# PAX ERP Documentation This file contains all published PAX ERP documentation in one file. PAX ERP is business software for small manufacturers. Canonical website documentation lives under https://www.paxerp.com/docs. # Dashboard Overview Source: https://www.paxerp.com/docs/dashboard-overview The dashboard is the main PAX home screen where users open the ERP and CRM areas available to their role. ## On this page - What this screen is for - What users see after logging in - Dashboard sections and module cards - How role access changes the dashboard - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for The dashboard is a launcher for PAX work areas. It groups the system into sections such as Sales, Finance, Manufacturing, Inventory, Shipping & Receiving, Purchasing, CRM, and Human Resources. Most users who sign in land on this main dashboard. Floor users are different: they are sent to the shop dashboard instead of the main ERP dashboard. The dashboard itself does not post accounting, move inventory, ship orders, receive purchases, or change records by itself. Those changes happen inside the workflows opened from the dashboard cards. ## Screen path Login > Dashboard ## Key areas ### Header The top of the dashboard can show the tenant's configured logo. The main title usually says `ERP`. Users who have the `sales` role and do not also have `admin` or `executive` see `CRM` as the dashboard title. ### Sales Overview Some users see a `Sales Overview` panel above the module cards. Sales users who are not admin or executive users see it automatically. Admin and executive users can show or hide it with the CRM dashboard setting in `System Settings`. The Sales Overview panel includes: | Area | What it shows | |---|---| | `Churn Rate` | Customer churn rate for the dashboard data returned by PAX. | | `Uncontacted` | Prospects that have never been contacted. | | `Contacted (Not in Pipeline)` | Prospects that have been contacted but do not have an opportunity. | | `Pipeline Value` | Opportunity value for the logged-in user's pipeline data. | | `Completed Activities` | CRM activities completed today. | | `Sales Pipeline` | A funnel, pie chart, and legend for pipeline stages. | The refresh button in this panel reloads the Sales Overview data. ### Module sections The main area of the dashboard is a grid of sections. Each section contains cards. Selecting a card opens the matching work area, report menu, or modal. The dashboard uses the exact section and card labels below. | Section | Cards | |---|---| | `Sales` | `Create Order`, `Open Orders`, `Invoicing`, `Customers`, `Payments`, `Reports` | | `Finance` | `Receivables`, `Payables`, `Banking`, `Credit Cards`, `GL & Close`, `Reports` | | `Manufacturing` | `Work Orders`, `Issue Materials`, `BOMs`, `Routers`, `Log Labor / WIP to FG`, `Reports` | | `Inventory` | `Parts`, `Adjustments`, `Cycle Counting`, `Reports` | | `Shipping & Receiving` | `Create Shipment`, `View Shipments`, `Shipping Quotes`, `Returns`, `Receiving`, `Reports` | | `Purchasing` | `Purchase Orders`, `Vendors`, `Vendor Invoices`, `Vendor Payments`, `Receiving`, `Reports` | | `CRM` | `Prospects`, `Quotes`, `Pipeline`, `Tasks`, `Campaigns`, `Reports` | | `Human Resources` | `Employee Records`, `Attendance Dashboard`, `Payroll`, `Reports` | ### CRM User Guide The `CRM` section has an info icon in its heading. Selecting it opens the CRM User Guide. The guide currently covers `Prospects`, `Quotes`, `Pipeline`, `Tasks`, and `Campaigns`. ### System Settings The `System Settings` button appears in the lower-left corner when the logged-in user's roles allow it. Admin and executive users can use System Settings for company, CRM dashboard, communication, lookup, accounting, and operations settings. CSR and sales users can access staff-level settings such as `Email Templates`. Manufacturing users do not see `System Settings` unless they also have the admin or executive role. ### Feedback The `Feedback` button opens a form for `Feature Request` or `Bug Report`. For bug reports, PAX can capture a screenshot if the browser supports screen capture and the user allows it. ### Paxy AI Admin and executive users see the Paxy launcher. Selecting it opens [Paxy](/docs/paxy-ai/paxy-ai-overview), the AI reporting assistant. If Paxy finishes answering while the panel is closed, the launcher shows a red notification badge. ### Logout The `Logout` button signs the user out and returns them to the login page. ## How role access changes the dashboard PAX filters dashboard sections by role. If a user has more than one role, PAX combines the access from those roles. | Role | Sections shown on the main dashboard | |---|---| | `admin` | `Sales`, `Finance`, `Manufacturing`, `Inventory`, `Shipping & Receiving`, `Purchasing`, `CRM`, `Human Resources` | | `executive` | `Sales`, `Finance`, `Manufacturing`, `Inventory`, `Shipping & Receiving`, `Purchasing`, `CRM`, `Human Resources` | | `csr` | `Sales`, `Inventory`, `Shipping & Receiving`, `CRM` | | `sales` | `Sales`, `Inventory`, `CRM` | | `manufacturing` | `Manufacturing`, `Inventory`, `Shipping & Receiving`, `Purchasing` | | `floor` | Floor users go to the shop dashboard instead of this main dashboard. | Multi-role users see the union of their role access. For example, a user with both `csr` and `manufacturing` roles sees the sections allowed by both roles. ## Main actions - Select a module card to open that work area. - Select the `CRM` section info icon to open the CRM User Guide. - Select the Sales Overview refresh button to reload dashboard metrics. - Select the `Sales Pipeline` funnel or chart to open the CRM pipeline view. - Select `System Settings` to manage settings available to your role. - Select `Feedback` to send a feature request or bug report. - Select the Paxy launcher to ask Paxy a reporting question, if Paxy is available to your role. - Select `Logout` to sign out. Open dashboard modals can be closed with their close button. The dashboard also listens for the `Escape` key to close the active modal. ## Important fields and statuses | Field or status | Meaning | Notes | |---|---|---| | Hidden section | The logged-in user's roles do not include access to that section. | Ask an admin to review the user's assigned roles if the section should be visible. | | `N/A` in Sales Overview | PAX did not receive a value for that metric. | Refresh the Sales Overview panel. If it remains `N/A`, report the issue with the metric name. | | Paxy red badge | Paxy finished an answer while the panel was closed. | Open Paxy to view the answer. | | `role not allowed` | The user is signed in but their role is not allowed on the requested route. | Sign out and back in, or ask an admin to review the user's role setup. | ## What happens behind the scenes When the dashboard opens, PAX checks the logged-in user's session and roles. It uses those roles to decide which sections and controls to display. The dashboard also loads tenant configuration so the company logo can appear when one is configured. If the user can see the Sales section, PAX preloads some `Create Order` data in the background so opening that card is faster. Opening the dashboard does not create journal entries, update inventory, change lots, create orders, send emails, or post records. Individual module workflows can have accounting, inventory, costing, lot traceability, status, and audit effects; those effects should be documented on the workflow page for the action being performed. ## Troubleshooting ### I do not see a section I expected **Likely cause:** Your assigned roles do not include access to that section, or you are using a floor account that goes to the shop dashboard. **Safe fix:** Ask an admin to review your assigned roles. Include the section name you expected to see. **Contact support if:** The admin confirms your roles are correct but the section is still missing after signing out and back in. ### The Sales Overview panel is missing **Likely cause:** Sales Overview is automatic for sales users who are not admin or executive users. Admin and executive users only see it when the CRM dashboard setting is enabled. **Safe fix:** Admin or executive users can open `System Settings` and use the CRM dashboard setting. **Contact support if:** The setting is enabled but Sales Overview still does not appear after closing System Settings or refreshing the page. ### I do not see Paxy **Likely cause:** Paxy is only shown to admin and executive users. **Safe fix:** Use standard reports, or ask an admin or executive user to run the Paxy question if appropriate. **Contact support if:** You are an admin or executive user and the Paxy launcher is missing. ### A dashboard card does not open anything **Likely cause:** The card may not be connected to a work area yet, or the browser may have a stale session. **Safe fix:** Sign out and back in, then try the card again. If it still does not open, send a bug report with the section name and card name. Use this format: ```text Dashboard section: Card clicked: What happened: Expected screen: Date/time: User: Screenshot attached: Yes/No ``` ## Related docs - [Sales Overview](/docs/sales/sales-overview) - [Finance Overview](/docs/finance/finance-overview) - [Manufacturing Overview](/docs/manufacturing/manufacturing-overview) - [Inventory Overview](/docs/inventory/inventory-overview) - [Shipping & Receiving Overview](/docs/shipping-receiving/shipping-receiving-overview) - [Purchasing Overview](/docs/purchasing/purchasing-overview) - [CRM Overview](/docs/crm/crm-overview) - [Human Resources Overview](/docs/human-resources/human-resources-overview) - [System Settings Overview](/docs/system-settings/system-settings-overview) - [Paxy AI Overview](/docs/paxy-ai/paxy-ai-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sales Overview Source: https://www.paxerp.com/docs/sales/sales-overview The Sales section is where users create and manage customer orders, invoices, customers, payments, and sales reports. ## On this page - What this section is for - Who can see Sales - Sales cards - Report menu - Main workflows - What happens behind the scenes - Troubleshooting - Related docs ## What this section is for Sales is the starting point for customer-facing order work in PAX. Use it to create Sales Orders, review open orders, print order and invoice documents, manage customer records, log payments, and run Sales reports. The Sales section is a launcher. Opening a card does not post accounting, ship inventory, receive payment, or change a customer by itself. Those effects happen when a user saves, ships, fulfills, invoices, or pays inside the screen opened from the card. ## Screen path Dashboard > Sales ## Who can see Sales The Sales section appears for users with one or more of these roles: | Role | Sales access | |---|---| | `admin` | Full Sales section access. | | `executive` | Full Sales section access. | | `csr` | Sales section access for customer service workflows. | | `sales` | Sales section access for order, customer, payment, and report workflows. | If a user has multiple roles, PAX combines the access from those roles. ## Sales cards | Card | What it opens | Use it for | |---|---|---| | `Create Order` | `Create Order` modal | Enter a new Sales Order for an existing customer. | | `Open Orders` | `Open Orders` modal | Review open and partially shipped orders, expand order details, edit eligible orders, print orders, print invoices, and fulfill non-inventory lines. | | `Invoicing` | `Invoicing` modal | Review invoices, search invoice history, view or edit invoice details, print invoice documents, print packing lists, and email invoices. | | `Customers` | `Customers` modal | Search customers, open customer details, add customers, and use admin or executive bulk-upload tools. | | `Payments` | `Payments - Log Payment` modal | Log payments against invoices or log a payment without an invoice. | | `Reports` | `Sales Reports` menu | Open Sales, customer, receivables, and invoice reports. | ## Report menu The `Reports` card opens `Sales Reports`. Reports are grouped in the menu as follows: | Group | Reports | |---|---| | `Sales & Orders` | `Sales Analysis Report`, `Sales Analysis Detail Report`, `Open Orders by Part Number` | | `Customers` | `Customer Address Lookup`, `Customer Addresses Report`, `Customer Lifetime Value`, `Customer Statement` | | `Receivables` | `Overdue Invoices Report`, `AR Aging Report`, `Daily Cash Receipts Report` | | `Invoices` | `Invoice Report` | ## Main workflows - Create a Sales Order from `Create Order`. - Review, edit, print, or fulfill open orders from `Open Orders`. - Review invoices and print, email, or update invoice details from `Invoicing`. - Maintain customer records from `Customers`. - Record customer payments from `Payments`. - Run sales and receivables reports from `Reports`. ## What happens behind the scenes Opening the Sales section does not create records or post accounting. Individual Sales workflows can have important system effects: | Workflow area | System effect | |---|---| | Sales Order creation | Creates a Sales Order and reserves a pending invoice number. It does not ship inventory or recognize revenue. | | Open order editing | Updates eligible Sales Order headers and lines. Lines with shipment, fulfillment, or invoice history have restrictions. | | Inventory shipment | Shipment workflows update shipped quantities, inventory detail quantities, invoice lines, and shipment-related accounting. | | Non-inventory fulfillment | Fulfillment creates invoice lines without moving inventory or lot detail. | | Invoicing | Invoice line activity can affect receivables, revenue, tax, payment status, and printed customer documents. | | Payments | Payment entry updates invoice payment status and customer credit or prepayment behavior when applicable. | ## Troubleshooting ### I do not see the Sales section **Likely cause:** Your assigned role does not include Sales access. **Safe fix:** Ask an admin to review your user roles. Sales is available to `admin`, `executive`, `csr`, and `sales` roles. **Contact support if:** Your role includes Sales access but the Sales section is still missing after signing out and back in. ### A Sales card opens a screen I did not expect **Likely cause:** Some cards open a shared work area in a specific mode. For example, `Payments` opens the invoicing work area in payment mode. **Safe fix:** Check the screen title after opening the card. Use the search field or action buttons on that screen to continue the workflow. **Contact support if:** The card does not open, opens the wrong module, or shows an error. ### I cannot use a Sales action another user can use **Likely cause:** Your role or the record's status may limit the action. Some customer bulk upload tools are limited to admin and executive users. **Safe fix:** Confirm your role and the status of the record you are working with. **Contact support if:** Your permissions and record status look correct but the action is still unavailable. ## Related docs - [Dashboard Overview](/docs/dashboard-overview) - [Create Order Overview](/docs/sales/create-order-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) - [Edit Order Overview](/docs/sales/edit-order-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Payments Overview](/docs/sales/payments-overview) - [Sales Reports Overview](/docs/sales/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Create Order Overview Source: https://www.paxerp.com/docs/sales/create-order-overview The Create Order screen is used to enter a new customer Sales Order with customer, address, shipping, tax, discount, and line-item details. ## On this page - What this screen is for - Screen path - Key areas - Main actions - Important fields and statuses - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Create Order` when a customer has placed an order and the order should enter the normal PAX Sales Order workflow. The screen supports both inventory lines and non-inventory lines. Inventory lines use existing inventory parts. Non-inventory lines use a description, quantity, price, and revenue account behavior without requiring an inventory part. Do not use Create Order to force shipment, invoice posting, inventory corrections, or payment entry. Those are separate workflows. ## Screen path Dashboard > Sales > Create Order ## Key areas ### Customer and dates The top of the screen identifies the customer and order timing. | Field | Purpose | |---|---| | `Customer` | Required. Search by customer code or name, then select the customer code from the list. | | `Customer PO` | Optional customer purchase order number. PAX checks for duplicates for the selected customer. | | `Order Date` | Required. Defaults to today's date. | | `Ship by Date` | Header-level planned ship date. New or empty lines default to this date. | When a customer is selected, PAX loads that customer's default payment terms, shipping method, carrier account, addresses, and customer notes. ### Customer notes If the customer has notes, PAX opens a customer notes popup after the customer is selected. If no notes are on file, PAX may show `No Notes on File` and ask whether to add notes. Choosing `Yes, Add Notes` opens the customer detail notes workflow. ### Addresses Create Order has two required address selectors: | Address area | What it controls | |---|---| | `Bill To Address` | Billing address used on the Sales Order and reserved invoice. | | `Ship To Address` | Shipping destination used for order documents and sales tax calculation. | Each address selector includes `Create New Address` and `Edit Address`. A newly created address is selected automatically after it is saved. ### Order header details These fields control commercial, shipping, discount, tax, and note details for the order. | Field | Purpose | |---|---| | `Payment Terms` | Required. Defaults from the selected customer when available. | | `Shipping Method` | Optional shipping method. Searchable by method, carrier, or charge type. | | `Carrier Account` | Carrier account number. Required when the selected shipping method uses a customer account charge type. | | `FOB / Incoterms` | Domestic FOB or Incoterms value for the order. Defaults to `FOB ORIG`. | | `Order Discount (%)` | Applies the same discount percentage to all lines. | | `Customer Shipping Charge` | Shipping amount charged to the customer. Disabled when all lines are non-inventory lines. | | `Sales Tax` | Auto-calculated from customer, ship-to address, taxable amount, and shipping charge. Can be switched to manual entry with `Manual override`. | | `Header Notes` | Order-level notes that print with the order and carry to the reserved invoice header. | ### Line items The line table is where the order detail is entered. | Column or field | Purpose | |---|---| | `Line` | Line number. PAX renumbers remaining lines when a removable line is removed. | | `Type` | `Inventory` or `Non-Inventory`. | | `Part / Description` | Inventory part number, or a non-inventory description or fee name. | | `Customer Part` | Customer-specific part number, filled automatically when a customer-part cross reference exists. | | `UOM` | Unit of measure from inventory, or `EA` for non-inventory lines. | | `On Hand` | Current on-hand quantity for the selected inventory part. | | `Qty` | Required quantity. Must be greater than zero. | | `Price` | Unit price. Inventory lines default from the customer price tier when available. | | `Disc%` | Line discount. Locked when an order-level discount is active. | | `Total` | Calculated line total after discount. | | `Ship date` | Planned ship date for the line. | | `Notes` | Optional line note that prints on the order. | Use `Add Line` to add another line. Use `Remove` to remove a line when more than one line exists. ## Main actions - `Create Order`: Validates and saves the Sales Order. After the order is created, PAX shows `Sales Order Created` and opens the order PDF in a new browser tab. - `Cancel`: Closes the screen without saving the order. - `Add Line`: Adds a new line with the next line number. - `Remove`: Removes a line when the order has more than one line. - `Manual override`: Switches Sales Tax from automatic calculation to manual entry. - `Auto-calculate`: Switches Sales Tax back to automatic calculation. - `Create New Address`: Adds a new bill-to or ship-to address for the selected customer. - `Edit Address`: Edits the selected bill-to or ship-to address. ## Important fields and statuses | Field or status | Meaning | Notes | |---|---|---| | `Customer` | The customer for the order. | Required before saving. The customer code is the selected value even when the search box displays a name. | | `Bill To Address` | Billing address. | Required before saving. | | `Ship To Address` | Shipping destination. | Required before saving and used for sales tax calculation. | | `Payment Terms` | Invoice due-date terms. | Required before saving. | | `Customer PO` duplicate warning | The same customer already has an order with that PO number. | Review the listed orders before choosing `Continue`. | | `Inventory` line | A line tied to an inventory part. | Requires a valid part number and quantity greater than zero. | | `Non-Inventory` line | A fee, service, or other non-stock line. | Requires a description and quantity greater than zero. It does not require an inventory part. | | `Part not found in inventory` | The entered inventory part does not match an inventory item. | The order cannot be saved until the part is corrected or the line is changed to non-inventory. | | `Order Discount (%)` | Order-wide discount. | When greater than zero, every line uses the same discount and line-level discount fields are locked. | | `Customer Shipping Charge` | Shipping amount charged to the customer. | Forced to zero when all order lines are non-inventory. Use a non-inventory line to bill a non-inventory shipping or fee amount. | | `Sales Tax` | Tax amount for the order. | Auto-calculated unless manual override is active. | | `Open` | Default order and line status on creation. | Shipment or fulfillment later changes line and header status. | | `Saving...` | The order is being submitted. | Wait for PAX to finish. Do not close the browser tab while saving. | ## What happens behind the scenes When the order is saved, PAX validates required fields, line quantities, valid inventory part numbers, carrier account requirements, and discount limits. PAX saves the Sales Order header and lines together. If saving fails, the order is not partially created. PAX also reserves a pending invoice for the order. The pending invoice receives an invoice number, customer, invoice date, due date based on payment terms, bill-to address, tax, and header notes. It does not receive invoice lines at order creation. Invoice lines are added later when inventory is shipped or when non-inventory lines are fulfilled. Order creation does not post revenue, cost of goods sold, cash, accounts receivable, inventory asset relief, or payment journal entries. Revenue and inventory accounting happen later in the shipping, fulfillment, invoicing, and payment workflows. Inventory order lines create open customer demand. PAX's inventory availability uses open Sales Order requirements when calculating available quantity. No lot quantity is removed until shipment. Non-inventory lines do not move inventory, consume lots, or create shipment lines. If a non-inventory line does not already include a revenue account, PAX uses the active GL transaction configuration for other revenue based on the payment terms. ## Troubleshooting ### Customer is required **Likely cause:** No customer code has been selected. **Safe fix:** Use the `Customer` search box and select the customer code from the list. **Contact support if:** The customer exists but does not appear in the search list. ### Bill-to or ship-to address is required **Likely cause:** The selected customer does not have a usable selected address, or no address was selected. **Safe fix:** Choose an address from `Bill To Address` and `Ship To Address`, or use `Create New Address`. **Contact support if:** Saved customer addresses do not appear after refreshing the address list. ### Carrier account number is required for this shipping method **Likely cause:** The selected shipping method uses the customer's carrier account. **Safe fix:** Enter the carrier account number or choose a shipping method that does not require a customer account. **Contact support if:** The account number is correct but PAX says it is already being used by another customer. ### Part not found in inventory **Likely cause:** The line is set to `Inventory`, but the entered part number does not match an inventory part. **Safe fix:** Select the part from the part list, correct the part number, or change the line to `Non-Inventory` if this is not an inventory item. **Contact support if:** The part is active in inventory but Create Order still marks it invalid. ### Line discounts cannot be changed **Likely cause:** `Order Discount (%)` is greater than zero. **Safe fix:** Set `Order Discount (%)` to `0` if the order should use line-specific discounts. **Contact support if:** The line discount remains locked after the order discount is removed. ### Duplicate PO Number appears **Likely cause:** The selected customer already has a Sales Order with the same `Customer PO`. **Safe fix:** Review the listed order numbers. Use `Print Order` if needed, then choose `Cancel` to correct the PO or `Continue` if the duplicate is intentional. **Contact support if:** The duplicate list appears incorrect. ### No tax rate found **Likely cause:** PAX could not find a matching tax rate for the selected customer and ship-to address. **Safe fix:** Confirm the ship-to address, then use `Manual override` only if the tax amount is known and approved by your company's process. **Contact support if:** The address is correct and a tax rate should exist. ### PDF does not open after order creation **Likely cause:** The browser blocked the new tab, or PDF generation failed. **Safe fix:** Allow popups for PAX and print the order from `Open Orders`. **Contact support if:** The order was created but the PDF cannot be generated from `Open Orders`. ## Related docs - [Sales Overview](/docs/sales/sales-overview) - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [How to Create Order](/docs/sales/how-to-create-order) - [Open Orders Overview](/docs/sales/open-orders-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Create Order Source: https://www.paxerp.com/docs/sales/how-to-create-order Use this workflow to create a new customer Sales Order from the Sales dashboard. