- New tab Variants Manufacturer & foreign trade
- New tab Variants Texts
- New field Texts › Sales text – addition for the customer (quote, order, delivery note, invoice) Texts
- New field Texts › Purchase text – addition for the supplier (request, purchase order) Texts
- Field removed Texts › Sales text (on quote and invoice) Texts
- Field removed Texts › Purchase text (on purchase order) Texts
- New tab Variants Stock & planning
- New area Stock Stock & planning
- New tab Variants Documents
- New tab Variants Activities
- New page Warehouse Warehouse
- New tab Status pills Settings
- New tab Translations Settings
- New tab Status pills Preferences
- New tab Translations Preferences
- New area Item texts Preferences
- New page Status pills Status pills
- New tab Status pills Number ranges
- New tab Translations Number ranges
- New tab Status pills Packages
- New tab Translations Packages
- New tab Status pills Import
- New tab Translations Import
- New tab Status pills Trades
- New tab Translations Trades
- New area Category pictograms Trades
- Area removed Trades Trades
- New tab Status pills Symbol set
- New tab Translations Symbol set
- New tab Status pills Pricing
- New tab Translations Pricing
- New area Second discount (discount on discount) Pricing
- New area Document discount from threshold Pricing
- New tab Status pills Layout builder
- New tab Translations Layout builder
- New tab Status pills Lists
- New tab Translations Lists
- New page Translations Translations
- New field Features › Own article numbers Access: Leinetal KG
- New field Features › Languages with flags Access: Leinetal KG
- New field Features › Customer’s own languages (maximum) Access: Leinetal KG
- New field Features › Own article texts Access: Leinetal KG
- New field Features › Cart and ordering Access: Leinetal KG
- New field Features › Team rights Access: Leinetal KG
- New field Features › Requests to us Access: Leinetal KG
- New field Features › Favourites Access: Leinetal KG
- New field Features › New articles Access: Leinetal KG
- New field Features › E-mail notifications Access: Leinetal KG
- New tab Variants Edit
- New field Edit master data › Add alternative Edit
- New tab Variant attributes Article settings
- New page Assign images from ZIP Assign images from ZIP
- New tab Variant attributes Article types
- New tab Variant attributes Units
- New tab Variant attributes Manufacturers
- New tab Variant attributes Pricing
- New page Variant attributes Variant attributes
- New page New variant attribute New variant attribute
- New area Create new user Create new user
- Area removed Edit user Create new user
- New tab Status pills Delivery terms
- New tab Translations Delivery terms
- New tab Status pills General
- New tab Translations General
- New tab Status pills Quote workflow
- New tab Translations Quote workflow
- New tab Status pills Document Types
- New tab Translations Document Types
- New tab Status pills Invoice status
- New tab Translations Invoice status
- New tab Status pills Priorities
- New tab Translations Priorities
- New tab Status pills Quote status
- New tab Translations Quote status
- New tab Status pills Order Status
- New tab Translations Order Status
- New tab Status pills Order Types
- New tab Translations Order Types
04.10.2026 v1.255.0
- New area Price matrix Financial
- New area Delivery Financial
- New area E-invoice Financial
- New area Bank Details Financial
- New area Customer portal Customer portal
- Area removed Access Customer portal
- Area removed Areas in the portal Customer portal
- Area removed Prices Customer portal
- Area removed Documents Customer portal
- Area removed Users Customer portal
- New tab Orders Customer portal
- New tab Inquiries Customer portal
- New tab Portals & look Customer portal
- New page Orders Orders
- New page Inquiries Inquiries
- New page Portals & look kundenportal--portale
- New tab Orders kundenportal--erscheinungsbild
- New tab Inquiries kundenportal--erscheinungsbild
- New tab Portals & look kundenportal--erscheinungsbild
- New area E-mails kundenportal--erscheinungsbild
- New tab Preferences Settings
- New tab Packages Settings
- New tab Layout builder Settings
- Tab removed Account & storage Settings
- Tab removed Appearance Settings
- Tab removed Translations Settings
- New field Company details › Managing director Settings
- New field Company details › Street and number Settings
- New field Company details › Postal code Settings
- New field Company details › City Settings
- New field Company details › Country Settings
- New field Company details › Phone Settings
- New field Company details › Email Settings
- New field Company details › Website Settings
- New area Billing details Settings
- Area removed Language & date Settings
- Area removed Working hours Settings
- Area removed Number ranges Settings
- New page Preferences Preferences
- New tab Preferences Number ranges
- New tab Packages Number ranges
- New tab Layout builder Number ranges
- Tab removed Account & storage Number ranges
- Tab removed Appearance Number ranges
- Tab removed Translations Number ranges
- New tab Preferences Packages
- New tab Packages Packages
- New tab Layout builder Packages
- Tab removed Account & storage Packages
- Tab removed Appearance Packages
- Tab removed Translations Packages
- New area Your plans Packages
- New area Available plans Packages
- Area removed Package & modules Packages
- Area removed Users Packages
- Area removed Storage Packages
- New tab Preferences Import
- New tab Packages Import
- New tab Layout builder Import
- Tab removed Account & storage Import
- Tab removed Appearance Import
- Tab removed Translations Import
- New area Price matrix rows Import
- New tab Preferences Trades
- New tab Packages Trades
- New tab Layout builder Trades
- Tab removed Account & storage Trades
- Tab removed Appearance Trades
- Tab removed Translations Trades
- New tab Preferences Symbol set
- New tab Packages Symbol set
- New tab Layout builder Symbol set
- Tab removed Account & storage Symbol set
- Tab removed Appearance Symbol set
- Tab removed Translations Symbol set
- New tab Preferences Pricing
- New tab Packages Pricing
- New tab Layout builder Pricing
- Tab removed Account & storage Pricing
- Tab removed Appearance Pricing
- Tab removed Translations Pricing
- New page Layout builder Layout builder
- New tab Preferences Lists
- New tab Packages Lists
- New tab Layout builder Lists
- Tab removed Account & storage Lists
- Tab removed Appearance Lists
- Tab removed Translations Lists
- New page Access: Leinetal KG Access: Leinetal KG
- New tab Preferences Delivery terms
- New tab Packages Delivery terms
- New tab Layout builder Delivery terms
- Tab removed Account & storage Delivery terms
- Tab removed Appearance Delivery terms
- Tab removed Translations Delivery terms
- New tab Preferences General
- New tab Packages General
- New tab Layout builder General
- Tab removed Account & storage General
- Tab removed Appearance General
- Tab removed Translations General
- New field Company details › Managing director General
- New field Company details › Street and number General
- New field Company details › Postal code General
- New field Company details › City General
- New field Company details › Country General
- New field Company details › Phone General
- New field Company details › Email General
- New field Company details › Website General
- New area Billing details General
- Area removed Language & date General
- Area removed Working hours General
- Area removed Number ranges General
- New tab Preferences Quote workflow
- New tab Packages Quote workflow
- New tab Layout builder Quote workflow
- Tab removed Account & storage Quote workflow
- Tab removed Appearance Quote workflow
- Tab removed Translations Quote workflow
- New tab Preferences Document Types
- New tab Packages Document Types
- New tab Layout builder Document Types
- Tab removed Account & storage Document Types
- Tab removed Appearance Document Types
- Tab removed Translations Document Types
- New tab Preferences Invoice status
- New tab Packages Invoice status
- New tab Layout builder Invoice status
- Tab removed Account & storage Invoice status
- Tab removed Appearance Invoice status
- Tab removed Translations Invoice status
- New tab Preferences Priorities
- New tab Packages Priorities
- New tab Layout builder Priorities
- Tab removed Account & storage Priorities
- Tab removed Appearance Priorities
- Tab removed Translations Priorities
- New tab Preferences Quote status
- New tab Packages Quote status
- New tab Layout builder Quote status
- Tab removed Account & storage Quote status
- Tab removed Appearance Quote status
- Tab removed Translations Quote status
- New tab Preferences Order Status
- New tab Packages Order Status
- New tab Layout builder Order Status
- Tab removed Account & storage Order Status
- Tab removed Appearance Order Status
- Tab removed Translations Order Status
- New tab Preferences Order Types
- New tab Packages Order Types
- New tab Layout builder Order Types
- Tab removed Account & storage Order Types
- Tab removed Appearance Order Types
- Tab removed Translations Order Types
- Page removed Warehouse Warehouse
- Page removed Appearance settings--darstellung
- Page removed Translations Translations
03.10.2026 v1.196.0
- New tab Customer portal Record (Addresses)
- New tab Customer portal Locations
- New tab Customer portal Service orders
- New tab Customer portal Financial
- Area removed Delivery Financial
- Area removed E-invoice Financial
- Area removed Bank Details Financial
- New tab Customer portal Alternative addresses
- New tab Customer portal Customer prices
- New page Customer portal Customer portal
- New tab Customer portal Documents
- New tab Customer portal Activities
- New area Price matrices with this article Prices
- New field Texts and legal › Note “Provided with fieldtakt” kundenportal--erscheinungsbild
- New field Texts and legal › Sender name in emails to your customers kundenportal--erscheinungsbild
- Field removed Texts and legal › Privacy policy (link) kundenportal--erscheinungsbild
- New tab Pricing Settings
- New tab Pricing Packages
- New tab Pricing settings--darstellung
- New tab Pricing Import
- New tab Pricing Number ranges
- New tab Pricing Trades
- New tab Pricing Symbol set
- New page Pricing Pricing
- New tab Pricing Lists
- New tab Pricing Translations
- New tab Customer portal Edit
- New tab Pricing Delivery terms
- New tab Pricing General
- New tab Pricing Quote workflow
- New tab Pricing Document Types
- New tab Pricing Invoice status
- New tab Pricing Priorities
- New tab Pricing Quote status
- New tab Pricing Order Status
- New tab Pricing Order Types
03.10.2026 v1.183.0
- New page Customer portal Customer portal
- New page Appearance kundenportal--erscheinungsbild
03.10.2026 v1.176.0
Baseline of the manual
Dashboard
Demnächst10 %
In the menu under Dashboard.
The Dashboard is your start page. It shows at a glance what is on today and where money is due, so you can see the current state of the business without opening any lists. From the tiles you can jump straight to the matching list.
Step by step on screen
How to
See today's appointments and go to planning
- Open the Dashboard from the menu and look at the area „Appointments today“.
- Click „Go to planning →“ to continue to the planning.
Check which payments are due or overdue
- Look at the tile „Customers overdue“ to see which customer invoices are past due.
- Look at „Customers due (7 days)“ for customer payments due within the next week.
- Look at „Suppliers due (7 days)“ for the bills you have to pay within the next week.
- Click a tile to open the list with the matching filter applied.
Good to know
- The large figure on the money tiles is rounded to whole euros; hover over the tile to see the number of items and the exact amount.
- A click on a money tile opens the list with the filter already applied, so you land directly on the relevant items.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the appointments scheduled for today. From here you can go directly to the planning.
- Go to planning → Opens the planning, where you can see and organize today's appointments.
Shows the requests that are still open and need attention.
As long as nothing has been created, the page shows: No appointments today.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Appointments today | Tile | Shows how many appointments are scheduled for today. | |
| 2 | Open requests | Tile | Shows how many requests are still open. | |
| 3 | Technicians | Tile | Shows the number of technicians. | |
| 4 | Addresses | Tile | Shows the number of addresses. | |
| 5 | Customers overdue | Tile | Shows the amount of customer invoices that are past their due date; the number of invoices and the exact amount in cents appear when you hover over the tile. A click opens the list with the filter applied. | |
| 6 | Customers due (7 days) | Tile | Shows the amount customers have to pay within the next 7 days; the number and the exact amount appear when you hover. A click opens the list with the filter applied. | |
| 7 | Suppliers due (7 days) | Tile | Shows the amount you have to pay to suppliers within the next 7 days; the number and the exact amount appear when you hover. A click opens the list with the filter applied. | |
| 8 | Discount expiring | Tile | Shows the amount for which a cash discount (Skonto) is about to expire, so you can still pay in time to use it; the number and the exact amount appear when you hover. A click opens the list with the filter applied. | |
| 9 | Go to planning → | Button | Appointments today | Opens the planning, where you can see and organize today's appointments. |
Functions
- Appointments today
- Open requests
- Technicians
- Addresses
- Customers overdue
- Customers due (7 days)
- Suppliers due (7 days)
- Discount expiring
Customer portal
In progress80 %
In the menu under Customer portal.
The Customer portal page is where you manage the portals your customers use to reach you online. You see all portals here and handle what comes in through them: new messages, customer accesses, orders and inquiries.
Step by step on screen
How to
Open a portal and review its settings
- Open the tab “Portals”.
- Click the row of the portal you want. The portal opens with its own settings.
Check which customer accesses exist
- Open the tab “Accesses”.
- Click “All accesses” to see everything.
- Click “Active”, “Invited” or “Switched off” to show only accesses in that state.
Work through new orders from the portal
- Open the tab “Orders”.
- Click “New” to see the orders that have just arrived.
- Click the row of an order to open it.
- Later, use “In progress”, “Done” or “Cancelled” to find orders by their state.
Answer open customer inquiries
- Open the tab “Inquiries”.
- Click “Open” to see the inquiries that still need an answer.
- Click the row of an inquiry to open it.
- Check the progress under “Answered” and “Closed”.
Good to know
- An access always belongs to exactly one portal. If a customer should use a different portal, check which portal the access is under.
- The tiles above the lists work as filters. “All”, “All accesses”, “All orders” and “All inquiries” remove the filter again.
- The standard address or your own domain of a portal is set up by fieldtakt.
Lists all portals with their status, the number of accesses and their look. Click a row to open the portal and change its settings.
Each portal has an address (standard or own domain, set up by fieldtakt) and its own settings: start page, appearance, logo & name, theme, texts, e-mails, clearance plus columns and tiles of the article page. Click the row to open the portal. An access belongs to exactly one portal.
ColumnsPortalStatusAccessesLook
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Inbox
Tab Inbox on the page Customer portal.
The Inbox collects everything your customers do in the portal that you need to see: new orders, new inquiries and replies to your replies. Use it to spot new activity quickly and jump straight into the matching record.
Step by step on screen
How to
See only the entries you have not looked at yet
- Click the tile “Unseen”.
- Work through the list that appears.
- Click “All” to remove the filter and see every entry again.
Process an entry from the Inbox
- Click the tile “Unseen” to show only new entries.
- Click “Answer” or “Open” on the entry. You jump straight into the record.
- The entry now counts as seen and disappears from the “Unseen” count.
Good to know
- The number of new entries is also shown at the Customer portal menu item. It refreshes every 5 minutes.
- Opening an entry with “Answer” or “Open” marks it as seen automatically.
- Every entry is also kept in the timeline of the address record, so nothing is lost once it is seen.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows everything your customers have done in the portal that needs your attention. All entries also appear in the timeline of the address record.
As long as nothing has been created, the page shows: Nothing from the portal yet.
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Everything on this page
Functions
- Unseen
- All
Accesses
Tab Accesses on the page Customer portal.
On this tab you see which customers (addresses) may sign in to the customer portal. For each access you see the status, the users and the last sign-in. You need it to check who currently has access, who has only been invited and whose access has been switched off.
Step by step on screen
How to
Show only the accesses with a certain status
- Above the list, click the tile with the status you are looking for, for example „Invited“.
- The list now shows only the accesses with this status.
- To see all accesses again, click „All accesses“.
Check which accesses are in use
- Click the tile „Active“.
- Read the users and the last sign-in in the list.
Find accesses that have been switched off
- Click the tile „Switched off“.
- A single click on a row opens the file of the address.
Good to know
- The tiles above the list are also the filters. „All accesses“ removes the filter.
- Changes are not made in the list: a single click on a row opens the file.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists the addresses whose customers may sign in to the customer portal – with status, users and last sign-in.
As long as nothing has been created, the page shows: No address with access to the customer portal yet.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | All accesses | Tile | Shows all accesses of the customer portal; a click removes the filter. | |
| 2 | Active | Tile | Shows the accesses that are currently active; a click filters the list accordingly. | |
| 3 | Invited | Tile | Shows the accesses to which an invitation has been sent; a click filters the list accordingly. | |
| 4 | Switched off | Tile | Shows the accesses that have been switched off; a click filters the list accordingly. |
Functions
- All accesses
- Active
- Invited
- Switched off
Orders
Tab Orders on the page Customer portal.
On this page you see the orders your customers placed in the customer portal. The orders come to you only and never go to fieldtakt. You need the page to check new orders and to follow their progress until they are done.
Step by step on screen
How to
Open orders by status
- Open the tab „Orders“. The tiles above the list show how many orders there are in each status.
- Click the tile „New“ to see only the orders that have just come in.
- Click the tile „In progress“ to see the orders you are currently working on.
- Click the tile „Done“ or „Cancelled“ to see the finished or cancelled orders. [[Done]]
- Click the tile „All orders“ to remove the filter.
Look at a single order
- Click once on the order in the list. The file of the order opens.
- Change or delete the order only in the file, not in the list.
Good to know
- The items of an order keep the values from the time of ordering. Later changes to an article do not change an order that has already been placed.
- Orders from the customer portal reach you only. They are never sent to fieldtakt.
- The notification about a new order goes to the contact address you set in the portal design.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you find the orders your customers placed in the customer portal. A notification about each new order goes to the contact address from the portal design.
As long as nothing has been created, the page shows: No orders from the customer portal yet.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | All orders | Tile | Shows all orders. A click on the tile removes the filter. | |
| 2 | New | Tile | Shows the orders that have just come in. A click on the tile filters the list to these orders. | |
| 3 | In progress | Tile | Shows the orders that are being worked on. A click on the tile filters the list to these orders. | |
| 4 | Done | Tile | Shows the orders that are completed. A click on the tile filters the list to these orders. | |
| 5 | Cancelled | Tile | Shows the cancelled orders. A click on the tile filters the list to these orders. |
Functions
- All orders
- New
- In progress
- Done
- Cancelled
Inquiries
Tab Inquiries on the page Customer portal.
This page lists the questions your customers asked in the customer portal, either in general or about a specific article. The inquiries go to you only, never to fieldtakt. You need this page when you want to see which inquiries are still waiting for an answer.
Step by step on screen
How to
Find inquiries that are still waiting for an answer
- Open the tab „Inquiries“ in the customer portal.
- Click the tile „Open“ above the list.
- Click a row to open the inquiry and read the question.
Check which inquiries have already been dealt with
- Click the tile „Answered“ to see the inquiries you have replied to.
- Click the tile „Closed“ to see the completed inquiries.
- Click the tile „All inquiries“ to remove the filter and see everything again.
Good to know
- The tiles above the list are also the filters. „All inquiries“ removes the filter.
- Inquiries from the customer portal reach only you, never fieldtakt.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you see the questions your customers asked in the customer portal. The customer sees your reply in the portal and receives it by e-mail.
As long as nothing has been created, the page shows: No inquiries from the customer portal yet.
Look up
Everything on this page
Functions
- All inquiries
- Open
- Answered
- Closed
Record (Customer portal)
Click an entry in the list Customer portal.
This page is the record of one customer portal. Here you set up how this portal looks and what your customers see: start page, appearance, logo and name, theme, texts, e-mails and clearance items. You need it whenever you want to build or change the portal for your customers.
Step by step on screen
How to
Build and publish the portal start page
- Open the tab "Start page".
- In the area "Portal start page", click "Add element" to add a notice, banner, text, articles, product groups, quick access or contact.
- Alternatively, click "Apply template" to start from a ready-made layout.
- Check the result in the "Preview", switching between "PC" and "Phone".
- Click "Publish" so that customers see the start page.
Create a new page
- At the top, click "New page".
- Enter the "Page title".
- Choose a "Template" for the new page.
- Confirm with "New page" in the popup.
Change colours and the sign-in page
- Open the tab "Appearance".
- Under "Colours", set the "Main colour" and the "Accent colour".
- Under "Sign-in page", choose the "Layout" and fill in the "Heading" and the "Text below the heading".
- Click "Save".
Good to know
- You edit a draft of the start page. Customers only see changes after "Publish"; until then the portal shows the simple default start page.
- The preview shows examples from your stock. Customers only see their released articles and their prices.
- "Save" on each tab applies only to that tab, so save before you switch to the next one.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you build the start page of the portal from elements. You edit a draft; customers only see it after "Publish".
- Add element Adds a new element, such as a banner or a text, to the start page.
- Apply template Fills the start page or the theme with a ready-made template.
- Publish Makes the current draft of the start page visible to your customers.
This area lists the elements that make up your start page.
Shows the draft with the look of this portal, either as on a PC or on a phone.
- PC Shows the preview as it looks on a PC.
- Phone Shows the preview as it looks on a phone.
As long as nothing has been created, the page shows: No elements yet – add an element or apply a template.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Start page | Button | no explanation yet | |
| 2 | New page | Button | no explanation yet | |
| 3 | Add element | Button | Portal start page | Adds a new element, such as a banner or a text, to the start page. |
| 4 | Apply template | Button | Portal start page | Fills the start page or the theme with a ready-made template. |
| 5 | Publish | Button | Portal start page | Makes the current draft of the start page visible to your customers. |
| 6 | PC | Button | Preview | Shows the preview as it looks on a PC. |
| 7 | Phone | Button | Preview | Shows the preview as it looks on a phone. |
Buttons
- Start page
- New page
New page
Opens on the page Record (Customer portal) via the button New page.
In this window you create a new page for a customer portal. You give the page a title and choose a template for it. You need it whenever the portal should offer an additional page.
Step by step on screen
How to
Create a new page for the customer portal
- Click "New page" in the portal record.
- Enter the title of the page in the "Page title" field.
- Choose the desired entry in the "Template" field.
- Click "New page" in the window to create the page.
Good to know
- Enter the title and choose the template before you click "New page" in the window.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the basic details of the new portal page: its title and the template it is based on.
- Page title Text
The title under which the new page is created in the portal. - Template Choice
The template you choose here defines which layout the new page is based on.
- New page Creates the new page with the title and template you have entered.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New page | Button | Creates the new page with the title and template you have entered. | |
| 2 | Page title Text | Field | New page | The title under which the new page is created in the portal. |
| 3 | Template Choice | Field | New page | The template you choose here defines which layout the new page is based on. |
| 4 | New page | Button | New page | Creates the new page with the title and template you have entered. |
Buttons
- New page
Add element
Opens on the page Record (Customer portal) via the button Add element.
The „Add element“ window opens from the record of a customer portal. The structure shown for this window is empty, so no fields or buttons can be described here.
Good to know
- The record of a customer portal has its own tabs: Startseite, Erscheinungsbild, Logo & Name, Theme, Texte & Rechtliches, E-Mails and Restposten. These settings apply only to the portal you have opened.
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Apply template
Opens on the page Record (Customer portal) via the button Apply template.
The popup „Apply template“ opens from the record of a customer portal. It is meant for applying a template to this portal. The page layout provides no further details about the template's content or the choices in the popup.
Good to know
- The popup belongs to a single portal record. Everything you set in this record applies only to that portal.
Look up
Appearance
Tab Appearance on the page Record (Customer portal).
On this tab you set how your customer portal looks: colours, the sign-in page and the article page. You need it when you want the portal to match your company's look or to decide which information your customers see on an article.
Step by step on screen
How to
Set the colours of the portal
- Choose the colour for the header, buttons and prices.
- Choose the colour for highlights such as the active menu item.
- Tick the box if your customers should be able to switch between light and dark.
- Click "Save" at the top.
Design the sign-in page
- Select the layout of the sign-in page.
- Enter your own heading.
- Add the text below the heading.
- Add a notice below the form, for example opening hours.
- Click "Choose file" and select an image for the sign-in page.
- Click "Save". The preview refreshes afterwards.
Decide what the article page shows
- Tick the sections your customers should see on the article page, such as discount, availability or alternatives.
- Switch on accessories and spare parts if you want to show them.
- Click "Save".
Good to know
- The preview of the sign-in page shows the saved state. Click "Save" to see your changes.
- On the article page, only articles that the access may see are shown, even if a section is switched on.
- Empty texts on the sign-in page show the default text in the visitor's language. Your own texts apply to all languages.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the main colour and accent colour of the portal and whether customers may choose between light and dark.
Main colour: header, buttons and prices. Accent colour: highlights such as the active menu item. The text colour on the main colour is chosen automatically (white or dark), whichever is easier to read.
- Main colour Colour
The colour of the header, buttons and prices; the text colour on it (white or dark) is chosen automatically for good readability. - Accent colour Colour
The colour for highlights, for example the active menu item. - Customers may choose light / dark Tick box
If ticked, your customers can switch the portal between a light and a dark appearance themselves.
Here you design the page where your customers sign in: layout, texts, contact and image.
- Layout Choice
Determines how the sign-in page is arranged. - Heading Text
Your own heading on the sign-in page. If you leave it empty, the default text in the visitor's language is shown. - Text below the heading Text
Your own welcome text under the heading. If you leave it empty, the default text is shown. Your own texts apply to all languages. - Notice below the form Free text
E.g. "No access yet? Call us: …" or a notice about opening hours. - Show the contact (e-mail) on the sign-in page Tick box
If ticked, the contact e-mail is shown on the sign-in page. - Sign-in page image File
Sits behind the area with logo and welcome (with "full-width" behind the whole page); a gradient in the main colour keeps the text readable. JPG, PNG or WebP, ideally landscape, at least 1600 pixels.
- Choose file Opens the file selection so you can pick the image for the sign-in page.
- PC Shows the preview of the sign-in page as it looks on a computer.
- Phone Shows the preview of the sign-in page as it looks on a phone.
Here you decide which sections the article page in the portal shows.
- Show discount and discount tiers Tick box
Shows your customers their discount and the discount tiers on the article page. - Show availability and delivery time (traffic light) Tick box
Shows availability and delivery time as a traffic light on the article page. - Show alternatives Tick box
Shows alternative articles; they are maintained in the article record. - Show matching accessories Tick box
Shows matching accessories; they are maintained in the article record. - Show spare parts Tick box
Shows spare parts; they are maintained in the article record. - Also show the contact person on the article page Tick box
Shows the contact person on the article page as well; at the top, the service bar already shows them.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes. The preview shows the new state afterwards. | |
| 2 | Main colour Colour | Field | Colours | The colour of the header, buttons and prices; the text colour on it (white or dark) is chosen automatically for good readability. |
| 3 | Accent colour Colour | Field | Colours | The colour for highlights, for example the active menu item. |
| 4 | Customers may choose light / dark Tick box | Field | Colours | If ticked, your customers can switch the portal between a light and a dark appearance themselves. |
| 5 | Layout Choice | Field | Sign-in page | Determines how the sign-in page is arranged. |
| 6 | Heading Text | Field | Sign-in page | Your own heading on the sign-in page. If you leave it empty, the default text in the visitor's language is shown. |
| 7 | Text below the heading Text | Field | Sign-in page | Your own welcome text under the heading. If you leave it empty, the default text is shown. Your own texts apply to all languages. |
| 8 | Notice below the form Free text | Field | Sign-in page | E.g. "No access yet? Call us: …" or a notice about opening hours. |
| 9 | Show the contact (e-mail) on the sign-in page Tick box | Field | Sign-in page | If ticked, the contact e-mail is shown on the sign-in page. |
| 10 | Sign-in page image File | Field | Sign-in page | Sits behind the area with logo and welcome (with "full-width" behind the whole page); a gradient in the main colour keeps the text readable. JPG, PNG or WebP, ideally landscape, at least 1600 pixels. |
| 11 | Choose file | Button | Sign-in page | Opens the file selection so you can pick the image for the sign-in page. |
| 12 | PC | Button | Sign-in page | Shows the preview of the sign-in page as it looks on a computer. |
| 13 | Phone | Button | Sign-in page | Shows the preview of the sign-in page as it looks on a phone. |
| 14 | Show discount and discount tiers Tick box | Field | Article page | Shows your customers their discount and the discount tiers on the article page. |
| 15 | Show availability and delivery time (traffic light) Tick box | Field | Article page | Shows availability and delivery time as a traffic light on the article page. |
| 16 | Show alternatives Tick box | Field | Article page | Shows alternative articles; they are maintained in the article record. |
| 17 | Show matching accessories Tick box | Field | Article page | Shows matching accessories; they are maintained in the article record. |
| 18 | Show spare parts Tick box | Field | Article page | Shows spare parts; they are maintained in the article record. |
| 19 | Also show the contact person on the article page Tick box | Field | Article page | Shows the contact person on the article page as well; at the top, the service bar already shows them. |
Buttons
- Save
Logo & name
Tab Logo & name on the page Record (Customer portal).
On this tab you set how your customer portal presents itself: the name, the subtitle, the logos and the browser icon. You need it when you set up the portal for the first time or want to change its look. The settings apply only to this portal.
Step by step on screen
How to
Change the name and subtitle of the portal
- Open the tab „Logo & name“ in the record of your portal.
- Enter the desired name under „Name in the portal“. Leave the field empty if the company name from the settings should be shown.
- Enter a short text under „Subtitle“.
- Click „Save“ at the top.
Upload a logo
- Click „Choose file“ next to „Logo for light background“ and select your logo.
- If you want a separate logo for dark backgrounds, upload it under „Logo for dark background“.
- Click „Save“ at the top. The image is adjusted automatically when saving.
Set your own browser icon
- Click „Choose file“ in the field „Browser icon (favicon)“ and select a square image.
- Click „Save“ at the top.
Good to know
- Without your own browser icon, the portal automatically shows the first letter in your main colour.
- The logo for dark backgrounds is optional; the light logo is then shown on a white area.
- These settings apply only to this portal and not to your other portals.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the name, subtitle, logos and browser icon that your customers see in the portal.
PNG, JPEG or WebP, ideally with a transparent background. The image is adjusted automatically when saving. The logo for dark backgrounds is optional – without it the light logo is shown on a white area.
- Name in the portal Text
Empty = company name from the settings. Shown next to the logo and in the browser title. - Subtitle Text
A short additional text for your portal. - Logo for light background File
The logo that is shown on light backgrounds; PNG, JPEG or WebP, ideally with a transparent background. - Logo for dark background File
An optional logo for dark backgrounds; without it, the light logo is shown on a white area. - Browser icon (favicon) File
Shown in the browser tab and as the icon on a phone home screen. Ideally square, at least 180 × 180 pixels (PNG). Without your own icon the portal automatically shows the first letter in your main colour.
- Choose file Opens the file selection so that you can pick the image for the respective field.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the logo and name of this portal. | |
| 2 | Name in the portal Text | Field | Logo and name | Empty = company name from the settings. Shown next to the logo and in the browser title. |
| 3 | Subtitle Text | Field | Logo and name | A short additional text for your portal. |
| 4 | Logo for light background File | Field | Logo and name | The logo that is shown on light backgrounds; PNG, JPEG or WebP, ideally with a transparent background. |
| 5 | Logo for dark background File | Field | Logo and name | An optional logo for dark backgrounds; without it, the light logo is shown on a white area. |
| 6 | Browser icon (favicon) File | Field | Logo and name | Shown in the browser tab and as the icon on a phone home screen. Ideally square, at least 180 × 180 pixels (PNG). Without your own icon the portal automatically shows the first letter in your main colour. |
| 7 | Choose file | Button | Logo and name | Opens the file selection so that you can pick the image for the respective field. |
Buttons
- Save
Theme
Tab Theme on the page Record (Customer portal).
On the Theme tab you set how the customer portal looks in its basic structure: font, corner style, spacing, the logo in the header and the number of tiles per row. These settings apply to the whole portal. You can also start from one of the ready-made templates.
Step by step on screen
How to
Apply a template to the portal
- Open the Theme tab of the portal record.
- Under „Apply template“, click the template you want: „Classic“, „Workshop“ or „Modern“.
- Check the settings that the template has filled in for you.
- Adjust individual settings if needed.
- Click „Save“ at the top.
Adjust the appearance of the portal by hand
- Choose the desired font under „Font“.
- Choose the shape of the edges under „Corners“.
- Choose how much space there should be between elements under „Spacing“.
- Decide under „Logo in the header“ how the logo is shown.
- Set under „Tiles per row“ how many tiles appear next to each other.
- Click „Save“ at the top.
Good to know
- A template sets colours and settings together. Adjust whatever you like afterwards and then click „Save“.
- The settings on this tab apply to the whole portal, not just to single pages.
- The fonts are hosted on our own server. Nothing is requested from Google.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the fixed design features of the portal: font, corners, spacing, header and tiles. A template can fill in colours and settings in one go.
- Apply template
Offers ready-made combinations of colours and settings that you can use as a starting point. - Font Choice
Selects the font used throughout the portal. - Corners Choice
Selects how the edges of buttons, tiles and similar elements look. - Spacing Choice
Selects how much space the portal leaves between its elements. - Logo in the header Choice
Selects how your logo appears in the header of the portal. - Tiles per row Choice
Selects how many tiles are shown next to each other in one row.
- Classic Applies the „Classic“ template, which sets colours and settings in one go.
- Workshop Applies the „Workshop“ template, which sets colours and settings in one go.
- Modern Applies the „Modern“ template, which sets colours and settings in one go.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the theme of this portal. | |
| 2 | Apply template | Field | Theme | Offers ready-made combinations of colours and settings that you can use as a starting point. |
| 3 | Font Choice | Field | Theme | Selects the font used throughout the portal. |
| 4 | Corners Choice | Field | Theme | Selects how the edges of buttons, tiles and similar elements look. |
| 5 | Spacing Choice | Field | Theme | Selects how much space the portal leaves between its elements. |
| 6 | Logo in the header Choice | Field | Theme | Selects how your logo appears in the header of the portal. |
| 7 | Tiles per row Choice | Field | Theme | Selects how many tiles are shown next to each other in one row. |
| 8 | Classic | Button | Theme | Applies the „Classic“ template, which sets colours and settings in one go. |
| 9 | Workshop | Button | Theme | Applies the „Workshop“ template, which sets colours and settings in one go. |
| 10 | Modern | Button | Theme | Applies the „Modern“ template, which sets colours and settings in one go. |
Buttons
- Save
Texts & legal
Tab Texts & legal on the page Record (Customer portal).
On this tab you set the texts and legal information your customers see in the customer portal: welcome text, contact address, sender name for e-mails and the link to your legal notice. You need it when you set up a portal or change the way you present yourself to your customers.
Step by step on screen
How to
Welcome text and contact for your customers set up
- Enter the greeting for your customers in the field “Welcome text on the sign-in page”.
- Enter the e-mail address your customers can reach you at in “Contact for your customers (email)”.
- Enter the name your customers should see as sender in “Sender name in emails to your customers”.
- Click “Save” at the top.
Link to the legal notice enter
- Enter the link to the imprint on your own website in “Legal notice (link)”.
- Click “Save” at the top.
Set how long articles count as “New”
- Enter the number of days in the field ““New” = created in the last X days”. Enter 0 to switch “New” off.
- Click “Save” at the top.
Good to know
- Link the legal notice and the privacy policy on your own website; both must be reachable for your customers in the portal.
- Leave “Sender name in emails to your customers” empty if the e-mails should go out under the name of the portal.
- These settings apply only to the portal you currently have open.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain everything your customers read in the portal about you: welcome text, contact, sender name, “New” period and the legal links.
Link to the legal notice and privacy policy on your own website. Both must be reachable for your customers in the portal.
- Note “Provided with fieldtakt”
The note sits in the footer of every portal page. With the add-on “Customer portal without branding” it disappears and your portal runs under your own domain: you name the domain when ordering, fieldtakt sets it up, checks the DNS record (CNAME to your fieldtakt address), fetches the certificate and releases it. You see the status here. - Welcome text on the sign-in page Free text
A free text that greets your customers on the sign-in page of the portal. - Contact for your customers (email) E-mail
Shown on the sign-in page and used as reply address for invitation and password emails. - “New” = created in the last X days Number
Articles created within this period are shown in the portal with the “New” pill and in the “New articles” tile; the weekly e-mail lists them. Default 30 days. 0 = "new" off. - Sender name in emails to your customers Text
Name of the sender of invitation and password emails (empty = name in the portal). The sender address stays fieldtakt so the emails are recognised as genuine; replies go to the contact email. - Legal notice (link) Text
Link to your imprint. Without an entry and without the add-on, the fieldtakt imprint is shown in the portal; the privacy link always comes from fieldtakt.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab for this portal. | |
| 2 | Note “Provided with fieldtakt” | Field | Texts and legal | The note sits in the footer of every portal page. With the add-on “Customer portal without branding” it disappears and your portal runs under your own domain: you name the domain when ordering, fieldtakt sets it up, checks the DNS record (CNAME to your fieldtakt address), fetches the certificate and releases it. You see the status here. |
| 3 | Welcome text on the sign-in page Free text | Field | Texts and legal | A free text that greets your customers on the sign-in page of the portal. |
| 4 | Contact for your customers (email) | Field | Texts and legal | Shown on the sign-in page and used as reply address for invitation and password emails. |
| 5 | “New” = created in the last X days Number | Field | Texts and legal | Articles created within this period are shown in the portal with the “New” pill and in the “New articles” tile; the weekly e-mail lists them. Default 30 days. 0 = "new" off. |
| 6 | Sender name in emails to your customers Text | Field | Texts and legal | Name of the sender of invitation and password emails (empty = name in the portal). The sender address stays fieldtakt so the emails are recognised as genuine; replies go to the contact email. |
| 7 | Legal notice (link) Text | Field | Texts and legal | Link to your imprint. Without an entry and without the add-on, the fieldtakt imprint is shown in the portal; the privacy link always comes from fieldtakt. |
Buttons
- Save
E-mails
Tab E-mails on the page Record (Customer portal).
On this tab you set how the e-mails that fieldtakt sends to your customers look and what they contain. This covers invitations, password e-mails and order confirmations. You need it when you set up the customer portal or when you want to change the sign-off or the legal details.
Step by step on screen
How to
Set up the sign-off and legal details for customer e-mails
- Enter your closing text in the field „Sign-off“.
- Enter your company details in the field „Legal details (imprint) in e-mails“.
- Click „Save“ at the top.
- Click „Test e-mail to me“ to see how an e-mail looks in your design.
Receive a copy of every order confirmation
- Tick the box „Copy of every order confirmation to my contact e-mail“.
- Click „Save“ at the top.
Good to know
- Save your changes first, then use „Test e-mail to me“ to check the result.
- The header colour and logo of the e-mails come from the other tabs, such as „Logo & name“ and „Theme“, not from this tab.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the sign-off, the legal details and the copy of order confirmations. E-mails to your customers come in your design: header in your main colour with your logo, your sign-off and your legal details at the bottom. They are still sent via fieldtakt.
- Copy of every order confirmation to my contact e-mail Tick box
The order confirmation is your business letter. With the copy it is in your mailbox and you can keep it there like your other e-mails. Invitations and password e-mails get no copy – they contain one-time links. - Legal details (imprint) in e-mails Free text
Shown small at the bottom of every e-mail. For a German GmbH e.g.: company, address, managing director, register court and number, VAT ID. - Sign-off Free text
The closing text that appears at the end of every e-mail to your customers.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | no explanation yet | |
| 2 | Test e-mail to me | Button | Sends you a sample e-mail so you can check the design, sign-off and legal details before customers receive anything. | |
| 3 | Copy of every order confirmation to my contact e-mail Tick box | Field | E-mails | The order confirmation is your business letter. With the copy it is in your mailbox and you can keep it there like your other e-mails. Invitations and password e-mails get no copy – they contain one-time links. |
| 4 | Legal details (imprint) in e-mails Free text | Field | E-mails | Shown small at the bottom of every e-mail. For a German GmbH e.g.: company, address, managing director, register court and number, VAT ID. |
| 5 | Sign-off Free text | Field | E-mails | The closing text that appears at the end of every e-mail to your customers. |
Buttons
- Save
- Test e-mail to me
Clearance
Tab Clearance on the page Record (Customer portal).
On this tab you set up the clearance page of the customer portal. Clearance items are articles you sell off at a special price. You decide whether the page is reachable from the sign-in page, which heading and introductory text visitors see, and which price labels (such as a list price) are offered for clearance items.
Step by step on screen
How to
Make the clearance page reachable from the sign-in page
- Open the tab „Clearance“ in the record of the customer portal.
- Tick „Show "Clearance" button on the sign-in page“.
- Click „Save“ at the top.
Set the heading and introductory text of the clearance page
- Enter the title of the page in „Heading“.
- Write the introduction for visitors in „Text at the top of the page“.
- Click „Save“.
Choose the default label for clearance items
- Open the choice „Default label“.
- Select the label that should apply to all clearance items without their own label.
- Click „Save“.
Good to know
- The public clearance page shows all articles that are marked as clearance with „Public“ in the article record. It can be seen before sign-in and by search engines.
- Enquiries from the public clearance page arrive in the inbox and by e-mail at the contact address.
- In the list of labels, the switch „In the choice“ decides which labels can be selected in the article record. Defaults can be switched off but not deleted; you add your own entries in the last row.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you control the public clearance page of this portal: the button on the sign-in page, the texts of the page and the price labels that clearance items can show.
Public clearance page: shows all articles marked as clearance with "Public" in the article record – before sign-in and for search engines. Enquiries go to the inbox and by e-mail to the contact address.
Which labels are offered in the article record (switch "In the choice") – every clearance item shows exactly one: its own choice or the default label above. One column per installed system language; customer portal languages show English, otherwise German. Add your own entries in the last row; defaults can be switched off but not deleted.
- Show "Clearance" button on the sign-in page Tick box
When ticked, visitors see a „Clearance“ button on the sign-in page and can open the clearance page without signing in. - Heading Text
The title shown at the top of the clearance page. - Text at the top of the page Free text
An introduction that appears above the list of clearance items, for example a note on availability. - Default label Choice
Applies to every clearance item without its own label in the article record. Individual articles can differ.
ColumnsDEENIn the choice
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab. It becomes active only after you have changed something. | |
| 2 | Show "Clearance" button on the sign-in page Tick box | Field | Clearance & stock items | When ticked, visitors see a „Clearance“ button on the sign-in page and can open the clearance page without signing in. |
| 3 | Heading Text | Field | Clearance & stock items | The title shown at the top of the clearance page. |
| 4 | Text at the top of the page Free text | Field | Clearance & stock items | An introduction that appears above the list of clearance items, for example a note on availability. |
| 5 | Default label Choice | Field | Clearance & stock items | Applies to every clearance item without its own label in the article record. Individual articles can differ. |
Buttons
- Save
Document inbox
In progress70 %
In the menu under Document inbox.
The Document inbox is where you hand customers' PDF orders to fieldtakt. fieldtakt reads the text, recognises the customer and the items and suggests articles. You check each suggestion and confirm it, and the system learns from your confirmations.
Step by step on screen
How to
Upload a customer order
- In the area „Upload order“, click „Choose files“ and select one or more PDF orders (up to 20 MB each). Alternatively, drag the PDFs into the area.
- Click „Upload“. fieldtakt now reads the documents.
- Click the tile „To check“ to see the orders that are waiting for your check.
Find orders by their status
- Click one of the tiles above the list, for example „To check“ or „Confirmed“. The list shows only the orders with this status.
- Click the tile „Error“ to see the orders that could not be processed.
- Click the tile „Discarded“ to see the orders that were discarded.
- Click the tile „All“ to remove the filter.
Good to know
- Scanned PDFs without text are not read yet. Use PDFs that contain text.
- You always check and confirm the suggestions yourself – only then does the system learn.
- The tab „Learned“ shows what the system has learned from your confirmations.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you upload your customers' PDF orders, either by dragging them in or by selecting them. Several files can be uploaded at once.
- Choose files Opens the file selection so you can pick one or more PDF orders (up to 20 MB each).
- Upload Sends the selected files to fieldtakt, which then reads them.
As long as nothing has been created, the page shows: No orders in the inbox yet.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | All | Tile | Shows all orders in the inbox and removes the filter. | |
| 2 | To check | Tile | Shows the orders that fieldtakt has read and that are waiting for your check. | |
| 3 | Confirmed | Tile | Shows the orders that you have checked and confirmed. | |
| 4 | Discarded | Tile | Shows the orders that were discarded. | |
| 5 | Error | Tile | Shows the orders that could not be processed. | |
| 6 | Go live | Button | Switches the document inbox from trial mode to live operation. | |
| 7 | Choose files | Button | Upload order | Opens the file selection so you can pick one or more PDF orders (up to 20 MB each). |
| 8 | Upload | Button | Upload order | Sends the selected files to fieldtakt, which then reads them. |
Functions
- All
- To check
- Confirmed
- Discarded
- Error
Buttons
- Go live
Learned
Tab Learned on the page Document inbox.
The „Learned“ tab belongs to the document inbox. It is the place for the rules the inbox has learned. The only control visible here is the „Go live“ button.
Step by step on screen
How to
Switch the learned rules to live operation
- Open the „Document inbox“ page and switch to the „Learned“ tab.
- Click „Go live“ at the top.
Good to know
- Use the „Inbox“ tab to switch back to the incoming documents themselves.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
As long as nothing has been created, the page shows: Nothing learned yet. Learning happens when a checked order is confirmed.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Go live | Button | Starts live operation for what is set up on this tab, so that it is no longer only a trial. |
Buttons
- Go live
Scheduling
In planning10 %
In the menu under Scheduling.
The Scheduling page shows your appointments on a time-based view, so you can see who is booked when. You use it to check the plan for a day, a week or a month and to move quickly to the period you need.
Step by step on screen
How to
Jump to today's plan
- Click "Today" to go to the current day.
- Choose "Day" if you want to see the plan hour by hour.
Page through the days
- Click "Previous day" to go back one step in time.
- Click "Next day" to go forward one step in time.
- Click "Today" to return to the current date at any time.
Change the view between day, week and month
- Click "Week" to see the whole week at a glance.
- Click "Month" to get an overview of the whole month.
- Click "Day" to go back to the detailed daily view.
Good to know
- Use "Today" whenever you have paged far away from the current date and want to get back quickly.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This is the main area of the page. It holds the buttons for moving through time and for switching the view, and it displays the plan.
- Previous day Moves the view back by one step in time.
- Today Jumps straight to the current date.
- Next day Moves the view forward by one step in time.
- Day Shows the plan for a single day.
- Week Shows the plan for a whole week.
- Month Shows the plan for a whole month.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Previous day | Button | Scheduling | Moves the view back by one step in time. |
| 2 | Today | Button | Scheduling | Jumps straight to the current date. |
| 3 | Next day | Button | Scheduling | Moves the view forward by one step in time. |
| 4 | Day | Button | Scheduling | Shows the plan for a single day. |
| 5 | Week | Button | Scheduling | Shows the plan for a whole week. |
| 6 | Month | Button | Scheduling | Shows the plan for a whole month. |
Service orders
In planning10 %
In the menu under Service › Service orders.
This page lists all service orders of your company. Use it to see at a glance which orders are open, which are done and which are closed, and to open an order to work on it.
Step by step on screen
How to
Find a service order
- Open the menu item Service > Service orders.
- Click one of the tiles above the list to narrow the list down to the status you need.
- Look for the order in the columns No., Title, Customer, Location, Status and Date.
- Click the row once to open the order. Changes are made there.
Show only finished or closed orders
- Click the tile „all done“ to see the orders that are done.
- Click the tile „Closed“ to see the closed orders.
- Click the tile „All“ to remove the filter and see every order again.
Good to know
- The tiles above the list are also the filters. Click „All“ whenever the list seems to be missing orders.
- Each user can adjust the tiles and the columns for themselves with „Kacheln anpassen“ and „Spalten anpassen“, if these are available to you.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list of all service orders with number, title, customer, location, status and date. A single click on a row opens the order.
ColumnsNo.TitleCustomerLocationStatusDate
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | All | Tile | Shows every service order, whatever its status, and removes any filter set by another tile. | |
| 2 | all open | Tile | Shows only the orders that are still open, i.e. not yet done. | |
| 3 | all done | Tile | Shows only the orders that have been done. | |
| 4 | Closed | Tile | Shows only the orders that have been closed. |
Functions
- All
- all open
- all done
- Closed
Record (Service orders)
Click an entry in the list Service orders.
This page is the record of a single service order. It is meant for looking at one order in detail. The page structure shows no fields, buttons or tabs, so no further functions can be described here.
Good to know
- You open this record by clicking a row in the list of service orders.
- If a button or field is missing for you, you most likely lack the matching right. Ask your administrator.
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Quotes
In progress25 %
In the menu under Sales › Quotes.
The Quotes page lists all quotes in one place. You use it to find a quote, check its status and start a new quote. A click on a row opens the quote itself.
Step by step on screen
How to
Create a new quote
- Click “New quote” at the top.
- In the window, choose the site or address for the quote. This is a required field.
- If the window shows a block, enter the reason in “Override block – reason”.
- Click “New quote” in the window to create the quote.
Show only quotes with a certain status
- Click the tile with the status you are looking for, for example “open”.
- To see only quotes that have been partly passed on, click “partly forwarded”.
- To see all quotes again, click “All”.
Open a quote
- If needed, narrow the list with a tile or the search first. The search filters as you type.
- Click the row of the quote. The quote opens. Changing and deleting are only possible there.
Good to know
- The tiles above the list are also the filters. “All” removes the filter again.
- You can adjust tiles and columns to your own needs. This setting applies only to you.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list shows all quotes with number, date, customer, subject, amounts and status. Which quotes appear depends on the tile you have selected and on your search.
ColumnsNumberDateCustomer (ordering party)SubjectNetGrossStatus
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New quote | Button | Opens a window in which you choose the site or address and create a new quote. | |
| 2 | All | Tile | Shows all quotes and removes any status filter. | |
| 3 | open | Tile | Shows quotes that have not yet been processed further. A click filters the list. | |
| 4 | partly forwarded | Tile | Shows quotes of which only a part has been passed on to the next document. A click filters the list. | |
| 5 | completed | Tile | Shows quotes that are completed. A click filters the list. | |
| 6 | lost | Tile | Shows quotes that were not won. A click filters the list. | |
| 7 | expired | Tile | Shows quotes whose validity has run out. A click filters the list. |
Buttons at the top of the page
- New quote Opens a window in which you choose the site or address and create a new quote.
Functions
- All
- open
- partly forwarded
- completed
- lost
- expired
Buttons
- New quote
New quote
Opens on the page Quotes via the button New quote.
This window creates a new quote. You pick a site or an address, and fieldtakt then opens the new quote for it. You need it whenever a customer asks for an offer.
Step by step on screen
How to
Create a new quote
- In the list of quotes, click “New quote” to open the window.
- Under “Site or address *”, type a street, city, name or number. The suggestions narrow down as you type.
- Select the site or address you want from the suggestions. For a site, fieldtakt fills in the address and the invoice recipient itself.
- Click “New quote” in the window to create the quote.
Create a quote although the address is blocked or the order is not prepaid
- Select the site or address as usual.
- Enter the reason in “Override block – reason”.
- Click “New quote” in the window. The quote is created anyway and shows the yellow pill “Block overridden”.
Good to know
- Search by street, city, name or number – you do not need to know the exact spelling.
- Leave “Override block – reason” empty unless a block actually applies. A reason you enter stays visible on the document and in the log.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose for whom the quote is created. If a block applies, you can override it with a reason.
- Site or address * Text
Search for the site or address the quote is meant for; this is a required field. For a site, fieldtakt sets the address and the invoice recipient itself. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- New quote Creates the quote for the chosen site or address and opens it.
Search by street, city, name or number – for a site fieldtakt sets address and invoice recipient itself.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New quote | Button | Creates the quote for the chosen site or address and opens it. | |
| 2 | Site or address * Text | Field | New quote | Search for the site or address the quote is meant for; this is a required field. For a site, fieldtakt sets the address and the invoice recipient itself. |
| 3 | Override block – reason Text | Field | New quote | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | New quote | Button | New quote | Creates the quote for the chosen site or address and opens it. |
Buttons
- New quote
Record (Quotes)
Click an entry in the list Quotes.
This page is the record of a single quote. Here you build the item list, set addresses, payment and delivery terms, and manage everything around the quote. From here you also forward the quote to an order or an invoice, request prices from suppliers, or mark the quote as lost.
Step by step on screen
How to
Add items to a quote
- Open the tab “Items”.
- Click “Add article” to take an article from the article list.
- For a line without an article, click “Free text” and enter the text.
- Check quantity, price and discount % in the item list.
Set the invoice address and delivery address
- Open the tab “Addresses”.
- Choose the “Invoice address”.
- Choose the “Delivery address”, or enter a one-time delivery address with name, street, postcode and city.
- Add “Contact on site” and “Phone on site” if the technician or driver needs them.
- Click “Save”.
Forward the quote to an order
- Check the items and conditions of the quote.
- Click “Forward to Order” at the top.
- Confirm in the popup with “Forward to Order”.
Mark a quote as lost
- Click “Lost” at the top.
- Choose the “Reason *”.
- Enter a “Note” if you want to record more detail.
- Confirm with “Lost”.
Good to know
- After forwarding, the document is locked. Make changes in the successor document; text lines always go along. If the remainder is no longer needed, use “Cancel remainder”.
- The buttons “Request price”, “Forward to Order”, “Forward to Invoice” and “Lost” are available on every tab, so you do not need to go back to the first tab.
- “Save” becomes active only after you have changed something on the tab.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the master data of the quote in a card. You can edit the data or collapse the card to save space.
- Edit Opens the master data of the quote for editing.
- Collapse card Folds the card together so that more room is left for the items.
- Take the current address from the address record Takes over the current address from the address record into the quote.
The item list of the quote with position, description, quantity, price, discount and net total. Articles and free-text lines are added here.
ColumnsPos.DescriptionQuantityPriceDiscount %Total netFlags
- Add article
- Free text Adds a line without an article, for example an explanation or a special service.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Creates a price request to a supplier for the items of this quote. | |
| 2 | Forward to Order | Button | Creates an order from this quote. | |
| 3 | Forward to Invoice | Button | Creates an invoice from this quote. | |
| 4 | Lost | Button | Marks the quote as lost; you give a reason. | |
| 5 | Edit | Button | Quote | Opens the master data of the quote for editing. |
| 6 | Collapse card | Button | Quote | Folds the card together so that more room is left for the items. |
| 7 | Take the current address from the address record | Button | Quote | Takes over the current address from the address record into the quote. |
| 8 | Add article | Button | Items | no explanation yet |
| 9 | Free text | Button | Items | Adds a line without an article, for example an explanation or a special service. |
Buttons at the top of the page
- Request price Creates a price request to a supplier for the items of this quote.
- Forward to Order Creates an order from this quote.
- Forward to Invoice Creates an invoice from this quote.
- Lost Marks the quote as lost; you give a reason.
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
Request price from
Opens on the page Record (Quotes) via the button Request price.
In this pop-up you ask a supplier for a price for the items of a quote. You choose the supplier, and fieldtakt creates a request from the quote. You need it when you have to buy in parts or services before you can price the quote.
Step by step on screen
How to
Request a price from a supplier
- Open the quote and click “Request price”.
- Choose the supplier in the field “Supplier *”.
- Click “Create request”.
Create a request although the supplier is blocked
- Choose the supplier in the field “Supplier *”.
- Enter the reason in the field “Override block – reason”.
- Click “Create request”.
Good to know
- If the supplier you are looking for is missing in the list, open the address and set the role “Supplier” under master data → address type.
- After the request is created, the quote is locked; further changes are made only in the successor document.
- Text lines always go along into the new document.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the supplier for the request and, if necessary, give a reason for overriding a block.
- Supplier * Choice
Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- Create request Creates the request to the chosen supplier from the quote.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Create request | Button | Creates the request to the chosen supplier from the quote. | |
| 2 | Supplier * Choice | Field | Request price from | Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. |
| 3 | Override block – reason Text | Field | Request price from | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | Create request | Button | Request price from | Creates the request to the chosen supplier from the quote. |
Buttons
- Create request
Columns
DescriptionQuantity
Forward to Order –
Opens on the page Record (Quotes) via the button Forward to Order.
In this window you carry a quote forward into an order. You use it as soon as the customer has accepted the quote and the work should be ordered. Text lines always go along to the order.
Step by step on screen
How to
Forward a quote to an order
- Open the quote and open the window “Forward to Order”.
- Click on “Forward to Order”.
Good to know
- After forwarding, the quote is locked – changes are only possible in the successor document.
- If the remainder is no longer needed, use “Cancel remainder”.
- Only what is still open can be settled, for a quote that is what has not yet been ordered. The quantity then counts as done in every status.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Forward to Order | Button | Creates the order from the quote and locks the quote; further changes are then made only in the order. |
Buttons
- Forward to Order
Columns
DescriptionQuantityopenQuantity
Forward to Invoice –
Opens on the page Record (Quotes) via the button Forward to Invoice.
In this window you forward a quote to an invoice. You choose which items are passed on and settle only what is still open. Use it when the quote is to be billed directly, without going through an order or a delivery note first.
Step by step on screen
How to
Forward a quote to an invoice
- Open the quote record. The window opens via the button “Forward to Invoice”.
- Check which items are still open and are to be settled.
- Click “Forward to Invoice” in the window to create the invoice.
Good to know
- After forwarding, the quote is locked. Changes are only possible in the successor document.
- Text lines always go along to the invoice.
- If the remainder is no longer needed, use “Cancel remainder”. The quantity then counts as done in every status, and the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Forward to Invoice | Button | Creates the invoice from the open items of the quote and locks the quote afterwards. |
Buttons
- Forward to Invoice
Columns
DescriptionQuantityopenQuantity
Lost –
Opens on the page Record (Quotes) via the button Lost.
In this window you mark a quote as lost. You select a reason and can add a note. Use it when the customer has decided against the quote and you want to record why.
Step by step on screen
How to
Mark a quote as lost
- Open the quote and click “Lost” to open the window “Lost –”.
- Select the reason in the field “Reason *”.
- If you like, add a short explanation in the field “Note”.
- Confirm with the button “Lost” in the window.
Good to know
- After this step the document is locked – changes are only possible in the successor.
- Text lines always go along to the successor.
- If the remainder is no longer needed, use “Cancel remainder”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you record why the quote was lost. The reason is required, the note is optional.
- Reason * Choice
Choose from the list why the quote was lost. This is a required field. - Note Text
Free text for additional details, for example what the customer said.
- Lost Marks the quote as lost with the chosen reason and note.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Lost | Button | Marks the quote as lost with the chosen reason and note. | |
| 2 | Reason * Choice | Field | Lost – | Choose from the list why the quote was lost. This is a required field. |
| 3 | Note Text | Field | Lost – | Free text for additional details, for example what the customer said. |
| 4 | Lost | Button | Lost – | Marks the quote as lost with the chosen reason and note. |
Buttons
- Lost
Columns
DescriptionQuantityopenSettle
Addresses
Tab Addresses on the page Record (Quotes).
On the Addresses tab of a quote, you decide to which address the quote is invoiced and where the goods or the service go. You need it whenever the invoice address or the place of delivery differs from the address on the document itself.
Step by step on screen
How to
Set the invoice address of a quote
- Open the Addresses tab in the quote record.
- Choose the desired address in the field „Invoice address“.
- Click „Save“ at the top.
Choose a stored delivery address
- Open the Addresses tab in the quote record.
- Choose the address in the field „Delivery address“.
- Click „Save“ at the top.
Enter a one-time delivery address
- Leave the field „Delivery address“ empty.
- Enter the name in „One-time delivery address: name“.
- Fill in „Street“, „Postcode“ and „City“.
- Enter the country as an ISO code, for example DE.
- If needed, enter „Contact on site“ and „Phone on site“.
- Click „Save“ at the top.
Good to know
- The delivery address follows a fixed order: first the selected delivery address, then the one-time delivery address, and if both are empty, the document address.
- Once the quote has been forwarded, it is locked. Make changes in the successor document, for example the order.
- „Save“ only becomes active once you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the address to which the document is invoiced and where the delivery or service takes place. You can also enter a one-time delivery address and a contact person on site.
- Invoice address Choice
The address that receives the invoice for this quote. - Delivery address Text
Without a selection the one-time delivery address below applies – if both are empty, the document address. - One-time delivery address: name Text
The name for a delivery address that applies only to this document and is not stored as a separate address. - Street Text
- Postcode Text
- City Text
- Country (ISO, e.g. DE) Text
The country as a short ISO code, for example DE for Germany. - Contact on site Text
The person who is met at the place of delivery. - Phone on site Text
The phone number of the contact on site, so that service staff can reach them.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for the items of this quote. | |
| 2 | Forward to Order | Button | Creates an order from the quote. The quote is then locked, and further changes are made in the order. | |
| 3 | Forward to Invoice | Button | Creates an invoice from the quote. The quote is then locked, and further changes are made in the invoice. | |
| 4 | Lost | Button | Marks the quote as lost, for example when the customer has declined. | |
| 5 | Save | Button | no explanation yet | |
| 6 | Invoice address Choice | Field | Invoice and delivery address | The address that receives the invoice for this quote. |
| 7 | Delivery address Text | Field | Invoice and delivery address | Without a selection the one-time delivery address below applies – if both are empty, the document address. |
| 8 | One-time delivery address: name Text | Field | Invoice and delivery address | The name for a delivery address that applies only to this document and is not stored as a separate address. |
| 9 | Street Text | Field | Invoice and delivery address | no explanation yet |
| 10 | Postcode Text | Field | Invoice and delivery address | no explanation yet |
| 11 | City Text | Field | Invoice and delivery address | no explanation yet |
| 12 | Country (ISO, e.g. DE) Text | Field | Invoice and delivery address | The country as a short ISO code, for example DE for Germany. |
| 13 | Contact on site Text | Field | Invoice and delivery address | The person who is met at the place of delivery. |
| 14 | Phone on site Text | Field | Invoice and delivery address | The phone number of the contact on site, so that service staff can reach them. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
- Save
Payment
Tab Payment on the page Record (Quotes).
On this tab of a quote you record how the customer is to pay: the payment method, the payment terms and, if needed, an additional text. This information goes along into the documents that follow from the quote. You need the tab whenever a quote has special payment conditions.
Step by step on screen
How to
Payment conditions for a quote set
- Open the quote and switch to the “Payment” tab.
- Select the payment method under “Payment method”.
- Select the agreed terms under “Payment terms”.
- If needed, enter a note for the customer under “Additional payment text”.
- Click “Save” at the top.
A missing payment method add
- Open the list of payment methods via the subpage “Address settings – Financial”.
- Create the new method there with “New method”.
- Return to the quote and select the method under “Payment method”.
The quote continue with after the customer's decision
- If the customer accepts, click “Forward to Order” at the top.
- If the customer wants to be invoiced directly, click “Forward to Invoice”.
- If the customer declines, click “Lost”.
Good to know
- Once a quote has been forwarded, it is locked. Changes are then made only in the follow-up document.
- If the open remainder of a quote is no longer needed, use “Cancel remainder”.
- “Save” only becomes active once you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set how and when the customer is to pay for this quote.
- Payment method Choice
Select how the customer pays, for example by transfer or direct debit. - Payment terms Choice
Select the agreed terms, for example the payment period. - Additional payment text Free text
Free text for a special note on payment that is not covered by the method or the terms.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Starts a price request for this quote. | |
| 2 | Forward to Order | Button | Creates an order from the quote; the quote is then locked. | |
| 3 | Forward to Invoice | Button | Creates an invoice directly from the quote; the quote is then locked. | |
| 4 | Lost | Button | Marks the quote as lost, for example when the customer has declined. | |
| 5 | Save | Button | no explanation yet | |
| 6 | Payment method Choice | Field | Payment | Select how the customer pays, for example by transfer or direct debit. |
| 7 | Payment terms Choice | Field | Payment | Select the agreed terms, for example the payment period. |
| 8 | Additional payment text Free text | Field | Payment | Free text for a special note on payment that is not covered by the method or the terms. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
- Save
Delivery & service
Tab Delivery & service on the page Record (Quotes).
On the “Delivery & service” tab of a quote you record when and how the goods are to be delivered and when the service was actually performed. You need it when you give the customer a delivery date, set an internal deadline, or enter the service date that later appears on the invoice.
Step by step on screen
How to
Plan and confirm a delivery date
- Choose the agreed terms under “Delivery terms”.
