# List pages
Transaction lists (Sale Invoice, Purchase Order, Expense) and master lists (Customer, Item, Employee) share the same layout — search, status tabs, Advanced Filter, filter chips, columns, row actions, and selection totals.
Overview
Open a module from the left menu (for example Sales → Sale Invoice or Inventory → Items). The list is the register of that type.
| **Kind of list** | **Examples** | **Typical extra tools** |
|------------------|--------------|-------------------------|
| Transaction | Sale Invoice, Purchase Order, Receipt Voucher, Job Card, Packing Slip | Status dropdown (Default, Approved, Draft, Cancelled), document actions |
| Master / entity | Customer, Supplier, Item, Employee, Lead | Active / Suspended tabs, Suspend and Activate |
Most lists support the same header, filter, column, and selection behaviour. Each module page documents fields and actions that are unique to that screen.
This page is for lists, not reports. Reports use Generate and their own filters — see Reports.
The top of the list shows the title, then filters and buttons on the right.
| **Control** | **What it does** |
|-------------|------------------|
| Title | Name of the list (for example Sale Invoices). A ? help icon opens the docs page for that module when it is set up. |
| Search | Quick text search. Placeholder: Search here.. |
| Filter icon | Opens Advanced Filter. |
| Clear | Clears extra filters and returns to the current status preset. Shown when a filter is on. |
| Status / quick filter | Dropdown or tabs such as Default, Approved, Draft, or Active / Suspended. |
| New | Opens the create form (when your role allows it). Some lists have extra buttons such as Quick or Multi Item. |
| Refresh | Reloads the list. |
| Excel icon | Exports the current list to Excel (when your role has export access). |
Status and quick filters
Transaction lists usually have a status dropdown:
| **Typical option** | **Shows** |
|--------------------|-----------|
| Default | All records except Cancelled (the usual working view). |
| Approved | Approved documents. |
| Draft | Saved but not approved. |
| Cancelled | Cancelled documents. |
| Closed | Closed documents (when the module uses Closed). |
Master lists more often use tabs such as Active and Suspended, or type tabs (for example Sellable Goods on Items).
The Default / Approved / Draft dropdown does not create a filter chip. Use the dropdown to change it.
Advanced Filter
Click the filter icon (or Advanced Filter on a small screen) to filter by more than one field — customer, date range, employee, item, center, status, created date, and fields that belong to that module.
- Each field can use an operator such as contains or equals when that field supports it.
- Apply the filter to reload the list. Filters stay in the page URL, so refresh or a shared link keeps the same view.
- Clear on the list header removes these extra filters. The status dropdown stays as you left it.
Custom fields with Show in Filter appear here on lists that support custom fields. See Custom Fields.
Filter chips
When a filter is actually on, a chip appears under the title — for example Customer: Acme Trading or Invoice date: from 1 Sep.
A chip appears only for:
- Advanced Filter fields that have a value
- The list Search box, when it has text
Status presets (All, Default, Approved, Cancelled, …) do not get a chip.
| **Action** | **What it does** |
|------------|------------------|
| Click the chip | Reopens Advanced Filter for that field. |
| Click × on a chip | Clears that field only. Other chips stay. The list reloads. |
| Clear | Clears all extra filters and returns to the current status preset. |
Columns
Each list has a default set of columns. You can sort, resize, and show hidden columns.
| **Action** | **How** |
|------------|---------|
| Sort | Click the sort icon on a column header. Click again to reverse. |
| Resize | Drag the right edge of a column header. |
| Auto-fit or reset one column | Double-click that column header. |
| Show hidden columns | Open the ⋮ menu on the right of the header row, then tick columns under Show columns. |
| Reset all widths | ⋮ menu → Reset column widths (shown after you have resized columns). |
Custom fields with Show in List appear as extra columns.
Open a row
Click the row body (not the checkbox) to open the record. On transactions this is usually the view screen; on masters it is the entity view.
You can also select the row and click View on the action bar.
Actions
Tick one or more row checkboxes, or use the header checkbox to select every row on the current page. The footer switches from pagination to an action bar: N selected, optional selection totals, then buttons.
| **Typical action** | **When it appears** |
|--------------------|---------------------|
| View | One or more rows selected. |
| Edit | Draft or other editable status, and your role allows edit. Hidden when more than one row is selected if the list does not support bulk edit. |
| Delete | Draft (or equivalent), when your role allows delete. Often works on several selected drafts. |
| Suspend / Activate | Master lists such as Customer or Item. |
| Module actions | Extra buttons that belong to that list (for example Clone). Each module page lists them. |
Buttons respect status and your role. If an action is missing, check that the selected rows are in the right status and that your role includes that permission.
Selection totals
On sale, purchase, and account lists, the action bar also shows a running summary for the selected rows — so you can add amounts or balances without opening each document.
The figures update as you select or clear rows. They cover the selected rows on the current page, not the whole filtered list. Up to three figures appear.
| **Typical label** | **What it is** | **Where you see it** |
|-------------------|----------------|----------------------|
| Amount | Sum of document totals (or amount on vouchers and cheques). | Sale, purchase, and account lists |
| Balance | Sum of outstanding balances. | Invoices, orders, credit/debit notes, expenses |
| Customers / Suppliers | Count of distinct parties in the selection. | Sale and purchase bills |
| Debit / Credit | Sum of debit and credit. | Account Opening Balance |
| Taxable / Tax | Sum of taxable amount and tax. | Import Tax Voucher |
| Prepaid Balance | Sum of remaining prepaid balance. | Prepaid Expense |
Examples: Sale Invoice shows Amount, Balance, and Customers. Purchase Invoice shows Amount, Balance, and Suppliers. Receipt Voucher shows Amount.
Master lists (Customer, Item, Employee) usually show only N selected and actions — no amount totals.
When no row is selected, the footer shows page numbers, a page-size dropdown (20, 50, 100, …), and the total number of matching records.
Selecting a row hides pagination and shows the action bar instead. Clear the checkboxes to page again.
Keyboard shortcuts
When a list is visible and focus is not inside Search or a filter field:
| **Shortcut** | **Action** |
|--------------|------------|
| ↓ / ↑ | Highlight the next or previous row |
| Space | Select the highlighted row |
| Enter | Open the highlighted row |
| Shift + → / ← | Next or previous page |
| Shift + Alt + N | Open New |
Full list: Keyboard Shortcuts — List screens.
FAQ
Why is there no Status chip on Default?
Default already means “not cancelled.” A Status chip would only repeat the dropdown.
The chip shows an id instead of a name.
The list resolves names from loaded rows when it can. Open the row or Advanced Filter if the label is still an id.
Why don't I see Balance in the selection totals?
That list has no outstanding balance (for example quotations, pro forma invoices, or cash transfers). Only Amount, and sometimes a party count, is shown.
Does Select All total the whole list?
No. Select All ticks the rows on the current page. Change the page size if you need a larger page total.
Do reports use chips and selection totals?
No. Those tools are for transaction and master lists. Reports use Generate and the totals on the report screen.
Why is Edit or Delete missing?
The selected rows are not in an editable status, more than one row is selected for an action that works on one record only, or your role does not include that action.
See also: Sale Invoice list · Customers · Keyboard shortcuts · Reports page