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Create Order` when a customer has placed an order and the order should enter the normal PAX Sales Order process for fulfillment, shipment, invoicing, and payment. Do not use this workflow for inventory adjustments, direct invoice corrections, customer payments, purchase orders, or shipments. Use the dedicated workflow for those actions. ## Before you start Make sure the following information is ready: - The customer already exists in PAX. - The customer has a bill-to address and ship-to address, or you have the address details needed to create them. - Payment terms are known. - Shipping method and carrier account requirements are known, if applicable. - Customer PO number is available, if the customer issued one. - The requested ship-by date is known. - Inventory part numbers are known for inventory lines. - Descriptions, quantities, prices, and approved revenue treatment are known for non-inventory lines. - Any discount, shipping charge, and tax override has been approved by your company's process. ## Screen path Dashboard > Sales > Create Order ## Steps 1. Open `Dashboard > Sales > Create Order`. 2. In `Customer`, search by customer code or name. 3. Select the customer code from the list. 4. Review any customer notes that appear. 5. If PAX shows `No Notes on File`, choose `No` to continue without adding notes, or choose `Yes, Add Notes` if notes should be added before the order is created. 6. Enter `Customer PO` if the customer provided one. 7. If `Duplicate PO Number` appears, review the listed orders. Choose `Cancel` to correct the PO, or choose `Continue` if the duplicate is intentional. 8. Confirm `Order Date`. 9. Set `Ship by Date`. 10. If PAX asks `Update Line Ship Dates?`, choose `Update Lines` to apply the ship-by date to all line ship dates, or choose `Only Header` to leave existing line ship dates unchanged. 11. Confirm `Bill To Address`. 12. Confirm `Ship To Address`. 13. If an address is missing, use `Create New Address`. If an existing address needs correction, use `Edit Address`. 14. Confirm `Payment Terms`. 15. Select `Shipping Method` if one applies. 16. Enter `Carrier Account` when the selected shipping method requires the customer's carrier account. 17. Confirm `FOB / Incoterms`. 18. Enter `Order Discount (%)` only if the same discount should apply to all lines. 19. Enter `Customer Shipping Charge` if the customer should be charged shipping on an inventory order. 20. Review `Sales Tax`. Leave it on auto-calculate unless an approved manual amount is required. 21. Add any order-level text in `Header Notes`. 22. On the first line, choose `Inventory` or `Non-Inventory` in `Type`. 23. For an `Inventory` line, enter or select the inventory part in `Part / Description`. 24. Confirm the `Customer Part`, `UOM`, `On Hand`, and `Price` values that PAX fills in. 25. For a `Non-Inventory` line, enter the description or fee name in `Part / Description`. 26. Enter `Qty`. 27. Confirm or enter `Price`. 28. Enter `Disc%` only if no order-level discount is active and the line needs its own discount. 29. Set the line `Ship date` if it should differ from the header ship-by date. 30. Enter line `Notes` if the note should print on the order. 31. Use `Add Line` for each additional order line. 32. Use `Remove` only for lines that should not be on the order. 33. Review `Order Total`. 34. Select `Create Order`. 35. Wait for PAX to show `Sales Order Created`. 36. Review the order PDF that opens in a new browser tab. ## What happens behind the scenes ### Accounting impact Create Order reserves a pending invoice for the Sales Order, but it does not post revenue, accounts receivable, cash, customer prepayment, cost of goods sold, or inventory asset journal entries. The reserved invoice does not have invoice lines yet. Invoice lines are added later by shipment or non-inventory fulfillment. Revenue and related accounting happen in those later workflows. ### Inventory and costing impact Inventory lines create open customer demand for the selected part. PAX uses open Sales Order requirements when calculating available quantity. Create Order does not remove inventory from lots and does not relieve inventory cost. Lot quantities and cost of goods sold are affected later when inventory is shipped. Non-inventory lines do not affect inventory quantity, lot detail, or inventory costing. ### Lot traceability impact Create Order does not select lots and does not create shipment lot traceability. Lot traceability starts when shipment lines are created against specific inventory detail. ### Status and audit impact New Sales Orders and new lines start as `Open`. After shipment or non-inventory fulfillment, line and order status may become `Partially Shipped` or `Closed`. Later activity can also restrict what can be edited or removed. ### System automation PAX validates the order before saving it. Inventory lines require valid part numbers. Non-inventory lines require descriptions. All lines require quantities greater than zero. PAX calculates Sales Tax from the selected customer, ship-to address, taxable amount, and customer shipping charge unless `Manual override` is active. For non-inventory lines missing a revenue account, PAX uses the active GL transaction configuration for other revenue based on the payment terms. If saving succeeds, PAX creates the Sales Order and reserved pending invoice together. If saving fails, PAX does not leave a half-created order. ## Troubleshooting ### Create Order button does not save **Likely cause:** A required field or line validation failed. **Safe fix:** Check for missing customer, bill-to address, ship-to address, payment terms, line part number or description, invalid inventory part, or quantity less than or equal to zero. **Contact support if:** The page does not show which field is blocking save. ### The customer defaults look wrong **Likely cause:** The customer's payment terms, shipping method, carrier account, or primary addresses may need maintenance. **Safe fix:** Correct the order fields for this order. Then update the customer record if the same defaults should apply in the future. **Contact support if:** Correct customer defaults are saved but Create Order still loads different values. ### Sales Tax is not what I expected **Likely cause:** Tax depends on the selected customer, ship-to address, taxable amount, shipping charge, and tax-rate setup. **Safe fix:** Confirm the ship-to address and shipping charge. Use `Manual override` only when the correct tax amount is known and approved. **Contact support if:** The tax result does not match the configured tax rules. ### Customer Shipping Charge is disabled **Likely cause:** Every line on the order is `Non-Inventory`. **Safe fix:** Add a separate non-inventory line for any shipping, handling, service, or fee amount that should be billed on a non-inventory order. **Contact support if:** The order includes an inventory line but the shipping charge is still disabled. ### A part is marked invalid **Likely cause:** The line is `Inventory`, but the part number does not match an inventory item. **Safe fix:** Select the part from the list or correct the part number. Change the line to `Non-Inventory` only if this line should not use inventory. **Contact support if:** The part exists and is active but still cannot be selected. ### The order saved but the PDF did not open **Likely cause:** Browser popup blocking or PDF generation failure. **Safe fix:** Allow popups for PAX, then open `Sales > Open Orders`, expand the order, and select `Print Order`. **Contact support if:** `Print Order` also fails. ## Related docs - [Create Order Overview](/docs/sales/create-order-overview) - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [Open Orders Overview](/docs/sales/open-orders-overview) - [How to Review Open Orders](/docs/sales/how-to-review-open-orders) - [How to Print Order](/docs/sales/how-to-print-order) ## Feedback Was this page helpful? Tell us what was unclear. # Open Orders Overview Source: https://www.paxerp.com/docs/sales/open-orders-overview The Open Orders screen is used to review active Sales Orders and continue order work such as editing, printing, invoicing previews, and non-inventory fulfillment. ## On this page - What this screen is for - Screen path - Key areas - Main actions - Important fields and statuses - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Open Orders` to review Sales Orders that are still open or partially shipped. This screen shows order header details, line progress, open quantities, and the actions that can continue the order workflow. Open Orders is not the shipping workflow. Inventory shipment starts from the Shipping & Receiving area. Open Orders can print order documents and can fulfill open non-inventory lines, but it does not remove inventory from lots by simply opening or reviewing an order. ## Screen path Dashboard > Sales > Open Orders ## Key areas ### Search The search box appears at the top of the screen with this placeholder: ```text Search by order #, customer, PO, status... ``` Search checks order number, customer code, customer name, customer PO, payment terms, invoice status, order status, displayed status, order date, and required date. ### Order list The main table lists active orders. | Column | What it shows | |---|---| | Expand arrow | Opens or closes the order detail area. | | `Order #` | Sales Order number. | | `Customer Code` | Customer code on the order. | | `Customer` | Customer name. | | `Customer PO` | Customer purchase order number, or `N/A`. | | `Order Date` | Date the order was entered. | | `Required Date` | Header ship-by date. | | `Total Value` | Current Sales Order total. | | `Status` | Displayed order status. | ### Expanded order details Selecting an order row expands the order. The expanded area shows header details and line details. Header details include: | Area | What it shows | |---|---| | `Customer PO` | Customer PO for the order. | | `Terms` | Payment terms code. | | `Carrier` | Shipping method description. | | `Order Discount` | Order-level discount percentage. | | `Tax` | Sales tax amount, when greater than zero. | | `Shipping Cost` | Customer shipping charge on the order. | | `Order Total` | Total order amount. | Line details include: | Column | What it shows | |---|---| | `Line` | Sales Order line number. | | `Type` | `Inventory` or `Non-Inventory`. | | `Part / Description` | Inventory part number or non-inventory description. | | `Ordered Qty` | Quantity ordered. | | `Completed Qty` | Quantity shipped for inventory lines, or quantity fulfilled for non-inventory lines. | | `Open Qty` | Remaining quantity. | | `Unit Price` | Unit selling price. | | `Discount %` | Line discount percentage. | | `Line Value` | Ordered line value after discount. | | `Planned Ship Date` | Planned ship date for the line, or `N/A`. | | `Status` | Line status. | If a line has a line note, it appears beneath the line as `Note:`. ## Main actions - Expand an order row to review details. - Use the search box to narrow the order list. - Select `Edit` to open the editable Sales Order. - Select `Print Order` to open the Sales Order PDF. - Select `Print Invoice` to open the related invoice PDF or choose from multiple invoices. - Select `Fulfill Order` when the order has open non-inventory lines. - Use the close button to leave the screen. ## Important fields and statuses | Field or status | Meaning | Notes | |---|---|---| | `Open` | The order or line still has open quantity and no completed activity for that item. | Open inventory lines still need shipment. Open non-inventory lines still need fulfillment. | | `Partially Shipped` | Some quantity has been completed, but some quantity remains open. | For non-inventory lines, PAX uses the same label when a line is partially fulfilled. | | `Pending Fulfillment` | Displayed when inventory lines are complete but non-inventory lines remain open. | This is a display status calculated for Open Orders. It tells users to finish non-inventory fulfillment. | | `Completed Qty` | Completed quantity for the line. | Inventory lines use shipped quantity. Non-inventory lines use fulfilled quantity. | | `Open Qty` | Remaining quantity. | Inventory lines are based on quantity not shipped. Non-inventory lines are based on quantity not fulfilled. | | `Fulfill Order` | Action for open non-inventory lines. | Only appears when at least one non-inventory line has open quantity. | ## What happens behind the scenes When Open Orders opens, PAX loads Sales Orders with `Open` or `Partially Shipped` status. Reviewing and expanding orders does not change accounting, inventory, lots, invoices, or customer records. The actions available from this screen can have different effects: | Action | System effect | |---|---| | `Edit` | Opens the edit workflow. Saving can update order headers, lines, tax, and pending invoice header notes. | | `Print Order` | Generates a Sales Order PDF. It does not change the order. | | `Print Invoice` | Generates an invoice PDF. If the invoice has no invoice lines yet, PAX can print planned Sales Order quantities after a warning. | | `Fulfill Order` | Creates a non-inventory fulfillment record and invoice lines. It does not move inventory or lots. | ## Troubleshooting ### I do not see an order I expected **Likely cause:** Open Orders only loads orders with `Open` or `Partially Shipped` status, and the search box may be filtering the list. **Safe fix:** Clear the search box. If the order has already closed, look for it in the invoice or report workflow instead. **Contact support if:** The order is known to be open but does not appear after clearing search. ### Search returns no orders **Likely cause:** The search term does not match order number, customer, PO, status, terms, or dates in the loaded open-order list. **Safe fix:** Try a shorter search term, such as the customer code or part of the order number. **Contact support if:** A known open order cannot be found by order number. ### The Fulfill Order button is missing **Likely cause:** The order has no open non-inventory lines. **Safe fix:** Review the line `Type` and `Open Qty`. Use Shipping & Receiving for open inventory lines. **Contact support if:** The order has an open non-inventory line but `Fulfill Order` is not visible. ### Print Invoice shows a warning **Likely cause:** The invoice has no invoice lines yet, so PAX is about to print planned Sales Order quantities. **Safe fix:** Choose `Cancel` unless the full shipment or fulfillment is guaranteed and your company process allows sending the pre-shipment invoice. **Contact support if:** You believe the order has already shipped or been fulfilled but PAX still shows the pre-shipment warning. ## Related docs - [Sales Overview](/docs/sales/sales-overview) - [Create Order Overview](/docs/sales/create-order-overview) - [How to Review Open Orders](/docs/sales/how-to-review-open-orders) - [Edit Order Overview](/docs/sales/edit-order-overview) - [How to Edit Order](/docs/sales/how-to-edit-order) - [How to Print Order](/docs/sales/how-to-print-order) - [How to Print Invoice from Open Orders](/docs/sales/how-to-print-invoice-from-open-orders) - [How to Fulfill Non-Inventory Order](/docs/sales/how-to-fulfill-non-inventory-order) - [Shipping & Receiving Overview](/docs/shipping-receiving/shipping-receiving-overview) - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Review Open Orders Source: https://www.paxerp.com/docs/sales/how-to-review-open-orders Use this workflow to review active Sales Orders and decide the correct next action. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when you need to check whether an order is still open, partially shipped, pending non-inventory fulfillment, ready to edit, or ready for a print action. Do not use this workflow to ship inventory. Use the Shipping & Receiving shipment workflow when inventory needs to be removed from stock and shipped. ## Before you start Have at least one of these search details ready: - Sales Order number. - Customer code or customer name. - Customer PO. - Expected order status. - Order date or required date. ## Screen path Dashboard > Sales > Open Orders ## Steps 1. Open `Dashboard > Sales > Open Orders`. 2. Wait for `Loading sales orders...` to finish. 3. Use `Search by order #, customer, PO, status...` if the order list is long. 4. Find the order in the table. 5. Review the order row: `Order #`, `Customer Code`, `Customer`, `Customer PO`, `Order Date`, `Required Date`, `Total Value`, and `Status`. 6. Select the order row to expand it. 7. Review the header details: `Customer PO`, `Terms`, `Carrier`, `Order Discount`, `Tax`, `Shipping Cost`, and `Order Total`. 8. Review each line's `Type`, `Part / Description`, `Ordered Qty`, `Completed Qty`, `Open Qty`, `Planned Ship Date`, and `Status`. 9. Use the line `Type` and `Open Qty` to decide the next action. 10. If an inventory line has open quantity, continue through the Shipping & Receiving shipment workflow. 11. If a non-inventory line has open quantity and `Fulfill Order` is visible, use the non-inventory fulfillment workflow. 12. If the order details need correction and the order is still eligible, select `Edit`. 13. If the customer needs a Sales Order document, select `Print Order`. 14. If the customer needs an invoice document, select `Print Invoice` and handle any warning or invoice selection prompt. ## What happens behind the scenes Reviewing Open Orders loads active order data and displays it in the modal. It does not save changes, post accounting, move inventory, create invoice lines, or update lot history. Open Orders calculates `Pending Fulfillment` for display when inventory lines are complete but non-inventory lines are still open. For line quantities, PAX treats completion differently by line type: | Line type | Completed quantity means | Open quantity means | |---|---|---| | `Inventory` | Quantity shipped. | Quantity not yet shipped. | | `Non-Inventory` | Quantity fulfilled. | Quantity not yet fulfilled. | ## Troubleshooting ### I cannot find the order **Likely cause:** The order is no longer `Open` or `Partially Shipped`, or the search term is filtering it out. **Safe fix:** Clear the search box and search by order number. If it still does not appear, check invoicing or reports for closed order history. **Contact support if:** The order should be open but does not appear. ### The order says Pending Fulfillment **Likely cause:** Inventory work is complete, but at least one non-inventory line still has open quantity. **Safe fix:** Expand the order, confirm the open non-inventory line, then use `Fulfill Order`. **Contact support if:** All non-inventory lines show zero open quantity but the order still shows `Pending Fulfillment`. ### The order line looks complete but the order is still open **Likely cause:** Another line on the same order may still have open quantity. **Safe fix:** Review every line in the expanded view, not just the first line. **Contact support if:** Every line has zero open quantity but the order remains open after refreshing. ## Related docs - [Open Orders Overview](/docs/sales/open-orders-overview) - [Edit Order Overview](/docs/sales/edit-order-overview) - [How to Edit Order](/docs/sales/how-to-edit-order) - [How to Print Order](/docs/sales/how-to-print-order) - [How to Print Invoice from Open Orders](/docs/sales/how-to-print-invoice-from-open-orders) - [How to Fulfill Non-Inventory Order](/docs/sales/how-to-fulfill-non-inventory-order) - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Sales Reports Overview](/docs/sales/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Edit Order Overview Source: https://www.paxerp.com/docs/sales/edit-order-overview The Edit Sales Order screen is used to update eligible open or partially shipped Sales Orders while preserving shipment, fulfillment, invoice, and inventory history. ## On this page - What this screen is for - Screen path - Key areas - Main actions - Important fields and restrictions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Edit` when an existing Sales Order needs correction or additional detail before it is fully complete. Editing is intentionally restricted after operational activity begins. PAX protects shipped inventory lines, fulfilled non-inventory lines, invoice history, and customer demand calculations from being overwritten in ways that would damage audit history. ## Screen path Dashboard > Sales > Open Orders > expand order > Edit ## Key areas The Edit Sales Order screen uses the same general layout as Create Order, with the title `Edit Sales Order [order number]`. ### Customer and dates | Field | Purpose | |---|---| | `Customer` | Customer on the order. Changing the customer can load that customer's notes and addresses. | | `Customer PO` | Customer purchase order number. Duplicate PO checks exclude the current order. | | `Order Date` | Order date. | | `Ship by Date` | Header-level ship-by date. Changing it can prompt `Update Line Ship Dates?