- Enter the planned day under “Delivery date planned”.
- If you only know the week, enter it under “Delivery week planned”, for example “CW 42”.
- Once the customer or supplier has confirmed, enter “Delivery date confirmed” or “Delivery week confirmed”.
- Click “Save”.
Set an internal deadline
- Enter the day by which the quote should be sent or the order carried out under “Due by”.
- Click “Save”.
Record when the service was performed
- For a single day, enter “Service date”.
- For several days or a maintenance contract, fill in “Service period from” …
- … and “to”.
- Click “Save”.
Good to know
- Once this document has been passed on, it is locked: changes are then made only in the successor document. Text lines always go along. If the remainder is no longer needed, use “Cancel remainder”.
- Only what is still open can be settled, on a quote that means what has not been ordered. The quantity then counts as done, and the document stays locked until the remainder is reopened.
- If the service date is left empty, the invoice date applies.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the planned and confirmed delivery dates, the delivery terms and the internal deadline for this document.
- Delivery terms Choice
Choose the delivery terms that apply to this document; the list can be extended via the subpage “Document settings” with “Add entry”. - Due by Date
Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. - Delivery date planned Date
The day on which delivery is planned; this is the plan, not the actual delivery. - Delivery date confirmed Date
The delivery day that has been confirmed. - Delivery week planned Text
Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. - Delivery week confirmed Text
The confirmed delivery as a calendar week, entered in the same way as the planned week. - Delivery text (e.g. 1–2 weeks after order clarification) Text
A free-form delivery statement for cases where neither a day nor a week can be given.
Here you record when goods were actually delivered or work was actually performed. This information is needed on the invoice.
- Service date Date
The day on which goods were actually delivered or work was performed; it is mandatory on the invoice and part of the e-invoice. - Service period from Date
Start of the period for work over several days or for a maintenance contract. - to Date
End of the service period.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Starts a price request for this document. | |
| 2 | Forward to Order | Button | Creates the order from this quote. | |
| 3 | Forward to Invoice | Button | Creates the invoice from this document. | |
| 4 | Lost | Button | Marks the quote as lost. | |
| 5 | Save | Button | no explanation yet | |
| 6 | Delivery terms Choice | Field | Delivery | Choose the delivery terms that apply to this document; the list can be extended via the subpage “Document settings” with “Add entry”. |
| 7 | Due by Date | Field | Delivery | Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. |
| 8 | Delivery date planned Date | Field | Delivery | The day on which delivery is planned; this is the plan, not the actual delivery. |
| 9 | Delivery date confirmed Date | Field | Delivery | The delivery day that has been confirmed. |
| 10 | Delivery week planned Text | Field | Delivery | Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. |
| 11 | Delivery week confirmed Text | Field | Delivery | The confirmed delivery as a calendar week, entered in the same way as the planned week. |
| 12 | Delivery text (e.g. 1–2 weeks after order clarification) Text | Field | Delivery | A free-form delivery statement for cases where neither a day nor a week can be given. |
| 13 | Service date Date | Field | Service (when delivered or performed) | The day on which goods were actually delivered or work was performed; it is mandatory on the invoice and part of the e-invoice. |
| 14 | Service period from Date | Field | Service (when delivered or performed) | Start of the period for work over several days or for a maintenance contract. |
| 15 | to Date | Field | Service (when delivered or performed) | End of the service period. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
- Save
Texts
Tab Texts on the page Record (Quotes).
On this tab of a quote, you enter the free texts that appear on the printed quote: one before the items and one after them. You need it whenever the quote should carry an introduction, a note on conditions or a closing sentence.
Step by step on screen
How to
Write the header text and footer text of a quote
- Open the quote and switch to the tab „Texts“.
- Enter the introduction in „Header text (before the items)“.
- Enter the closing text in „Footer text (after the items)“.
- Click „Save“ at the top.
Continue with the quote after the texts are done
- Check the texts and save them.
- To turn the quote into an order, click „Forward to Order“.
- To bill it directly, click „Forward to Invoice“.
- If the customer declines, click „Lost“.
Good to know
- Once a quote has been forwarded, it is locked. Make changes in the successor document; text lines are carried over automatically.
- „Save“ only becomes active after you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain the two free texts of the document: the text before the items and the text after the items.
- Header text (before the items) Free text
Free text that is printed above the items, for example a greeting or a short introduction to the offer. - Footer text (after the items) Free text
Free text that is printed below the items, for example notes on conditions or a closing sentence.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Starts a price request for this quote. | |
| 2 | Forward to Order | Button | Creates the order from this quote; the quote is then locked and changes are made in the order. | |
| 3 | Forward to Invoice | Button | Creates the invoice directly from this quote; the quote is then locked and changes are made in the successor. | |
| 4 | Lost | Button | Marks the quote as lost, for example when the customer declines. | |
| 5 | Save | Button | no explanation yet | |
| 6 | Header text (before the items) Free text | Field | Texts | Free text that is printed above the items, for example a greeting or a short introduction to the offer. |
| 7 | Footer text (after the items) Free text | Field | Texts | Free text that is printed below the items, for example notes on conditions or a closing sentence. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
- Save
Versions
Tab Versions on the page Record (Quotes).
On the “Versions” tab of a quote, you keep track of all versions of this quote. You need it when a customer wants changes and you want to keep the earlier state readable. It also shows how the net amount and the state have changed from version to version.
Step by step on screen
How to
Create a new version of a quote
- Open the quote and switch to the “Versions” tab.
- Click “New version” in the “Versions” area.
- Enter the “Reason for change” in the popup.
- Confirm with “New version” in the popup.
- Check the new line in the list: it shows the next version, the net amount and the difference.
Compare versions with each other
- Open the “Versions” tab of the quote.
- Read the columns “Net” and “Difference” for each version.
- Check “Reason for change” and “Created by” to see why and by whom a version was created.
Continue the quote after the customer's decision
- If the customer orders, click “Forward to Order” at the top.
- If the customer wants an invoice directly, click “Forward to Invoice”.
- If the customer declines, click “Lost”.
Good to know
- A new version takes over items, prices and texts unchanged. Only the document date (today) and “valid until” are new; the number and process number stay the same.
- A document is locked after it has been continued. Further changes are then made only in the successor; text lines always go along.
- If the remainder is no longer needed, use “Cancel remainder”. Only what is still open can be settled this way.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists all versions of this quote with net amount, difference, state, reason for change and author. Here you also create a new version.
Creates a copy of the current version with the next index (e.g. .1 → .2). The previous version is superseded and stays readable. Items, prices and texts are copied 1:1; only the document date (today) and valid until are new. Number and process number stay the same.
ColumnsVersionDateNetDifferenceStateReason for changeCreated by
- New version Creates a copy of the current version with the next index. The previous version is superseded but stays readable.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests the price for the items of this quote. | |
| 2 | Forward to Order | Button | Continues the quote as an order. | |
| 3 | Forward to Invoice | Button | Continues the quote directly as an invoice. | |
| 4 | Lost | Button | Marks the quote as lost, for example when the customer declines. | |
| 5 | New version | Button | Versions | Creates a copy of the current version with the next index. The previous version is superseded but stays readable. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
New version
Opens on the page Versions via the button New version.
In this window you create a new version of a quote. It copies the current version with the next index, so you can revise a quote that is already locked. You need it when a customer asks for changes or the quote has to be corrected.
Step by step on screen
How to
Create a new version of a quote
- Open the quote and switch to the Versions section, then click on “New version”.
- Enter the reason for the change in the field “Reason for change”.
- Confirm with “New version” in the window.
Good to know
- The previous document is locked afterwards. Further changes are only possible in the successor.
- Text lines always go along into the new version.
- If the remainder of a document is no longer needed, use “Cancel remainder”. Only what is still open can be settled this way.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you state why the quote is being revised and create the successor version. Items, prices and texts are taken over from the current version.
- Reason for change Text
Creates a copy of the current version with the next index (e.g. .1 → .2). The previous version is superseded and stays readable. Items, prices and texts are copied 1:1; only the document date (today) and valid until are new. Number and process number stay the same.
- New version Creates a copy of the current version with the next index (for example .1 → .2). Items, prices and texts are copied 1:1; only the document date (today) and valid until are new. Number and process number stay the same.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New version | Button | Creates a copy of the current version with the next index (for example .1 → .2). Items, prices and texts are copied 1:1; only the document date (today) and valid until are new. Number and process number stay the same. | |
| 2 | Reason for change Text | Field | New version | Creates a copy of the current version with the next index (e.g. .1 → .2). The previous version is superseded and stays readable. Items, prices and texts are copied 1:1; only the document date (today) and valid until are new. Number and process number stay the same. |
| 3 | New version | Button | New version | Creates a copy of the current version with the next index (for example .1 → .2). Items, prices and texts are copied 1:1; only the document date (today) and valid until are new. Number and process number stay the same. |
Buttons
- New version
Links
Tab Links on the page Record (Quotes).
The Links tab of a quote shows how this quote is connected to other documents. You see which lines have already been ordered, which are still open and which remainders have been settled. You need it when you want to check how far a quote has been processed.
Step by step on screen
How to
Check the status of the individual lines
- Open the quote and switch to the Links tab.
- In the area „Items – status per line“, read the columns „Quantity“, „Ordered“ and „open“ for each line.
Forward a quote to an order
- Open the quote and click „Forward to Order“ at the top.
- Afterwards, check on the Links tab that the ordered quantities are shown for the lines.
Close a quote as lost
- Open the quote and click „Lost“ at the top.
Good to know
- Once a document has been forwarded, it is locked. Make changes only in the successor document; text lines always go along.
- If the remainder of a quote is no longer needed, use „Cancel remainder“. Only what is still open can be settled, and the document stays locked until the remainder is reopened.
- A finalised cancellation releases the quantity again, so it counts as open once more.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the documents that are connected to this quote, for example the orders or invoices created from it.
Shows for each line how much has been ordered and how much is still open. Each line has its own status, so partial orders are visible line by line.
Each line has its own status: for orders delivered and invoiced separately, for quotes ordered, for invoices cancelled. A delivery note with an invoice counts as invoiced on the order; a finalised cancellation releases the quantity again.
ColumnsPos.DescriptionQuantityOrderedopen
Lists the quantities that were marked as done even though they were not ordered. A settled remainder counts as done in every status.
Shows for each individual line which other documents it is connected to.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Starts a price request for the quote. | |
| 2 | Forward to Order | Button | Creates an order from the quote. The quote is then locked, and further changes are made in the order. | |
| 3 | Forward to Invoice | Button | Creates an invoice directly from the quote. The quote is then locked, and further changes are made in the invoice. | |
| 4 | Lost | Button | Marks the quote as lost, for example if the customer has declined. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
E-mails
Tab E-mails on the page Record (Quotes).
The tab „E-mails“ collects all e-mails that belong to this quote – sent and received. You use it to see the e-mail correspondence for the transaction in one place. Sending from fieldtakt will appear here automatically once available; dropping e-mail files (.eml, .msg) comes next.
Step by step on screen
How to
Check the e-mail correspondence for a quote
- Open the quote from the list of quotes.
- Click the tab „E-mails“.
- Read the e-mails listed under „E-mails for this transaction“.
Move the quote on to the next step
- Click „Forward to Order“ at the top if the customer has placed the order.
- Or click „Forward to Invoice“ if the quote is to be invoiced directly.
- Click „Lost“ if the customer has declined the quote.
Good to know
- The quote is locked once it has been forwarded – changes are then only made in the successor document. Text lines always go along.
- If the remainder of a document is no longer needed, use „Cancel remainder“. Only what is still open can be settled this way.
- The list of e-mails fills up automatically once sending from fieldtakt is available; dropping e-mail files (.eml, .msg) follows later.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows all e-mails for this document, both sent and received.
As long as nothing has been created, the page shows: No e-mails for this document yet.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
Documents
Tab Documents on the page Record (Quotes).
On the “Documents” tab of a quote, you attach files to this quote, such as photos, drawings or customer documents. You need it whenever something should be kept with the quote and be easy to find later.
Step by step on screen
How to
Attach a file to the quote
- Open the quote and switch to the “Documents” tab.
- Click “Choose files” and select one or more files on your computer.
- Check that each file is an image (JPG, PNG, WEBP), a PDF, a Word or an Excel file and not larger than 20 MB.
- Click “Upload document”.
Add a new document type
- Open the subpage “Document types”.
- Create the new document type there with “New document type”.
Continue the quote after the customer’s decision
- If the customer orders, click “Forward to Order” at the top.
- If you want to invoice directly, click “Forward to Invoice”.
- If the customer declines, click “Lost”.
Good to know
- Allowed are images (JPG, PNG, WEBP), PDF, Word and Excel files, at most 20 MB per file.
- Once a quote has been forwarded, it is locked. Make changes in the successor document; text lines always go along.
- If the remainder of a locked document is no longer needed, use “Cancel remainder”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you upload files for this quote.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer so that you can pick one or more files.
- Upload document Attaches the selected files to the quote.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for this quote. | |
| 2 | Forward to Order | Button | Continues the quote as an order. The quote is then locked, and changes are made only in the successor. | |
| 3 | Forward to Invoice | Button | Continues the quote directly as an invoice. The quote is then locked, and changes are made only in the successor. | |
| 4 | Lost | Button | Marks the quote as lost, for example if the customer declines. | |
| 5 | Choose files | Button | Documents | Opens the file selection on your computer so that you can pick one or more files. |
| 6 | Upload document | Button | Documents | Attaches the selected files to the quote. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
Additional fields
Tab Additional fields on the page Record (Quotes).
On the tab “Additional fields” of a quote you enter your own extra information for this document type, for example a customer project number or a construction phase. The tab is useful whenever your company needs data on quotes that the standard fields do not cover.
Step by step on screen
How to
Additional information on a quote enter
- Open the quote from the list and switch to the tab “Additional fields”.
- Fill in the custom fields shown in the section “Additional fields”.
- Click “Save” once you have entered your data.
Move a quote on to the next step
- Open the quote and check that the data is complete.
- At the top, click “Forward to Order” to continue with an order.
- To invoice directly, click “Forward to Invoice” instead.
Mark a quote as lost
- Open the quote you did not win.
- At the top, click “Lost”.
Good to know
- A quote is locked once it has been forwarded – changes are then made only in the successor document. Text lines always go along.
- If the remainder of a quote is no longer needed, use “Cancel remainder”. Only what is still open can be settled this way.
- If no fields appear in this section, no custom fields have been set up for quotes yet. They are created in the settings.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you find the custom fields that have been set up for quotes. They are created once in the settings.
Custom fields for this document type (e.g. customer project number, construction phase). They are set up in the settings once custom fields are available.
As long as nothing has been created, the page shows: No custom fields for this document type yet.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Starts a price request for this quote. [[Request price]] | |
| 2 | Forward to Order | Button | Continues the quote as an order; the quote is then locked and further changes are made in the order. [[Forward to Order]] | |
| 3 | Forward to Invoice | Button | Continues the quote directly as an invoice; the quote is then locked and further changes are made in the invoice. [[Forward to Invoice]] | |
| 4 | Lost | Button | Marks the quote as lost, for example when the customer has decided against it. [[Lost]] |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
Notes
Tab Notes on the page Record (Quotes).
On the Notes tab you keep internal remarks about a quote. The text is for your own team only: it is never printed, never e-mailed and never shown to the customer. You use it for anything you want to remember about the quote, for example agreements, background or open points.
Step by step on screen
How to
Write an internal note on a quote
- Open the quote and switch to the Notes tab.
- Click into the field “Note” and type your text.
- Click “Save” to store the note.
Add a note with date, time and your name
- Open the Notes tab of the quote.
- Click “Timestamp”. Date, time and your name are added at the start of the note.
- Type your text after the timestamp.
- Click “Save”.
Good to know
- The note can still be changed on locked and finalised documents.
- If you create a new version of the quote, the note is taken over. When you forward the quote, it is not – notes of predecessor documents are shown below the field.
- Use “Timestamp” when several colleagues write in the same note, so you can see who added what.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you write internal remarks on the quote. They are only visible inside fieldtakt and never reach the customer.
Large internal text field for anything. Never printed, never e-mailed, never shown in the customer portal or e-invoice. Can be changed even on locked and finalised documents. “Timestamp” adds date, time and your name at the start. A new version takes the note over, forwarding does not – predecessor notes are shown below.
- Note Free text
A large free-text field for anything the team should know about this quote. It never appears on printouts, in e-mails, in the customer portal or in the e-invoice.
- Timestamp Adds date, time and your name at the start of the note so that it is clear who wrote what and when.
- Save Stores the note. The note can be saved even if the quote is already locked.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Sits at the top of the quote and applies to the whole document, not only to the note. | |
| 2 | Forward to Order | Button | Creates the order from this quote. The quote is then locked, and further changes are made in the successor. | |
| 3 | Forward to Invoice | Button | Creates the invoice from this quote. The quote is then locked, and further changes are made in the successor. | |
| 4 | Lost | Button | Marks the quote as lost. | |
| 5 | Note Free text | Field | Notes (internal) | A large free-text field for anything the team should know about this quote. It never appears on printouts, in e-mails, in the customer portal or in the e-invoice. |
| 6 | Timestamp | Button | Notes (internal) | Adds date, time and your name at the start of the note so that it is clear who wrote what and when. |
| 7 | Save | Button | Notes (internal) | Stores the note. The note can be saved even if the quote is already locked. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
Activities
Tab Activities on the page Record (Quotes).
The “Activities” tab of a quote shows what has happened around this quote. You need it when you want to see the history of the document, for example who did what and when. The buttons at the top – “Request price”, “Forward to Order”, “Forward to Invoice” and “Lost” – are available here as well.
Step by step on screen
How to
Pass a quote on to the next document
- Open the quote and check that it is complete.
- At the top, click “Forward to Order” if the customer has placed the order.
- Click “Forward to Invoice” if the quote is to be invoiced directly.
Mark a quote as lost
- Open the quote.
- At the top, click “Lost”.
Request a price
- Open the quote.
- At the top, click “Request price”.
Good to know
- Once a quote has been passed on, it is locked. Make changes in the successor document; text lines are always carried over.
- If the remainder of a document is no longer needed, use “Cancel remainder”. Only what is still open can be settled, and the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Starts a price request for this quote. | |
| 2 | Forward to Order | Button | Passes the quote on as an order; the quote is then locked and further changes are made in the order. | |
| 3 | Forward to Invoice | Button | Passes the quote on as an invoice; the quote is then locked and further changes are made in the invoice. | |
| 4 | Lost | Button | Marks the quote as lost, for example when the customer has decided against it. |
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
Orders
In progress25 %
In the menu under Sales › Orders.
The Orders page lists all orders in one place. You use it to find an order, check its status, or create a new order.
Step by step on screen
How to
Create a new order
- Click “New order” at the top.
- In the popup, choose the site or address in the field “Site or address *”.
- If the order is blocked, enter the reason in “Override block – reason”.
- Confirm with “New order” in the popup.
Show only orders with a certain status
- Click one of the tiles above the list, for example “open”.
- The list now shows only orders with this status. Further filters work the same way.
- Click “All” to remove the filter.
Open an order
- Find the order in the list, if needed using the search.
- Click the row once. The order opens.
Good to know
- The tiles above the list are at the same time the filters. “All” removes the filter.
- You can adjust tiles and columns for yourself; this setting applies only to you.
- You can change or delete an order only in the order itself, not in the list.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list shows all orders with number, date, customer, subject, net and gross amount and status. A click on a row opens the order.
ColumnsNumberDateCustomer (ordering party)SubjectNetGrossStatus
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New order | Button | Opens the popup in which you create a new order. | |
| 2 | All | Tile | Shows all orders without a filter. | |
| 3 | open | Tile | Shows orders that have not been processed further yet. A click filters the list. | |
| 4 | partly forwarded | Tile | Shows orders that have already been partly passed on to the next document, for example a delivery note or invoice. | |
| 5 | completed | Tile | Shows orders that have been fully processed. | |
| 6 | cancelled | Tile | Shows orders that have been cancelled. |
Buttons at the top of the page
- New order Opens the popup in which you create a new order.
Functions
- All
- open
- partly forwarded
- completed
- cancelled
Buttons
- New order
New order
Opens on the page Orders via the button New order.
In this window you create a new order. You choose a site or an address, and fieldtakt fills in the rest of the document for you. You need it whenever an order is to be created directly, without going through a quote.
Step by step on screen
How to
Create a new order
- Open the order list and click „New order“.
- Type a street, city, name or number into „Site or address *“ and pick the matching entry.
- If you chose a site, check that the address and the invoice recipient have been filled in automatically.
- Click „New order“ in the window to create the order.
Create an order for a blocked address or an order that is not prepaid
- Choose the site or address in „Site or address *“.
- Enter the reason in „Override block – reason“.
- Click „New order“ to create the order anyway.
Good to know
- Search by street, city, name or number – you do not need to know the full address.
- If you choose a site, you do not have to enter the address and invoice recipient yourself.
- Use „Override block – reason“ only when you really need to; the reason stays visible on the document and in the log.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the site or address for the new order. If needed, you also give a reason for overriding a block.
- Site or address * Text
Enter a street, city, name or number to search; this is a required field. If you choose a site, fieldtakt sets the address and the invoice recipient itself. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- New order Creates the order for the chosen site or address.
Search by street, city, name or number – for a site fieldtakt sets address and invoice recipient itself.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New order | Button | Creates the order for the chosen site or address. | |
| 2 | Site or address * Text | Field | New order | Enter a street, city, name or number to search; this is a required field. If you choose a site, fieldtakt sets the address and the invoice recipient itself. |
| 3 | Override block – reason Text | Field | New order | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | New order | Button | New order | Creates the order for the chosen site or address. |
Buttons
- New order
Record (Orders)
Click an entry in the list Orders.
This page is the record of a single order. Here you check and maintain the items, addresses, payment, delivery and texts, and you pass the order on to a delivery note or an invoice. You need it whenever you want to see what was ordered, what is still open, or what has already been delivered and invoiced.
Step by step on screen
How to
Add items to the order
- In the “Items” section, click “Add article”.
- Choose the article.
- Enter the quantity.
- Click “Add” to take the article into the order.
Add a free text line
- In the “Items” section, click “Free text”.
- Enter the description.
- If needed, add a longer text.
- Click “Add”.
Pass the order on to a delivery note or an invoice
- At the top, click “Forward to Delivery note” if goods are to be delivered.
- If only the available goods should go onto the delivery note, use “Only what is available”.
- Confirm with “Forward to Delivery note”.
- To bill the order directly, click “Forward to Invoice” instead.
Good to know
- After forwarding, the order is locked. Make changes in the delivery note or invoice that follows. Text lines always go along.
- Only what is still open can be settled with “Cancel remainder”. The quantity then counts as done.
- The “Save” button on a tab becomes active only after you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the header data of the order. You can edit it here, fold the card away, and refresh the address from the address record.
- Edit Opens the header data of the order for editing.
- Collapse card Folds the card away or shows it again.
- Take the current address from the address record Takes over the address as it is currently stored in the address record, in case it has changed since.
Lists everything that was ordered, with quantity, price, discount and net total. This is where you add articles and free text lines.
ColumnsPos.DescriptionQuantityPriceDiscount %Total netFlags
- Add article
- Free text Adds a line without an article, for example a note or a service description.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Asks for the price of the order items. | |
| 2 | Forward to Delivery note | Button | Creates a delivery note from the order. The order is then locked; further changes are made in the delivery note. | |
| 3 | Forward to Invoice | Button | Creates an invoice from the order. The order is then locked; further changes are made in the invoice. | |
| 4 | Cancel remainder | Button | Closes what is still open on the order, for example the part that was not delivered or invoiced. The document stays locked until the remainder is reopened. | |
| 5 | Edit | Button | Order | Opens the header data of the order for editing. |
| 6 | Collapse card | Button | Order | Folds the card away or shows it again. |
| 7 | Take the current address from the address record | Button | Order | Takes over the address as it is currently stored in the address record, in case it has changed since. |
| 8 | Add article | Button | Items | no explanation yet |
| 9 | Free text | Button | Items | Adds a line without an article, for example a note or a service description. |
Buttons at the top of the page
- Request price Asks for the price of the order items.
- Forward to Delivery note Creates a delivery note from the order. The order is then locked; further changes are made in the delivery note.
- Forward to Invoice Creates an invoice from the order. The order is then locked; further changes are made in the invoice.
- Cancel remainder Closes what is still open on the order, for example the part that was not delivered or invoiced. The document stays locked until the remainder is reopened.
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Forward to Delivery note –
Opens on the page Record (Orders) via the button Forward to Delivery note.
In this window you forward an order to a delivery note. The delivery note takes over the quantities that are still open on the order. You need it when you ship goods or deliver in parts.
Step by step on screen
How to
Forward an order to a delivery note
- Open the order record and start the forwarding there. The window “Forward to Delivery note –” appears.
- Decide whether the delivery note may only contain what is in stock. Tick “Only what is available” for that.
- Leave the tick box off if the full open quantity should go onto the delivery note.
- Click “Forward to Delivery note”.
Good to know
- After forwarding, the order is locked. You make changes only in the successor document.
- Text lines always go along to the delivery note.
- If the remainder is no longer needed, use “Cancel remainder”. Only what is still open can be settled this way, and the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set how the quantities for the delivery note are proposed before you create it.
- Only what is available Tick box
On: proposal is at most the stock (article → stock), lines without stock unticked. Off: the full open quantity. Without maintained stock the open quantity always applies.
- Forward to Delivery note Creates the delivery note from the open quantities of the order and locks the order for changes.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Forward to Delivery note | Button | Creates the delivery note from the open quantities of the order and locks the order for changes. | |
| 2 | Only what is available Tick box | Field | Forward to Delivery note – | On: proposal is at most the stock (article → stock), lines without stock unticked. Off: the full open quantity. Without maintained stock the open quantity always applies. |
| 3 | Forward to Delivery note | Button | Forward to Delivery note – | Creates the delivery note from the open quantities of the order and locks the order for changes. |
Buttons
- Forward to Delivery note
Columns
DescriptionQuantityopenAvailableQuantity
Add article
Opens on the page Record (Orders) via the button Add article.
In this window you add an article to an order. You choose the article, enter the quantity and confirm with „Add“. The price is filled in automatically from the pricing.
Step by step on screen
How to
Add an article to an order
- Open the „Add article“ window from the order record.
- Choose the desired article.
- Enter the quantity.
- Click „Add“ to put the article on the order.
Good to know
- Both fields marked with * must be filled in.
- Once the document is locked, changes are only possible in the successor. Text lines always go along.
- If the remainder is no longer needed, use „Cancel remainder“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the article and the quantity that are added to the order.
- Article * Choice
The price comes from the pricing at the quote date (customer price, tier, address discount, maximum discount) and stays fixed in the quote afterwards. - Quantity * Text
How many units of the article are added.
- Add Adds the chosen article with the entered quantity to the order.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add | Button | Adds the chosen article with the entered quantity to the order. | |
| 2 | Article * Choice | Field | Add article | The price comes from the pricing at the quote date (customer price, tier, address discount, maximum discount) and stays fixed in the quote afterwards. |
| 3 | Quantity * Text | Field | Add article | How many units of the article are added. |
| 4 | Add | Button | Add article | Adds the chosen article with the entered quantity to the order. |
Buttons
- Add
Free text
Opens on the page Record (Orders) via the button Free text.
In the “Free text” window you add a pure text line to an order, for example a note, a heading or an explanation. Use it when something should appear on the document that is not an item with a quantity and price.
Step by step on screen
How to
Add a free text line to an order
- Enter a short title in the field “Description *”.
- Enter the longer text in the field “Text”, if you need one.
- Click “Add” to place the line on the order.
Good to know
- Text lines always go along when a document is passed on to its successor. You do not need to enter them again.
- Once a document is locked, you change it only in the successor. If the open remainder is no longer needed, use “Cancel remainder”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the description and the text of the new text line.
- Description * Text
The short title of the text line. This is a required field and must be filled in before you can add the line. - Text Free text
The free text itself, which can be as long as you like. Use it for notes or explanations that belong on the document.
- Add Adds the text line to the order and closes the window.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add | Button | Adds the text line to the order and closes the window. | |
| 2 | Description * Text | Field | Free text | The short title of the text line. This is a required field and must be filled in before you can add the line. |
| 3 | Text Free text | Field | Free text | The free text itself, which can be as long as you like. Use it for notes or explanations that belong on the document. |
| 4 | Add | Button | Free text | Adds the text line to the order and closes the window. |
Buttons
- Add
Addresses
Tab Addresses on the page Record (Orders).
On the “Addresses” tab of an order you decide where the invoice goes and where the goods or the service are delivered. You need it whenever the delivery address differs from the document address, or when a one-time delivery address is required for just this order.
Step by step on screen
How to
Set the invoice address
- Open the “Addresses” tab in the order record.
- Choose the address for the invoice in the field “Invoice address”.
- Click “Save” at the top.
Deliver to a different address
- Select a saved address in the field “Delivery address”.
- Alternatively, leave “Delivery address” empty and enter the name under “One-time delivery address: name”.
- Fill in “Street”, “Postcode” and “City”.
- Enter the country as a two-letter code, for example DE, under “Country (ISO, e.g. DE)”.
- Click “Save”.
Note the contact for the delivery on site
- Enter the person to meet at the delivery location under “Contact on site”.
- Enter their number under “Phone on site”.
- Click “Save”.
Good to know
- Once the document is forwarded it is locked. Further changes are made only in the successor document; text lines always go along.
- Check the delivery address before you forward the order to the delivery note or invoice.
- Only what is still open can be settled with “Cancel remainder”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set who receives the invoice and where the delivery goes. You can pick saved addresses or enter a one-time delivery address for this order only.
- Invoice address Choice
- Delivery address Text
Without a selection the one-time delivery address below applies – if both are empty, the document address. - One-time delivery address: name Text
Name for a delivery address that applies only to this order. - Street Text
- Postcode Text
- City Text
- Country (ISO, e.g. DE) Text
Country as a short code, for example DE. - Contact on site Text
Person to contact at the delivery location. - Phone on site Text
Phone number of the contact on site.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for this document. | |
| 2 | Forward to Delivery note | Button | Creates the successor document, a delivery note, from this order. | |
| 3 | Forward to Invoice | Button | Creates the successor document, an invoice, from this order. | |
| 4 | Cancel remainder | Button | Marks the quantity that is still open as done when you no longer need the remainder; the document stays locked until the remainder is reopened. | |
| 5 | Save | Button | no explanation yet | |
| 6 | Invoice address Choice | Field | Invoice and delivery address | no explanation yet |
| 7 | Delivery address Text | Field | Invoice and delivery address | Without a selection the one-time delivery address below applies – if both are empty, the document address. |
| 8 | One-time delivery address: name Text | Field | Invoice and delivery address | Name for a delivery address that applies only to this order. |
| 9 | Street Text | Field | Invoice and delivery address | no explanation yet |
| 10 | Postcode Text | Field | Invoice and delivery address | no explanation yet |
| 11 | City Text | Field | Invoice and delivery address | no explanation yet |
| 12 | Country (ISO, e.g. DE) Text | Field | Invoice and delivery address | Country as a short code, for example DE. |
| 13 | Contact on site Text | Field | Invoice and delivery address | Person to contact at the delivery location. |
| 14 | Phone on site Text | Field | Invoice and delivery address | Phone number of the contact on site. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
- Save
Payment
Tab Payment on the page Record (Orders).
On the Payment tab of an order, you set how the customer is to pay: the payment method, the payment terms and, if needed, an additional text. These details appear on the documents that follow from this order. You need the tab when you prepare or adjust the commercial terms of an order.
Step by step on screen
How to
Payment details of an order set or change
- Open the order and switch to the tab „Payment“.
- Choose the desired entry under „Payment method“.
- Choose the agreed entry under „Payment terms“.
- If needed, enter a remark for the customer under „Additional payment text“.
- Click „Save“ at the top.
Continue the order with the next document
- Check the payment details on the tab „Payment“.
- Click at the top on „Forward to Delivery note“ if goods are to be delivered.
- Or click on „Forward to Invoice“ if you want to invoice directly.
Close an order whose remainder is no longer needed
- Open the order. Click at the top on „Cancel remainder“.
- Confirm the query that follows.
Good to know
- After forwarding, the order is locked: changes are then only possible in the successor document. Text lines always go along.
- „Cancel remainder“ only affects what is still open, for example not yet delivered or not yet invoiced on an order. The document stays locked until the remainder is reopened.
- „Save“ only becomes active once something has been changed.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you collect everything that concerns payment for this order: the method, the terms and an additional free text.
- Payment method Choice
Choose how the customer pays; the entry is taken from the selection list. - Payment terms Choice
Choose the agreed terms, for example the payment period; you maintain the available entries via the gear wheel at the tab. - Additional payment text Free text
Enter a free remark on payment that you want to give the customer in addition.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests the price for the order. | |
| 2 | Forward to Delivery note | Button | Creates the successor document Delivery note from the order. | |
| 3 | Forward to Invoice | Button | Creates the successor document Invoice from the order. | |
| 4 | Cancel remainder | Button | Settles what is still open and no longer needed, so that the document counts as done. | |
| 5 | Save | Button | no explanation yet | |
| 6 | Payment method Choice | Field | Payment | Choose how the customer pays; the entry is taken from the selection list. |
| 7 | Payment terms Choice | Field | Payment | Choose the agreed terms, for example the payment period; you maintain the available entries via the gear wheel at the tab. |
| 8 | Additional payment text Free text | Field | Payment | Enter a free remark on payment that you want to give the customer in addition. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
- Save
Delivery & service
Tab Delivery & service on the page Record (Orders).
On this tab of an order you record when and how the goods are to be delivered and when the delivery or work was actually carried out. The planned dates are for your own scheduling. The service date or period is what appears on the invoice.
Step by step on screen
How to
Plan the delivery of an order
- Choose the delivery terms.
- Enter the internal deadline in “Due by”.
- Enter the planned delivery as a day in “Delivery date planned”.
- If you only know the calendar week, fill in “Delivery week planned” instead.
- Click “Save”.
Enter the confirmed delivery
- Enter the confirmed day in “Delivery date confirmed”.
- Alternatively, enter the confirmed calendar week in “Delivery week confirmed”.
- Add a free text in the delivery text if needed.
- Click “Save”.
Record when the delivery or work was carried out
- For a single day, enter the “Service date”.
- For several days or a maintenance contract, enter the start in “Service period from”.
- Enter the end of the period in “to”.
- Click “Save”.
Good to know
- Once an order has been forwarded, it is locked. Make changes in the successor document. Text lines always go along.
- The service date or period is mandatory on the invoice and part of the e-invoice. If you leave it empty, the invoice date applies.
- “Cancel remainder” only works on what is still open on an order: not delivered or not invoiced.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you note the delivery terms and the planned and confirmed delivery dates. This is the plan: when the delivery should happen.
- Delivery terms Choice
The agreed terms of delivery for this order, chosen from a list. - Due by Date
Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. - Delivery date planned Date
The day on which the delivery is planned. - Delivery date confirmed Date
The day on which the delivery has been confirmed. - Delivery week planned Text
Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. - Delivery week confirmed Text
The confirmed delivery week, entered in the same way as the planned week. - Delivery text (e.g. 1–2 weeks after order clarification) Text
A free text for delivery information that does not fit a date or week.
Here you record when goods were actually delivered or work was actually performed. This information goes onto the invoice.
- Service date Date
The day on which the goods were delivered or the work was performed. If empty, the invoice date applies. - Service period from Date
The first day of the period, for several days of work or a maintenance contract. - to Date
The last day of the service period.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for this document. | |
| 2 | Forward to Delivery note | Button | Creates the delivery note as the successor of this order. | |
| 3 | Forward to Invoice | Button | Creates the invoice as the successor of this order. | |
| 4 | Cancel remainder | Button | Marks what is still open as done, so you do not have to deliver or invoice it. The document stays locked until the remainder is reopened. | |
| 5 | Save | Button | no explanation yet | |
| 6 | Delivery terms Choice | Field | Delivery | The agreed terms of delivery for this order, chosen from a list. |
| 7 | Due by Date | Field | Delivery | Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. |
| 8 | Delivery date planned Date | Field | Delivery | The day on which the delivery is planned. |
| 9 | Delivery date confirmed Date | Field | Delivery | The day on which the delivery has been confirmed. |
| 10 | Delivery week planned Text | Field | Delivery | Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. |
| 11 | Delivery week confirmed Text | Field | Delivery | The confirmed delivery week, entered in the same way as the planned week. |
| 12 | Delivery text (e.g. 1–2 weeks after order clarification) Text | Field | Delivery | A free text for delivery information that does not fit a date or week. |
| 13 | Service date Date | Field | Service (when delivered or performed) | The day on which the goods were delivered or the work was performed. If empty, the invoice date applies. |
| 14 | Service period from Date | Field | Service (when delivered or performed) | The first day of the period, for several days of work or a maintenance contract. |
| 15 | to Date | Field | Service (when delivered or performed) | The last day of the service period. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
- Save
Texts
Tab Texts on the page Record (Orders).
On the Texts tab of an order, you enter the header text that appears before the items and the footer text that appears after the items. You need this tab whenever the printed order should carry an introduction or closing remarks.
Step by step on screen
How to
Enter a header text and a footer text for the order
- Open the order and switch to the Texts tab.
- Type the introduction into the field „Header text (before the items)“.
- Type the closing remarks into the field „Footer text (after the items)“.
- Click „Save“ at the top.
Pass the order on to a delivery note or an invoice
- Open the order and check the texts on the Texts tab.
- To create the delivery note, click „Forward to Delivery note“ at the top.
- To create the invoice, click „Forward to Invoice“ at the top.
Close an order whose remainder is no longer needed
- Open the order that is still partly open.
- Click „Cancel remainder“ at the top.
Good to know
- Once the order has been passed on, it is locked: changes are only possible in the successor document. Text lines always go along to the successor.
- „Cancel remainder“ only settles what is still open. The document stays locked until the remainder is reopened.
- „Save“ only becomes active after you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area holds the two free texts that frame the items of the order on the printed document.
- Header text (before the items) Free text
Free text that is printed above the items, for example a greeting or a short introduction to the order. - Footer text (after the items) Free text
Free text that is printed below the items, for example closing remarks or notes for the customer.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Starts a price request for this order. | |
| 2 | Forward to Delivery note | Button | Creates the successor document „Delivery note“ from this order. | |
| 3 | Forward to Invoice | Button | Creates the successor document „Invoice“ from this order. | |
| 4 | Cancel remainder | Button | Settles everything that is still open on the order (not delivered or not invoiced), so the quantity counts as done and the order no longer waits for the remainder. | |
| 5 | Save | Button | no explanation yet | |
| 6 | Header text (before the items) Free text | Field | Texts | Free text that is printed above the items, for example a greeting or a short introduction to the order. |
| 7 | Footer text (after the items) Free text | Field | Texts | Free text that is printed below the items, for example closing remarks or notes for the customer. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
- Save
Versions
Tab Versions on the page Record (Orders).
The tab “Versions” shows all versions of an order and lets you create a new one. You need it when the customer changes the order afterwards and you want to keep the earlier status readable. The buttons at the top continue the order to a delivery note or an invoice.
Step by step on screen
How to
Create a new version of the order
- Open the order and switch to the tab “Versions”.
- Click “New version”.
- Check the new version in the list. The previous version is superseded and stays readable.
- Make your changes in the new version, for example to items, prices or texts.
Continue the order to a delivery note or an invoice
- Open the order. The buttons are at the top.
- Click “Forward to Delivery note” to deliver.
- Or click “Forward to Invoice” to invoice directly.
- Note that the order is now locked. Further changes are only possible in the successor.
Cancel a remainder that is no longer needed
- Open the order whose remainder is no longer needed.
- Click “Cancel remainder”.
- Only what is still open is settled. The quantity then counts as done.
Good to know
- Once an order has been continued, it is locked. Changes are then only possible in the successor. Text lines always go along.
- The previous version stays readable after “New version”. Nothing is lost.
- If you no longer need the remainder, use “Cancel remainder” instead of continuing the order.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists all versions of this order with date, net amount, difference and reason for change. This is where you create a new version.
Creates a copy of the current version with the next index (e.g. .1 → .2). The previous version is superseded and stays readable. Items, prices and texts are copied 1:1; only the document date (today) and valid until are new. Number and process number stay the same.
ColumnsVersionDateNetDifferenceStateReason for changeCreated by
- New version Creates a copy of the current version with the next index. Items, prices and texts are copied 1:1; only the document date (today) and valid until are new.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for the document. | |
| 2 | Forward to Delivery note | Button | Continues the order to a delivery note; only what has not been delivered yet is taken over. | |
| 3 | Forward to Invoice | Button | Continues the order to an invoice; only what has not been invoiced yet is taken over. | |
| 4 | Cancel remainder | Button | Settles the quantity that is still open when it is no longer needed. The document stays locked until the remainder is reopened. | |
| 5 | New version | Button | Versions | Creates a copy of the current version with the next index. Items, prices and texts are copied 1:1; only the document date (today) and valid until are new. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Links
Tab Links on the page Record (Orders).
The Links tab shows how this order is connected to the documents before and after it, for example the quote it came from, delivery notes and invoices. You also see the status of each line: what is still open, what has been delivered, and what has been invoiced. Use the tab to check how far an order has progressed and what is still missing.
Step by step on screen
How to
Check how far an order has progressed
- Open the order and switch to the tab „Links“.
- In the area „Items – status per line“, read the columns „Delivery status“ and „Invoicing status“ for each line.
- Look at the column „open“ to see which quantity is still outstanding.
Create a delivery note or an invoice from the order
- At the top, click „Forward to Delivery note“ to deliver what is open.
- Or click „Forward to Invoice“ to invoice what is open.
- Afterwards, check on the tab „Links“ whether the status of the lines has changed.
Close a remainder that is no longer needed
- At the top, click „Cancel remainder“.
- Confirm the confirmation prompt if it appears.
- Check the area „Settled remainders“: the closed quantity is listed there.
Good to know
- The order is locked once a follow-up document exists. Make changes in the follow-up document; text lines always go along.
- Only what is still open can be settled: on an order, what has not yet been delivered or invoiced.
- A finalised cancellation releases the quantity again, so it counts as open once more.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the documents that are linked to this order, such as the quote before it and the delivery notes and invoices after it.
Shows for each line of the order how much has been delivered and invoiced and how much is still open.
ColumnsPos.DescriptionQuantityDelivery statusInvoicing statusopen
Lists the quantities that you have closed with „Cancel remainder“ because they are no longer needed.
Shows for each line which follow-up documents it is linked to.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for the document. | |
| 2 | Forward to Delivery note | Button | Creates a delivery note from the order for what is still open. | |
| 3 | Forward to Invoice | Button | Creates an invoice from the order for what is still open. | |
| 4 | Cancel remainder | Button | Closes the quantity that is still open because it is no longer needed. The quantity then counts as done, and the document stays locked until the remainder is reopened. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Down payments
Tab Down payments on the page Record (Orders).
On this tab you create and see the down payment invoices for the current order. Use it when the customer pays part of the order amount in advance, before delivery and final invoice.
Step by step on screen
How to
Create a down payment invoice for the order
- Click “Create down payment”.
- In the popup, enter the share either as a percentage or as a fixed amount.
- Alternatively, enter the fixed amount instead.
- Check the entry under “based on”.
- If needed, enter a text for the down payment invoice.
- Confirm with “Create down payment”.
Pass the order on or close the remainder
- To deliver, click “Forward to Delivery note”.
- To bill, click “Forward to Invoice”.
- If the open remainder is no longer needed, click “Cancel remainder”.
Good to know
- A down payment is an invoice: it uses the same number range, is finalised, and appears in payment and open items. It uses no quantity of the order.
- The final invoice deducts all down payments, including unpaid ones.
- If a finalised down payment is due and not paid, delivery note and normal invoice are blocked.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you create down payment invoices for this order. A down payment is split across the VAT rates of the order.
- Create down payment Creates a down payment invoice for this order, based on your entry in the popup.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for the order. | |
| 2 | Forward to Delivery note | Button | Creates the delivery note from this order; the order is then locked and changes are made only in the successor document. | |
| 3 | Forward to Invoice | Button | Creates the invoice from this order; the order is then locked and changes are made only in the successor document. | |
| 4 | Cancel remainder | Button | Marks what is still open as done, so the order no longer waits for it. The document stays locked until the remainder is reopened. | |
| 5 | Create down payment | Button | Down payments | Creates a down payment invoice for this order, based on your entry in the popup. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Down payment for order
Opens on the page Down payments via the button Create down payment.
In this pop-up you create a down payment invoice for an order. You use it when the customer is to pay part of the order amount in advance, as a percentage or as a fixed amount. The down payment is an invoice of its own and is later deducted in the final invoice.
Step by step on screen
How to
Create a down payment invoice by percentage
- Enter the share of the order amount under „Percent“.
- Check the „Amount“ that results from it.
- Under „based on“ choose what the percentage refers to.
- Optionally enter your own „Text“ for the invoice line. Leave it empty to use the standard wording.
- Click „Create down payment“.
Create a down payment invoice for a fixed amount
- Enter the agreed sum under „Amount“. The percentage is calculated automatically.
- Under „based on“ choose the basis for the calculation.
- Click „Create down payment“.
Good to know
- A down payment is an invoice like any other: it uses the same number range, is finalised, paid and appears in the open items. It uses up no quantity of the order.
- The final invoice deducts all down payments, including those not yet paid.
- If a finalised down payment is due and not yet paid, delivery note and normal invoice are blocked for this order.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you specify how large the down payment is and which text appears on the invoice. The amount is spread over the VAT rates of the order.
- Percent Text
Enter percent OR amount – the other one follows. Whatever you typed last counts. - Amount Text
The down payment as a fixed amount. If you enter it, the percentage is calculated from it. - based on Choice
Choose here what the percentage or amount refers to. - Text Text
Leave empty: “Down payment ‹percent› % on order ‹number› of ‹date›”. With several VAT rates each line gets its rate.
- Create down payment Creates the down payment invoice for this order from your entries.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Create down payment | Button | Creates the down payment invoice for this order from your entries. | |
| 2 | Percent Text | Field | Down payment for order | Enter percent OR amount – the other one follows. Whatever you typed last counts. |
| 3 | Amount Text | Field | Down payment for order | The down payment as a fixed amount. If you enter it, the percentage is calculated from it. |
| 4 | based on Choice | Field | Down payment for order | Choose here what the percentage or amount refers to. |
| 5 | Text Text | Field | Down payment for order | Leave empty: “Down payment ‹percent› % on order ‹number› of ‹date›”. With several VAT rates each line gets its rate. |
| 6 | Create down payment | Button | Down payment for order | Creates the down payment invoice for this order from your entries. |
Buttons
- Create down payment
Columns
RateOrder netnetVATgross
E-mails
Tab E-mails on the page Record (Orders).
The E-mails tab collects all e-mails that belong to this order – sent and received. You use it to see the correspondence about this transaction in one place. Sending directly from fieldtakt will appear here automatically once it is available.
Step by step on screen
How to
Open the e-mails of an order
- Open the order from the list with a single click on its row.
- Click the tab “E-mails” in the row of tabs.
- Read the area “E-mails for this transaction”. It lists all e-mails for this document.
Continue the order with the next document
- Check at the top that the order is complete. It is locked afterwards, so further changes are made only in the successor.
- To deliver, click “Forward to Delivery note”.
- To bill, click “Forward to Invoice”.
Close an order whose remainder is no longer needed
- Check what is still open: not delivered or not invoiced.
- Click “Cancel remainder” at the top.
Good to know
- The order is locked once it has been forwarded – changes are made only in the successor document.
- Only what is still open can be settled with “Cancel remainder”.
- Dropping e-mail files (.eml, .msg) into this tab is not available yet; it is planned as a next step.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows all e-mails for this document, sent and received. Sending from fieldtakt will appear here automatically once available; dropping e-mail files (.eml, .msg) comes next.
As long as nothing has been created, the page shows: No e-mails for this document yet.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for this document. | |
| 2 | Forward to Delivery note | Button | Carries the order on into a delivery note; text lines always go along. | |
| 3 | Forward to Invoice | Button | Carries the order on into an invoice; text lines always go along. | |
| 4 | Cancel remainder | Button | Settles what is still open (not delivered or not invoiced on an order). The quantity then counts as done in every status, and the document stays locked until the remainder is reopened. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Documents
Tab Documents on the page Record (Orders).
On the “Documents” tab you keep files that belong to this order, for example photos, PDFs, Word or Excel files. You also use it when you want to attach something to the order so that everyone in the team finds it in one place. The buttons at the top of the order let you request a price, forward the order to a delivery note or invoice, or cancel the remainder.
Step by step on screen
How to
Attach files to the order
- Open the “Documents” tab of the order.
- Click “Choose files” and select one or more files on your computer.
- Check that each file is an image (JPG, PNG, WEBP), PDF, Word or Excel file and no larger than 20 MB.
- Click “Upload document”.
Forward the order to a delivery note or invoice
- Click “Forward to Delivery note” at the top of the order if you want to deliver.
- Click “Forward to Invoice” at the top of the order if you want to invoice.
- Make any further changes in the successor document, because the order is locked afterwards.
Cancel the remainder of an order
- Click “Cancel remainder” at the top of the order if the open quantity is no longer needed.
- Confirm the query if one appears.
Good to know
- Each file may be at most 20 MB; allowed are images (JPG, PNG, WEBP), PDF, Word and Excel.
- After forwarding, changes are only possible in the successor document. Text lines always go along.
- “Cancel remainder” only settles what is still open on an order: not delivered or not invoiced.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you upload files for this order and see the files already attached.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer so that you can pick one or more files.
- Upload document Saves the selected files on the order.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for this order. | |
| 2 | Forward to Delivery note | Button | Creates the follow-up delivery note from this order; the order is then locked and further changes are made in the successor. | |
| 3 | Forward to Invoice | Button | Creates the follow-up invoice from this order; the order is then locked and further changes are made in the successor. | |
| 4 | Cancel remainder | Button | Settles what is still open, so that the quantity counts as done in every status. The document stays locked until the remainder is reopened. | |
| 5 | Choose files | Button | Documents | Opens the file selection on your computer so that you can pick one or more files. |
| 6 | Upload document | Button | Documents | Saves the selected files on the order. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Additional fields
Tab Additional fields on the page Record (Orders).
On this tab you enter the custom fields that your company has defined for orders, for example a customer project number or a construction phase. You need it whenever an order has to carry information that the standard fields do not cover.
Good to know
- The order is locked after it has been forwarded. Make changes in the successor document; text lines always go along.
- Only what is still open can be settled, for example not delivered or not invoiced quantities on an order.
- If the Additional fields area is empty, the custom fields have not been set up in the settings yet.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the custom fields for this document type. They are set up once in the settings; as long as no custom fields exist there, this area stays empty.
As long as nothing has been created, the page shows: No custom fields for this document type yet.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for the order. | |
| 2 | Forward to Delivery note | Button | Creates a delivery note from the open items of this order. The order is then locked; further changes are made in the successor. | |
| 3 | Forward to Invoice | Button | Creates an invoice from the open items of this order. The order is then locked; further changes are made in the successor. | |
| 4 | Cancel remainder | Button | Marks the part that is still open as done, so that the order no longer waits for it. The document stays locked until the remainder is reopened. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Notes
Tab Notes on the page Record (Orders).
On the Notes tab of an order you keep internal remarks that belong to this order only. The text is never printed or sent out, so you can write down anything your colleagues should know. You can edit it at any time, even when the order is locked.
Step by step on screen
How to
Write an internal note on an order
- Open the order and switch to the Notes tab.
- Click into the field „Note“ and type your text.
- Click „Save“.
Add a note with date, time and your name
- Click „Timestamp“.
- Date, time and your name are inserted at the start of the note. Type your text after it.
- Click „Save“.
Close an order whose remainder is no longer needed
- Click „Cancel remainder“ at the top.
- Only what is still open can be settled. The order stays locked until the remainder is reopened.
Good to know
- The note can be changed even on locked and finalised documents.
- When you create a new version of the order, the note is taken over. When you forward the order, it is not – the notes of the predecessors are shown below the field instead.
- Text lines always go along when you forward an order.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you write internal remarks on the order. They are never printed, never e-mailed and never shown in the customer portal or an e-invoice.
- Note Free text
A large free-text field for anything your team should know about this order. Notes on the predecessor documents are shown below the field.
- Timestamp Adds date, time and your name at the start of the note.
- Save Saves the note.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Starts a price request for this order. | |
| 2 | Forward to Delivery note | Button | Creates a delivery note from the order. The order is then locked, and further changes are made in the successor. | |
| 3 | Forward to Invoice | Button | Creates an invoice from the order. The order is then locked, and further changes are made in the successor. | |
| 4 | Cancel remainder | Button | Settles the part of the order that is still open (not delivered or not invoiced). The quantity then counts as done, and the order stays locked until the remainder is reopened. | |
| 5 | Note Free text | Field | Notes (internal) | A large free-text field for anything your team should know about this order. Notes on the predecessor documents are shown below the field. |
| 6 | Timestamp | Button | Notes (internal) | Adds date, time and your name at the start of the note. |
| 7 | Save | Button | Notes (internal) | Saves the note. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Activities
Tab Activities on the page Record (Orders).
The Activities tab belongs to an order record. It is meant for activities connected to this order. The buttons above the tabs let you forward the order to a Delivery note or an Invoice, request a price, or cancel the remainder.
Step by step on screen
How to
Forward an order to a Delivery note or an Invoice
- Open the order record and look at the buttons at the top.
- Click “Forward to Delivery note” to deliver what is still open.
- Or click “Forward to Invoice” to invoice what is still open.
- Make any further changes in the successor document, because the order is locked afterwards.
Cancel the remainder of an order
- Open the order record whose remaining quantity is no longer needed.
- Click “Cancel remainder” at the top.
- Confirm the question that follows. The quantity then counts as done, and the document stays locked until the remainder is reopened.
Good to know
- After forwarding, the order is locked. Make changes only in the successor document.
- “Cancel remainder” only settles what is still open: on an order, what is not yet delivered or not yet invoiced.
- Text lines always go along when you forward the order.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Requests a price for the order. | |
| 2 | Forward to Delivery note | Button | Creates a delivery note from the order; text lines always go along. | |
| 3 | Forward to Invoice | Button | Creates an invoice from the order; text lines always go along. | |
| 4 | Cancel remainder | Button | Settles what is still open, so the order no longer expects deliveries or invoices for it. |
Buttons
- Request price
- Forward to Delivery note
- Forward to Invoice
- Cancel remainder
Delivery notes
In progress25 %
In the menu under Sales › Delivery notes.
On this page you see all delivery notes at a glance. Use it to find a delivery note, check how far it has been processed, and create a new one. Click a row to open the delivery note itself.
Step by step on screen
How to
Create a new delivery note
- Click “New delivery note” at the top.
- Choose the site or address the delivery note is for.
- If the address is blocked, enter the reason for overriding the block.
- Confirm with “New delivery note” in the popup.
Show only delivery notes in a certain status
- Click the tile for the status you want: “open”, “partly forwarded” or “completed”.
- The list now shows only the matching delivery notes.
- Click “All” to remove the filter.
Find and open a delivery note
- Type part of the number, customer or subject into the search. The list filters while you type.
- Click the row of the delivery note you want. Its record opens.
Good to know
- The tiles above the list are also the filters. Use “All” to see everything again.
- Changing or deleting a delivery note is only possible in its record, not in the list.
- You can adjust the tiles and columns to your needs. This setting applies only to you.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list of all delivery notes with number, date, customer, subject, amounts and status. A click on a row opens the record, where you can change or delete it.
ColumnsNumberDateCustomer (ordering party)SubjectNetGrossStatus
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New delivery note | Button | Opens a popup in which you choose the site or address and create a new delivery note. | |
| 2 | All | Tile | Shows all delivery notes and removes any status filter. | |
| 3 | open | Tile | Shows delivery notes that have not been processed further yet. A click filters the list accordingly. | |
| 4 | partly forwarded | Tile | Shows delivery notes of which only a part has been carried on into a follow-up document. A click filters the list accordingly. | |
| 5 | completed | Tile | Shows delivery notes that have been fully processed. A click filters the list accordingly. |
Buttons at the top of the page
- New delivery note Opens a popup in which you choose the site or address and create a new delivery note.
Functions
- All
- open
- partly forwarded
- completed
Buttons
- New delivery note
New delivery note
Opens on the page Delivery notes via the button New delivery note.
In this window you create a new delivery note. You choose the site or address the delivery is for, and fieldtakt takes it from there. You need it whenever goods or services are to be handed over and documented with a delivery note.
Step by step on screen
How to
Create a new delivery note
- Click “New delivery note” at the top.
- Enter a street, city, name or number in “Site or address *” and pick the matching entry.
- Click “New delivery note” in the window to create the document.
Create a delivery note despite a block
- Select the site or address in “Site or address *”.
- Enter the reason in “Override block – reason”.
- Click “New delivery note” in the window. The reason then appears as a yellow pill on the new document and in the log.
Good to know
- The field “Site or address *” is mandatory.
- If you choose a site, you do not need to enter the address and invoice recipient yourself.
- Use “Override block – reason” only in a real exception, because the reason stays visible on the document.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose where the delivery note is to be created and, if necessary, enter a reason to override a block.
- Site or address * Text
Search by street, city, name or number. For a site, fieldtakt sets the address and the invoice recipient itself. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- New delivery note Creates the delivery note for the selected site or address.
Search by street, city, name or number – for a site fieldtakt sets address and invoice recipient itself.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New delivery note | Button | Creates the delivery note for the selected site or address. | |
| 2 | Site or address * Text | Field | New delivery note | Search by street, city, name or number. For a site, fieldtakt sets the address and the invoice recipient itself. |
| 3 | Override block – reason Text | Field | New delivery note | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | New delivery note | Button | New delivery note | Creates the delivery note for the selected site or address. |
Buttons
- New delivery note
Record (Delivery notes)
Click an entry in the list Delivery notes.
This page is the record of a single delivery note. Here you check the delivered items, maintain addresses, payment, delivery and service dates and texts, and pass the delivery note on to an invoice. You need it whenever you want to review, complete or settle a delivery note.
Step by step on screen
How to
Add items to a delivery note
- In the “Items” area, click “Add article” to add an article from the catalogue.
- Click “Free text” if you want to add a line without an article.
- Check Quantity, Price and Discount % in the item list.
Take over items from another document
- At the top, click “Take over items”.
- In the popup “Take over items into”, select the items you want.
- Click “Take over selected” to add them to the delivery note.
Set the invoice and delivery address
- Open the tab “Addresses”.
- Choose the Invoice address and the Delivery address.
- For a one-time delivery to a different place, enter the name, Street, Postcode, City and Country.
- Enter the Contact on site and the Phone on site if needed.
- Click “Save”.
Forward the delivery note to an invoice
- Check the items in the “Items” area.
- At the top, click “Forward to Invoice”.
Good to know
- A delivery note is locked afterwards. Changes are only possible in the successor document; text lines always go along.
- If the remainder is no longer needed, use “Cancel remainder”. The delivery note stays locked until the remainder is reopened.
- “Save” on a tab only becomes active once something has been changed.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area shows the header data of the delivery note. You can edit it, collapse the card and refresh the address from the address record.
- Edit
- Collapse card Folds the “Delivery note” card to save space.
- Take the current address from the address record Refreshes the address on the delivery note with the current data from the address record.
This area lists all items of the delivery note with quantity, price, discount and net total. You add articles and free text lines here.
ColumnsPos.DescriptionQuantityPriceDiscount %Total netFlags
- Add article
- Free text Adds a line without an article, for example for an explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Opens a popup in which you select items and add them to this delivery note. | |
| 2 | Forward to Invoice | Button | Passes the delivery note on to an invoice. Only what is not yet invoiced can be settled. | |
| 3 | Goodwill | Button | Settles the delivery note as a goodwill case. | |
| 4 | Edit | Button | Delivery note | no explanation yet |
| 5 | Collapse card | Button | Delivery note | Folds the “Delivery note” card to save space. |
| 6 | Take the current address from the address record | Button | Delivery note | Refreshes the address on the delivery note with the current data from the address record. |
| 7 | Add article | Button | Items | no explanation yet |
| 8 | Free text | Button | Items | Adds a line without an article, for example for an explanation. |
Buttons at the top of the page
- Take over items Opens a popup in which you select items and add them to this delivery note.
- Forward to Invoice Passes the delivery note on to an invoice. Only what is not yet invoiced can be settled.
- Goodwill Settles the delivery note as a goodwill case.
Buttons
- Take over items
- Forward to Invoice
- Goodwill
Take over items into
Opens on the page Record (Delivery notes) via the button Take over items.
Use this window to take items from a delivery note over into a successor document. You pick which of the still open items go along. This way you settle open quantities step by step without retyping them.
Step by step on screen
How to
Take over open items from a delivery note into a successor document
- Open the delivery note and click “Take over items” to open the window “Take over items into”.
- Select the items you want to take over. Only items that are still open can be selected.
- Click “Take over selected” at the top.
- Continue working in the successor document. The delivery note is now locked.
Good to know
- After the takeover the document is locked. Further changes are only possible in the successor.
- Text lines always go along, whether you select them or not.
- If you no longer need the remainder, use “Cancel remainder”. Otherwise the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over selected | Button | Takes the selected open items over into the successor document and locks the delivery note afterwards. |
Buttons
- Take over selected
Columns
DescriptionQuantityopentake over
Addresses
Tab Addresses on the page Record (Delivery notes).
On the Addresses tab of a delivery note, you decide where the invoice goes and where the goods are delivered. You can choose an invoice address, pick a delivery address, or enter a one-time delivery address just for this delivery note. You need this tab whenever the delivery address differs from the document address.
Step by step on screen
How to
Set the invoice address
- Open the tab Addresses of the delivery note.
- Select the desired address in the field „Invoice address“.
- Click „Save“ at the top.
Deliver to a different address
- Select an existing address in the field „Delivery address“.
- Click „Save“ at the top.
Enter a one-time delivery address
- Leave the field „Delivery address“ empty.
- Enter the name in the field „One-time delivery address: name“.
- Fill in „Street“, „Postcode“ and „City“.
- Enter the country as an ISO code, for example DE, in the field „Country (ISO, e.g. DE)“.
- If needed, enter „Contact on site“ and „Phone on site“.
- Click „Save“ at the top.
Good to know
- The address priority is: selected delivery address, then one-time delivery address, then the document address.
- A delivery note is locked once it has been forwarded; changes are then made only in the successor document. If the remainder is no longer needed, use „Cancel remainder“.
- Only what is still open can be settled: on a delivery note, that means what has not yet been invoiced.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set which address the invoice is sent to and where the delivery goes. You can also enter a one-time delivery address and a contact person on site.
- Invoice address Choice
The address to which the invoice for this delivery note is addressed. - Delivery address Text
Without a selection the one-time delivery address below applies – if both are empty, the document address. - One-time delivery address: name Text
The name for a delivery address that applies only to this delivery note. - Street Text
- Postcode Text
- City Text
- Country (ISO, e.g. DE) Text
The country as a short ISO code, for example DE. - Contact on site Text
The person who receives the delivery or is available at the delivery location. - Phone on site Text
The phone number of the contact on site.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over items into this delivery note. | |
| 2 | Forward to Invoice | Button | Creates the invoice from this delivery note. | |
| 3 | Goodwill | Button | Settles the open remainder as goodwill, so that it counts as done. | |
| 4 | Save | Button | no explanation yet | |
| 5 | Invoice address Choice | Field | Invoice and delivery address | The address to which the invoice for this delivery note is addressed. |
| 6 | Delivery address Text | Field | Invoice and delivery address | Without a selection the one-time delivery address below applies – if both are empty, the document address. |
| 7 | One-time delivery address: name Text | Field | Invoice and delivery address | The name for a delivery address that applies only to this delivery note. |
| 8 | Street Text | Field | Invoice and delivery address | no explanation yet |
| 9 | Postcode Text | Field | Invoice and delivery address | no explanation yet |
| 10 | City Text | Field | Invoice and delivery address | no explanation yet |
| 11 | Country (ISO, e.g. DE) Text | Field | Invoice and delivery address | The country as a short ISO code, for example DE. |
| 12 | Contact on site Text | Field | Invoice and delivery address | The person who receives the delivery or is available at the delivery location. |
| 13 | Phone on site Text | Field | Invoice and delivery address | The phone number of the contact on site. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
- Save
Payment
Tab Payment on the page Record (Delivery notes).
