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.

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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.

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.

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.

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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.

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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.

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Related #

• The Save menu — the same conversions, from inside an open
  record.
• Order entry fields
• Journals (the journal_id reference)