`. | ### Addresses The screen includes required `Bill To Address` and `Ship To Address` selectors. Each selector includes `Create New Address` and `Edit Address`. ### Order header details | Field | Purpose | |---|---| | `Payment Terms` | Terms used for due-date and invoice behavior. | | `Shipping Method` | Shipping method for the order. | | `Carrier Account` | Carrier account when the selected shipping method requires one. | | `FOB / Incoterms` | Domestic FOB or Incoterms value. | | `Order Discount (%)` | Order-level discount applied to all lines. | | `Customer Shipping Charge` | Shipping amount charged to the customer. Forced to zero when all lines are non-inventory. | | `Sales Tax` | Auto-calculated unless `Manual override` is active. | | `Header Notes` | Order-level notes. Pending no-line invoices receive updated header notes when the order is saved. | ### Line items The line table includes `Type`, `Part / Description`, `Customer Part`, `UOM`, `On Hand`, `Qty`, `Price`, `Disc%`, `Total`, `Ship date`, and `Notes`. Existing operational activity changes which fields can be edited. ## Main actions - `Save Changes`: Validates and saves the edited Sales Order. - `Cancel`: Closes the editor without saving changes. - `Delete`: Opens a delete confirmation when PAX considers the order eligible for deletion. - `Add Line`: Adds a new line using the next available line number. - `Remove`: Removes a line only when the line has no shipment or fulfillment history and at least one line remains on the order. - `Manual override`: Allows direct Sales Tax entry. - `Auto-calculate`: Returns Sales Tax to automatic calculation. ## Important fields and restrictions | Field or restriction | Meaning | Notes | |---|---|---| | Editable order statuses | PAX allows saving edits only for `Open` and `Partially Shipped` orders. | Closed or otherwise completed orders should be corrected through the appropriate downstream workflow. | | `Qty` minimum | Quantity cannot be reduced below completed quantity. | Inventory lines use quantity shipped. Non-inventory lines use quantity fulfilled. | | `Type` | Line type cannot be changed after shipment or fulfillment activity exists. | This protects inventory and invoice history. | | Shipped inventory line | Part number is locked after quantity has shipped. | Quantity can only be reduced to the shipped quantity, not below it. | | Fulfilled non-inventory line | Description, price, discount, and revenue account are protected after fulfillment. | Use a correction or credit process if the billed non-inventory work was wrong. | | Remove line | Lines with shipment or fulfillment history cannot be removed. | Lines without activity can be removed if the order still has at least one line. | | `Order Discount (%)` | When greater than zero, line discount fields are locked. | Set the order discount to `0` to use line-specific discounts. | | `Customer Shipping Charge` | Disabled when every line is non-inventory. | Use a non-inventory line to bill shipping or fees on a non-inventory-only order. | | `Delete` | Soft-deletes an eligible order and voids its pending reserved invoice. | Delete is blocked when shipment, fulfillment, invoice line, issued invoice, or payment history exists. | ## What happens behind the scenes When `Save Changes` is selected, PAX validates required fields, carrier account requirements, line quantities, valid inventory parts, and edit restrictions. PAX recalculates order line totals, shipping, tax, and total amount. If automatic tax is active, PAX recalculates tax from the customer, ship-to address, taxable amount, and customer shipping charge. PAX updates the Sales Order header and lines in a transaction. It can update existing lines, add new lines, and delete lines that have no shipment or fulfillment history. For pending invoices that do not yet have invoice lines, PAX updates the invoice header notes from the order header notes. PAX then recalculates Sales Order line statuses and order status. Inventory demand updates through the Sales Order line requirement logic for inventory lines. Deleting an eligible order is a soft-delete. PAX marks the Sales Order deleted, voids pending invoices for that order, and recalculates inventory required quantity for parts on the deleted order. ## Troubleshooting ### Save Changes fails **Likely cause:** A required field is missing, a line quantity is invalid, a part number is invalid, or the order has activity that blocks the requested edit. **Safe fix:** Review the error message, then correct the specific field or line. Do not force a change that would erase shipment, fulfillment, or invoice history. **Contact support if:** The error does not identify the blocking field or line. ### I cannot remove a line **Likely cause:** The line has shipment or fulfillment history, or it is the last remaining line. **Safe fix:** Leave the line in place and use the correct correction workflow for shipped, fulfilled, or invoiced activity. **Contact support if:** The line has no activity but still cannot be removed. ### I cannot reduce quantity **Likely cause:** The requested quantity is below the quantity already shipped or fulfilled. **Safe fix:** Set quantity to at least the completed amount. **Contact support if:** The completed quantity shown on the line is incorrect. ### Delete is unavailable or blocked **Likely cause:** The order has shipment, fulfillment, invoice, or payment history. **Safe fix:** Do not delete the order. Use the relevant correction, return, credit, or invoice workflow. **Contact support if:** The order has no activity but delete is still blocked. ## Related docs - [Open Orders Overview](/docs/sales/open-orders-overview) - [How to Edit Order](/docs/sales/how-to-edit-order) - [How to Review Open Orders](/docs/sales/how-to-review-open-orders) - [Create Order Overview](/docs/sales/create-order-overview) - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Edit Order Source: https://www.paxerp.com/docs/sales/how-to-edit-order Use this workflow to update an eligible Sales Order from Open Orders. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when an open or partially shipped Sales Order needs a valid correction, such as updated header details, ship-by dates, addresses, notes, prices, discounts, quantities that remain above completed activity, or additional lines. Do not use editing to erase shipment, fulfillment, invoice, payment, or lot history. Once activity exists, use the correct downstream correction workflow. ## Before you start Confirm: - The order is visible in `Open Orders`. - You know what field or line needs to change. - Any customer PO, address, pricing, tax, or discount correction is approved. - Any line with shipment or fulfillment history will not be removed. - Any quantity reduction will remain at or above quantity already shipped or fulfilled. ## Screen path Dashboard > Sales > Open Orders > expand order > Edit ## Steps 1. Open `Dashboard > Sales > Open Orders`. 2. Search for the order. 3. Select the order row to expand it. 4. Review the expanded order details before editing. 5. Select `Edit`. 6. Update customer, PO, dates, addresses, terms, shipping method, carrier account, FOB or Incoterms, discount, tax, or notes as needed. 7. If changing `Ship by Date` triggers `Update Line Ship Dates?`, choose `Update Lines` to apply the new date to line ship dates, or choose `Only Header` to keep existing line ship dates. 8. Update line details as needed. 9. To add a new line, select `Add Line`, then enter the line information. 10. To remove a line, select `Remove` only when the line has no shipment or fulfillment history. 11. Review `Order Total`. 12. Select `Save Changes`. 13. Wait for PAX to show that the Sales Order was updated successfully. 14. Return to Open Orders and confirm the order row and expanded details reflect the change. ## What happens behind the scenes ### Accounting impact Editing an order does not by itself ship inventory, receive cash, or create a payment. If the order still has a pending invoice with no invoice lines, PAX updates the pending invoice's header notes from the order header notes. Invoice lines and revenue effects happen through shipment or non-inventory fulfillment, not from simply editing the open order. ### Inventory and costing impact Inventory lines continue to drive open customer demand while they remain open. Changing inventory line quantity, status, line type, or part number can update inventory required quantity. Editing does not remove inventory from lots and does not relieve inventory cost. That happens during shipment. ### Lot traceability impact Editing an order does not select or change lot-level shipment history. Lines with shipment history cannot be removed, and shipped inventory lines are protected from changes that would break shipment references. ### Status and audit impact PAX recalculates line status after saving: - Inventory lines close when shipped quantity reaches ordered quantity. - Non-inventory lines close when fulfilled quantity reaches ordered quantity. - Partially completed lines remain `Partially Shipped`. - Lines with no completed quantity remain `Open`. PAX recalculates the order header status from the line statuses. ### System automation PAX validates the edit in a transaction. If validation fails, the order is not partially updated. Server-side restrictions prevent reducing quantity below completed quantity, changing line type after activity exists, removing lines with shipment or fulfillment history, and changing fulfilled non-inventory line description, price, discount, or revenue account. ## Troubleshooting ### I cannot save because quantity is too low **Likely cause:** The line already has shipped or fulfilled quantity. **Safe fix:** Set `Qty` to at least the completed quantity shown on the line. **Contact support if:** Completed quantity is wrong. ### A line type or part field is locked **Likely cause:** The line has shipment or fulfillment activity. **Safe fix:** Leave the historical line intact. Add a new line if more work is needed, or use a correction workflow if the historical activity is wrong. **Contact support if:** The line has no activity but is still locked. ### Delete is blocked **Likely cause:** The order has been shipped, fulfilled, invoiced, or paid. **Safe fix:** Do not delete the order. Use returns, credits, invoice corrections, or other approved correction workflows. **Contact support if:** The order truly has no activity but cannot be deleted. ### Duplicate PO Number appears **Likely cause:** Another order for the same customer already uses that `Customer PO`. **Safe fix:** Review the listed order numbers. Use `Print Order` if needed, then choose `Cancel` to correct the PO or `Continue` if the duplicate is intentional. **Contact support if:** The duplicate list appears incorrect. ## Related docs - [Edit Order Overview](/docs/sales/edit-order-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) - [How to Review Open Orders](/docs/sales/how-to-review-open-orders) - [Create Order Overview](/docs/sales/create-order-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Print Order](/docs/sales/how-to-print-order) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Print Order Source: https://www.paxerp.com/docs/sales/how-to-print-order Use this workflow to print or open a Sales Order PDF from Open Orders. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Print Order` when a customer, internal user, or operations team needs the Sales Order document. Use the invoice print workflow instead when the customer needs an invoice document. ## Before you start Confirm: - The order is visible in `Open Orders`. - The order details are ready to print. - Your browser allows popups from PAX. ## Screen path Dashboard > Sales > Open Orders > expand order > Print Order ## Steps 1. Open `Dashboard > Sales > Open Orders`. 2. Search for the order. 3. Select the order row to expand it. 4. Review the expanded order details. 5. Select `Print Order`. 6. Wait for the Sales Order PDF to open in a new browser tab. 7. Use the browser's print or download controls as needed. ## What happens behind the scenes PAX generates the Sales Order PDF from the current Sales Order header and lines. The PDF includes customer and address details, order details, line details, and tenant company information when configured. Printing an order does not change order status, inventory, lots, invoices, accounting, payments, or audit history. It only generates a PDF document from the current order data. ## Troubleshooting ### The PDF does not open **Likely cause:** The browser blocked the new tab or popup. **Safe fix:** Allow popups for PAX, then select `Print Order` again. **Contact support if:** Popups are allowed but the PDF still does not open. ### PAX shows Error generating PDF **Likely cause:** PAX could not generate the Sales Order PDF. **Safe fix:** Refresh Open Orders and try again. **Contact support if:** The error repeats for the same order. ### The printed order details look wrong **Likely cause:** The Sales Order data needs correction before printing. **Safe fix:** Close the PDF, edit the order if it is still eligible, save the correction, then print again. **Contact support if:** The order screen is correct but the PDF is wrong. ## Related docs - [Open Orders Overview](/docs/sales/open-orders-overview) - [How to Review Open Orders](/docs/sales/how-to-review-open-orders) - [Edit Order Overview](/docs/sales/edit-order-overview) - [How to Edit Order](/docs/sales/how-to-edit-order) - [How to Print Invoice from Open Orders](/docs/sales/how-to-print-invoice-from-open-orders) ## Feedback Was this page helpful? Tell us what was unclear. # How to Print Invoice from Open Orders Source: https://www.paxerp.com/docs/sales/how-to-print-invoice-from-open-orders Use this workflow to print an invoice PDF from an open Sales Order. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Print Invoice` from Open Orders when you need the invoice document connected to an active Sales Order. Be careful with pre-shipment invoices. If the invoice does not have invoice lines yet, PAX warns that the invoice shows planned Sales Order quantities rather than completed shipment or fulfillment quantities. ## Before you start Confirm: - The order is visible in `Open Orders`. - You know whether the invoice should be sent before shipment or fulfillment. - Your browser allows popups from PAX. ## Screen path Dashboard > Sales > Open Orders > expand order > Print Invoice ## Steps 1. Open `Dashboard > Sales > Open Orders`. 2. Search for the order. 3. Select the order row to expand it. 4. Review the order's line status and open quantities. 5. Select `Print Invoice`. 6. If PAX opens the invoice PDF directly, review the document in the new browser tab. 7. If PAX shows `Pre-Shipment Invoice Warning`, read the warning carefully. 8. Choose `Cancel` if the invoice should not be printed with planned quantities. 9. Choose `Continue to Print` only if the full shipment or fulfillment is guaranteed and your company process allows printing the pre-shipment invoice. 10. If PAX shows `Select Invoice`, review the invoice list. 11. In `Select Invoice`, choose the correct invoice using `Invoice #`, `Date`, `Amount`, and `Lines`. 12. Select `Select` for the invoice to print. 13. Use the browser's print or download controls as needed. ## What happens behind the scenes PAX looks up invoices connected to the Sales Order. If one invoice exists, PAX opens it directly when it has invoice lines. If that invoice has no invoice lines yet, PAX shows `Pre-Shipment Invoice Warning` before printing. If more than one invoice exists, PAX shows `Select Invoice`. Multiple invoices can exist when an order has been split across shipments or fulfillment events. When an invoice has invoice lines, the PDF uses invoice line quantities. When an invoice has no invoice lines, the PDF falls back to Sales Order lines so the document can be previewed, but those quantities are planned quantities. Printing an invoice does not create a shipment, fulfill a line, post a payment, or change the order. It generates a PDF from current invoice and order data. ## Troubleshooting ### Pre-Shipment Invoice Warning appears **Likely cause:** The invoice has no invoice lines yet. **Safe fix:** Choose `Cancel` unless the full shipment or fulfillment is guaranteed and your company process allows printing the invoice with planned quantities. **Contact support if:** The order has already shipped or been fulfilled but PAX still treats the invoice as pre-shipment. ### Select Invoice appears **Likely cause:** The Sales Order has multiple invoices. **Safe fix:** Select the invoice that matches the shipment or fulfillment event you need. Use `Lines` and `Amount` to help identify it. **Contact support if:** You cannot determine which invoice is correct. ### Error generating invoice appears **Likely cause:** PAX could not fetch or generate the invoice PDF. **Safe fix:** Refresh Open Orders and try again. **Contact support if:** The error repeats. ### The invoice PDF does not open **Likely cause:** The browser blocked the PDF tab. **Safe fix:** Allow popups for PAX, then select `Print Invoice` again. **Contact support if:** Popups are allowed but the PDF still does not open. ## Related docs - [Open Orders Overview](/docs/sales/open-orders-overview) - [How to Review Open Orders](/docs/sales/how-to-review-open-orders) - [How to Print Order](/docs/sales/how-to-print-order) - [Invoicing Overview](/docs/sales/invoicing-overview) - [How to Print Invoice](/docs/sales/how-to-print-invoice) - [How to Email Invoice](/docs/sales/how-to-email-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # How to Fulfill Non-Inventory Order Source: https://www.paxerp.com/docs/sales/how-to-fulfill-non-inventory-order Use this workflow to complete open non-inventory Sales Order lines and create the related invoice lines. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Fulfill Order` for open non-inventory lines such as fees, services, or other charges that do not require inventory shipment or lot selection. Do not use this workflow for inventory parts. Inventory lines must be shipped through the Shipping & Receiving shipment workflow so PAX can select lots, reduce inventory, and record shipment history. ## Before you start Confirm: - The order has at least one `Non-Inventory` line with open quantity. - The non-inventory work, fee, or service is ready to bill. - The fulfillment quantity is known. - Any additional invoice header note is ready. - The order's non-inventory price, discount, and description are correct before fulfillment. ## Screen path Dashboard > Sales > Open Orders > expand order > Fulfill Order ## Steps 1. Open `Dashboard > Sales > Open Orders`. 2. Search for the order. 3. Select the order row to expand it. 4. Confirm the order has a `Non-Inventory` line with `Open Qty` greater than zero. 5. Select `Fulfill Order`. 6. Review `Order Information`: `Customer`, `Customer PO`, and `Terms`. 7. In `Additional Header Notes`, enter any note that should be added to the fulfillment invoice header. 8. Review the `Line Items` table. 9. For each line, review `Ordered`, `Completed`, and `Open`. 10. In `Fulfill`, enter the quantity to fulfill. PAX defaults this to the open quantity and prevents entries above the open quantity. 11. Review the fulfillment `Total`. 12. Select `Create Fulfillment`. 13. Wait for PAX to show `Fulfillment created. Invoice [invoice number] is ready.` 14. Return to Open Orders and confirm the line's `Completed Qty`, `Open Qty`, and status updated. ## What happens behind the scenes ### Accounting impact PAX creates invoice lines for the fulfilled non-inventory quantities. Invoice-line automation can update invoice totals and post the configured non-inventory revenue accounting. For prepaid terms, PAX applies prepayment/customer credit behavior to the fulfillment invoice. For net terms, the invoice follows the configured receivables behavior. No inventory cost of goods sold entry is created by non-inventory fulfillment because no inventory is shipped. ### Inventory and costing impact Non-inventory fulfillment does not reduce inventory, consume inventory detail, select lots, or affect inventory cost layers. Open quantity for non-inventory lines is based on ordered quantity minus fulfilled quantity. It is not based on shipped quantity. ### Lot traceability impact No lot traceability is created by this workflow. Lot traceability belongs to inventory shipment workflows. ### Status and audit impact PAX creates a fulfillment header and one fulfillment line for each fulfilled Sales Order line. Fulfillment line activity updates `quantity_fulfilled` on the Sales Order line. A non-inventory line becomes `Partially Shipped` when partially fulfilled and `Closed` when fulfilled quantity reaches ordered quantity. The Sales Order header status is recalculated after fulfillment. ### System automation PAX validates that each submitted line is a non-inventory line, has quantity greater than zero, and does not exceed open quantity. For non-inventory-only orders, PAX can reuse the pending reserved invoice when it has no invoice lines. For mixed orders that still have open inventory lines, PAX creates a separate fulfillment invoice and leaves the pending no-line reserved invoice available for shipment. Each fulfillment event creates its own fulfillment record. A later partial fulfillment can create another fulfillment record and another invoice. ## Troubleshooting ### Fulfill Order is not visible **Likely cause:** The order has no open non-inventory lines. **Safe fix:** Review line `Type` and `Open Qty`. Use Shipping & Receiving for open inventory lines. **Contact support if:** A non-inventory line has open quantity but `Fulfill Order` is missing. ### No open non-inventory lines appears **Likely cause:** The order no longer has any non-inventory quantity available to fulfill. **Safe fix:** Close the fulfillment screen and review the expanded order lines. **Contact support if:** The expanded order shows open non-inventory quantity but the fulfillment screen does not. ### At least one fulfillment quantity is required **Likely cause:** Every `Fulfill` quantity is zero. **Safe fix:** Enter a quantity greater than zero for at least one line. **Contact support if:** You cannot enter a valid quantity for an open line. ### Quantity exceeds open quantity **Likely cause:** The fulfillment quantity is greater than the line's remaining open quantity. **Safe fix:** Enter a quantity no greater than `Open`. **Contact support if:** The open quantity appears incorrect. ### The fulfilled line cannot be edited later **Likely cause:** PAX protects fulfilled non-inventory description, price, discount, and revenue account. **Safe fix:** Use the appropriate credit, correction, or rebill process instead of editing fulfilled history. **Contact support if:** You need help choosing the correct correction workflow. ## Related docs - [Open Orders Overview](/docs/sales/open-orders-overview) - [How to Review Open Orders](/docs/sales/how-to-review-open-orders) - [Edit Order Overview](/docs/sales/edit-order-overview) - [Shipping & Receiving Overview](/docs/shipping-receiving/shipping-receiving-overview) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [How to Print Invoice](/docs/sales/how-to-print-invoice) - [How to Email Invoice](/docs/sales/how-to-email-invoice) - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) ## Feedback Was this page helpful? Tell us what was unclear. # Invoicing Overview Source: https://www.paxerp.com/docs/sales/invoicing-overview The Invoicing screen is used to find customer invoices, review invoice status, open invoice detail, print invoice documents, print packing lists, and email invoices. ## On this page - What this screen is for - Screen path - Key areas - Main actions - Important fields and statuses - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Invoicing` when you need to review an invoice after an order has been created, shipped, fulfilled, paid, or partially paid. This screen is also the starting point for invoice documents. From one invoice row, users can print the Sales Order, print the invoice, print a packing list when a shipment exists, email the invoice, or open the invoice detail screen. Invoicing is not the place to ship inventory, receive customer payment, or create a new Sales Order. Those workflows start from their own screens. ## Screen path Dashboard > Sales > Invoicing ## Key areas ### Search The search box appears at the top of the screen with this placeholder: ```text Search invoices (number, order, customer PO, customer code, customer name)... ``` When the search box is empty, PAX shows recent invoices from the last 6 months for performance. To find older invoices, enter a search term. Search checks invoice number, Sales Order number, customer PO, customer code, and customer name. ### Invoice list The main table lists invoices. | Column | What it shows | |---|---| | Expand arrow | Opens or closes the invoice detail area inside the list. | | `Invoice #` | Invoice number. When the related order has a shipment, the invoice number can open `Invoice Details`. | | `Order # / Customer PO` | Sales Order number and customer PO. When no shipment exists and the order is not closed, the order number can open the editable Sales Order. | | `Customer Code` | Customer code. Selecting it opens the customer detail screen. | | `Customer Name` | Customer name. | | `Invoice Date` | Invoice date. | | `Due Date` | Due date from the invoice terms. | | `Total Amount` | Current invoice total shown in the list. | | `Status` | Invoice status. | | `Actions` | Includes `View/edit details`. | PAX shows the first 50 invoices in the list, then loads more as you scroll. ### Expanded invoice details Select the expand arrow on a row to review more information without leaving the list. Header details include: | Field | What it shows | |---|---| | `Customer PO` | Customer purchase order number. | | `Terms` | Payment terms code. | | `Created Date` | Date and time the invoice record was created. | The expanded area also shows invoice lines. | Column | What it shows | |---|---| | `Line` | Invoice line number. | | `Part Number` | Inventory part number or `Non-Inventory`. | | `Description` | Line description. | | `Quantity` | Invoice quantity. | | `Unit Price` | Unit selling price. | | `Line Amount` | Line value. | | `Tax` | Tax amount on the line. | Totals appear below the line table and can include subtotal, discount, early payment discount, tax, shipping, returns, and total. ### Invoice detail screen `View/edit details` opens the full `Invoice Details` screen for the selected invoice. Use that screen when you need to review billing and shipping addresses, inspect all line details, print from the detail view, or make approved invoice edits. Invoice editing is permission-restricted and status-restricted. Users without the required role can still use Invoicing for review and document workflows, but PAX may prevent saving invoice changes. ## Main actions - Search for an invoice by invoice number, order number, customer PO, customer code, or customer name. - Expand an invoice row to review invoice lines and totals. - Select `View/edit details` to open the full invoice detail screen. - Select the invoice number when it is clickable to open invoice detail. - Select the order number when it is clickable to edit an unshipped, non-closed Sales Order. - Select the customer code to open customer detail. - Select `Print Order` from an expanded row to open the Sales Order PDF. - Select `Print Invoice` from an expanded row to generate the invoice PDF. - Select `Print Packing List` when a shipment exists for the order. - Select `Email Invoice` to send the invoice PDF by email. ## Important fields and statuses | Field or status | Meaning | Notes | |---|---|---| | `Open` | The invoice is open and unpaid. | Eligible actions depend on role and invoice history. | | `Partially Paid` | Payment has been applied, but the invoice is not fully paid. | Some edits may still be allowed by permitted roles. | | `Paid` | The invoice is fully paid. | Paid invoices cannot be edited from invoice detail. | | `Void` | The invoice has been voided. | Void invoices cannot be edited from invoice detail. | | `Invoice #` link | Opens invoice detail when the related order has shipment activity. | If the invoice number is not clickable, use `View/edit details`. | | `Order #` link | Opens the editable Sales Order when no shipment exists and the order is not closed. | Once shipment exists, corrections should usually be made through invoice, shipment, fulfillment, or accounting-safe workflows. | | `Print Packing List` | Generates a packing list PDF. | Requires a shipment for the order. | | No invoice lines | The invoice may be a pre-shipment or placeholder invoice. | Printing can use planned Sales Order quantities after a warning. | ## What happens behind the scenes When Invoicing opens, PAX loads recent invoices and calculates the list totals shown on screen. If you search, PAX searches across invoice, order, customer PO, customer code, and customer name fields instead of limiting the view to the recent default. PAX also checks whether each displayed order has shipment activity. Shipment status controls whether the invoice number opens invoice detail, whether the order number opens the editable Sales Order, and whether a packing list can be produced. Reviewing invoices does not change accounting, inventory, customer records, payments, shipments, or invoice status. Document actions generate PDFs from current PAX data: | Action | System effect | |---|---| | `Print Order` | Generates the Sales Order PDF. It does not change the order or invoice. | | `Print Invoice` | Generates the invoice PDF. If the invoice has no invoice lines yet, PAX can use Sales Order lines for the printed invoice after a warning. | | `Print Packing List` | Looks up the latest shipment for the order, then generates a packing list PDF. | | `Email Invoice` | Generates the invoice email and PDF attachment, sends it through the configured email service, and logs the email activity. | | `View/edit details` | Opens the invoice detail screen. Saving edits there can update invoice fields, shipment fields, invoice line values, and accounting adjustments when applicable. | ## Troubleshooting ### I cannot find an invoice **Likely cause:** The default list only shows recent invoices from the last 6 months, or the search term does not match the invoice. **Safe fix:** Search by exact invoice number, order number, customer PO, customer code, or part of the customer name. **Contact support if:** The invoice exists but cannot be found by exact invoice number. ### Print Packing List says no shipment was found **Likely cause:** No shipment exists for the invoice's Sales Order. **Safe fix:** Use the shipment workflow only when inventory has actually shipped. Do not create a shipment just to force a packing list. **Contact support if:** The order has shipment history but the packing list cannot be generated. ### Print Invoice shows a pre-shipment warning **Likely cause:** The invoice has no invoice lines yet, so PAX is about to print planned Sales Order quantities. **Safe fix:** Choose `Cancel` unless the full shipment or fulfillment is guaranteed and your company process allows sending the pre-shipment invoice. **Contact support if:** The order has shipped or been fulfilled but PAX still warns that the invoice has no lines. ### I cannot save invoice detail changes **Likely cause:** Your role may not allow invoice editing, or the invoice status is `Paid` or `Void`. **Safe fix:** Confirm the invoice status and your role. For fulfilled, shipped, paid, or voided invoices, use the approved correction workflow instead of forcing a manual edit. **Contact support if:** You should be allowed to edit the invoice and the invoice is still open or partially paid. ## Related docs - [Sales Overview](/docs/sales/sales-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [How to Review Invoices](/docs/sales/how-to-review-invoices) - [How to View/Edit Invoice Details](/docs/sales/how-to-view-edit-invoice-details) - [How to Print Invoice](/docs/sales/how-to-print-invoice) - [How to Print Packing List](/docs/sales/how-to-print-packing-list) - [How to Email Invoice](/docs/sales/how-to-email-invoice) - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) ## Feedback Was this page helpful? Tell us what was unclear. # Invoice Detail Overview Source: https://www.paxerp.com/docs/sales/invoice-detail-overview The Invoice Details screen is used to review one invoice in depth and make approved changes to eligible invoice header fields or invoice line values. ## On this page - What this screen is for - Screen path - Key areas - Main actions - Important fields and restrictions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Invoice Details` when the invoice list does not show enough information or when a permitted user needs to make a controlled invoice correction. This screen shows invoice header data, customer and billing details, shipping address details, shipping charges, invoice lines, and totals. It also provides print actions for the invoice and packing list. Do not use Invoice Details to bypass shipment, fulfillment, payment, credit, or return workflows. If the invoice line came from fulfillment or shipment activity, PAX may require the correction to happen through that source workflow instead. ## Screen path Dashboard > Sales > Invoicing > View/edit details You may also reach this screen by selecting a clickable invoice number in the Invoicing list. ## Key areas ### Invoice Information The top section shows the invoice header. | Field | What it shows | |---|---| | `Invoice ID` | Invoice number. | | `Order Number` | Related Sales Order number. | | `Invoice Date` | Invoice date. | | `Due Date` | Invoice due date. | | `Status` | Current invoice status. | | `Created` | Date and time the invoice record was created. | | `Terms Code` | Payment terms code. | | `Order Discount` | Order-level discount percentage. | | `Total Tax` | Tax amount on the invoice. | | `Shipping Cost` | Internal shipping cost value. | | `Shipping Charge` | Amount charged to the customer for shipping. | | `Tracking Number` | Tracking number from the related shipment, when one exists. | | `Actual Weight` | Actual shipment weight, when one exists. | | `Notes` | Invoice header notes. | Use `Edit` to change eligible fields. Use `Cancel Edit` to leave edit mode without saving. ### Customer & Billing Information This section shows customer and billing details. | Field or area | What it shows | |---|---| | `Customer Code` | Customer code on the invoice. | | `Customer Name` | Customer name on the invoice. | | `Customer PO` | Customer purchase order number. This can be edited in invoice edit mode. | | `Terms` | Payment terms code. | | `Bill To Address` | Billing address used for the invoice. | ### Shipping To Address & Information This section shows shipping details. | Field or area | What it shows | |---|---| | `Ship To Address` | Ship-to address from the order. | | `Shipping Cost` | Internal shipping cost value. | | `Shipping Charge (to Customer)` | Shipping amount charged to the customer. | ### Line Items The line table shows invoice detail lines. | Column | What it shows | |---|---| | `Line` | Invoice line number. | | `Part Number` | Part number, or `Non-Inventory`. | | `Description` | Item or non-inventory description. Line notes appear under the description. | | `Quantity` | Invoice quantity. | | `Unit Price` | Unit selling price. | | `Discount %` | Line discount percentage. | | `Line Amount` | Line amount after discount. | | `Tax` | Tax amount for the line. | Use `Edit Lines` to change eligible line quantities, unit prices, or discounts. Use `Cancel` to leave line edit mode. ### Print actions The bottom of the screen includes: | Button | What it does | |---|---| | `Print Invoice` | Generates the invoice PDF. | | `Print Packing List` | Generates the packing list PDF when a shipment exists. | | `Close` | Closes Invoice Details. | ## Main actions - Review invoice header, customer, billing, shipping, line, and total details. - Select `Edit` to edit eligible invoice header fields. - Select `Save Changes` to save header changes. - Select `Edit Lines` to edit eligible invoice line values. - Select `Save Line Changes` to save line changes. - Select `Print Invoice` to generate the invoice PDF. - Select `Print Packing List` to generate the packing list PDF when a shipment exists. - Select `Close` to return to the Invoicing screen. ## Important fields and restrictions | Field or restriction | Meaning | Notes | |---|---|---| | `Paid` invoice | Fully paid invoice. | Paid invoices cannot be edited. | | `Void` invoice | Voided invoice. | Void invoices cannot be edited. | | Edit permission | Only permitted roles can save invoice edits. | Users without edit authority can still review invoice details and use allowed document actions. | | `Terms Code` | Payment terms code. | Changing terms recalculates the due date from the invoice date. | | `Tracking Number` | Shipment tracking number. | Can only be saved when a shipment exists for the order. | | `Actual Weight` | Shipment weight. | Can only be saved when a shipment exists for the order. | | Fulfillment-sourced line | Invoice line created from fulfillment activity. | Must be adjusted through the fulfillment workflow, not by direct invoice line editing. | | Shipment-backed invoice edit | Edit to an invoice connected to shipment activity. | PAX warns because the change can create GL adjusting entries and affect shipment-related records. | ## What happens behind the scenes When Invoice Details opens, PAX loads the invoice, invoice lines, payment terms, and the latest shipment for the related order when one exists. Saving header changes sends only the fields that changed. Depending on the fields edited, PAX can update the invoice and related shipment values such as tracking number, actual weight, shipping cost, or shipping charge. If `Terms Code` changes, PAX validates the terms code and recalculates the invoice due date from the invoice date. Saving line changes updates existing invoice line values. PAX validates that quantity is greater than zero, unit price is not negative, and discount is between 0 and 100 percent. If the invoice has already posted to the general ledger, invoice line edits can create GL adjustment entries. If the invoice total is reduced and existing payments or discounts now fully cover the invoice, PAX may also update the invoice status to `Paid`. ## Troubleshooting ### Edit is blocked for a paid or void invoice **Likely cause:** PAX does not allow direct edits to `Paid` or `Void` invoices. **Safe fix:** Use the approved correction, credit, return, or accounting workflow for the situation. **Contact support if:** The invoice status is incorrect. ### Tracking Number or Actual Weight cannot be edited **Likely cause:** No shipment exists for the related Sales Order. **Safe fix:** Do not enter shipment details on an invoice without shipment history. Use the shipment workflow when goods actually ship. **Contact support if:** A shipment exists but the fields remain unavailable. ### A line cannot be changed **Likely cause:** The line came from fulfillment activity, or the invoice status prevents editing. **Safe fix:** Use the source fulfillment workflow or the approved correction workflow instead of direct invoice editing. **Contact support if:** The line should be editable and the invoice is open or partially paid. ### Print Packing List is disabled **Likely cause:** No shipment is available for the invoice. **Safe fix:** Use `Print Invoice` if the customer only needs the invoice. Use the shipment workflow only if goods are actually being shipped. **Contact support if:** The invoice is tied to a shipment but PAX does not recognize it. ## Related docs - [Invoicing Overview](/docs/sales/invoicing-overview) - [How to View/Edit Invoice Details](/docs/sales/how-to-view-edit-invoice-details) - [How to Print Invoice](/docs/sales/how-to-print-invoice) - [How to Print Packing List](/docs/sales/how-to-print-packing-list) - [How to Email Invoice](/docs/sales/how-to-email-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # How to Review Invoices Source: https://www.paxerp.com/docs/sales/how-to-review-invoices Use this workflow to find an invoice, check its status, review its lines and totals, and decide the correct next action. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when you need to answer invoice questions before printing, emailing, editing, collecting payment, or researching order history. Do not use invoice review to ship inventory, fulfill non-inventory lines, or log payment. Those actions happen in their own workflows. ## Before you start Have at least one of these search details ready: - Invoice number. - Sales Order number. - Customer PO. - Customer code. - Customer name. ## Screen path Dashboard > Sales > Invoicing ## Steps 1. Open `Dashboard > Sales > Invoicing`. 2. Wait for `Loading invoices...` to finish. 3. If the invoice is recent, review the list. If the invoice may be older than 6 months, use the search box. 4. Search by invoice number, Sales Order number, customer PO, customer code, or customer name. 5. Find the invoice row. 6. Review `Invoice #`, `Order # / Customer PO`, `Customer Code`, `Customer Name`, `Invoice Date`, `Due Date`, `Total Amount`, and `Status`. 7. Select the expand arrow to open the invoice detail area inside the list. 8. Review `Customer PO`, `Terms`, and `Created Date`. 9. Review invoice lines, quantities, unit prices, line amounts, tax, and totals. 10. Select the customer code if you need to open the customer detail screen. 11. Select `View/edit details` if you need the full invoice detail screen. 12. Select `Print Invoice`, `Print Packing List`, or `Email Invoice` only after confirming you are working with the correct invoice. ## What happens behind the scenes Reviewing invoices loads invoice data and displays it on the screen. It does not save changes, post accounting, move inventory, update shipments, send email, or change invoice status. When the search box is empty, PAX limits the default invoice list to recent invoices from the last 6 months for performance. Searching by invoice, order, customer PO, customer code, or customer name can find older matching invoices. PAX checks shipment status for displayed invoices so it can decide whether the invoice number, order number, and packing list actions are available. ## Troubleshooting ### I do not see the invoice I expected **Likely cause:** The invoice is older than the default recent list, or the search term does not match the invoice. **Safe fix:** Search by exact invoice number first. If needed, search by order number or customer PO. **Contact support if:** The invoice cannot be found by exact invoice number. ### The order number opens the Sales Order instead of invoice detail **Likely cause:** The order has no shipment yet and is not closed, so PAX lets eligible users edit the Sales Order from the invoice list. **Safe fix:** Use `View/edit details` to open invoice detail, or use the order link only when the Sales Order itself needs correction. **Contact support if:** The order link opens the wrong order. ### The invoice number is not clickable **Likely cause:** PAX did not find shipment activity for the related order. **Safe fix:** Use `View/edit details` from the `Actions` column. **Contact support if:** The order has shipment history and the invoice number still does not open invoice detail. ## Related docs - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to View/Edit Invoice Details](/docs/sales/how-to-view-edit-invoice-details) - [How to Print Invoice](/docs/sales/how-to-print-invoice) - [How to Print Packing List](/docs/sales/how-to-print-packing-list) - [How to Email Invoice](/docs/sales/how-to-email-invoice) - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) ## Feedback Was this page helpful? Tell us what was unclear. # How to View/Edit Invoice Details Source: https://www.paxerp.com/docs/sales/how-to-view-edit-invoice-details Use this workflow to open a single invoice, review its full detail, and make approved invoice edits when the invoice and your role allow it. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a user needs to review or correct eligible invoice details such as terms, tax, shipping charges, tracking information, customer PO, notes, quantity, unit price, or discount. Do not use this workflow to force changes to shipped or fulfilled history. If a line came from fulfillment, shipment, return, credit, or payment activity, use the proper source workflow or approved correction workflow. ## Before you start Confirm: - You are working with the correct invoice. - The invoice is not `Paid` or `Void`. - Your role is allowed to save invoice edits. - You understand whether the invoice is connected to shipment or fulfillment activity. - The correction is approved by your company process. ## Screen path Dashboard > Sales > Invoicing > View/edit details ## Steps 1. Open `Dashboard > Sales > Invoicing`. 2. Search for the invoice. 3. Select `View/edit details` on the invoice row. 4. Review `Invoice Information`, `Customer & Billing Information`, `Shipping To Address & Information`, and `Line Items`. 5. If you only need to review the invoice, select `Close` when finished. 6. To edit invoice header information, select `Edit` in the `Invoice Information` section. 7. Update only the fields that need correction. 8. If `Tracking Number` or `Actual Weight` is disabled, no shipment is available for that invoice. 9. Select `Save Changes`. 10. If PAX shows a warning about editing after shipping, review it carefully. Continue only if the correction is approved. 11. To edit line values, select `Edit Lines`. 12. Update eligible `Quantity`, `Unit Price`, or `Discount %` fields. 13. Select `Save Line Changes`. 14. If PAX shows a warning about GL adjusting entries, continue only if the correction is approved. 15. Review the invoice totals after saving. 16. Use `Print Invoice` or `Print Packing List` only after confirming the saved values are correct. ## What happens behind the scenes PAX loads invoice header data, invoice lines, payment terms, and shipment information when the Invoice Details screen opens. Saving header changes updates the invoice fields that changed. If shipment fields are included, PAX also updates the shipment record for the related order. Changing payment terms recalculates the due date from the invoice date. Saving line changes updates existing invoice lines. PAX validates quantities, unit prices, and discounts before saving. If the invoice has shipment history or has posted to the general ledger, approved invoice edits can create GL adjustment entries. PAX warns before these edits because they affect accounting history. If the corrected invoice total is fully covered by existing payments and discounts, PAX may update the invoice status to `Paid`. ## Troubleshooting ### PAX says the invoice cannot be edited **Likely cause:** The invoice is `Paid` or `Void`, or your role does not allow invoice edits. **Safe fix:** Do not work around the restriction. Use the approved correction, credit, return, or accounting workflow. **Contact support if:** The invoice status or your role appears wrong. ### PAX warns about editing after shipping **Likely cause:** The invoice is connected to shipment history, and the edit may create accounting adjustments. **Safe fix:** Continue only when the correction is approved and the shipment/invoice history has been reviewed. **Contact support if:** You are unsure whether the change should be made directly. ### A line field is disabled or will not save **Likely cause:** The line came from fulfillment activity or otherwise must be corrected through the source workflow. **Safe fix:** Use the fulfillment or approved correction workflow instead of direct invoice line editing. **Contact support if:** The line should be editable and the invoice is open or partially paid. ### Save fails after changing payment terms **Likely cause:** The terms code does not exist in payment terms. **Safe fix:** Select a valid terms code. **Contact support if:** The terms code is valid but PAX does not accept it. ## Related docs - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [How to Review Invoices](/docs/sales/how-to-review-invoices) - [How to Print Invoice](/docs/sales/how-to-print-invoice) - [How to Print Packing List](/docs/sales/how-to-print-packing-list) - [How to Email Invoice](/docs/sales/how-to-email-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # How to Print Invoice Source: https://www.paxerp.com/docs/sales/how-to-print-invoice Use this workflow to generate an invoice PDF for a customer invoice. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a customer or internal user needs an invoice PDF. If the invoice has no invoice lines yet, PAX may print planned Sales Order quantities. Only continue with a pre-shipment invoice when the full shipment or fulfillment is guaranteed and your company process allows it. ## Before you start Confirm: - You are working with the correct invoice. - The customer, order, PO, terms, line quantities, prices, tax, and shipping values look correct. - If the invoice has no invoice lines, it is appropriate to print planned Sales Order quantities. ## Screen path Dashboard > Sales > Invoicing ## Steps 1. Open `Dashboard > Sales > Invoicing`. 2. Search for the invoice. 3. Select the expand arrow on the invoice row. 4. Review the invoice lines and totals. 5. Select `Print Invoice`. 6. If PAX shows `Pre-Shipment Invoice Warning`, read the warning carefully. 7. Choose `Continue to Print` only if the invoice should be printed with planned quantities. 8. Choose `Cancel` if shipment or fulfillment is not guaranteed. 