On the Payment tab of a delivery note, you set how the delivery note is to be paid. You choose the payment method and the payment terms and can add a free text. You need this tab when these details are to carry over into the invoice.
Step by step on screen
How to
Enter payment details on a delivery note
- Open the delivery note and switch to the Payment tab.
- Select the Payment method.
- Select the Payment terms.
- If needed, enter a note in the Additional payment text.
- Click “Save” at the top.
Invoice a delivery note
- Check the payment details on this tab.
- Click “Forward to Invoice” at the top.
Good to know
- Once a document has been forwarded, it is locked: changes are then only possible in the successor document. Text lines always go along.
- If the remainder is no longer needed, use “Cancel remainder”.
- The Payment tab has a gear icon that leads to the selection lists, for example for payment terms.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set how the delivery note is to be paid: payment method, payment terms and an optional additional text.
- Payment method Choice
Choose how payment is to be made. - Payment terms Choice
Choose the terms that apply to payment of this document. - Additional payment text Free text
Enter a free text with further information on payment.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over items from other documents into this delivery note. | |
| 2 | Forward to Invoice | Button | Creates the follow-up document Invoice from this delivery note; only what is not yet invoiced can be settled. | |
| 3 | Goodwill | Button | Settles the open remainder as goodwill, so that the quantity counts as done and the document stays locked until the remainder is reopened. | |
| 4 | Save | Button | Saves your changes; the button only becomes active once something has been changed. | |
| 5 | Payment method Choice | Field | Payment | Choose how payment is to be made. |
| 6 | Payment terms Choice | Field | Payment | Choose the terms that apply to payment of this document. |
| 7 | Additional payment text Free text | Field | Payment | Enter a free text with further information on payment. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
- Save
Delivery & service
Tab Delivery & service on the page Record (Delivery notes).
On this tab of a delivery note you record when the goods are to be delivered and when they were actually delivered or the work was performed. You need it to plan the delivery, to meet your internal deadline and to give the invoice the correct service date.
Step by step on screen
How to
Plan the delivery
- Select the agreed terms in the field „Delivery terms“.
- Enter the internal deadline in „Due by“.
- Enter the planned day in „Delivery date planned“.
- If you plan only by calendar week, fill in „Delivery week planned“ instead, for example „CW 42“.
- Click „Save“.
Record the delivery date and the week confirmed to the customer
- Enter the day that was confirmed in „Delivery date confirmed“.
- Or enter the confirmed calendar week in „Delivery week confirmed“.
- If needed, add a free wording in the delivery text field.
- Click „Save“.
Enter the service date for the invoice
- For a single day, enter the day in „Service date“.
- For several days or a maintenance contract, enter the start in „Service period from“.
- Enter the end of the period in „to“.
- Click „Save“.
Good to know
- The delivery date is the plan (when it should be). The service date is what actually happened – it is mandatory on the invoice and part of the e-invoice.
- Once the delivery note is locked, changes are only possible in the successor document. Text lines always go along. If the remainder is no longer needed, use „Cancel remainder“.
- Only what is still open can be settled on a delivery note – that is, what has not been invoiced yet.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you plan the delivery: terms, internal deadline, and the planned and confirmed delivery date or calendar week.
- Delivery terms Choice
Select the delivery terms that apply to this delivery note. - Due by Date
Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. - Delivery date planned Date
The day on which the delivery is planned, i.e. when it should take place. - Delivery date confirmed Date
The day that has been confirmed for the delivery. - Delivery week planned Text
Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. - Delivery week confirmed Text
The confirmed delivery as a calendar week, if no fixed day is given. - Delivery text (e.g. 1–2 weeks after order clarification) Text
A free wording for the delivery time when no exact date can be given.
Here you record when goods were actually delivered or work was actually performed. This information appears on the invoice.
- Service date Date
The day on which goods were delivered or work was performed. If you leave it empty, the invoice date applies. - Service period from Date
Start of the period if the service ran over several days or under a maintenance contract. - to Date
End of the service period.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over items into this delivery note. | |
| 2 | Forward to Invoice | Button | Creates the invoice from this delivery note. | |
| 3 | Goodwill | Button | Settles the open remainder of this document as goodwill; the quantity then counts as done. | |
| 4 | Save | Button | Saves your entries; it becomes active only once something has been changed. | |
| 5 | Delivery terms Choice | Field | Delivery | Select the delivery terms that apply to this delivery note. |
| 6 | Due by Date | Field | Delivery | Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. |
| 7 | Delivery date planned Date | Field | Delivery | The day on which the delivery is planned, i.e. when it should take place. |
| 8 | Delivery date confirmed Date | Field | Delivery | The day that has been confirmed for the delivery. |
| 9 | Delivery week planned Text | Field | Delivery | Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. |
| 10 | Delivery week confirmed Text | Field | Delivery | The confirmed delivery as a calendar week, if no fixed day is given. |
| 11 | Delivery text (e.g. 1–2 weeks after order clarification) Text | Field | Delivery | A free wording for the delivery time when no exact date can be given. |
| 12 | Service date Date | Field | Service (when delivered or performed) | The day on which goods were delivered or work was performed. If you leave it empty, the invoice date applies. |
| 13 | Service period from Date | Field | Service (when delivered or performed) | Start of the period if the service ran over several days or under a maintenance contract. |
| 14 | to Date | Field | Service (when delivered or performed) | End of the service period. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
- Save
Texts
Tab Texts on the page Record (Delivery notes).
On the Texts tab of a delivery note, you enter the free text that is printed above and below the items on the document. You need it whenever a delivery note should carry a greeting, a note or a closing remark.
Step by step on screen
How to
Enter a header and footer text for the delivery note
- Open the delivery note and switch to the tab „Texts“.
- Enter the text that should appear above the items in „Header text (before the items)“.
- Enter the text that should appear below the items in „Footer text (after the items)“.
- Click „Save“ at the top.
Hand the delivery note on to invoicing
- Check the header and footer text on the tab „Texts“.
- Click „Forward to Invoice“ at the top.
Good to know
- Once the delivery note has been forwarded, it is locked. Make changes in the successor document; text lines always go along.
- On a delivery note, only what has not yet been invoiced can be settled. If the remainder is no longer needed, use „Cancel remainder“.
- „Save“ only becomes active once you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain the free texts that frame the items on the delivery note: one text before the items and one after them.
- Header text (before the items) Free text
Free text that is printed at the top of the document, before the items. - Footer text (after the items) Free text
Free text that is printed at the bottom of the document, after the items.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over items into this delivery note. | |
| 2 | Forward to Invoice | Button | Passes the delivery note on to an invoice; after that the delivery note is locked and changes are only made in the successor. | |
| 3 | Goodwill | Button | Settles what is still open on this document as goodwill, so the quantity counts as done in every status and the document stays locked until the remainder is reopened. | |
| 4 | Save | Button | no explanation yet | |
| 5 | Header text (before the items) Free text | Field | Texts | Free text that is printed at the top of the document, before the items. |
| 6 | Footer text (after the items) Free text | Field | Texts | Free text that is printed at the bottom of the document, after the items. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
- Save
Links
Tab Links on the page Record (Delivery notes).
On the “Links” tab you see how this delivery note is connected to its predecessors and successors, such as the order and the invoice. You also see which lines have already been settled and which are still open. You need it when you want to forward a delivery note, link it to a predecessor, or close the remainder.
Step by step on screen
How to
Forward a delivery note to an invoice
- Check in the area “Items – status per line” which lines are still open.
- At the top, click “Forward to Invoice”.
- Make the changes in the successor afterwards, because this delivery note is locked.
Link a delivery note manually with a predecessor
- In the area “Links”, click “Link”.
- In the window “Link manually –”, choose the line of the predecessor you want to connect. Check that the quantity is not more than what is still open there and still free on this line.
- Confirm with “Link selected”.
Take over items from another document
- At the top, click “Take over items”.
- Select the items you want to take over.
Good to know
- After forwarding, changes are only possible in the successor. Text lines always go along.
- If you no longer need the remainder, use “Cancel remainder”.
- A finalised cancellation releases the quantity again.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you connect documents that were not created by forwarding, for example after an import or with “New”, line by line with their predecessor.
- Link Connects this document line by line with a predecessor. Only the usual paths are allowed, for example order → invoice.
Shows every line of the delivery note with its own invoicing status and the quantity that is still open.
ColumnsPos.DescriptionQuantityInvoicing statusopen
Lists the remainders that were declared as done even though they were not delivered, ordered or invoiced.
Shows for each line with which line of which predecessor or successor it is connected.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over items from another document into this one. | |
| 2 | Forward to Invoice | Button | Creates the invoice as successor of this delivery note. Afterwards this delivery note is locked. | |
| 3 | Goodwill | Button | Settles the open remainder as a goodwill gesture, so that the quantity counts as done. The document stays locked until the remainder is reopened. | |
| 4 | Link | Button | Links | Connects this document line by line with a predecessor. Only the usual paths are allowed, for example order → invoice. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
Link manually –
Opens on the page Links via the button Link.
In this window you link a delivery note by hand to other documents, for example to an order or a quote. You need it when the link was not made automatically and you want to settle the open quantities of the other document with this delivery note.
Step by step on screen
How to
Link a delivery note manually to another document
- Open the delivery note record and go to the tab „Links“. Then click „Link“ to open the window „Link manually –“.
- Select the document or documents you want to link. Only what is still open can be settled.
- Check the notes in the window. They tell you what happens to the document afterwards.
- Click „Link selected“ at the top.
Good to know
- After linking, the document is locked. Changes are only possible in the successor document.
- Text lines always go along when you link.
- If you no longer need the remainder, use „Cancel remainder“. Otherwise the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Link selected | Button | Links the delivery note to the documents you have selected and settles their open quantities. |
Buttons
- Link selected
Columns
Line at predecessoropenLine hereQuantity
E-mails
Tab E-mails on the page Record (Delivery notes).
The „E-mails“ tab of a delivery note collects all e-mails that belong to this document, both sent and received. Use it to see the e-mail correspondence for the delivery note in one place.
Good to know
- Once you have passed the delivery note on, it is locked. Make further changes in the successor document; text lines always go along.
- If the remainder is no longer needed, use „Cancel remainder“.
- Only what is still open can be settled. On a delivery note, that means what has not yet been invoiced.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows all e-mails for this document, sent and received. Sending from fieldtakt will appear here automatically once available; dropping e-mail files (.eml, .msg) comes next.
As long as nothing has been created, the page shows: No e-mails for this document yet.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over items into this delivery note. | |
| 2 | Forward to Invoice | Button | Passes the delivery note on to an invoice. Because the document is locked afterwards, further changes are made in the successor. | |
| 3 | Goodwill | Button | Settles what is still open on this delivery note without invoicing it. The quantity then counts as done and the document stays locked until the remainder is reopened. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
Documents
Tab Documents on the page Record (Delivery notes).
On the Documents tab you attach files to a delivery note, such as photos, PDFs, Word or Excel files. Use it when a delivery note needs supporting files, for example a signed delivery receipt or photos of the goods. The buttons at the top also let you take over items, forward the delivery note to an invoice or settle goodwill.
Step by step on screen
How to
Attach a file to the delivery note
- Open the delivery note and switch to the tab „Documents“.
- Click „Choose files“ and select one or more files from your computer.
- Check that each file is no larger than 20 MB and is an image, PDF, Word or Excel file.
- Click „Upload document“.
Forward the delivery note to an invoice
- Open the delivery note.
- At the top, click „Forward to Invoice“.
- Continue in the invoice that is created from it.
Good to know
- Allowed are images (JPG, PNG, WEBP), PDF, Word and Excel, at most 20 MB per file.
- Once forwarded, the delivery note is locked. Make changes in the successor document; text lines always go along.
- If the remainder is no longer needed, use „Cancel remainder“. Settled quantities count as done in every status, and the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you upload files for this delivery note and keep them together with it.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer so that you can pick one or more files to upload.
- Upload document Attaches the selected files to this delivery note.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over items into this delivery note. | |
| 2 | Forward to Invoice | Button | Passes what is still open on this delivery note on to an invoice. | |
| 3 | Goodwill | Button | Settles open quantities as goodwill, so they count as done without being invoiced. | |
| 4 | Choose files | Button | Documents | Opens the file selection on your computer so that you can pick one or more files to upload. |
| 5 | Upload document | Button | Documents | Attaches the selected files to this delivery note. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
Additional fields
Tab Additional fields on the page Record (Delivery notes).
The tab „Additional fields“ of a delivery note holds your own fields for this document type, for example a customer project number or a construction phase. Use it when your company needs extra information on delivery notes that the standard fields do not cover.
Step by step on screen
How to
Custom fields of a delivery note check
- Open the delivery note by clicking its row in the list of delivery notes.
- Switch to the tab „Additional fields“.
- Read the area „Additional fields“. If it is empty, no custom fields have been set up yet for delivery notes.
Open items of a delivery note carry forward
- Check at the top which items are still open on the delivery note.
- To bill the open quantities, click „Forward to Invoice“.
- To bring the items of the predecessor into this document, click „Take over items“.
Good to know
- A delivery note is locked afterwards. Changes are only possible in the successor document; text lines always go along.
- On a delivery note only what has not yet been invoiced can be settled. If the remainder is no longer needed, use „Cancel remainder“.
- If no fields appear in „Additional fields“, they first have to be set up in the settings.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows your own fields for this document type, such as a customer project number or a construction phase. The fields are set up once in the settings.
As long as nothing has been created, the page shows: No custom fields for this document type yet.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes items over into this document. | |
| 2 | Forward to Invoice | Button | Passes the delivery note on to an invoice, so that what has not yet been invoiced can be billed. | |
| 3 | Goodwill | Button | Settles the open remainder as goodwill, so that the quantity counts as done and the document stays locked until the remainder is reopened. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
Notes
Tab Notes on the page Record (Delivery notes).
On the Notes tab of a delivery note you keep internal remarks for your colleagues – anything that is not meant for the customer. The text is never printed, e-mailed or shown to the customer. You can write to it at any time, even when the delivery note is already locked.
Step by step on screen
How to
Write an internal note on a delivery note
- Open the delivery note and switch to the tab „Notes“.
- Click into the field „Note“ and type your text.
- Click on „Save“.
Add a dated entry with your name
- Click into the field „Note“ at the place where the entry should go.
- Click on „Timestamp“. Date, time and your name are added at the start of the text.
- Write your remark and click on „Save“.
Good to know
- A note can be changed even on locked and finalised documents – you do not need to wait for a successor.
- When you create a new version of the delivery note, the note is taken over. When you forward the delivery note to the next document, the note is not taken over – you find the notes of predecessors shown below the field.
- The delivery note is locked afterwards: changes are only made in the successor. If the remainder is no longer needed, use „Cancel remainder“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you keep internal remarks about this delivery note. Only your own team sees them.
Large internal text field for anything. Never printed, never e-mailed, never shown in the customer portal or e-invoice. Can be changed even on locked and finalised documents. “Timestamp” adds date, time and your name at the start. A new version takes the note over, forwarding does not – predecessor notes are shown below.
- Note Free text
A large free text field for anything you want to pass on internally. It is never printed, never e-mailed and never shown in the customer portal or the e-invoice.
- Timestamp Adds date, time and your name at the start of the text, so everyone sees who wrote what and when.
- Save Saves your note.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over items from the predecessor into this delivery note. | |
| 2 | Forward to Invoice | Button | Creates the follow-up document, an invoice, from this delivery note. | |
| 3 | Goodwill | Button | Settles the remaining open quantity of this delivery note, so it counts as done even though it was not invoiced. | |
| 4 | Note Free text | Field | Notes (internal) | A large free text field for anything you want to pass on internally. It is never printed, never e-mailed and never shown in the customer portal or the e-invoice. |
| 5 | Timestamp | Button | Notes (internal) | Adds date, time and your name at the start of the text, so everyone sees who wrote what and when. |
| 6 | Save | Button | Notes (internal) | Saves your note. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
Activities
Tab Activities on the page Record (Delivery notes).
The Activities tab of a delivery note shows what has happened on this document. You use it to follow the history of the delivery note. The three buttons at the top let you take over open items, forward the document to an invoice or settle the remainder as goodwill.
Step by step on screen
How to
Take over open items from the delivery note
- Open the delivery note and stay on the tab Activities.
- Click on “Take over items” at the top.
Forward the delivery note to an invoice
- Open the delivery note.
- Click on “Forward to Invoice” at the top.
- Make the further changes in the invoice, because the delivery note itself is locked afterwards.
Settle the remainder as goodwill
- Open the delivery note whose remainder is no longer needed.
- Click on “Goodwill” at the top.
Good to know
- After forwarding, the delivery note is locked: changes are only possible in the successor. Text lines always go along.
- On a delivery note only what is not yet invoiced can be settled.
- If the remainder is no longer needed, use “Cancel remainder”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Take over items | Button | Takes over the items of this delivery note into the next document. | |
| 2 | Forward to Invoice | Button | Forwards the delivery note to an invoice; the delivery note is locked afterwards, changes are then only possible in the successor. | |
| 3 | Goodwill | Button | Settles the remaining open quantity so that it counts as done; the document stays locked until the remainder is reopened. |
Buttons
- Take over items
- Forward to Invoice
- Goodwill
Invoices
In planning
In the menu under Sales › Invoices.
The Invoices page lists all invoices and shows their status at a glance. Use it to find an invoice, to see which invoices are still drafts, and to create a new invoice.
Step by step on screen
How to
Create a new invoice
- At the top, click “New invoice”.
- In the popup “New invoice”, choose the site or address for the invoice.
- If a block applies and you still want to continue, enter the reason in “Override block – reason”.
- Click “New invoice” in the popup to create the invoice.
Show only invoices with a certain status
- Click the tile for the status you want, for example “Draft”.
- To see only finished invoices, click “finalised”.
- To see cancelled invoices, click “cancelled”.
- Click “All” to remove the filter.
Open an invoice
- Find the invoice in the list, if needed with the filter tiles above the list.
- Click the row once. The invoice opens. Changes are made there.
Good to know
- The tiles above the list are also the filters. “All” removes the filter.
- Click a row once to open the invoice. You cannot change or delete anything directly in the list.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list of all invoices with number, date, customer, subject, amounts and status.
ColumnsNumberDateCustomer (ordering party)SubjectNetGrossStatus
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New invoice | Button | Opens the popup in which you create a new invoice. | |
| 2 | All | Tile | Shows all invoices and removes any filter. | |
| 3 | Draft | Tile | Shows only invoices that are still drafts. | |
| 4 | finalised | Tile | Shows only invoices that have been finalised. | |
| 5 | cancelled | Tile | Shows only cancelled invoices. |
Buttons at the top of the page
- New invoice Opens the popup in which you create a new invoice.
Functions
- All
- Draft
- finalised
- cancelled
Buttons
- New invoice
New invoice
Opens on the page Invoices via the button New invoice.
This pop-up creates a new invoice. You choose a site or an address, and fieldtakt then creates the invoice document for it. You need it whenever a job is to be billed.
Step by step on screen
How to
Create a new invoice for a site or an address
- In the invoice list, click “New invoice”.
- Type a street, city, name or number into the field “Site or address *”. The suggestions narrow down as you type.
- Select the matching site or address. For a site, fieldtakt sets the address and the invoice recipient itself.
- Click “New invoice” in the pop-up to create the invoice.
Create an invoice although the address is blocked or the order is not prepaid
- Select the site or address in the field “Site or address *”.
- Enter the reason in the field “Override block – reason”.
- Click “New invoice” in the pop-up. The reason then appears as a yellow pill “Block overridden” on the new document and in the log.
Good to know
- If you choose a site, you do not need to look up the address and invoice recipient yourself – fieldtakt sets both.
- Without a reason in “Override block – reason”, a blocked address or an order that is not prepaid cannot be invoiced. Always state the reason clearly, because it stays visible on the document and in the log.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This is where you choose who or what the invoice is for. If necessary, you also give a reason for overriding a block.
- Site or address * Text
Search by street, city, name or number and select the site or address the invoice is for; this is a required field. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- New invoice Creates the invoice for the selected site or address.
Search by street, city, name or number – for a site fieldtakt sets address and invoice recipient itself.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New invoice | Button | Creates the invoice for the selected site or address. | |
| 2 | Site or address * Text | Field | New invoice | Search by street, city, name or number and select the site or address the invoice is for; this is a required field. |
| 3 | Override block – reason Text | Field | New invoice | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | New invoice | Button | New invoice | Creates the invoice for the selected site or address. |
Buttons
- New invoice
Record (Invoices)
Click an entry in the list Invoices.
This page shows a single invoice with all its details. Here you review and edit the items, addresses, payment terms, delivery and service dates and the texts of the invoice. You also manage documents and internal notes for this invoice.
Step by step on screen
How to
Add items to the invoice
- Open the “Items” section on the page.
- Click “Add article” to take over an article.
- Click “Free text” if you want to add a line without an article.
- Check quantity, price and discount in the columns of the list.
Change the invoice address or delivery address
- Open the tab “Addresses”.
- Choose the desired address in the field “Invoice address”.
- Choose the “Delivery address” or enter a one-time delivery address with name, street, postcode, city and country.
- Click “Save”.
Set payment terms and texts
- Open the tab “Payment” and choose the “Payment method”.
- Choose the “Payment terms”.
- Add an “Additional payment text” if needed.
- Click “Save”.
- Open the tab “Texts” and enter the “Header text (before the items)” and the “Footer text (after the items)”.
- Click “Save”.
Good to know
- In the tabs “Addresses”, “Payment”, “Delivery & service” and “Texts”, “Save” becomes active only after you have changed something.
- Notes in the tab “Notes” are internal and are not part of the invoice.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The header of the invoice with the key data. Here you edit the invoice and refresh its address.
- Edit Opens the invoice data for editing.
- Collapse card Collapses the invoice header so that more room remains for the items.
- Take the current address from the address record Takes over the address as it is currently stored in the address record, so the invoice shows the up-to-date data.
The list of all invoice lines with quantity, price, discount and net total.
ColumnsPos.DescriptionQuantityPriceDiscount %Total netFlags
- Add article
- Free text Adds an invoice line with free text instead of an article.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Edit | Button | Invoice | Opens the invoice data for editing. |
| 2 | Collapse card | Button | Invoice | Collapses the invoice header so that more room remains for the items. |
| 3 | Take the current address from the address record | Button | Invoice | Takes over the address as it is currently stored in the address record, so the invoice shows the up-to-date data. |
| 4 | Add article | Button | Items | no explanation yet |
| 5 | Free text | Button | Items | Adds an invoice line with free text instead of an article. |
Addresses
Tab Addresses on the page Record (Invoices).
On this tab you set the invoice address and the delivery address for the invoice. You need it when the invoice should go to a different address than the document address, or when the goods are delivered to a one-time location.
Step by step on screen
How to
Choose a different invoice address
- Open the field „Invoice address“ and pick the address the invoice should go to.
- Click „Save“ at the top.
Choose a stored delivery address
- Pick the desired address in the field „Delivery address“.
- Click „Save“ at the top.
Enter a one-time delivery address
- Leave the field „Delivery address“ empty.
- Enter the name of the recipient in „One-time delivery address: name“.
- Fill in „Street“, „Postcode“ and „City“.
- Enter the country as a short code in „Country (ISO, e.g. DE)“.
- If needed, add „Contact on site“ and „Phone on site“.
- Click „Save“ at the top.
Good to know
- The delivery address follows a fixed order: first the selected address, then the one-time delivery address, and if both are empty, the document address.
- If you want to use the one-time delivery address, leave the field „Delivery address“ empty.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you define where the invoice is sent and where the goods go. You can choose a stored address or enter a one-time delivery address.
- Invoice address Choice
The address to which the invoice is addressed, if it differs from the document address. - Delivery address Text
Without a selection the one-time delivery address below applies – if both are empty, the document address. - One-time delivery address: name Text
The name of the recipient for a delivery address that applies only to this document. - Street Text
- Postcode Text
- City Text
- Country (ISO, e.g. DE) Text
The country as a short code, for example DE for Germany. - Contact on site Text
The person who receives the delivery or the service on site. - Phone on site Text
The phone number of the contact on site, for queries about the delivery.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab. The button becomes active only after you have changed something. | |
| 2 | Invoice address Choice | Field | Invoice and delivery address | The address to which the invoice is addressed, if it differs from the document address. |
| 3 | Delivery address Text | Field | Invoice and delivery address | Without a selection the one-time delivery address below applies – if both are empty, the document address. |
| 4 | One-time delivery address: name Text | Field | Invoice and delivery address | The name of the recipient for a delivery address that applies only to this document. |
| 5 | Street Text | Field | Invoice and delivery address | no explanation yet |
| 6 | Postcode Text | Field | Invoice and delivery address | no explanation yet |
| 7 | City Text | Field | Invoice and delivery address | no explanation yet |
| 8 | Country (ISO, e.g. DE) Text | Field | Invoice and delivery address | The country as a short code, for example DE for Germany. |
| 9 | Contact on site Text | Field | Invoice and delivery address | The person who receives the delivery or the service on site. |
| 10 | Phone on site Text | Field | Invoice and delivery address | The phone number of the contact on site, for queries about the delivery. |
Buttons
- Save
Payment
Tab Payment on the page Record (Invoices).
On the Payment tab of an invoice you set how the invoice is to be paid and record the payments received. You need it when you agree payment terms with a customer or when money arrives and has to be booked against the invoice.
Step by step on screen
How to
Set payment method and payment terms for an invoice
- Open the invoice and switch to the Payment tab.
- Choose the way of payment under „Payment method“.
- Choose the agreed terms under „Payment terms“.
- If needed, enter a remark for the customer under „Additional payment text“.
- Click „Save“ at the top.
Book a payment received
- Make sure the invoice is finalised, because payments are only possible after that.
- Open the Payment tab and go to the section „Payments received“.
- Add one line for the payment with date, amount, cash discount and method.
Good to know
- The open amount is the invoice amount minus offset credit notes, payments, cash discount and write-off.
- Payments can only be booked once the invoice is finalised.
- Book every payment as its own line, so that partial payments stay traceable.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you define how and under which conditions the invoice is to be paid.
- Payment method Choice
Choose how the customer is to pay, for example by transfer or in cash, from the list. - Payment terms Choice
Choose the agreed terms from the list; you can maintain the entries of this list via the gear icon on the tab. - Additional payment text Free text
Free text with an additional remark on payment for this invoice.
This is where payment is booked: every payment gets one line with date, amount, cash discount and method. The open amount is calculated from these lines.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab; the button only becomes active once something has been changed. | |
| 2 | Payment method Choice | Field | Payment | Choose how the customer is to pay, for example by transfer or in cash, from the list. |
| 3 | Payment terms Choice | Field | Payment | Choose the agreed terms from the list; you can maintain the entries of this list via the gear icon on the tab. |
| 4 | Additional payment text Free text | Field | Payment | Free text with an additional remark on payment for this invoice. |
Buttons
- Save
Delivery & service
Tab Delivery & service on the page Record (Invoices).
On this tab you record when an invoice is to be delivered and when the goods were actually delivered or the work was performed. The planned delivery dates serve as your internal schedule. The service date or period is what appears on the invoice.
Step by step on screen
How to
Plan and confirm the delivery
- Choose the agreed terms under „Delivery terms“.
- Enter an internal deadline under „Due by“.
- Enter the planned day under „Delivery date planned“.
- Once the customer has confirmed, enter the day under „Delivery date confirmed“.
- Click „Save“.
Give the delivery as a calendar week
- Enter the week under „Delivery week planned“, for example „CW 42“ or „KW 42/2026“.
- Enter the agreed week under „Delivery week confirmed“ once it is fixed.
- If needed, add a free wording under „Delivery text (e.g. 1–2 weeks after order clarification)“.
- Click „Save“.
Enter when the service was performed
- For a single day, enter it under „Service date“.
- For several days or a maintenance contract, enter the first day under „Service period from“.
- Enter the last day under „to“.
- Click „Save“.
Good to know
- The delivery dates above are your plan (when it should happen). The service date or period states when it actually happened.
- If you leave the service fields empty, the invoice date applies as the service date.
- For a single day use „Service date“; for several days or a maintenance contract use „Service period from“ and „to“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you plan the delivery of the invoice: terms, internal deadline and the planned and confirmed delivery dates or weeks.
- Delivery terms Choice
- Due by Date
Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. - Delivery date planned Date
The day on which delivery is planned. - Delivery date confirmed Date
The day on which delivery has been confirmed. - Delivery week planned Text
Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. - Delivery week confirmed Text
The calendar week in which delivery has been confirmed. - Delivery text (e.g. 1–2 weeks after order clarification) Text
A free wording for the delivery time when neither a day nor a week fits.
Here you record when the goods were actually delivered or the work was performed. This information is mandatory on the invoice.
- Service date Date
The day on which the goods were delivered or the work was performed. - Service period from Date
The first day of the period, for several days of work or a maintenance contract. - to Date
The last day of the service period.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | no explanation yet | |
| 2 | Delivery terms Choice | Field | Delivery | no explanation yet |
| 3 | Due by Date | Field | Delivery | Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. |
| 4 | Delivery date planned Date | Field | Delivery | The day on which delivery is planned. |
| 5 | Delivery date confirmed Date | Field | Delivery | The day on which delivery has been confirmed. |
| 6 | Delivery week planned Text | Field | Delivery | Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. |
| 7 | Delivery week confirmed Text | Field | Delivery | The calendar week in which delivery has been confirmed. |
| 8 | Delivery text (e.g. 1–2 weeks after order clarification) Text | Field | Delivery | A free wording for the delivery time when neither a day nor a week fits. |
| 9 | Service date Date | Field | Service (when delivered or performed) | The day on which the goods were delivered or the work was performed. |
| 10 | Service period from Date | Field | Service (when delivered or performed) | The first day of the period, for several days of work or a maintenance contract. |
| 11 | to Date | Field | Service (when delivered or performed) | The last day of the service period. |
Buttons
- Save
Texts
Tab Texts on the page Record (Invoices).
On the Texts tab of an invoice, you enter the text that is printed above and below the items on the invoice. Use it when an invoice needs an introduction or a closing remark, for example a thank-you or a note to the customer.
Step by step on screen
How to
Enter the header text and footer text of an invoice
- Open the invoice and switch to the tab „Texts“.
- Enter the introduction in the field „Header text (before the items)“.
- Enter the closing remark in the field „Footer text (after the items)“.
- Click „Save“ at the top.
Good to know
- Both texts are optional – leave a field empty if the invoice needs no text at that point.
- Click „Save“ before you switch to another tab, otherwise your changes to the texts are not kept.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the free texts of the invoice: one for the part before the items and one for the part after the items.
- Header text (before the items) Free text
Free text that appears on the invoice before the items, for example a greeting or a reference to the job. - Footer text (after the items) Free text
Free text that appears on the invoice after the items, for example a note on payment or a closing remark.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the texts; the button only becomes active once something has been changed. | |
| 2 | Header text (before the items) Free text | Field | Texts | Free text that appears on the invoice before the items, for example a greeting or a reference to the job. |
| 3 | Footer text (after the items) Free text | Field | Texts | Free text that appears on the invoice after the items, for example a note on payment or a closing remark. |
Buttons
- Save
Links
Tab Links on the page Record (Invoices).
The „Links“ tab of an invoice shows how the invoice is connected to other documents, for example the order or quote it was created from. You also see the status of each line. Use it when you want to check which items have been delivered, invoiced or cancelled.
How to
Check the status of the individual items
- Open the invoice and switch to the „Links“ tab.
- Find the area „Items – status per line“.
- Read the status of each line in the columns „Quantity“, „Cancellation“ and „open“.
See how an invoice is connected to other documents
- Open the invoice and switch to the „Links“ tab.
- Look at the area „Links per line“ to see which documents each line is connected to.
Good to know
- Each line has its own status: for orders it shows what has been delivered and invoiced separately, for quotes what has been ordered, and for invoices what has been cancelled.
- A delivery note with an invoice counts as invoiced on the order.
- A finalised cancellation releases the cancelled quantity again.
Shows the connections between this invoice and other documents, for example the order or quote it was created from.
Shows for each line of the invoice how far it has been processed. The columns show the position, description, quantity, cancellation and the open quantity.
Each line has its own status: for orders delivered and invoiced separately, for quotes ordered, for invoices cancelled. A delivery note with an invoice counts as invoiced on the order; a finalised cancellation releases the quantity again.
ColumnsPos.DescriptionQuantityCancellationopen
Shows for each line which other documents it is linked to.
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E-mails
Tab E-mails on the page Record (Invoices).
This tab shows all e-mails that belong to this invoice, both sent and received, in one place. You use it to keep the e-mail correspondence for the document together with the document itself.
Good to know
- Dropping e-mail files (.eml, .msg) into this tab is not available yet; it is planned as a next step.
- The same four tabs – E-mails, Documents, Additional fields and Notes – also exist on addresses, service locations, contacts and items.
Lists all e-mails for this document, sent and received. E-mails sent from fieldtakt will appear here automatically once that feature is available.
As long as nothing has been created, the page shows: No e-mails for this document yet.
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Documents
Tab Documents on the page Record (Invoices).
On the Documents tab you store files that belong to this invoice, such as images, PDFs, Word or Excel files. You need it when you want to keep supporting documents together with the invoice, so that everyone who opens the record finds them in one place.
Step by step on screen
How to
Upload one or more files to the invoice
- Open the invoice and switch to the Documents tab.
- Click “Choose files” and select one or more files on your computer.
- Make sure each file is an image (JPG, PNG, WEBP), a PDF, a Word or an Excel file and no larger than 20 MB.
- Click “Upload document” to add the selected files to the invoice.
Good to know
- Each file may be at most 20 MB; accepted are images (JPG, PNG, WEBP), PDF, Word and Excel.
- Whether you can upload or delete documents depends on your rights. If a button is missing, ask your administrator.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose files and upload them to the invoice. Only files of the allowed types and up to 20 MB each are accepted.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer so that you can pick one or more files to upload.
- Upload document Uploads the files you have chosen and attaches them to this invoice.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
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Additional fields
Tab Additional fields on the page Record (Invoices).
The „Additional fields“ tab of an invoice holds the custom fields defined for this document type, for example a customer project number or a construction phase. You use it when you want to record information on an invoice that has no field of its own.
Good to know
- The tab only shows fields that have been set up once in the settings for this document type. If it is empty, no custom fields have been created for invoices yet.
- The fields belong to the document type: the custom fields shown here are meant for invoices only.
Shows the custom fields set up for invoices. The fields appear here as soon as they have been created in the settings.
Custom fields for this document type (e.g. customer project number, construction phase). They are set up in the settings once custom fields are available.
As long as nothing has been created, the page shows: No custom fields for this document type yet.
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Notes
Tab Notes on the page Record (Invoices).
On the “Notes” tab you keep internal remarks on an invoice – for example agreements, reminders or background information for your colleagues. The text is for your own team only and appears on no document, e-mail or portal.
Step by step on screen
How to
Write an internal note on an invoice
- Open the invoice and switch to the “Notes” tab.
- Click into the “Note” field and type your text.
- Click “Save”.
Add a dated entry with your name
- Click “Timestamp”.
- Date, time and your name are added at the start of the note. Write your entry after it.
- Click “Save”.
Good to know
- The note can be changed even on locked and finalised invoices.
- A new version of the invoice takes the note over. When you forward the invoice, the note is not taken over – the notes of the predecessors are shown below the field.
- The note never appears in print, in e-mails, in the customer portal or in the e-invoice, so you can write openly.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you write free internal remarks on the invoice. They are never printed, e-mailed or shown to the customer.
- Note Free text
A large free text field for anything your team should know about this invoice.
- Timestamp Adds the current date, time and your name at the start of the note.
- Save Saves the note.
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Everything on this page
Activities
Tab Activities on the page Record (Invoices).
The tab „Activities“ belongs to the record of an invoice. It is part of the record tabs that every document record has. Open it when you want to follow what has happened on this invoice.
Good to know
- The other tabs of the invoice record (for example „Notes“ or „Documents“) are right next to „Activities“. Switch between them without leaving the record.
- If you cannot see this tab or its contents, you are probably missing the right to view them. Ask your administrator.
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Credit notes
In planning
In the menu under Sales › Credit notes.
On this page you manage all credit notes in one list. You use it to find existing credit notes, check their status and create a new credit note. A click on a row opens the credit note's record.
Step by step on screen
How to
Create a new credit note
- Click “New credit note” at the top.
- In the popup, select the site or address the credit note is for.
- If a block is in place, enter the reason for overriding it.
- Confirm with “New credit note” in the popup.
Show only credit notes with a certain status
- Click the “Draft” tile to see only credit notes that are still being prepared.
- Click the “finalised” tile to see only finalised credit notes.
- Click “All” to remove the filter again.
Open an existing credit note
- Optionally narrow the list with the tiles above it.
- Click the row of the credit note. This opens its record, where you can change or delete it.
Good to know
- The tiles above the list are the filters. “All” removes the filter.
- Changing and deleting are only possible in the credit note's record, not in the list.
- Use “Customize tiles” and “Customize columns” to set up the view for yourself. This setting applies only to you.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list shows all credit notes with number, date, customer, subject, net and gross amount and status. The tiles above the list work as filters.
ColumnsNumberDateCustomer (ordering party)SubjectNetGrossStatus
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New credit note | Button | Opens a popup in which you start a new credit note. | |
| 2 | All | Tile | Shows all credit notes and removes any active filter. | |
| 3 | Draft | Tile | Shows only credit notes that are still drafts. A click on the tile filters the list accordingly. | |
| 4 | finalised | Tile | Shows only finalised credit notes. A click on the tile filters the list accordingly. |
Buttons at the top of the page
- New credit note Opens a popup in which you start a new credit note.
Functions
- All
- Draft
- finalised
Buttons
- New credit note
New credit note
Opens on the page Credit notes via the button New credit note.
This pop-up creates a new credit note. You pick the site or address the credit note belongs to, and fieldtakt creates the document. You need it whenever you have to credit a customer.
Step by step on screen
How to
Create a new credit note
- On the Credit notes page, click “New credit note” at the top.
- Type a street, city, name or number into “Site or address *”. The suggestions filter as you type.
- Pick the matching site or address from the suggestions. For a site, fieldtakt sets the address and the invoice recipient itself.
- Click “New credit note” in the pop-up to create the document.
Create a credit note for a blocked address or an order that is not prepaid
- Pick the site or address as usual.
- Enter the reason in “Override block – reason”.
- Click “New credit note” in the pop-up. The credit note is created despite the block.
Good to know
- Fill in “Override block – reason” only if the block really needs to be overridden. The reason stays visible on the document and in the log.
- If you select a site, you do not need to enter the address and invoice recipient yourself.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the site or address for the new credit note. If creation is blocked, you can override the block with a reason.
- Site or address * Text
The site or address the credit note is for. This is a required field; search by street, city, name or number. For a site, the address and invoice recipient are filled in automatically. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- New credit note Creates the credit note for the selected site or address.
Search by street, city, name or number – for a site fieldtakt sets address and invoice recipient itself.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New credit note | Button | Creates the credit note for the selected site or address. | |
| 2 | Site or address * Text | Field | New credit note | The site or address the credit note is for. This is a required field; search by street, city, name or number. For a site, the address and invoice recipient are filled in automatically. |
| 3 | Override block – reason Text | Field | New credit note | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | New credit note | Button | New credit note | Creates the credit note for the selected site or address. |
Buttons
- New credit note
Record (Credit notes)
Click an entry in the list Credit notes.
This page shows a single credit note with all its details. Use it to check or complete the items, addresses, payment terms, delivery and service data and the texts of the credit note, and to attach documents and internal notes.
Step by step on screen
How to
Add items to a credit note
- Open the “Items” section of the credit note.
- Click “Add article” to take over an article from the article list.
- Click “Free text” if you want to add a line without an article.
- Check the columns “Quantity”, “Price” and “Discount %” in the new line.
Change the invoice address or the delivery address
- Open the tab “Addresses”.
- Choose the “Invoice address”.
- Choose the “Delivery address”, or enter a one-time delivery address with name, street, postcode, city and country.
- Enter “Contact on site” and “Phone on site” if needed.
- Click “Save”.
Set payment terms and texts
- Open the tab “Payment” and choose the “Payment method”.
- Choose the “Payment terms”.
- Add an “Additional payment text” if needed.
- Click “Save”.
- Open the tab “Texts” and enter the “Header text (before the items)” and the “Footer text (after the items)”.
- Click “Save”.
Good to know
- “Save” in each tab only becomes active after you have changed something there.
- Internal notes in the tab “Notes” are saved with a timestamp.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The card with the main data of the credit note. You can edit it, collapse it, or take over the current address from the address record.
- Edit Opens the data of the credit note for changes.
- Collapse card Folds the “Credit note” card so that more room is left for the items.
- Take the current address from the address record Copies the current address data from the address record into the credit note.
The lines of the credit note with description, quantity, price, discount and net total. You add articles or free-text lines here.
ColumnsPos.DescriptionQuantityPriceDiscount %Total netFlags
- Add article Adds an article from the article list as a new line.
- Free text Adds a line without an article, in which you write the description yourself.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Edit | Button | Credit note | Opens the data of the credit note for changes. |
| 2 | Collapse card | Button | Credit note | Folds the “Credit note” card so that more room is left for the items. |
| 3 | Take the current address from the address record | Button | Credit note | Copies the current address data from the address record into the credit note. |
| 4 | Add article | Button | Items | Adds an article from the article list as a new line. |
| 5 | Free text | Button | Items | Adds a line without an article, in which you write the description yourself. |
Addresses
Tab Addresses on the page Record (Credit notes).
On the Addresses tab of a credit note you set where the document is invoiced and where it is delivered or serviced. You choose the invoice address and, if needed, a different delivery address, or enter a one-time delivery address by hand. Use this tab whenever the document address is not the right one for invoicing or delivery.
Step by step on screen
How to
Choose the invoice address
- Open the tab „Addresses“ of the credit note.
- In the area „Invoice and delivery address“, select the address in the field „Invoice address“.
- Click „Save“.
Use a delivery address that differs from the document address
- Select the address in the field „Delivery address“.
- Click „Save“.
Enter a one-time delivery address
- Leave the field „Delivery address“ empty.
- Enter the name in „One-time delivery address: name“.
- Fill in „Street“, „Postcode“ and „City“.
- Enter the country as a short code in „Country (ISO, e.g. DE)“.
- If needed, add „Contact on site“ and „Phone on site“.
- Click „Save“.
Good to know
- The order of precedence is: selected delivery address, then one-time delivery address, then the document address.
- For a one-time delivery address, leave the field „Delivery address“ empty, otherwise the selection takes precedence.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you define to whom the credit note is invoiced and where it is delivered. You can pick saved addresses or type in a one-time delivery address.
- Invoice address Choice
The address that is used for invoicing this document. - Delivery address Text
Without a selection the one-time delivery address below applies – if both are empty, the document address. - One-time delivery address: name Text
The name for a delivery address that applies only to this document and is not taken from the saved addresses. - Street Text
- Postcode Text
- City Text
- Country (ISO, e.g. DE) Text
The country as a short code, for example DE for Germany. - Contact on site Text
The person who can be reached at the delivery location. - Phone on site Text
The phone number of the contact at the delivery location.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the addresses; the button becomes active only after you have changed something. | |
| 2 | Invoice address Choice | Field | Invoice and delivery address | The address that is used for invoicing this document. |
| 3 | Delivery address Text | Field | Invoice and delivery address | Without a selection the one-time delivery address below applies – if both are empty, the document address. |
| 4 | One-time delivery address: name Text | Field | Invoice and delivery address | The name for a delivery address that applies only to this document and is not taken from the saved addresses. |
| 5 | Street Text | Field | Invoice and delivery address | no explanation yet |
| 6 | Postcode Text | Field | Invoice and delivery address | no explanation yet |
| 7 | City Text | Field | Invoice and delivery address | no explanation yet |
| 8 | Country (ISO, e.g. DE) Text | Field | Invoice and delivery address | The country as a short code, for example DE for Germany. |
| 9 | Contact on site Text | Field | Invoice and delivery address | The person who can be reached at the delivery location. |
| 10 | Phone on site Text | Field | Invoice and delivery address | The phone number of the contact at the delivery location. |
Buttons
- Save
Payment
Tab Payment on the page Record (Credit notes).
On the tab „Payment“ of a credit note you set how the credit note is settled: the payment method, the payment terms and an additional text. Below it, the area „Payments made“ is where payments are booked. You need this tab whenever you record or check the payment details of a credit note.
Step by step on screen
How to
Payment details of a credit note enter
- Open the credit note and switch to the tab „Payment“.
- Select the „Payment method“.
- Select the „Payment terms“.
- If needed, enter an „Additional payment text“.
- Click „Save“ at the top.
Good to know
- The open amount is calculated as amount − offset credit notes − payments − cash discount − write-off.
- Payments can only be booked once the invoice is finalised or the purchase invoice is approved.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the payment method, the payment terms and an additional text for the credit note.
- Payment method Choice
Choose from the list how the credit note is settled. - Payment terms Choice
Choose the payment terms that apply to this credit note; you can maintain the list via the cogwheel on the tab. - Additional payment text Free text
Free text with extra information on payment.
This is where payment is booked: each payment is one line with date, amount, cash discount and method. Payments are possible once the invoice is finalised or the purchase invoice approved.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab; the button only becomes active once something has been changed. | |
| 2 | Payment method Choice | Field | Payment | Choose from the list how the credit note is settled. |
| 3 | Payment terms Choice | Field | Payment | Choose the payment terms that apply to this credit note; you can maintain the list via the cogwheel on the tab. |
| 4 | Additional payment text Free text | Field | Payment | Free text with extra information on payment. |
Buttons
- Save
Delivery & service
Tab Delivery & service on the page Record (Credit notes).
On this tab you record when a credit note is to be delivered and when the goods or work were actually delivered or performed. The planned and confirmed delivery dates describe the plan. The service date or service period is what appears on the invoice.
Step by step on screen
How to
Plan the delivery
- Choose the agreed terms in the field „Delivery terms“.
- Enter the planned day in „Delivery date planned“.
- If you only know the calendar week, enter it in „Delivery week planned“, for example „CW 42“.
- Enter the date or week the customer has confirmed in „Delivery date confirmed“ or „Delivery week confirmed“.
- Click „Save“ at the top.
Record when goods were delivered or work was performed
- For a single day, enter the date in „Service date“.
- For several days or a maintenance contract, fill in „Service period from“.
- Enter the end of the period in „to“.
- Click „Save“ at the top.
Set an internal deadline
- Enter the date by which the task should be done in „Due by“.
- Click „Save“ at the top.
Good to know
- The delivery dates are the plan, meaning when it should happen. The service date or service period states when it actually happened.
- If you leave the service date and period empty, the invoice date applies.
- Use either a single service date or a period from–to, depending on whether it was one day or several.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the agreed delivery terms, the internal deadline and the planned and confirmed delivery as a date, calendar week or free text.
- Delivery terms Choice
Choose the agreed delivery terms from the list. - Due by Date
Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. - Delivery date planned Date
The day on which delivery is planned. - Delivery date confirmed Date
The day on which delivery has been confirmed. - Delivery week planned Text
Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. - Delivery week confirmed Text
The calendar week in which delivery has been confirmed. - Delivery text (e.g. 1–2 weeks after order clarification) Text
A free text for delivery information that does not fit a date or week.
Here you record when goods were actually delivered or work was actually performed. This information goes onto the invoice.
- Service date Date
The day on which goods were delivered or work was performed. This date is mandatory on the invoice and part of the e-invoice. - Service period from Date
The start of the period, for several days or a maintenance contract. - to Date
The end of the service period.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your entries. The button is only active once something has changed. | |
| 2 | Delivery terms Choice | Field | Delivery | Choose the agreed delivery terms from the list. |
| 3 | Due by Date | Field | Delivery | Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. |
| 4 | Delivery date planned Date | Field | Delivery | The day on which delivery is planned. |
| 5 | Delivery date confirmed Date | Field | Delivery | The day on which delivery has been confirmed. |
| 6 | Delivery week planned Text | Field | Delivery | Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. |
| 7 | Delivery week confirmed Text | Field | Delivery | The calendar week in which delivery has been confirmed. |
| 8 | Delivery text (e.g. 1–2 weeks after order clarification) Text | Field | Delivery | A free text for delivery information that does not fit a date or week. |
| 9 | Service date Date | Field | Service (when delivered or performed) | The day on which goods were delivered or work was performed. This date is mandatory on the invoice and part of the e-invoice. |
| 10 | Service period from Date | Field | Service (when delivered or performed) | The start of the period, for several days or a maintenance contract. |
| 11 | to Date | Field | Service (when delivered or performed) | The end of the service period. |
Buttons
- Save
Texts
Tab Texts on the page Record (Credit notes).
On the „Texts“ tab of a credit note record, you enter the free text that appears on the document before and after the items. Use it when a credit note needs an introduction, a closing remark or a note for the customer.
Step by step on screen
How to
Add a header and footer text to a credit note
- Open the credit note under Sales > Credit notes and switch to the „Texts“ tab.
- Enter the introduction in the field „Header text (before the items)“.
- Enter the closing remark in the field „Footer text (after the items)“.
- Click „Save“ at the top.
Change an existing text
- Open the credit note and go to the „Texts“ tab.
- Click into the field „Header text (before the items)“ or „Footer text (after the items)“ and edit the text.
- Click „Save“ to keep your change.
Good to know
- Both fields are optional: leave a field empty if the credit note needs no text at that place.
- Switching to another tab does not replace „Save“ – save your texts first so that your changes are kept.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you write the free texts for the credit note: one block before the items and one block after them.
- Header text (before the items) Free text
Free text that is placed above the items on the credit note, for example a short introduction. - Footer text (after the items) Free text
Free text that is placed below the items on the credit note, for example a closing remark or a note for the customer.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the texts; it only becomes active once something has been changed. | |
| 2 | Header text (before the items) Free text | Field | Texts | Free text that is placed above the items on the credit note, for example a short introduction. |
| 3 | Footer text (after the items) Free text | Field | Texts | Free text that is placed below the items on the credit note, for example a closing remark or a note for the customer. |
Buttons
- Save
Links
Tab Links on the page Record (Credit notes).
On the Links tab of a credit note you see which other documents this credit note is connected to. Use it when you want to trace where the credit note comes from or which documents belong to it.
Good to know
- The other tabs of the credit note, such as Items, Payment or Documents, are reached via the tab bar at the top.
Shows the documents that are linked to the credit note as a whole.
Shows the links for the individual lines of the credit note, so you can see which document each line relates to.
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E-mails
Tab E-mails on the page Record (Credit notes).
This tab collects all e-mails that belong to this credit note, both sent and received. You use it to see at a glance what has been exchanged about the document. At the moment it only displays the area; sending from fieldtakt and dropping e-mail files are still to come.
Good to know
- The tab is one of four fixed tabs that every document has: E-mails, Documents, Additional fields and Notes.
- Sending and dropping e-mail files are not available yet. Do not expect to find e-mails here until they are.
Shows all e-mails for this document, sent and received. E-mails sent from fieldtakt will appear here automatically once that is available; dropping e-mail files (.eml, .msg) comes next.
As long as nothing has been created, the page shows: No e-mails for this document yet.
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Documents
Tab Documents on the page Record (Credit notes).
On this tab you attach files to the credit note, for example scans, photos or PDFs. This keeps all supporting documents together with the credit note, so you and your colleagues can find them at any time.
Step by step on screen
How to
Attach a document to the credit note
- Click on „Choose files“ and select one or more files on your computer.
- Check the selection. Each file may be at most 20 MB in size and must be an image (JPG, PNG, WEBP), a PDF, a Word file or an Excel file.
- Click on „Upload document“ to attach the files to the credit note.
Good to know
- Allowed are images (JPG, PNG, WEBP), PDF, Word and Excel files, at most 20 MB per file.
- If you do not see the upload or delete options, you are missing the corresponding right – ask your administrator.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you upload the files that belong to this credit note. The tab bar shows how many documents are already attached.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer, where you pick the files to upload.
- Upload document Attaches the selected files to the credit note.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
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Additional fields
Tab Additional fields on the page Record (Credit notes).
On this tab you record the custom fields that your company has defined for credit notes, for example a customer project number or a construction phase. The tab is useful when you need to store information on a credit note that the standard fields do not cover.
Good to know
- The fields shown here apply to credit notes only. Other document types can have their own custom fields.
- If this tab is empty, no custom fields have been set up yet. Ask your administrator to define them in the settings.
Shows the custom fields set up for this document type. They are created once in the settings as soon as custom fields are available.
As long as nothing has been created, the page shows: No custom fields for this document type yet.
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Notes
Tab Notes on the page Record (Credit notes).
On the Notes tab you keep internal remarks about the credit note. Use it for anything your colleagues should know that does not belong on the document itself. The text is never printed or sent to the customer.
Step by step on screen
How to
Write an internal note on a credit note
- Open the credit note and switch to the Notes tab.
- Click into the field “Note” and type your text.
- Click “Save” to keep the note.
Add a dated entry with your name
- Click into the field “Note” where you want to write.
- Click “Timestamp”. Date, time and your name are added at the start.
- Type your remark after it.
- Click “Save”.
Good to know
- The note is never printed, never e-mailed and never shown in the customer portal or on the e-invoice.
- You can change the note even when the credit note is locked or finalised.
- When you create a new version of the credit note, the note is carried over. When you forward it, the note is not carried over; notes of the predecessor documents are shown below.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you keep a free internal note for this credit note. It is meant for your own team only and does not appear in any document or message to the customer.
Large internal text field for anything. Never printed, never e-mailed, never shown in the customer portal or e-invoice. Can be changed even on locked and finalised documents. “Timestamp” adds date, time and your name at the start. A new version takes the note over, forwarding does not – predecessor notes are shown below.
- Note Free text
A large free text field for anything you want to record internally about this credit note.
- Timestamp Adds date, time and your name at the start of the note, so that everyone can see who wrote it and when.
- Save Saves the note.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Note Free text | Field | Notes (internal) | A large free text field for anything you want to record internally about this credit note. |
| 2 | Timestamp | Button | Notes (internal) | Adds date, time and your name at the start of the note, so that everyone can see who wrote it and when. |
| 3 | Save | Button | Notes (internal) | Saves the note. |
Activities
Tab Activities on the page Record (Credit notes).
The Activities tab belongs to a credit note record. It is one of the tabs of the record, alongside Items, Addresses, Payment and others. The page structure provides no further details about its contents, so only the general handling of the record is described here.
How to
Open the Activities tab of a credit note
- In the menu, open Sales > Credit notes.
- Click a row in the list to open the record.
- In the record, click the tab „Activities“.
Good to know
- Changing and deleting are only possible inside the record itself, not in the list.
- If a tab or button is missing for you, you probably lack the corresponding right. Ask your administrator.
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Payables
In the menu under Purchasing › Payables.
The Payables page lists all purchase invoices that have been approved for payment and still have an open amount. Use it to see what you still owe suppliers, what is overdue and where a cash discount is about to run out.
Step by step on screen
How to
See which payables need attention
- Open the page via Purchasing > Payables.
- Check the tile „overdue“ to see the invoices whose due date has passed.
- Click the tile „Due within 7 days“ to see what has to be paid soon.
- Click the tile „All open“ to remove the filter and see all open payables again.
Use a cash discount in time
- Click the tile „Discount ending“.
- Click a row in the list to open the purchase invoice in the payment tab.
Good to know
- The tiles above the list are also the filters; „All open“ removes the filter.
- A click on a row opens the purchase invoice directly in the payment tab.
- The columns Date, Gross and Days overdue are hidden by default. You can show them with „Spalten anpassen“ (the gear); this setting is personal.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
As long as nothing has been created, the page shows: Nothing open.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | All open | Tile | Shows all approved purchase invoices with an open amount; a click shows the full list without a filter. | |
| 2 | overdue | Tile | Shows the open purchase invoices whose due date has already passed; a click filters the list to them. | |
| 3 | Due within 7 days | Tile | Shows the open purchase invoices that fall due within the next seven days; a click filters the list to them. | |
| 4 | Discount ending | Tile | Shows the open purchase invoices where the cash discount runs out soon; a click filters the list to them. |
Functions
- All open
- overdue
- Due within 7 days
- Discount ending
Requests for quote
In planning
In the menu under Purchasing › Requests for quote.
This page lists all requests for quote that you have sent to suppliers in Purchasing. You use it to see at a glance which requests are still open, which have been partly forwarded, completed or declined, and to create a new request.
Step by step on screen
How to
Create a new request for quote
- Click “New request” at the top.
- Select the supplier in the “New request” popup.
- If a block is in place for this supplier, enter the reason for overriding it.
- Confirm with “New request” to create the request.
Show only requests with a certain status
- Click the tile for the status you want, for example “open”.
- To see all requests again, click “All”.
Open a request
- Click the row of the request in the list. The record opens, where you can change or delete the request.
Good to know
- The tiles above the list are also the filters; “All” removes the filter.
- You can adjust the tiles and columns for yourself with “Customise tiles” and “Customise columns”; this only affects your own view.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list shows all requests with number, date, ordering party, subject, net and gross amount and status. A single click on a row opens the record.
ColumnsNumberDateCustomer (ordering party)SubjectNetGrossStatus
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New request | Button | Opens the popup in which you select a supplier and create a new request for quote. | |
| 2 | All | Tile | Shows all requests and removes any status filter. | |
| 3 | open | Tile | Shows only requests that are still open. A click on the tile filters the list. | |
| 4 | partly forwarded | Tile | Shows only requests that have been forwarded in part. A click on the tile filters the list. | |
| 5 | completed | Tile | Shows only requests that are completed. A click on the tile filters the list. | |
| 6 | declined | Tile | Shows only requests that have been declined. A click on the tile filters the list. |
Buttons at the top of the page
- New request Opens the popup in which you select a supplier and create a new request for quote.
Functions
- All
- open
- partly forwarded
- completed
- declined
Buttons
- New request
New request
Opens on the page Requests for quote via the button New request.
This pop-up window creates a new request for quote to a supplier. You need it when you want to ask a supplier for a price before ordering. You choose the supplier, and the new request is created from it.
Step by step on screen
How to
Create a new request for quote
- Open the list of requests for quote and click “New request”.
- Choose the supplier in the field “Supplier *”.
- Click “New request” in the window to create the request.
Create a request although the address is blocked
- Choose the supplier in the field “Supplier *”.
- Enter a reason in the field “Override block – reason”.
- Click “New request” to create the request anyway.
Good to know
- If the supplier does not appear in the selection, check the role “Supplier” in the address.
- Use “Override block – reason” only in exceptional cases: the reason stays visible on the document and in the log.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the supplier for the new request. If the address is blocked or the order is not prepaid, you can also enter a reason for overriding the block.
- Supplier * Choice
Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- New request Creates the new request for the chosen supplier.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New request | Button | Creates the new request for the chosen supplier. | |
| 2 | Supplier * Choice | Field | New request | Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. |
| 3 | Override block – reason Text | Field | New request | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | New request | Button | New request | Creates the new request for the chosen supplier. |
Buttons
- New request
Record (Requests for quote)
Click an entry in the list Requests for quote.
This page holds one request for quote in Purchasing. Here you collect the items you want to ask a supplier about, record addresses, payment, delivery and texts, and then close the request or forward it to a Purchase order. You need it whenever you prepare, follow up or finish a request for quote.
Step by step on screen
How to
Add items to the request for quote
- In the “Items” area, click “Add article” to take an article from your master data.
- Or click “Free text” to enter a line that is not an article.
- Check quantity, price and discount % in the item lines.
Set the invoice and delivery address
- Open the tab “Addresses”.
- Choose the “Invoice address”.
- Choose the “Delivery address”.
- For a delivery to a different place, fill in “One-time delivery address: name”, “Street”, “Postcode” and “City”.
- Enter the “Contact on site” and the “Phone on site” if needed.
- Click “Save”.
Forward the request to a Purchase order
- Check items, addresses, payment and delivery.
- Click “Forward to Purchase order” at the top.
- Confirm in the popup with “Forward to Purchase order”.
Good to know
- Once the request is forwarded, it is locked: changes are made only in the successor. Text lines always go along.
- If the remainder is no longer needed, use “Cancel remainder”. Only what is still open can be settled, and the document stays locked until the remainder is reopened.
- “Save” on a tab becomes active only after you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The header of the request with its main data. You can edit it here and collapse the card to save space.
- Edit Opens the header of the request for changes.
- Collapse card Folds the header card in or out.
- Take the current address from the address record Copies the current address from the address record into the request.
The lines of the request: articles and free-text lines with quantity, price, discount and total.
ColumnsPos.DescriptionQuantityPriceDiscount %Total netFlags
- Add article Adds an article from your master data as a new line.
- Free text Adds a line with free text instead of an article.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Close request | Button | Closes the request for quote. | |
| 2 | Forward to Purchase order | Button | Turns the request into a Purchase order, after you confirm in a popup. | |
| 3 | Declined | Button | Marks the request as declined. | |
| 4 | Edit | Button | Request for quote | Opens the header of the request for changes. |
| 5 | Collapse card | Button | Request for quote | Folds the header card in or out. |
| 6 | Take the current address from the address record | Button | Request for quote | Copies the current address from the address record into the request. |
| 7 | Add article | Button | Items | Adds an article from your master data as a new line. |
| 8 | Free text | Button | Items | Adds a line with free text instead of an article. |
Buttons at the top of the page
- Close request Closes the request for quote.
- Forward to Purchase order Turns the request into a Purchase order, after you confirm in a popup.
- Declined Marks the request as declined.
Buttons
- Close request
- Forward to Purchase order
- Declined
Close request
Opens on the page Record (Requests for quote) via the button Close request.
With “Close request” you mark a request for quote as settled, so that nothing more can be changed on it. You need it when the request has been dealt with and further work continues only in the successor document.
Step by step on screen
How to
A request for quote closes
- Open the request for quote in its record.
- At the top, click “Close request”.
- Read the notice in the window: afterwards the document is locked and changes are only possible in the successor.
Good to know
- Text lines always go along to the successor.
- If the remainder is no longer needed, use “Cancel remainder”.
- Only what is still open can be settled. On a quote this is what has not been ordered, on an order what has not been delivered or not invoiced, on a delivery note what has not been invoiced.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Close request | Button | Settles what is still open on the document and locks it; further changes are then only possible in the successor. |
Buttons
- Close request
Columns
DescriptionQuantitySupplier priceforSales price
Forward to Purchase order –
Opens on the page Record (Requests for quote) via the button Forward to Purchase order.
This pop-up window is where you forward a request for quote to a purchase order. You need it when the supplier's quote is accepted and you want to order from it. The request for quote is locked afterwards; further changes are made in the successor document.
Step by step on screen
How to
Forward a request for quote to a purchase order
- Open the request for quote in its record and start forwarding from there.
- Click on „Forward to Purchase order“.
Good to know
- After forwarding, the request for quote is locked. Make any further changes in the successor document.
- Text lines always go along to the successor.
- If the remainder is no longer needed, use „Cancel remainder“. Only what is still open can be settled; the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Forward to Purchase order | Button | Creates the purchase order from the request for quote. Afterwards the request for quote is locked and changes are only made in the successor. |
Buttons
- Forward to Purchase order
Columns
DescriptionQuantityopenQuantity
Addresses
Tab Addresses on the page Record (Requests for quote).
On the Addresses tab of a request for quote you define which invoice address and which delivery address apply to this document. You can also enter a one-time delivery address and the contact on site. You need this tab whenever the goods are not delivered to the address of the document itself.
Step by step on screen
How to
Choose the invoice address
- Open the Addresses tab in the request for quote.
- Choose the address to be invoiced under „Invoice address“.
