---
title: The Action Column — Row Actions by Journal
description: "**Audience:** bookkeeper, admin · **Last updated:** 2026-06-07 · [Edit on GitHub](https://github.com/phreesoft/bizuno/edit/main/docs/04-modules-in-depth/01-phreebooks/06-order-manager/03-action-column.md) # The Action Column — Row Actions by Journal The first column of the manager grid is the **action column**: the cluster of icons on each row that let…"
url: "https://www.bizuno.com/docs/action-column/"
updated: "2026-06-18"
category: Order Manager
---

# The Action Column — Row Actions by Journal

**Audience:** bookkeeper, admin · **Last updated:** 2026-06-07 · [Edit on GitHub](https://github.com/phreesoft/bizuno/edit/main/docs/04-modules-in-depth/01-phreebooks/06-order-manager/03-action-column.md)

# The Action Column — Row Actions by Journal

The first column of the manager grid is the **action column**: the cluster of
 icons on each row that let you act on that record without opening it. Like the
 Save menu, its contents are **journal-dependent** — and additionally
 **row-state-dependent** (open vs. closed, waiting vs. confirmed) and
 **security-dependent**. This page enumerates every action and exactly when each
 one shows.

> **Two layers of gating.** Each action has a `display` rule (which journals /
>  row states it belongs to) *and* often a security minimum (which permission level
>  the user needs). An icon is only drawn when **both** pass.

---

## The actions

### Print

- **Shows on:** every journal.
- Opens the journal's default PhreeForm document for that row in the print viewer.

### Edit

- **Shows on:** every journal.
- Opens the record in the [entry form](/docs/order-entry-fields/).

### Fill into Purchase (`fill_purchase`)

- **Shows on:** open RFQ (`jID=3`) and open PO (`jID=4`) rows (`closed=0`).
- **Security:** level 2+ on the purchase journal.
- Pulls the quote/order forward into the next document (RFQ→PO, PO→bill),
   prefilled.

### Fill into Sale (`fill_sale`)

- **Shows on:** open Sales Quote (`jID=9`) and open SO (`jID=10`) rows.
- **Security:** level 2+ on the sales journal.
- The customer-side mirror of Fill into Purchase (Quote→SO, SO→invoice).

### Toggle status (`toggle` / `toggle_j12`)

- **Shows on:** PO/SO (`jID` 4, 10) and Sales (`jID=12`).
- **Security:** level 3+ for orders (4/10); level 4+ for the sales toggle (12).
- Flips the **waiting** flag — confirming an order, or marking a sale
   shipped/unshipped — without opening it.

### Delivery dates (`dates`)

- **Shows on:** PO/SO (`jID` 4, 10).
- **Security:** level 2+.
- Opens the per-line delivery-date editor for managing expected ship/receipt
   dates on a multi-line order.

### Auto-assembly (`xAutoAssy`)

- **Shows on:** Sales Quote/SO/Sale (`jID` 9, 10, 12).
- Builds any assembly items on the order on demand (confirm prompt).

### Set invoice number (`invoice`)

- **Shows on:** **waiting** Purchase rows (`jID=6`, `waiting=1`).
- **Security:** level 3+.
- Prompts for the vendor's invoice number on a bill that was received before the
   paper invoice arrived.

### Set reference number (`reference`)

- **Shows on:** Cash Receipt (`jID=18`) and Pay Bills (`jID=20`).
- Prompts to set/correct the payment reference (check #, deposit ref).

### Create credit (`vcred`)

- **Shows on:** Purchase (`jID=6`) and Sales (`jID=12`).
- **Security:** level 2+ on the credit journal.
- Spins off a Vendor Credit (`jID=7`) / Credit Memo (`jID=13`) from the bill or
   invoice.

### Payment (`payment`)

- **Shows on:** open bills/invoices/credits — `jID` 6, 7, 12, 13 (`closed=0`).
- **Removed entirely** if the user lacks level 2 on the corresponding payment
   journal (Pay Bills `j20_mgr` for the vendor side; Cash Receipt `j18_mgr` for the
   customer side).
- Launches the payment journal prefilled to settle this row.

### Create PO / Drop-ship (`xDropShip`)

- **Shows on:** open customer rows — Sales Quote/SO/Sale (`jID` 9, 10, 12,
   `closed=0`).
- **Requires:** level 2+ on the Purchase Order journal (`j4_mgr`).
- Generates a drop-ship Purchase Order to the vendor straight from the customer
   order (confirm prompt).