9. Review the generated PDF. You can also open `View/edit details` and select `Print Invoice` from the Invoice Details screen after reviewing the full invoice. ## What happens behind the scenes Printing an invoice generates a PDF from current PAX invoice data. It does not save changes, post accounting, update inventory, create shipment lines, send email, or change invoice status. PAX loads invoice header details, customer information, payment terms, billing address, shipping address, shipment tracking information when available, line items, discounts, tax, shipping, and tenant company details for the PDF. If the invoice has no invoice lines but is tied to a Sales Order, PAX can use Sales Order lines for the printed invoice. In the Invoicing list, PAX warns before printing that kind of pre-shipment invoice. ## Troubleshooting ### The invoice PDF does not open **Likely cause:** The browser blocked the new tab, or PDF generation failed. **Safe fix:** Allow popups for PAX, then try `Print Invoice` again. **Contact support if:** The invoice still cannot be generated. ### PAX shows a pre-shipment invoice warning **Likely cause:** The invoice has no invoice lines yet. **Safe fix:** Choose `Cancel` unless the full shipment or fulfillment is guaranteed and your company process allows sending a pre-shipment invoice. **Contact support if:** The invoice should have lines but still triggers the warning. ### The invoice total looks wrong on the PDF **Likely cause:** Invoice detail may need review before printing, or the invoice may be using planned Sales Order lines. **Safe fix:** Open `View/edit details` and review line amounts, discounts, tax, shipping, returns, and total before sending the PDF. **Contact support if:** The values in Invoice Details are correct but the PDF does not match. ## Related docs - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [How to Review Invoices](/docs/sales/how-to-review-invoices) - [How to View/Edit Invoice Details](/docs/sales/how-to-view-edit-invoice-details) - [How to Print Packing List](/docs/sales/how-to-print-packing-list) - [How to Email Invoice](/docs/sales/how-to-email-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # How to Print Packing List Source: https://www.paxerp.com/docs/sales/how-to-print-packing-list Use this workflow to generate a packing list PDF for an invoice's related shipment. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a shipment already exists and a packing list is needed for the customer, warehouse, shipping team, or internal records. Do not create a shipment just to make the packing list button available. Shipment records should reflect actual shipped goods. ## Before you start Confirm: - You are working with the correct invoice and Sales Order. - The order has a shipment. - Shipment quantities and ship-to information are correct. ## Screen path Dashboard > Sales > Invoicing ## Steps 1. Open `Dashboard > Sales > Invoicing`. 2. Search for the invoice. 3. Select the expand arrow on the invoice row. 4. Confirm the invoice is tied to the correct order. 5. Select `Print Packing List`. 6. If PAX opens the PDF, review the packing list before sending or using it. 7. If PAX says no shipment was found, stop and confirm whether the order has actually shipped. You can also open `View/edit details` and select `Print Packing List` from the Invoice Details screen. In Invoice Details, the button is disabled when no shipment is available. ## What happens behind the scenes PAX finds the latest shipment for the invoice's Sales Order, then generates a packing list PDF from shipment data, shipment lines, customer information, ship-to address, invoice numbers, and company details. Printing a packing list does not create a shipment, move inventory, change lots, update invoice status, post accounting, or send email. ## Troubleshooting ### PAX says no shipment was found **Likely cause:** The Sales Order has not been shipped. **Safe fix:** Do not force a shipment for documentation only. Use the shipment workflow when goods are actually ready to ship. **Contact support if:** The order has a completed shipment but PAX cannot find it. ### Print Packing List is disabled in Invoice Details **Likely cause:** Invoice Details did not find a shipment for the related order. **Safe fix:** Return to Invoicing and confirm the invoice and order number. If no shipment exists, a packing list cannot be printed from this invoice. **Contact support if:** A shipment exists but the button remains disabled. ### The packing list shows the wrong shipment information **Likely cause:** The order may have multiple shipment records, and this workflow uses the latest shipment found for the order. **Safe fix:** Review shipment history in Shipping & Receiving before using the document. **Contact support if:** The shipment record is correct but the packing list is not. ## Related docs - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [How to Review Invoices](/docs/sales/how-to-review-invoices) - [How to Print Invoice](/docs/sales/how-to-print-invoice) - [Shipping & Receiving Overview](/docs/shipping-receiving/shipping-receiving-overview) - [View Shipments Overview](/docs/shipping-receiving/view-shipments-overview) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) - [How to View Shipment](/docs/shipping-receiving/how-to-view-shipment) ## Feedback Was this page helpful? Tell us what was unclear. # How to Email Invoice Source: https://www.paxerp.com/docs/sales/how-to-email-invoice Use this workflow to send a customer invoice email with the invoice PDF attached. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when the invoice is ready to send to the customer or another approved recipient. Do not email an invoice until the invoice values, customer, PO, terms, tax, shipping, and line quantities have been reviewed. If the invoice has no invoice lines yet, confirm that sending a pre-shipment invoice is approved by your company process. ## Before you start Confirm: - You are working with the correct invoice. - The invoice PDF is ready to send. - You have the correct recipient email address. - Any custom message is approved and appropriate for the customer. ## Screen path Dashboard > Sales > Invoicing ## Steps 1. Open `Dashboard > Sales > Invoicing`. 2. Search for the invoice. 3. Select the expand arrow on the invoice row. 4. Review the invoice lines and totals. 5. Select `Email Invoice`. 6. In `Send Invoice Email`, review the invoice summary: `Invoice`, `Order`, `Customer`, and `Total`. 7. Enter `Recipient Email(s)`. 8. To send to multiple recipients, separate addresses with commas or semicolons. 9. Enter a `Custom Message` if one should appear at the beginning of the email body. 10. Select `Preview` to review the email before sending. 11. In `Email Preview`, review `From`, `To`, `Subject`, the message body, and the PDF attachment name. 12. Select `Close Preview` to return to the send form. 13. Select `Send Email with PDF`. 14. Wait for the success message before closing the window. ## What happens behind the scenes PAX validates recipient email addresses before sending. Up to 50 recipients are allowed. When you preview the email, PAX renders the active invoice email template, applies the custom message, and generates an invoice PDF attachment preview. When you send the email, PAX generates the invoice PDF, sends the message through the configured email service, records the email in the email log, and creates a completed customer activity entry. The success message confirms that the activity was logged automatically. Emailing an invoice does not change invoice status, payment status, inventory, shipments, or accounting balances. ## Troubleshooting ### Recipient email is rejected **Likely cause:** One or more email addresses are missing or invalid. **Safe fix:** Enter at least one valid email address. Separate multiple addresses with commas or semicolons. **Contact support if:** A valid email address is still rejected. ### PAX says maximum recipients allowed **Likely cause:** More than 50 recipient addresses were entered. **Safe fix:** Reduce the recipient list to 50 or fewer addresses. **Contact support if:** The count appears wrong after removing extra addresses. ### Preview cannot be generated **Likely cause:** Email configuration, invoice email template, invoice data, or PDF generation is unavailable. **Safe fix:** Confirm the invoice exists and try again. **Contact support if:** The preview continues to fail. ### Email fails to send **Likely cause:** Email configuration, the active invoice template, the external email service, or PDF generation failed. **Safe fix:** Do not repeatedly resend without checking the error. Verify the recipient address and try again once. **Contact support if:** The email still fails or the customer reports duplicate messages. ## Related docs - [Invoicing Overview](/docs/sales/invoicing-overview) - [How to Review Invoices](/docs/sales/how-to-review-invoices) - [How to Print Invoice](/docs/sales/how-to-print-invoice) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) ## Feedback Was this page helpful? Tell us what was unclear. # Customers Overview Source: https://www.paxerp.com/docs/sales/customers-overview The Customers screen is used to find customer records, open customer details, add customers, and run customer bulk upload workflows. ## On this page - What this screen is for - Screen path - Who can use bulk upload - Key areas - Main actions - Important fields - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Customers` when you need to search for a customer, review customer defaults, open the full customer detail record, or create a new customer before starting customer-facing work. Customer records feed Sales workflows such as [Create Order](/docs/sales/create-order-overview), [Open Orders](/docs/sales/open-orders-overview), [Invoicing](/docs/sales/invoicing-overview), and [Payments](/docs/sales/payments-overview). Keep customer defaults accurate before creating orders, because payment terms, shipping method, carrier account, addresses, tax information, and contact details can affect downstream work. ## Screen path Dashboard > Sales > Customers ## Who can use bulk upload The Customers screen is available from the Sales dashboard for users with Sales access. The bulk upload buttons on this screen appear only for `admin` and `executive` users: - `Bulk Upload Customers` - `Bulk Upload Addresses` - `Bulk Upload Contacts` If you do not see those buttons, use the normal add/edit workflows or ask an admin or executive to review the upload. ## Key areas ### Search and filters The top of the screen includes: | Control | What it does | |---|---| | `Search customers...` | Searches customer code, customer name, email, main phone, and website. | | `All Sort Codes` | Filters by customer type or sort code. | | `Sort by Code` | Sorts the list by customer code. | | `Sort by Name` | Sorts the list by customer name. | | `Sort by Credit Limit` | Sorts the list by credit limit. | | `Ascending` / `Descending` | Changes sort direction. | PAX loads customers in pages of 100 and loads more as you scroll. ### Customer list The main table lists customer records. | Column | What it shows | |---|---| | `Code` | Unique customer code. | | `Name` | Customer company name. | | `Customer Type` | Customer sort code. | | `Payment Terms` | Default payment terms code. | | `Shipping Method` | Default shipping method. | | `Credit Limit` | Customer credit limit. | | `Phone` | Main phone number. | | `Email` | Main email address. | | `Website` | Website link, when one is saved. | Select a customer row to open [Customer Detail](/docs/sales/customer-detail-overview). ### Action buttons | Button | What it opens | |---|---| | `Add Customer` | Opens the manual add customer form. | | `Bulk Upload Customers` | Opens the customer CSV upload workflow. | | `Bulk Upload Addresses` | Opens the customer address CSV upload workflow. | | `Bulk Upload Contacts` | Opens the customer contact CSV upload workflow. | Bulk upload buttons are only shown to admin and executive users. ## Main actions - Search for a customer by code, name, email, phone, or website. - Filter customers by sort code. - Sort by customer code, customer name, or credit limit. - Open a customer row to review or edit the customer detail record. - Select `Add Customer` to create one customer manually. - Select a bulk upload button to validate and import customer, address, or contact CSV data. ## Important fields | Field | Why it matters | |---|---| | `Customer Code` | Unique identifier used by orders, invoices, payments, addresses, contacts, and reports. | | `Customer Type` | Sort code used for grouping and filtering customers. | | `Payment Terms` | Default terms used when creating new Sales Orders and invoices. | | `Shipping Method` | Default shipping method used when creating new Sales Orders. | | `Credit Limit` | Customer-level credit reference shown in customer workflows. | | `Email` | Main customer email. Invoice email workflows may also use customer email data. | | `Website` | Opens as an external website link. | ## What happens behind the scenes Opening Customers loads the customer list and sort-code filter data. Searching, filtering, sorting, and scrolling only change what is displayed. They do not update customer records, orders, invoices, payments, or accounting. Opening `Add Customer`, customer detail, or a bulk upload workflow also loads reference data such as users, payment terms, shipping methods, and sort codes. Bulk uploads always run through a validation step before import. PAX shows skipped rows, cleaned fields, and a preview before the user can confirm import. ## Troubleshooting ### I cannot find a customer **Likely cause:** The search term does not match customer code, name, email, main phone, or website, or a sort-code filter is active. **Safe fix:** Clear the search box and set the sort-code filter back to `All Sort Codes`. Search by exact customer code when possible. **Contact support if:** A known customer cannot be found by exact customer code. ### Add Customer or customer detail takes time to open **Likely cause:** PAX is loading customer reference data such as users, payment terms, shipping methods, and sort codes. **Safe fix:** Wait for loading to finish. Do not repeatedly click the button. **Contact support if:** The screen shows `Failed to load customer reference data`. ### I do not see the bulk upload buttons **Likely cause:** Bulk upload buttons are shown only to admin and executive users in the Sales Customers screen. **Safe fix:** Use the manual add/edit workflows, or ask an admin or executive to perform the upload. **Contact support if:** You are an admin or executive and the buttons are missing after signing out and back in. ## Related docs - [Sales Overview](/docs/sales/sales-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [How to Bulk Upload Customers](/docs/sales/how-to-bulk-upload-customers) - [How to Bulk Upload Customer Addresses](/docs/sales/how-to-bulk-upload-customer-addresses) - [How to Bulk Upload Contacts](/docs/sales/how-to-bulk-upload-contacts) - [Create Order Overview](/docs/sales/create-order-overview) - [Payments Overview](/docs/sales/payments-overview) - [Sales Reports Overview](/docs/sales/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Customer Detail Overview Source: https://www.paxerp.com/docs/sales/customer-detail-overview The Customer Detail screen is used to review and maintain a customer record, including customer defaults, notes, addresses, contacts, opportunities, activities, orders, and quotes. ## On this page - What this screen is for - Screen path - Key areas - Main actions - Important fields and restrictions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use Customer Detail when a customer record needs review or maintenance before order entry, invoicing, payment follow-up, CRM activity, or customer reporting. This screen combines Sales and CRM information. It is the customer record opened from [Customers](/docs/sales/customers-overview), but it also includes CRM tools such as notes, contacts, activities, opportunities, and quotes. ## Screen path Dashboard > Sales > Customers > select customer row Customer Detail can also open from other Sales screens when a customer code is clickable, such as [Invoicing](/docs/sales/invoicing-overview). ## Key areas ### Header controls The header shows the customer name and `Customer Details`. | Control | What it does | |---|---| | Refresh button | Reloads customer details and related activity data. | | Previous and next buttons | Move through the customer list by customer code. | | Close button | Closes Customer Detail. | If you navigate while editing, PAX leaves edit mode and clears unsaved edit data. ### Tabs Customer Detail has three tabs: | Tab | What it shows | |---|---| | `Customer Details` | Customer defaults, notes, addresses, contacts, opportunities, and activities. | | `Sales Orders` | Sales Orders for the selected customer. | | `Quotes` | Quotes for the selected customer. | ### Basic Information The Basic Information section shows customer master data and includes an `Edit` button. Fields include: | Field | What it shows | |---|---| | `Customer Code` | Unique customer code. This is displayed but not edited here. | | `Company` | Customer company name. | | `Customer Type` | Sort code and description. | | `Email` | Main customer email. | | `Phone` | Main phone number. | | `Salesperson` | Assigned salesperson. | | `Website` | Website link. | | `Payment Terms` | Default terms code. | | `Shipping Method` | Default shipping method. | | `Carrier Account` | Customer carrier account number. | | `Credit Hold` | Customer credit-hold flag. | | `Shipping Hold` | Customer shipping-hold flag. | | `Credit Limit` | Customer credit limit. | | `Credit Balance` | Customer credit balance from payment/credit activity. | | `Tax Exempt #` | Customer tax exemption number. | | `Import Tax ID` | Buyer VAT, EORI, or importer tax ID. | | `Consignee Type` | Export consignee type. | | `Related Party` | Export related-party flag. | | `Price Tier` | Customer price tier. | | `Company Size` | Estimated company size. | | `Customer Since` | Customer start date. | | `Notes` | Customer master notes field. | When credit balance is greater than zero, the information icon opens a credit breakdown showing total prepaid, available unallocated credit, and credit applied to invoices. ### Company Notes Company Notes show CRM-style notes for the customer. Use `Add Note` to add a note. Note types include: - `General` - `COD` - `Shipping` - `Preferences` - `Credit` - `Special Pricing` Notes can be marked as `Important Note`. Existing notes can be edited or deleted after confirmation. ### Addresses The Addresses section shows customer addresses and address links. Address records show: | Field or label | Meaning | |---|---| | `BILL` | Billing address. | | `SHIP` | Shipping address. | | `BOTH` | Address used for both billing and shipping. | | `PRIMARY` | Primary address flag. | | `Tax State` and `County` | Tax-related address details when present. | Use `Add Address` to add an address. Use `Edit` on an address to update the address and its customer-address link. ### Additional Contacts The Additional Contacts section shows customer contacts. Contact types include: - `Doctor` - `Buyer` - `Executive` - `Manager` - `Assistant` - `Billing` - `Shipping` Use `Add Contact` to add a contact. Existing contacts can be edited, and contacts can be marked as `Primary Contact`. ### Sales Opportunities This section shows open opportunities for the customer. Closed won and closed lost opportunities are not shown in the open list. Use `+ New Opportunity` to create an opportunity. Use `View History` to review opportunity history. Select an opportunity to open opportunity detail. ### Activity Timeline The Activity Timeline shows customer activities such as calls, emails, meetings, notes, tasks, and quote activity. Use `+ Log Activity` to add activity. Select an existing activity to edit it. Activities can be `COMPLETED` or `PENDING`. Pending activities can show priority and due-date information. ### Sales Orders tab The `Sales Orders` tab shows orders for the selected customer. Use `Show Open/Partial Only` or `Show All History` to switch between active orders and all order history. Select an order row to expand line details and totals. The order table includes `Order #`, `Date`, `Required`, `Status`, `Total`, and `PO #`. ### Quotes tab The `Quotes` tab shows quotes for the selected customer. Use `+ New Quote` to create a quote. Use `Show Open Only` or `Show All History` to switch the quote list. Select a quote row to expand line details and totals. ## Main actions - Review customer master data. - Select `Edit` to update customer master fields. - Add, edit, or delete company notes. - Add or edit customer addresses. - Add or edit customer contacts. - Add opportunities and review opportunity history. - Log or edit customer activities. - Review customer Sales Orders. - Review and create customer quotes. - Close Customer Detail and return to the prior screen. ## Important fields and restrictions | Field or restriction | Meaning | Notes | |---|---|---| | `Customer Code` | Unique customer identifier. | Displayed in detail but not editable in the edit form. | | `Payment Terms` | Default payment terms. | New Sales Orders can use this default. | | `Shipping Method` | Default shipping method. | New Sales Orders can use this default. | | `Carrier Account` | Customer carrier account number. | Used when shipping method requires a customer account. | | `Credit Hold` | Customer credit-hold flag. | Follow company process before changing this flag. | | `Shipping Hold` | Customer shipping-hold flag. | Follow company process before changing this flag. | | `Credit Balance` | Customer credit balance. | This is calculated from payment and credit activity, not edited directly here. | | `Import Tax ID`, `Consignee Type`, `Related Party` | Export-related customer data. | Used by export document workflows when applicable. | | `Primary` address or contact | Marks the preferred record. | Keep primary records current so users select the correct billing, shipping, and contact details. | ## What happens behind the scenes Opening Customer Detail loads the customer record, customer credit breakdown, payment terms, shipping methods, sort codes, customer options, prospects, and customer opportunities. Saving Basic Information updates the customer master record. It does not create an order, invoice, payment, shipment, or accounting entry. Addresses, contacts, notes, opportunities, activities, orders, and quotes load through their own customer-related workflows. Adding or editing those records updates the related CRM or customer-support data, not inventory or accounting by itself. Credit balance is read from payment and credit activity. Customer Detail displays the credit information, but the credit balance is not edited from this screen. ## Troubleshooting ### Customer Detail shows `Failed to load customer details` **Likely cause:** PAX could not load the customer record or credit breakdown. **Safe fix:** Close Customer Detail, reopen the customer from the Customers screen, and try again. **Contact support if:** The same customer continues to fail. ### Save fails when editing customer information **Likely cause:** A customer field failed validation, or a related value such as payment terms, shipping method, sort code, or salesperson is no longer valid. **Safe fix:** Review the edited fields and select valid values from the dropdowns. **Contact support if:** The values appear valid but PAX still rejects the save. ### Credit balance looks wrong **Likely cause:** The balance comes from customer payment and credit activity, not from the editable customer fields. **Safe fix:** Review payment and credit workflows before changing the customer record. **Contact support if:** The payment history and credit breakdown do not agree. ### Addresses or contacts do not appear **Likely cause:** The customer may not have any saved addresses or contacts, or the related list failed to load. **Safe fix:** Use `Add Address` or `Add Contact` if the data is missing. Use the refresh button if data was recently added. **Contact support if:** Saved addresses or contacts disappear after refresh. ## Related docs - [Customers Overview](/docs/sales/customers-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [How to Bulk Upload Customers](/docs/sales/how-to-bulk-upload-customers) - [How to Bulk Upload Customer Addresses](/docs/sales/how-to-bulk-upload-customer-addresses) - [How to Bulk Upload Contacts](/docs/sales/how-to-bulk-upload-contacts) - [Create Order Overview](/docs/sales/create-order-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Payments Overview](/docs/sales/payments-overview) - [CRM Overview](/docs/crm/crm-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Add Customer Source: https://www.paxerp.com/docs/sales/how-to-add-customer Use this workflow to create one customer manually from the Sales Customers screen. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Add Customer` when a new customer should be available for Sales Orders, invoices, payments, customer detail work, and reports. If you need to create many customers at once, use [How to Bulk Upload Customers](/docs/sales/how-to-bulk-upload-customers) instead. ## Before you start Have the required information ready: - Customer code. - Customer company name. Have the optional defaults ready when applicable: - Main email and phone. - Website. - Customer type. - Salesperson. - Company size. - Price tier. - Payment terms. - Shipping method. - Credit limit. - Tax exempt number. - Carrier account number. - Credit hold or shipping hold decision. Addresses and contacts are not entered in the Add Customer form. Add them later from [Customer Detail](/docs/sales/customer-detail-overview), or use the address and contact bulk upload workflows. ## Screen path Dashboard > Sales > Customers > Add Customer ## Steps 1. Open `Dashboard > Sales > Customers`. 2. Select `Add Customer`. 3. In `Basic Information`, enter `Customer Code`. 4. Enter `Customer Name`. 5. Enter `Email`, `Phone`, and `Website` if available. 6. In `Classification`, select `Customer Type` if applicable. 7. Select `Salesperson` if the customer should be assigned to a user. 8. Select `Company Size` if known. 9. Select `Price Tier`. The default is `None`. 10. In `Financial & Shipping`, select `Payment Terms` if known. 11. Select `Shipping Method` if known. 12. Enter `Credit Limit ($)` if the customer has an approved limit. 13. Enter `Tax Exempt Number` if applicable. 14. Enter `Carrier Account Number` if the customer uses their own carrier account. 15. In `Account Flags`, select `Credit Hold` or `Shipping Hold` only when your company process requires it. 16. Select `Create Customer`. 17. Return to the Customers list and open the customer row if addresses, contacts, notes, opportunities, or activities need to be added. ## What happens behind the scenes PAX validates that `Customer Code` and `Customer Name` are present before saving. When the customer is created, PAX saves the customer master record and marks it active. Phone numbers are normalized during save. The customer `Customer Since` date defaults to the current date in the add form. Adding a customer does not create addresses, contacts, notes, Sales Orders, invoices, payments, shipments, quotes, opportunities, accounting entries, or customer credit balances. If the customer code already exists, PAX rejects the save and shows a duplicate customer-code error. ## Troubleshooting ### Customer Code is required **Likely cause:** The `Customer Code` field is blank. **Safe fix:** Enter the approved unique customer code. **Contact support if:** The approved customer code is rejected and does not already exist. ### Customer Name is required **Likely cause:** The `Customer Name` field is blank. **Safe fix:** Enter the customer company name. **Contact support if:** The customer name is present but PAX still blocks save. ### Customer code already exists **Likely cause:** Another customer already uses that code. **Safe fix:** Search the Customers screen by exact customer code before creating a new record. Use the existing customer if it is the same company. **Contact support if:** The duplicate customer code appears to belong to the wrong record. ### The customer was created without addresses **Likely cause:** The Add Customer form creates only the customer master record. **Safe fix:** Open Customer Detail and use `Add Address`, or use [How to Bulk Upload Customer Addresses](/docs/sales/how-to-bulk-upload-customer-addresses) for a batch. **Contact support if:** Addresses were added but do not appear in Customer Detail. ## Related docs - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Bulk Upload Customers](/docs/sales/how-to-bulk-upload-customers) - [How to Bulk Upload Customer Addresses](/docs/sales/how-to-bulk-upload-customer-addresses) - [How to Bulk Upload Contacts](/docs/sales/how-to-bulk-upload-contacts) - [Create Order Overview](/docs/sales/create-order-overview) - [How to Create Order](/docs/sales/how-to-create-order) ## Feedback Was this page helpful? Tell us what was unclear. # How to Bulk Upload Customers Source: https://www.paxerp.com/docs/sales/how-to-bulk-upload-customers Use this workflow to validate and import new customer master records from a CSV file. ## On this page - When to use this workflow - Before you start - Screen path - CSV columns - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Bulk Upload Customers` when many new customer records need to be created at once. Do not use this workflow to update existing customers. Duplicate customer codes are skipped, not updated. For one customer, use [How to Add Customer](/docs/sales/how-to-add-customer) or edit the customer from [Customer Detail](/docs/sales/customer-detail-overview). ## Before you start Confirm: - You have admin or executive access to the Sales Customers screen. - Customer codes are approved and unique. - Payment terms, shipping methods, sort codes, and salesperson IDs are valid. - The CSV has been tested with a small batch first. - You understand there is no bulk delete available from this workflow. ## Screen path Dashboard > Sales > Customers > Bulk Upload Customers ## CSV columns Required columns: | Column | Requirement | |---|---| | `customer_code` | Required. Unique customer identifier, 50 characters or less. | | `name` | Required. Customer company name, 100 characters or less. | Optional columns: | Column | Notes | |---|---| | `website` | Valid URL. `http://` or `https://` is optional. | | `sort_code_id` | Sort code or sort-code ID. | | `salesperson_id` | User ID number. | | `payment_terms_code` | Active payment terms code. | | `shipping_method_id` | Shipping method ID number. | | `tax_exempt_number` | Tax exemption number. | | `credit_limit` | Numeric value. | | `email` | Valid email address. | | `main_phone` | Main phone number. | | `fax_number` | Fax number. | | `flag_credit_hold` | `true`/`false`, `1`/`0`, or `yes`/`no`. | | `flag_shipping_hold` | `true`/`false`, `1`/`0`, or `yes`/`no`. | | `carrier_account` | Customer carrier account number. | | `price_tier` | `None`, `Tier 1`, `Tier 2`, or `Tier 3`. | | `estimated_company_size` | `Small`, `Medium`, `Large`, or `Mega`. | | `notes` | Customer master notes. | | `customer_since` | Date value. Use `YYYY-MM-DD` when possible. | ## Steps 1. Open `Dashboard > Sales > Customers`. 2. Select `Bulk Upload Customers`. 3. Select `Download CSV Template`. 4. Fill the CSV template with customer records. 5. Test with a small batch of 5 to 10 records before importing a large file. 6. Select the CSV file. 7. Select `Validate File`. 8. Review `Step 2: Validation Results`. 9. Review rows listed under `Rows to be Skipped`. 10. Review `Data Cleaning Warnings`. 11. Review the preview of the first 5 valid rows. 12. If the validation results are acceptable, select `Confirm Import`. 13. Review `Import Complete!`. 14. Select `Close`. 15. Search the Customers list to confirm the imported customers appear. 16. Add addresses and contacts separately, either through Customer Detail or the bulk upload address/contact workflows. ## What happens behind the scenes The first upload step is a dry run. PAX parses the CSV, validates rows, cleans eligible fields, and returns a preview. No customer records are inserted during validation. When `Confirm Import` is selected, PAX inserts valid new customer rows. Existing customer codes are skipped and are not updated. Rows are skipped when: | Skip reason | Result | |---|---| | Missing `customer_code` | Row is skipped. | | Missing `name` | Row is skipped. | | `customer_code` is longer than 50 characters | Row is skipped. | | `name` is longer than 100 characters | Row is skipped. | | Customer code already exists | Row is skipped. | Some fields are cleaned automatically and the row can still import: | Field issue | PAX action | |---|---| | Invalid email | Clears the field. | | Invalid website | Clears the field. | | Invalid salesperson ID | Clears the field. | | Invalid payment terms code | Clears the field. | | Invalid shipping method ID | Clears the field. | | Invalid sort code or sort-code ID | Clears the field. | | Invalid credit limit | Clears the field. | | Invalid price tier | Resets to `None`. | | Invalid company size | Clears the field. | | Phone or fax longer than 20 characters | Truncates to 20 characters before phone normalization. | | Invalid credit or shipping hold flag | Sets the flag to false. | Bulk uploading customers creates customer master records only. It does not create addresses, contacts, orders, invoices, payments, shipments, quotes, opportunities, or accounting entries. ## Troubleshooting ### The file is rejected before validation **Likely cause:** The selected file is not a CSV file. **Safe fix:** Save the file with a `.csv` extension and try again. **Contact support if:** A valid CSV file is still rejected. ### Rows are skipped because customer codes already exist **Likely cause:** Bulk customer upload only inserts new customer codes. **Safe fix:** Remove existing customers from the CSV. Edit existing customers from Customer Detail. **Contact support if:** The customer code does not appear in Customers but is still reported as existing. ### Data Cleaning Warnings appear **Likely cause:** Optional field data is invalid or too long. **Safe fix:** Review every warning before confirming import. Correct the CSV and revalidate if the cleaned value would be wrong. **Contact support if:** Valid reference values are being cleared. ### Imported customers are missing addresses or contacts **Likely cause:** Customer bulk upload imports only customer master records. **Safe fix:** Use [How to Bulk Upload Customer Addresses](/docs/sales/how-to-bulk-upload-customer-addresses) and [How to Bulk Upload Contacts](/docs/sales/how-to-bulk-upload-contacts), or add records in Customer Detail. **Contact support if:** Address or contact imports complete successfully but the data does not appear. ## Related docs - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [How to Bulk Upload Customer Addresses](/docs/sales/how-to-bulk-upload-customer-addresses) - [How to Bulk Upload Contacts](/docs/sales/how-to-bulk-upload-contacts) - [Create Order Overview](/docs/sales/create-order-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Bulk Upload Customer Addresses Source: https://www.paxerp.com/docs/sales/how-to-bulk-upload-customer-addresses Use this workflow to validate and import customer address records from a CSV file. ## On this page - When to use this workflow - Before you start - Screen path - CSV columns - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Bulk Upload Addresses` when customer master records already exist and many bill-to, ship-to, or combined addresses need to be imported. Do not use this workflow to update existing addresses. It inserts new address records and links them to existing customers. ## Before you start Confirm: - You have admin or executive access to the Sales Customers screen. - Each `customer_code` already exists in PAX. - Each address has the correct address type. - You have tested the file with a small batch first. - You understand there is no bulk delete available from this workflow. If customers do not exist yet, import or create customers first with [How to Bulk Upload Customers](/docs/sales/how-to-bulk-upload-customers) or [How to Add Customer](/docs/sales/how-to-add-customer). ## Screen path Dashboard > Sales > Customers > Bulk Upload Addresses ## CSV columns Required columns: | Column | Requirement | |---|---| | `customer_code` | Required. Must match an existing customer. | | `address_type` | Required. Must be `BILL`, `SHIP`, or `BOTH`. | | `name` | Required. Address name or company name. | | `address_line1` | Required. Primary street address line. | Optional columns: | Column | Notes | |---|---| | `is_primary` | `true`/`false`, `1`/`0`, or `yes`/`no`. Defaults to false. | | `attention` | Attention line. | | `address_line2` | Additional address line. | | `address_line3` | Additional address line. | | `address_line4` | Additional address line. | | `address_line5` | Additional address line. | | `city` | City. | | `state` | State or province. | | `postal_code` | ZIP or postal code. | | `country` | Country. | | `phone` | Address phone number. | ## Steps 1. Open `Dashboard > Sales > Customers`. 2. Select `Bulk Upload Addresses`. 3. Select `Download CSV Template`. 4. Fill the CSV template with customer address records. 5. Confirm each `customer_code` already exists in PAX. 6. Test with a small batch of 5 to 10 records. 7. Select the CSV file. 8. Select `Validate File`. 9. Review `Step 2: Validation Results`. 10. Review rows listed under `Rows to be Skipped`. 11. Review `Data Cleaning Warnings`. 12. Review the preview of the first 5 valid rows. 13. If the validation results are acceptable, select `Confirm Import`. 14. Review `Import Complete!`. 15. Select `Close`. 16. Open a customer in [Customer Detail](/docs/sales/customer-detail-overview) and confirm the imported addresses appear. ## What happens behind the scenes The first upload step is a dry run. PAX parses the CSV, validates rows, cleans eligible fields, and returns a preview. No address records are inserted during validation. When `Confirm Import` is selected, PAX inserts a new address record and creates a customer-address link for each valid row. Each row is processed in a transaction so the address and customer link are created together. Rows are skipped when: | Skip reason | Result | |---|---| | Missing `customer_code` | Row is skipped. | | Customer code does not exist | Row is skipped. | | Missing or invalid `address_type` | Row is skipped. | | Missing `name` | Row is skipped. | | Missing `address_line1` | Row is skipped. | Some fields are cleaned automatically and the row can still import: | Field issue | PAX action | |---|---| | `name` longer than 100 characters | Truncates to 100 characters. | | Invalid `is_primary` value | Sets the flag to false. | | `phone` longer than 20 characters | Truncates to 20 characters before phone normalization. | Address upload does not create customers, orders, invoices, payments, shipments, contacts, or accounting entries. ## Troubleshooting ### Rows are skipped because the customer does not exist **Likely cause:** The address file references a customer code that is not in PAX. **Safe fix:** Create or import the customer first, then revalidate the address file. **Contact support if:** The customer exists but the upload still reports it as missing. ### Rows are skipped because address type is invalid **Likely cause:** `address_type` is not one of `BILL`, `SHIP`, or `BOTH`. **Safe fix:** Correct the address type in the CSV and validate again. **Contact support if:** Valid address types are still rejected. ### Duplicate or wrong addresses were imported **Likely cause:** This workflow inserts new address records and does not update existing addresses. **Safe fix:** Test small batches and review the preview before confirming import. Manually correct imported address records in Customer Detail if needed. **Contact support if:** Many imported addresses require cleanup. ### Imported addresses do not appear on the customer **Likely cause:** The import may have skipped the row, or the Customer Detail screen needs to be refreshed. **Safe fix:** Review the import complete results, then refresh or reopen Customer Detail. **Contact support if:** The import says the row was inserted but the address is missing. ## Related docs - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [How to Bulk Upload Customers](/docs/sales/how-to-bulk-upload-customers) - [How to Bulk Upload Contacts](/docs/sales/how-to-bulk-upload-contacts) - [Create Order Overview](/docs/sales/create-order-overview) - [How to Create Order](/docs/sales/how-to-create-order) ## Feedback Was this page helpful? Tell us what was unclear. # How to Bulk Upload Contacts Source: https://www.paxerp.com/docs/sales/how-to-bulk-upload-contacts Use this workflow to validate and import customer contact records from a CSV file. ## On this page - When to use this workflow - Before you start - Screen path - CSV columns - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Bulk Upload Contacts` when many customer contacts need to be added at once. Do not use this workflow to update existing contacts. It inserts new contact records for existing customers. To edit one contact, open [Customer Detail](/docs/sales/customer-detail-overview). ## Before you start Confirm: - You have admin or executive access to the Sales Customers screen. - Each `customer_code` already exists in PAX. - Contact names, titles, email addresses, phone numbers, and primary flags have been reviewed. - You have tested the file with a small batch first. - You understand there is no bulk delete available from this workflow. ## Screen path Dashboard > Sales > Customers > Bulk Upload Contacts ## CSV columns Required column: | Column | Requirement | |---|---| | `customer_code` | Required. Must match an existing customer. | Optional columns: | Column | Notes | |---|---| | `contact_type` | `Doctor`, `Buyer`, `Executive`, `Manager`, `Assistant`, `Billing`, or `Shipping`. Blank is allowed. | | `first_name` | Contact first name, 50 characters or less. | | `last_name` | Contact last name, 50 characters or less. | | `title` | Job title, 100 characters or less. | | `email` | Valid email address. | | `phone` | Phone number. | | `mobile` | Mobile number. | | `is_primary` | `true`/`false`, `1`/`0`, `yes`/`no`, or `y`/`n`. Defaults to false. | | `notes` | Contact notes. | ## Steps 1. Open `Dashboard > Sales > Customers`. 2. Select `Bulk Upload Contacts`. 3. Select `Download CSV Template`. 4. Fill the CSV template with customer contact records. 5. Confirm each `customer_code` already exists in PAX. 6. Test with a small batch of 5 to 10 records. 7. Select the CSV file. 8. Select `Validate File`. 9. Review `Step 2: Validation Results`. 10. Review rows listed under `Rows to be Skipped`. 11. Review `Data Cleaning Warnings`. 12. Review the preview of the first 5 valid rows. 13. If the validation results are acceptable, select `Confirm Import`. 14. Review `Import Complete!`. 15. Select `Close`. 16. Open a customer in [Customer Detail](/docs/sales/customer-detail-overview) and confirm the imported contacts appear under `Additional Contacts`. ## What happens behind the scenes The first upload step is a dry run. PAX parses the CSV, validates rows, cleans eligible fields, and returns a preview. No contact records are inserted during validation. When `Confirm Import` is selected, PAX inserts valid rows into customer contacts. It does not update or deduplicate existing contacts. Rows are skipped when: | Skip reason | Result | |---|---| | Missing `customer_code` | Row is skipped. | | Customer code does not exist | Row is skipped. | Some fields are cleaned automatically and the row can still import: | Field issue | PAX action | |---|---| | Invalid `contact_type` | Clears the field. | | `first_name` longer than 50 characters | Truncates to 50 characters. | | `last_name` longer than 50 characters | Truncates to 50 characters. | | `title` longer than 100 characters | Truncates to 100 characters. | | Invalid email | Clears the field. | | Email longer than 255 characters | Truncates to 255 characters. | | `phone` or `mobile` longer than 20 characters | Truncates to 20 characters before phone normalization. | | Invalid `is_primary` value | Sets the flag to false. | Bulk uploading contacts does not create customers, addresses, orders, invoices, payments, shipments, opportunities, or accounting entries. ## Troubleshooting ### Rows are skipped because the customer does not exist **Likely cause:** The contact file references a customer code that is not in PAX. **Safe fix:** Create or import the customer first, then revalidate the contact file. **Contact support if:** The customer exists but the upload still reports it as missing. ### Contact type is cleared **Likely cause:** The contact type is not one of the allowed values. **Safe fix:** Use `Doctor`, `Buyer`, `Executive`, `Manager`, `Assistant`, `Billing`, or `Shipping`, or leave the field blank. **Contact support if:** An allowed contact type is still cleared. ### Contacts imported more than once **Likely cause:** This workflow inserts contacts and does not deduplicate or update existing contacts. **Safe fix:** Remove already-imported rows from the CSV before confirming import. Manually edit duplicate contacts in Customer Detail if needed. **Contact support if:** Many duplicate contacts require cleanup. ### Imported contacts do not appear on the customer **Likely cause:** The import may have skipped the row, or Customer Detail needs to be refreshed. **Safe fix:** Review the import complete results, then refresh or reopen Customer Detail. **Contact support if:** The import says the row was inserted but the contact is missing. ## Related docs - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [How to Bulk Upload Customers](/docs/sales/how-to-bulk-upload-customers) - [How to Bulk Upload Customer Addresses](/docs/sales/how-to-bulk-upload-customer-addresses) - [CRM Overview](/docs/crm/crm-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Payments Overview Source: https://www.paxerp.com/docs/sales/payments-overview The Payments screen is used to record customer payments against invoices, apply available customer credit, and record customer payments that do not yet have an invoice. ## On this page - What this screen is for - Screen path - Who can record payments - Key areas - Main actions - Important fields and statuses - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Payments` when customer money has been received and needs to be recorded in PAX. The Payments screen opens the invoice list in payment mode. It looks similar to [Invoicing](/docs/sales/invoicing-overview), but the main action is `Log Payment` instead of invoice document work. Use this screen for: - Logging payment against an open or partially paid invoice. - Applying available customer credit to an invoice. - Recording a payment without an invoice so it becomes customer credit. Do not use Payments to edit invoice lines, ship inventory, create Sales Orders, or maintain customer master data. Use the related Sales screens for those workflows. ## Screen path Dashboard > Sales > Payments ## Who can record payments The Sales section appears for users with Sales access. Payment recording is permission-restricted. In normal operation, payment posting is intended for users such as `admin`, `executive`, and `csr`. If you can open the Payments screen but receive a permission error when opening or recording a payment, ask an admin to review your role. ## Key areas ### Search The search box appears at the top of the screen with this placeholder: ```text Search invoices (number, order, customer PO, customer code, customer name)... ``` When the search box is empty, PAX shows recent invoices from the last 6 months for performance. To find older invoices, enter a search term. Search checks invoice number, Sales Order number, customer PO, customer code, and customer name. ### Invoice list The invoice table shows the same core invoice information used by Invoicing. | Column | What it shows | |---|---| | Expand arrow | Opens or closes invoice detail inside the list. | | `Invoice #` | Invoice number. | | `Order # / Customer PO` | Sales Order number and customer PO. | | `Customer Code` | Customer code. Selecting it opens customer detail. | | `Customer Name` | Customer name. | | `Invoice Date` | Invoice date. | | `Due Date` | Due date from the invoice terms. | | `Total Amount` | Invoice total less completed returns shown in the list. | | `Status` | Invoice status. | | `Actions` | Shows `Log Payment` or `Paid`. | PAX shows the first 50 invoices in the list, then loads more as you scroll. ### Expanded invoice details Select the expand arrow on a row to review invoice header details, invoice lines, and totals before recording payment. In payment mode, expanded invoice detail is for review. Invoice document buttons such as `Print Invoice`, `Print Packing List`, and `Email Invoice` are not shown from this screen. ### Log Payment modal Selecting `Log Payment` opens the payment form for that invoice. The modal shows: | Area | What it shows | |---|---| | Header | `Log Payment - Invoice {invoice_id}` and a `PREPAID ORDER` or `NET TERMS` badge when payment information is available. | | Invoice summary | Customer, order number, invoice or order total, returns, total paid, and balance due. | | Early payment discount | Discount terms and eligibility when the terms code supports early payment discount syntax. | | Manual discount | Optional percent or amount discount applied to invoice subtotal excluding shipping. | | Customer credit | Available customer credit and an option to apply it to the invoice. | | GL preview | Expected payment, fee, prepayment, receivable, and discount entries. | | Payment form | Amount, payment date, method, reference, and