- Click „Save“ at the top.
Use a one-time delivery address
- Leave „Delivery address“ empty.
- Enter the name in „One-time delivery address: name“.
- Fill in „Street“, „Postcode“ and „City“.
- Enter the country as ISO code, for example DE, under „Country (ISO, e.g. DE)“.
- Click „Save“.
Name a contact on site
- Enter the person in „Contact on site“.
- Enter the number in „Phone on site“.
- Click „Save“.
Good to know
- Fill in the one-time delivery address only if you leave „Delivery address“ empty – a selected delivery address always takes precedence.
- Once the request for quote has been forwarded, it is locked. Changes are then only possible in the successor document.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the invoice address and the delivery address of the request for quote. Alternatively, you can enter a one-time delivery address and the contact on site.
- Invoice address Choice
- Delivery address Text
Without a selection the one-time delivery address below applies – if both are empty, the document address. - One-time delivery address: name Text
Name for a delivery address that applies only to this request for quote. - Street Text
- Postcode Text
- City Text
- Country (ISO, e.g. DE) Text
Enter the country as a short ISO code, for example DE. - Contact on site Text
The person who receives the delivery or the service on site. - Phone on site Text
The phone number of the contact on site, for queries about the delivery.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Close request | Button | Closes the request for quote. | |
| 2 | Forward to Purchase order | Button | Passes the request for quote on to a purchase order. | |
| 3 | Declined | Button | Marks the request for quote as declined. | |
| 4 | Save | Button | no explanation yet | |
| 5 | Invoice address Choice | Field | Invoice and delivery address | no explanation yet |
| 6 | Delivery address Text | Field | Invoice and delivery address | Without a selection the one-time delivery address below applies – if both are empty, the document address. |
| 7 | One-time delivery address: name Text | Field | Invoice and delivery address | Name for a delivery address that applies only to this request for quote. |
| 8 | Street Text | Field | Invoice and delivery address | no explanation yet |
| 9 | Postcode Text | Field | Invoice and delivery address | no explanation yet |
| 10 | City Text | Field | Invoice and delivery address | no explanation yet |
| 11 | Country (ISO, e.g. DE) Text | Field | Invoice and delivery address | Enter the country as a short ISO code, for example DE. |
| 12 | Contact on site Text | Field | Invoice and delivery address | The person who receives the delivery or the service on site. |
| 13 | Phone on site Text | Field | Invoice and delivery address | The phone number of the contact on site, for queries about the delivery. |
Buttons
- Close request
- Forward to Purchase order
- Declined
- Save
Payment
Tab Payment on the page Record (Requests for quote).
On the “Payment” tab of a request for quote you record how the supplier is to be paid. You choose the payment method and the payment terms and can add a free text. You need this tab when the payment conditions should appear on the request and be carried over to the purchase order.
Step by step on screen
How to
Enter the payment conditions of a request for quote
- Open the request for quote and switch to the “Payment” tab.
- Select the “Payment method”.
- Select the “Payment terms”.
- If needed, enter an agreement in “Additional payment text”.
- Click “Save” at the top.
Forward the request to a purchase order
- Check the payment conditions on the “Payment” tab.
- Click “Forward to Purchase order” at the top.
Good to know
- Once a request has been forwarded, it is locked. Make changes to the payment conditions in the successor document.
- If the remainder of a request is no longer needed, use “Cancel remainder”. The document then stays locked until the remainder is reopened.
- “Save” becomes active only after you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the payment conditions for this request for quote: method, terms and an optional additional text.
- Payment method Choice
The way the payment is to be made, chosen from a list. - Payment terms Choice
The agreed terms of payment, chosen from a list. - Additional payment text Free text
A free text for agreements that the lists do not cover.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Close request | Button | Closes the request for quote. | |
| 2 | Forward to Purchase order | Button | Takes the request on to a purchase order. The request is then locked and further changes are made in the purchase order. | |
| 3 | Declined | Button | Marks the request as declined. | |
| 4 | Save | Button | no explanation yet | |
| 5 | Payment method Choice | Field | Payment | The way the payment is to be made, chosen from a list. |
| 6 | Payment terms Choice | Field | Payment | The agreed terms of payment, chosen from a list. |
| 7 | Additional payment text Free text | Field | Payment | A free text for agreements that the lists do not cover. |
Buttons
- Close request
- Forward to Purchase order
- Declined
- Save
Delivery & service
Tab Delivery & service on the page Record (Requests for quote).
On this tab you record when goods are to be delivered and when they were actually delivered or the work was performed. You use it for the request for quote to record delivery terms, the internal deadline, planned and confirmed delivery dates, and the service date needed later on the invoice.
Step by step on screen
How to
Enter the delivery terms and dates
- Open the tab „Delivery & service“ in the record of the request for quote.
- Choose the agreed terms under „Delivery terms“.
- Enter the internal deadline under „Due by“.
- Enter the planned day under „Delivery date planned“.
- As soon as the supplier has confirmed a day, enter it under „Delivery date confirmed“.
- Click „Save“ at the top.
Specify the delivery time as a calendar week
- If no exact day is known, enter the week under „Delivery week planned“, for example „CW 42“.
- Enter the week the supplier has confirmed under „Delivery week confirmed“.
- Add a free wording under „Delivery text (e.g. 1–2 weeks after order clarification)“ if needed.
- Click „Save“ at the top.
Record when the service was performed
- For a single day, enter it under „Service date“.
- For several days or a maintenance contract, enter the start under „Service period from“.
- Enter the end of the period under „to“.
- Click „Save“ at the top.
Good to know
- If you leave the service dates empty, the invoice date applies on the invoice. The delivery date above is only the plan.
- Once the request has been forwarded, the document is locked and changes are made only in the successor. If the remainder is no longer needed, use „Cancel remainder“.
- For one day, use „Service date“. For several days or a maintenance contract, use the period „Service period from“ to „to“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you record the delivery terms, the internal deadline and the planned and confirmed delivery dates or weeks.
- Delivery terms Choice
- Due by Date
Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. - Delivery date planned Date
The day on which delivery is planned, that is, when it should happen. - Delivery date confirmed Date
The day on which delivery has been confirmed. - Delivery week planned Text
Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. - Delivery week confirmed Text
The confirmed delivery week, entered in the same way as the planned week. - Delivery text (e.g. 1–2 weeks after order clarification) Text
A free wording for the delivery time when neither a day nor a week is fixed.
Here you record when goods were actually delivered or work was actually performed. This information is needed on the invoice.
- Service date Date
The day on which the goods were delivered or the work was performed. It is mandatory on the invoice and part of the e-invoice. - Service period from Date
The first day of the period, for several days or a maintenance contract. - to Date
The last day of the service period.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Close request | Button | Closes the request for quote. | |
| 2 | Forward to Purchase order | Button | Turns the request for quote into a purchase order. The document is then locked, and changes are made only in the successor. | |
| 3 | Declined | Button | Marks the request for quote as declined. | |
| 4 | Save | Button | no explanation yet | |
| 5 | Delivery terms Choice | Field | Delivery | no explanation yet |
| 6 | Due by Date | Field | Delivery | Internal deadline: when this should be done (send the quote, carry out the order). Shown as a pill at the top – yellow from two days before, red when overdue. |
| 7 | Delivery date planned Date | Field | Delivery | The day on which delivery is planned, that is, when it should happen. |
| 8 | Delivery date confirmed Date | Field | Delivery | The day on which delivery has been confirmed. |
| 9 | Delivery week planned Text | Field | Delivery | Delivery date as calendar week when no day is given: “CW 42”, “KW 42/2026”, “42/2026”. Without a year the nearest week applies. For sorting and “overdue” the Friday of the week counts. |
| 10 | Delivery week confirmed Text | Field | Delivery | The confirmed delivery week, entered in the same way as the planned week. |
| 11 | Delivery text (e.g. 1–2 weeks after order clarification) Text | Field | Delivery | A free wording for the delivery time when neither a day nor a week is fixed. |
| 12 | Service date Date | Field | Service (when delivered or performed) | The day on which the goods were delivered or the work was performed. It is mandatory on the invoice and part of the e-invoice. |
| 13 | Service period from Date | Field | Service (when delivered or performed) | The first day of the period, for several days or a maintenance contract. |
| 14 | to Date | Field | Service (when delivered or performed) | The last day of the service period. |
Buttons
- Close request
- Forward to Purchase order
- Declined
- Save
Texts
Tab Texts on the page Record (Requests for quote).
On this tab of a request for quote you enter the header text and the footer text of the document. The header text is printed before the items, the footer text after the items. You need it whenever the request should carry an introduction or a closing remark.
Step by step on screen
How to
Enter the header text and footer text of a request for quote
- Open the request for quote and switch to the tab „Texts“.
- Enter the introduction in the field „Header text (before the items)“.
- Enter the closing remark in the field „Footer text (after the items)“.
- Click „Save“ at the top.
Pass the request on or finish it
- Check the texts and click „Save“ if you have changed anything.
- To order, click „Forward to Purchase order“.
- If the supplier has turned the request down, click „Declined“.
- If the request is no longer needed, click „Close request“.
Good to know
- „Save“ only becomes active once you have changed something.
- Once the document has been passed on, it is locked – make changes in the successor document. Text lines always go along.
- If the remainder is no longer needed, use „Cancel remainder“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you write the free texts that appear on the document before and after the items.
- Header text (before the items) Free text
Free text that is printed at the beginning of the document, before the items. - Footer text (after the items) Free text
Free text that is printed at the end of the document, after the items.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Close request | Button | Closes the request for quote. | |
| 2 | Forward to Purchase order | Button | Passes the request on as a purchase order; the request is then locked and further changes are made in the successor. | |
| 3 | Declined | Button | Marks the request as declined. | |
| 4 | Save | Button | no explanation yet | |
| 5 | Header text (before the items) Free text | Field | Texts | Free text that is printed at the beginning of the document, before the items. |
| 6 | Footer text (after the items) Free text | Field | Texts | Free text that is printed at the end of the document, after the items. |
Buttons
- Close request
- Forward to Purchase order
- Declined
- Save
Links
Tab Links on the page Record (Requests for quote).
The Links tab shows how this request for quote is connected to the documents that come before and after it. You use it to check which lines have already been ordered, which are still open, and to settle a remainder that is no longer needed.
Step by step on screen
How to
Check which lines of the request are still open
- Open the Links tab in the record of the request for quote.
- Look at the area „Items – status per line“. The columns „Quantity“, „Ordered“ and „open“ show what has already been ordered and what is still missing.
Pass the request on as a purchase order
- Check the open quantities in the area „Items – status per line“.
- Click „Forward to Purchase order“ at the top.
- Work in the purchase order from here on. The request itself is locked and can no longer be changed.
Close the request or mark it as declined
- Click „Close request“ at the top if nothing more is to be done with it.
- Click „Declined“ if the request was turned down.
- Afterwards check the area „Settled remainders“ to see which remainders are counted as done.
Good to know
- Once a document has a successor, it is locked. Make further changes only in the successor. Text lines are always carried over.
- If the remainder is no longer needed, use „Cancel remainder“. Only what is still open can be settled.
- A settled quantity counts as done in every status. The document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the connections of this request to its predecessor and successor documents.
Shows for each line how much has been ordered and how much is still open. Each line has its own status.
Each line has its own status: for orders delivered and invoiced separately, for quotes ordered, for invoices cancelled. A delivery note with an invoice counts as invoiced on the order; a finalised cancellation releases the quantity again.
ColumnsPos.DescriptionQuantityOrderedopen
Lists the remainders that you have marked as no longer needed. These quantities count as done.
Shows for each line which documents it is connected to.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
Buttons
- Close request
- Forward to Purchase order
- Declined
E-mails
Tab E-mails on the page Record (Requests for quote).
The E-mails tab collects all e-mails that belong to this request for quote – sent and received. You use it to keep the e-mail traffic for the transaction together with the document.
Step by step on screen
How to
E-mails of a request for quote look up
- Open the request for quote from the list under Purchasing > Requests for quote.
- Switch to the tab „E-mails“.
- Read the e-mails for this transaction in the area „E-mails for this transaction“.
The request for quote continue or close from this tab
- If the request leads to an order, click „Forward to Purchase order“.
- If the supplier turned the request down, click „Declined“.
- If the request is no longer needed, click „Close request“.
Good to know
- Once a document has been forwarded, it is locked – make further changes in the successor document. Text lines always go along.
- If the remainder of a document is no longer needed, use „Cancel remainder“. The quantity then counts as done, and the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows all e-mails for this document, sent and received. Sending from fieldtakt will appear here automatically once available; dropping e-mail files (.eml, .msg) comes next.
As long as nothing has been created, the page shows: No e-mails for this document yet.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
Buttons
- Close request
- Forward to Purchase order
- Declined
Documents
Tab Documents on the page Record (Requests for quote).
On the Documents tab you attach files to the request for quote, such as images, PDFs, Word or Excel files. Use it when you want to keep supplier replies, drawings or other papers together with the request.
Step by step on screen
How to
Attach a file to the request for quote
- Open the request for quote and go to the Documents tab.
- Click “Choose files” and select one or more files on your computer.
- Check that each file is an image (JPG, PNG, WEBP), PDF, Word or Excel file and no larger than 20 MB.
- Click “Upload document”.
Forward the request to a purchase order
- Click “Forward to Purchase order” at the top of the request.
- Be aware that the request is locked afterwards. Changes are then made only in the successor document.
Close or decline a request
- Click “Close request” at the top if the request is finished.
- Click “Declined” if the request is not going ahead.
Good to know
- Each file may be at most 20 MB. Allowed are images (JPG, PNG, WEBP), PDF, Word and Excel.
- After forwarding, the request is locked. If the remainder is no longer needed, use “Cancel remainder”.
- Only what is still open can be settled. The document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you upload files for this request for quote. Only the files you attach here are kept with this document.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens a window in which you select the files to attach from your computer.
- Upload document Attaches the selected files to this request for quote.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Close request | Button | Closes the request for quote at the top of the page. | |
| 2 | Forward to Purchase order | Button | Turns the request into a purchase order. The request is locked afterwards, and changes are made only in the successor. | |
| 3 | Declined | Button | Marks the request for quote as declined. | |
| 4 | Choose files | Button | Documents | Opens a window in which you select the files to attach from your computer. |
| 5 | Upload document | Button | Documents | Attaches the selected files to this request for quote. |
Buttons
- Close request
- Forward to Purchase order
- Declined
Additional fields
Tab Additional fields on the page Record (Requests for quote).
This tab holds the custom fields for a request for quote, for example a customer project number or a construction phase. Use it when your company wants to record information on the request that the standard fields do not cover. The fields available here depend on what has been set up in the settings.
Step by step on screen
How to
Additional information on a request for quote
- Open the request for quote from the list of requests by clicking its row.
- Switch to the tab „Additional fields“.
- Fill in the custom fields shown in the area „Additional fields“. If no fields appear, none have been set up yet in the settings.
Passing the request on or closing it
- If the supplier has sent an offer you want to accept, click „Forward to Purchase order“ at the top.
- If the supplier has turned the request down, click „Declined“.
- If the request is no longer needed, click „Close request“.
Good to know
- Once a request has been forwarded, it is locked. Make further changes in the successor document.
- If the remaining quantity is no longer needed, use „Cancel remainder“. The quantity then counts as done, and the document stays locked until the remainder is reopened.
- If this tab shows no fields, no custom fields have been set up yet for this document type.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the custom fields that your company has defined for this document type. They are set up once in the settings.
As long as nothing has been created, the page shows: No custom fields for this document type yet.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
Buttons
- Close request
- Forward to Purchase order
- Declined
Notes
Tab Notes on the page Record (Requests for quote).
On the Notes tab you keep internal remarks about this request for quote. The text is only for your own team: it is never printed, never e-mailed and never shown to the supplier or in the customer portal. You need it whenever something about the request should be remembered but must not appear on any document.
Step by step on screen
How to
Write an internal note
- Open the request for quote and switch to the Notes tab.
- Click into the field “Note” and type your text.
- Click “Save”.
Add a note with date, time and your name
- Click “Timestamp”.
- Date, time and your name are added at the start of the note.
- Write your text after it.
- Click “Save”.
Good to know
- The note can be changed even after the request is locked, so you can still add remarks later.
- When you create a new version of the request, the note is taken over. When you forward the request to a purchase order, it is not.
- Notes from predecessor documents are shown below the field.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
A large text field for internal remarks about this request. It is never printed, never e-mailed and never shown in the customer portal or e-invoice.
- Note Free text
Free text for anything your team should know about this request; it can be changed even if the document is locked or finalised.
- Timestamp Adds date, time and your name at the start of the note.
- Save Saves the note.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Close request | Button | Closes the request; the document is then locked and further changes are made only in the successor. | |
| 2 | Forward to Purchase order | Button | Creates the successor document, a purchase order, from this request. | |
| 3 | Declined | Button | Marks the request as declined. | |
| 4 | Note Free text | Field | Notes (internal) | Free text for anything your team should know about this request; it can be changed even if the document is locked or finalised. |
| 5 | Timestamp | Button | Notes (internal) | Adds date, time and your name at the start of the note. |
| 6 | Save | Button | Notes (internal) | Saves the note. |
Buttons
- Close request
- Forward to Purchase order
- Declined
Activities
Tab Activities on the page Record (Requests for quote).
The Activities tab belongs to a request for quote in Purchasing. It is meant for the activities that go with this request. From here you can also use the buttons at the top to close the request, forward it to a purchase order or mark it as declined.
Step by step on screen
How to
Close a request for quote
- Open the request for quote from the list of requests for quote.
- At the top, click “Close request”.
Forward a request for quote to a purchase order
- Open the request for quote you want to order from.
- At the top, click “Forward to Purchase order”.
Mark a request for quote as declined
- Open the request for quote.
- At the top, click “Declined”.
Good to know
- Once a document has been forwarded, it is locked. Make changes in the successor document; text lines always go along.
- If the remainder of a document is no longer needed, use “Cancel remainder”. Only what is still open can be settled this way, and the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
Buttons
- Close request
- Forward to Purchase order
- Declined
Purchase orders
In progress25 %
In the menu under Purchasing › Purchase orders.
The Purchase orders page lists all purchase orders sent to your suppliers. You use it to see which orders are still open, partly forwarded, completed or cancelled, and to create a new purchase order.
Step by step on screen
How to
Create a new purchase order
- At the top, click “New purchase order”.
- In the popup, choose the supplier in the “Supplier *” field.
- If the supplier is blocked, enter the reason in “Override block – reason”.
- Confirm with “New purchase order” in the popup.
Show only purchase orders with a certain status
- Click the tile for the status you want, for example “open”.
- The list now shows only the matching purchase orders.
- To see all purchase orders again, click “All”.
Open a purchase order
- Click the row of the purchase order once.
- The file of the purchase order opens. Changes are made there.
Good to know
- The tiles above the list are also the filters: a click on a tile filters the list, “All” removes the filter.
- A single click on a row opens the file of the purchase order; changing and deleting are only possible there.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New purchase order | Button | Opens a popup in which you create a new purchase order. | |
| 2 | All | Tile | Shows all purchase orders and removes the current filter. | |
| 3 | open | Tile | Shows only purchase orders that are still open. | |
| 4 | partly forwarded | Tile | Shows only purchase orders that have been forwarded in part. | |
| 5 | completed | Tile | Shows only purchase orders that are completed. | |
| 6 | cancelled | Tile | Shows only purchase orders that have been cancelled. |
Buttons at the top of the page
- New purchase order Opens a popup in which you create a new purchase order.
Functions
- All
- open
- partly forwarded
- completed
- cancelled
Buttons
- New purchase order
New purchase order
Opens on the page Purchase orders via the button New purchase order.
In this window you start a new purchase order for a supplier. You choose the supplier, and the purchase order is created for them. You need it whenever you want to order goods or services from a supplier.
Step by step on screen
How to
Create a new purchase order
- Open the window with the button „New purchase order“ on the Purchase orders page.
- Choose the supplier in the field „Supplier *“.
- Click „New purchase order“ in the window to create the purchase order.
Create a purchase order for a blocked or non-prepaid address
- Choose the supplier in the field „Supplier *“.
- Enter a reason in the field „Override block – reason“.
- Click „New purchase order“ in the window. The reason then appears as a yellow pill „Block overridden“ on the new document and in the log.
Good to know
- If the supplier you are looking for does not appear in the selection, the address probably does not yet have the role „Supplier“. Set it in the address under master data → address type.
- The reason for overriding a block is recorded in the log, so write it so that colleagues can understand it later.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the supplier for the new purchase order. If the address is blocked or the order is not prepaid, you also enter the reason for creating it anyway.
- Supplier * Choice
Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- New purchase order Creates the purchase order for the chosen supplier.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New purchase order | Button | Creates the purchase order for the chosen supplier. | |
| 2 | Supplier * Choice | Field | New purchase order | Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. |
| 3 | Override block – reason Text | Field | New purchase order | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | New purchase order | Button | New purchase order | Creates the purchase order for the chosen supplier. |
Buttons
- New purchase order
Goods receipts
In the menu under Purchasing › Goods receipts.
On this page you see all goods receipts from purchasing in one list. You use it to record incoming goods from a supplier and to keep track of which receipts are still open, partly forwarded or completed.
Step by step on screen
How to
Record a new goods receipt
- Click “New goods receipt” at the top.
- In the popup, choose the supplier in the field “Supplier *”.
- If the supplier is blocked, fill in “Override block – reason” so that you can still book the receipt.
- Confirm the popup to create the goods receipt.
Show only goods receipts with a certain status
- Click the tile that matches the status you are looking for: “open”, “partly forwarded” or “completed”. [[open]] [[partly forwarded]]
- Click “All” to remove the filter and see every goods receipt again.
Open an existing goods receipt
- Find the goods receipt in the list. You can use the search, which filters while you type.
- Click the row once to open the file. Changing and deleting are only possible there.
Good to know
- The tiles above the list are also the filters: a click filters, “All” removes the filter.
- A field marked with * must be filled in before you can create the goods receipt.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New goods receipt | Button | Opens a popup in which you start a new goods receipt for a supplier. | |
| 2 | All | Tile | Shows all goods receipts and removes any status filter. | |
| 3 | open | Tile | Shows goods receipts that have not been forwarded yet; a click on the tile filters the list accordingly. | |
| 4 | partly forwarded | Tile | Shows goods receipts that have been forwarded only in part; a click on the tile filters the list accordingly. | |
| 5 | completed | Tile | Shows goods receipts that are completely dealt with; a click on the tile filters the list accordingly. |
Buttons at the top of the page
- New goods receipt Opens a popup in which you start a new goods receipt for a supplier.
Functions
- All
- open
- partly forwarded
- completed
Buttons
- New goods receipt
New goods receipt
Opens on the page Goods receipts via the button New goods receipt.
In this window you create a new goods receipt for a supplier. You need it when ordered goods arrive and you want to record the receipt in fieldtakt. You choose the supplier here; the goods receipt itself is created with the button.
Step by step on screen
How to
Create a new goods receipt
- Open the window with the button „New goods receipt“.
- Choose the supplier in the field „Supplier *“.
- Click on „New goods receipt“ in the window to create the document.
Create a goods receipt for a blocked supplier or an order that is not prepaid
- Choose the supplier in the field „Supplier *“.
- Enter the reason in the field „Override block – reason“.
- Click on „New goods receipt“ in the window. The document is created anyway.
Good to know
- If a supplier is missing from the selection, give the address the role „Supplier“ in its master data under address type.
- Use „Override block – reason“ only when it is really necessary: the reason stays visible on the document and in the log.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the supplier and, if necessary, give a reason for overriding a block. Then you create the goods receipt.
- Supplier * Choice
Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- New goods receipt Creates the goods receipt for the chosen supplier.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New goods receipt | Button | Creates the goods receipt for the chosen supplier. | |
| 2 | Supplier * Choice | Field | New goods receipt | Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. |
| 3 | Override block – reason Text | Field | New goods receipt | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | New goods receipt | Button | New goods receipt | Creates the goods receipt for the chosen supplier. |
Buttons
- New goods receipt
Supplier invoices
In the menu under Purchasing › Supplier invoices.
On this page you see all supplier invoices received in Purchasing. You use it to record a new invoice from a supplier and to keep track of which invoices are still open and which are approved for payment.
Step by step on screen
How to
Record a new supplier invoice
- Click “Record supplier invoice” at the top.
- Select the supplier in the field “Supplier *”.
- If the supplier is blocked and you still want to record the invoice, enter the reason in “Override block – reason”.
- Confirm with “Record supplier invoice” in the popup.
Show only open or approved invoices
- Click the tile “open” to see only invoices that are still open.
- Click the tile “approved for payment” to see only invoices that are approved for payment.
- Click “All” to remove the filter again.
Good to know
- The tiles above the list are also the filters. “All” cancels the filter.
- A blocked supplier can only be booked with a reason in “Override block – reason”, so state the reason clearly.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Record supplier invoice | Button | Opens a popup in which you record a newly received supplier invoice. | |
| 2 | All | Tile | Shows all supplier invoices; a click on it removes any filter you have set. | |
| 3 | open | Tile | Shows the supplier invoices that are still open; a click on the tile filters the list to them. | |
| 4 | approved for payment | Tile | Shows the supplier invoices that have been approved for payment; a click on the tile filters the list to them. |
Buttons at the top of the page
- Record supplier invoice Opens a popup in which you record a newly received supplier invoice.
Functions
- All
- open
- approved for payment
Buttons
- Record supplier invoice
Record supplier invoice
Opens on the page Supplier invoices via the button Record supplier invoice.
Use this window to record an incoming invoice from a supplier. You choose the supplier and, only if needed, give a reason for overriding a block. You need it whenever a supplier invoice arrives and has to be entered in Purchasing.
Step by step on screen
How to
Record a supplier invoice
- In Purchasing > Supplier invoices, click “Record supplier invoice”.
- Choose the supplier in the “Supplier *” field.
- Click “Record supplier invoice” in the window to create the document.
Record an invoice although the address is blocked or the order is not prepaid
- Choose the supplier in the “Supplier *” field.
- Enter the reason in the “Override block – reason” field.
- Click “Record supplier invoice” in the window. The new document shows a yellow pill “Block overridden”.
Good to know
- If the supplier does not appear in the list, check that the address has the role “Supplier”.
- Use “Override block – reason” only in real exceptions: the reason stays visible on the document and in the log.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the supplier for the new supplier invoice and, if needed, give a reason for overriding a block.
- Supplier * Choice
Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- Record supplier invoice Creates the supplier invoice for the chosen supplier.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Record supplier invoice | Button | Creates the supplier invoice for the chosen supplier. | |
| 2 | Supplier * Choice | Field | Record supplier invoice | Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. |
| 3 | Override block – reason Text | Field | Record supplier invoice | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | Record supplier invoice | Button | Record supplier invoice | Creates the supplier invoice for the chosen supplier. |
Buttons
- Record supplier invoice
Addresses
In progress75 %
In the menu under Master Data › Addresses.
The Addresses page is your list of all business partners: clients, suppliers, partners, prospects and subcontractors. Use it to find an address, open its record or create a new address.
Step by step on screen
How to
Create a new address
- Click “New address” at the top.
- Enter the company name.
- Select the address type.
- Check or change the address number.
- Click “Next” and fill in the postal address. At least street and city are required.
- Click “Next” again and enter phone, email, website and notes. Then complete the creation.
Show only one type of address
- Click the tile of the desired type above the list, for example “Client”.
- Click “All” to remove the filter.
Open an address record
- Click the row of the address in the list. The record opens.
Good to know
- Click on a row to open the address record. Editing and deleting are only possible there.
- The tiles above the list are also the filters. You can adjust them with “Kacheln anpassen”, and the columns with “Spalten anpassen”; each user sets this for themselves.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list of all addresses with number, name, contact, city and phone. The last two columns show how many locations and work orders belong to the address.
ColumnsNumberNameContactCityPhoneLocationsWork orders
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New address | Button | Opens the dialog for creating a new address in several steps. | |
| 2 | All | Tile | Shows all addresses without a filter. | |
| 3 | Client | Tile | Shows only addresses of the type Client. | |
| 4 | Supplier | Tile | Shows only addresses of the type Supplier. | |
| 5 | Partner | Tile | Shows only addresses of the type Partner. | |
| 6 | Prospect | Tile | Shows only addresses of the type Prospect. | |
| 7 | Subcontractor | Tile | Shows only addresses of the type Subcontractor. |
Buttons at the top of the page
- New address Opens the dialog for creating a new address in several steps.
Functions
- All
- Client
- Supplier
- Partner
- Prospect
- Subcontractor
Buttons
- New address
New address
Opens on the page Addresses via the button New address.
This pop-up window is where you create a new address, for example a new customer or a property address. You step through it with the buttons „Back“ and „Next“ and enter the company data, the postal address and the means of communication.
Step by step on screen
How to
Create a new address
- Enter the name of the company.
- Select the Address type.
- Check the suggested Address number or enter the number from your legacy system. It must be unique.
- Fill in the postal address: Street & number and City are required.
- Optionally enter Phone, Email, Website and Notes.
- Click „Next“ to continue.
Fill in the postal address using the address search
- Start typing the address in the field „Find postal address“. Suggestions appear while you type.
- Click the matching suggestion. The address fields are filled in and the coordinates are stored.
- Check Street & number, Postal code, City and Country and correct them if needed.
Create the address as a site at the same time
- Tick „Address is also a site“.
- Complete the postal address. The site then receives the same name and address.
- Click „Next“ to continue.
Good to know
- Using the address search saves typing and stores the coordinates at the same time.
- The address number must be unique. If you take over numbers from your legacy system, check that none is used twice.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, the type and the number of the address and decide whether the address is also a site.
- Company Name * Text
The name of the company. This is a required field. - Address type Choice
Choose here what kind of address this is. - Address number Text
Suggestion from the number range – or enter the number from your legacy system. Must be unique. - Address is also a site Tick box
Creates a site with the same name and address and keeps it in step – e.g. for property addresses.
Here you enter the address of the company, either by typing it in or by using the address search. The coordinates for the map are stored here as well.
- Find postal address Text
Typing shows suggestions; a click fills the fields and stores the coordinates. - Street & number * Text
Street and house number of the address. This is a required field. - Postal code Text
- City * Text
The city of the address. This is a required field. - Country Choice
- Coordinates
Shows the stored position of the address on the map. It is filled in by the address search or by „Locate“.
- Locate Determines the coordinates of the entered address.
Here you enter how the company can be reached and add any notes.
- Phone Text
- Email E-mail
- Website Text
- Notes Free text
Free text for any additional information about this address.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Back | Button | no explanation yet | |
| 2 | Next | Button | Continues to the next step of the pop-up window. | |
| 3 | Company Name * Text | Field | Company Data | The name of the company. This is a required field. |
| 4 | Address type Choice | Field | Company Data | Choose here what kind of address this is. |
| 5 | Address number Text | Field | Company Data | Suggestion from the number range – or enter the number from your legacy system. Must be unique. |
| 6 | Address is also a site Tick box | Field | Company Data | Creates a site with the same name and address and keeps it in step – e.g. for property addresses. |
| 7 | Find postal address Text | Field | Postal address | Typing shows suggestions; a click fills the fields and stores the coordinates. |
| 8 | Street & number * Text | Field | Postal address | Street and house number of the address. This is a required field. |
| 9 | Postal code Text | Field | Postal address | no explanation yet |
| 10 | City * Text | Field | Postal address | The city of the address. This is a required field. |
| 11 | Country Choice | Field | Postal address | no explanation yet |
| 12 | Coordinates | Field | Postal address | Shows the stored position of the address on the map. It is filled in by the address search or by „Locate“. |
| 13 | Locate | Button | Postal address | Determines the coordinates of the entered address. |
| 14 | Phone Text | Field | Communication | no explanation yet |
| 15 | Email | Field | Communication | no explanation yet |
| 16 | Website Text | Field | Communication | no explanation yet |
| 17 | Notes Free text | Field | Communication | Free text for any additional information about this address. |
Buttons
- Back
- Next
Record (Addresses)
Click an entry in the list Addresses.
This page is the record of one address, such as a customer or supplier. It brings together the master data, contacts, central e-mails and, on the tabs, everything else that belongs to the address: locations, service orders, financial data, customer prices, documents and notes. You use it to look up or change what is stored about a business partner.
Step by step on screen
How to
Create a new contact for the address
- In the “Contacts” area, click “New contact”.
- Enter the last name. This is a required field.
- Add the first name, phone, mobile and e-mail as far as known.
- Select the functions of the contact.
- Tick “Primary” if this is the main contact.
- Click “Save”.
Change a contact or remove it from the address
- In the “Contacts” area, click “Edit” at the contact.
- Change the data, for example phone or e-mail.
- Remove the tick at “Active” if the contact is no longer to be used.
- Click “Save”.
- To only detach the contact from this address, click “Remove assignment (contact stays)” and confirm the question.
Add a central e-mail
- In the “Central e-mails” area, click “E-mail”.
- Select the purpose, for example invoices or purchasing.
- Enter the e-mail address.
- Add a note if needed.
- Click “Save”.
Change the master data of the address
- In the “Master data” area, click “Edit”.
- Change the company name, address or contact data.
- Click “Save”.
Good to know
- When sending documents, fieldtakt first suggests the central e-mail with the matching purpose, then “General”, then the main e-mail of the address.
- You can store several addresses per purpose. The first e-mail for “Invoices” is also used as the e-invoice e-mail.
- Changes and deletions are only possible in the record itself, not in the list.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the basic data of the address. The area can be collapsed with “Collapse card”, and changes are made via “Edit”.
- Edit
- Collapse card Folds the “Master data” area together so that more room is left for the rest of the page.
Lists the people who belong to this address with their functions, phone and e-mail. Here you create, edit or detach contacts.
ColumnsNameFunctionsPhoneEmailActions
- New contact
- Edit
- Remove assignment (contact stays) Detaches the contact from this address. The contact itself is kept. A confirmation question appears first.
Holds the company’s mailboxes per purpose, for example for invoices or purchase orders. When you send documents, fieldtakt suggests the matching address.
- E-mail Opens the popup to add a central e-mail for this address.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Edit | Button | Master data | no explanation yet |
| 2 | Collapse card | Button | Master data | Folds the “Master data” area together so that more room is left for the rest of the page. |
| 3 | New contact | Button | Contacts | no explanation yet |
| 4 | Edit | Button | Contacts | no explanation yet |
| 5 | Remove assignment (contact stays) | Button | Contacts | Detaches the contact from this address. The contact itself is kept. A confirmation question appears first. |
| 6 | Button | Central e-mails | Opens the popup to add a central e-mail for this address. |
New contact
Opens on the page Record (Addresses) via the button New contact.
In this window you create a new contact person for an address. You need it when a new person at a customer or supplier should be recorded with their name, phone numbers, email and function.
Step by step on screen
How to
Create a new contact
- Enter the last name of the person. This field is required.
- Enter the first name.
- Enter the phone number, the mobile number and the email address as needed.
- Choose the function of the person in the list.
- Tick "Primary" if this person is the main contact of the address.
- Click "Save" to create the contact.
Good to know
- A function you enter freshly is stored in the list on saving (Settings → Lists). You can then choose it directly for the next contact.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the personal and contact details of the new person and assign a function to them.
- First name Text
- Last name * Text
The last name is the only required field; without it you cannot save the contact. - Phone Text
- Mobile Text
The mobile phone number of the person, in addition to the phone number. - Email E-mail
- Functions Choice
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. - Primary Tick box
Tick this box to mark the person as the primary contact of this address.
- Save Saves the new contact and adds it to the address.
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the new contact and adds it to the address. | |
| 2 | First name Text | Field | New contact | no explanation yet |
| 3 | Last name * Text | Field | New contact | The last name is the only required field; without it you cannot save the contact. |
| 4 | Phone Text | Field | New contact | no explanation yet |
| 5 | Mobile Text | Field | New contact | The mobile phone number of the person, in addition to the phone number. |
| 6 | Email | Field | New contact | no explanation yet |
| 7 | Functions Choice | Field | New contact | A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. |
| 8 | Primary Tick box | Field | New contact | Tick this box to mark the person as the primary contact of this address. |
| 9 | Save | Button | New contact | Saves the new contact and adds it to the address. |
Buttons
- Save
Edit
Opens on the page Record (Addresses) via the button Edit.
In this window you edit the details of an existing contact person in an address record. You use it when a name, phone number, email address or function has changed, or when a contact is no longer active.
Step by step on screen
How to
Change the details of a contact
- Enter or correct the name in the field „First name“.
- Enter or correct the surname. This is a required field.
- Update the phone numbers in the fields „Phone“ and „Mobile“.
- Enter the email address in the field „Email“.
- Click on „Save“ at the top.
Set the function of a contact
- Open the selection in the field „Functions“.
- Choose a function from the list, or enter a new one.
- Click on „Save“. A new function is then available for the next contact.
Mark a contact as no longer active
- Remove the tick in the box „Active“.
- Click on „Save“.
Good to know
- A function you type in new is stored in the list on saving. Check the spelling beforehand so that no duplicates arise.
- If a contact is no longer reachable, remove the tick at „Active“ instead of deleting the contact.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you change all the details of the contact: name, phone numbers, email address, function and whether the contact is active.
- First name Text
- Last name * Text
The surname is required; you cannot save without it. - Phone Text
- Mobile Text
- Email E-mail
- Functions Choice
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. - Active Tick box
Tick this box while the contact is still in use. Remove the tick when the contact is no longer to be used.
- Save Saves your changes to the contact. The button only becomes active once you have changed something.
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the contact. The button only becomes active once you have changed something. | |
| 2 | First name Text | Field | Edit | no explanation yet |
| 3 | Last name * Text | Field | Edit | The surname is required; you cannot save without it. |
| 4 | Phone Text | Field | Edit | no explanation yet |
| 5 | Mobile Text | Field | Edit | no explanation yet |
| 6 | Email | Field | Edit | no explanation yet |
| 7 | Functions Choice | Field | Edit | A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. |
| 8 | Active Tick box | Field | Edit | Tick this box while the contact is still in use. Remove the tick when the contact is no longer to be used. |
| 9 | Save | Button | Edit | Saves your changes to the contact. The button only becomes active once you have changed something. |
Buttons
- Save
Add central e-mail
Opens on the page Record (Addresses) via the button E-mail.
In this window you add a central e-mail address to an address record. A central e-mail address belongs to the company as a whole, for example a general office or invoicing mailbox, and not to a single contact person. You need it whenever the company has a shared mailbox that should be stored in the record.
Step by step on screen
How to
Add a central e-mail address
- Choose the intended use of the address under „Purpose *“.
- Enter the address under „E-mail *“.
- If needed, add a short remark under „Note“.
- Click „Save“ to store the central e-mail address.
Good to know
- Fields marked with * are required: without „Purpose *“ and „E-mail *“ the entry cannot be saved.
- „Save“ only becomes active once you have changed something.
- If the button or the window is missing for you, you lack the right to add e-mail addresses. Please ask your administrator.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the purpose, the e-mail address and, if needed, a note for the new central e-mail address.
- Purpose * Choice
Choose what the address is used for, so that everyone knows later which mailbox to use for which topic. This is a required field. - E-mail * E-mail
Enter the complete e-mail address of the central mailbox. This is a required field. - Note Text
Optional free text for additional information, for example who reads this mailbox or when it is monitored.
- Save Stores the central e-mail address in the address record and closes the window.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Stores the central e-mail address in the address record and closes the window. | |
| 2 | Purpose * Choice | Field | Add central e-mail | Choose what the address is used for, so that everyone knows later which mailbox to use for which topic. This is a required field. |
| 3 | E-mail * | Field | Add central e-mail | Enter the complete e-mail address of the central mailbox. This is a required field. |
| 4 | Note Text | Field | Add central e-mail | Optional free text for additional information, for example who reads this mailbox or when it is monitored. |
| 5 | Save | Button | Add central e-mail | Stores the central e-mail address in the address record and closes the window. |
Buttons
- Save
Locations
Tab Locations on the page Record (Addresses).
On this tab you see all sites (places where work is carried out) that belong to the address. You use it to create new sites for a customer and to check at a glance how many assets and work orders each site has.
Step by step on screen
How to
Create a new site for the address
- Click “New site” at the top of the list.
- Enter the name of the place under “Name *”.
- Enter the street and number, and the city. Add the postal code and country if needed.
- Alternatively, use “Find postal address” to have the address suggested.
- Click “Next” and check the assignment to the address.
- Add “Notes for the technician (access, keys, hours)” if the technician needs them.
Save the position of a site as coordinates
- Fill in the postal address in the popup “New site”.
- Click “Locate”.
- Check the result under “Coordinates”.
Remove a site from the address
- Select the site in the list.
- Click “Remove assignment (site stays)”.
- Confirm the confirmation prompt. The site itself is kept; only the assignment to this address is removed.
Good to know
- Fields marked with * (“Name *”, “Street & number *”, “City *”) are required.
- “Remove assignment (site stays)” does not delete anything: the site, its assets and work orders remain in place.
- Enter access, keys and opening hours in the notes for the technician so they are available when planning a job.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists all sites assigned to this address. For each site you see the name, the postal address and the number of assets and work orders.
ColumnsNamePostal addressAssetsWork ordersActions
- New site
- Remove assignment (site stays) Detaches the site from this address. The site itself is not deleted and remains available.
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New site
Opens on the page Locations via the button New site.
In this window you create a new site for an address. A site is a place where you carry out work, for example a customer's plant or building. You need it when a customer has a new location that is not yet on record.
Step by step on screen
How to
Create a new site
- Enter the name of the site.
- Type into „Find postal address“ and click a suggestion. The fields below fill in automatically.
- Check or complete „Street & number *“ and „City *“.
- Select the „Address“ the site belongs to. Leave it empty if the site is not assigned yet.
- Add notes for the technician, such as access, keys or opening hours.
- Click „Next“ to continue.
Enter the postal address manually and locate it
- Fill in „Street & number *“, „Postal code“ and „City *“.
- Select the „Country“.
- Click „Locate“ to determine the position.
- Check the entry under „Coordinates“.
Good to know
- Fields marked with * are required: „Name *“, „Street & number *“ and „City *“.
- Using „Find postal address“ is faster than typing and saves the coordinates right away.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you give the site a name by which you recognise it later.
- Name * Text
Here you enter where the site is located. You can look up the address or type it in yourself.
- Find postal address Text
Typing shows suggestions; a click fills the fields and stores the coordinates. - Street & number * Text
- Postal code Text
- City * Text
- Country Choice
- Coordinates
Shows the position of the site once the address has been found or located.
- Locate Determines the coordinates of the site from the postal address you entered.
Here you link the site to an address and add notes for your colleagues and the technicians.
- Address Choice
Empty = not assigned to an address yet. Equipment moves along on change. - Notes for the technician (access, keys, hours) Free text
Information the technician needs on site, such as access, keys or opening hours. - Notes Free text
Free notes about the site for internal use.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Back | Button | no explanation yet | |
| 2 | Next | Button | Takes you to the next step of creating the site. | |
| 3 | Name * Text | Field | Place | no explanation yet |
| 4 | Find postal address Text | Field | Postal address | Typing shows suggestions; a click fills the fields and stores the coordinates. |
| 5 | Street & number * Text | Field | Postal address | no explanation yet |
| 6 | Postal code Text | Field | Postal address | no explanation yet |
| 7 | City * Text | Field | Postal address | no explanation yet |
| 8 | Country Choice | Field | Postal address | no explanation yet |
| 9 | Coordinates | Field | Postal address | Shows the position of the site once the address has been found or located. |
| 10 | Locate | Button | Postal address | Determines the coordinates of the site from the postal address you entered. |
| 11 | Address Choice | Field | Assignment | Empty = not assigned to an address yet. Equipment moves along on change. |
| 12 | Notes for the technician (access, keys, hours) Free text | Field | Assignment | Information the technician needs on site, such as access, keys or opening hours. |
| 13 | Notes Free text | Field | Assignment | Free notes about the site for internal use. |
Buttons
- Back
- Next
Service orders
Tab Service orders on the page Record (Addresses).
The tab „Service orders“ belongs to the address record. It is the place in the address for everything to do with service orders. The page structure supplied here contains no fields, buttons or sections of its own for this tab.
Good to know
- The tab sits in the record of an address, next to the tabs „Contacts“, „Locations“ and „Financial“. Open the address first by clicking its row in the address list.
Look up
Columns
No.TitleLocationTypePriorityStatusDate
Financial
Tab Financial on the page Record (Addresses).
On the Financial tab you store everything an address needs for commercial processing: payment terms, credit limit, blocks, tax identifiers, e-invoice details and bank details. You also see which amounts are still open for this address. You need the tab when you set up a new customer or supplier, or when you want to block an address.
Step by step on screen
How to
Payment terms and credit limit for an address
- Under „Payment Terms“, choose the entry in the field „Payment terms“.
- Choose the „Payment Method“.
- Choose the „Currency“.
- Enter the „Credit Limit“.
- If the address gets a fixed discount, enter it in „Address discount %“.
- Click „Save“ at the top.
Blocking an address
- Under „Blocks“, tick the matching box: „Insolvent“, „Delivery block“ or „Individual block“.
- Enter the „Reason“. It is required for the individual block.
- Click „Save“.
Preparing an address for e-invoices
- Under „E-invoice“, choose the „Format“.
- For public-sector customers, enter the „Routing ID (Leitweg-ID)“.
- Check the „E-mail for invoices“.
- Click „Save“.
Good to know
- A blocked address gets no new documents. Users with the right „Override block“ can still create a document if they enter a reason.
- New documents take the e-invoice details from the invoice recipient.
- The reason for a block appears on the red pill everywhere, so word it clearly.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows what this address still has to pay and what you still have to pay it.
- Receivables open
Shows what this address still has to pay you; the figures match the open item lists, and a click on a row opens the document on the Payment tab. - Payables open
Shows what you still have to pay this address; the figures match the open item lists, and a click on a row opens the document on the Payment tab.
Holds the payment terms, payment method, currency, credit limit and a fixed discount for this address.
Due date, discount and discount period come from the payment terms – change only via the gear (with permission).
- Payment terms Choice
Determines due date, discount and discount period; you change the terms themselves only via the gear (with permission). - Payment Method Choice
- Conditions Text
Free text for further agreements on payment. - Currency Choice
- Credit Limit Number
The maximum amount of open receivables you want to allow this address. - Address discount % Text
Applies to discountable articles; the maximum discount on the article limits it.
Lets you stop new documents for this address and record the reason.
Blocked addresses get no new documents: Insolvent and individual block – no new quote, order, delivery note, invoice, request or purchase order; what has already been delivered or ordered continues (delivery note → invoice, credit note, goods receipt, supplier invoice). Delivery block – deliver nothing: no delivery note and no invoice that delivers itself; quotes and orders are allowed. The reason is shown on the red pill everywhere. Users with the right “Override block” may still create a document with a reason.
- Insolvent Tick box
Blocks all new documents; what has already been delivered or ordered continues. - Delivery block Tick box
Nothing is delivered: no delivery note and no invoice that delivers itself; quotes and orders are still allowed. - Individual block Tick box
Blocks new documents like „Insolvent“, for cases you decide yourself; a reason is required. - Reason Free text
Shown on the red pill in the address and in every document. Required for the individual block.
Holds the tax and register numbers of the company.
- VAT ID Text
The VAT identification number of the company. - Tax Number Text
The tax number of the company. - Trade Register Text
The trade register entry of the company. - DUNS Number Text
The DUNS number of the company.
Assigns this customer’s own price list.
- Price matrix sales Choice
This customer’s price list – a match replaces list price, tier and address discount.
Holds the delivery terms that apply to this address.
- Delivery terms Choice
The delivery terms that apply to this address.
Holds the details for sending electronic invoices.
Mandatory for public-sector customers (XRechnung with routing ID). New documents take these details from the invoice recipient.
- Format Choice
The format in which invoices for this address are created. - Routing ID (Leitweg-ID) Text
The routing ID of public-sector customers; it is needed for XRechnung. - E-mail for invoices
Comes from the central e-mails (purpose “Invoices”, tab Contacts).
Holds the bank account of this address.
- IBAN Text
The account number of the address. - BIC/SWIFT Text
The bank code that belongs to the IBAN. - Bank Text
The name of the bank. - Account Holder Text
The name of the account holder.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab; it becomes active only after you have changed something. | |
| 2 | Receivables open | Field | Open items | Shows what this address still has to pay you; the figures match the open item lists, and a click on a row opens the document on the Payment tab. |
| 3 | Payables open | Field | Open items | Shows what you still have to pay this address; the figures match the open item lists, and a click on a row opens the document on the Payment tab. |
| 4 | Payment terms Choice | Field | Payment Terms | Determines due date, discount and discount period; you change the terms themselves only via the gear (with permission). |
| 5 | Payment Method Choice | Field | Payment Terms | no explanation yet |
| 6 | Conditions Text | Field | Payment Terms | Free text for further agreements on payment. |
| 7 | Currency Choice | Field | Payment Terms | no explanation yet |
| 8 | Credit Limit Number | Field | Payment Terms | The maximum amount of open receivables you want to allow this address. |
| 9 | Address discount % Text | Field | Payment Terms | Applies to discountable articles; the maximum discount on the article limits it. |
| 10 | Insolvent Tick box | Field | Blocks | Blocks all new documents; what has already been delivered or ordered continues. |
| 11 | Delivery block Tick box | Field | Blocks | Nothing is delivered: no delivery note and no invoice that delivers itself; quotes and orders are still allowed. |
| 12 | Individual block Tick box | Field | Blocks | Blocks new documents like „Insolvent“, for cases you decide yourself; a reason is required. |
| 13 | Reason Free text | Field | Blocks | Shown on the red pill in the address and in every document. Required for the individual block. |
| 14 | VAT ID Text | Field | Company Identifiers | The VAT identification number of the company. |
| 15 | Tax Number Text | Field | Company Identifiers | The tax number of the company. |
| 16 | Trade Register Text | Field | Company Identifiers | The trade register entry of the company. |
| 17 | DUNS Number Text | Field | Company Identifiers | The DUNS number of the company. |
| 18 | Price matrix sales Choice | Field | Price matrix | This customer’s price list – a match replaces list price, tier and address discount. |
| 19 | Delivery terms Choice | Field | Delivery | The delivery terms that apply to this address. |
| 20 | Format Choice | Field | E-invoice | The format in which invoices for this address are created. |
| 21 | Routing ID (Leitweg-ID) Text | Field | E-invoice | The routing ID of public-sector customers; it is needed for XRechnung. |
| 22 | E-mail for invoices | Field | E-invoice | Comes from the central e-mails (purpose “Invoices”, tab Contacts). |
| 23 | IBAN Text | Field | Bank Details | The account number of the address. |
| 24 | BIC/SWIFT Text | Field | Bank Details | The bank code that belongs to the IBAN. |
| 25 | Bank Text | Field | Bank Details | The name of the bank. |
| 26 | Account Holder Text | Field | Bank Details | The name of the account holder. |
Buttons
- Save
Alternative addresses
Tab Alternative addresses on the page Record (Addresses).
On this tab you see all alternative addresses stored for the address record, for example a separate delivery or billing address. Use it when documents or deliveries must go to a different place than the main address. The list shows the role, the address and the place at a glance.
How to
Check which alternative addresses exist for an address
- Open the address record from the address list with a single click on its row.
- Switch to the tab „Alternative addresses“.
- Read the area „Alternative addresses“: the columns „Role“, „Address“ and „Place“ show what is stored and for which purpose.
Good to know
- Changes to the address record are made in the record itself, not in the list. Open the record first if something needs to be corrected.
Lists all alternative addresses of this address record. Each entry shows its role, the address itself and the place.
ColumnsRoleAddressPlace
Look up
Customer prices
Tab Customer prices on the page Record (Addresses).
On this tab you manage the special prices that apply to this customer only. A customer price replaces the normal article price, either as a fixed price or as a discount. Use it when you have agreed individual terms with a customer for certain articles.
Step by step on screen
How to
Add a customer price with a fixed price
- Click “Add customer price” in the “Customer prices” section.
- Select the article.
- Enter in “from qty” the quantity from which the price applies.
- Enter the agreed price in “Fixed price (EUR)”.
- Click “Save”.
Agree a discount for an article
- Click “Add customer price”.
- Select the article.
- Enter the discount in “Discount %” or the reduction in “Amount off (EUR)”.
- Set “valid from” and “valid to” if the discount applies only for a limited time.
- Click “Save”.
Good to know
- Use “valid from” and “valid to” for agreements that run for a limited time, so you do not have to remove them later.
- Use “from qty” to give the same article different prices depending on the quantity.
- Tick “discountable – address discount may apply on top” only if the customer should also receive their general address discount on this article.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists the special prices stored for this customer. New prices are added here.
- Add customer price Opens the popup in which you enter a new customer price for an article.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add customer price | Button | Customer prices | Opens the popup in which you enter a new customer price for an article. |
Add customer price
Opens on the page Customer prices via the button Add customer price.
In this window you set up a special price for one article for this customer. You need it when the customer pays a fixed price, gets a discount, or gets an amount taken off the list price. A period turns the entry into a special price.
Step by step on screen
How to
Add a fixed price for an article
- Choose the article.
- Enter the quantity from which the price applies. 0 means always.
- Choose the price unit.
- Enter the price.
- Click on „Save“.
Add a discount or an amount off the list price
- Choose the article.
- Enter either a percentage or an amount.
- Alternatively, enter an amount to be taken off.
- Tick the box if the address discount may apply on top.
- Click on „Save“.
Add a special price for a limited period
- Choose the article and enter the price, discount or amount off.
- Enter the first day of the period.
- Enter the last day of the period.
- Click on „Save“.
Good to know
- Use either a fixed price or a discount and/or an amount off, not both. A fixed price replaces the list price and tiers.
- „Save“ only becomes active once you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter all details of the customer price: article, quantity, price or discount, period and notes.
- Article * Choice
The article the customer price is for; this field is required. - from qty Text
The quantity from which the customer price applies; 0 means it always applies. - Price unit Choice
The unit the price refers to. - Fixed price (EUR) Text
A fixed price for this customer; it replaces the list price and the tiers. - Discount % Text
A percentage discount on the list price; you can combine it with an amount off. - Amount off (EUR) Text
An amount taken off the list price; you can combine it with a discount. - discountable – address discount may apply on top Tick box
If ticked, a discount set on the address may apply on top of this customer price. - valid from Date
The first day the customer price applies; together with „valid to“ it makes the entry a special price. - valid to Date
The last day the customer price applies. - Internal notes Text
A note for your own team, for example the reason for the price.
- Save Saves the customer price and adds it to the address.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the customer price and adds it to the address. | |
| 2 | Article * Choice | Field | Add customer price | The article the customer price is for; this field is required. |
| 3 | from qty Text | Field | Add customer price | The quantity from which the customer price applies; 0 means it always applies. |
| 4 | Price unit Choice | Field | Add customer price | The unit the price refers to. |
| 5 | Fixed price (EUR) Text | Field | Add customer price | A fixed price for this customer; it replaces the list price and the tiers. |
| 6 | Discount % Text | Field | Add customer price | A percentage discount on the list price; you can combine it with an amount off. |
| 7 | Amount off (EUR) Text | Field | Add customer price | An amount taken off the list price; you can combine it with a discount. |
| 8 | discountable – address discount may apply on top Tick box | Field | Add customer price | If ticked, a discount set on the address may apply on top of this customer price. |
| 9 | valid from Date | Field | Add customer price | The first day the customer price applies; together with „valid to“ it makes the entry a special price. |
| 10 | valid to Date | Field | Add customer price | The last day the customer price applies. |
| 11 | Internal notes Text | Field | Add customer price | A note for your own team, for example the reason for the price. |
| 12 | Save | Button | Add customer price | Saves the customer price and adds it to the address. |
Buttons
- Save
Customer portal
Tab Customer portal on the page Record (Addresses).
On the Customer portal tab you set up and manage the online access for this address. Your customer can use it to view articles and jobs and, depending on the settings, to order and to see prices. You need this tab when a customer should get portal access or when you want to change what the customer may see and do.
Step by step on screen
How to
Create portal access for an address
- Open the address record and switch to the Customer portal tab.
- Click “Create access”.
- In the access record, check that the Customer portal for this address is switched on.
- If the access should expire, enter a date under “Access valid until (empty = unlimited)”.
- Click “Save”.
Decide what the customer sees in the portal
- Under “Areas in the portal”, tick “Articles” and “Jobs” as needed.
- Decide whether the customer may see stock levels.
- Under “Prices”, switch “Show prices” on or off.
- Choose the “Price source” and what applies “If no customer price is stored”.
- Click “Save”.
Set up users and features for the customer
- Under “Features”, tick what the customer may use, for example “Cart and ordering” or “Favourites”.
- Under “Users”, allow “Additional users allowed (besides the main user)” if several people should log in.
- Decide whether the main user may invite users.
- Click “Save”.
Good to know
- Click “Save” in the access record after every change; it only becomes active once something has changed.
- The settings for areas, prices, users and article release are not on this tab but in the access record.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you create the portal access for this address. All detailed settings (areas, prices, users, article release) are in the access record that opens from here.
- Create access Creates the portal access for this address and opens the access record.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Create access | Button | Customer portal | Creates the portal access for this address and opens the access record. |
E-mails
Tab E-mails on the page Record (Addresses).
The „E-mails“ tab collects all e-mails that belong to this address – sent and received. Use it when you want to see the e-mail correspondence with this customer or supplier in one place.
Good to know
- Filing e-mail files by drag and drop is not available yet – it is planned as the next step, and filing straight from the mailbox will follow later.
- Central mailboxes for invoices, reminders and the like are not kept here. You maintain them on the „Contacts“ tab.
Shows all e-mails for this record, sent and received. Filing e-mail files (.eml, .msg) by drag and drop comes next; filing straight from the mailbox will follow later.
As long as nothing has been created, the page shows: No e-mails for this record yet.
Look up
Documents
Tab Documents on the page Record (Addresses).
On the Documents tab of an address, you store files that belong to this address, such as images, PDFs, Word files or Excel files. You need it whenever you want to keep a document with the customer record so that everyone in the office can find it later.
Step by step on screen
How to
Upload a document to an address
- Open the address and switch to the Documents tab.
- Click on „Choose files“ and select one or more files on your computer.
- Make sure each file is an image (JPG, PNG, WEBP), a PDF, a Word file or an Excel file and not larger than 20 MB.
- Click on „Upload document“ to save the selected files with the address.
Good to know
- Each file may be at most 20 MB. Larger files are not accepted.
- Only images (JPG, PNG, WEBP), PDF, Word and Excel files are allowed.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you select files and upload them to the address. The note in this area tells you which file types are allowed and how large a file may be.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer, where you pick the files you want to upload.
- Upload document Saves the selected files with this address.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
Look up
Additional fields
Tab Additional fields on the page Record (Addresses).
The „Additional fields“ tab shows the custom fields for this address record, for example a customer group or a key number. Use it when you want to look up or maintain information that does not fit the standard fields of the record.
Good to know
- The custom fields are set up once in the settings. If none are set up yet, this section stays empty.
- Examples of custom fields are a customer group or a key number.
This section holds the custom fields for this record. Which fields appear here depends on the custom fields that have been set up in the settings.
As long as nothing has been created, the page shows: No custom fields for this record yet.
Look up
Notes
Tab Notes on the page Record (Addresses).
On the Notes tab of an address, you keep internal remarks that only the office should see. Use it for anything that does not belong in the other tabs but is worth remembering about this address.
Step by step on screen
How to
Write an internal note for an address
- Open the address and switch to the Notes tab.
- Click into the field “Note” and type your text.
- Click “Save” to keep the note.
Add a dated entry with your name
- Click into the field “Note” where you want to write.
- Click “Timestamp”. Date, time and your name are placed at the start.
- Type your remark after it and click “Save”.
Good to know
- Notes are strictly internal: customers never see them, neither in print, by e-mail nor in the customer portal.
- The notes in the master data remain unchanged; this field is separate from them.
- Use “Timestamp” before each new entry, so you can later see who wrote what and when.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
A large text field for remarks that only the office should know. They are never printed, never sent by e-mail and never shown in the customer portal.
- Note Free text
Free text for internal remarks about this address; it has no effect on documents or other tabs.
- Timestamp Inserts the current date, time and your name at the start of the note.
- Save Saves the note.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Note Free text | Field | Notes (internal) | Free text for internal remarks about this address; it has no effect on documents or other tabs. |
| 2 | Timestamp | Button | Notes (internal) | Inserts the current date, time and your name at the start of the note. |
| 3 | Save | Button | Notes (internal) | Saves the note. |
Activities
Tab Activities on the page Record (Addresses).
The Activities tab belongs to the address record. It is where activities relating to this address are kept. The page structure provides no further detail on the tab's contents, so only its place in the record can be described here.
Good to know
- The Activities tab is one of the tabs of the address record. You reach it via Master Data > Addresses by opening the record (a single click on a row in the list), then choosing the tab „Activities“.
- If a tab or a function is missing for you, you probably lack the corresponding right. Your administrator can adjust this.
Look up
Locations
In progress75 %
In the menu under Master Data › Locations.
The Locations page lists all sites where you carry out work, such as plants, branches or residential complexes. Use it to find a site, filter by site type and create new sites. A click on a row opens the record of that site.
Step by step on screen
How to
Create a new site
- Click “New site” at the top.
- Enter the name of the site.
- Click “Next” to continue to the postal address.
- Enter the street and number and the city. Add the postal code and country if needed.
- Click “Next” to continue to the assignment.
- Select the address the site belongs to and add notes for the technician if needed.
Enter a postal address quickly and save the position
- Use “Find postal address” to look up the address instead of typing it all.
- Check the street, postal code and city.
- Click “Locate” to determine the coordinates of the site.
Show only one type of site
- Click a tile above the list, for example “Branch”.
- The list now shows only sites of this type.
- Click “All” to remove the filter.
Good to know
- The tiles above the list work as filters. “All” removes the filter again.
- Enter access, keys and opening hours in the notes for the technician so they are at hand on site.
- Changing or deleting a site is only possible in its record, not in the list.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list of all sites with number, name, address, city and the number of systems and work orders. Click a row to open the record.
ColumnsNo.NameAddressCitySystemsWork orders
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New site | Button | Opens the popup in which you create a new site step by step. | |
| 2 | All | Tile | Shows all sites and removes any tile filter. | |
| 3 | Main Location | Tile | Shows only sites of the type “Main Location”. | |
| 4 | Plant / hall | Tile | Shows only sites of the type “Plant / hall”. | |
| 5 | Branch | Tile | Shows only sites of the type “Branch”. | |
| 6 | Underground car park | Tile | Shows only sites of the type “Underground car park”. | |
| 7 | Residential complex | Tile | Shows only sites of the type “Residential complex”. |
Buttons at the top of the page
- New site Opens the popup in which you create a new site step by step.
Functions
- All
- Main Location
- Plant / hall
- Branch
- Underground car park
- Residential complex
Buttons
- New site
New site
Opens on the page Locations via the button New site.
In this window you create a new site (the place where work is carried out). You enter the name and postal address, optionally link the site to an address, and add notes for the technician. You need it whenever a customer has a new place where service or installation work is done.
Step by step on screen
How to
Create a new site with a postal address
- Enter the name of the site.
- Start typing the address under „Find postal address“ and click a suggestion. The fields are then filled in and the coordinates are stored.
- Check the street and number and correct them if needed.
- Check the city and, if needed, the postal code and country.
- Click „Next“ to continue.
Enter a postal address by hand and find its position
- Enter street and number.
- Enter postal code and city.
- Select the country.
- Click „Locate“ to determine the position of the address.
- Check the entry under „Coordinates“.
Assign the site to an address and add notes
- Select the address the site belongs to.
- Enter access information, keys or opening hours for the technician.
- Add internal remarks under „Notes“.
- Click „Next“ to continue.
Good to know
- Picking a suggestion under „Find postal address“ is the fastest way: it fills in the address and stores the coordinates at the same time.
- Fields marked with * are required: name, street and number, and city.
- You can leave „Address“ empty and assign the site later.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you give the site its name.