### Create return / RMA (`return`)

- **Shows on:** shipped Sales rows (`jID=12`, `waiting=0`).
- **Requires:** level 2+ on the Sales journal (`j12_mgr`).
- Opens the returns/RMA intake form for that invoice.

### EDI actions (`ediConfirm`, `ediInvoice`, `ediTrack`)

- **Shows on:** customer trading rows (`jID` 9, 10, 12, 13) **for EDI-enabled
   trading partners only**.
- Transmit the X12 documents to the partner: **855** PO confirmation (from an SO),
   **810** invoice, and **856** advance ship notice / tracking (from a sale).

> The EDI actions are gated on the row's trading-partner being flagged for EDI.
>  In the current build that partner check is hard-coded and slated to move to a
>  per-contact setting — treat "EDI partner" as the condition, not a specific
>  contact id. See [EDI X12 integration](/docs/edi-x12/).

### Attachments (`attach`)

- **Shows on:** any row that has files attached (`attach=1`).
- Opens the attachment viewer for that record.

### Delete (`trash`)

- **Shows on:** every journal.
- **Security:** level 4+ (delete). Confirms before removing.

---

## The journal × action matrix

Customer- and vendor-side trading journals. ✓ = available, **w** = only when the
 row is *waiting*, **o** = only when the row is *open* (not closed), — = never.
 Security minimums are noted under the table.

| Action | RFQ 3 | PO 4 | Purch 6 | VCred 7 | Quote 9 | SO 10 | Sales 12 | CrMemo 13 |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Print | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Edit | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Fill → Purchase | o | o | — | — | — | — | — | — |
| Fill → Sale | — | — | — | — | o | o | — | — |
| Toggle status | — | ✓ | — | — | — | ✓ | ✓ | — |
| Delivery dates | — | ✓ | — | — | — | ✓ | — | — |
| Auto-assembly | — | — | — | — | ✓ | ✓ | ✓ | — |
| Set invoice # | — | — | w | — | — | — | — | — |
| Create credit | — | — | ✓ | — | — | — | ✓ | — |
| Payment | — | — | o | o | — | — | o | o |
| Create PO (drop-ship) | — | — | — | — | o | o | o | — |
| Create return/RMA | — | — | — | — | — | — | ✓ (shipped) | — |
| EDI (855/810/856) | — | — | — | — | ✓ | ✓ | ✓ | ✓ |
| Attachments | ✓* | ✓* | ✓* | ✓* | ✓* | ✓* | ✓* | ✓* |
| Delete | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |

* Attachments shows only on rows that actually have a file attached.

**Security minimums:** Toggle (orders) 3, Toggle (sale 12) 4, Delivery dates 2,
 Set invoice # 3, Fill 2, Create credit 2, Create PO 2 (on `j4_mgr`), Create RMA 2
 (on `j12_mgr`), Delete 4. Payment is hidden unless the user has level 2 on the
 matching payment journal.

### Payment journals

The payment and refund journals (Cash Receipt `jID=18`, Pay Bills `jID=20`,
 Vendor Refund `jID=17`, Customer Refund `jID=22`) carry a slimmer action column —
 Print, Edit, **Set reference number**, and Delete — and their status column reads
 **Reconciled** rather than Paid/Closed.

---

## Status column, by journal

The action column's neighbor — the **Status** column — is also relabeled per
 journal, which is worth knowing since several actions key off it:

| Journals | `closed=1` reads | `waiting=1` highlight |
| --- | --- | --- |
| Quotes (3, 9) | Closed | — |
| Orders (4, 10) | Closed | Confirmed (yellow-green) |
| Purchase / Sales (6, 12) | Paid | Waiting (6) / Unshipped (12) |
| Credits (7, 13) | Paid | — |
| Payment & refund (17, 18, 20, 22) | Reconciled | — |
| General Journal (2) | Closed | — |

The grid also color-codes the **reference** column by journal so a mixed list
 (e.g. all vendor documents together) is scannable: green = invoice/bill,
 orange = order, blue = quote, pink = credit.

---

## Related

- [The Save menu](/docs/save-menu/) — the same conversions, from inside an open
   record.
- [Order entry fields](/docs/order-entry-fields/)
- [Journals (the journal_id reference)](/docs/journals/)