- Name * Text
The name under which the site appears in lists and when planning jobs. This is a required field.
Here you enter where the site is located. You can search for the address, fill it in by hand and determine its position.
- Find postal address Text
Typing shows suggestions; a click fills the fields and stores the coordinates. - Street & number * Text
Street and house number of the site. This is a required field. - Postal code Text
- City * Text
The city of the site. This is a required field. - Country Choice
- Coordinates
Shows the position of the address once it has been found, for example after a suggestion was chosen or after „Locate“.
- Locate Determines the position of the entered postal address and fills in the coordinates.
Here you link the site to an address and add notes for the technician and for internal use.
- Address Choice
Empty = not assigned to an address yet. Equipment moves along on change. - Notes for the technician (access, keys, hours) Free text
Information the technician needs on site, such as access, keys or opening hours. - Notes Free text
Free text for further remarks about the site.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Back | Button | no explanation yet | |
| 2 | Next | Button | Continues to the next step of creating the site. | |
| 3 | Name * Text | Field | Place | The name under which the site appears in lists and when planning jobs. This is a required field. |
| 4 | Find postal address Text | Field | Postal address | Typing shows suggestions; a click fills the fields and stores the coordinates. |
| 5 | Street & number * Text | Field | Postal address | Street and house number of the site. This is a required field. |
| 6 | Postal code Text | Field | Postal address | no explanation yet |
| 7 | City * Text | Field | Postal address | The city of the site. This is a required field. |
| 8 | Country Choice | Field | Postal address | no explanation yet |
| 9 | Coordinates | Field | Postal address | Shows the position of the address once it has been found, for example after a suggestion was chosen or after „Locate“. |
| 10 | Locate | Button | Postal address | Determines the position of the entered postal address and fills in the coordinates. |
| 11 | Address Choice | Field | Assignment | Empty = not assigned to an address yet. Equipment moves along on change. |
| 12 | Notes for the technician (access, keys, hours) Free text | Field | Assignment | Information the technician needs on site, such as access, keys or opening hours. |
| 13 | Notes Free text | Field | Assignment | Free text for further remarks about the site. |
Buttons
- Back
- Next
Record (Locations)
Click an entry in the list Locations.
This page is the record of a single location. It shows the master data of the location and, in the tabs, everything that belongs to it: contacts, equipment, service orders, alternative addresses, e-mails, documents, additional fields, notes and activities. You use it when you want to look up or change details of a location, or to add contacts, equipment, documents or notes.
Step by step on screen
How to
Change the master data of a location
- In the “Master data” card, click on “Edit”.
- Adjust the name of the location.
- Enter the address: street and number, postal code, city and country.
- Choose the on-site contact and add notes for the technician, for example on access, keys and hours.
- Click on “Save”.
Create a new contact for the location
- In the “Contacts” area, click on “New contact”.
- Enter the last name; it is a required field.
- Add the first name, phone, mobile and e-mail as needed.
- Select the functions of the contact.
- Click on “Save”.
Assign an existing contact to the location
- In the “Contacts” area, click on “Assign existing”.
- Choose the contact you want to assign.
- Click on “Assign”.
Upload a document
- Open the “Documents” tab.
- Click on “Choose files” and select the files.
- Click on “Upload document”.
Good to know
- “Save” only becomes active once something has been changed.
- Fields marked with * are required and must be filled in before you can save.
- Changing and deleting are only possible inside the record, not in the list.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the basic data of the location. Changes are made via “Edit”.
- Edit
- Collapse card Collapses the card so that it takes up less space on the page.
Lists the contacts assigned to this location. You can create new contacts here or assign existing ones.
- New contact
- Assign existing Assigns a contact that already exists to this location instead of creating a new one.
As long as nothing has been created, the page shows: No contacts assigned yet.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Edit | Button | Master data | no explanation yet |
| 2 | Collapse card | Button | Master data | Collapses the card so that it takes up less space on the page. |
| 3 | New contact | Button | Contacts | no explanation yet |
| 4 | Assign existing | Button | Contacts | Assigns a contact that already exists to this location instead of creating a new one. |
New contact
Opens on the page Record (Locations) via the button New contact.
In this window you record a new contact person for a location. You need it when someone on site or at the customer should be reachable by name, phone or email. The contact also belongs to the address linked to the location.
Step by step on screen
How to
Create a new contact
- Enter the last name. This field is required.
- Enter the first name if you know it.
- Enter the phone number and, if available, the mobile number.
- Enter the email address.
- Choose a function for the contact, or type a new one.
- Click „Save“ at the top.
Good to know
- The new contact is not only attached to the location but also belongs to the linked address.
- Enter a function once: from then on it is available in the list for all further contacts.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the contact details of the new person: name, phone numbers, email and function.
- First name Text
- Last name * Text
The last name is required; without it the contact cannot be saved. - Phone Text
- Mobile Text
- Email E-mail
- Functions Choice
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
- Save Saves the new contact and also assigns it to the address of the location.
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the new contact and also assigns it to the address of the location. | |
| 2 | First name Text | Field | New contact | no explanation yet |
| 3 | Last name * Text | Field | New contact | The last name is required; without it the contact cannot be saved. |
| 4 | Phone Text | Field | New contact | no explanation yet |
| 5 | Mobile Text | Field | New contact | no explanation yet |
| 6 | Email | Field | New contact | no explanation yet |
| 7 | Functions Choice | Field | New contact | A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. |
| 8 | Save | Button | New contact | Saves the new contact and also assigns it to the address of the location. |
Buttons
- Save
Assign existing
Opens on the page Record (Locations) via the button Assign existing.
In this window you assign an existing record to the location you have open. You use it when the entry already exists and you do not want to create it again.
Step by step on screen
How to
Assign an existing record to a location
- In the record of the location, click on „Assign existing“.
- Choose the existing entry you want to assign.
- Click on „Assign“ to confirm the assignment.
Good to know
- Only existing entries can be assigned here. If the entry does not exist yet, create it in the record of the location instead.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Assign | Button | Assigns the selected existing entry to the location and closes the window. |
Buttons
- Assign
Equipment
Tab Equipment on the page Record (Locations).
On the Equipment tab you see all equipment installed at this location, such as doors, gates or other systems. You use it to register new equipment at the location and to keep track of it.
Step by step on screen
How to
Register new equipment at a location
- Click “New equipment” in the Equipment section.
- Enter the name of the equipment. This is a required field.
- Select the Type of the equipment.
- Enter the Manufacturer and the Model. [[Popup “New equipment” › Manufacturer]]
- Enter the Serial number and the Year built. [[Popup “New equipment” › Serial number]]
- Click “Save” to add the equipment to the location.
Plan the maintenance of new equipment
- Click “New equipment” in the Equipment section.
- Enter the Maintenance interval (months).
- Enter the date of the Next maintenance.
- Click “Save”.
Good to know
- Only the name is required. You can add the other details such as serial number or maintenance dates later.
- Use “Location on site” to note the exact position, so that technicians find the equipment quickly.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you register the equipment that belongs to this location. New equipment is created from this section.
- New equipment Opens a form in which you enter the equipment for this location.
As long as nothing has been created, the page shows: No systems
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New equipment | Button | Equipment | Opens a form in which you enter the equipment for this location. |
New equipment
Opens on the page Equipment via the button New equipment.
In this pop-up window you create a new piece of equipment for a location. You need it whenever a system, such as an industrial door, is installed on site and should be recorded with its make, serial number and maintenance dates.
Step by step on screen
How to
Create new equipment for a location
- Enter the name of the equipment. This is the only required field.
- Choose the kind of equipment.
- Enter the manufacturer and the model. [[Manufacturer]]
- Enter the serial number and the year built. [[Serial number]]
- Enter the date of the next maintenance.
- Click „Save“ to create the equipment.
Set up regular maintenance
- Enter the maintenance interval in months.
- Enter the date of the next maintenance.
- Click „Save“.
Good to know
- Only „Name *“ is required. You can add the other details later.
- Address and company are taken over automatically from the location, so you do not need to enter them here.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter all the data of the new equipment: designation, type, make, serial number, maintenance dates and position on site.
- Name * Text
The designation under which the equipment appears in lists and in the location record. It must be filled in. - Type Choice
The kind of equipment, chosen from a list. - Manufacturer Text
- Model Text
- Serial number Text
The serial number from the nameplate, so the equipment can be clearly identified later. - Year built Number
The year in which the equipment was built. - Maintenance interval (months) Number
The number of months between two maintenance visits. - Next maintenance Date
The date on which the equipment is next due for maintenance. - Location on site Text
A note on where exactly the equipment is located at the site, for example the building or hall.
- Save Saves the new equipment and adds it to the location.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the new equipment and adds it to the location. | |
| 2 | Name * Text | Field | New equipment | The designation under which the equipment appears in lists and in the location record. It must be filled in. |
| 3 | Type Choice | Field | New equipment | The kind of equipment, chosen from a list. |
| 4 | Manufacturer Text | Field | New equipment | no explanation yet |
| 5 | Model Text | Field | New equipment | no explanation yet |
| 6 | Serial number Text | Field | New equipment | The serial number from the nameplate, so the equipment can be clearly identified later. |
| 7 | Year built Number | Field | New equipment | The year in which the equipment was built. |
| 8 | Maintenance interval (months) Number | Field | New equipment | The number of months between two maintenance visits. |
| 9 | Next maintenance Date | Field | New equipment | The date on which the equipment is next due for maintenance. |
| 10 | Location on site Text | Field | New equipment | A note on where exactly the equipment is located at the site, for example the building or hall. |
| 11 | Save | Button | New equipment | Saves the new equipment and adds it to the location. |
Buttons
- Save
Service orders
Tab Service orders on the page Record (Locations).
The „Service orders“ tab in a location record is where you see the service orders that belong to this location. You use it when you want to check what has already been done or is planned at this site.
Good to know
- The tab is part of the location record. To get to the other information about the same location, switch between the tabs, for example „Contacts“, „Equipment“ or „Documents“.
As long as nothing has been created, the page shows: No work orders yet.
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Alternative addresses
Tab Alternative addresses on the page Record (Locations).
On the „Alternative addresses“ tab of a location record, you see further addresses that belong to this location. Each entry shows its role, the address and the place. You need this tab when a location is reached or invoiced via an address other than the main address.
Good to know
- The main address of the location is not kept here; you maintain it on the location record itself.
Lists all alternative addresses of this location, with the columns „Role“, „Address“ and „Place“.
ColumnsRoleAddressPlace
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E-mails
Tab E-mails on the page Record (Locations).
On the E-mails tab of a location record, you see all e-mails that belong to this location – sent and received. You use it to keep correspondence together with the record.
Good to know
- Filing e-mail files by drag and drop is not available yet; it is announced as the next step, and filing straight from the mailbox is to follow later.
Lists all e-mails for this record, sent and received. Filing e-mail files (.eml, .msg) by drag and drop is planned next, and later also filing straight from the mailbox.
As long as nothing has been created, the page shows: No e-mails for this record yet.
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Documents
Tab Documents on the page Record (Locations).
On the Documents tab of a location record, you store files that belong to this location, such as photos, PDFs, Word or Excel files. Use it whenever you want to keep site plans, photos of the situation on site or other papers together with the location.
Step by step on screen
How to
Upload one or more documents to a location
- Open the location record and switch to the Documents tab.
- Click on „Choose files“ and select one or more files on your computer.
- Check that each file is an image, PDF, Word or Excel file and no larger than 20 MB.
- Click on „Upload document“ to add the selected files to the location.
Good to know
- Permitted are images (JPG, PNG, WEBP), PDF, Word and Excel files, each at most 20 MB. Larger files are not accepted.
- Only the files you have chosen are uploaded when you click on „Upload document“ – choosing them alone does not save anything.
- If the buttons for uploading are missing for you, you lack the right to upload documents; ask your administrator.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you add files to the location. The permitted file types and the size limit are shown in the note in this area.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer, where you pick the files you want to attach to the location.
- Upload document Saves the files you have chosen to the location so that they appear on this tab.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
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Additional fields
Tab Additional fields on the page Record (Locations).
The „Additional fields“ tab of a location record holds custom fields for this location, for example a customer group or a key number. It is where you store information that the standard fields do not cover.
Good to know
- If the area is empty, no custom fields have been set up yet. They are created in the settings, and only then do they appear here.
Shows the custom fields for this record. The fields are set up once in the settings and then appear here for every location.
As long as nothing has been created, the page shows: No custom fields for this record yet.
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Notes
Tab Notes on the page Record (Locations).
On the Notes tab of a location record, you keep internal remarks that only the office should see. Use it for anything colleagues should know about this location. The text is never printed, never e-mailed and never shown in the customer portal.
Step by step on screen
How to
Add an internal note to a location
- Open the Notes tab of the location record.
- Click into the field „Note“ and type your text.
- Click „Save“ to store the note.
Add a dated entry with your name
- Click into the field „Note“ at the place where you want to write.
- Click „Timestamp“. Date, time and your name are placed at the start of the text.
- Type your remark after the timestamp.
- Click „Save“.
Good to know
- Use „Timestamp“ for each new entry so the history of the note stays easy to follow.
- If a colleague saves a note while you are editing, you may get a conflict message. Your own text is kept once, so you can take it over.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
A large text field for internal remarks about this location. Nothing written here leaves the office: it is not printed, not e-mailed and not shown in the customer portal.
- Note Free text
Free text for anything only the office should know about this location. The notes in the master data stay as they are.
- Timestamp Inserts date, time and your name at the start of the note, so others can see who wrote what and when.
- Save Stores the note. The button becomes active only after you have changed the text.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Note Free text | Field | Notes (internal) | Free text for anything only the office should know about this location. The notes in the master data stay as they are. |
| 2 | Timestamp | Button | Notes (internal) | Inserts date, time and your name at the start of the note, so others can see who wrote what and when. |
| 3 | Save | Button | Notes (internal) | Stores the note. The button becomes active only after you have changed the text. |
Activities
Tab Activities on the page Record (Locations).
The „Activities“ tab belongs to the record of a location. It is meant for the activities that relate to this location. The page layout provides no further details, so no fields, buttons or sections can be described here.
Good to know
- You reach this tab from the record of a location (Master Data > Locations). Click a location in the list to open its record, then choose the „Activities“ tab.
- In the record, the other tabs are shown alongside it, for example „Contacts“, „Equipment“, „Service orders“ and „Notes“.
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Contacts
In progress75 %
In the menu under Master Data › Contacts.
Here you keep all contact persons of your customers and sites, for example the managing director, the technician or the accounting contact. Use this page when you need to find a phone number or email address quickly, or when you want to add a new contact person.
Step by step on screen
How to
Create a new contact
- Click “New contact” at the top.
- Select the salutation and, if needed, enter a title.
- Enter the first name.
- Enter the last name. This is a required field.
- Fill in functions, phone, mobile and email as needed.
- Click “Save”. You will go straight to the contact’s record.
Link a new contact to an address or site
- Click “New contact” at the top.
- Select the address the person belongs to.
- If the person belongs to a specific site, select it as well.
- Click “Save”.
Find contacts by function or without a link
- Click a tile above the list, for example “Management”, to show only contacts with that function.
- Click “unassigned” to show contacts that are not yet linked to an address or site.
- Click “inactive” to see switched-off contacts.
- Click “All” to remove the filter.
Good to know
- The search above the list filters as you type; upper and lower case do not matter.
- Use the tile “unassigned” regularly to find contacts that still need to be linked to an address or site.
- You adjust the visible tiles and columns for yourself with “Kacheln anpassen” and “Spalten anpassen”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list of all contact persons with name, functions, address, site and contact details. Click a row to open the contact’s record; changing and deleting is only possible there.
ColumnsNameFunctionsAddressSitePhoneMobileEmail
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New contact | Button | Opens a popup in which you enter the new contact’s data. After saving, the record of the new contact opens. | |
| 2 | All | Tile | Shows all contacts and removes any active filter. | |
| 3 | Management | Tile | Shows only contacts with the function “Management”. The tiles are filters by function and can be adjusted with “Kacheln anpassen”. | |
| 4 | unassigned | Tile | Shows contacts that are not yet linked to an address or site. | |
| 5 | inactive | Tile | Shows contacts that have been switched off. |
Buttons at the top of the page
- New contact Opens a popup in which you enter the new contact’s data. After saving, the record of the new contact opens.
Functions
- All
- Management
- unassigned
- inactive
Buttons
- New contact
New contact
Opens on the page Contacts via the button New contact.
In this pop-up you create a new contact, that is, a person at a customer or a site. You need it whenever a new contact person has to be recorded in Master Data > Contacts.
Step by step on screen
How to
Create a new contact
- Choose the salutation.
- Enter the first name.
- Enter the last name. This field is required.
- Choose the function of the person, or enter a new one.
- Enter phone, mobile and email so the contact can be reached.
- Click on "Save" at the top.
Assign a contact to an address and a site
- Choose the company in the field "Address".
- Choose the place of work in the field "Site".
- Click on "Save".
Good to know
- Only the last name is required; you can add the other details later.
- A function you have newly entered is available from the next contact on, without any further setup.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the personal data, the function, the contact details and, if needed, the assignment to an address and a site.
- Salutation Choice
- Title Text
- First name Text
- Last name * Text
The only required field; the contact cannot be saved without it. - Functions Choice
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. - Department Text
The department in which the person works. - Phone Text
- Mobile Text
- Email E-mail
- Note Text
Free text for anything worth knowing about this contact. - Address Choice
The address (company) to which the contact belongs. - Site Choice
The site at which the contact is the person to speak to.
- Save Saves the new contact and adds it to the contact list.
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the new contact and adds it to the contact list. | |
| 2 | Salutation Choice | Field | New contact | no explanation yet |
| 3 | Title Text | Field | New contact | no explanation yet |
| 4 | First name Text | Field | New contact | no explanation yet |
| 5 | Last name * Text | Field | New contact | The only required field; the contact cannot be saved without it. |
| 6 | Functions Choice | Field | New contact | A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. |
| 7 | Department Text | Field | New contact | The department in which the person works. |
| 8 | Phone Text | Field | New contact | no explanation yet |
| 9 | Mobile Text | Field | New contact | no explanation yet |
| 10 | Email | Field | New contact | no explanation yet |
| 11 | Note Text | Field | New contact | Free text for anything worth knowing about this contact. |
| 12 | Address Choice | Field | New contact | The address (company) to which the contact belongs. |
| 13 | Site Choice | Field | New contact | The site at which the contact is the person to speak to. |
| 14 | Save | Button | New contact | Saves the new contact and adds it to the contact list. |
Buttons
- Save
Record (Contacts)
Click an entry in the list Contacts.
The contact record shows everything about one contact person in a single place: master data, linked service orders, e-mails, documents, notes and activities. You use it to look up a contact, change the master data or add documents and internal notes.
Step by step on screen
How to
Change the master data of a contact
- In the card “Master data”, click “Edit”.
- Correct the name fields, for example “First name” and “Last name *”.
- Select the “Functions” of the contact.
- Update the contact details such as “Phone”, “Mobile” and “Email”.
- Assign the “Address” and the “Site” if needed.
- Click “Save”.
Upload a document for a contact
- Open the tab “Documents”.
- Click “Choose files” and select the files on your computer.
- Click “Upload document”.
Add an internal note
- Open the tab “Notes”.
- Enter your text in the field “Note”.
- Click “Save”.
Good to know
- “Save” only becomes active once you have changed something.
- Only the last name (“Last name *”) is mandatory; all other fields are optional.
- Changing and deleting are only possible inside the record, not in the list.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This card shows the master data of the contact. Changes are made via “Edit”, and the card can be collapsed to save space.
- Edit Opens the page for editing the master data of the contact.
- Collapse card Collapses or expands the card so that more of the page stays visible.
As long as nothing has been created, the page shows: No work orders yet.
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E-mails
Tab E-mails on the page Record (Contacts).
The E-mails tab shows all e-mails that belong to this contact record, both sent and received. You use it to see in one place which e-mail correspondence exists for the contact.
Good to know
- Filing e-mail files by drag and drop is not available yet; it is announced as the next step.
- The same four fixed tabs – E-mails, Documents, Additional fields and Notes – also appear on addresses, sites and articles, so you will find e-mails in the same place everywhere.
Lists all e-mails for this record, sent and received. Filing e-mail files (.eml, .msg) by drag and drop is planned next, and later also filing straight from the mailbox.
As long as nothing has been created, the page shows: No e-mails for this record yet.
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Documents
Tab Documents on the page Record (Contacts).
The Documents tab of a contact holds all files that belong to this contact, such as images, PDFs, Word or Excel files. Use it when you want to keep a document with the contact record so that everyone in the office can find it.
Step by step on screen
How to
Upload a document to a contact
- Open the contact and switch to the tab „Documents“.
- Click „Choose files“ and select one or more files on your computer.
- Check that each file is an image (JPG, PNG, WEBP), PDF, Word or Excel file and no larger than 20 MB.
- Click „Upload document“ to save the selected files with the contact.
Good to know
- Each file may be at most 20 MB. Larger files must be reduced first.
- If the buttons are missing, you lack the right to upload documents. Ask your administrator.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you select files and upload them to the contact. Only the allowed file types up to 20 MB per file are accepted.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer so that you can pick one or more files for the upload.
- Upload document Saves the selected files with this contact.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
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Additional fields
Tab Additional fields on the page Record (Contacts).
This tab holds extra information for a contact that does not fit into the standard fields, such as a customer group or a key number. You use it when your company keeps its own data on contacts. The fields shown here are set up once in the settings.
Good to know
- If no fields appear here yet, they first need to be set up in the settings once custom fields are available.
- The additional fields belong to the individual contact record, so each contact keeps its own values.
Shows the custom fields for this contact record. Which fields appear here depends on what has been set up in the settings.
As long as nothing has been created, the page shows: No custom fields for this record yet.
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Notes
Tab Notes on the page Record (Contacts).
On the “Notes” tab of a contact record, you keep internal notes about this contact. Use it for anything only the office should know. The text is never printed, never e-mailed and never shown in the customer portal.
Step by step on screen
How to
Write an internal note on a contact
- Open the “Notes” tab in the contact record.
- Click into the large text field and write your note.
- Click “Save” to keep the note.
Add a dated entry with your name
- Click “Timestamp”. Date, time and your name are placed at the start of the note.
- Write your text after it.
- Click “Save”.
Good to know
- The note is purely internal: it is never printed, never e-mailed and never shown in the customer portal.
- Use “Timestamp” before each new entry, so everyone can see who wrote what and when.
- If a colleague has changed the note in the meantime, you get a message when saving. Your own text is kept once so you can take it over.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you keep notes for the office on this contact. Nothing from this area appears on documents, in e-mails or in the customer portal.
Large internal text field for anything only the office should know. Never printed, never e-mailed, never shown in the customer portal. The notes in the master data stay as they are. “Timestamp” puts date, time and your name at the start.
- Note Free text
Free text for internal information about this contact. The notes in the master data stay as they are.
- Timestamp Puts date, time and your name at the start of the note, so it is clear who wrote it and when.
- Save Saves the note. The button becomes active only after you have changed something.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Note Free text | Field | Notes (internal) | Free text for internal information about this contact. The notes in the master data stay as they are. |
| 2 | Timestamp | Button | Notes (internal) | Puts date, time and your name at the start of the note, so it is clear who wrote it and when. |
| 3 | Save | Button | Notes (internal) | Saves the note. The button becomes active only after you have changed something. |
Activities
Tab Activities on the page Record (Contacts).
The „Activities“ tab in a contact record shows the history of activities recorded for this contact. You open it when you want to see what has already happened with a contact, for example before a phone call or a visit.
How to
View the activities of a contact
- Open the contact record under Master Data > Contacts by clicking the row of the contact once.
- Click the „Activities“ tab in the row of tabs.
Good to know
- The tab belongs to the contact record. Next to it you find the tabs „Service orders“, „E-mails“, „Documents“, „Additional fields“, „Notes“ and „Danger zone“.
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Maintenance Events
In planning
In the menu under Master Data › Maintenance Events.
The page „Maintenance Events“ is located in the menu under Master Data. The structure available for this page contains no tabs, areas, fields or buttons. Therefore no further functions can be described here.
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Documents
In the menu under Master Data › Documents.
The page “Documents” sits under Master Data. The page structure provides no further detail, so no fields, buttons or tabs can be described here. Further information about documents attached to records is therefore only available where documents are actually used, for example in the “Documents” tab of a record.
Good to know
- In the “Documents” tab of a record, the first image becomes the main image automatically. “Als Hauptbild” moves another image to the front, and lists, line items and the document then show it.
- Which users may see, upload or delete documents is set separately for each document type. If you are missing a button, ask your administrator about the rights.
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Articles
In progress80 %
In the menu under Master Data › Articles.
On this page you manage all articles of your company: goods, parts and services that appear later in quotes, orders, delivery notes and invoices. Use it to find an article, create a new one, update prices for many articles at once, or export the article list.
Step by step on screen
How to
Create a new article
- At the top, click “New article”.
- Enter the description.
- Choose the article type and the unit.
- Optionally select a product group.
- Click “Next” and fill in the manufacturer data if you have it.
- Enter the article number on the “Number and search” step.
Change prices for many articles at once
- At the top, click “Maintain prices”.
- Narrow down the articles by product group, manufacturer or main supplier.
- Choose which price to change.
- Choose the method and enter the value.
- Set the rounding.
- Run the “Test run” first and check the result.
Export the article list
- At the top, click “Export”.
- Choose “Excel (.xlsx)” or “CSV (semicolon)”.
Good to know
- A price change does not have to be saved blindly: use “Test run” first to see the effect.
- An exported file can be edited in Excel, for example to change prices, and imported again under Settings → Import. Articles are matched by ident number and article number.
- The switch for net cost, markup and gross profit changes no prices. It only decides whether the display is based on current pricing (“Pricing”) or on what you actually paid on average over the last 12 months (“Ø Purchases”).
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list of all articles with article number, description, manufacturer, manufacturer part number, product group and unit. Click a row to open the article record.
ColumnsArticle numberDescriptionManufacturerManufacturer part no.Product groupUnit
Which cost do net cost, markup and gross profit use?The switch changes no prices – only the basis of the display, the same everywhere for you (article list, record header, calculation in the Prices tab).Left – Pricing: the cost a new purchase order would get today: price of the main supplier with its discount chain, cost matrix and cost tier from 1 piece; without supplier the article’s cost minus cost discount.Right – Ø Purchases: what you actually paid: weighted average of the last 12 months (net total ÷ quantity total) from supplier invoices – until they exist, from purchase orders. Articles without purchases in 12 months keep showing pricing.Example: list cost 100.00 €, supplier 40 + 5 % → pricing 57.00 €. Bought 10 pieces at 55.00 € and 30 pieces at 58.00 € → Ø purchases 57.25 €.
The article import recognises the column headers again: edit the file in Excel (e.g. prices) and import it again under Settings → Import – matched by ident number and article number. Only columns you may see are exported.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New article | Button | no explanation yet | |
| 2 | Maintain prices | Button | Opens a page where you change prices for many articles at once instead of editing each article separately. | |
| 3 | Export | Button | Saves the article list as a file in Excel or CSV format; only columns you are allowed to see are included. | |
| 4 | General | Tile | Shows all articles that are neither discontinued nor inactive; a click on the tile filters the list accordingly. | |
| 5 | discontinued | Tile | Shows only discontinued articles; a click filters the list. | |
| 6 | inactive | Tile | Shows only inactive articles; a click filters the list. | |
| 7 | Unsorted | Tile | Shows articles that have not been assigned to a product group yet; a click filters the list. | |
| 8 | Variants | Tile | Shows the articles that are variants; a click filters the list. |
Buttons at the top of the page
- New article
- Maintain prices Opens a page where you change prices for many articles at once instead of editing each article separately.
- Export Saves the article list as a file in Excel or CSV format; only columns you are allowed to see are included.
Functions
- General
- discontinued
- inactive
- Unsorted
- Variants
Buttons
- New article
- Maintain prices
- Export
New article
Opens on the page Articles via the button New article.
This pop-up window creates a new article in Master Data > Articles. You use it when you want to add a new part, product or service to your article master data. Here you enter the basic data of the article; the window is divided into steps that you move through with „Next“.
Step by step on screen
How to
Create a new article
- Enter the description of the article.
- Select the article type.
- Enter the unit, for example piece.
- Optionally select a product group.
- Check the article number and overwrite it if needed.
- Click „Next“ at the top to continue.
Add manufacturer details
- Select the manufacturer.
- Enter the manufacturer part no.
- Enter the EAN / GTIN if you have it.
Make the article easier to find in searches
- Enter your own search term in the Match code field, or leave it empty.
- Click „Back“ at the top if you want to correct an earlier entry.
Good to know
- The article number is suggested automatically. Overwrite it only if you use your own numbering; a number that already exists is rejected immediately.
- The match code is for searching only and never appears on printouts.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The basic data of the article: description, type, unit and product group. Fields marked with * are required.
- Description * Text
- Article type * Choice
Determines what kind of article this is, for example a part or a service. - Unit * Text
The unit in which the article is counted or sold, for example piece. - Product group Choice
Assigns the article to a group so that you can sort and find articles by group.
Details about the manufacturer of the article, such as the manufacturer and its part number.
- Manufacturer Choice
- Manufacturer part no. Text
- EAN / GTIN Text
8, 12, 13 or 14 digits; the check digit is verified.
Your own article number and a search term that helps you find the article later.
- Article number * Text
Your article number – required, must be unique. Prefilled on creation with the next number of the number range “Article number” (Settings → Number ranges), can be overwritten. If the number already exists, the form says so immediately. - Match code Text
Search only – never printed. Empty = automatic from the description (upper case).
Which cost do net cost, markup and gross profit use?The switch changes no prices – only the basis of the display, the same everywhere for you (article list, record header, calculation in the Prices tab).Left – Pricing: the cost a new purchase order would get today: price of the main supplier with its discount chain, cost matrix and cost tier from 1 piece; without supplier the article’s cost minus cost discount.Right – Ø Purchases: what you actually paid: weighted average of the last 12 months (net total ÷ quantity total) from supplier invoices – until they exist, from purchase orders. Articles without purchases in 12 months keep showing pricing.Example: list cost 100.00 €, supplier 40 + 5 % → pricing 57.00 €. Bought 10 pieces at 55.00 € and 30 pieces at 58.00 € → Ø purchases 57.25 €.
The article import recognises the column headers again: edit the file in Excel (e.g. prices) and import it again under Settings → Import – matched by ident number and article number. Only columns you may see are exported.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Back | Button | Takes you back to the previous step so that you can correct entries. | |
| 2 | Next | Button | Takes you to the next step of the pop-up window. | |
| 3 | Description * Text | Field | Article data | no explanation yet |
| 4 | Article type * Choice | Field | Article data | Determines what kind of article this is, for example a part or a service. |
| 5 | Unit * Text | Field | Article data | The unit in which the article is counted or sold, for example piece. |
| 6 | Product group Choice | Field | Article data | Assigns the article to a group so that you can sort and find articles by group. |
| 7 | Manufacturer Choice | Field | Manufacturer | no explanation yet |
| 8 | Manufacturer part no. Text | Field | Manufacturer | no explanation yet |
| 9 | EAN / GTIN Text | Field | Manufacturer | 8, 12, 13 or 14 digits; the check digit is verified. |
| 10 | Article number * Text | Field | Number and search | Your article number – required, must be unique. Prefilled on creation with the next number of the number range “Article number” (Settings → Number ranges), can be overwritten. If the number already exists, the form says so immediately. |
| 11 | Match code Text | Field | Number and search | Search only – never printed. Empty = automatic from the description (upper case). |
Buttons
- Back
- Next
Export articles
Opens on the page Articles via the button Export.
Here you export the article list to a file. Use it when you want to edit articles in Excel (for example prices) or pass them on. Choose the file format with one click.
Step by step on screen
How to
Export articles as an Excel file
- Open the pop-up „Export articles“ via „Export“ on the article list.
- Click „Excel (.xlsx)“.
Export articles as a CSV file
- Open the pop-up „Export articles“ via „Export“ on the article list.
- Click „CSV (semicolon)“.
Edit exported articles and import them again
- Export the articles as an Excel file.
- Edit the file in Excel, for example the prices. Do not change the column headers.
- Import the file again under Settings → Import. The articles are matched by ident number and article number.
Good to know
- Only the columns you are allowed to see are exported.
- The article import recognises the column headers of the exported file again. Do not rename them if you want to re-import the file.
- Net cost, markup and gross profit in the export follow the cost basis you have selected (Pricing or Ø Purchases). The switch changes no prices.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Which cost do net cost, markup and gross profit use?The switch changes no prices – only the basis of the display, the same everywhere for you (article list, record header, calculation in the Prices tab).Left – Pricing: the cost a new purchase order would get today: price of the main supplier with its discount chain, cost matrix and cost tier from 1 piece; without supplier the article’s cost minus cost discount.Right – Ø Purchases: what you actually paid: weighted average of the last 12 months (net total ÷ quantity total) from supplier invoices – until they exist, from purchase orders. Articles without purchases in 12 months keep showing pricing.Example: list cost 100.00 €, supplier 40 + 5 % → pricing 57.00 €. Bought 10 pieces at 55.00 € and 30 pieces at 58.00 € → Ø purchases 57.25 €.
The article import recognises the column headers again: edit the file in Excel (e.g. prices) and import it again under Settings → Import – matched by ident number and article number. Only columns you may see are exported.
Look up
Everything on this page
Buttons
- Excel (.xlsx)
- CSV (semicolon)
Record (Articles)
Click an entry in the list Articles.
This page is the record of a single article. You see the master data, the classification and the article images, and you maintain prices, links, suppliers, stock and texts on the tabs. You need it whenever you create an article, change it, copy it or look something up.
Step by step on screen
How to
Change the master data of an article
- In the “Master data” area, click “Edit”.
- Adjust the description, article type, unit or article number.
- If needed, enter the ident number or the match code.
- Select the groups under “Classification”.
- Click “Save”.
Copy an article
- In the “Master data” area, click “Copy”.
- Enter the description of the new article.
- Enter the article number of the new article.
- Choose which data to take over, for example prices, suppliers or texts.
- Click “Create copy”.
Set the sales price
- Open the “Prices” tab.
- Enter the net sale price under “Sales”.
- Check the price unit and the VAT rate.
- If needed, enter a maximum discount.
- Click “Save”.
Add article images
- In the “Article images” area, click “Choose images” or drag the images onto the card.
- If you chose images, click “Upload image”.
Good to know
- When copying, the article number, EAN, stock, variants, customers, clearance and history are never taken over. The number is newly assigned from the number range.
- You can drag new images straight onto the “Article images” card. They are uploaded right away.
- “Save” becomes active only after you change something. Each tab has its own “Save”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the core data of the article. From here you edit the article, copy it or collapse the card.
- Edit Opens the page for changing the master data of the article.
- Copy Opens the popup in which you create a copy of the article and choose which data to take over.
- Collapse card Folds the “Master data” card up or out to save space.
Sorts the article into your product group structure. The level names and the groups themselves are maintained behind the gear.
- Produktgruppe Choice
Top level of the classification. The deepest group you select is saved. - Warengruppe Choice
Second level of the classification, below the product group. - Artikelgruppe Choice
Third level of the classification. - Untergruppe Choice
Finest level of the classification.
Holds the images of the article. Image 1 (far left) appears in lists, items and documents.
- Choose images Opens the selection of image files on your computer.
- Upload image Uploads the chosen images to the article.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | no explanation yet | |
| 2 | Edit | Button | Master data | Opens the page for changing the master data of the article. |
| 3 | Copy | Button | Master data | Opens the popup in which you create a copy of the article and choose which data to take over. |
| 4 | Collapse card | Button | Master data | Folds the “Master data” card up or out to save space. |
| 5 | Produktgruppe Choice | Field | Classification | Top level of the classification. The deepest group you select is saved. |
| 6 | Warengruppe Choice | Field | Classification | Second level of the classification, below the product group. |
| 7 | Artikelgruppe Choice | Field | Classification | Third level of the classification. |
| 8 | Untergruppe Choice | Field | Classification | Finest level of the classification. |
| 9 | Choose images | Button | Article images | Opens the selection of image files on your computer. |
| 10 | Upload image | Button | Article images | Uploads the chosen images to the article. |
Buttons
- Save
Copy article
Opens on the page Record (Articles) via the button Copy.
In this window you create a new article as a copy of an existing one. You need it when a new article is very similar to an existing one and you do not want to enter all the data again. You decide yourself which additional data is carried over.
Step by step on screen
How to
Copy an article
- Enter the description of the new article.
- Check the article number. It is prefilled and can be overwritten.
- Tick the data you want to take over from the original article, for example prices or suppliers.
- Click on „Create copy“.
Take over additional data from the original article
- Tick „Prices (sales and cost)“ if the new article should have the same prices.
- Tick „Tier prices“ to take over the tier prices as well.
- Tick „Suppliers (with main supplier)“ to keep the suppliers and the main supplier.
- Tick „Texts and translations“, „Manufacturer number“, „Alternatives, accessories, spare parts“ or „Images and documents“ as needed.
- Click on „Create copy“ to create the new article.
Good to know
- Some data is always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade and disposition. You do not need to tick anything for these.
- Never copied are the number (the new one comes from the number range), EAN, stock, variants, customers, clearance and history. Enter these on the new article if you need them.
- The ticks only decide about prices, tier prices, suppliers, texts, manufacturer number, alternatives and images or documents. Everything you leave unticked has to be entered on the new article.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you give the new article its description and number and choose which additional data is copied from the original.
- Description * Text
The description under which the new article appears in fieldtakt. This is a required field. - Article number * Text
Prefilled with the next article number of the number range – can be overwritten, must be unique. fieldtakt assigns the ident number. - Prices (sales and cost) Tick box
Tick this to take over the sales and cost prices of the original article. - Tier prices Tick box
Tick this to take over the tier prices of the original article. - Suppliers (with main supplier) Tick box
Tick this to take over the suppliers of the original article, including the main supplier. - Texts and translations Tick box
Tick this to take over the texts of the original article and their translations. - Manufacturer number Tick box
Tick this to take over the manufacturer number of the original article. - Alternatives, accessories, spare parts Tick box
Tick this to take over the assigned alternatives, accessories and spare parts. - Images and documents Tick box
Tick this to take over the images and documents of the original article.
- Create copy Creates the new article with the data you have selected and the data that is always copied.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Create copy | Button | Creates the new article with the data you have selected and the data that is always copied. | |
| 2 | Description * Text | Field | Copy article | The description under which the new article appears in fieldtakt. This is a required field. |
| 3 | Article number * Text | Field | Copy article | Prefilled with the next article number of the number range – can be overwritten, must be unique. fieldtakt assigns the ident number. |
| 4 | Prices (sales and cost) Tick box | Field | Copy article | Tick this to take over the sales and cost prices of the original article. |
| 5 | Tier prices Tick box | Field | Copy article | Tick this to take over the tier prices of the original article. |
| 6 | Suppliers (with main supplier) Tick box | Field | Copy article | Tick this to take over the suppliers of the original article, including the main supplier. |
| 7 | Texts and translations Tick box | Field | Copy article | Tick this to take over the texts of the original article and their translations. |
| 8 | Manufacturer number Tick box | Field | Copy article | Tick this to take over the manufacturer number of the original article. |
| 9 | Alternatives, accessories, spare parts Tick box | Field | Copy article | Tick this to take over the assigned alternatives, accessories and spare parts. |
| 10 | Images and documents Tick box | Field | Copy article | Tick this to take over the images and documents of the original article. |
| 11 | Create copy | Button | Copy article | Creates the new article with the data you have selected and the data that is always copied. |
Buttons
- Create copy
Prices
Tab Prices on the page Record (Articles).
On the Prices tab of an article record you maintain everything about what the article costs and what it sells for: sale price, purchase price, discounts, units and packaging. You also see the calculation (net cost, markup, gross profit), check what a customer would pay and review the price history. You need it whenever you create an article, change prices or want to know how a price comes about.
Step by step on screen
How to
Set the sale price of an article
- Enter the price without VAT under „Sale price net (EUR)“.
- Select the „Price unit“ the price refers to.
- Select the „VAT rate“.
- If needed, enter a „Maximum discount %“ as an upper limit.
- Click „Save“ at the top.
Set where the cost for the calculation comes from
- Select under „Calculate with“ whether the main supplier, the cheapest supplier or the cost on the article counts.
- With „cost on the article“ or without a supplier price, enter the cost under „Price (EUR)“.
- Select the „Price unit“ of the purchase price.
- Enter the „Discount %“ if you receive a discount.
- Click „Save“ at the top.
Check what a customer would pay
- Select the „Address“ in the price check.
- Enter the „Quantity (Stück)“.
- Set the „Reference date“ for which the price should apply.
- Click „Calculate“.
Good to know
- „Save“ only becomes active after you have changed something. The price check uses the saved data, so save before you calculate.
- With the discount rules, the higher of tier discount and address discount applies. The maximum discount caps the total discount.
- Cost lines in the price history are only shown to users who may view purchase prices.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the calculation with net cost, markup and gross profit. The switch decides which cost it is based on: the cost a new purchase order would get today (Pricing) or the average you actually paid (Ø Purchases). It changes no prices, only the display.
per 1 Stück, discount deducted – from the saved prices.
Which cost price header, calculation and list (net cost, gross profit) use – the same everywhere for you. Pricing: stored cost according to the purchase rules (main supplier with discount chain, cost matrix, cost tier; otherwise the article’s cost). Ø Purchases: weighted average of the last 12 months from supplier invoices (once incoming invoices exist), until then from purchase orders. Without purchases in 12 months, pricing applies.
Here you maintain the sale price and the discount rules of the article for customers.
- Sale price net (EUR) Text
- Price unit Choice
- VAT rate Choice
- Maximum discount % Text
Maximum discount: no more discount is given on this article – even if the address has a higher discount. Empty = no cap. - Discountable (sales) Tick box
Tick if discounts may be given on this article when selling. - Cash discount allowed (sales) Tick box
Tick if a cash discount may be deducted from this article when selling. - Show discount Tick box
Tick if the discount should be shown on the document. - Price per 2nd unit Tick box
Tick if the sale price refers to the 2nd unit instead of the main unit.
Here you maintain the purchase price and decide where the calculation cost comes from.
- Calculate with Choice
Where the cost for net cost, markup and gross profit comes from. Main supplier: price and discount chain of the main supplier (cost fields on the article locked). Cheapest supplier: the lowest net cost of all suppliers at quantity 1 – the name is shown in the calculation. Cost on the article (flat): your cost and discount here in the Prices tab; supplier prices never overwrite it. Ordering always uses the main supplier at its price. Without a supplier price, the article cost always applies. - Price (EUR) Text
- Price unit Choice
- Discount % Text
- Discountable (purchasing) Tick box
Tick if discounts apply to this article when purchasing. - Cash discount allowed (purchasing) Tick box
Tick if a cash discount may be deducted from this article when purchasing.
Here you maintain a second unit, the packaging unit and the minimum order quantity.
- 2nd unit Choice
An additional unit in which the article can be handled, for example a pack. - Conversion: 1 [2nd unit] = (Stück) Text
States how many pieces make up one of the 2nd unit. - Packaging unit (Stück) Text
The number of pieces in one pack. - Minimum order quantity (Stück) Text
Smallest quantity a customer must order – applies to all customers (in the customer portal the quantity starts there, smaller quantities are raised). A minimum quantity at the customer (Customers tab) applies as well; the higher one counts. Empty = none.
Shows whether and how price matrices apply to this article. A matrix only applies to addresses that have one assigned.
Most specific row wins: article before subgroup before parent group. Only applies to addresses with an assigned matrix (Commercial tab).
The article opts out of EVERY price matrix, including the global default – its price comes from list price, customer price, tiers and address discount again.
- No matrix for this article Excludes the article from every price matrix, including the global default. Its price then comes from list price, customer price, tiers and address discount again.
Lets you try out the price of this article for an address, quantity and date. Nothing is saved.
Rules: the higher of tier and address discount applies · maximum discount caps the total discount
Calculates with the saved data, exactly as every document will later – nothing is saved.
- Address Choice
The customer address for which the price check calculates, including its discount. - Quantity (Stück) Text
- Reference date Date
The date for which prices and discounts are evaluated.
- Calculate Calculates the price for the chosen address, quantity and date with the saved data, exactly as a document would. Nothing is saved.
Lists every change of price, price unit or discount together with its source.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | no explanation yet | |
| 2 | Sale price net (EUR) Text | Field | Sales | no explanation yet |
| 3 | Price unit Choice | Field | Sales | no explanation yet |
| 4 | VAT rate Choice | Field | Sales | no explanation yet |
| 5 | Maximum discount % Text | Field | Sales | Maximum discount: no more discount is given on this article – even if the address has a higher discount. Empty = no cap. |
| 6 | Discountable (sales) Tick box | Field | Sales | Tick if discounts may be given on this article when selling. |
| 7 | Cash discount allowed (sales) Tick box | Field | Sales | Tick if a cash discount may be deducted from this article when selling. |
| 8 | Show discount Tick box | Field | Sales | Tick if the discount should be shown on the document. |
| 9 | Price per 2nd unit Tick box | Field | Sales | Tick if the sale price refers to the 2nd unit instead of the main unit. |
| 10 | Calculate with Choice | Field | Purchasing | Where the cost for net cost, markup and gross profit comes from. Main supplier: price and discount chain of the main supplier (cost fields on the article locked). Cheapest supplier: the lowest net cost of all suppliers at quantity 1 – the name is shown in the calculation. Cost on the article (flat): your cost and discount here in the Prices tab; supplier prices never overwrite it. Ordering always uses the main supplier at its price. Without a supplier price, the article cost always applies. |
| 11 | Price (EUR) Text | Field | Purchasing | no explanation yet |
| 12 | Price unit Choice | Field | Purchasing | no explanation yet |
| 13 | Discount % Text | Field | Purchasing | no explanation yet |
| 14 | Discountable (purchasing) Tick box | Field | Purchasing | Tick if discounts apply to this article when purchasing. |
| 15 | Cash discount allowed (purchasing) Tick box | Field | Purchasing | Tick if a cash discount may be deducted from this article when purchasing. |
| 16 | 2nd unit Choice | Field | Units & packaging | An additional unit in which the article can be handled, for example a pack. |
| 17 | Conversion: 1 [2nd unit] = (Stück) Text | Field | Units & packaging | States how many pieces make up one of the 2nd unit. |
| 18 | Packaging unit (Stück) Text | Field | Units & packaging | The number of pieces in one pack. |
| 19 | Minimum order quantity (Stück) Text | Field | Units & packaging | Smallest quantity a customer must order – applies to all customers (in the customer portal the quantity starts there, smaller quantities are raised). A minimum quantity at the customer (Customers tab) applies as well; the higher one counts. Empty = none. |
| 20 | No matrix for this article | Button | Price matrices with this article | Excludes the article from every price matrix, including the global default. Its price then comes from list price, customer price, tiers and address discount again. |
| 21 | Address Choice | Field | Price check | The customer address for which the price check calculates, including its discount. |
| 22 | Quantity (Stück) Text | Field | Price check | no explanation yet |
| 23 | Reference date Date | Field | Price check | The date for which prices and discounts are evaluated. |
| 24 | Calculate | Button | Price check | Calculates the price for the chosen address, quantity and date with the saved data, exactly as a document would. Nothing is saved. |
Buttons
- Save
Tiered prices
Tab Tiered prices on the page Record (Articles).
On the “Tiered prices” tab, you define prices that depend on the quantity ordered, separately for sales and for purchasing. Use it when an article becomes cheaper from a certain quantity, or when your supplier grants quantity discounts.
Step by step on screen
How to
A tiered sales price for an article
- In the “Tiered sales prices” area, click “Add tier”.
- Enter the quantity from which the tier applies under “from qty (Stück) *”.
- Specify the price: enter either the “Price (EUR)”, a “Discount %” or an “Amount off (EUR)”.
- If the tier applies only for a limited time, fill in “valid from” and “valid to”.
- Click “Save”.
A tiered purchase price for an article
- In the “Tiered purchase prices” area, click “Add tier”.
- Enter the quantity under “from qty (Stück) *” and the price, discount or amount off.
- If needed, jot down a remark under “Internal notes”.
- Click “Save”.
Good to know
- The note on this page explains what is copied when you duplicate an article: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade and disposition are always taken over. The number (assigned anew from the number range), EAN, stock, variants, customers, clearance and history are never copied.
- Sales and purchase tiers are kept separately: make sure you click “Add tier” in the correct area.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain the quantity-based prices at which you sell the article to your customers.
- Add tier Opens a popup in which you define a new quantity tier for the sales or purchase prices.
Here you maintain the quantity-based prices at which you buy the article from your suppliers.
- Add tier Opens a popup in which you define a new quantity tier for the sales or purchase prices.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Add tier
Opens on the page Tiered prices via the button Add tier.
In this window you add a price tier to an article: a price, discount or amount off that applies from a certain quantity. With a validity period the tier becomes a special price, for example a promotion until year end. You need it whenever larger quantities should be cheaper or a price should only apply for a limited time.
Step by step on screen
How to
Add a quantity tier with a fixed price
- Enter the quantity from which the tier applies.
- Enter the price for this tier.
- If you like, add a remark for your colleagues.
- Click „Save“ at the top.
Add a tier with a discount or an amount off
- Enter the quantity from which the tier applies.
- Enter the discount in percent.
- Alternatively or in addition, enter an amount off in euros.
- Click „Save“ at the top.
Set up a special price for a limited period
- Enter the quantity from which the special price applies.
- Enter the price, the discount or the amount off.
- Enter the first day of the offer.
- Enter the last day of the offer.
- Click „Save“ at the top.
Good to know
- Choose either a fixed price or a discount and/or an amount off – do not mix a fixed price with the other two.
- After saving, the price check on the Prices tab shows how the tier takes effect.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the quantity, the price or discount, the validity period and an internal note for the new tier.
- from qty (Stück) * Text
The quantity from which this tier applies; this is a required field. - Price (EUR) Text
A fixed price for this tier; use either this field or a discount and/or an amount off. - Discount % Text
A percentage discount on the price; it can be combined with an amount off. - Amount off (EUR) Text
A fixed amount in euros that is deducted; it can be combined with a discount. - valid from Date
The first day the tier applies; together with „valid to“ it becomes a special price. - valid to Date
The last day the tier applies, for example the end of a promotion. - Internal notes Text
A remark for your own team, for example the reason for the tier.
- Save Saves the new tier for the article.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the new tier for the article. | |
| 2 | from qty (Stück) * Text | Field | Add tier | The quantity from which this tier applies; this is a required field. |
| 3 | Price (EUR) Text | Field | Add tier | A fixed price for this tier; use either this field or a discount and/or an amount off. |
| 4 | Discount % Text | Field | Add tier | A percentage discount on the price; it can be combined with an amount off. |
| 5 | Amount off (EUR) Text | Field | Add tier | A fixed amount in euros that is deducted; it can be combined with a discount. |
| 6 | valid from Date | Field | Add tier | The first day the tier applies; together with „valid to“ it becomes a special price. |
| 7 | valid to Date | Field | Add tier | The last day the tier applies, for example the end of a promotion. |
| 8 | Internal notes Text | Field | Add tier | A remark for your own team, for example the reason for the tier. |
| 9 | Save | Button | Add tier | Saves the new tier for the article. |
Buttons
- Save
Add tier
Opens on the page Tiered prices via the button Add tier.
In this pop-up window you add a price tier to an article. A tier sets a price, discount or amount off that applies from a certain quantity. With a validity period, the tier becomes a special price, for example for a promotion.
Step by step on screen
How to
Add a quantity tier with a fixed price
- Enter the quantity from which the tier applies.
- Enter the fixed price for this quantity.
- Optionally add a note for your colleagues.
- Click „Save“ at the top.
Add a tier with a discount or an amount off
- Enter the quantity from which the tier applies.
- Enter a percentage in „Discount %“ and/or a euro amount in „Amount off (EUR)“.
- Leave „Price (EUR)“ empty, because you use either a fixed price or a discount and/or an amount off.
- Click „Save“ at the top.
Set up a special price for a limited period
- Enter the quantity from which the price applies.
- Enter the price, discount or amount off.
- Enter the start date of the promotion.
- Enter the end date, for example the end of the year.
- Click „Save“ at the top.
Good to know
- Use either a fixed price or a discount and/or an amount off, not both.
- To see the effect of a tier, use the price check on the Prices tab.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the quantity, the price or discount, the validity period and an internal note for the new tier.
- from qty (Stück) * Text
The quantity from which this tier applies; this is a required field. - Price (EUR) Text
A fixed price for this tier; use it instead of a discount or amount off. - Discount % Text
A percentage discount; you can combine it with an amount off. - Amount off (EUR) Text
A fixed euro amount that is deducted; you can combine it with a discount. - valid from Date
The first day the tier applies; together with „valid to“ it becomes a special price. - valid to Date
The last day the tier applies, for example the end of a promotion. - Internal notes Text
A note for your own team, for example the reason for the tier.
- Save Saves the new tier and adds it to the article.
Either a fixed price or a discount and/or an amount off. With a period it is a special price (e.g. promotion until year end). The price check on the Prices tab shows the effect.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the new tier and adds it to the article. | |
| 2 | from qty (Stück) * Text | Field | Add tier | The quantity from which this tier applies; this is a required field. |
| 3 | Price (EUR) Text | Field | Add tier | A fixed price for this tier; use it instead of a discount or amount off. |
| 4 | Discount % Text | Field | Add tier | A percentage discount; you can combine it with an amount off. |
| 5 | Amount off (EUR) Text | Field | Add tier | A fixed euro amount that is deducted; you can combine it with a discount. |
| 6 | valid from Date | Field | Add tier | The first day the tier applies; together with „valid to“ it becomes a special price. |
| 7 | valid to Date | Field | Add tier | The last day the tier applies, for example the end of a promotion. |
| 8 | Internal notes Text | Field | Add tier | A note for your own team, for example the reason for the tier. |
| 9 | Save | Button | Add tier | Saves the new tier and adds it to the article. |
Buttons
- Save
Links
Tab Links on the page Record (Articles).
On the Links tab you connect this article with other articles: equivalent articles that can be supplied instead, accessories that are bought with it, and spare parts for it. You need the tab when you want to show customers and colleagues which articles belong together.
Step by step on screen
How to
Add an alternative article
- Click in the field „Add alternative“ under „Alternative articles“ and start typing.
- Select the matching article from the filtered list.
- Check the order of the entries and adjust it if needed.
- Click „Save“ at the top.
Add accessories to an article
- Click in the field „Add article“ under „Accessories“ and type part of the name or number.
- Select the article from the list.
- Click „Save“ at the top.
Add spare parts to an article
- Click in the field „Add article“ under „Spare parts“ and start typing.
- Select the spare part from the list.
- Click „Save“ at the top.
Good to know
- Alternative articles are linked in both directions: if you add article B to article A, A also appears at B. Accessories and spare parts are shown only for this article.
- Nothing is stored until you click „Save“ – this also applies to the order of the entries.
- In the customer portal only released articles are shown as accessories and spare parts.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you list equivalent articles that can be supplied instead of this one, regardless of their status. The link always applies in both directions.
- Add alternative Text
Typing filters the list; assignment and order are stored with “Save”.
Here you list articles that go with this article and are bought with it, for example a remote control or a photocell for the drive. The link applies in one direction only: the accessories are shown for this article, in the record and in the customer portal (released articles only).
- Add article Text
Type here to filter the list and pick the article you want to link in this area.
Here you list spare parts for this article, for example rollers, a circuit board or a chain for the drive. The link applies in one direction only: the spare parts are shown for this article, in the record and in the customer portal (released articles only).
- Add article Text
Type here to filter the list and pick the article you want to link in this area.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Stores the changed assignments and their order for all three areas of this tab. | |
| 2 | Add alternative Text | Field | Alternative articles | Typing filters the list; assignment and order are stored with “Save”. |
| 3 | Add article Text | Field | Accessories | Type here to filter the list and pick the article you want to link in this area. |
| 4 | Add article Text | Field | Spare parts | Type here to filter the list and pick the article you want to link in this area. |
Buttons
- Save
Clearance
Tab Clearance on the page Record (Articles).
On the Clearance tab you offer an article as a clearance item in the customer portal, for example surplus stock, discontinued models or returns. The clearance item gets its own price that does not touch the price list. You need this tab whenever you want to sell an article off at a special price.
Step by step on screen
How to
Offer an article as a clearance item
- Tick „Offer as clearance item“.
- Under „Visible for“, choose who may see the article.
- Enter the net price under „Clearance price (EUR)“.
- Enter the stock that is left under „Quantity left (Stück)“.
- Click „Save“ at the top.
Show a struck-through comparison price
- Choose under „Comparison price“ what the saving is measured against.
- Choose under „Label“ the text that appears before the struck-through price.
- If you use your own value, enter it under „Own comparison price (EUR)“.
- Click „Save“.
Good to know
- The clearance price is net and independent of the price list: tiered prices and customer discounts do not apply to it.
- Set the quantity left to 0 to take an item off the clearance page; it disappears automatically.
- „Comparison price“ only has an effect if the clearance price is shown and lower than the comparison value.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set whether the article is a clearance item, who sees it, at what price and how many pieces are left.
Offer stock, discontinued models and returns in the customer portal – with a clearance price of its own that does not touch the price list (no tiers, no customer discount). Public = also before sign-in on the clearance page and for search engines; customer portal only = for signed-in customers who have the article released.
- Offer as clearance item Tick box
Tick this to offer the article as a clearance item in the customer portal. - Visible for Choice
Public: everyone – even without signing in – sees the article on the clearance page. Customer portal only: only signed-in customers who have the article released. - Clearance price (EUR) Text
Own price for the clearance item, net. Empty = price on request. - Price display Choice
Sets how the price is shown to visitors. - Comparison price Choice
Shows "instead of …" struck through and the saving in percent – only if the clearance price is shown and lower. List price = the article's sales price; own value e.g. the former price. - Label Choice
Shown before the struck-through comparison price, e.g. "RRP 19.90 €" – in the visitor's language. Maintain the list under Customer portal → Portals → (a portal) → Clearance – it applies to all portals. - Own comparison price (EUR) Text
The value you want to show as the comparison price, for example the former price. - Quantity left (Stück) Text
How much is left. At 0 the item disappears. Empty = not stated. - Note Free text
A free text for this clearance item.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | no explanation yet | |
| 2 | Offer as clearance item Tick box | Field | Clearance | Tick this to offer the article as a clearance item in the customer portal. |
| 3 | Visible for Choice | Field | Clearance | Public: everyone – even without signing in – sees the article on the clearance page. Customer portal only: only signed-in customers who have the article released. |
| 4 | Clearance price (EUR) Text | Field | Clearance | Own price for the clearance item, net. Empty = price on request. |
| 5 | Price display Choice | Field | Clearance | Sets how the price is shown to visitors. |
| 6 | Comparison price Choice | Field | Clearance | Shows "instead of …" struck through and the saving in percent – only if the clearance price is shown and lower. List price = the article's sales price; own value e.g. the former price. |
| 7 | Label Choice | Field | Clearance | Shown before the struck-through comparison price, e.g. "RRP 19.90 €" – in the visitor's language. Maintain the list under Customer portal → Portals → (a portal) → Clearance – it applies to all portals. |
| 8 | Own comparison price (EUR) Text | Field | Clearance | The value you want to show as the comparison price, for example the former price. |
| 9 | Quantity left (Stück) Text | Field | Clearance | How much is left. At 0 the item disappears. Empty = not stated. |
| 10 | Note Free text | Field | Clearance | A free text for this clearance item. |
Buttons
- Save
Suppliers
Tab Suppliers on the page Record (Articles).
On the Suppliers tab of an article record, you manage which suppliers deliver this article and at what terms. You enter purchase prices, order quantities and lead times here and mark the main supplier. You need this tab whenever you purchase an article or want to compare supplier prices.
Step by step on screen
How to
Assign a supplier to an article
- Click “Assign supplier”.
- Select the supplier in the “Supplier *” field.
- Enter the supplier's item number and the name under which the supplier knows the article.
- Enter the purchase price, the price unit and, if applicable, the discount.
- Click “Save”.
Specify order terms for a supplier
- Click “Assign supplier”.
- Enter the minimum order qty and the packaging unit.
- Enter the lead time in days.
- Add an internal note if needed.
- Click “Save”.
Set the main supplier
- Click “Assign supplier”.
- Select the supplier and enter their terms.
- Turn on “Set as main supplier”.
- Click “Save”.
Good to know
- The main supplier is marked with a star. Their price is the cost price on the Prices tab, where it is locked and can only be changed here.
- The last quantity, last cost (net per unit) and the date come from the latest purchase order with this supplier. You do not enter them yourself.
- When you copy an article, the suppliers are not affected by the list of always-copied data; check this tab on the new article.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists all suppliers assigned to this article with their terms. The main supplier is marked with a star.
- Assign supplier Opens the form in which you add a supplier to the article with their terms.
As long as nothing has been created, the page shows: No supplier assigned yet. Star = main supplier: their price is the cost price on the Prices tab (locked there). Last quantity, last cost (net per unit) and date come from the latest purchase order with this supplier.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Assign supplier | Button | Suppliers | Opens the form in which you add a supplier to the article with their terms. |
Assign supplier
Opens on the page Suppliers via the button Assign supplier.
In this window you assign a supplier to an article and record the purchasing terms for it. You need it when an article can be bought from a supplier and you want to store item number, price, discount and lead time right at the article.
Step by step on screen
How to
Assign a supplier to an article
- Open the “Supplier *” field and choose the supplier.
- Enter the item number the supplier uses for this article.
- Enter the name under which the supplier lists the article.
- Fill in the purchase price, the price unit and, if applicable, the discount.
- Enter the minimum order quantity, the packaging unit and the lead time.
- Click “Save”.
Set a supplier as main supplier
- Choose the supplier in the “Supplier *” field.
- Tick “Set as main supplier”.
- Click “Save”.
Good to know
- If the supplier you are looking for is not offered, check its address: the address type must be “Supplier”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the supplier and enter its purchasing terms for this article, such as price, discount, order quantities and lead time.
- Supplier * Choice
Only addresses with the address type “Supplier” are offered. - Supplier item no. Text
The number under which the supplier lists this article; it makes ordering and queries easier. - Name at supplier Text
The designation of the article in the supplier's own range, if it differs from your name. - Purchase price (EUR) Text
The price at which you buy the article from this supplier. - Price unit Choice
The unit to which the purchase price refers. - Discount % Text
The discount the supplier grants you, in percent. - Minimum order qty (Stück) Text
The smallest quantity the supplier accepts per order. - Packaging unit (Stück) Text
The quantity in which the supplier packs and delivers the article. - Lead time (days) Text
The number of days the supplier usually needs for delivery. - Internal notes Text
Free text for your own team; notes about this supplier and article. - Set as main supplier Tick box
Marks this supplier as the main supplier for the article.
- Save Saves the assignment of the supplier to the article with the terms you entered.
Only addresses with the address type “Supplier” are offered.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the assignment of the supplier to the article with the terms you entered. | |
| 2 | Supplier * Choice | Field | Assign supplier | Only addresses with the address type “Supplier” are offered. |
| 3 | Supplier item no. Text | Field | Assign supplier | The number under which the supplier lists this article; it makes ordering and queries easier. |
| 4 | Name at supplier Text | Field | Assign supplier | The designation of the article in the supplier's own range, if it differs from your name. |
| 5 | Purchase price (EUR) Text | Field | Assign supplier | The price at which you buy the article from this supplier. |
| 6 | Price unit Choice | Field | Assign supplier | The unit to which the purchase price refers. |
| 7 | Discount % Text | Field | Assign supplier | The discount the supplier grants you, in percent. |
| 8 | Minimum order qty (Stück) Text | Field | Assign supplier | The smallest quantity the supplier accepts per order. |
| 9 | Packaging unit (Stück) Text | Field | Assign supplier | The quantity in which the supplier packs and delivers the article. |
| 10 | Lead time (days) Text | Field | Assign supplier | The number of days the supplier usually needs for delivery. |
| 11 | Internal notes Text | Field | Assign supplier | Free text for your own team; notes about this supplier and article. |
| 12 | Set as main supplier Tick box | Field | Assign supplier | Marks this supplier as the main supplier for the article. |
| 13 | Save | Button | Assign supplier | Saves the assignment of the supplier to the article with the terms you entered. |
Buttons
- Save
Customers
Tab Customers on the page Record (Articles).
The Customers tab in the article record shows which customers have already bought this article. The list fills itself from finalised invoices, so you can see at a glance who received the article, in what quantity, at what price and when. Use it to check past sales; special prices for individual customers are maintained separately.
How to
Check which customers have bought an article
- Open the article record via Master Data > Articles.
- Switch to the tab „Customers“.
- Read the list: it shows the customer, the last quantity, the last sales price (net per unit) and the date.
Set a special price for a single customer
- Open the tab „Customers“ in the article record and look at the area „Customer prices“.
- Note that special prices for individual customers are maintained as customer prices in the address, not in this list.
- Open the address of the customer concerned and enter the special price there.
Good to know
- The list only contains customers from finalised invoices. An article that has not yet been invoiced shows no entries here.
- The price shown is the last sales price, net per unit, and not necessarily the current list price.
- When you copy an article, the customers are never copied. The new article starts with an empty list.
Lists the customers who have been invoiced for this article, with their last quantity, last sales price and date. The list fills itself from finalised invoices; you do not enter anything here by hand.
Relates to special prices for individual customers. These are not maintained on this tab but as customer prices in the address.
As long as nothing has been created, the page shows: No customer has bought this article yet. This list fills itself from finalised invoices: customer, last quantity, last sales price (net per unit) and date. Special prices for individual customers are maintained as customer prices in the address.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Usage
Tab Usage on the page Record (Articles).
The Usage tab of an article shows where and how often the article has been sold and purchased. You use it to see the key figures of the last 12 months at a glance and to check the underlying sales and purchase documents.
How to
Check the sales of an article over the last 12 months
- Open the article record and switch to the Usage tab.
- Read the figures in the area „Key figures (last 12 months)“.
- Check in the area „Sales documents“ which documents the figures come from.
Find out which customers bought the article and at what price
- Open the Usage tab of the article.
- Look in the area „Sales documents“ at the columns „Customer“, „Quantity“, „Price“ and „Discount %“.
- Check the „Status“ column to see how far the document has progressed.
Check which purchase documents the article appears in
- Open the Usage tab of the article.
- Scroll down to the area „Purchase documents“ and look at the entries listed there.
Good to know
- Revenue and quantity are based only on finalised invoices, minus credit notes. Line values are net, without document discount.
- Gross profit is calculated only for lines that have a cost copy. Lines without one do not count towards it.
- „Purchased“ shows the quantity in purchase orders.
Shows revenue, quantity, gross profit and purchased quantity of the article for the last 12 months.
Lists the sales documents in which the article appears, with customer, quantity, price, discount, net total and status.
ColumnsTypeNumberDateCustomerQuantityPriceDiscount %Total netStatus
Lists the purchase documents in which the article appears.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
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Properties
Tab Properties on the page Record (Articles).
The Properties tab of an article record describes how the article is handled in day-to-day business: whether it is kept in stock, whether serial numbers or batches are required, and whether it appears on the delivery note. It also holds the warranty periods. You need this tab when you set up a new article or change how it is handled.
Step by step on screen
How to
Set the handling properties of an article
- Open the article record and switch to the Properties tab.
- Tick „Kept in stock“ if the article's stock is to be managed.
- Tick „Serial number required“ if a serial number must be asked for on installation.
- Tick „Batch required“, „Commissionable“ or „Do not print on delivery note“ as needed.
- Click „Save“ at the top.
Enter the warranty periods
- Open the Properties tab of the article record.
- Enter the warranty you grant to your customer, in months, under „Warranty to customer (months)“.
- Enter the warranty you receive from the manufacturer, in months, under „Manufacturer warranty (months)“.
- Click „Save“ at the top.
Good to know
- When an article is copied, its properties and warranty are copied too; number, EAN, stock, variants, customers, clearance and history are not.
- The warehouse functions behind „Kept in stock“ and „Serial number required“ are still to come, so these ticks only prepare the article for them.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Tick boxes that define how the article is handled: stock keeping, serial number, batch, commissioning and delivery note printing.
- Kept in stock Tick box
Stock will be managed with the warehouse module (coming). - Serial number required Tick box
The serial number is asked for on installation (coming with the warehouse). - Batch required Tick box
Tick this if the article must be handled by batch. - Commissionable Tick box
Tick this if the article can be commissioned. - Do not print on delivery note Tick box
Tick this if the article should not appear on the delivery note.
The warranty periods in months: the one you give to your customer and the one the manufacturer gives you.
- Warranty to customer (months) Text
The number of months of warranty you grant your customer for this article. - Manufacturer warranty (months) Text
The number of months of warranty the manufacturer grants you for this article.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab; the button only becomes active once something has been changed. | |
| 2 | Kept in stock Tick box | Field | Properties | Stock will be managed with the warehouse module (coming). |
| 3 | Serial number required Tick box | Field | Properties | The serial number is asked for on installation (coming with the warehouse). |
| 4 | Batch required Tick box | Field | Properties | Tick this if the article must be handled by batch. |
| 5 | Commissionable Tick box | Field | Properties | Tick this if the article can be commissioned. |
| 6 | Do not print on delivery note Tick box | Field | Properties | Tick this if the article should not appear on the delivery note. |
| 7 | Warranty to customer (months) Text | Field | Warranty | The number of months of warranty you grant your customer for this article. |
| 8 | Manufacturer warranty (months) Text | Field | Warranty | The number of months of warranty the manufacturer grants you for this article. |
Buttons
- Save
Manufacturer & foreign trade
Tab Manufacturer & foreign trade on the page Record (Articles).
This tab of the article record holds the manufacturer details and the foreign trade data of an article. You need it when you want to record who makes the article, which codes identify it, and which customs data apply to it.
Step by step on screen
How to
Enter the manufacturer details of an article
- Open the article record and go to the tab „Manufacturer & foreign trade“.
- Select the maker in the field „Manufacturer“.
- Enter the number the manufacturer uses for this article in „Manufacturer part no.“.
- Enter the barcode number in „EAN / GTIN“.
- If the packaging has its own barcode, enter it in „EAN packaging“.
- Click „Save“ at the top.
Enter foreign trade data
- Go to the tab „Manufacturer & foreign trade“ in the article record.
- Enter the customs tariff number in „Customs tariff no.“.
- Enter the country code in „Country of origin (ISO)“.
- Click „Save“.
Good to know
- When you copy an article, the manufacturer and foreign trade data are copied too. The EAN is not, so enter a new one for the copy.
- If „EAN / GTIN“ is rejected, check the number of digits and the last digit (check digit).
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you record who makes the article and which part number and barcodes identify it.
- Manufacturer Choice
Select the manufacturer of the article from the list. - Manufacturer part no. Text
Enter the article number under which the manufacturer lists this article, for example for reordering. - EAN / GTIN Text
8, 12, 13 or 14 digits; the check digit is verified. - EAN packaging Text
Enter the barcode number of the packaging if it differs from the single article.
Here you record the customs data of the article: the customs tariff number and the country of origin.
- Customs tariff no. Text
Enter the customs tariff number that applies to this article in foreign trade. - Country of origin (ISO) Text
Enter the country in which the article was made, using the international country code.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab; the button becomes active only after you have changed something. | |
| 2 | Manufacturer Choice | Field | Manufacturer | Select the manufacturer of the article from the list. |
| 3 | Manufacturer part no. Text | Field | Manufacturer | Enter the article number under which the manufacturer lists this article, for example for reordering. |
| 4 | EAN / GTIN Text | Field | Manufacturer | 8, 12, 13 or 14 digits; the check digit is verified. |
| 5 | EAN packaging Text | Field | Manufacturer | Enter the barcode number of the packaging if it differs from the single article. |
| 6 | Customs tariff no. Text | Field | Foreign trade | Enter the customs tariff number that applies to this article in foreign trade. |
| 7 | Country of origin (ISO) Text | Field | Foreign trade | Enter the country in which the article was made, using the international country code. |
Buttons
- Save
Texts
Tab Texts on the page Record (Articles).
On the Texts tab of an article record you store the descriptions that belong to the article: a technical long text, a sales text for the customer and a purchase text for the supplier. There is also a field for internal notes. You need this tab whenever documents should print a clean article description or the office needs an internal remark.
Step by step on screen
How to
Enter the technical description of an article
- Open the article record and switch to the „Texts“ tab.
- Enter the technical description in the field „Long text“.
- Click „Save“ at the top.
Add wording for customers and suppliers
- Enter the addition for sales documents in the field „Sales text – addition for the customer (quote, order, delivery note, invoice)“.
- Enter the addition for purchasing documents in the field „Purchase text – addition for the supplier (request, purchase order)“.
- Click „Save“ at the top.
Record an internal note on the article
- Open the „Texts“ tab and go to the „Notes“ section.
- Enter your remark in the field „Internal notes“.
- Click „Save“ at the top.
Good to know
- The long text is the same for sales and purchasing. Put only what applies to one side into the sales text or the purchase text.
- Whether the long text is printed is preset per document type, but you can switch it per item in the document.
- When you copy an article, the texts are not mentioned among the things that are always copied – check them in the new record.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain the descriptions that are carried into your documents: the technical long text plus a separate addition for sales and for purchasing.
- Long text Free text
Technical description – appears below the name in all documents (sales and purchasing). Whether it is printed is preset per document type and can be switched per item. - Sales text – addition for the customer (quote, order, delivery note, invoice) Free text
An addition that is meant for the customer and is used in sales documents such as quote, order, delivery note and invoice. - Purchase text – addition for the supplier (request, purchase order) Free text
An addition that is meant for the supplier and is used in purchasing documents such as request and purchase order.
This section is for remarks that only your own staff are meant to see. Nothing from it is printed.
- Internal notes Free text
Internal only – never printed. In documents the note appears in red at the article (one line, hover = full text).
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the article. The button only becomes active once something has been changed. | |
| 2 | Long text Free text | Field | Texts | Technical description – appears below the name in all documents (sales and purchasing). Whether it is printed is preset per document type and can be switched per item. |
| 3 | Sales text – addition for the customer (quote, order, delivery note, invoice) Free text | Field | Texts | An addition that is meant for the customer and is used in sales documents such as quote, order, delivery note and invoice. |
| 4 | Purchase text – addition for the supplier (request, purchase order) Free text | Field | Texts | An addition that is meant for the supplier and is used in purchasing documents such as request and purchase order. |
| 5 | Internal notes Free text | Field | Notes | Internal only – never printed. In documents the note appears in red at the article (one line, hover = full text). |
Buttons
- Save
Stock & planning
Tab Stock & planning on the page Record (Articles).
This tab holds the stock figures and the planning data of an article. Here you enter the current stock, set the thresholds for reordering and record the weight and dimensions of the article. You need it when you want to keep an article's stock under control or prepare its shipping data.
Step by step on screen
How to
Maintain the stock of an article
- Open the article record and switch to the tab „Stock & planning“.
- Enter the current quantity in the field „Stock (Stück)“.
- Click „Save“ at the top.
Set up the planning data for reordering
- Enter the lowest permitted quantity in „Minimum stock“.
- Enter the quantity at which a reorder is due in „Reorder level“.
- Enter the quantity you normally order in „Order quantity“.
- Choose the responsible person in „Planner“.
- Fill in „Default storage location“ and „Replenishment (days)“.
- Click „Save“.
Record weight and dimensions
- Enter the weight in kilograms in „Weight (kg)“.
- Enter „Length (mm)“, „Width (mm)“ and „Height (mm)“ in millimetres.
- Click „Save“.
Good to know
- The stock is maintained by hand here for now. Once the warehouse module is available, stock is calculated automatically from the bins, and everything that already uses the stock keeps working.
- When you copy an article, the planning and logistics data are copied too. The stock is not copied – it starts empty on the new article.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain the current stock of the article by hand.
- Stock (Stück) Text
The current stock in pieces. If the field stays empty, no stock is maintained for this article.
Here you set the thresholds and ordering data used to plan the replenishment of the article.
- Minimum stock Text
The quantity the stock should not fall below. - Reorder level Text
The stock level at which the article should be reordered. - Order quantity Text
The quantity that is usually ordered when you replenish the article. - Planner Choice
The person who is responsible for planning this article. - Default storage location Text
The storage location where the article is normally kept. - Replenishment (days) Text
The number of days it takes to get the article back in stock after ordering.
Here you record the weight and the dimensions of the article.
- Weight (kg) Text
The weight of the article in kilograms. - Length (mm) Text
The length of the article in millimetres. - Width (mm) Text
The width of the article in millimetres. - Height (mm) Text
The height of the article in millimetres.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab; it becomes active only after you have changed something. | |
| 2 | Stock (Stück) Text | Field | Stock | The current stock in pieces. If the field stays empty, no stock is maintained for this article. |
| 3 | Minimum stock Text | Field | Planning | The quantity the stock should not fall below. |
| 4 | Reorder level Text | Field | Planning | The stock level at which the article should be reordered. |
| 5 | Order quantity Text | Field | Planning | The quantity that is usually ordered when you replenish the article. |
| 6 | Planner Choice | Field | Planning | The person who is responsible for planning this article. |
| 7 | Default storage location Text | Field | Planning | The storage location where the article is normally kept. |
| 8 | Replenishment (days) Text | Field | Planning | The number of days it takes to get the article back in stock after ordering. |
| 9 | Weight (kg) Text | Field | Logistics | The weight of the article in kilograms. |
| 10 | Length (mm) Text | Field | Logistics | The length of the article in millimetres. |
| 11 | Width (mm) Text | Field | Logistics | The width of the article in millimetres. |
| 12 | Height (mm) Text | Field | Logistics | The height of the article in millimetres. |
Buttons
- Save
E-mails
Tab E-mails on the page Record (Articles).
The „E-mails“ tab of an article record collects all e-mails that belong to this article – both sent and received. Use it when you want to keep correspondence about an article together with the article itself.
Good to know
- The „E-mails“ tab is one of four fixed tabs that every record has (E-mails, Documents, Additional fields, Notes). You will find the same tabs on addresses, locations, contacts and documents.
- Filing e-mail files by drag and drop is not available yet. It is announced as the next step.
Shows all e-mails for this article, sent and received. Filing e-mail files (.eml, .msg) by drag and drop is planned next, and later also filing straight from the mailbox.
As long as nothing has been created, the page shows: No e-mails for this record yet.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
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Documents
Tab Documents on the page Record (Articles).
On the Documents tab of an article record, you store files that belong to the article, such as images, PDFs, Word or Excel files. You need it when you want to keep a data sheet, a drawing or a photo directly with the article.
Step by step on screen
How to
Upload a document to an article
- Open the article record and switch to the Documents tab.
- Click “Choose files” and select one or more files on your computer.
- Check that each file is an image (JPG, PNG, WEBP), a PDF, a Word or an Excel file and not larger than 20 MB.
- Click “Upload document”.
Good to know
- Each file may be at most 20 MB. Reduce the size of larger files before you upload them.
- Only images (JPG, PNG, WEBP), PDF, Word and Excel files are accepted.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you add files to the article. The section shows which file types are allowed and how large a file may be.
Images (JPG, PNG, WEBP), PDF, Word, Excel – at most 20 MB per file.
- Choose files Opens the file selection on your computer so that you can pick the files to upload.
- Upload document Saves the chosen files with the article.
As long as nothing has been created, the page shows: No files yet – upload or drag them in above.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
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Additional fields
Tab Additional fields on the page Record (Articles).
The „Additional fields“ tab of the article record holds custom fields for this one article, for example a customer group or a key number. Use it when your company wants to store information that the standard tabs do not cover.
Good to know
- You do not create the custom fields here. They are defined once in the settings and then appear in this section.
- When you copy an article, some information is always carried over: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade and disposition. The number (assigned anew from the number range), EAN, stock, variants, customers, clearance and history are never copied.
This section shows the custom fields for this article. The fields themselves are set up once in the settings, as soon as custom fields are available.
As long as nothing has been created, the page shows: No custom fields for this record yet.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
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Notes
Tab Notes on the page Record (Articles).
On the Notes tab of an article you keep internal remarks that only the office should know. The text is never printed, never e-mailed and never shown in the customer portal. Use it for anything that should be remembered about the article but not shared outside.
Step by step on screen
How to
Write an internal note on an article
- Open the article and switch to the Notes tab.
- Click into the large text field and type your remark.
- Click “Save” to keep the text.
Add a dated entry with your name
- Click into the Note field where the new entry should go.
- Click “Timestamp”. Date, time and your name are placed at the start of the text.
- Type your remark after the timestamp.
- Click “Save”.
Good to know
- Use “Timestamp” before each new entry so that everyone can see who wrote what and when.
- If a colleague has changed the note in the meantime, you get a conflict message when saving. Your own text is kept once so that you can take it over.
- When an article is copied, the note is not part of the rules listed on the page for what is always copied. Check the other tabs after copying.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
A large text field for remarks that are meant for the office only. The text never appears on printouts, in e-mails or in the customer portal.
- Note Free text
Free text for internal remarks about this article. The notes kept in the master data stay unchanged.
- Timestamp Puts the current date, the time and your name at the start of the note.
- Save Saves the note.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Note Free text | Field | Notes (internal) | Free text for internal remarks about this article. The notes kept in the master data stay unchanged. |
| 2 | Timestamp | Button | Notes (internal) | Puts the current date, the time and your name at the start of the note. |
| 3 | Save | Button | Notes (internal) | Saves the note. |
Activities
Tab Activities on the page Record (Articles).
The Activities tab belongs to an article's record. It is the place for the article's activity history. Open it when you want to see what has happened with this article.
Good to know
- A note on this page says which data is always copied when an article is copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade and disposition.
- The following are never copied: the number (a new one comes from the number range), EAN, stock, variants, customers, clearance and history.
As long as nothing has been created, the page shows: No activities yet.
Always copied: article type, unit, product group, manufacturer, properties, units/pack size, warranty, logistics, foreign trade, disposition. Never: number (new from the number range), EAN, stock, variants, customers, clearance, history.
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Checklists
In planning10 %
In the menu under Master Data › Checklists.
The Checklists page is found under Master Data > Checklists. The structure that was read from the program contains no fields, buttons or sections for this page. The manual therefore cannot describe any functions here.
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Templates
In planning10 %
In the menu under Master Data › Templates.
The Templates page sits in the menu under Master Data. Its name suggests it is where document and import templates are managed, but this page's structure lists no fields, buttons or sections, so nothing more can be described here. Open the page and use the controls shown there.
Good to know
- The page is shown only to users who have the right for it. If you cannot find the menu item, ask your administrator to check your rights.
- Import templates are not managed on this page. You save them during a data import using „Als Vorlage speichern“: the columns are matched by column name, so the column order of the file may change. If you upload a file whose first row matches the columns of a saved template, the template is applied automatically (message „Vorlage … erkannt und angewendet“); if no template fits completely, the matching templates are offered for selection with their hit count (for example „3 von 5 Spalten“).
- Saving under an existing template name overwrites that template. Deleting a template asks for confirmation first.
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Time Tracking
In planning10 %
In the menu under Tools › Time Tracking.
The page Time Tracking can be found in the menu under Tools > Time Tracking. The page structure read from the program contains no fields, buttons, areas or tabs, so no further functions can be described here.
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Warehouse
In the menu under Tools › Warehouse.
The page „Warehouse“ can be found in the menu under Tools > Warehouse. The page structure provided contains no further details such as fields, buttons, or areas, so no specific functions can be described here.
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Report Designer
In the menu under Tools › Report Designer.
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GPS Tracking
In the menu under Tools › GPS Tracking.
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Users
In the menu under Settings › Users.
On this page you manage everyone who can sign in to fieldtakt. You create new users, see their role, status and last login at a glance, and open a user to change their details. You need this page whenever a new colleague starts or someone's data or role changes.
Step by step on screen
How to
Create a new user
- Click “Create new user” at the top.
- Enter the username.
- Enter the email address.
- Fill in First name and Last name.
- Add Code, Mobile number, Color in planning and Skills as needed.
- Click “Create user” to save the new user.
Cancel creating a user
- Click “Create new user” at the top.
- Click “Cancel” if you do not want to create the user after all.
Change an existing user
- Find the user in the list.
- Click “Edit” in the row of the user.
Good to know
- The last active administrator keeps the administrator role: the other roles are greyed out in that case. Once a second active administrator exists, the role can be changed freely.
- If your package limits the number of users, you cannot create more users than it allows. You then get the message “Kontingent reicht nicht”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list shows all users with their username, name, email, role, status and last login. From here you open a user to edit them.
ColumnsUserNameEmailRoleStatusLast loginActions
- Edit Opens the user so you can change their details.
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Everything on this page
Buttons at the top of the page
- Create new user Opens a form to create a new user.
Buttons
- Create new user
Settings
In the menu under Settings › Settings.
On this page you maintain your company's basic settings. You enter your company details and billing details here, which are used in your documents. The tabs also take you to further settings such as working hours, number ranges, imports, pricing and translations.
Step by step on screen
How to
Enter or correct company details
- Enter the name of your company under „Company name“.
- Fill in „Street and number“, „Postal code“, „City“ and „Country“.
- Enter „Phone“, „Email“ and „Website“.
- Click „Save“ at the top.
Enter billing details
- Enter „VAT ID“ and „Tax number“.
- Fill in „Register court“ and „Commercial register no.“.
- Enter your bank details under „Bank“, „IBAN“ and „BIC“.
- Click „Save“ at the top.
Set the language, date format and working hours
- Open the „Preferences“ tab.
- Choose „Language“, „Date Format“, „Time Format“ and „Timezone“.
- Enter „Work start“, „Work end“ and „Default appointment duration“.
- Set „Sign out after inactivity“ and „Default country“.
- Click „Save“ on the tab.
Good to know
- „Save“ at the top and „Save“ on a tab such as „Preferences“ are separate buttons. Save on the tab where you made your changes.
- Your company name and address details appear in your documents, so check them before you create the first documents.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Contact and address details of your company. They are the basis for the sender information in your documents.
- Company name Text
- Managing director Text
The name of the managing director of your company. - Street and number Text
- Postal code Text
- City Text
- Country Text
- Phone Text
- Email E-mail
- Website Text
Tax, register and bank details of your company that are needed for invoicing.
- VAT ID Text
Your VAT identification number, for use on invoices. - Tax number Text
The tax number assigned to your company by the tax office. - Register court Text
The court where your company is entered in the commercial register. - Commercial register no. Text
Your entry number in the commercial register. - Bank Text
- IBAN Text
The international account number for incoming payments. - BIC Text
The bank identifier code that belongs to your IBAN.
Shows information about the program version you are currently using.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this page. | |
| 2 | Company name Text | Field | Company details | no explanation yet |
| 3 | Managing director Text | Field | Company details | The name of the managing director of your company. |
| 4 | Street and number Text | Field | Company details | no explanation yet |
| 5 | Postal code Text | Field | Company details | no explanation yet |
| 6 | City Text | Field | Company details | no explanation yet |
| 7 | Country Text | Field | Company details | no explanation yet |
| 8 | Phone Text | Field | Company details | no explanation yet |
| 9 | Email | Field | Company details | no explanation yet |
| 10 | Website Text | Field | Company details | no explanation yet |
| 11 | VAT ID Text | Field | Billing details | Your VAT identification number, for use on invoices. |
| 12 | Tax number Text | Field | Billing details | The tax number assigned to your company by the tax office. |
| 13 | Register court Text | Field | Billing details | The court where your company is entered in the commercial register. |
| 14 | Commercial register no. Text | Field | Billing details | Your entry number in the commercial register. |
| 15 | Bank Text | Field | Billing details | no explanation yet |
| 16 | IBAN Text | Field | Billing details | The international account number for incoming payments. |
| 17 | BIC Text | Field | Billing details | The bank identifier code that belongs to your IBAN. |
Buttons
- Save
Preferences
Tab Preferences on the page Settings.
On this tab you set how fieldtakt looks and behaves for everyday work: language, date and time format, working hours and the default country. You need it when you set up the system for the first time or when the company's habits change. You save your changes with the "Save" button at the top.
Step by step on screen
How to
Language, date and time format change
- Open the tab "Preferences" in the settings.
- Select the desired language under "Language".
- Select the display of the date under "Date Format".
- Select the display of the time under "Time Format".
- Check the entry under "Timezone" and correct it if needed.
- Click "Save" at the top.
Set working hours and default values for appointments
- Enter the start of the working day under "Work start".
- Enter the end of the working day under "Work end".
- Choose the usual length of an appointment under "Default appointment duration".
- Choose under "Sign out after inactivity" how long fieldtakt waits before signing out an inactive user.
- Choose the country that is preset for new entries under "Default country".
- Click "Save" at the top.
Good to know
- The colours for money flow apply to all users, not just to you.
- Blue and orange for sales and purchasing can be told apart easily even with red-green colour blindness.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the language of the program and how dates, times and the timezone are displayed.
- Language Choice
- Date Format Choice
- Time Format Choice
- Timezone Text
Default: Europe/Berlin
Here you set the daily working hours, the default duration of appointments, the automatic sign-out and the default country.
- Work start Text
The start of the working day, which is used for planning. - Work end Text
The end of the working day, which is used for planning. - Default appointment duration Choice
The length that is suggested for a new appointment. - Sign out after inactivity Choice
The period after which an inactive user is signed out automatically. - Default country Choice
The country that is preset when you create new entries.
Documents where money comes in (sales) and where money goes out (purchasing) get their own colour in the menu and the page header. This applies to all users.
Here you see, per document type, which article texts (long text and additional text) are used in documents.
ColumnsDocument typeLong textAdditional text
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes on this tab; the button becomes active only after you have changed something. | |
| 2 | Language Choice | Field | Language & date | no explanation yet |
| 3 | Date Format Choice | Field | Language & date | no explanation yet |
| 4 | Time Format Choice | Field | Language & date | no explanation yet |
| 5 | Timezone Text | Field | Language & date | Default: Europe/Berlin |
| 6 | Work start Text | Field | Working hours | The start of the working day, which is used for planning. |
| 7 | Work end Text | Field | Working hours | The end of the working day, which is used for planning. |
| 8 | Default appointment duration Choice | Field | Working hours | The length that is suggested for a new appointment. |
| 9 | Sign out after inactivity Choice | Field | Working hours | The period after which an inactive user is signed out automatically. |
| 10 | Default country Choice | Field | Working hours | The country that is preset when you create new entries. |
Buttons
- Save
Status pills
Tab Status pills on the page Settings.
On this tab you control the small status pills for each area of fieldtakt. You decide where they appear in the list, whether they show in the record and in which order. Use it when status information should be easier to see, or when the list gets too crowded. The settings apply to all users.
Step by step on screen
How to
Show status pills in their own column
- Open the Settings and choose the tab „Status pills“.
- Find the area whose pills you want to change.
- Set the pills for this area to „Status column“.
- Click on „Show “Status” column“ to show or hide the column.
Change where the status pills appear in the list
- Open the tab „Status pills“.
- Choose for the area: „Next to name“, „Status column“ or „Off“.
- Decide whether the pills should also show in the record.
- Drag the pills into the order you want.
Good to know
- Switched-off details are kept. Filters, tiles and the column choice keep working.
- If the column is hidden, show or hide it via „Choose columns“ in the list as well.
- The setting applies to all users, not just to you.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set, for each area, where the small status pills appear in the list, whether they show in the record and in which order. The settings apply to all users.
Next to name: right after the name. Status column: in its own column – show or hide it via “Choose columns”. While the column is hidden, these pills appear next to the name. Off: not in the list.
- Show “Status” column Shows or hides the „Status“ column in the list. While the column is hidden, its pills appear next to the name instead.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Show “Status” column | Button | Status pills | Shows or hides the „Status“ column in the list. While the column is hidden, its pills appear next to the name instead. |
Number ranges
Tab Number ranges on the page Settings.
On this tab you see all number ranges that fieldtakt uses to number documents and records automatically. You use it to check which number comes next, how far each range has already been used, and to adjust the next number or the yearly restart where needed.
How to
Check which number is issued next
- Open the tab „Number ranges“ in the settings.
- Find the range you are interested in in the column „Range“.
- Read the next number in the column „Next number“.
- Compare it with the column „Highest issued“ to see how far the range has been used.
Understand when a number is issued
- Create a new record, for example a quote or an order. Its number is issued right at creation.
- For invoices and credit notes, the number is issued only when you finalise the document.
- Check the column „Highest issued“ afterwards to see the number that was last issued.
Good to know
- An issued number is never issued again – not even if you delete the record afterwards. Gaps in the sequence are therefore normal.
- The next number can only be raised, never lowered. Check the value carefully before you change it.
- In the prefix you can use placeholders: {JJJJ} stands for the year, {JJ} for the two-digit year and {MM} for the month.
Lists every range with its next number, its last issued number and its settings for yearly restart and range limit. Each row stands for one kind of number.
Each range issues the next number on creation (invoice and credit note only when finalising). An issued number is never issued again – not even after deleting. The next number can only move forward. Placeholders in the prefix: {JJJJ} = year, {JJ} = two-digit year, {MM} = month.
ColumnsRangeNext numberHighest issuedYearly restartRange up toNote
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Packages
Tab Packages on the page Settings.
On the “Packages” tab you see which plan your company currently uses and which other plans are available. You also reach the “Support” subpage from here, where you send tickets to the support team and follow your company’s tickets.
Step by step on screen
How to
Book an additional plan
- Open the “Packages” tab in the Settings.
- Check under “Your plans” which plan is already active and look through “Available plans”.
- Click “Add plan” at the plan you want to book.
Send a support ticket
- Open the subpage “Support” and start a new ticket.
- Choose the “Category” that fits your request.
- Enter a short “Subject”.
- Describe your request in the “Message” field.
- If needed, click “Choose files” and add “Attachments (optional)”.
- Click “Send ticket”.
Get notified by e-mail about answers
- When writing a new ticket, tick “E-mail when this ticket is answered”.
- To receive e-mails for all of your company’s tickets, switch on “E-mails: on” under “Your company’s tickets”.
Good to know
- Describe a problem as precisely as possible and attach a screenshot – this saves follow-up questions.
- The Settings have many more tabs, such as “Number ranges” or “Import”. Use the tab bar at the top to switch.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the plans your company is currently using.
Lists the plans you can add to your company. New plans are added from here.
- Add plan Adds the selected plan to your company.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add plan | Button | Available plans | Adds the selected plan to your company. |
Import
Tab Import on the page Settings.
On this tab you bring existing data into fieldtakt from an Excel or CSV file: articles, product groups, price matrix rows, addresses, sites and contacts. You need it when you set up fieldtakt for the first time or want to load many records at once instead of entering them one by one.
Step by step on screen
How to
Import articles from a file
- Click on the section “Articles” to open it, or use “Expand all” to open all sections.
- Download the template with “Template (Excel) with product groups” or “Template (CSV)” and fill it in.
- Click on “Start import” in the “Articles” section.
- Select your file under “File (XLSX or CSV)” with “Choose file”.
- Click on “Upload and read”.
- Check the result before you confirm: the check shows sales and purchase price old → new, and changes of more than 30 % are marked as “conspicuous”.
Load addresses, sites or contacts
- Open the section you need, for example “Addresses”, “Sites” or “Contacts”.
- Download the template as Excel or CSV.
- Fill in the template and save the file.
- Click on “Start import” in the same section.
Import product groups or price matrix rows
- Open the section “Product groups” or “Price matrix rows”.
- Download the template as Excel or CSV.
- Fill in the template according to the columns shown under “Fields” and “Note”.
- Click on “Start import”.
Good to know
- When importing articles, fieldtakt looks for an existing article by article number, ident number, EAN, manufacturer + manufacturer no. and supplier + order number. All filled keys must point to the same article, otherwise the line is an error.
- A found article is updated with the filled cells only; a missing one is created. You can switch off both behaviours.
- For images, use the columns Image 1 to 5 with links (https://…) and separate several links with |. Image 1 becomes the main image; JPG, PNG and WebP up to 20 MB are allowed.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Import of articles from an Excel or CSV file. Existing articles can be updated, missing ones created, and images can be loaded via links.
The import searches by article number, ident number, EAN, manufacturer + manufacturer no. and supplier + order number. All filled keys must point to the same article, otherwise the line is an error. Found = update (filled cells only), not found = create – both can be switched off. The check shows sales/purchase price old → new with percent; over 30 % “conspicuous”.
Columns Image 1 to 5 with links (https://…), separate several links with |. After the import fieldtakt loads the images with a progress bar, normalises them like an upload, image 1 becomes the main image, identical images are not stored twice. Allowed: JPG, PNG, WebP up to 20 MB; Dropbox and Google Drive share links are converted.
ColumnsFieldsNote
- Template (Excel) with product groups Downloads the article template as an Excel file, including the product groups.
- Template (CSV) Downloads the template as a CSV file.
- Start import Opens the import for this section, where you upload your file and check it before importing.
Import of product groups from a file using the template.
ColumnsFieldsNote
- Template (Excel)
- Template (CSV) Downloads the template as a CSV file.
- Start import Opens the import for this section, where you upload your file and check it before importing.
Import of price matrix rows from a file using the template.
The import searches by article number, ident number, EAN, manufacturer + manufacturer no. and supplier + order number. All filled keys must point to the same article, otherwise the line is an error. Found = update (filled cells only), not found = create – both can be switched off. The check shows sales/purchase price old → new with percent; over 30 % “conspicuous”.
Columns Image 1 to 5 with links (https://…), separate several links with |. After the import fieldtakt loads the images with a progress bar, normalises them like an upload, image 1 becomes the main image, identical images are not stored twice. Allowed: JPG, PNG, WebP up to 20 MB; Dropbox and Google Drive share links are converted.
ColumnsFieldsNote
- Template (Excel)
- Template (CSV) Downloads the template as a CSV file.
- Start import Opens the import for this section, where you upload your file and check it before importing.
Import of addresses (customers and other address types) from a file using the template.
The import searches by article number, ident number, EAN, manufacturer + manufacturer no. and supplier + order number. All filled keys must point to the same article, otherwise the line is an error. Found = update (filled cells only), not found = create – both can be switched off. The check shows sales/purchase price old → new with percent; over 30 % “conspicuous”.
Columns Image 1 to 5 with links (https://…), separate several links with |. After the import fieldtakt loads the images with a progress bar, normalises them like an upload, image 1 becomes the main image, identical images are not stored twice. Allowed: JPG, PNG, WebP up to 20 MB; Dropbox and Google Drive share links are converted.
ColumnsFieldsNote
- Template (Excel)
- Template (CSV) Downloads the template as a CSV file.
- Start import Opens the import for this section, where you upload your file and check it before importing.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Expand all | Button | Opens all sections on this tab at once. | |
| 2 | Collapse all | Button | Closes all sections again. | |
| 3 | Template (Excel) with product groups | Button | Articles | Downloads the article template as an Excel file, including the product groups. |
| 4 | Template (CSV) | Button | Articles | Downloads the template as a CSV file. |
| 5 | Start import | Button | Articles | Opens the import for this section, where you upload your file and check it before importing. |
| 6 | Template (Excel) | Button | Product groups | no explanation yet |
| 7 | Template (CSV) | Button | Product groups | Downloads the template as a CSV file. |
| 8 | Start import | Button | Product groups | Opens the import for this section, where you upload your file and check it before importing. |
| 9 | Template (Excel) | Button | Price matrix rows | no explanation yet |
| 10 | Template (CSV) | Button | Price matrix rows | Downloads the template as a CSV file. |
| 11 | Start import | Button | Price matrix rows | Opens the import for this section, where you upload your file and check it before importing. |
| 12 | Template (Excel) | Button | Addresses | no explanation yet |
| 13 | Template (CSV) | Button | Addresses | Downloads the template as a CSV file. |
| 14 | Start import | Button | Addresses | Opens the import for this section, where you upload your file and check it before importing. |
| 15 | Template (Excel) | Button | Sites | no explanation yet |
| 16 | Template (CSV) | Button | Sites | Downloads the template as a CSV file. |
| 17 | Start import | Button | Sites | Opens the import for this section, where you upload your file and check it before importing. |
| 18 | Template (Excel) | Button | Contacts | no explanation yet |
| 19 | Template (CSV) | Button | Contacts | Downloads the template as a CSV file. |
| 20 | Start import | Button | Contacts | Opens the import for this section, where you upload your file and check it before importing. |
Buttons
- Expand all
- Collapse all
Areas
5Sites
Import of sites from a file using the template.
The import searches by article number, ident number, EAN, manufacturer + manufacturer no. and supplier + order number. All filled keys must point to the same article, otherwise the line is an error. Found = update (filled cells only), not found = create – both can be switched off. The check shows sales/purchase price old → new with percent; over 30 % “conspicuous”.
Columns Image 1 to 5 with links (https://…), separate several links with |. After the import fieldtakt loads the images with a progress bar, normalises them like an upload, image 1 becomes the main image, identical images are not stored twice. Allowed: JPG, PNG, WebP up to 20 MB; Dropbox and Google Drive share links are converted.
ColumnsFieldsNote
- Template (Excel)
- Template (CSV) Downloads the template as a CSV file.
- Start import Opens the import for this section, where you upload your file and check it before importing.
Area 5
6Contacts
Import of contacts from a file using the template.
The import searches by article number, ident number, EAN, manufacturer + manufacturer no. and supplier + order number. All filled keys must point to the same article, otherwise the line is an error. Found = update (filled cells only), not found = create – both can be switched off. The check shows sales/purchase price old → new with percent; over 30 % “conspicuous”.
Columns Image 1 to 5 with links (https://…), separate several links with |. After the import fieldtakt loads the images with a progress bar, normalises them like an upload, image 1 becomes the main image, identical images are not stored twice. Allowed: JPG, PNG, WebP up to 20 MB; Dropbox and Google Drive share links are converted.
ColumnsFieldsNote
- Template (Excel)
- Template (CSV) Downloads the template as a CSV file.
- Start import Opens the import for this section, where you upload your file and check it before importing.
Area 6
Trades
Tab Trades on the page Settings.
On this tab you choose which trades your company works in, for example doors and gates, heating or lifts. Based on your choice, fieldtakt creates the matching asset types and offers the icon packs for them. You need this page when you set up fieldtakt or when your company takes on a new trade.
Step by step on screen
How to
Trades applying and creating the matching asset types
- Open the areas of the trades that apply to your company. Click “Expand all” to see all areas at once.
- Select the trades you work in. Several trades are possible.
- Click “Apply trades”. fieldtakt creates the missing asset types. Existing asset types stay, nothing is deleted.
- Collapse the list again with “Collapse all” if you want a better overview.
Choosing the style of the category pictograms
- Open the area “Category pictograms”.
- Select the style you want for the product-group images.
- Click “Save”.
Installing the pictograms of Trade H · Lifts & conveying
- Open the area “Category pictograms”.
- Click “Install Trade H · Lifts & conveying”.
Good to know
- Applying trades never deletes anything. You rename, deactivate and add asset types as usual under asset types.
- The asset type icon picker only shows the icon packs of the selected trades. To use further packs, switch them on in the matching area under “Icon pack”.
- A product group’s own image always wins over the style chosen under “Category pictograms”.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the style of the product-group images that come from loaded templates. Each style exists in a light and a dark version and switches automatically with the page design. The images are also used in the customer portal.
- Install Trade H · Lifts & conveying Installs the pictograms of this trade for the category images.
- Save
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Several trades possible. Applying only creates missing asset types – existing ones stay, nothing is deleted. Rename, deactivate and add as usual under asset types. The asset type icon picker only shows the icon packs of the selected trades – switch on further packs per area (“Icon pack”). Inspection intervals per trade will follow later.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Apply trades | Button | Creates the asset types that are still missing for the selected trades. Existing asset types stay, nothing is deleted. | |
| 2 | Expand all | Button | Opens all trade areas at once. | |
| 3 | Collapse all | Button | Closes all trade areas again. | |
| 4 | Install Trade H · Lifts & conveying | Button | Category pictograms | Installs the pictograms of this trade for the category images. |
| 5 | Save | Button | Category pictograms | no explanation yet |
Buttons
- Apply trades
- Expand all
- Collapse all
Areas
7Trade F · Security systems Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 7
8Trade G · Fire protection Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 8
9Trade H · Lifts & conveying Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 9
10Trade I · Building automation & IT Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 10
11Trade J · Industrial & plant engineering Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 11
12Trade K · Construction & fit-out Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 12
13Trade L · Outdoor & facility services Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 13
14Trade M · Kitchen, laundry, medical & lab Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 14
15Trade N · Cars & commercial vehicles Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 15
16Trade O · Photovoltaics & renewables Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 16
17Trade P · Agriculture Icon pack
Icon pack for the asset types of this trade. Switch it on here so that its icons appear in the asset type icon picker.
Area 17
Symbol set
Tab Symbol set on the page Settings.
On this tab you see the symbol set that fieldtakt uses for its sections, trades, actions and statuses. Each section lists the symbols for one topic, for example address types, trades or buttons. You need this page when you want to see which symbol stands for what.
Step by step on screen
How to
See all sections at a glance
- At the top, click „Expand all“.
- Scroll through the open sections and look at the symbols of each topic.
Find a specific section quickly
- At the top, click „Collapse all“.
- Then open only the section you are interested in, for example „Actions“ or one of the trade sections.
Good to know
- The sections „Navigation & controls“ and „Field types“ have a fixed meaning and are never offered for selection.
- The section „Servers & technology“ is intended for the operator only.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Symbols for the different address types, that is, who an address is.
Symbols for the places where the work is done.
Look up
Everything on this page
Buttons
- Expand all
- Collapse all
Areas
3Asset types
Symbols for what is serviced. Doors and gates come first, then building services.
Area 3
4Order types
Symbols for what has to be done.
Area 4
5Status of records
Symbols for the status of orders and later documents.
Area 5
6Planning & time
Symbols for the planning board, absences and appointments.
Area 6
7Staff & qualification
Symbols for technicians, roles and certificates.
Area 7
8Vehicles & routes
Symbols for the fleet, travel and later tracking.
Area 8
9Material & stock
Symbols for articles, stock and orders.
Area 9
10Sales & finance
Symbols for quote, order, invoice and payment.
Area 10
11Documents & communication
Symbols for document types, correspondence and activities.
Area 11
12Maintenance, inspection & safety
Symbols for inspections, defects and checklists.
Area 12
13Markers & flags
Symbols for the flags on addresses, orders and assets.
Area 13
14Trade A · Doors, gates & access
Symbols for industrial doors, doors and hold-open systems, barriers, loading technology and sun protection.
Area 14
15Trade B · Heating
Symbols for gas, oil, pellets, heat pump, district heating and solar thermal.
Area 15
16Trade C · Ventilation, air conditioning, refrigeration
Symbols for ventilation units, air conditioning, cold and freezer rooms.
Area 16
17Trade D · Plumbing & water
Symbols for drinking water, waste water and lifting units, separators, bathrooms and pools.
Area 17
18Trade E · Electrical & energy
Symbols for electrical installation, equipment testing, photovoltaics and storage, EV charging, lightning protection and emergency lighting.
Area 18
19Trade F · Security systems
Symbols for fire and intrusion alarm systems, video, access control, intercom and call systems.
Area 19
20Trade G · Fire protection
Symbols for extinguishers, smoke and heat exhaust, sprinklers, wall hydrants and fire dampers.
Area 20
21Trade H · Lifts & conveying
Symbols for lifts, escalators, stair lifts and conveyors.
Area 21
22Trade I · Building automation & IT
Symbols for control systems, network, server and technical rooms.
Area 22
23Trade J · Industrial & plant engineering
Symbols for compressed air, cranes, racks, forklifts, work platforms and machines.
Area 23
24Trade K · Construction & fit-out
Symbols for masonry, drywall, painting, tiling, joinery, metalwork, glazing, roofing and facade.
Area 24
25Trade L · Outdoor & facility services
Symbols for landscaping, winter service, cleaning, pest control, waste and playgrounds.
Area 25
26Trade M · Kitchen, laundry, medical & lab
Symbols for commercial kitchen, laundry, medical devices and laboratory.
Area 26
27Trade N · Cars & commercial vehicles
Symbols for cars, vans, trucks and trailers, buses, two-wheelers, agricultural and construction machines, workshop equipment, body shop, tyres, breakdown service, car washes and tachograph.
Area 27
28Trade O · Photovoltaics & renewables
Symbols for rooftop and ground-mounted PV, plug-in solar, storage, energy management, wind, CHP and biogas, and grid connection.
Area 28
29Trade P · Agriculture
Symbols for barn and milking technology, feeding, greenhouses, silos and drying, farm machinery, slurry and biogas.
Area 29
30Navigation & controls
Symbols for the page frame, tabs, lists and paging. Their meaning is fixed and they are never offered for selection.
Area 30
31Actions
Symbols for buttons: one symbol per action, the same everywhere.
Area 31
32Status & messages
Symbols for states, short notifications, pills and hints.
Area 32
33Users, roles & rights
Symbols for login, users, rights and preview.
Area 33
34Servers & technology
Symbols for servers, updates, backups and interfaces. Intended for the operator only.
Area 34
35Communication & mail
Symbols for mailbox, inbox, compose, reply, phone, messages and notifications. They are used in mail and correspondence.
Area 35
36File formats
Symbols for the files that are uploaded or imported, such as PDF, Word, Excel, image, video, ZIP, XML, CSV, mail and CAD. They are used in documents, import and e-invoice.
Area 36
37Field types
Symbols for the field types in the form builder and in custom fields, such as text, number, selection, yes/no, date, time, reference and required. Their meaning is fixed.
Area 37
Pricing
Tab Pricing on the page Settings.
The Pricing tab is where you decide how prices are determined for your addresses. You create price matrices here and can switch on two optional discount functions: the second discount and the document discount from a threshold. You need this page when different customers or suppliers should receive different prices or discounts.
Step by step on screen
How to
Create a price matrix
- Open the Pricing tab in the Settings.
- In the Pricing area, click on „Create matrix“.
Allow the second discount
- In the area „Second discount (discount on discount)“, switch the function on.
- Click on „Save“.
- Then allow the second discount for individual customers or suppliers in the address under Commercial.
Set up a document discount from a threshold
- In the area „Document discount from threshold“, switch the function on.
- Click on „Save“.
- Then store the thresholds for customers or suppliers in the address under Commercial, e.g. from € 3,000 +5 %.
Good to know
- A matching row of the assigned matrix is final: no address discount is added on top, and no maximum-discount cap applies. If several rows match, the most specific one wins – article before subgroup before parent group.
- Rows with a factor calculate live from the current net purchase price. A customer price maintained per address and article remains the exception and beats the matrix.
- Test the result with the price check in the article file on the Prices tab. The document discount applies only to discountable items, not to prices from the price matrix.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you switch on whether a second discount can be granted on top of the first. It is off by default.
- Save Saves the setting of the respective area; it only becomes active once something has been changed.
Here you switch on whether a discount is granted automatically once a document reaches a stored amount. It is off by default.
Off by default. When on, thresholds can be stored for customers and suppliers (address → commercial), e.g. from € 3,000 +5 %. The discount appears as its own line in the document total – on discountable items, not on price-matrix prices – and is split to the cent across the VAT rates.
- Save Saves the setting of the respective area; it only becomes active once something has been changed.
Here you create and manage the price matrices. An assigned matrix serves as the price list of an address.
- Create matrix Creates a new price matrix that you can assign to addresses as their price list.
Here you create and manage the price matrices. An assigned matrix serves as the price list of an address.
- Create matrix Creates a new price matrix that you can assign to addresses as their price list.
The assigned matrix is the address’s price list: once a row matches, the price is final – no address discount on top, no maximum-discount cap. The most specific row wins (article before subgroup before parent group); factor rows calculate LIVE from the current net purchase price. The customer price per address and article remains the maintained exception and beats the matrix. Test it with the price check in the article file (Prices tab).
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Second discount (discount on discount) | Saves the setting of the respective area; it only becomes active once something has been changed. |
| 2 | Save | Button | Document discount from threshold | Saves the setting of the respective area; it only becomes active once something has been changed. |
| 3 | Create matrix | Button | Pricing | Creates a new price matrix that you can assign to addresses as their price list. |
Layout builder
Tab Layout builder on the page Settings.
On this tab you control how input forms look in fieldtakt. You can import a prepared layout specification and set how wide the input fields of each field type are. Use it when forms should be arranged differently from the shipped default.
Step by step on screen
How to
Import a layout specification
- Open the layout builder preview and use “Copy specification” for one layout or “Copy all” for the whole list.
- Paste the copied text into the field “Specification”.
- Under “Applies to”, choose the record the layout should be valid for.
- Click “Import”.
- Click “Save” at the top.
Change the width of input fields
- Find the section for your records, for example “Field widths: commercial”.
- Look for the line with the desired field type.
- Enter a value in the column “Width” and, if needed, in the column “Max.”. Leave the cells empty to keep the default.
- Click “Save” at the top.
Good to know
- Enter a width only where it should differ from the default. Empty cells keep the shipped value.
- A mask built in the layout builder always takes precedence over the field widths set here.
- Layouts only arrange and hide fields for the eye. What a role is not allowed to see stays hidden regardless of the layout.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you import a layout specification that was copied from the layout builder preview. The specification can contain a single layout or several at once.
- Specification Free text
The specification comes from the layout builder preview (“Copy specification”) – a single layout or the list from “Copy all”. If an entry carries “gilt_fuer”, that wins; otherwise the selection below applies. Unknown anchors are reported as errors, nothing is imported half-way. - Applies to Choice
Only for entries without their own “gilt_fuer” in the specification. A role layout replaces the default for this record completely; resolution: role, then default, then as shipped.
- Import Reads the pasted specification and applies the layouts it contains. If an anchor is unknown, you get an error message and nothing is imported.
Sets how wide the input fields of each field type are on forms for addresses and contacts.
ColumnsField typeDefaultWidthMax.
Sets how wide the input fields of each field type are on the commercial forms.
ColumnsField typeDefaultWidthMax.
Sets how wide the input fields of each field type are on forms for articles.
ColumnsField typeDefaultWidthMax.
Sets how wide the input fields of each field type are on forms for transactions and dates.
ColumnsField typeDefaultWidthMax.
Layouts sit BELOW the permission system: they only arrange and hide for the eye – whatever a role must not see stays away server-side. Fields stay in their block. Moved blocks remain invisibly in their source form – so the form always saves completely. Blocks between tabs and own tabs first apply on the article record; the other records follow. The workshop (drag & drop on the page itself) comes as L2.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | no explanation yet | |
| 2 | Specification Free text | Field | Layout builder | The specification comes from the layout builder preview (“Copy specification”) – a single layout or the list from “Copy all”. If an entry carries “gilt_fuer”, that wins; otherwise the selection below applies. Unknown anchors are reported as errors, nothing is imported half-way. |
| 3 | Applies to Choice | Field | Layout builder | Only for entries without their own “gilt_fuer” in the specification. A role layout replaces the default for this record completely; resolution: role, then default, then as shipped. |
| 4 | Import | Button | Layout builder | Reads the pasted specification and applies the layouts it contains. If an anchor is unknown, you get an error message and nothing is imported. |
Buttons
- Save
Areas
6Field widths: general
Sets how wide the input fields of each field type are on all other forms.
ColumnsField typeDefaultWidthMax.
Area 6
Lists
Tab Lists on the page Settings.
On this tab you manage the selection lists that are used throughout fieldtakt, for example delivery terms, reasons, statuses, priorities and order types. You need it whenever a drop-down elsewhere in the program should offer different or additional choices.
Step by step on screen
How to
Add a new entry to a list
- Open the tab „Lists“ and choose the list you want to extend.
- Click „Add Entry“ at the top.
- Fill in the entry in the form that opens.
- Confirm with „Save“.
Change or delete an entry in a list
- Open the list that contains the entry, for example „Delivery terms“.
- Click „Edit“ on the entry you want to change.
- Change the entry and confirm with „Save“.
- To remove an entry, click „Delete“ and answer the confirmation question.
Return to the dashboard
- Click „Back to Dashboard“.
Good to know
- Not every list allows deleting: for example in „Document Types“, „Invoice status“, „Priorities“, „Quote status“ and „Order Status“ you can only add and edit entries.
- Each list has its own page with its own „Add Entry“ button. Make sure you are in the right list before you add an entry.
- Changes to a list affect every place in fieldtakt where that list is offered as a choice.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area shows the entries of the selected list. From here you add new entries and change or delete existing ones.
- Back to Dashboard
- Add Entry Creates a new entry in the list you are currently viewing.
- Edit Opens an existing entry so that you can change it.
- Delete Removes an entry from the list after a confirmation question.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Creates a new entry in the list you are currently viewing. | |
| 2 | Back to Dashboard | Button | Lists | no explanation yet |
| 3 | Add Entry | Button | Lists | Creates a new entry in the list you are currently viewing. |
| 4 | Edit | Button | Lists | Opens an existing entry so that you can change it. |
| 5 | Delete | Button | Lists | Removes an entry from the list after a confirmation question. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
AI
Tab AI on the page Settings.
This page shows which tools an AI may use in fieldtakt – later the assistant inside fieldtakt and an external AI (Claude, ChatGPT, Copilot) via the MCP interface. Every tool only reads what you may see yourself. Here you can also try out a tool and see exactly what an AI would receive with your permissions.
Step by step on screen
How to
Try out a tool
- Open the Settings and switch to the tab „AI“.
- In the area „Try out a tool“, choose the tool in the field „Tool“.
- Click „Show inputs“ and fill in the inputs the tool asks for.
- Run the tool and read the result as a table or as raw data.
Check which tools are available to you
- Open the area „Tools of the AI interface“.
- Read the columns „Tool“ and „Description“ to see what each tool does.
- Check the column „State“ to see whether a tool is available to you.
- Check the column „Delivery“ for how the tool is provided.
Good to know
- Tools of a module you have not booked do not exist for you, so they do not appear in the list.
- Calls made on this page do not count against the quota.
- The result shows only what your own permissions allow – an AI sees exactly the same.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists all tools an AI may run in fieldtakt. Each tool reads only what the signed-in user may see, with the same permissions, modules and columns as in the lists. Every call is logged.
ColumnsToolDescriptionStateDelivery
Here you run a tool yourself and see the result exactly as an AI would get it with your permissions – as a table and as raw data.
- Tool Choice
Choose here the tool you want to try out.
- Show inputs Shows the inputs of the chosen tool so that you can fill them in before running it.
Look up
Technician app
Tab Technician app on the page Settings.
On this tab you set the logo that appears at the top left of the technician app. You need it when the app should show your company's own logo instead of the default. You see here which logo is currently in use and can replace it with a new file.
Step by step on screen
How to
Set a new app logo
- Check under „Currently in the app“ which logo is used right now.
- Click on „Choose file“ and select a PNG, JPG or WebP file.
- Make sure the file is a landscape logo for a light background. A transparent background is welcome.
- Click on „Use logo“ to apply the new logo.
Good to know
- The logo appears on a white plate, so use a version made for a light background.
- Devices pick up a new logo only at the next sync, so it may not show up in the app immediately.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you see the logo currently shown in the technician app and can upload a new one. Without an own app logo the app falls back to the light logo of the customer portal; without both it shows the fieldtakt mark.
- Currently in the app
Shows the logo that the technician app displays at the moment. - New app logo File
PNG, JPG or WebP. Ideally a landscape logo for a light background, transparent background welcome. The app shows it up to 160 × 32 points.
- Choose file Opens the file selection so you can pick the logo file from your computer.
- Use logo Applies the chosen file as the new app logo.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Currently in the app | Field | App logo | Shows the logo that the technician app displays at the moment. |
| 2 | New app logo File | Field | App logo | PNG, JPG or WebP. Ideally a landscape logo for a light background, transparent background welcome. The app shows it up to 160 × 32 points. |
| 3 | Choose file | Button | App logo | Opens the file selection so you can pick the logo file from your computer. |
| 4 | Use logo | Button | App logo | Applies the chosen file as the new app logo. |
Translations
Tab Translations on the page Settings.
On this tab you choose the language of the program texts and bring the system texts up to date. Use it when the texts in fieldtakt should appear in German or English, or when you want to load newly available system texts.
Step by step on screen
How to
Switch the language of the texts
- Open the tab „Translations“ under Settings > Settings.
- At the top, click „🇩🇪 DE“ for German texts.
- Or click „🇬🇧 EN“ for English texts.
Refresh the system texts
- Open the tab „Translations“ under Settings > Settings.
- Click „Refresh system texts“.
Leave the page
- Click „Back to Dashboard“ to return to the start page.
Good to know
- The flag buttons „🇩🇪 DE“ and „🇬🇧 EN“ are also at the top of the page, so you can reach them from anywhere on the tab.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you switch between the available languages and refresh the system texts.
- Back to Dashboard
- 🇩🇪 DE Switches the texts to German.
- 🇬🇧 EN Switches the texts to English.
- Refresh system texts Updates the system texts in fieldtakt so that they are up to date.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | 🇩🇪 DE | Button | Switches the texts to German. | |
| 2 | 🇬🇧 EN | Button | Switches the texts to English. | |
| 3 | Refresh system texts | Button | Updates the system texts in fieldtakt so that they are up to date. | |
| 4 | Back to Dashboard | Button | Translations | no explanation yet |
| 5 | 🇩🇪 DE | Button | Translations | Switches the texts to German. |
| 6 | 🇬🇧 EN | Button | Translations | Switches the texts to English. |
| 7 | Refresh system texts | Button | Translations | Updates the system texts in fieldtakt so that they are up to date. |
Buttons
- 🇩🇪 DE
- 🇬🇧 EN
- Refresh system texts
Columns
KeyDefaultCustom Text
Permissions
In progress90 %
In the menu under Settings › Permissions.
On this page you manage who may do what in fieldtakt. You create roles, set their permissions in the Permission Matrix and control access to individual records and columns. You need it whenever a new role is added or a role should see or change more or less than before.
Step by step on screen
How to
Create a new role
- In the area „Roles“, click „New Role“.
- Enter the name and, if needed, a description of the role.
- Save the role. It then appears in the list with its type and the number of users.
Set permissions for a role
- Select the role in the list „Roles“ whose permissions you want to change.
- In the area „Permission Matrix“, click „Expand all“ to see all permissions.
- Set the permissions in the Permission Matrix as the role requires.
- Click „Collapse all“ if you want the overview to be compact again.
- Click „Save Permissions“ to apply your changes.
Check record permissions for a role
- In the area „Record permissions (anchors)“, select the role: „Planner“, „Technician“ or „Viewer“.
- Check the settings shown for that role, for example for „Technician“.
- Check the role „Viewer“ in the same way.
Good to know
- Save your changes with „Save Permissions“ before you switch to another role, otherwise they are not applied.
- If a user is missing a permission, the matching button or field is simply not shown to them.
- The AI interface never shows more than the signed-in user is allowed to see.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists all roles with their description, type and number of users. This is where you create new roles and choose the role whose permissions you want to edit.
ColumnsRoleDescriptionTypeUsersActions
- New Role
Shows all permissions of the selected role in one overview. Here you decide what the role may see and do.
- Expand all Opens all groups in the Permission Matrix so that every permission is visible.
- Collapse all Closes all groups in the Permission Matrix again for a compact overview.
- Save Permissions Saves the permissions you changed in the Permission Matrix.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New Role | Button | Roles | no explanation yet |
| 2 | Expand all | Button | Permission Matrix | Opens all groups in the Permission Matrix so that every permission is visible. |
| 3 | Collapse all | Button | Permission Matrix | Closes all groups in the Permission Matrix again for a compact overview. |
| 4 | Save Permissions | Button | Permission Matrix | Saves the permissions you changed in the Permission Matrix. |
| 5 | Planner | Button | Record permissions (anchors) | Shows the record permissions of the role „Planner“. |
| 6 | Technician | Button | Record permissions (anchors) | Shows the record permissions of the role „Technician“. |
| 7 | Viewer | Button | Record permissions (anchors) | Shows the record permissions of the role „Viewer“. |
Areas
3Record permissions (anchors)
Controls access to individual records and columns for a role. Choose the role with the buttons at the top of the area.
- Planner Shows the record permissions of the role „Planner“.
- Technician Shows the record permissions of the role „Technician“.
- Viewer Shows the record permissions of the role „Viewer“.
Area 3
Edit
Reached from the page Record (Quotes) via Edit.
On this page you edit the master data of a quote and work on its items. You also use it to request prices from suppliers, to forward the quote to an order or an invoice, or to mark it as lost. Use it when a quote needs to be corrected or completed before the customer decides.
Step by step on screen
How to
Change the master data of a quote
- Open the card „Edit master data“ and change the fields you need, for example „Subject“ or „Valid until“.
- Set the document date in „Date *“.
- Choose the contact person and the place of service from the lists.
- Click „Save“ to keep your changes.
Add items to the quote
- In the area „Items“, click „Add article“ to take over an article.
- Click „Free text“ if you want to add a line that is not an article.
- Check quantity, price and „Discount %“ in the lines.
Mark a quote as lost
- At the top, click „Lost“.
- Select the „Reason *“ in the popup.
- If needed, add a „Note“.
- Confirm with „Lost“ in the popup.
Request a price from a supplier
- At the top, click „Request price“.
- Select the „Supplier *“ in the popup.
- Click „Create request“.
Good to know
- Once a quote has been forwarded, it is locked: changes are then made only in the successor document. Text lines are always carried along.
- If the remainder of a document is no longer needed, use „Cancel remainder“. Only what is still open can be settled this way, and the document stays locked until the remainder is reopened.
- Changing the „Document language“ affects only new items; existing items keep their language.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain the header data of the quote: subject, dates, the customer's references, contact person, place of service and handling.
- Subject Text
A short title for the quote that helps you recognise it in lists and on the document. - Date * Date
The date of the quote. This field is required. - Valid until Date
The date up to which the offer applies to the customer. - Customer document no. Text
The number your customer uses for this process, for example from their own inquiry. - Your document Text
The designation of the customer's document to which the quote refers. - Your document date Date
The date of the customer's document. - Your reference Text
The reference the customer wants to see on your documents. - Your contact person Text
The contact person at the customer, entered as free text. - Contact person Choice
Choose here the contact person from the address who is meant to receive the quote. - Place of service Choice
The site where the work is to be carried out. - Progress Choice
The current stage of the quote, selected from a list. - Order type Choice
The type of order, selected from a list. - Handled by Choice
The employee who is responsible for the quote. - Document language Choice
New items take name and sales text in this language; existing items stay as they are.
- Save
- Cancel
- Collapse card Folds the card „Edit master data“ in so that you see more of the items.
Here you manage the lines of the quote with article, free text, quantity, price and discount.
ColumnsPos.DescriptionQuantityPriceDiscount %Total netFlags
- Add article Adds an article from the article list as a new line.
- Free text Adds a line with free text that is not an article.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Request price | Button | Opens a popup to create a price request to a supplier for this quote. | |
| 2 | Forward to Order | Button | Turns the quote into an order after a confirmation in a popup. | |
| 3 | Forward to Invoice | Button | Turns the quote directly into an invoice after a confirmation in a popup. | |
| 4 | Lost | Button | Marks the quote as lost; you give a reason and, if you like, a note. | |
| 5 | Subject Text | Field | Edit master data | A short title for the quote that helps you recognise it in lists and on the document. |
| 6 | Date * Date | Field | Edit master data | The date of the quote. This field is required. |
| 7 | Valid until Date | Field | Edit master data | The date up to which the offer applies to the customer. |
| 8 | Customer document no. Text | Field | Edit master data | The number your customer uses for this process, for example from their own inquiry. |
| 9 | Your document Text | Field | Edit master data | The designation of the customer's document to which the quote refers. |
| 10 | Your document date Date | Field | Edit master data | The date of the customer's document. |
| 11 | Your reference Text | Field | Edit master data | The reference the customer wants to see on your documents. |
| 12 | Your contact person Text | Field | Edit master data | The contact person at the customer, entered as free text. |
| 13 | Contact person Choice | Field | Edit master data | Choose here the contact person from the address who is meant to receive the quote. |
| 14 | Place of service Choice | Field | Edit master data | The site where the work is to be carried out. |
| 15 | Progress Choice | Field | Edit master data | The current stage of the quote, selected from a list. |
| 16 | Order type Choice | Field | Edit master data | The type of order, selected from a list. |
| 17 | Handled by Choice | Field | Edit master data | The employee who is responsible for the quote. |
| 18 | Document language Choice | Field | Edit master data | New items take name and sales text in this language; existing items stay as they are. |
| 19 | Save | Button | Edit master data | no explanation yet |
| 20 | Cancel | Button | Edit master data | no explanation yet |
| 21 | Collapse card | Button | Edit master data | Folds the card „Edit master data“ in so that you see more of the items. |
| 22 | Add article | Button | Items | Adds an article from the article list as a new line. |
| 23 | Free text | Button | Items | Adds a line with free text that is not an article. |
Buttons at the top of the page
- Request price Opens a popup to create a price request to a supplier for this quote.
- Forward to Order Turns the quote into an order after a confirmation in a popup.
- Forward to Invoice Turns the quote directly into an invoice after a confirmation in a popup.
- Lost Marks the quote as lost; you give a reason and, if you like, a note.
Buttons
- Request price
- Forward to Order
- Forward to Invoice
- Lost
Request price from
Opens on the page Edit via the button Request price.
In this window you ask a supplier for a price for the document you are working on. You need it when you want to buy items or services from a supplier and need a price first. Once you click “Create request”, the request is created as a new document.
Step by step on screen
How to
Request a price from a supplier
- Choose the supplier in the field “Supplier *”.
- Check that the right address is selected. Only addresses with the role “Supplier” are offered.
- Click on “Create request”.
Create a request although the address is blocked
- Choose the supplier in the field “Supplier *”.
- Enter the reason in the field “Override block – reason”.
- Click on “Create request”.
Good to know
- After the request is created, this document is locked. Changes are then only possible in the successor document.
- Text lines are always carried over into the new document.
- If the remaining quantity is no longer needed, use “Cancel remainder”. Only what is still open can be settled this way, and the document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the supplier for the request. If the address is blocked or the order is not prepaid, you also enter a reason for overriding the block.
- Supplier * Choice
Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. - Override block – reason Text
Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log.
- Create request Creates the price request to the chosen supplier as a new document.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Create request | Button | Creates the price request to the chosen supplier as a new document. | |
| 2 | Supplier * Choice | Field | Request price from | Only addresses with the role “Supplier” can be chosen (address → master data → address type). If one is missing, set the role there. |
| 3 | Override block – reason Text | Field | Request price from | Only if the address is blocked or the order is not prepaid: create anyway with a reason. The reason is shown as a yellow pill “Block overridden” on the new document and in the log. |
| 4 | Create request | Button | Request price from | Creates the price request to the chosen supplier as a new document. |
Buttons
- Create request
Columns
DescriptionQuantity
Forward to Order –
Opens on the page Edit via the button Forward to Order.
With “Forward to Order” you turn a quote into an order. Use it when the customer has accepted the quote and you want to continue working in the order. The quote is locked afterwards, and all further changes are made in the order.
Step by step on screen
How to
Forward a quote to an order
- Open the quote record and click “Edit”.
- Click “Forward to Order”.
- Check what is still open on the quote. Only what has not been ordered yet can be forwarded.
- Confirm the forwarding. The order is created and the quote is locked.
Close a quote when the remainder is no longer needed
- Open the quote record and click “Edit”.
- Click “Forward to Order”.
- Use “Cancel remainder” for the part that will not be ordered. The quantity then counts as done.
Good to know
- After forwarding, the quote is locked. Make changes only in the order that follows.
- Text lines always go along to the order.
- Only what is still open can be forwarded: on a quote, that is everything that has not been ordered yet.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Forward to Order | Button | Creates the order from the open items of the quote and locks the quote afterwards. |
Buttons
- Forward to Order
Columns
DescriptionQuantityopenQuantity
Forward to Invoice –
Opens on the page Edit via the button Forward to Invoice.
With this window you create an invoice from a quote. You use it when the customer has accepted the quote and the work or goods are to be billed. The quote is locked afterwards; further changes are made in the invoice.
Step by step on screen
How to
Create an invoice from a quote
- Open the quote record and switch to editing.
- Click “Forward to Invoice” to open the window.
- Check what is to be invoiced. Only what is still open can be settled.
- Confirm the transfer. The invoice is created and the quote is locked.
Good to know
- After forwarding, the quote is locked: make changes only in the successor document. Text lines always go along.
- If the remainder is no longer needed, use “Cancel remainder”.
- A quantity counts as done in every status once it has been settled. The document stays locked until the remainder is reopened.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Forward to Invoice | Button | Creates the invoice from the still open parts of the quote and locks the quote afterwards. |
Buttons
- Forward to Invoice
Columns
DescriptionQuantityopenQuantity
Lost –
Opens on the page Edit via the button Lost.
This pop-up marks a quote as lost. You use it when the customer has turned the quote down or the order has gone elsewhere. You record the reason and, if you like, a short note.
Step by step on screen
How to
Mark a quote as lost
- Open the quote record and click “Edit”.
- Click “Lost” at the top.
- Choose the reason in the “Reason *” field.
- If you like, add a short explanation in “Note”.
- Confirm with “Lost” in the pop-up.
Good to know
- Fill in “Reason *” first. It is required, so the quote cannot be marked as lost without it.
- Once the quote has been dealt with, the document is locked. Further changes are then only possible in the successor document.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you record why the quote was lost. The reason is required, the note is optional.
- Reason * Choice
Choose from the list why the quote was lost. This is a required field. - Note Text
Free text for additional details about the loss, for example what the customer said.
- Lost Marks the quote as lost with the reason and note you entered.
This document is locked afterwards – changes only in the successor. Text lines always go along. If the remainder is no longer needed: “Cancel remainder”.
Only what is still open can be settled: not ordered on a quote, not delivered or not invoiced on an order, not invoiced on a delivery note. The quantity then counts as done in every status – the document stays locked until the remainder is reopened.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Lost | Button | Marks the quote as lost with the reason and note you entered. | |
| 2 | Reason * Choice | Field | Lost – | Choose from the list why the quote was lost. This is a required field. |
| 3 | Note Text | Field | Lost – | Free text for additional details about the loss, for example what the customer said. |
| 4 | Lost | Button | Lost – | Marks the quote as lost with the reason and note you entered. |
Buttons
- Lost
Columns
DescriptionQuantityopenSettle
Address settings – Financial
Reached from the page Payment via Maintain Payment methods.
On this page you maintain the payment methods that you can offer to your customers, such as bank transfer or direct debit. You need it when a payment method is missing or when you want to change which one is suggested for new addresses. The “Payment terms” tab next to it is reached the same way.
Step by step on screen
How to
Create a new payment method
- Click “New method” in the “Payment methods” area.
- Enter the name of the payment method.
- Enter the name in English as well.
- Choose a symbol for the method.
- Switch on “Default for new addresses” if this method should be pre-selected for new addresses.
- Click “Save”.
Add a new payment term
- Switch to the “Payment terms” tab.
- Click “New term”.
Good to know
- Only one payment method should be the default for new addresses, so that new addresses always start with the same suggestion.
- Fill in the English name too, otherwise the method may be hard to recognize on English-language output.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you see all payment methods with their name, key, assignment and status. You create new methods here with “New method”.
ColumnsNameKeyAssignedStatus
- New method Opens the popup “New payment method” where you create another payment method.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New method | Button | Payment methods | Opens the popup “New payment method” where you create another payment method. |
New payment method
Opens on the page Address settings – Financial via the button New method.
In this window you create a new payment method that can then be chosen on addresses and in quotes. You need it when a payment method you use is missing from the selection list.
Step by step on screen
How to
Create a new payment method
- Enter the name of the payment method in the field „Name *“.
- Enter the same name in English in the field „English“.
- Click „Choose symbol“ to pick a symbol for the payment method.
- Tick „Default for new addresses“ if this payment method should be preset on every new address.
- Click „Save“.
Good to know
- „Name *“ is a required field – without it you cannot save.
- Use „Default for new addresses“ only for the payment method you use most often, since it is preset on every new address.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, the English name, the symbol and whether the payment method is preset for new addresses.
- Name * Text
The name of the payment method as it appears in the selection list. This field is required. - English Text
The name of the payment method in English, for users working in English. - Symbol
Shows the symbol you have chosen for this payment method. - Default for new addresses Tick box
If ticked, this payment method is preset automatically whenever you create a new address.
- Choose symbol Opens the choice of symbols; the symbol you pick appears next to the payment method.
- Save Saves the new payment method so that it is available in the selection list.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the choice of symbols; the symbol you pick appears next to the payment method. | |
| 2 | Save | Button | Saves the new payment method so that it is available in the selection list. | |
| 3 | Name * Text | Field | New payment method | The name of the payment method as it appears in the selection list. This field is required. |
| 4 | English Text | Field | New payment method | The name of the payment method in English, for users working in English. |
| 5 | Symbol | Field | New payment method | Shows the symbol you have chosen for this payment method. |
| 6 | Default for new addresses Tick box | Field | New payment method | If ticked, this payment method is preset automatically whenever you create a new address. |
| 7 | Choose symbol | Button | New payment method | Opens the choice of symbols; the symbol you pick appears next to the payment method. |
| 8 | Save | Button | New payment method | Saves the new payment method so that it is available in the selection list. |
Buttons
- Choose symbol
- Save
Payment terms
Tab Payment terms on the page Address settings – Financial.
On this tab you manage the payment terms that you can assign to addresses. A payment term defines the due period and up to two discount levels. You need it when you want to set up terms such as „14 days net“ or „10 days 2 % discount“ once and then reuse them.
Step by step on screen
How to
Create a new payment term
- Click „New term“ above the list.
- Enter a name for the term.
- Enter the number of days until the invoice is due under „Due (days)“. This is a required field.
- Optionally enter a discount in percent.
- Enter the number of days within which the discount applies.
- If you want a second discount level, fill in „Discount 2 (%)“ and „Discount period 2 (days)“.
- Click „Save“.
Set a payment term as the default for new addresses
- Click „New term“.
- Turn on „Default for new addresses“.
- Click „Save“.
Good to know
- The second discount level is optional – leave „Discount 2 (%)“ and its period empty if you only need one discount.
- Only one term should be set as „Default for new addresses“, so that new addresses are pre-filled consistently.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list shows all payment terms that have been set up, with due period, discounts, assignment and status. Use „New term“ to add more.
ColumnsNameDueDiscountDiscount 2AssignedStatus
- New term Opens the popup „New payment term“, where you enter name, due period and discounts.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New term | Button | Payment terms | Opens the popup „New payment term“, where you enter name, due period and discounts. |
New payment term
Opens on the page Payment terms via the button New term.
In this window you create a new payment term, for example „30 days net“ or „10 days 2 % discount, otherwise 30 days net“. Open it when none of the existing payment terms fits an address. The new term is then available in the list of payment terms.
Step by step on screen
How to
Create a simple payment term without a discount
- Enter the number of days until payment is due in „Due (days) *“.
- Leave the discount fields empty.
- Leave „Name“ empty if the name should be created automatically from your values.
- Click „Save“.
Create a payment term with a discount
- Enter the days until the due date in „Due (days) *“.
- Enter the discount rate in „Discount (%)“.
- Enter in „Discount period (days)“ how many days the discount applies.
- If you offer a second, smaller discount, fill in „Discount 2 (%)“ and „Discount period 2 (days)“.
- Click „Save“.
Use a payment term as the default for new addresses
- Fill in the days and, if needed, the discount fields.
- Tick „Default for new addresses“.
- Click „Save“.
Good to know
- Second discount: its rate should be smaller and its period longer than the first discount.
- Leave „Name“ empty if the automatic name is clear enough for you.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the due date, up to two discount stages and the name of the payment term.
- Due (days) * Number
The number of days after which the invoice is due. This is the only required field. - Discount (%) Number
The discount rate if the customer pays early. - Discount period (days) Number
With discount: 1 day up to the due date. - Discount 2 (%) Number
An optional second, smaller discount rate for a later payment. - Discount period 2 (days) Number
Optional: smaller rate, longer period (after period 1, up to the due date). - Name Text
Empty = automatic from the values. - Default for new addresses Tick box
If ticked, this payment term is pre-filled for newly created addresses.
- Save Saves the new payment term. The button becomes active once you have entered something.
With discount: 1 day up to the due date.
Optional: smaller rate, longer period (after period 1, up to the due date).
Empty = automatic from the values.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the new payment term. The button becomes active once you have entered something. | |
| 2 | Due (days) * Number | Field | New payment term | The number of days after which the invoice is due. This is the only required field. |
| 3 | Discount (%) Number | Field | New payment term | The discount rate if the customer pays early. |
| 4 | Discount period (days) Number | Field | New payment term | With discount: 1 day up to the due date. |
| 5 | Discount 2 (%) Number | Field | New payment term | An optional second, smaller discount rate for a later payment. |
| 6 | Discount period 2 (days) Number | Field | New payment term | Optional: smaller rate, longer period (after period 1, up to the due date). |
| 7 | Name Text | Field | New payment term | Empty = automatic from the values. |
| 8 | Default for new addresses Tick box | Field | New payment term | If ticked, this payment term is pre-filled for newly created addresses. |
| 9 | Save | Button | New payment term | Saves the new payment term. The button becomes active once you have entered something. |
Buttons
- Save
Document settings
Reached from the page Delivery & service via Maintain Delivery terms.
On this page you maintain the selection lists that quotes use for delivery and service. These are the “Delivery terms”, the “Progress” steps and the “Reasons” for lost quotes. You need it when a new entry should appear in the selection lists of your quotes.
Step by step on screen
How to
Add a new delivery term
- Open the tab “Delivery terms”.
- Click “Add entry” above the list.
- Enter the name of the delivery term.
- Enter the name in English as well.
- Click “Save”.
Give a delivery term a symbol or an image
- Click “Add entry” in the tab “Delivery terms”.
- Select a symbol from the list.
- Alternatively, upload your own file as an image instead of the icon.
- Click “Save”.
Add a reason for lost quotes
- Open the tab “Reasons”.
- Under “Reasons for lost quotes”, click “Add entry”.
- Enter the name and click “Save”.
Good to know
- The tabs “Progress”, “Delivery terms” and “Reasons” each have their own “Add entry” button. Make sure you are on the right tab before you add something.
- If you do not see a tab, you do not have the right to maintain that list.
- Use “Default for new documents” for the entry you choose most often. New documents then start with it already selected.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This list contains all delivery terms that you can choose in quotes. For each entry you see the name, whether it is assigned, and its status.
ColumnsNameAssignedStatus
- Add entry Opens a form in which you create a new entry for the list of the current tab.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add entry | Button | Delivery terms | Opens a form in which you create a new entry for the list of the current tab. |
Add entry
Opens on the page Document settings via the button Add entry.
In this window you add a new entry to a selection list that is used in the document settings of a quote. Each entry has a name, an optional English name and a symbol or image. You need it when a choice you want to offer in quotes is still missing.
Step by step on screen
How to
Add a new entry to the list
- Enter the name of the entry.
- If needed, enter the English name.
- Click on „Choose symbol“ and pick a suitable symbol.
- Click on „Save“ to add the entry.
Show an image instead of the symbol
- Click on „Choose file“.
- Select a JPG, PNG or WebP file.
- Click on „Save“.
Make the entry the default for new documents
- Tick the box „Default for new documents“.
- Click on „Save“.
Good to know
- An uploaded image replaces the symbol in tiles and lists. In lists you can hover over it to enlarge it.
- Only the name is mandatory. The English name, symbol and image are optional.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, the English name, the symbol or image and the default setting of the new entry.
- Name * Text
The name of the entry as it appears in the list. This is a required field. - English Text
The English name of the entry, for use where the English language is needed. - Symbol
The symbol that is shown for the entry in tiles and lists. You choose it with „Choose symbol“. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Default for new documents Tick box
If ticked, this entry is preselected when you create a new document.
- Choose symbol Opens the selection of available symbols for this entry.
- Choose file Lets you pick an image file from your computer to use instead of the symbol.
- Save Saves the new entry and adds it to the list. The button only becomes active once you have entered something.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of available symbols for this entry. | |
| 2 | Choose file | Button | Lets you pick an image file from your computer to use instead of the symbol. | |
| 3 | Save | Button | Saves the new entry and adds it to the list. The button only becomes active once you have entered something. | |
| 4 | Name * Text | Field | Add entry | The name of the entry as it appears in the list. This is a required field. |
| 5 | English Text | Field | Add entry | The English name of the entry, for use where the English language is needed. |
| 6 | Symbol | Field | Add entry | The symbol that is shown for the entry in tiles and lists. You choose it with „Choose symbol“. |
| 7 | Image (instead of icon) File | Field | Add entry | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 8 | Default for new documents Tick box | Field | Add entry | If ticked, this entry is preselected when you create a new document. |
| 9 | Choose symbol | Button | Add entry | Opens the selection of available symbols for this entry. |
| 10 | Choose file | Button | Add entry | Lets you pick an image file from your computer to use instead of the symbol. |
| 11 | Save | Button | Add entry | Saves the new entry and adds it to the list. The button only becomes active once you have entered something. |
Buttons
- Choose symbol
- Choose file
- Save
Progress
Tab Progress on the page Document settings.
On this tab you maintain the list of progress entries (“Progress”) that you can assign to quotes. Each entry has a name, an optional symbol and a status. You need this page when you want to set up or adjust the progress steps for your quote documents.
Step by step on screen
How to
Add a new progress entry
- Click “Add entry” in the “Progress” area.
- Enter the name of the entry in the “Name *” field.
- Enter the English name in the “English” field.
- Choose a symbol under “Symbol” or use “Choose symbol”.
- Click “Save”.
Use an image instead of a symbol
- Click “Add entry”.
- Click “Choose file” and select the image.
- Check under “Image (instead of icon)” that the image is used.
- Click “Save”.
Define an entry as the default for new documents
- Click “Add entry”.
- Fill in the name.
- Set the option “Default for new documents”.
- Click “Save”.
Good to know
- The tabs “Delivery terms” and “Reasons” next to “Progress” maintain further selection lists for quotes.
- Only the tabs you have permission to maintain are shown to you.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area lists all progress entries with their name, assignment and status. This is where you add new entries.
ColumnsNameAssignedStatus
- Add entry Opens a window in which you create a new progress entry.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add entry | Button | Progress | Opens a window in which you create a new progress entry. |
Add entry
Opens on the page Progress via the button Add entry.
In this window you add a new entry to the Progress list, which you maintain in the document settings. Use it when you need an additional progress status that can then be chosen on documents.
Step by step on screen
How to
Add a new progress entry
- Enter the name of the entry.
- Enter the English name as well.
- Click on „Choose symbol“ and pick an icon for the entry.
- Click on „Save“ to add the entry to the list.
Show an image instead of an icon
- Click on „Choose file“ and select a JPG, PNG or WebP file.
- Check the image under „Image (instead of icon)“.
- Click on „Save“.
Make an entry the default for new documents
- Tick „Default for new documents“.
- Click on „Save“.
Good to know
- An image replaces the icon in tiles and lists; hover over it to enlarge it. If you remove the image, the icon applies again.
- Only one entry should be the default for new documents, so tick the box only where it is really meant.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you give the new entry its name, its English name and its look (icon or image). You can also set it as the default for new documents.
- Name * Text
The name of the entry as it appears in the list and on documents. This is a required field. - English Text
The name of the entry in English, for use where the English language is shown. - Symbol
The icon that represents the entry; you choose it with „Choose symbol“. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Default for new documents Tick box
When ticked, new documents start with this entry already selected.
- Choose symbol Opens the selection of icons from which you pick the symbol for the entry.
- Choose file Lets you select an image file from your computer to use instead of the icon.
- Save Saves the new entry. The button becomes active once you have changed something.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of icons from which you pick the symbol for the entry. | |
| 2 | Choose file | Button | Lets you select an image file from your computer to use instead of the icon. | |
| 3 | Save | Button | Saves the new entry. The button becomes active once you have changed something. | |
| 4 | Name * Text | Field | Add entry | The name of the entry as it appears in the list and on documents. This is a required field. |
| 5 | English Text | Field | Add entry | The name of the entry in English, for use where the English language is shown. |
| 6 | Symbol | Field | Add entry | The icon that represents the entry; you choose it with „Choose symbol“. |
| 7 | Image (instead of icon) File | Field | Add entry | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 8 | Default for new documents Tick box | Field | Add entry | When ticked, new documents start with this entry already selected. |
| 9 | Choose symbol | Button | Add entry | Opens the selection of icons from which you pick the symbol for the entry. |
| 10 | Choose file | Button | Add entry | Lets you select an image file from your computer to use instead of the icon. |
| 11 | Save | Button | Add entry | Saves the new entry. The button becomes active once you have changed something. |
Buttons
- Choose symbol
- Choose file
- Save
Reasons
Tab Reasons on the page Document settings.
On this tab you maintain the list of reasons for lost quotes. When a quote is lost, the team picks one of these reasons, so you can later see why quotes are not won. You need this page when you want to add, adjust or switch off reasons.
Step by step on screen
How to
Add a new reason for lost quotes
- In the area „Reasons for lost quotes“, click „Add entry“.
- Enter the name of the reason in the field „Name *“.
- If you want, enter the name in the second language as well in the field „English“.
- Choose a symbol for the reason.
- Click „Save“ to add the reason to the list.
Use your own image instead of a symbol
- Click „Add entry“ and enter the name.
- Click „Choose file“ to pick the image.
- Check the preview in the field „Image (instead of icon)“.
- Click „Save“.
Set a reason as the default for new quotes
- Click „Add entry“ to create a new reason.
- Switch on „Default for new documents“.
- Click „Save“.
Good to know
- Use either a symbol or your own image – the image replaces the symbol.
- A reason marked as default is preselected for new documents, so choose it carefully.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you see all reasons that can be given when a quote is lost. The list shows each reason with its name, whether it is assigned and its status.
ColumnsNameAssignedStatus
- Add entry Opens a window in which you create a new reason for lost quotes.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add entry | Button | Reasons for lost quotes | Opens a window in which you create a new reason for lost quotes. |
Add entry
Opens on the page Reasons via the button Add entry.
In this window you create a new entry for the list of reasons that belongs to a document type, here the quotes. Reasons are the selectable explanations you later choose on a document. You can give each entry a name, an English name, a symbol or an image, and decide whether it is preselected.
Step by step on screen
How to
Add a new reason with a symbol
- Enter the name of the reason.
- If needed, enter the English wording as well.
- Click on „Choose symbol“ and pick a fitting symbol.
- If this reason should be preselected on every new document, tick „Default for new documents“.
- Click on „Save“.
Add a new reason with an image instead of a symbol
- Enter the name of the reason.
- Click on „Choose file“ and select a JPG, PNG or WebP file.
- Check that the image appears next to „Image (instead of icon)“.
- Click on „Save“.
Good to know
- Only the name is required. Symbol, image and English name are optional.
- If you add an image, it replaces the symbol everywhere in tiles and lists. Remove the image to return to the symbol.
- Use „Default for new documents“ for the reason you pick most often, so you do not have to select it every time.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This is where you describe the new reason: its name, an optional English name, how it is displayed (symbol or image), and whether it is the default.
- Name * Text
The name of the reason as your staff will see it in the selection; this is a required field. - English Text
The English wording of the reason, for use where documents or screens are shown in English. - Symbol
The small symbol that stands for this reason in tiles and lists; you choose it with „Choose symbol“. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Default for new documents Tick box
If ticked, this reason is preselected whenever a new document is created.
- Choose symbol Opens the selection of symbols from which you pick the one for this entry.
- Choose file Lets you select an image file from your computer to use instead of the symbol.
- Save Saves the new entry and adds it to the list of reasons.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of symbols from which you pick the one for this entry. | |
| 2 | Choose file | Button | Lets you select an image file from your computer to use instead of the symbol. | |
| 3 | Save | Button | Saves the new entry and adds it to the list of reasons. | |
| 4 | Name * Text | Field | Add entry | The name of the reason as your staff will see it in the selection; this is a required field. |
| 5 | English Text | Field | Add entry | The English wording of the reason, for use where documents or screens are shown in English. |
| 6 | Symbol | Field | Add entry | The small symbol that stands for this reason in tiles and lists; you choose it with „Choose symbol“. |
| 7 | Image (instead of icon) File | Field | Add entry | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 8 | Default for new documents Tick box | Field | Add entry | If ticked, this reason is preselected whenever a new document is created. |
| 9 | Choose symbol | Button | Add entry | Opens the selection of symbols from which you pick the one for this entry. |
| 10 | Choose file | Button | Add entry | Lets you select an image file from your computer to use instead of the symbol. |
| 11 | Save | Button | Add entry | Saves the new entry and adds it to the list of reasons. |
Buttons
- Choose symbol
- Choose file
- Save
Document types
Reached from the page Documents via Maintain Document types.
On this page you maintain the document types that you can use to classify the documents attached to a quote. Use it when you need a new type, for example to sort uploaded files in a clearer way, or when you want to check which types exist and whether they are in use.
Step by step on screen
How to
Create a new document type
- Click “New document type” above the list.
- Enter the name of the document type.
- If you work in several languages, enter the name in the other language as well.
- Choose a symbol for the type.
- Click “Save”.
Use your own image instead of a symbol
- Click “New document type” above the list.
- Under “Image (instead of icon)” click “Choose file” and select the image.
- Click “Save”.
Preselect a document type for uploads
- Click “New document type” above the list.
- Enter the name of the document type.
- Set “Preset when uploading” so that this type is suggested when documents are uploaded.
- Click “Save”.
Good to know
- If you set an image, it is shown instead of the symbol.
- The “Save” button only becomes active once you have changed something in the popup.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list shows all document types that exist. Here you can see at a glance how each type is named, whether it is assigned and what its status is.
ColumnsNameAssignedStatus
- New document type
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New document type | Button | Document types | no explanation yet |
New document type
Opens on the page Document types via the button New document type.
In this window you create a new document type for the Documents tab of a quote. Document types sort the files you attach, for example data sheets or test reports. You need this window when the existing types do not fit a document you want to file.
Step by step on screen
How to
Create a new document type
- Enter the name of the document type.
- If you work with an English version of the program, enter the English name as well.
- Click on „Choose symbol“ and pick the icon that stands for this type.
- Tick the box if documents should be assigned to this type by default when you upload them.
- Click on „Save“.
Show an image instead of the icon
- Click on „Choose file“.
- Select a JPG, PNG or WebP file.
- Click on „Save“.
Good to know
- Hover over the image in a tile or list to enlarge it.
- The name is required; without it you cannot save.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, the icon or image, and the default setting for a new document type.
- Name * Text
The name of the document type; it is a required field and appears wherever you choose a type for a document. - English Text
The name of the document type in English. - Symbol
The icon that represents the document type in tiles and lists; you pick it with „Choose symbol“. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Preset when uploading Tick box
If ticked, this document type is already selected when you upload a document.
- Choose symbol Opens the selection of icons from which you pick the symbol for this document type.
- Choose file Lets you select an image file from your computer to use instead of the icon.
- Save Saves the new document type; the button becomes active only once you have entered something.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of icons from which you pick the symbol for this document type. | |
| 2 | Choose file | Button | Lets you select an image file from your computer to use instead of the icon. | |
| 3 | Save | Button | Saves the new document type; the button becomes active only once you have entered something. | |
| 4 | Name * Text | Field | New document type | The name of the document type; it is a required field and appears wherever you choose a type for a document. |
| 5 | English Text | Field | New document type | The name of the document type in English. |
| 6 | Symbol | Field | New document type | The icon that represents the document type in tiles and lists; you pick it with „Choose symbol“. |
| 7 | Image (instead of icon) File | Field | New document type | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 8 | Preset when uploading Tick box | Field | New document type | If ticked, this document type is already selected when you upload a document. |
| 9 | Choose symbol | Button | New document type | Opens the selection of icons from which you pick the symbol for this document type. |
| 10 | Choose file | Button | New document type | Lets you select an image file from your computer to use instead of the icon. |
| 11 | Save | Button | New document type | Saves the new document type; the button becomes active only once you have entered something. |
Buttons
- Choose symbol
- Choose file
- Save
Edit
Reached from the page Record (Addresses) via Edit.
On this page you change the master data of an address: name, address type, postal address, contact details and correspondence language. You also decide here which tabs the address shows. Below the master data you maintain the contacts and the central e-mails of the company.
Step by step on screen
How to
Change the master data of an address
- Change the company name if needed.
- Start typing the address under „Find postal address“ and click a suggestion.
- Check or complete street, postal code and city.
- Select the language for documents under „Correspondence language“.
- Click „Save“. The button becomes active only after a change.
Add a new contact to the address
- In the area „Contacts“, click „New contact“.
- Enter the last name. This is a required field.
- Fill in first name, phone, mobile and email as needed.
- Select the functions of the contact.
- Tick „Primary“ if this is the main contact.
- Click „Save“.
Store a central e-mail for a purpose
- In the area „Central e-mails“, click „E-mail“.
- Select the purpose, for example invoices.
- Enter the e-mail address.
- Add a note if helpful and click „Save“.
Good to know
- A tab that already contains data always stays visible, even if you untick its box.
- The first e-mail for the purpose „Invoices“ is also used as the e-invoice e-mail.
- You can store several e-mail addresses per purpose. When sending, fieldtakt suggests the purpose first, then „General“, then the main e-mail of the address.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain the basic data of the address: name, type, number, postal address, contact details and language. You also select which tabs the address shows.
Which tabs this address shows. The default comes from the address type (e.g. supplier: no orders, customer prices) – switch it differently here. A tab that already has data always stays visible. Locations only exist if the address type has “Location possible”.
- Company Name * Free text
- Match code Text
For searching only – never printed. Empty = automatic from name and city (upper case). - Address type Choice
Determines which tabs the address shows by default and how it is treated, for example as customer or supplier. - Address number Text
Suggestion from the number range – or enter the number from your legacy system. Must be unique. - Address is also a site Tick box
Creates a site with the same name and address and keeps it in step – e.g. for property addresses. - Locations Tick box
Tick this to show the tab „Locations“ for this address. It is available only if the address type has „Location possible“. - Service orders Tick box
Tick this to show the tab „Service orders“ for this address. - Customer prices Tick box
Tick this to show the tab „Customer prices“ for this address. - Customer portal Tick box
Tick this to show the tab „Customer portal“ for this address. - Find postal address Text
Typing shows suggestions; a click fills the fields and stores the coordinates. - Street & number * Text
- Postal code Text
- City * Text
- Country Choice
- Coordinates
Shows the stored position of the address. It is set when you select a suggestion under „Find postal address“ or click „Locate“. - Phone Phone
- Email E-mail
- Website Web address
- Correspondence language Choice
Language for documents and article texts (quotes, later invoices and mails). If a text is missing in this language, the German one applies.
- Save
- Cancel
- Collapse card Collapses or expands the master data card to save space.
- Locate Determines the coordinates of the address from the entered postal address.
Lists the contacts of this address with their functions and contact details. You can add, edit or remove contacts here.
ColumnsNameFunctionsPhoneEmailActions
- New contact
- Edit
- Remove assignment (contact stays) Detaches the contact from this address. The contact itself is kept. A confirmation prompt appears first.
Holds the company's mailboxes per purpose, such as invoices or purchasing. When you send documents, fieldtakt suggests the matching address.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Company Name * Free text | Field | Edit master data | no explanation yet |
| 2 | Match code Text | Field | Edit master data | For searching only – never printed. Empty = automatic from name and city (upper case). |
| 3 | Address type Choice | Field | Edit master data | Determines which tabs the address shows by default and how it is treated, for example as customer or supplier. |
| 4 | Address number Text | Field | Edit master data | Suggestion from the number range – or enter the number from your legacy system. Must be unique. |
| 5 | Address is also a site Tick box | Field | Edit master data | Creates a site with the same name and address and keeps it in step – e.g. for property addresses. |
| 6 | Locations Tick box | Field | Edit master data | Tick this to show the tab „Locations“ for this address. It is available only if the address type has „Location possible“. |
| 7 | Service orders Tick box | Field | Edit master data | Tick this to show the tab „Service orders“ for this address. |
| 8 | Customer prices Tick box | Field | Edit master data | Tick this to show the tab „Customer prices“ for this address. |
| 9 | Customer portal Tick box | Field | Edit master data | Tick this to show the tab „Customer portal“ for this address. |
| 10 | Find postal address Text | Field | Edit master data | Typing shows suggestions; a click fills the fields and stores the coordinates. |
| 11 | Street & number * Text | Field | Edit master data | no explanation yet |
| 12 | Postal code Text | Field | Edit master data | no explanation yet |
| 13 | City * Text | Field | Edit master data | no explanation yet |
| 14 | Country Choice | Field | Edit master data | no explanation yet |
| 15 | Coordinates | Field | Edit master data | Shows the stored position of the address. It is set when you select a suggestion under „Find postal address“ or click „Locate“. |
| 16 | Phone Phone | Field | Edit master data | no explanation yet |
| 17 | Email | Field | Edit master data | no explanation yet |
| 18 | Website Web address | Field | Edit master data | no explanation yet |
| 19 | Correspondence language Choice | Field | Edit master data | Language for documents and article texts (quotes, later invoices and mails). If a text is missing in this language, the German one applies. |
| 20 | Save | Button | Edit master data | no explanation yet |
| 21 | Cancel | Button | Edit master data | no explanation yet |
| 22 | Collapse card | Button | Edit master data | Collapses or expands the master data card to save space. |
| 23 | Locate | Button | Edit master data | Determines the coordinates of the address from the entered postal address. |
| 24 | New contact | Button | Contacts | no explanation yet |
| 25 | Edit | Button | Contacts | no explanation yet |
| 26 | Remove assignment (contact stays) | Button | Contacts | Detaches the contact from this address. The contact itself is kept. A confirmation prompt appears first. |
| 27 | Button | Central e-mails | no explanation yet |
New contact
Opens on the page Edit via the button New contact.
In this window you add a new contact person to an address. You need it whenever a customer or supplier has someone you want to reach directly, for example by phone or e-mail.
Step by step on screen
How to
Create a new contact for an address
- Enter the last name of the contact. This is the only required field.
- Optionally enter the first name.
- Enter the phone number, mobile number and e-mail address, as far as known.
- Choose the function of the contact from the list.
- Tick „Primary“ if this is the main contact of the address.
- Click „Save“ to store the contact.
Good to know
- A new function that you type in is added to the list on saving. You will find it again under Settings → Lists and can choose it for the next contact.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, the contact details and the function of the new contact person.
- First name Text
- Last name * Text
The last name of the contact. The field is marked with * because it is required, so you cannot save without it. - Phone Text
- Mobile Text
The mobile number of the contact, if different from the landline number. - Email E-mail
The e-mail address of the contact. - Functions Choice
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. - Primary Tick box
Tick this box to mark the contact as the main contact of the address.
- Save Stores the new contact in the address and closes the window.
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Stores the new contact in the address and closes the window. | |
| 2 | First name Text | Field | New contact | no explanation yet |
| 3 | Last name * Text | Field | New contact | The last name of the contact. The field is marked with * because it is required, so you cannot save without it. |
| 4 | Phone Text | Field | New contact | no explanation yet |
| 5 | Mobile Text | Field | New contact | The mobile number of the contact, if different from the landline number. |
| 6 | Email | Field | New contact | The e-mail address of the contact. |
| 7 | Functions Choice | Field | New contact | A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. |
| 8 | Primary Tick box | Field | New contact | Tick this box to mark the contact as the main contact of the address. |
| 9 | Save | Button | New contact | Stores the new contact in the address and closes the window. |
Buttons
- Save
Edit
Opens on the page Edit via the button Edit.
In this window you edit the details of an existing contact person of an address. Use it when a phone number, an email address or the role of a contact changes, or when a contact is no longer active.
Step by step on screen
How to
Change the details of a contact
- Change the name if needed. The last name is required.
- Update the first name if needed.
- Enter or correct the phone number.
- Enter or correct the mobile number.
- Enter or correct the email address.
- Click „Save“ at the top.
Assign a function to a contact
- Open the selection „Functions“ and choose the function that fits.
- If the function does not exist yet, enter it as a new one. It is added to the list when you save.
- Click „Save“.
Mark a contact as no longer active
- Remove the tick at „Active“.
- Click „Save“.
Good to know
- A function you type in is saved in the list under Settings → Lists. You can pick it again for the next contact.
- Instead of deleting a contact who has left, remove the tick at „Active“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you find all the details of the contact: name, phone numbers, email address, function and whether the contact is still active.
- First name Text
- Last name * Text
The last name of the contact. This field is required, so you cannot save without it. - Phone Text
- Mobile Text
- Email E-mail
- Functions Choice
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. - Active Tick box
Shows whether the contact is still current. Remove the tick if the contact is no longer to be used.
- Save Saves your changes to the contact. The button becomes active only after you have changed something.
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the contact. The button becomes active only after you have changed something. | |
| 2 | First name Text | Field | Edit | no explanation yet |
| 3 | Last name * Text | Field | Edit | The last name of the contact. This field is required, so you cannot save without it. |
| 4 | Phone Text | Field | Edit | no explanation yet |
| 5 | Mobile Text | Field | Edit | no explanation yet |
| 6 | Email | Field | Edit | no explanation yet |
| 7 | Functions Choice | Field | Edit | A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. |
| 8 | Active Tick box | Field | Edit | Shows whether the contact is still current. Remove the tick if the contact is no longer to be used. |
| 9 | Save | Button | Edit | Saves your changes to the contact. The button becomes active only after you have changed something. |
Buttons
- Save
Add central e-mail
Opens on the page Edit via the button E-mail.
In this window you add a central e-mail address to an address record. A central e-mail is a general mailbox of the company, for example for orders or invoices, that is not tied to a particular contact person. You need it when you want to store a company-wide e-mail address together with its purpose.
Step by step on screen
How to
Add a central e-mail to an address
- Select the purpose of the e-mail address.
- Enter the e-mail address.
- If needed, add a short note, for example which department reads this mailbox.
- Click „Save“ to store the e-mail address.
Good to know
- Fields marked with * are required; without a purpose and an e-mail address you cannot save.
- If you cannot see the button or the window, your user is probably missing the right to add e-mail addresses. Ask your administrator.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the purpose, the e-mail address and, if you like, a note for the new central e-mail.
- Purpose * Choice
Choose what this mailbox is used for; this is how you and your colleagues can tell several central e-mail addresses of the same company apart. - E-mail * E-mail
The e-mail address of the company mailbox; it must be entered as a valid e-mail address. - Note Text
Optional free text with additional information about this e-mail address.
- Save Stores the central e-mail in the address record; the button only becomes active once you have changed something.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Stores the central e-mail in the address record; the button only becomes active once you have changed something. | |
| 2 | Purpose * Choice | Field | Add central e-mail | Choose what this mailbox is used for; this is how you and your colleagues can tell several central e-mail addresses of the same company apart. |
| 3 | E-mail * | Field | Add central e-mail | The e-mail address of the company mailbox; it must be entered as a valid e-mail address. |
| 4 | Note Text | Field | Add central e-mail | Optional free text with additional information about this e-mail address. |
| 5 | Save | Button | Add central e-mail | Stores the central e-mail in the address record; the button only becomes active once you have changed something. |
Buttons
- Save
Order settings
Reached from the page Service orders via Maintain Order statuses.
This page is where you maintain the selection lists for service orders. The tab “Statuses” shows the statuses an order can have, and the tab “Order types” holds the types of order. You need it when you want to check or adapt these lists to the way your company works.
Step by step on screen
How to
Check the order statuses
- Open the tab “Statuses”.
- Read the list: it shows each status with its “Name”, its “Assigned” entry and its “Status”.
Create a new order type
- Switch to the tab “Order types”.
- Click “New order type”.
- Enter the details of the new order type and save with “Save”.
Good to know
- Which tabs you see depends on your rights: you only see the lists you are allowed to maintain.
- “Save” only becomes active once you have changed something.
Lists the statuses that can be used for service orders. Each row shows the name of the status, its assignment and whether it is active.
ColumnsNameAssignedStatus
Look up
Order types
Tab Order types on the page Order settings.
On this tab you maintain the list of order types for service orders, such as maintenance or repair. Each service order can later be assigned one of these types. You need this page when you want to add a new order type or adjust an existing one.
Step by step on screen
How to
Create a new order type
- Click “New order type” above the list.
- Enter the name of the order type in the “Name *” field.
- Enter the name in English as well.
- Choose a symbol for the order type.
- Click “Save”.
Use your own image instead of a symbol
- Click “New order type” above the list.
- Click “Choose file” and select the image.
- Check the result in the “Image (instead of icon)” field.
- Click “Save”.
Preselect an order type for new orders
- Click “New order type” above the list.
- Enter the name.
- Switch on “Preselected for new orders”.
- Click “Save”.
Good to know
- Only one order type can be preselected, so set “Preselected for new orders” for the type you use most often.
- The gear icon on the tab takes you to the other selection lists of this area.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This is where all order types are listed. The list shows the name, the assignment and the status of each order type.
ColumnsNameAssignedStatus
- New order type
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New order type | Button | Order types | no explanation yet |
New order type
Opens on the page Order types via the button New order type.
In this window you create a new order type, for example for maintenance or repair. Order types classify your service orders and appear as a column in the order list. You need this window when your own kinds of work are missing from the list.
Step by step on screen
How to
Create a new order type
- Enter the name of the order type in the field „Name *“.
- If you need an English name, enter it in the field „English“.
- Click „Choose symbol“ and pick a symbol.
- Click „Save“ to create the order type.
Show an image instead of the symbol
- Click „Choose file“.
- Select a JPG, PNG or WebP file.
- Click „Save“.
Preselect the order type for new orders
- Tick the box „Preselected for new orders“.
- Click „Save“.
Good to know
- Without an image, the symbol is used. An image replaces the symbol in tiles and lists.
- Only one order type can serve as the preselection, so check the setting if you are unsure which one new orders will start with.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, the symbol or image and the preselection for the new order type.
- Name * Text
The name of the order type. It is a required field and is shown in the order list and wherever the type is selected. - English Text
The name of the order type in English, for use when the program is shown in English. - Symbol
The symbol that stands for the order type. You select it with the button „Choose symbol“. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Preselected for new orders Tick box
When ticked, this order type is already selected whenever you create a new order.
- Choose symbol Opens the selection of available symbols for this order type.
- Choose file Lets you select an image file from your computer to use instead of the symbol.
- Save
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of available symbols for this order type. | |
| 2 | Choose file | Button | Lets you select an image file from your computer to use instead of the symbol. | |
| 3 | Save | Button | no explanation yet | |
| 4 | Name * Text | Field | New order type | The name of the order type. It is a required field and is shown in the order list and wherever the type is selected. |
| 5 | English Text | Field | New order type | The name of the order type in English, for use when the program is shown in English. |
| 6 | Symbol | Field | New order type | The symbol that stands for the order type. You select it with the button „Choose symbol“. |
| 7 | Image (instead of icon) File | Field | New order type | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 8 | Preselected for new orders Tick box | Field | New order type | When ticked, this order type is already selected whenever you create a new order. |
| 9 | Choose symbol | Button | New order type | Opens the selection of available symbols for this order type. |
| 10 | Choose file | Button | New order type | Lets you select an image file from your computer to use instead of the symbol. |
| 11 | Save | Button | New order type | no explanation yet |
Buttons
- Choose symbol
- Choose file
- Save
Access: Leinetal KG
Reached from the page Customer portal via Create access.
This page controls what one customer sees and may do in the customer portal. You switch the access on, set an expiry date, and decide which areas, features, prices and documents the customer gets. You need it whenever you set up a new portal access or change an existing one.
Step by step on screen
How to
Switch on the customer portal for an address
- Tick „Customer portal for this address“.
- If the access should end on a certain day, enter it under „Access valid until (empty = unlimited)“.
- Under „Areas in the portal“, tick what the customer should see, for example „Articles“.
- Click „Save“.
Set up prices for the customer
- Tick „Show prices“.
- Under „If no customer price is stored“, choose what the portal should do when an article has no customer price.
- If the customer should see the normal sales price for comparison, tick the box with the struck-through price.
- Click „Save“.
Allow further users
- Enter under „Additional users allowed (besides the main user)“ how many more users the customer may have.
- Tick „Main user may invite users“ if the customer should add them himself.
- Click „Save“.
Good to know
- There is one access per address. The portal address is the same for all customers; the customer is recognised by his e-mail.
- Features can only be switched on if they are booked. Without a switch a feature is off.
- Users only view in the portal; they change nothing.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you switch the portal access for this address on or off and limit it in time.
- Collapse card Folds the card „Access“ closed so it takes up less space.
Here you switch the portal access for this address on or off and limit it in time.
- Customer portal for this address Tick box
Switches the access on or off. Switched off, all users and settings remain, but nobody can sign in. - Access valid until (empty = unlimited) Date
Last day on which the customer can use the portal; leave it empty for no time limit.
Here you decide which parts of the portal this customer sees.
- Articles Tick box
- Jobs Tick box
Shows jobs in the portal. The switch exists but has no effect yet. - Show stock in the portal Tick box
The customer sees the stock of the articles in the portal.
Add-on functions of the portal that you can switch on for this customer. Only features you have booked can be switched on.
- Own article numbers Tick box
Lets the customer work with his own article numbers in the portal. - Languages with flags Tick box
Allows the portal to be offered in several languages, shown with flags. - Customer’s own languages (maximum) Number
Your customer’s portal admin adds languages (choose a flag) and translates the portal texts himself – for his access only. Here you decide how many there may be at most. Your own system languages are not affected. - Own article texts Tick box
Lets the customer use his own texts for articles in the portal. - Cart and ordering Tick box
Lets the customer collect articles in a cart and order them. - Team rights Tick box
Lets the customer manage rights for his own users. - Requests to us Tick box
Lets the customer send requests to you from the portal. - Favourites Tick box
Lets the customer mark articles as favourites. - New articles Tick box
Shows the customer which articles are new. - E-mail notifications Tick box
The customer receives notifications by e-mail.
Here you control whether and how the customer sees prices in the portal.
Prices come from the price finder with this address (customer prices, address discount). Without a customer price the default below applies.
- Show prices Tick box
- Price source
The customer sees the same prices in the portal as in quotes and invoices: price finding with this address. A separate price matrix for the portal only follows with the price matrix module. - If no customer price is stored Choice
Decides what the portal shows for an article that has no customer price. - Show the sales price for comparison (struck through next to the customer price) Tick box
Shows the normal sales price struck through next to the customer price.
Here you control whether the customer sees article documents and when new documents become visible.
Only released documents of released articles are shown (release with KP4). New documents are hidden until released by default.
- Show article documents Tick box
The customer sees the documents of the articles. Only released documents of released articles appear. - New documents visible immediately (otherwise only after release) Tick box
If ticked, new documents are visible at once. Otherwise they stay hidden until released.
Here you set how many users the customer may have besides the main user.
- Additional users allowed (besides the main user) Number
Number of further users for this customer. The booked package sets the upper limit. - Main user may invite users Tick box
Allows the main user to invite further users himself.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Address record | Button | Jumps to the address this access belongs to. | |
| 2 | Save | Button | no explanation yet | |
| 3 | Collapse card | Button | Access | Folds the card „Access“ closed so it takes up less space. |
| 4 | Customer portal for this address Tick box | Field | Access | Switches the access on or off. Switched off, all users and settings remain, but nobody can sign in. |
| 5 | Access valid until (empty = unlimited) Date | Field | Access | Last day on which the customer can use the portal; leave it empty for no time limit. |
| 6 | Articles Tick box | Field | Areas in the portal | no explanation yet |
| 7 | Jobs Tick box | Field | Areas in the portal | Shows jobs in the portal. The switch exists but has no effect yet. |
| 8 | Show stock in the portal Tick box | Field | Areas in the portal | The customer sees the stock of the articles in the portal. |
| 9 | Own article numbers Tick box | Field | Features | Lets the customer work with his own article numbers in the portal. |
| 10 | Languages with flags Tick box | Field | Features | Allows the portal to be offered in several languages, shown with flags. |
| 11 | Customer’s own languages (maximum) Number | Field | Features | Your customer’s portal admin adds languages (choose a flag) and translates the portal texts himself – for his access only. Here you decide how many there may be at most. Your own system languages are not affected. |
| 12 | Own article texts Tick box | Field | Features | Lets the customer use his own texts for articles in the portal. |
| 13 | Cart and ordering Tick box | Field | Features | Lets the customer collect articles in a cart and order them. |
| 14 | Team rights Tick box | Field | Features | Lets the customer manage rights for his own users. |
| 15 | Requests to us Tick box | Field | Features | Lets the customer send requests to you from the portal. |
| 16 | Favourites Tick box | Field | Features | Lets the customer mark articles as favourites. |
| 17 | New articles Tick box | Field | Features | Shows the customer which articles are new. |
| 18 | E-mail notifications Tick box | Field | Features | The customer receives notifications by e-mail. |
| 19 | Show prices Tick box | Field | Prices | no explanation yet |
| 20 | Price source | Field | Prices | The customer sees the same prices in the portal as in quotes and invoices: price finding with this address. A separate price matrix for the portal only follows with the price matrix module. |
| 21 | If no customer price is stored Choice | Field | Prices | Decides what the portal shows for an article that has no customer price. |
| 22 | Show the sales price for comparison (struck through next to the customer price) Tick box | Field | Prices | Shows the normal sales price struck through next to the customer price. |
| 23 | Show article documents Tick box | Field | Documents | The customer sees the documents of the articles. Only released documents of released articles appear. |
| 24 | New documents visible immediately (otherwise only after release) Tick box | Field | Documents | If ticked, new documents are visible at once. Otherwise they stay hidden until released. |
| 25 | Additional users allowed (besides the main user) Number | Field | Users | Number of further users for this customer. The booked package sets the upper limit. |
| 26 | Main user may invite users Tick box | Field | Users | Allows the main user to invite further users himself. |
Buttons at the top of the page
- Address record Jumps to the address this access belongs to.
Buttons
- Address record
- Save
Edit
Reached from the page Record (Locations) via Edit.
On this page you edit the master data of a site: name, postal address, contact person on site and notes for the technician. You need it when a site has changed, was entered incompletely, or should be assigned to another address. Contacts of the site can be created or assigned directly below.
Step by step on screen
How to
Change the postal address of a site
- Type the new address into the field „Find postal address“.
- Click a suggestion. The fields for street, postal code, city and country are filled and the coordinates are stored.
- Check the entries and correct them if needed.
- Click „Save“.
Assign the site to an address and set an on-site contact
- Select the right entry in the field „Address“. Equipment moves along with the site.
- Select the contact person in the field „On-site contact“.
- Click „Save“.
Create a new contact for the site
- Click „New contact“ in the area „Contacts“.
- Enter at least the last name.
- Add phone, mobile and email if you have them.
- Click „Save“ in the popup.
Assign an existing contact to the site
- Click „Assign existing“ in the area „Contacts“.
- Select the contact in the popup and click „Assign“.
Good to know
- Fields marked with * are required: „Name *“, „Street & number *“ and „City *“.
- „Save“ only becomes active once you have changed something.
- Create or assign contacts first; only then can you choose them as „On-site contact“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you change the basic data of the site: name, address, coordinates, address assignment, on-site contact and notes. Changes only take effect once you click „Save“.
- Name * Free text
- Match code Text
For searching only – never printed. Empty = automatic from name and city (upper case). - Site type Text
Describes the kind of site, so that sites can be told apart. - Site no. Text
Your number for the site, e.g. address or customer number from your ERP. System no.: E-10003-1 - Find postal address Text
Typing shows suggestions; a click fills the fields and stores the coordinates. - Street & number * Text
- Postal code Text
- City * Text
- Country Choice
- Coordinates
The position of the site on the map. They are stored when you pick an address suggestion; „Locate“ determines them from the entered address. - Address Choice
Empty = not assigned to an address yet. Equipment moves along on change. - On-site contact Choice
From the contacts of this site (Contacts tab). - Notes for the technician (access, keys, hours) Free text
Information for the technician about access, keys and opening hours of the site. - Notes Free text
Internal remarks about the site.
- Save
- Cancel Discards your changes and leaves the editing.
- Collapse card Folds the area „Edit master data“ in or out so that the contacts below are easier to see.
- Locate Determines the coordinates of the site from the entered address.
Here you create new contacts for this site or assign existing ones. The contacts are then available in the field „On-site contact“.
- New contact
- Assign existing Opens a selection of existing contacts that you can assign to this site.
As long as nothing has been created, the page shows: No contacts assigned yet.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Name * Free text | Field | Edit master data | no explanation yet |
| 2 | Match code Text | Field | Edit master data | For searching only – never printed. Empty = automatic from name and city (upper case). |
| 3 | Site type Text | Field | Edit master data | Describes the kind of site, so that sites can be told apart. |
| 4 | Site no. Text | Field | Edit master data | Your number for the site, e.g. address or customer number from your ERP. System no.: E-10003-1 |
| 5 | Find postal address Text | Field | Edit master data | Typing shows suggestions; a click fills the fields and stores the coordinates. |
| 6 | Street & number * Text | Field | Edit master data | no explanation yet |
| 7 | Postal code Text | Field | Edit master data | no explanation yet |
| 8 | City * Text | Field | Edit master data | no explanation yet |
| 9 | Country Choice | Field | Edit master data | no explanation yet |
| 10 | Coordinates | Field | Edit master data | The position of the site on the map. They are stored when you pick an address suggestion; „Locate“ determines them from the entered address. |
| 11 | Address Choice | Field | Edit master data | Empty = not assigned to an address yet. Equipment moves along on change. |
| 12 | On-site contact Choice | Field | Edit master data | From the contacts of this site (Contacts tab). |
| 13 | Notes for the technician (access, keys, hours) Free text | Field | Edit master data | Information for the technician about access, keys and opening hours of the site. |
| 14 | Notes Free text | Field | Edit master data | Internal remarks about the site. |
| 15 | Save | Button | Edit master data | no explanation yet |
| 16 | Cancel | Button | Edit master data | Discards your changes and leaves the editing. |
| 17 | Collapse card | Button | Edit master data | Folds the area „Edit master data“ in or out so that the contacts below are easier to see. |
| 18 | Locate | Button | Edit master data | Determines the coordinates of the site from the entered address. |
| 19 | New contact | Button | Contacts | no explanation yet |
| 20 | Assign existing | Button | Contacts | Opens a selection of existing contacts that you can assign to this site. |
New contact
Opens on the page Edit via the button New contact.
This window is used to add a new contact person to a location. Use it whenever a new person at the location needs to be reachable. The contact also belongs to the address the location is assigned to.
Step by step on screen
How to
Add a new contact to a location
- Enter the first name of the person.
- Enter the last name. This is a required field.
- Enter the phone number and, if available, the mobile number. [[Phone]]
- Enter the email address.
- Select a function for the person, or type a new one.
- Click "Save" to add the contact.
Good to know
- The contact also belongs to the address of the location, so you do not have to enter it there a second time.
- A new function is added to the list under Settings → Lists and can be selected for every further contact.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, phone numbers, email address and function of the new contact person.
- First name Text
- Last name * Text
The last name is the only required field; "Save" works only when it is filled in. - Phone Text
- Mobile Text
- Email E-mail
- Functions Choice
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
- Save Saves the new contact and assigns it to the location and to the address of the location.
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the new contact and assigns it to the location and to the address of the location. | |
| 2 | First name Text | Field | New contact | no explanation yet |
| 3 | Last name * Text | Field | New contact | The last name is the only required field; "Save" works only when it is filled in. |
| 4 | Phone Text | Field | New contact | no explanation yet |
| 5 | Mobile Text | Field | New contact | no explanation yet |
| 6 | Email | Field | New contact | no explanation yet |
| 7 | Functions Choice | Field | New contact | A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. |
| 8 | Save | Button | New contact | Saves the new contact and assigns it to the location and to the address of the location. |
Buttons
- Save
Assign existing
Opens on the page Edit via the button Assign existing.
In this window you link an existing address to a location instead of creating a new one. You use it when the address is already in your master data and the location simply belongs to it.
Step by step on screen
How to
Assign an existing address to a location
- Open the location record and switch to editing.
- Click “Assign existing” to open the window.
- Pick the address that should belong to this location.
- Click “Assign” to confirm.
Good to know
- Nothing is created in this window. It only links an address that already exists, so check the master data first if you cannot find the address you are looking for.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Assign | Button | Links the selected existing address to the location and closes the window. |
Buttons
- Assign
Edit
Reached from the page Record (Contacts) via Edit.
On this page you change the master data of an existing contact: name, function, phone, e-mail and the assigned address and site. You need it whenever details of a contact person have changed or were entered incorrectly.
Step by step on screen
How to
Change the name and contact details of a contact
- Change the salutation, title, first name or last name as needed. The last name is a required field.
- Update the phone number, mobile number or e-mail address.
- Enter the department or position if they have changed.
- Click on “Save”.
Assign a contact to an address and a site
- Select the company under “Address”.
- Select the matching site under “Site”.
- Click on “Save”.
Set the function of a contact
- Select a function in the field “Functions”. If it is not yet in the list, enter it anew.
- Click on “Save”. The new function is then available for the next contact.
Good to know
- “Save” only becomes active once you have changed something.
- A contact can be assigned to only one address and one site for now.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This card holds all master data of the contact: name, function, communication details and the assignment to an address and a site. At the bottom you save your changes or discard them.
For now one address and one site each. Several assignments come with the tab “Assignments”.
- Salutation Choice
- Title Text
- First name Text
- Last name * Text
- Functions Choice
A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. - Match code Text
Only for searching – never printed. Empty = automatically from last and first name (upper case). - Department Text
- Position Text
- Phone Text
- Mobile Text
- Email E-mail
- Address Choice
The address (company) the contact belongs to. For now you can assign one address. - Site Choice
The site the contact belongs to. For now you can assign one site; several assignments will come with the tab “Assignments”. - Note Free text
Free text for additional information about the contact.
- Save Saves your changes to the contact.
- Cancel Discards your changes and leaves the editing form.
- Collapse card Collapses the card “Edit master data” so that only its title remains visible.
As long as nothing has been created, the page shows: No work orders yet.
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Salutation Choice | Field | Edit master data | no explanation yet |
| 2 | Title Text | Field | Edit master data | no explanation yet |
| 3 | First name Text | Field | Edit master data | no explanation yet |
| 4 | Last name * Text | Field | Edit master data | no explanation yet |
| 5 | Functions Choice | Field | Edit master data | A new function is added to the list on save (Settings → Lists) and is selectable for the next contact. |
| 6 | Match code Text | Field | Edit master data | Only for searching – never printed. Empty = automatically from last and first name (upper case). |
| 7 | Department Text | Field | Edit master data | no explanation yet |
| 8 | Position Text | Field | Edit master data | no explanation yet |
| 9 | Phone Text | Field | Edit master data | no explanation yet |
| 10 | Mobile Text | Field | Edit master data | no explanation yet |
| 11 | Email | Field | Edit master data | no explanation yet |
| 12 | Address Choice | Field | Edit master data | The address (company) the contact belongs to. For now you can assign one address. |
| 13 | Site Choice | Field | Edit master data | The site the contact belongs to. For now you can assign one site; several assignments will come with the tab “Assignments”. |
| 14 | Note Free text | Field | Edit master data | Free text for additional information about the contact. |
| 15 | Save | Button | Edit master data | Saves your changes to the contact. |
| 16 | Cancel | Button | Edit master data | Discards your changes and leaves the editing form. |
| 17 | Collapse card | Button | Edit master data | Collapses the card “Edit master data” so that only its title remains visible. |
Maintain prices
Reached from the page Articles via Maintain prices.
On this page you change the prices of many articles in one go instead of editing each article individually. You first select the articles, check the result in a test run and only then apply the change. Use it, for example, for a price increase from a supplier or a new sales-price calculation.
Step by step on screen
How to
Raise or lower prices for a selection of articles
- Select the articles via Product group, Manufacturer or Main supplier. At least one of these selections is required.
- Under Price, choose which price is to be changed.
- Under Method, choose how the new price is calculated.
- Enter the number in Value *, for example +5 for 5 % more or -3.5 for 3.5 % less.
- Choose how the new prices are to be rounded under Rounding.
- Tick Only articles that already have a price if articles without a price are to remain untouched.
- Click Test run and check the old and new prices before you apply the change.
Calculate sales prices from the cost price
- Select the articles via Product group, Manufacturer or Main supplier.
- Choose the sales price under Price.
- Under Method, choose the calculation from cost × factor.
- Enter the factor in Value *.
- Click Test run and check the results.
Good to know
- Only active articles are changed.
- Every change is recorded in the article’s price history with the source “price maintenance”.
- For cost prices of articles with a main supplier, the supplier’s price is changed; the cost price is taken from there as usual.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set the selection of articles and the type of price change. The test run shows the effect before anything is changed.
Change prices for a selection of articles at once: first a test run (old → new), then apply. Every change is recorded in the article’s price history (source “price maintenance”).
At least one selection: product group (with subgroups), manufacturer or main supplier. Active articles only.
- Product group Choice
Selects all articles of this product group, including its subgroups. - Manufacturer Choice
Selects all articles of this manufacturer. - Main supplier Choice
Selects all articles that have this main supplier. - Price Choice
Determines which price of the articles is changed, for example the sales price or the cost price. - Method Choice
Percent: on the current price (+5 = 5 % more, -3.5 = 3.5 % less). Sales price from cost × factor: net cost as in the calculation (main supplier with discount chain, otherwise cost minus cost discount) times factor. For cost prices with a main supplier, the supplier’s price is changed – the cost price comes from there as always. - Value * Text
The percentage or the factor, depending on the method. Entry is required. - Rounding Choice
Determines how the calculated prices are rounded. - Only articles that already have a price Tick box
If ticked, articles without a price are skipped.
- Test run Calculates the change without saving it and shows the old and new price of each article.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Product group Choice | Field | Maintain prices | Selects all articles of this product group, including its subgroups. |
| 2 | Manufacturer Choice | Field | Maintain prices | Selects all articles of this manufacturer. |
| 3 | Main supplier Choice | Field | Maintain prices | Selects all articles that have this main supplier. |
| 4 | Price Choice | Field | Maintain prices | Determines which price of the articles is changed, for example the sales price or the cost price. |
| 5 | Method Choice | Field | Maintain prices | Percent: on the current price (+5 = 5 % more, -3.5 = 3.5 % less). Sales price from cost × factor: net cost as in the calculation (main supplier with discount chain, otherwise cost minus cost discount) times factor. For cost prices with a main supplier, the supplier’s price is changed – the cost price comes from there as always. |
| 6 | Value * Text | Field | Maintain prices | The percentage or the factor, depending on the method. Entry is required. |
| 7 | Rounding Choice | Field | Maintain prices | Determines how the calculated prices are rounded. |
| 8 | Only articles that already have a price Tick box | Field | Maintain prices | If ticked, articles without a price are skipped. |
| 9 | Test run | Button | Maintain prices | Calculates the change without saving it and shows the old and new price of each article. |
Edit
Reached from the page Record (Articles) via Edit.
On this page you change the master data of an existing article: description, type, unit, article number and the assignment to product groups. You also manage the article images here. You need it whenever an article has to be corrected, marked as discontinued or given a new classification.
Step by step on screen
How to
Change the master data of an article
- Change the description in the field „Description *“.
- Check the „Article type *“ and the „Unit *“ and correct them if needed.
- Change the „Article number *“ if necessary. The form tells you immediately if the number already exists.
- Click on „Save“.
Mark an article as discontinued
- Tick the box „Discontinued“.
- Enter the replacing article in the field „Successor“.
- Click on „Save“ at the top.
Classify an article
- Select the „Produktgruppe“ in the area „Classification“.
- Narrow it down further with „Warengruppe“, „Artikelgruppe“ and „Untergruppe“.
- Click on „Save“ at the top.
Add images to an article
- In the area „Article images“ click on „Upload image“.
- Alternatively, use „Choose images“ to select images.
- Alternatively, drag new images onto the card – they are uploaded right away.
Good to know
- The deepest group you select in „Classification“ is the one that is saved.
- Click on an article image to enlarge it.
- Images dragged onto the card „Article images“ are uploaded immediately – you do not need to click „Save“ for that.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you maintain the basic data of the article: description, type, unit, numbers and the status „Discontinued“.
- Description * Free text
- Article type * Choice
The behaviour of the type (goods, service, flat rate) is set behind the gear. - Unit * Text
- Article number * Text
Your article number – required, must be unique. Prefilled on creation with the next number of the number range “Article number” (Settings → Number ranges), can be overwritten. If the number already exists, the form says so immediately. - Ident number
Assigned and counted up automatically – unique, only for unambiguous numbering in the system (no mix-ups). Cannot be changed. - Match code Text
Search only – never printed. Empty = automatic from the description (upper case). - Discontinued Tick box
No longer supplied, but kept for stock and history. - Successor Text
Only when “discontinued”: this article replaces it.
- Save Saves your changes to the article; it only becomes active once something has been changed.
- Cancel Discards your changes in the area „Edit master data“.
- Collapse card Collapses the area „Edit master data“ so that it takes up less space.
Here you assign the article to its product group and, if needed, to the deeper levels below it.
Level names and the groups themselves are maintained behind the gear (product groups). The deepest selected group is saved.
- Produktgruppe Choice
The first level of the classification; level names and groups are maintained behind the gear (product groups). - Warengruppe Choice
The next level of the classification below the product group. - Artikelgruppe Choice
The next level of the classification below the Warengruppe. - Untergruppe Choice
The deepest level of the classification.
Here you upload and select the images of the article. Image 1 (far left) appears in lists, items and documents.
- Choose images Lets you pick images for the article.
- Upload image Uploads a new image for the article.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your changes to the article; it only becomes active once something has been changed. | |
| 2 | Description * Free text | Field | Edit master data | no explanation yet |
| 3 | Article type * Choice | Field | Edit master data | The behaviour of the type (goods, service, flat rate) is set behind the gear. |
| 4 | Unit * Text | Field | Edit master data | no explanation yet |
| 5 | Article number * Text | Field | Edit master data | Your article number – required, must be unique. Prefilled on creation with the next number of the number range “Article number” (Settings → Number ranges), can be overwritten. If the number already exists, the form says so immediately. |
| 6 | Ident number | Field | Edit master data | Assigned and counted up automatically – unique, only for unambiguous numbering in the system (no mix-ups). Cannot be changed. |
| 7 | Match code Text | Field | Edit master data | Search only – never printed. Empty = automatic from the description (upper case). |
| 8 | Discontinued Tick box | Field | Edit master data | No longer supplied, but kept for stock and history. |
| 9 | Successor Text | Field | Edit master data | Only when “discontinued”: this article replaces it. |
| 10 | Save | Button | Edit master data | Saves your changes to the article; it only becomes active once something has been changed. |
| 11 | Cancel | Button | Edit master data | Discards your changes in the area „Edit master data“. |
| 12 | Collapse card | Button | Edit master data | Collapses the area „Edit master data“ so that it takes up less space. |
| 13 | Produktgruppe Choice | Field | Classification | The first level of the classification; level names and groups are maintained behind the gear (product groups). |
| 14 | Warengruppe Choice | Field | Classification | The next level of the classification below the product group. |
| 15 | Artikelgruppe Choice | Field | Classification | The next level of the classification below the Warengruppe. |
| 16 | Untergruppe Choice | Field | Classification | The deepest level of the classification. |
| 17 | Choose images | Button | Article images | Lets you pick images for the article. |
| 18 | Upload image | Button | Article images | Uploads a new image for the article. |
Buttons
- Save
Article settings
Reached from the page Record (Articles) via Maintain Product groups.
On this page you maintain the lists and rules that all articles rely on: article types, product groups, units, manufacturers, pricing, variant attributes and stock. You need it when you set up the article master data or change the way articles are structured, priced or stocked. The page opens from “Maintain Product groups” in the article record, so it first shows the tab “Product groups”.
Step by step on screen
How to
Create a new product group
- Open the tab “Product groups” and click “New product group” in the area “Product groups”.
- Enter the name of the group.
- Enter the English name if you also work in English.
- Choose under “Parent group” where the new group belongs in the tree.
- Pick a symbol, or upload an image instead of the icon.
- Click “Save”.
Assign images to product groups from a ZIP file
- Click “Images from ZIP” at the top.
- Click “Choose file” and select the ZIP file.
- Decide whether groups that already have an image should get a new one.
- Click “Dry run” and check the result. Nothing is saved yet.
- If the result is correct, click “Assign now”.
Rename the levels of the product groups
- Click “Name levels” at the top.
- Enter a name for each level you use, for example for level 1.
- Click “Save”.
Good to know
- Always do the dry run first: nothing is saved until you click “Assign now”.
- The CSV in the ZIP needs the columns Datei (file) and product group levels (or Pfad/path). If a full path does not match, the unique name of the last level is used.
- The other tabs (“Article types”, “Units”, “Manufacturers”, “Pricing”, “Variant attributes”, “Stock”) hold further settings. Which tabs you see depends on your rights.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows all product groups as a tree with their level, the number of assigned articles and their status. Here you create new groups and open or close the tree.
ColumnsNameLevelAssignedStatus
- New product group
- Expand all Opens all branches of the product group tree.
- Collapse all Closes all branches of the product group tree.
The ZIP contains a CSV with the columns Datei (file) and product group levels (or Pfad/path). Matched by full path, otherwise by the unique name of the last level. A dry run comes first; nothing is saved until “Assign now”.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Name levels | Button | Opens a popup in which you give the levels of the product groups their own names. | |
| 2 | Trades & templates | Button | Opens the maintenance of trades and templates. | |
| 3 | Images from ZIP | Button | Opens a popup that assigns images to product groups in bulk from a ZIP file. | |
| 4 | New product group | Button | Product groups | no explanation yet |
| 5 | Expand all | Button | Product groups | Opens all branches of the product group tree. |
| 6 | Collapse all | Button | Product groups | Closes all branches of the product group tree. |
Buttons
- Name levels
- Trades & templates
- Images from ZIP
Levels of the product groups
Opens on the page Article settings via the button Name levels.
In this window you name the levels of the product groups. The names appear as Level 1 to Level 4 and describe how your product groups are structured, from the main group down to the finest subdivision. You need this window when you set up the product group structure for your articles.
Step by step on screen
How to
Name the levels of the product groups
- Open the article settings and click on „Name levels“.
- Enter the name for the top level in the field „Level 1“.
- Enter the names for the following levels in the fields „Level 2“, „Level 3“ and „Level 4“.
- Click on „Save“.
Good to know
- The „Save“ button only becomes active once you have changed something.
- When product groups are assigned to articles via a ZIP file, a dry run always comes first. Nothing is saved until you click „Assign now“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you give each of the four levels of the product group structure its own name.
- Level 1 Text
The name of the top level of the product groups, for example the main group. - Level 2 Text
The name of the second level, below Level 1. - Level 3 Text
The name of the third level, below Level 2. - Level 4 Text
The name of the fourth and finest level, below Level 3.
- Save Saves the names you entered for the levels.
The ZIP contains a CSV with the columns Datei (file) and product group levels (or Pfad/path). Matched by full path, otherwise by the unique name of the last level. A dry run comes first; nothing is saved until “Assign now”.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves the names you entered for the levels. | |
| 2 | Level 1 Text | Field | Levels of the product groups | The name of the top level of the product groups, for example the main group. |
| 3 | Level 2 Text | Field | Levels of the product groups | The name of the second level, below Level 1. |
| 4 | Level 3 Text | Field | Levels of the product groups | The name of the third level, below Level 2. |
| 5 | Level 4 Text | Field | Levels of the product groups | The name of the fourth and finest level, below Level 3. |
| 6 | Save | Button | Levels of the product groups | Saves the names you entered for the levels. |
Buttons
- Save
Assign images from ZIP
Opens on the page Article settings via the button Images from ZIP.
Use this window to assign images to product groups in one go, using a ZIP file. It saves you from uploading an image for every group individually. You open it from the article settings via “Images from ZIP”.
Step by step on screen
How to
Assign images to product groups from a ZIP file
- Click “Choose file” and select the ZIP file.
- Check that the ZIP file is shown in the field.
- Tick “Replace existing images (otherwise groups with an image stay untouched)” only if groups that already have an image should get the new one.
- Click “Dry run”. Nothing is saved yet.
- Check the result of the dry run. Only when it looks right, click “Assign now”.
Good to know
- The CSV in the ZIP file links each image to a product group. The match is made by the full path; otherwise by the unique name of the last level.
- Always do the dry run first: nothing is saved until you click “Assign now”.
- Leave “Replace existing images” unticked if you only want to fill groups that do not have an image yet.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you choose the ZIP file with the images and decide whether existing images may be replaced. The dry run then shows what would be assigned.
- ZIP file File
The ZIP file that contains the images and a CSV file with the columns Datei (file) and the product group levels (or Pfad/path). - Replace existing images (otherwise groups with an image stay untouched) Tick box
If ticked, groups that already have an image get the new image from the ZIP file. If not ticked, these groups stay as they are.
- Choose file Opens the file selection so that you can pick the ZIP file from your computer.
- Dry run Checks the ZIP file and shows what would be assigned, without saving anything.
The ZIP contains a CSV with the columns Datei (file) and product group levels (or Pfad/path). Matched by full path, otherwise by the unique name of the last level. A dry run comes first; nothing is saved until “Assign now”.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose file | Button | Opens the file selection so that you can pick the ZIP file from your computer. | |
| 2 | Dry run | Button | Checks the ZIP file and shows what would be assigned, without saving anything. | |
| 3 | ZIP file File | Field | Assign images from ZIP | The ZIP file that contains the images and a CSV file with the columns Datei (file) and the product group levels (or Pfad/path). |
| 4 | Replace existing images (otherwise groups with an image stay untouched) Tick box | Field | Assign images from ZIP | If ticked, groups that already have an image get the new image from the ZIP file. If not ticked, these groups stay as they are. |
| 5 | Choose file | Button | Assign images from ZIP | Opens the file selection so that you can pick the ZIP file from your computer. |
| 6 | Dry run | Button | Assign images from ZIP | Checks the ZIP file and shows what would be assigned, without saving anything. |
Buttons
- Choose file
- Dry run
New product group
Opens on the page Article settings via the button New product group.
In this window you create a new product group. Product groups sort your articles into a tree of up to four levels. You need this window when your articles should be organised in a new group or subgroup.
Step by step on screen
How to
Create a new product group
- Enter the name of the group.
- If you work with an English version of your lists, enter the English name as well.
- To create a subgroup, select the group it belongs to. Leave the field empty for a top-level group.
- Click on “Save” to create the group.
Give a product group a symbol or an image
- Click on “Choose symbol” and pick a symbol.
- Alternatively, click on “Choose file” and select a JPG, PNG or WebP image.
- Click on “Save”.
Make a product group the default for new articles
- Tick the box “Default for new articles”.
- Click on “Save”.
Good to know
- The image replaces the symbol in tiles and lists; hover over it to enlarge it.
- Mind the limit of four levels when choosing the parent group.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, the position in the group tree and the look (symbol or image) of the new product group.
- Name * Text
The name of the product group; this is a required field. - English Text
The English name of the group, for use where lists are shown in English. - Parent group Choice
Empty = top level. At most four levels; the own branch cannot be chosen. - Symbol
The symbol that represents the group in tiles and lists; you choose it with “Choose symbol”. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Default for new articles Tick box
If ticked, this group is pre-selected whenever you create a new article.
- Choose symbol Opens the selection of symbols for the product group.
- Choose file Lets you select an image file from your computer to use instead of the symbol.
- Save
Empty = top level. At most four levels; the own branch cannot be chosen.
The ZIP contains a CSV with the columns Datei (file) and product group levels (or Pfad/path). Matched by full path, otherwise by the unique name of the last level. A dry run comes first; nothing is saved until “Assign now”.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of symbols for the product group. | |
| 2 | Choose file | Button | Lets you select an image file from your computer to use instead of the symbol. | |
| 3 | Save | Button | no explanation yet | |
| 4 | Name * Text | Field | New product group | The name of the product group; this is a required field. |
| 5 | English Text | Field | New product group | The English name of the group, for use where lists are shown in English. |
| 6 | Parent group Choice | Field | New product group | Empty = top level. At most four levels; the own branch cannot be chosen. |
| 7 | Symbol | Field | New product group | The symbol that represents the group in tiles and lists; you choose it with “Choose symbol”. |
| 8 | Image (instead of icon) File | Field | New product group | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 9 | Default for new articles Tick box | Field | New product group | If ticked, this group is pre-selected whenever you create a new article. |
| 10 | Choose symbol | Button | New product group | Opens the selection of symbols for the product group. |
| 11 | Choose file | Button | New product group | Lets you select an image file from your computer to use instead of the symbol. |
| 12 | Save | Button | New product group | no explanation yet |
Buttons
- Choose symbol
- Choose file
- Save
Article types
Tab Article types on the page Article settings.
On this tab you manage the article types that you assign to articles, for example material, spare part or labour time. The type also determines how an article behaves later, for instance whether it counts as goods, as a service based on time, or as a flat rate. You need this tab when you want to add your own types or adjust existing ones.
Step by step on screen
How to
Create a new article type
- Click “New article type” above the list.
- Enter the name of the type.
- If you work in several languages, enter the name in English as well.
- Select the behaviour: goods, service (time) or flat rate.
- Click “Save”.
Give an article type a symbol or an image
- Click “New article type” or open the entry you want to change.
- Click “Choose symbol” and pick a symbol.
- Alternatively, click “Choose file” and select your own image.
- Click “Save”.
Set the default article type for new articles
- Click “New article type” or open the entry you want to change.
- Switch on “Default for new articles”.
- Click “Save”.
Good to know
- The built-in types cannot be deleted, and their behaviour cannot be changed.
- The order of the types in the list can be changed by dragging.
- If you delete a type that is already in use, you are asked which type should take its place.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list of all article types with their name, how often they are assigned and their status. This is where you add new types and maintain existing ones.
ColumnsNameAssignedStatus
- New article type
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New article type | Button | Article types | no explanation yet |
New article type
Opens on the page Article types via the button New article type.
Use this pop-up to create a new article type. An article type groups articles and decides how they behave: whether they are stocked, appear on the delivery note or are fixed at one piece. You need it when none of the existing types fits your articles.
Step by step on screen
How to
Create a new article type
- Enter the name of the type.
- If you work in English as well, enter the English name.
- Select the behaviour that matches your articles.
- Click on “Choose symbol” and select a symbol for the type.
- If you want the type to be preset for new articles, tick “Default for new articles”.
- Click on “Save”.
Show an image instead of the symbol
- Click on “Choose file”.
- Select a JPG, PNG or WebP file.
- Click on “Save”.
Good to know
- The behaviour decides what articles of this type can do. The presets apply when an article is created and when its type is changed, and you can still change them on the article.
- For “Spare part”, you can additionally assign matching asset types on the tab Links of the article. In the customer portal, such articles show a “spare part” pill.
- Labour, service and flat rate do not appear on the delivery note. For a flat rate, the quantity in documents is fixed at 1.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, behaviour and appearance of the new article type.
- Name * Text
The name of the article type as it is shown in the article settings and when selecting a type. It is a required field. - English Text
The English name of the type, used where fieldtakt is shown in English. - Behaviour Choice
Goods and spare part: stock, serial number, batch, planning. Spare part additionally: matching asset types (tab Links) and a “spare part” pill in the customer portal. Labour: unit hour preset, not on the delivery note. Service: no stock, not on the delivery note. Flat rate: quantity in documents fixed at 1, preset not discountable, not on the delivery note. Presets apply on creation and when the type changes and can be changed on the article. - Symbol
The symbol that represents the type in tiles and lists. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Default for new articles Tick box
If ticked, this type is preselected when you create a new article.
- Choose symbol Opens the selection of symbols for this article type.
- Choose file Lets you select an image file that is shown instead of the symbol.
- Save Saves the new article type. The button becomes active as soon as you have entered something.
Goods and spare part: stock, serial number, batch, planning. Spare part additionally: matching asset types (tab Links) and a “spare part” pill in the customer portal. Labour: unit hour preset, not on the delivery note. Service: no stock, not on the delivery note. Flat rate: quantity in documents fixed at 1, preset not discountable, not on the delivery note. Presets apply on creation and when the type changes and can be changed on the article.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of symbols for this article type. | |
| 2 | Choose file | Button | Lets you select an image file that is shown instead of the symbol. | |
| 3 | Save | Button | Saves the new article type. The button becomes active as soon as you have entered something. | |
| 4 | Name * Text | Field | New article type | The name of the article type as it is shown in the article settings and when selecting a type. It is a required field. |
| 5 | English Text | Field | New article type | The English name of the type, used where fieldtakt is shown in English. |
| 6 | Behaviour Choice | Field | New article type | Goods and spare part: stock, serial number, batch, planning. Spare part additionally: matching asset types (tab Links) and a “spare part” pill in the customer portal. Labour: unit hour preset, not on the delivery note. Service: no stock, not on the delivery note. Flat rate: quantity in documents fixed at 1, preset not discountable, not on the delivery note. Presets apply on creation and when the type changes and can be changed on the article. |
| 7 | Symbol | Field | New article type | The symbol that represents the type in tiles and lists. |
| 8 | Image (instead of icon) File | Field | New article type | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 9 | Default for new articles Tick box | Field | New article type | If ticked, this type is preselected when you create a new article. |
| 10 | Choose symbol | Button | New article type | Opens the selection of symbols for this article type. |
| 11 | Choose file | Button | New article type | Lets you select an image file that is shown instead of the symbol. |
| 12 | Save | Button | New article type | Saves the new article type. The button becomes active as soon as you have entered something. |
Buttons
- Choose symbol
- Choose file
- Save
Units
Tab Units on the page Article settings.
On this tab you manage the list of units that you can choose when working with articles, for example piece, hour or metre. You need it when a unit is missing or when you want to set which unit is suggested for new articles.
Step by step on screen
How to
Create a new unit
- Click “New unit” above the list.
- Enter the name of the unit in the “Name *” field.
- If needed, enter the English name in the “English” field.
- Enter the “Code (UN/ECE)” of the unit.
- Click “Save”.
Give a unit a symbol or an image
- Click “New unit” above the list.
- To use an icon, click “Choose symbol” and select a symbol.
- To use your own image instead, click “Choose file” and select the image.
- Click “Save”.
Set a unit as the default for new articles
- Click “New unit” above the list.
- Enter the name of the unit.
- Switch on “Default for new articles”.
- Click “Save”.
Good to know
- Enter the UN/ECE code carefully, because it is needed for e-invoices.
- Use an image only if no suitable symbol is available; it replaces the icon.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
The list shows all available units with their name, the number of articles they are assigned to and their status. This is where you create new units.
ColumnsNameAssignedStatus
- New unit Opens the popup in which you create a new unit.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New unit | Button | Units | Opens the popup in which you create a new unit. |
New unit
Opens on the page Units via the button New unit.
In this window you create a new unit of measure for articles, for example piece, hour or metre. The unit then appears in the selection lists for articles and can be preselected for new articles. You need it when an article is sold or purchased in a unit that does not exist yet.
Step by step on screen
How to
Create a new unit
- Enter the name of the unit in the field „Name *“.
- If you want, enter the English name in the field „English“.
- Enter the two- to three-character code in the field „Code (UN/ECE)“, e.g. H87 for piece.
- Click „Choose symbol“ and pick a symbol for the unit.
- Tick „Default for new articles“ if new articles should use this unit automatically.
- Click „Save“.
Show a unit with an image instead of a symbol
- Click „Choose file“.
- Select a JPG, PNG or WebP file.
- Click „Save“.
Good to know
- Fill in the code (UN/ECE) carefully: two to three characters, e.g. H87 for piece.
- An image replaces the symbol in tiles and lists. Remove the image if you want the symbol to be used again.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter all details of the new unit: name, English name, code, symbol or image, and whether it is the default for new articles.
- Name * Text
The name of the unit as it should appear in the selection lists. This field is mandatory. - English Text
The English name of the unit. - Code (UN/ECE) Text
Two to three characters, e.g. H87 for piece. - Symbol
The symbol that represents the unit in tiles and lists. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Default for new articles Tick box
If ticked, this unit is preselected whenever you create a new article.
- Choose symbol Opens the selection of available symbols for the unit.
- Choose file Lets you pick an image file from your computer to use instead of the symbol.
- Save
Two to three characters, e.g. H87 for piece.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of available symbols for the unit. | |
| 2 | Choose file | Button | Lets you pick an image file from your computer to use instead of the symbol. | |
| 3 | Save | Button | no explanation yet | |
| 4 | Name * Text | Field | New unit | The name of the unit as it should appear in the selection lists. This field is mandatory. |
| 5 | English Text | Field | New unit | The English name of the unit. |
| 6 | Code (UN/ECE) Text | Field | New unit | Two to three characters, e.g. H87 for piece. |
| 7 | Symbol | Field | New unit | The symbol that represents the unit in tiles and lists. |
| 8 | Image (instead of icon) File | Field | New unit | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 9 | Default for new articles Tick box | Field | New unit | If ticked, this unit is preselected whenever you create a new article. |
| 10 | Choose symbol | Button | New unit | Opens the selection of available symbols for the unit. |
| 11 | Choose file | Button | New unit | Lets you pick an image file from your computer to use instead of the symbol. |
| 12 | Save | Button | New unit | no explanation yet |
Buttons
- Choose symbol
- Choose file
- Save
Manufacturers
Tab Manufacturers on the page Article settings.
On this tab you maintain the list of manufacturers that you can assign to articles. You need it when you want to add a new manufacturer, give it a symbol or image, or check which manufacturers are already in use.
Step by step on screen
How to
Create a new manufacturer
- Click “New manufacturer” above the list.
- Enter the name of the manufacturer.
- Choose a symbol for the manufacturer.
- Click “Save”.
Use an image instead of a symbol
- Click “New manufacturer” above the list.
- Enter the name of the manufacturer.
- Click “Choose file” and select an image.
- Click “Save”.
Good to know
- If you choose an image, it is used instead of the symbol.
- The “Assigned” column shows at a glance whether a manufacturer is in use.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows all manufacturers with their name, how often they are assigned and their status. This is where you add new manufacturers.
ColumnsNameAssignedStatus
- New manufacturer
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Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | New manufacturer | Button | Manufacturers | no explanation yet |
New manufacturer
Opens on the page Manufacturers via the button New manufacturer.
In this window you create a new manufacturer for your articles. You need it when an article comes from a manufacturer that is not yet in the list of manufacturers. The new manufacturer is then available in the article settings.
Step by step on screen
How to
Create a new manufacturer
- Enter the name of the manufacturer.
- Click on „Choose symbol“ and pick a symbol for the manufacturer.
- If you want a picture instead of the symbol, click on „Choose file“ and select a JPG, PNG or WebP file.
- Click on „Save“.
Good to know
- If you do not add an image, the selected symbol is used.
- The name is a required field – without it you cannot save.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name of the manufacturer and decide how it is displayed: with a symbol or with your own image.
- Name * Text
The name of the manufacturer. This is a required field and is how the manufacturer appears in lists and tiles. - Symbol
The symbol that represents the manufacturer. You select it with the „Choose symbol“ button. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies.
- Choose symbol Opens the selection of available symbols for the manufacturer.
- Choose file Lets you select an image file from your computer to use instead of the symbol.
- Save Saves the new manufacturer.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of available symbols for the manufacturer. | |
| 2 | Choose file | Button | Lets you select an image file from your computer to use instead of the symbol. | |
| 3 | Save | Button | Saves the new manufacturer. | |
| 4 | Name * Text | Field | New manufacturer | The name of the manufacturer. This is a required field and is how the manufacturer appears in lists and tiles. |
| 5 | Symbol | Field | New manufacturer | The symbol that represents the manufacturer. You select it with the „Choose symbol“ button. |
| 6 | Image (instead of icon) File | Field | New manufacturer | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 7 | Choose symbol | Button | New manufacturer | Opens the selection of available symbols for the manufacturer. |
| 8 | Choose file | Button | New manufacturer | Lets you select an image file from your computer to use instead of the symbol. |
| 9 | Save | Button | New manufacturer | Saves the new manufacturer. |
Buttons
- Choose symbol
- Choose file
- Save
Pricing
Tab Pricing on the page Article settings.
On this tab you set the pricing rules that apply to all articles and later to every document. You decide how discounts are combined, where the cost for the calculation comes from, and which price units are offered. You need it when you set up pricing for the first time or want to change it for the whole company.
Step by step on screen
How to
Set how tier and address discounts are combined
- In the area „Pricing rules“, open the field „When tier and address discount meet“ and choose the option you want.
- Open the field „The maximum discount on the article limits“ and choose how the limit should work.
- Click „Save“ in this area.
- To see the effect, open an article record and look at the price check on its Prices tab.
Choose where the cost for the calculation comes from
- In the area „Calculate with“, open the field „Calculate with“.
- Choose the source of the cost, for example the main supplier, the cheapest supplier or the cost on the article.
- Click „Save“ in this area.
Define the offered price units
- In the area „Price units“, enter whole numbers separated by commas in the field „Offered price units“, for example 1, 10, 50, 100, 1000.
- Click „Save“ in this area.
Good to know
- Each area has its own „Save“ button. Save after changing an area before you continue with the next one.
- The number 1 is always among the price units. You can enter at most 12 values.
- If you remove a price unit from the list, articles that already use it keep it.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you set how discounts are combined and how the maximum discount on the article limits the result. The rules apply to all articles and later to every document.
Applies to all articles and later to every document. The price check on the article record (Prices tab) shows the effect immediately.
- When tier and address discount meet Choice
Determines what happens when both a tier discount and an address discount apply to the same price. - The maximum discount on the article limits Choice
Determines how the maximum discount stored on the article restricts the discount that is applied.
- Save Saves the settings of the area in which the button is located.
Here you set where the cost comes from that is used for net cost, markup and gross profit.
- Calculate with Choice
Applies to all articles without their own choice in the Prices tab (Purchase block). Affects calculation, record header, article list and the factor rows of the price matrix (sale price from cost).
- Save Saves the settings of the area in which the button is located.
Here you set which price units all selection fields offer, such as „per 100 pieces“ or „per 50 m“.
- Offered price units Text
Whole numbers, separated by commas, e.g. 1, 10, 50, 100, 1000 (at most 12). 1 is always included. Removed values stay on articles that already use them.
- Save Saves the settings of the area in which the button is located.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | When tier and address discount meet Choice | Field | Pricing rules | Determines what happens when both a tier discount and an address discount apply to the same price. |
| 2 | The maximum discount on the article limits Choice | Field | Pricing rules | Determines how the maximum discount stored on the article restricts the discount that is applied. |
| 3 | Save | Button | Pricing rules | Saves the settings of the area in which the button is located. |
| 4 | Calculate with Choice | Field | Calculate with | Applies to all articles without their own choice in the Prices tab (Purchase block). Affects calculation, record header, article list and the factor rows of the price matrix (sale price from cost). |
| 5 | Save | Button | Calculate with | Saves the settings of the area in which the button is located. |
| 6 | Offered price units Text | Field | Price units | Whole numbers, separated by commas, e.g. 1, 10, 50, 100, 1000 (at most 12). 1 is always included. Removed values stay on articles that already use them. |
| 7 | Save | Button | Price units | Saves the settings of the area in which the button is located. |
Variant attributes
Tab Variant attributes on the page Article settings.
On this tab you manage the variant attributes, such as colour, size or door width, that you can use to describe article variants. You also decide here whether variants appear individually in the article search in documents.
Step by step on screen
How to
Create a new variant attribute
- Click “New attribute” above the list of attributes.
- Enter the name of the attribute in the “Name *” field.
- Enter the English name in the “English” field.
- If the attribute has a unit, enter it under “Unit”.
- Choose the “Value type” for the values of this attribute.
- Click “Save” in the popup.
Give an attribute a symbol or an image
- Click “New attribute”.
- Under “Symbol”, click “Choose symbol” and pick a symbol.
- Alternatively, click “Choose file” and select your own image.
- Click “Save” in the popup.
Show variants individually in the article search
- Switch the setting in the “Variants in the article search” section on or off.
- Click “Save” in this section.
Good to know
- With the default setting (off), the article search shows only the base article, and you choose the variant afterwards in a popup.
- A variant is also found directly when you type its number, EAN or manufacturer number exactly, even if the setting is off.
- If you set an image, it is shown instead of the symbol.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you decide how variants appear when you search for articles in documents.
- Save
This is the list of all variant attributes with their assignment and status. You create new attributes here.
ColumnsNameAssignedStatus
- New attribute Opens the popup “New variant attribute” to create an attribute.
Look up
New variant attribute
Opens on the page Variant attributes via the button New attribute.
In this window you create a new variant attribute for an article, for example a property such as length or colour that distinguishes the variants of an article. You open it from the article settings under Variant attributes with the button „New attribute“.
Step by step on screen
How to
Create a new variant attribute
- Enter the name of the attribute.
- If needed, enter the English name.
- Enter a unit if the value needs one, for example mm.
- Select the value type.
- Click „Save“.
Give the attribute a symbol
- Click „Choose symbol“.
- Pick the symbol you want. It then appears under „Symbol“.
- Click „Save“.
Use an image instead of a symbol
- Click „Choose file“.
- Select a JPG, PNG or WebP file.
- Click „Save“.
Good to know
- If you upload an image, it replaces the symbol in tiles and lists. Without an image, the symbol applies.
- The name is required; you can leave the other fields empty.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter all details of the new attribute: name, unit, value type, symbol or image, and whether it is preselected when variants are generated.
- Name * Text
The name of the attribute; this is a required field. - English Text
The English name of the attribute. - Unit Text
Shown after the value, e.g. mm. - Value type Choice
Defines what kind of value is entered for this attribute. - Symbol
Shows the symbol you have chosen for the attribute. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Preselected when generating Tick box
If ticked, this attribute is already selected when variants are generated.
- Choose symbol Opens the selection of available symbols for the attribute.
- Choose file Lets you select an image file to use instead of the symbol.
- Save Saves the new variant attribute.
Shown after the value, e.g. mm.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of available symbols for the attribute. | |
| 2 | Choose file | Button | Lets you select an image file to use instead of the symbol. | |
| 3 | Save | Button | Saves the new variant attribute. | |
| 4 | Name * Text | Field | New variant attribute | The name of the attribute; this is a required field. |
| 5 | English Text | Field | New variant attribute | The English name of the attribute. |
| 6 | Unit Text | Field | New variant attribute | Shown after the value, e.g. mm. |
| 7 | Value type Choice | Field | New variant attribute | Defines what kind of value is entered for this attribute. |
| 8 | Symbol | Field | New variant attribute | Shows the symbol you have chosen for the attribute. |
| 9 | Image (instead of icon) File | Field | New variant attribute | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 10 | Preselected when generating Tick box | Field | New variant attribute | If ticked, this attribute is already selected when variants are generated. |
| 11 | Choose symbol | Button | New variant attribute | Opens the selection of available symbols for the attribute. |
| 12 | Choose file | Button | New variant attribute | Lets you select an image file to use instead of the symbol. |
| 13 | Save | Button | New variant attribute | Saves the new variant attribute. |
Buttons
- Choose symbol
- Choose file
- Save
Stock
Tab Stock on the page Article settings.
On this tab you decide whether fieldtakt keeps your stock. You also maintain the reasons that can be chosen when correcting stock. You need it when you set up stock keeping for the first time or want to change how delivery without stock is handled.
Step by step on screen
How to
Switch on stock keeping
- Tick the box „Keep stock“.
- Decide whether delivering without stock should be possible and tick „Negative stock allowed“ if so.
- Click „Save“.
Add a reason for stock corrections
- Click „Add entry“ under „Reasons for stock corrections“.
- Enter the name of the reason.
- Enter the English name.
- Choose a symbol or a file as the image.
- If this reason should be preselected on new documents, tick „Default for new documents“.
- Click „Save“.
Good to know
- Before switching on „Keep stock“, check that the current stock of your articles is correct, because it becomes the opening stock.
- Once stock keeping is on, you can change stock only via correction entries, so a meaningful list of reasons is worthwhile.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you switch stock keeping on or off for the whole system and set whether stock may go negative.
Switched on, fieldtakt keeps the stock: delivery notes and invoices (from an order or without predecessor) issue immediately, goods receipts receive, changes only via correction entries. When switching on, today’s stock of each article is taken as opening stock; existing documents are only reconciled, not booked again.
- Keep stock Tick box
When ticked, fieldtakt keeps the stock: delivery notes and invoices issue goods, goods receipts receive them, and changes are made only via correction entries. When you switch it on, today’s stock of each article becomes the opening stock; existing documents are only reconciled, not booked again. - Negative stock allowed Tick box
On: delivering works without stock (note on the line) – e.g. when goods are out but the goods receipt is not yet entered. Off: a line that would take the stock below zero is rejected.
- Save
This list holds the reasons that can be chosen when stock is corrected by hand. It shows the name, whether the reason is assigned, and its status.
ColumnsNameAssignedStatus
- Add entry Opens a window in which you create a new reason for stock corrections.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Keep stock Tick box | Field | Keep stock | When ticked, fieldtakt keeps the stock: delivery notes and invoices issue goods, goods receipts receive them, and changes are made only via correction entries. When you switch it on, today’s stock of each article becomes the opening stock; existing documents are only reconciled, not booked again. |
| 2 | Negative stock allowed Tick box | Field | Keep stock | On: delivering works without stock (note on the line) – e.g. when goods are out but the goods receipt is not yet entered. Off: a line that would take the stock below zero is rejected. |
| 3 | Save | Button | Keep stock | no explanation yet |
| 4 | Add entry | Button | Reasons for stock corrections | Opens a window in which you create a new reason for stock corrections. |
Add entry
Opens on the page Stock via the button Add entry.
In this pop-up window you create a new entry for the Stock list of an article. You need it when you want to add a new choice with a name, an icon or an image. Behind the entry you set whether it is preselected for new documents.
Step by step on screen
How to
Add a new entry
- Enter the name of the entry in the field „Name *“.
- If you work in English as well, enter the English name in the field „English“.
- Click „Choose symbol“ and pick a symbol.
- Alternatively, click „Choose file“ and select an image.
- Tick „Default for new documents“ if the entry should be preselected in new documents.
- Click „Save“.
Good to know
- An image replaces the symbol in tiles and lists. Without an image, the symbol is shown.
- „Save“ only becomes active once you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the name, the symbol or image and the default setting for the new entry.
- Name * Text
The name of the entry. It is a required field. - English Text
The English name of the entry. - Symbol
The symbol that represents the entry. You pick it with „Choose symbol“. - Image (instead of icon) File
JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. - Default for new documents Tick box
If ticked, the entry is preselected for new documents.
- Choose symbol Opens the selection of symbols for the entry.
- Choose file Lets you select an image file that is shown instead of the symbol.
- Save
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Choose symbol | Button | Opens the selection of symbols for the entry. | |
| 2 | Choose file | Button | Lets you select an image file that is shown instead of the symbol. | |
| 3 | Save | Button | no explanation yet | |
| 4 | Name * Text | Field | Add entry | The name of the entry. It is a required field. |
| 5 | English Text | Field | Add entry | The English name of the entry. |
| 6 | Symbol | Field | Add entry | The symbol that represents the entry. You pick it with „Choose symbol“. |
| 7 | Image (instead of icon) File | Field | Add entry | JPG, PNG or WebP – shown instead of the icon in tiles and lists, hover to enlarge. Without an image the icon applies. |
| 8 | Default for new documents Tick box | Field | Add entry | If ticked, the entry is preselected for new documents. |
| 9 | Choose symbol | Button | Add entry | Opens the selection of symbols for the entry. |
| 10 | Choose file | Button | Add entry | Lets you select an image file that is shown instead of the symbol. |
| 11 | Save | Button | Add entry | no explanation yet |
Buttons
- Choose symbol
- Choose file
- Save
Create new user
Reached from the page Users via Create new user.
On this page you create a new user for fieldtakt. You need it whenever a new employee should get access, for example for the office, for service work or for planning.
Step by step on screen
How to
Create a new user
- Enter the username in the field „Username *“. Use only lowercase letters, numbers, dot and hyphen.
- Enter the email address in the field „Email *“.
- If you like, enter „First name“ and „Last name“.
- Fill in „Code“, „Mobile number“ and „Skills“ as far as you need them.
- Choose the „Color in planning“ for this user.
- Click „Create user“ at the top.
Cancel creating a user
- Click „Cancel“ at the top. Nothing is created.
Good to know
- Only „Username *“ and „Email *“ are required fields; all other entries are optional.
- Allowed characters in the username: lowercase letters, numbers, dot and hyphen. Capital letters and spaces are not accepted.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter the data of the new user: first the login details and name, then the details for daily work and planning.
- Username * Text
Lowercase letters, numbers, dot, hyphen - Email * E-mail
The email address of the user. This is a required field. - First name Text
- Last name Text
Here you enter the data of the new user: first the login details and name, then the details for daily work and planning.
- Code Text
A short code for the user. - Mobile number Text
The mobile phone number of the user. - Color in planning Option button
The color in which this user is shown in planning. - Skills Text
The skills of the user, for example his or her areas of work.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Cancel | Button | Leaves the page without creating a user. | |
| 2 | Create user | Button | Saves the entries and creates the new user. | |
| 3 | Username * Text | Field | Create new user | Lowercase letters, numbers, dot, hyphen |
| 4 | Email * | Field | Create new user | The email address of the user. This is a required field. |
| 5 | First name Text | Field | Create new user | no explanation yet |
| 6 | Last name Text | Field | Create new user | no explanation yet |
| 7 | Code Text | Field | Create new user | A short code for the user. |
| 8 | Mobile number Text | Field | Create new user | The mobile phone number of the user. |
| 9 | Color in planning Option button | Field | Create new user | The color in which this user is shown in planning. |
| 10 | Skills Text | Field | Create new user | The skills of the user, for example his or her areas of work. |
Buttons
- Cancel
- Create user
Support
Reached from the page Packages via Add plan.
On this page you contact support directly from within fieldtakt. You write a new ticket and follow all tickets your company has already sent. You need it whenever you have a question or a problem and want a written answer.
Step by step on screen
How to
Create a new ticket
- Choose the matching entry under „Category“.
- Enter a short title under „Subject“.
- Describe your question or problem under „Message“.
- If it helps, add files with „Choose files“, for example screenshots.
- Tick „E-mail when this ticket is answered“ if you want to be notified by e-mail.
- Click „Send ticket“.
Check the tickets your company has sent
- Look at the list „Your company’s tickets“. It shows the number, subject, status and last activity of each ticket.
- Use the button „E-mails: on“ to see and change whether you are notified by e-mail.
Good to know
- Attachments are optional, but a screenshot often saves a follow-up question.
- Write a meaningful subject. It makes the ticket easy to find in the list later.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you see all tickets that have been sent for your company, with their status and the time of the last activity.
ColumnsNr.SubjectStatusLast activity
- E-mails: on Switches your e-mail notification for tickets on or off.
Here you write a new request to support, optionally with attachments.
- Category Choice
Choose the topic your request belongs to, so that it reaches the right place. - Subject Text
Enter a short title that describes your request in a few words. It also appears in the ticket list. - Message Free text
Describe your question or problem as precisely as possible. - Attachments (optional) File
Here you can attach files, for example screenshots, that help to understand your request. - E-mail when this ticket is answered Tick box
If ticked, you receive an e-mail as soon as the ticket has been answered.
- Choose files Opens the file selection so that you can attach one or more files to the ticket.
- Send ticket Sends the ticket to support.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | E-mails: on | Button | Your company’s tickets | Switches your e-mail notification for tickets on or off. |
| 2 | Category Choice | Field | New ticket | Choose the topic your request belongs to, so that it reaches the right place. |
| 3 | Subject Text | Field | New ticket | Enter a short title that describes your request in a few words. It also appears in the ticket list. |
| 4 | Message Free text | Field | New ticket | Describe your question or problem as precisely as possible. |
| 5 | Attachments (optional) File | Field | New ticket | Here you can attach files, for example screenshots, that help to understand your request. |
| 6 | E-mail when this ticket is answered Tick box | Field | New ticket | If ticked, you receive an e-mail as soon as the ticket has been answered. |
| 7 | Choose files | Button | New ticket | Opens the file selection so that you can attach one or more files to the ticket. |
| 8 | Send ticket | Button | New ticket | Sends the ticket to support. |
Import: Articles
Reached from the page Import via Start import.
On this page you bring articles into fieldtakt from a spreadsheet. You use it when you want to load many articles at once instead of entering them one by one. The page reads your file first, so you can check it before anything is taken over.
Step by step on screen
How to
Articles from a file import
- Click on „Template (CSV)“ to download the template, then fill it with your articles.
- Save your list as an XLSX or CSV file.
- Click on „Choose file“ and select your file.
- Check that the file name appears in the field „File (XLSX or CSV)“.
- Click on „Upload and read“ so that fieldtakt reads your file.
Good to know
- Use the template („Template (CSV)“) as a starting point so that your columns are laid out the way fieldtakt expects them.
- The import has several steps – this page is only step 1, the upload.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This is the first step of the import: you select your file with the articles and have it read.
- File (XLSX or CSV) File
This is where the file you have chosen is entered. Only Excel files (XLSX) and CSV files are accepted.
- Choose file Opens the file selection on your computer so that you can pick the file to import.
- Template (CSV) Downloads an empty CSV template that you can use as a model for your article list.
- Upload and read Sends the chosen file to fieldtakt and reads its contents.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | File (XLSX or CSV) File | Field | 1. Upload file | This is where the file you have chosen is entered. Only Excel files (XLSX) and CSV files are accepted. |
| 2 | Choose file | Button | 1. Upload file | Opens the file selection on your computer so that you can pick the file to import. |
| 3 | Template (CSV) | Button | 1. Upload file | Downloads an empty CSV template that you can use as a model for your article list. |
| 4 | Upload and read | Button | 1. Upload file | Sends the chosen file to fieldtakt and reads its contents. |
Delivery terms
Reached from the page Lists via Delivery terms 5.
On this page you manage the list of delivery terms. You need it when you want to add, change or remove the choices that are later offered for delivery terms. It is one of the lists under Settings > Settings > Lists.
Step by step on screen
How to
Add a new delivery term
- Click “Add Entry” at the top.
- Enter the details of the new delivery term in the window that opens.
- Confirm the entry with the save button in that window.
Change or delete an existing delivery term
- Find the entry in the list of delivery terms.
- Click “Edit” to change the entry.
- Click “Delete” to remove the entry.
- Answer the confirmation prompt that appears before the entry is deleted.
Return to the article import
- Click “Back to Import: Articles” to go back to where you came from.
Good to know
- You reach this list from the article import, and “Back to Import: Articles” takes you straight back there.
- The gear wheel on a tab leads to the selection lists of that tab, so you can reach lists like this one from there as well.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area lists all available delivery terms. From here you add new entries, edit them or delete them.
- Back to Import: Articles Takes you back to the article import from which you opened this list.
- Add Entry Creates a new delivery term in the list.
- Edit Opens the entry so that you can change it.
- Delete Removes the entry from the list after you have confirmed the prompt.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Creates a new delivery term in the list. | |
| 2 | Back to Import: Articles | Button | Delivery terms | Takes you back to the article import from which you opened this list. |
| 3 | Add Entry | Button | Delivery terms | Creates a new delivery term in the list. |
| 4 | Edit | Button | Delivery terms | Opens the entry so that you can change it. |
| 5 | Delete | Button | Delivery terms | Removes the entry from the list after you have confirmed the prompt. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
General
Tab General on the page Delivery terms.
On this tab, you enter your own company's master data: the address and contact details as well as the billing details. You need it when you set up fieldtakt for the first time or when your company's address, bank details or register entries change.
Step by step on screen
How to
Enter or change company details
- In the „Company details“ section, enter the company name.
- Enter the managing director.
- Fill in the address: street and number, postal code, city and country.
- Enter phone, email and website.
- Click „Save“ at the top.
Enter or change billing details
- In the „Billing details“ section, enter the VAT ID and the tax number.
- Enter the register court and the commercial register no.
- Enter your bank, IBAN and BIC.
- Click „Save“ at the top.
Good to know
- The „Save“ button stays inactive until you change a field.
- Other settings are on the other tabs at the top, for example „Preferences“, „Number ranges“ or „Lists“.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Here you enter your company's name, address and contact details.
- Company name Text
- Managing director Text
- Street and number Text
- Postal code Text
- City Text
- Country Text
- Phone Text
- Email E-mail
- Website Text
Here you enter the tax, register and bank details of your company.
- VAT ID Text
Your company's VAT identification number. - Tax number Text
Your company's tax number, as assigned by the tax office. - Register court Text
The court where your company is entered in the commercial register. - Commercial register no. Text
Your company's entry number in the commercial register. - Bank Text
- IBAN Text
The international account number of your company's bank account. - BIC Text
The bank code (BIC) that belongs to your bank.
This section shows information about the version of fieldtakt you are using.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Save | Button | Saves your entries on this tab. The button becomes active only after you have changed something. | |
| 2 | Company name Text | Field | Company details | no explanation yet |
| 3 | Managing director Text | Field | Company details | no explanation yet |
| 4 | Street and number Text | Field | Company details | no explanation yet |
| 5 | Postal code Text | Field | Company details | no explanation yet |
| 6 | City Text | Field | Company details | no explanation yet |
| 7 | Country Text | Field | Company details | no explanation yet |
| 8 | Phone Text | Field | Company details | no explanation yet |
| 9 | Email | Field | Company details | no explanation yet |
| 10 | Website Text | Field | Company details | no explanation yet |
| 11 | VAT ID Text | Field | Billing details | Your company's VAT identification number. |
| 12 | Tax number Text | Field | Billing details | Your company's tax number, as assigned by the tax office. |
| 13 | Register court Text | Field | Billing details | The court where your company is entered in the commercial register. |
| 14 | Commercial register no. Text | Field | Billing details | Your company's entry number in the commercial register. |
| 15 | Bank Text | Field | Billing details | no explanation yet |
| 16 | IBAN Text | Field | Billing details | The international account number of your company's bank account. |
| 17 | BIC Text | Field | Billing details | The bank code (BIC) that belongs to your bank. |
Buttons
- Save
doc_cancel_reasons
Reached from the page Lists via doc_cancel_reasons 4.
This page lists the reasons that can be chosen when a document is cancelled. You use it when you want to add a new cancellation reason, correct an existing one or remove one that is no longer needed. It belongs to the Lists section under Settings.
Step by step on screen
How to
Add a new cancellation reason
- At the top, click „Add Entry“.
- Fill in the entry in the form that opens.
- Click „Save“ to add the reason to the list.
Change an existing cancellation reason
- In the list, find the entry you want to change.
- Click „Edit“ on that entry.
- Make your change and click „Save“.
Remove a cancellation reason
- In the list, find the entry you no longer need.
- Click „Delete“ on that entry.
- Confirm the question that follows.
Good to know
- The tabs at the top (for example „Lists“) belong to the Settings area; this page is one of the lists under „Lists“.
- „Back to Import: Articles“ takes you back to the page you came from.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This section holds the list of all cancellation reasons. Here you add, edit and delete entries.
- Back to Import: Articles
- Add Entry Adds a new cancellation reason to the list.
- Edit Opens an existing entry so that you can change it.
- Delete Removes the entry from the list after you have confirmed the question.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new cancellation reason to the list. | |
| 2 | Back to Import: Articles | Button | doc_cancel_reasons | no explanation yet |
| 3 | Add Entry | Button | doc_cancel_reasons | Adds a new cancellation reason to the list. |
| 4 | Edit | Button | doc_cancel_reasons | Opens an existing entry so that you can change it. |
| 5 | Delete | Button | doc_cancel_reasons | Removes the entry from the list after you have confirmed the question. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
doc_declined_reasons
Reached from the page Lists via doc_declined_reasons 4.
This page holds the list of reasons for declining a document, for example an offer. It is reached from the Lists tab in the settings. Use it when you want to add, rename or remove the reasons your staff can choose from.
Step by step on screen
How to
Add a new reason
- Click „Add Entry“ at the top.
- Enter the reason in the form that opens and save it.
Change or delete an existing reason
- Find the reason in the list.
- Click „Edit“ to change it.
- Click „Delete“ to remove it.
- Confirm the question that appears before the entry is deleted.
Good to know
- The other tabs of the settings (for example „Lists“) stay available at the top, so you can switch to another selection list without leaving the settings.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area lists all entries of this selection list. Here you add, edit and delete entries.
- Back to Import: Articles
- Add Entry Creates a new entry in this list.
- Edit Opens an existing entry so you can change it.
- Delete Removes the entry from the list after you confirm.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Creates a new entry in this list. | |
| 2 | Back to Import: Articles | Button | doc_declined_reasons | no explanation yet |
| 3 | Add Entry | Button | doc_declined_reasons | Creates a new entry in this list. |
| 4 | Edit | Button | doc_declined_reasons | Opens an existing entry so you can change it. |
| 5 | Delete | Button | doc_declined_reasons | Removes the entry from the list after you confirm. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
doc_goodwill_reasons
Reached from the page Lists via doc_goodwill_reasons 4.
This page is a list page in the Settings under Lists. It holds the entries of the list doc_goodwill_reasons. You use it when you want to add, change or remove the choices that are offered for this list elsewhere in fieldtakt.
Step by step on screen
How to
Add a new entry to the list
- Click „Add Entry“ at the top.
- Fill in the entry in the form that opens and save it.
Change an existing entry
- Find the entry in the list doc_goodwill_reasons.
- Click „Edit“ on that entry.
- Make your change and save it.
Delete an entry
- Find the entry in the list doc_goodwill_reasons.
- Click „Delete“ on that entry.
- Confirm the question that appears before the entry is removed.
Good to know
- The tabs at the top (for example „General“ or „Lists“) belong to the Settings. Use them to switch to other settings areas.
- „Back to Import: Articles“ takes you back to the page from which you opened this list.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area shows the entries of the list. Here you add new entries and edit or delete existing ones.
- Back to Import: Articles
- Add Entry Adds a new entry to the list doc_goodwill_reasons.
- Edit Opens an existing entry so that you can change it.
- Delete Removes the entry from the list after you have confirmed the question.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new entry to the list doc_goodwill_reasons. | |
| 2 | Back to Import: Articles | Button | doc_goodwill_reasons | no explanation yet |
| 3 | Add Entry | Button | doc_goodwill_reasons | Adds a new entry to the list doc_goodwill_reasons. |
| 4 | Edit | Button | doc_goodwill_reasons | Opens an existing entry so that you can change it. |
| 5 | Delete | Button | doc_goodwill_reasons | Removes the entry from the list after you have confirmed the question. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
doc_lost_reasons
Reached from the page Lists via doc_lost_reasons 5.
This page is a list of entries within the Settings, under Lists. Here you maintain the entries of the list „doc_lost_reasons“. You need it whenever you want to add, change or remove entries of this list.
Step by step on screen
How to
Add a new entry to the list
- Click „Add Entry“ at the top.
- Fill in the entry in the form that opens and save it.
Change or delete an existing entry
- Find the entry in the area „doc_lost_reasons“.
- To change it, click „Edit“ on the entry.
- To remove it, click „Delete“ on the entry and confirm the question that follows.
Return to the previous page
- Click „Back to Import: Articles“.
Good to know
- The other tabs of the Settings are available at the top of the page, so you can switch to another list or setting without leaving the area.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the entries of this list. You change or delete each entry directly on it.
- Back to Import: Articles Takes you back to the page you came from.
- Add Entry Adds a new entry to the list.
- Edit Opens an existing entry so that you can change it.
- Delete Removes the entry from the list after a confirmation prompt.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new entry to the list. | |
| 2 | Back to Import: Articles | Button | doc_lost_reasons | Takes you back to the page you came from. |
| 3 | Add Entry | Button | doc_lost_reasons | Adds a new entry to the list. |
| 4 | Edit | Button | doc_lost_reasons | Opens an existing entry so that you can change it. |
| 5 | Delete | Button | doc_lost_reasons | Removes the entry from the list after a confirmation prompt. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Quote workflow
Reached from the page Lists via Quote workflow 4.
This page maintains the list of entries for the quote workflow. You use it when you want to add, change or remove the entries that are offered for the quote workflow. It is opened from Settings > Settings > Lists.
Step by step on screen
How to
Add a new entry
- Click „Add Entry“ at the top.
- Fill in the entry in the form that opens.
- Confirm with „Save“. The button only becomes active once something has been changed.
Change an existing entry
- In the „Quote workflow“ list, find the entry you want to change.
- Click „Edit“ on that entry.
- Make your change and confirm with „Save“.
Delete an entry
- In the „Quote workflow“ list, find the entry you want to remove.
- Click „Delete“ on that entry.
- Confirm the question that follows.
Return to the previous list
- Click „Back to Import: Articles“.
Good to know
- The tabs at the top (for example „Status pills“ or „Number ranges“) lead to other settings of the same area.
- If a button is missing, you do not have the right for it. Ask your administrator.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows all entries of the quote workflow list. Here you add, change and delete entries.
- Back to Import: Articles Takes you back to the previous list, Import: Articles.
- Add Entry Creates a new entry in the quote workflow list.
- Edit Opens the entry so that you can change it.
- Delete Removes the entry from the list after you confirm the question.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Creates a new entry in the quote workflow list. | |
| 2 | Back to Import: Articles | Button | Quote workflow | Takes you back to the previous list, Import: Articles. |
| 3 | Add Entry | Button | Quote workflow | Creates a new entry in the quote workflow list. |
| 4 | Edit | Button | Quote workflow | Opens the entry so that you can change it. |
| 5 | Delete | Button | Quote workflow | Removes the entry from the list after you confirm the question. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Document Types
Reached from the page Lists via Document Types 7.
On this page you manage the list of document types in the Settings. You use it when you want to add a new document type or change an existing one. The page is part of the Lists in the Settings and is reached via the tab area of the Settings.
Step by step on screen
How to
Add a new document type
- Click „Add Entry“ at the top.
- Fill in the entry in the form that opens and save it.
Change an existing document type
- Find the entry in the list.
- Click „Edit“ at the entry.
- Make your changes and save them.
Return to the import of articles
- Click „Back to Import: Articles“.
Good to know
- The other tabs of the Settings, such as „Import“ or „Number ranges“, are reached via the tab row at the top.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows the list of all document types. From here you add new entries and edit existing ones.
- Back to Import: Articles Takes you back to the article import from which you opened this list.
- Add Entry Adds a new document type to the list.
- Edit Opens an existing document type so that you can change it.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new document type to the list. | |
| 2 | Back to Import: Articles | Button | Document Types | Takes you back to the article import from which you opened this list. |
| 3 | Add Entry | Button | Document Types | Adds a new document type to the list. |
| 4 | Edit | Button | Document Types | Opens an existing document type so that you can change it. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Purposes of central e-mails
Reached from the page Lists via Purposes of central e-mails 6.
On this page you manage the list of purposes for central e-mails. You need it when you want to add a new purpose or change an existing one. It is part of the lists under Settings.
Step by step on screen
How to
Add a new purpose
- Click „Add Entry“ at the top of the page.
- Fill in the entry in the form that opens and save it.
Change an existing purpose
- Find the entry in the area „Purposes of central e-mails“.
- Click „Edit“ on the entry.
- Make your changes and save them.
Good to know
- The tabs at the top (for example „General“ or „Lists“) lead to the other settings areas.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists all purposes that are available for central e-mails. From here you add new entries or edit existing ones.
- Back to Import: Articles
- Add Entry Creates a new purpose in the list.
- Edit Opens an existing purpose so that you can change it.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Creates a new purpose in the list. | |
| 2 | Back to Import: Articles | Button | Purposes of central e-mails | no explanation yet |
| 3 | Add Entry | Button | Purposes of central e-mails | Creates a new purpose in the list. |
| 4 | Edit | Button | Purposes of central e-mails | Opens an existing purpose so that you can change it. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Invoice status
Reached from the page Lists via Invoice status 5.
On this page you maintain the list of invoice statuses that are available for your invoices. You need it when you want to add a new status or change an existing one. The page is part of the lists under Settings.
Step by step on screen
How to
Add a new invoice status
- Open Settings > Settings > Lists > Invoice status.
- Click “Add Entry” at the top.
- Fill in the entry and save it.
Change an existing invoice status
- Find the entry in the list “Invoice status”.
- Click “Edit” on the entry.
- Make your change and save it.
Go back to the import
- Click “Back to Import: Articles”.
Good to know
- The tabs at the top of Settings, for example “Status pills” or “Number ranges”, take you to other settings without leaving this area.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area contains the list of invoice statuses. You add new entries here and edit existing ones.
- Back to Import: Articles Takes you back to the article import, from where you opened this list.
- Add Entry Adds a new entry to the list of invoice statuses.
- Edit Opens an existing entry so that you can change it.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new entry to the list of invoice statuses. | |
| 2 | Back to Import: Articles | Button | Invoice status | Takes you back to the article import, from where you opened this list. |
| 3 | Add Entry | Button | Invoice status | Adds a new entry to the list of invoice statuses. |
| 4 | Edit | Button | Invoice status | Opens an existing entry so that you can change it. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Priorities
Reached from the page Lists via Priorities 5.
On this page you manage the list of priorities. Priorities are the selection values you can later choose when you work with the entries of this list. You open this page when you want to add a priority or change an existing one.
Step by step on screen
How to
Add a new priority
- Click „Add Entry“ at the top.
- Fill in the entry in the form that opens.
- Click „Save“ to keep the new priority.
Change an existing priority
- Find the entry in the list.
- Click „Edit“ on that entry.
- Change the entry and click „Save“.
Go back to the import
- Click „Back to Import: Articles“.
Good to know
- „Save“ only becomes active once you have changed something.
- You reach this list via the gear icon on a tab. The other lists of the Settings are on the „Lists“ tab.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This area lists all priorities of this selection list. From here you add new entries and edit existing ones.
- Back to Import: Articles Takes you back to the article import, from which you opened this list.
- Add Entry Adds a new priority to the list.
- Edit Opens an existing priority so that you can change it.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new priority to the list. | |
| 2 | Back to Import: Articles | Button | Priorities | Takes you back to the article import, from which you opened this list. |
| 3 | Add Entry | Button | Priorities | Adds a new priority to the list. |
| 4 | Edit | Button | Priorities | Opens an existing priority so that you can change it. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Quote status
Reached from the page Lists via Quote status 5.
On this page you manage the list of quote statuses. These statuses describe the stages a quote can go through. You open the page when you want to review the existing statuses, change one, or add a new one.
Step by step on screen
How to
Add a new quote status
- Click „Add Entry“ at the top.
- Enter the details of the new status in the form that opens.
- Click „Save“ to add the status to the list.
Change an existing quote status
- In the „Quote status“ section, find the entry you want to change.
- Click „Edit“ on that entry.
- Change the details and click „Save“.
Go back to the previous page
- Click „Back to Import: Articles“ to return to the page you came from.
Good to know
- You reach this page from the gear icon on the matching tab, so the lists of one tab are all in one place.
- „Save“ only becomes active once you have changed something.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This section lists all quote statuses. Here you add new entries and edit existing ones.
- Back to Import: Articles Takes you back to the Import page for articles, from which you opened this list.
- Add Entry Adds a new entry to the list of quote statuses.
- Edit Opens an existing entry so that you can change it.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new entry to the list of quote statuses. | |
| 2 | Back to Import: Articles | Button | Quote status | Takes you back to the Import page for articles, from which you opened this list. |
| 3 | Add Entry | Button | Quote status | Adds a new entry to the list of quote statuses. |
| 4 | Edit | Button | Quote status | Opens an existing entry so that you can change it. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Order Status
Reached from the page Lists via Order Status 9.
On this page you manage the list of order statuses. Orders carry one of these statuses, so the list defines which stages an order can go through. You need this page when you want to add a new status or change an existing one.
Step by step on screen
How to
Add a new order status
- Click „Add Entry“ at the top.
- Fill in the entry in the form that opens and save it.
Change an existing order status
- Find the status in the list.
- Click „Edit“ on the entry.
- Make your change and save it.
Return to the import list
- Click „Back to Import: Articles“ to return to the page you came from.
Good to know
- The page belongs to the „Lists“ tab in the settings, where you will find the other selection lists as well.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
This section holds the list of order statuses. From here you add entries, edit them, or go back to the import page.
- Back to Import: Articles Takes you back to the page „Import: Articles“, from which you opened this list.
- Add Entry Adds a new status to the order status list.
- Edit Opens an existing entry so that you can change it.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new status to the order status list. | |
| 2 | Back to Import: Articles | Button | Order Status | Takes you back to the page „Import: Articles“, from which you opened this list. |
| 3 | Add Entry | Button | Order Status | Adds a new status to the order status list. |
| 4 | Edit | Button | Order Status | Opens an existing entry so that you can change it. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Order Types
Reached from the page Lists via Order Types 6.
On this page you manage the list of order types. Order types are the choices you pick from when you create orders. You need this page when you want to add a new order type or change an existing one.
Step by step on screen
How to
Add a new order type
- Click „Add Entry“ at the top.
- Fill in the entry in the form that opens and save it.
Change an existing order type
- In the „Order Types“ area, click „Edit“ on the entry you want to change.
- Make your changes and save them.
Return to the import page
- Click „Back to Import: Articles“.
Good to know
- The tabs at the top (for example „Status pills“ or „Number ranges“) lead to other settings; this page only shows the list of order types.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Lists all order types that are available. From here you add new entries and edit existing ones.
- Back to Import: Articles Takes you back to the page from which you opened this list.
- Add Entry Creates a new entry in the list of order types.
- Edit Opens an existing entry so that you can change it.
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Creates a new entry in the list of order types. | |
| 2 | Back to Import: Articles | Button | Order Types | Takes you back to the page from which you opened this list. |
| 3 | Add Entry | Button | Order Types | Creates a new entry in the list of order types. |
| 4 | Edit | Button | Order Types | Opens an existing entry so that you can change it. |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
stock_correction_reasons
Reached from the page Lists via stock_correction_reasons 5.
This page manages the list of reasons that can be selected when stock is corrected. You open it via the gear icon on the Lists tab of the settings. Use it when you want to add, change or remove reasons for stock corrections.
Step by step on screen
How to
Add a new reason
- Click „Add Entry“ at the top.
- Enter the name of the reason and save.
Change or delete an existing reason
- Find the reason in the list.
- Click „Edit“ to change it.
- Click „Delete“ to remove it.
- Confirm the follow-up question.
Good to know
- The page is only reached via the gear icon on the Lists tab; the other tabs of the settings stay available at the top.
- If an Edit or Delete button is missing, you lack the permission for stock settings.
Move the mouse over the picture – every spot explains itself. A click jumps to the explanation.
Shows all reasons that are currently available for stock corrections. You add, edit and delete entries here.
- Back to Import: Articles Returns to the Import: Articles page from which you came here.
- Add Entry Adds a new reason to the list.
- Edit
- Delete
Look up
Everything on this page
| # | Element | Type | Area | Explanation |
|---|---|---|---|---|
| 1 | Add Entry | Button | Adds a new reason to the list. | |
| 2 | Back to Import: Articles | Button | stock_correction_reasons | Returns to the Import: Articles page from which you came here. |
| 3 | Add Entry | Button | stock_correction_reasons | Adds a new reason to the list. |
| 4 | Edit | Button | stock_correction_reasons | no explanation yet |
| 5 | Delete | Button | stock_correction_reasons | no explanation yet |
Buttons
- Add Entry
Columns
OrderKeyLabel (DE)Label (EN)ActiveActions
Workflows › Sales
From quote to paid invoice
A customer asks, you send a quote – and in the end the payment is booked. This is how quote, order, invoice and payment fit together.