optional fee fields. | Payment methods are: - `Check` - `ACH` - `EFT` - `Wire` - `Credit Card` - `Cash` - `Other` `Check` requires a check number. `ACH`, `EFT`, `Wire`, `Credit Card`, `Cash`, and `Other` allow an optional reference. When `Credit Card`, `Wire`, or `EFT` is selected, PAX shows an optional fee field and net amount received. ### Log Payment Without Invoice The `Log Payment Without Invoice` button opens a customer-credit payment workflow. Use it when money has been received from a customer but should not be applied to a specific invoice yet. This workflow requires a customer, amount, payment date, payment method, and check number when the method is `Check`. ## Main actions - Search for an invoice by invoice number, order number, customer PO, customer code, or customer name. - Expand an invoice to review line details and totals. - Select a customer code to open [Customer Detail](/docs/sales/customer-detail-overview). - Select `Log Payment` to record a payment against an invoice. - Select `Apply customer credit to this invoice` when existing customer credit should be used instead of recording new cash. - Select `Log Payment Without Invoice` to create customer credit when no invoice should be selected. ## Important fields and statuses | Field or status | Meaning | Notes | |---|---|---| | `Open` | Invoice has an unpaid balance. | Use `Log Payment` when payment has been received. | | `Partially Paid` | One or more payments have been applied, but the invoice is not fully paid. | Additional payments can be recorded if balance remains. | | `Paid` | Invoice is fully paid. | The action button shows `Paid` and is disabled. | | `Void` | Invoice has been voided. | Do not record payment against a void invoice unless your company has confirmed the correction path. | | `Payment Amount` | Amount being recorded or applied. | Must be greater than zero for new payment entries. | | `Payment Date` | Date of the payment. | Defaults to the current date when the modal opens. | | `Payment Method` | How payment was received. | Controls the reference label and fee field availability. | | `Reference` | Check number, ACH reference, EFT reference, wire confirmation, or other payment reference. | Check payments require a check number. | | `Fee` | Credit card, wire, or EFT fee. | PAX shows net amount received when a fee is entered. | | `Customer Credit Balance` | Available customer credit for the invoice customer. | Can be applied from the payment modal when credit exists. | ## What happens behind the scenes Opening Payments loads invoice data and shipment status data for display. Searching, expanding rows, and reviewing invoice detail do not change invoices, payments, accounting, or customer credit. When a payment is recorded against an invoice, PAX validates the invoice and payment amount, creates a payment record, and updates invoice status to `Partially Paid` or `Paid` when the payment and discount totals cover the invoice balance. PAX handles payment accounting through the configured payment posting logic. The GL preview shows the expected accounting direction before the payment is recorded: | Situation | Previewed accounting direction | |---|---| | Net-terms invoice payment | Debit cash, credit accounts receivable. | | Prepaid order payment | Debit cash, credit customer prepayments. | | Payment without invoice | Debit cash, credit customer prepayments. | | Credit card, wire, or EFT fee | Debit cash for the net amount, debit the fee account, and credit receivables or prepayments for the full payment amount. | | Early or manual discount | Debit sales discounts and credit receivables or prepayments. | When existing customer credit is applied to an invoice, PAX links available unallocated payment records to the invoice in FIFO order. If the last available payment is larger than the remaining invoice balance, PAX splits that payment so only the needed amount is linked to the invoice and the remainder stays available as customer credit. Recording a payment without an invoice creates an unlinked prepayment for the customer. It increases available customer credit and does not create an invoice, Sales Order, shipment, or customer master change. ## Troubleshooting ### The invoice is not listed **Likely cause:** The default list only shows recent invoices from the last 6 months, or the search term does not match the invoice. **Safe fix:** Search by exact invoice number, order number, customer PO, customer code, or customer name. **Contact support if:** The invoice exists but cannot be found by exact invoice number. ### The action button says Paid **Likely cause:** The invoice status is already `Paid`. **Safe fix:** Do not record another payment against the invoice. Review customer payment history or [Customer Detail](/docs/sales/customer-detail-overview) if the customer says another payment was sent. **Contact support if:** The invoice should still have a balance but is marked `Paid`. ### Payment information fails to load **Likely cause:** Your role may not allow payment posting, or PAX could not load the selected invoice's payment information. **Safe fix:** Reopen Payments and try again. If the issue repeats, ask an admin to review your role and the invoice status. **Contact support if:** Your role is correct and payment information still fails to load. ### A payment was recorded incorrectly **Likely cause:** The wrong invoice, customer, amount, date, method, discount, fee, or reference was entered. **Safe fix:** Do not enter a second payment just to offset the first one unless your company has an approved correction process. Contact the finance owner or support so the correction preserves receivables, customer credit, and accounting history. **Contact support if:** The payment has already affected invoice status, customer credit, or GL reporting. ## Related docs - [Sales Overview](/docs/sales/sales-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) - [How to Log Payment Without Invoice](/docs/sales/how-to-log-payment-without-invoice) - [Daily Cash Receipts Report Overview](/docs/sales/reports/daily-cash-receipts-report-overview) - [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) - [Overdue Invoices Report Overview](/docs/sales/reports/overdue-invoices-report-overview) - [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Log Payment Source: https://www.paxerp.com/docs/sales/how-to-log-payment Use this workflow to record a customer payment against a specific invoice or apply existing customer credit to that invoice. ## On this page - When to use this workflow - Before you start - Screen path - Steps - Applying customer credit - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Log Payment` when payment has been received for a specific invoice. Use [How to Log Payment Without Invoice](/docs/sales/how-to-log-payment-without-invoice) when the customer sent money but there is no invoice to apply it to yet. Do not use payment entry to correct invoice lines, shipment quantities, customer records, or order totals. Review the invoice and order first, then record payment only when the receivable is correct. ## Before you start Confirm: - You have permission to record customer payments. - The invoice number is known. - The invoice is not already `Paid`. - The payment amount and payment date are correct. - The payment method is known. - Check number is available when the payment method is `Check`. - Any credit card, wire, or EFT fee is known. - Any early payment discount or manual discount has been approved. - Any customer credit should be applied intentionally. ## Screen path Dashboard > Sales > Payments > Log Payment ## Steps 1. Open `Dashboard > Sales > Payments`. 2. Search for the invoice by invoice number, order number, customer PO, customer code, or customer name. 3. Review the invoice row. 4. Confirm the invoice status is `Open` or `Partially Paid`. 5. If needed, expand the invoice row and review invoice lines, totals, customer PO, terms, and created date. 6. Select `Log Payment` on the invoice row. 7. In `Log Payment - Invoice {invoice_id}`, review the customer, order number, invoice or order total, total paid, and balance due. 8. If returns are shown, confirm the reduced balance due is correct before continuing. 9. If an early payment discount is available and the payer took it, select `Early payment discount WAS applied by payer`. 10. If an approved manual discount applies, enter the discount as a percent or amount in `Manual Discount (Optional)`. 11. Enter `Payment Amount`. 12. Confirm `Payment Date`. 13. Select `Payment Method`. 14. Enter the reference: | Payment method | Reference label | |---|---| | `Check` | `Check Number`, required. | | `ACH` | `ACH Reference`, optional. | | `EFT` | `EFT Reference`, optional. | | `Wire` | `Wire Confirmation`, optional. | | `Credit Card`, `Cash`, `Other` | `Reference Number`, optional. | 15. If the payment method is `Credit Card`, `Wire`, or `EFT`, enter the fee if applicable and review the net amount received. 16. Review `GL Entries to be created`. 17. Select `Record Payment`. 18. Return to the Payments list and confirm the invoice status updated as expected. ## Applying customer credit If the customer has available credit, PAX shows `Customer Credit Balance` in the payment modal. Use this option when existing customer credit should be applied to the invoice instead of recording a new cash receipt. 1. Open the invoice payment modal from `Dashboard > Sales > Payments`. 2. Review the invoice balance due. 3. Review `Customer Credit Balance`. 4. Select `Apply customer credit to this invoice`. 5. Review the credit application note. 6. Select `Apply Credit`. Applying customer credit does not record a new check, ACH, EFT, wire, credit card, cash, or other payment. It links existing available credit to the invoice. ## What happens behind the scenes When the payment modal opens, PAX loads invoice payment information, including customer, order number, invoice or order total, total paid, returns, balance due, terms, early payment discount information, invoice line status, and customer credit balance. When `Record Payment` is selected, PAX: - Validates the invoice and payment amount. - Creates a payment record for the invoice. - Stores the payment amount, date, method, reference, fee, discount values, and user. - Marks prepaid-order payments as prepayments when the order terms indicate prepayment. - Updates the invoice status to `Partially Paid` or `Paid` when payment and discount totals cover the invoice balance. - Uses payment posting logic to create the related accounting entries. - Updates customer credit behavior when payment and prepayment rules apply. Early payment discounts are based on terms code patterns such as `2%10 NET30`. If the checkbox is selected, PAX treats the difference between the full invoice amount and the payment amount as the early payment discount. Manual discounts are separate from early payment discounts. Manual discount applies to invoice subtotal excluding shipping. When customer credit is applied, PAX links available unallocated customer payment records to the invoice in FIFO order. If needed, PAX splits the last available payment so the invoice receives only the amount needed and the rest remains available as customer credit. ## Troubleshooting ### The Log Payment button is disabled **Likely cause:** The invoice is already `Paid`. **Safe fix:** Do not enter another payment against the invoice. Review payment history and customer credit before taking further action. **Contact support if:** The invoice should not be marked paid. ### Check Number is required **Likely cause:** `Check` is selected as the payment method and the check number is blank. **Safe fix:** Enter the check number in `Check Number`. **Contact support if:** The payment is not a check but PAX still requires a check number. ### Payment is short and the discount warning appears **Likely cause:** The payment amount is less than the remaining balance. **Safe fix:** If the payer took an approved early payment discount, select the early discount checkbox. If the short payment is a different approved adjustment, enter a manual discount. Otherwise, leave the invoice partially paid. **Contact support if:** The expected discount terms are not shown or a valid discount is rejected. ### Applying customer credit fails **Likely cause:** The customer has no available unallocated credit, the invoice is already paid, or the credit has already been applied elsewhere. **Safe fix:** Review the customer's credit balance in [Customer Detail](/docs/sales/customer-detail-overview) and confirm the invoice still has a balance. **Contact support if:** Customer Detail shows available credit but PAX cannot apply it. ### The payment posted to the wrong invoice **Likely cause:** The wrong invoice row was selected. **Safe fix:** Do not enter an offsetting payment without approval. Contact the finance owner or support so the correction preserves invoice, credit, and accounting history. **Contact support if:** The payment affected invoice status, customer credit, or daily cash reporting. ## Related docs - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment Without Invoice](/docs/sales/how-to-log-payment-without-invoice) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Daily Cash Receipts Report Overview](/docs/sales/reports/daily-cash-receipts-report-overview) - [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) - [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Log Payment Without Invoice Source: https://www.paxerp.com/docs/sales/how-to-log-payment-without-invoice Use this workflow to record customer money that should become customer credit because no invoice is being selected. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Log Payment Without Invoice` when a customer sends money before an invoice is ready or when the money should remain available as customer credit. Do not use this workflow when the payment belongs to an existing invoice. Use [How to Log Payment](/docs/sales/how-to-log-payment) so the payment is linked directly to the invoice. Do not create a new customer credit to correct a payment mistake unless your finance process specifically requires it. ## Before you start Confirm: - You have permission to record customer payments. - The customer already exists in PAX. - The payment should not be linked to an invoice yet. - The payment amount and payment date are correct. - The payment method is known. - Check number is available when the payment method is `Check`. - Any credit card, wire, or EFT fee is known. If the customer does not exist yet, create the customer first with [How to Add Customer](/docs/sales/how-to-add-customer). ## Screen path Dashboard > Sales > Payments > Log Payment Without Invoice ## Steps 1. Open `Dashboard > Sales > Payments`. 2. Select `Log Payment Without Invoice`. 3. In `Select Customer`, type the customer code or customer name. 4. Select the correct customer from the list. 5. Review the customer summary and `Current Credit Balance`. 6. Enter `Payment Amount`. 7. Confirm `Payment Date`. 8. Select `Payment Method`. 9. Enter the reference: | Payment method | Reference label | |---|---| | `Check` | `Check Number`, required. | | `ACH` | `ACH Reference`, optional. | | `EFT` | `EFT Reference`, optional. | | `Wire` | `Wire Confirmation`, optional. | | `Credit Card`, `Cash`, `Other` | `Reference Number`, optional. | 10. If the payment method is `Credit Card`, `Wire`, or `EFT`, enter the fee if applicable and review the net amount received. 11. Review the note that the payment will be logged as customer credit. 12. Review `GL Entries to be created`. 13. Select `Record Payment`. 14. Open [Customer Detail](/docs/sales/customer-detail-overview) if you need to confirm the updated customer credit balance. ## What happens behind the scenes When the modal opens, PAX loads the customer list for selection. After a customer is selected, PAX loads that customer's current available credit balance. When `Record Payment` is selected, PAX: - Validates that a customer is selected. - Validates that the payment amount is greater than zero. - Creates a payment record with no invoice linked. - Marks the payment as a prepayment/customer credit. - Stores the payment amount, fee, date, method, reference, and user. - Updates customer credit through the payment credit-balance logic. - Uses payment posting logic to create the related accounting entries. Payment without invoice does not create a Sales Order, invoice, shipment, invoice line, customer record, or accounting adjustment to a specific invoice. The customer credit can later be applied from [How to Log Payment](/docs/sales/how-to-log-payment) when an invoice is ready. ## Troubleshooting ### The customer cannot be selected **Likely cause:** The customer code or name does not match an existing customer, or the customer list did not load. **Safe fix:** Search by exact customer code. If the customer does not exist, create it before recording payment. **Contact support if:** The customer exists but cannot be selected. ### Customer is required **Likely cause:** Text was typed in `Select Customer`, but no valid customer was selected. **Safe fix:** Select the customer from the list or clear the field and search again. **Contact support if:** A valid selected customer is still rejected. ### Check Number is required **Likely cause:** `Check` is selected as the payment method and the check number is blank. **Safe fix:** Enter the check number in `Check Number`. **Contact support if:** The payment is not a check but PAX still requires a check number. ### The customer credit balance does not look right **Likely cause:** Credit balance is based on payment and credit activity, not on the customer master record. **Safe fix:** Review Customer Detail and payment history before entering another credit. **Contact support if:** The payment was recorded but the customer credit balance did not update as expected. ### The payment should have been applied to an invoice **Likely cause:** `Log Payment Without Invoice` was used instead of `Log Payment`. **Safe fix:** Do not enter a duplicate invoice payment. Apply the customer credit to the correct invoice from the payment modal if that is the approved workflow. **Contact support if:** The credit cannot be applied or the payment was recorded under the wrong customer. ## Related docs - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Daily Cash Receipts Report Overview](/docs/sales/reports/daily-cash-receipts-report-overview) - [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sales Reports Overview Source: https://www.paxerp.com/docs/sales/reports-overview The Sales Reports menu opens sales, customer, receivables, and invoice reports from the Sales dashboard. ## On this page - What this screen is for - Screen path - Report groups - Choosing the right report - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Reports` when you need to review Sales activity, customer address data, receivables, payment receipts, or invoice line history. Reports are review tools. Running, refreshing, printing, copying, or exporting a report does not create orders, invoices, payments, shipments, customer records, inventory movement, or accounting entries. ## Screen path Dashboard > Sales > Reports ## Report groups The Sales Reports menu is grouped into four sections. | Group | Report | Use it for | |---|---|---| | `Sales & Orders` | [Sales Analysis Report](/docs/sales/reports/sales-analysis-report-overview) | Shipped and invoiced sales with product line, cost, gross profit, and margin. | | `Sales & Orders` | [Sales Analysis Detail Report](/docs/sales/reports/sales-analysis-detail-report-overview) | Shipment, invoice, customer, address, part, quantity, and revenue detail. | | `Sales & Orders` | [Open Orders by Part Number](/docs/sales/reports/open-orders-by-part-number-overview) | Open inventory demand by part and open order line. | | `Customers` | [Customer Address Lookup](/docs/sales/reports/customer-address-lookup-overview) | Search customer address data interactively. | | `Customers` | [Customer Addresses Report](/docs/sales/reports/customer-addresses-report-overview) | Review all saved customer billing and shipping addresses. | | `Customers` | [Customer Lifetime Value](/docs/sales/reports/customer-lifetime-value-overview) | Rank customers by invoice revenue, invoice count, average order value, frequency, and lifespan. | | `Customers` | [Customer Statement](/docs/sales/reports/customer-statement-overview) | Generate a statement for one customer with transactions, aging, open items, export, and PDF. | | `Receivables` | [Overdue Invoices Report](/docs/sales/reports/overdue-invoices-report-overview) | Review invoices past due with open or partially paid status. | | `Receivables` | [AR Aging Report](/docs/sales/reports/ar-aging-report-overview) | Review open receivables by customer and age bucket, net of payments, discounts, returns, and available credit. | | `Receivables` | [Daily Cash Receipts Report](/docs/sales/reports/daily-cash-receipts-report-overview) | Review payments received on one selected day. | | `Invoices` | [Invoice Report](/docs/sales/reports/invoice-report-overview) | Export invoice line items by customer for a selected invoice-date range. | ## Choosing the right report | Need | Best report | |---|---| | Margin by product line for shipped goods | [Sales Analysis Report](/docs/sales/reports/sales-analysis-report-overview) | | Detailed shipped revenue by part/customer/address | [Sales Analysis Detail Report](/docs/sales/reports/sales-analysis-detail-report-overview) | | Open customer demand by inventory part | [Open Orders by Part Number](/docs/sales/reports/open-orders-by-part-number-overview) | | Search for a customer address or phone number | [Customer Address Lookup](/docs/sales/reports/customer-address-lookup-overview) | | Audit customer address records in a list | [Customer Addresses Report](/docs/sales/reports/customer-addresses-report-overview) | | Compare customer revenue and buying patterns | [Customer Lifetime Value](/docs/sales/reports/customer-lifetime-value-overview) | | Send or review one customer's account activity | [Customer Statement](/docs/sales/reports/customer-statement-overview) | | Find invoices past due by due date | [Overdue Invoices Report](/docs/sales/reports/overdue-invoices-report-overview) | | Review net receivables by aging bucket | [AR Aging Report](/docs/sales/reports/ar-aging-report-overview) | | Reconcile one day's payment receipts | [Daily Cash Receipts Report](/docs/sales/reports/daily-cash-receipts-report-overview) | | Export invoice lines for a date range | [Invoice Report](/docs/sales/reports/invoice-report-overview) | ## What happens behind the scenes Opening Sales Reports only opens a menu. No records are changed. Each report reads current PAX data from its related workflow area: | Report area | Main source data | |---|---| | Sales analysis | Shipments, shipment lines, invoice lines, inventory, and lot cost data. | | Open orders | Open and partially shipped Sales Order inventory lines. | | Customer address reports | Customer and customer-address records. | | Customer lifetime value | Customer invoice totals and invoice dates. | | Customer statement | Invoices, payments, returns, discounts, credits, refund checks, and aging data for one customer. | | Receivables reports | Open invoices, payments, discounts, returns, due dates, and customer credit. | | Invoice report | Invoice headers, invoice lines, billing address, inventory descriptions, and shipping charges. | Report exports and PDFs are generated from the data shown by the report. They do not post accounting, update invoices, update payments, or change customer records. ## Troubleshooting ### A report shows no data **Likely cause:** The date range, selected part, selected customer, or filter does not match available records. **Safe fix:** Clear filters when available, widen the date range, or use an exact customer code, invoice number, or part number. **Contact support if:** You can find the underlying record in PAX but the report still excludes it. ### A report total differs from another report **Likely cause:** Reports use different date fields and data sources. For example, Sales Analysis uses shipment date, while Invoice Report uses invoice date. **Safe fix:** Confirm the report purpose and date basis before comparing totals. **Contact support if:** Two reports should be using the same source data and filters but still disagree. ### Copy, export, or print fails **Likely cause:** The browser blocked clipboard, download, or print behavior, or the report data did not finish loading. **Safe fix:** Run the report again, then retry the action. Allow browser downloads or clipboard access if prompted. **Contact support if:** Export or PDF generation fails repeatedly. ## Related docs - [Sales Overview](/docs/sales/sales-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Customers Overview](/docs/sales/customers-overview) - [Payments Overview](/docs/sales/payments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sales Analysis Report Overview Source: https://www.paxerp.com/docs/sales/reports/sales-analysis-report-overview The Sales Analysis Report shows shipped and invoiced sales with cost, gross profit, and gross profit percentage by product line. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Sales Analysis Report` to review shipped sales performance and margin for a selected shipment-date range. This report is for shipped inventory sales analysis. It is not an open order report, not a cash receipts report, and not a customer statement. ## Screen path Dashboard > Sales > Reports > Sales Analysis Report ## Filters and actions | Control | What it does | |---|---| | `Start Date` | Beginning shipment date. Defaults to the first day of the current month. | | `End Date` | Ending shipment date. Defaults to the last day of the current month. | | `Run Report` | Loads the report for the selected date range. | | `Copy for Excel` | Copies tab-delimited report data to the clipboard after the report has loaded. | Both start and end dates are required. ## Report columns | Column | What it shows | |---|---| | `Part Number` | Shipped inventory part number. | | `Product Line` | Product line from inventory, grouped with `FG` first, `RS` second, then other product lines. | | `Description` | Inventory description. | | `Customer` | Customer code from the invoice. | | `Invoice #` | Invoice number connected to the shipment line. | | `Invoice Date` | Invoice date. | | `Qty Shipped` | Quantity shipped on the shipment line. | | `Sales Value` | Shipped quantity times invoice unit price, less line discount. | | `Cost` | Shipped quantity times lot-specific inventory cost. | | `Gross Profit` | Sales value less cost. | | `GP %` | Gross profit divided by sales value. | The report shows subtotals by product line and a grand total. ## What happens behind the scenes PAX reads shipment lines, invoices, invoice lines, inventory records, and inventory-info cost data for the selected date range. The report includes shipment lines where: - Shipment date is within the selected range. - The invoice is not `Void`. - The invoice line is linked to the shipment line. Cost comes from the inventory-info record tied to the shipped lot. This makes the report useful for margin review, but it also means the report depends on correct shipment and lot cost history. Running or copying the report does not update shipments, invoices, inventory, costs, GL, or customer records. ## Troubleshooting ### No sales data appears **Likely cause:** No shipped invoice lines match the selected shipment-date range. **Safe fix:** Widen the date range or confirm the order has actually shipped. **Contact support if:** A shipped invoice should appear but does not. ### The report total differs from Invoice Report **Likely cause:** Sales Analysis is based on shipment date and shipment-linked invoice lines. Invoice Report is based on invoice date. **Safe fix:** Compare only after confirming the same date basis and source records. **Contact support if:** The same shipped invoice line appears with different values in related reports. ### Gross profit looks wrong **Likely cause:** Lot cost or invoice line pricing may need review. **Safe fix:** Review the shipment, lot cost, and invoice line before relying on the margin. **Contact support if:** Shipment and lot cost history look correct but the report margin is still wrong. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Sales Analysis Detail Report Overview](/docs/sales/reports/sales-analysis-detail-report-overview) - [Open Orders by Part Number Overview](/docs/sales/reports/open-orders-by-part-number-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sales Analysis Detail Report Overview Source: https://www.paxerp.com/docs/sales/reports/sales-analysis-detail-report-overview The Sales Analysis Detail Report shows shipped sales line detail by shipment date, invoice, customer, address, part, quantity, unit price, and revenue. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Sales Analysis Detail Report` when you need line-level shipped sales detail for selected inventory parts. This report is more detailed than [Sales Analysis Report](/docs/sales/reports/sales-analysis-report-overview). It includes customer PO, billing city/state, ship-to location/state, unit price, unit of measure, and revenue. ## Screen path Dashboard > Sales > Reports > Sales Analysis Detail Report ## Filters and actions | Control | What it does | |---|---| | `Start Date` | Beginning shipment date. Defaults to the first day of the current month. | | `End Date` | Ending shipment date. Defaults to the last day of the current month. | | `Select Parts...` | Opens the part selector. | | Part search | Searches active parts by part number or description. | | `Select All Parts` | Includes all active inventory parts in the report. | | `Run Report` | Loads the report for the selected dates and parts. | | `Copy for Excel` | Copies tab-delimited report data to the clipboard after the report has loaded. | You must select at least one part or choose `Select All Parts`. ## Report columns | Column | What it shows | |---|---| | `Year` | Year from shipment date. | | `Ship Date` | Shipment date. | | `Inv. No.` | Invoice number. | | `SO No.` | Sales Order number. | | `PO Number` | Customer PO. | | `Cust ID` | Customer code. | | `End Customer Name` | Customer name. | | `Billing City` | Billing address city. | | `Bill. ST` | Billing address state. | | `Ship-to Location` | Ship-to address name. | | `Ship ST` | Ship-to address state. | | `Part Number` | Inventory part number. | | `Part Description` | Invoice line description or inventory description. | | `Qty` | Invoice line quantity. | | `Per` | Unit of measure from inventory. | | `Unit Price` | Invoice line unit price. | | `Revenue` | Invoice line amount. | The footer shows total quantity and total revenue. ## What happens behind the scenes PAX loads active inventory parts for the selector, then reads invoice lines joined to invoices, customers, billing address, Sales Order ship-to address, shipments, and inventory. The report includes rows where: - Shipment date is in the selected range. - Invoice status is not `Void`. - The invoice line is tied to a shipment. - The part is in the selected part list, unless `Select All Parts` is used. Running or copying this report does not update orders, shipments, invoices, addresses, inventory, or accounting. ## Troubleshooting ### The report says to select a part **Likely cause:** No part was selected and `Select All Parts` is not active. **Safe fix:** Select one or more parts, or choose `Select All Parts`. **Contact support if:** Selected parts disappear from the selector. ### A part is missing from the selector **Likely cause:** The selector loads active inventory parts only. **Safe fix:** Confirm the part number and active status in inventory. **Contact support if:** An active part does not appear. ### A shipped sale is missing **Likely cause:** The shipment date, part selection, or invoice status does not match the report filters. **Safe fix:** Confirm shipment date, part number, and invoice status. **Contact support if:** The shipment and invoice line look correct but the row still does not appear. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Sales Analysis Report Overview](/docs/sales/reports/sales-analysis-report-overview) - [Invoice Report Overview](/docs/sales/reports/invoice-report-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Open Orders by Part Number Overview Source: https://www.paxerp.com/docs/sales/reports/open-orders-by-part-number-overview The Open Orders by Part Number report shows open inventory demand by part, including on-hand quantity, available quantity, open order count, and open quantity. ## On this page - What this report is for - Screen path - Controls and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Open Orders by Part Number` to review customer demand for inventory parts on open and partially shipped Sales Orders. This report helps Sales, Shipping, Manufacturing, and Inventory users see which parts are still needed to fulfill open customer demand. ## Screen path Dashboard > Sales > Reports > Open Orders by Part Number Dashboard > Shipping & Receiving > Reports > Open Orders by Part Number ## Controls and actions | Control | What it does | |---|---| | Search | Searches by part number or description. | | `Expand All` | Opens order-line detail for all listed parts. | | `Collapse All` | Closes expanded detail. | | `Copy for Excel` | Copies the summary or expanded detail to the clipboard. | | Part row | Expands or collapses order-line detail for one part. | If no parts are expanded, `Copy for Excel` copies the summary. If one or more parts are expanded, it copies detail rows for expanded parts. ## Report columns Summary rows show: | Column | What it shows | |---|---| | `Part Number` | Inventory part number. | | `Description` | Inventory description. | | `Product Line` | Inventory product line. | | `On Hand` | Current on-hand quantity. | | `Available` | Current available quantity. | | `Orders` | Count of open or partially shipped orders with open quantity for the part. | | `Total Open Qty` | Total open quantity across matching order lines. | Expanded detail rows show: | Column | What it shows | |---|---| | `Order #` | Sales Order number. | | `Customer` | Customer name and customer code. | | `Customer PO` | Customer purchase order number. | | `Order Date` | Sales Order date. | | `Required Date` | Required date on the order. | | `Planned Ship` | Planned ship date on the order line. | | `Ordered` | Ordered quantity. | | `Shipped` | Quantity already shipped. | | `Open Qty` | Remaining open quantity. | | `Unit Price` | Sales Order line unit price. | | `Ext. Cost` | Open quantity multiplied by unit price as shown by the report. | ## What happens behind the scenes PAX reads Sales Order lines joined to Sales Order headers, customers, and inventory. The report includes only: - Sales Orders with status `Open` or `Partially Shipped`. - Orders that are not deleted. - Inventory lines. - Lines with open quantity greater than zero. The report does not include non-inventory order lines, closed orders, deleted orders, fully shipped lines, or lines with zero open quantity. Running, expanding, or copying the report does not reserve inventory, ship inventory, edit orders, or update customer records. ## Troubleshooting ### A part is not listed **Likely cause:** The part has no open inventory order lines, or the search term filters it out. **Safe fix:** Clear the search field and confirm the order line is inventory type with open quantity. **Contact support if:** An open inventory line should appear but does not. ### Order detail is missing for a part **Likely cause:** The detail request did not load or the part no longer has matching open order lines. **Safe fix:** Collapse and expand the part again, or close and reopen the report. **Contact support if:** Detail repeatedly fails for the same part. ### Available quantity does not cover open quantity **Likely cause:** Customer demand exceeds current available inventory. **Safe fix:** Review inventory availability and the related order lines before promising shipment dates. **Contact support if:** Inventory quantities appear incorrect across inventory and order screens. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Shipping Reports Overview](/docs/shipping-receiving/reports-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) - [How to Review Open Orders](/docs/sales/how-to-review-open-orders) - [Create Order Overview](/docs/sales/create-order-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Customer Address Lookup Overview Source: https://www.paxerp.com/docs/sales/reports/customer-address-lookup-overview Customer Address Lookup is an interactive search report for finding customers by customer, contact, website, email, address, city, state, ZIP, country, phone, and tax-related address fields. ## On this page - What this report is for - Screen path - Controls - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Customer Address Lookup` when you need to find a customer or address quickly from customer and address data. This report is optimized for searching and scanning. Use [Customer Addresses Report](/docs/sales/reports/customer-addresses-report-overview) when you need a simple all-address list. ## Screen path Dashboard > Sales > Reports > Customer Address Lookup ## Controls | Control | What it does | |---|---| | Search | Searches customer code, name, main phone, website, email, address fields, city, state, ZIP, country, address phone, and tax-related fields. | | `Sort by Customer Code` | Sorts by customer code. | | `Sort by Customer Name` | Sorts by customer name. | | `Sort by Main Phone` | Sorts by main phone. | | `Sort by City` | Sorts by address city. | | `Sort by State` | Sorts by address state. | | `Sort by Postal Code` | Sorts by postal code. | | `Sort by Country` | Sorts by country. | | `Ascending` / `Descending` | Changes sort direction. | | Customer row | Expands or collapses billing and shipping address detail. | PAX loads customers in pages of 100 and loads more as you scroll. ## Report columns | Column | What it shows | |---|---| | Expand arrow | Shows or hides address detail for the customer. | | `Code` | Customer code. | | `Customer Name` | Customer name. | | `Main Phone` | Customer main phone. | | `Website` | Clickable website link when a website is saved. | | `Billing Addresses` | Billing addresses, or a collapsed count. | | `Shipping Addresses` | Shipping addresses, or a collapsed count. | Expanded address detail includes saved address lines, city, state, postal code, country, phone, primary badge, and tax-related fields when present. ## What happens behind the scenes PAX searches customer and address data from customers that have at least one saved customer-address link. Phone search also compares digit-only phone values, so a phone number can match even if the saved formatting differs from the search text. Searching, sorting, expanding, and opening website links do not update customers, addresses, orders, invoices, payments, or accounting. ## Troubleshooting ### A customer does not appear **Likely cause:** The customer may not have a saved address, or the search/sort filters do not match. **Safe fix:** Clear the search field and search by exact customer code. If the customer has no address, open [Customer Detail](/docs/sales/customer-detail-overview) to review or add one. **Contact support if:** A customer with saved addresses still does not appear. ### Phone search does not find the customer **Likely cause:** The phone number may be saved on a different contact or not saved on the customer/address fields searched by this report. **Safe fix:** Search by customer code, name, city, or address instead. **Contact support if:** The number is visible in Customer Detail but cannot be found here. ### Website opens the wrong page **Likely cause:** The saved customer website may be incomplete or incorrect. **Safe fix:** Update the customer website in [Customer Detail](/docs/sales/customer-detail-overview). **Contact support if:** Correct website values still open incorrectly. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Customer Addresses Report Overview](/docs/sales/reports/customer-addresses-report-overview) - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Customer Addresses Report Overview Source: https://www.paxerp.com/docs/sales/reports/customer-addresses-report-overview The Customer Addresses Report lists saved customer billing and shipping addresses in a sortable report view. ## On this page - What this report is for - Screen path - Controls - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Customer Addresses Report` to review saved customer billing, shipping, and combined billing/shipping addresses. Use [Customer Address Lookup](/docs/sales/reports/customer-address-lookup-overview) when you need a broader interactive search across customer and address fields. ## Screen path Dashboard > Sales > Reports > Customer Addresses Report ## Controls | Control | What it does | |---|---| | `Search addresses...` | Searches the loaded customer/address data. | | `Sort by Customer Code` | Sorts by customer code. | | `Sort by Customer Name` | Sorts by customer name. | | `Sort by City` | Sorts by the first address city used for sorting. | | `Sort by State` | Sorts by the first address state used for sorting. | | `Sort by Postal Code` | Sorts by the first postal code used for sorting. | | `Sort by Country` | Sorts by the first country used for sorting. | | `Ascending` / `Descending` | Changes sort direction. | ## Report columns | Column | What it shows | |---|---| | `Code` | Customer code. | | `Customer` | Customer name. | | `Address` | Address badge, primary badge when applicable, and formatted address details. | Address badges include: - `Billing` - `Shipping` - `Billing/Shipping` Address detail can include address name, address lines, city, state, attention, tax exempt number, postal code, and country. ## What happens behind the scenes PAX reads customer-address links and address records, then groups addresses by customer for display. The report displays saved address data only. It does not validate addresses with a carrier, update customer records, change primary address flags, or create billing/shipping documents. ## Troubleshooting ### An address is missing **Likely cause:** The address may not be linked to the customer, or the search filter excludes it. **Safe fix:** Clear the search field and review the customer in [Customer Detail](/docs/sales/customer-detail-overview). **Contact support if:** The address appears in Customer Detail but not in the report. ### The wrong address is marked Primary **Likely cause:** The customer-address link has the primary flag set on the wrong address. **Safe fix:** Update the address from [Customer Detail](/docs/sales/customer-detail-overview). **Contact support if:** The primary flag changes but the report does not refresh after reopening. ### Sorting by city or state is surprising **Likely cause:** Sorting uses address data tied to the grouped customer record, while a customer can have multiple addresses. **Safe fix:** Use search to narrow the report when comparing specific cities or states. **Contact support if:** Sorting appears inconsistent after filters are cleared. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Customer Address Lookup Overview](/docs/sales/reports/customer-address-lookup-overview) - [Customers Overview](/docs/sales/customers-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Bulk Upload Customer Addresses](/docs/sales/how-to-bulk-upload-customer-addresses) ## Feedback Was this page helpful? Tell us what was unclear. # Customer Lifetime Value Overview Source: https://www.paxerp.com/docs/sales/reports/customer-lifetime-value-overview The Customer Lifetime Value report ranks customers by invoice revenue and buying history metrics. ## On this page - What this report is for - Screen path - Filters and actions - Metrics and columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Customer Lifetime Value` to compare customers by revenue, invoice count, average order value, purchase frequency, lifespan, and last invoice date. This is a sales history report. It is not a margin report, not a receivables aging report, and not a payment collection report. ## Screen path Dashboard > Sales > Reports > Customer Lifetime Value ## Filters and actions | Control | What it does | |---|---| | `Customer Type (Sort Code)` | Filters customers by sort code. | | `Top N Customers` | Limits results to the top number of customers by total revenue. Maximum shown in the UI is 500. | | `Time Period (Years)` | Filters invoice history to all time, past 1 year, past 2 years, past 3 years, or past 5 years. | | `Apply Filters` | Runs the report with selected filters. | | `Copy for Excel` | Copies tab-delimited customer metrics to the clipboard. | | `Refresh` | Reloads the report. | | Information button | Opens a short explanation of selected metrics. | ## Metrics and columns Overall averages shown above the table: | Metric | Meaning | |---|---| | `Avg Customer Order Value` | Average of each customer's average order value. | | `Overall Avg Invoice` | Total revenue divided by total invoice count. | | `Avg Purchases/Year` | Average purchase frequency across included customers. | | `Avg Lifespan (years)` | Average years between each customer's first and last invoice. | Customer table columns: | Column | What it shows | |---|---| | `Customer Code` | Customer code. | | `Customer Name` | Customer name. | | `Total Revenue` | Sum of invoice total amounts for the included invoice set. | | `Invoices` | Count of invoices included for the customer. | | `Avg Order Value` | Average invoice total for the customer. | | `Purchases/Yr` | Invoice count divided by customer lifespan, with a minimum lifespan divisor of one year. | | `Lifespan (yrs)` | Years between first and last invoice in the included data. | | `Last Invoice` | Most recent invoice date in the included data. | ## What happens behind the scenes PAX reads customers, sort codes, and invoices with positive invoice totals. Results are ordered by total revenue descending. The report can filter invoice history by customer sort code and by a years-back period. When `Top N Customers` is entered, PAX limits the returned customer list. This report uses invoice totals. It does not calculate gross profit, cash collected, open receivables, return-adjusted balance, or customer credit. Running, refreshing, or copying the report does not update customers, invoices, payments, or accounting. ## Troubleshooting ### A customer is missing **Likely cause:** The customer has no positive invoice totals in the selected period, or the sort-code filter excludes the customer. **Safe fix:** Clear filters or change the time period to `All Time`. **Contact support if:** The customer has qualifying invoices but still does not appear. ### Revenue differs from Sales Analysis **Likely cause:** Customer Lifetime Value uses invoice total amounts, while Sales Analysis uses shipment-linked sales and cost data. **Safe fix:** Use Sales Analysis for shipped margin and Customer Lifetime Value for customer invoice history. **Contact support if:** A specific invoice total appears wrong in customer history. ### Average order value seems different from overall average invoice **Likely cause:** `Avg Customer Order Value` gives each customer equal weight. `Overall Avg Invoice` is weighted by total invoice volume. **Safe fix:** Use the information button in the report for the metric explanation. **Contact support if:** The math appears inconsistent for the same filter set. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Sales Analysis Report Overview](/docs/sales/reports/sales-analysis-report-overview) - [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) - [Customers Overview](/docs/sales/customers-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Customer Statement Overview Source: https://www.paxerp.com/docs/sales/reports/customer-statement-overview The Customer Statement report generates account activity, balance, aging, and open items for one customer. ## On this page - What this report is for - Screen path - Filters and actions - Statement sections - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Customer Statement` when you need to review or send one customer's account activity. The statement combines transaction history with an aging summary and open items as of today. ## Screen path Dashboard > Sales > Reports > Customer Statement ## Filters and actions | Control | What it does | |---|---| | Customer search | Searches active customers by customer code or name. | | Start date | Optional beginning transaction date. | | End date | Optional ending transaction date. | | `Generate` | Builds the customer statement. | | `Copy for Excel` | Copies statement transactions, aging, and open items to the clipboard. | | `Print PDF` | Downloads a statement PDF. | If no start or end date is entered, the statement shows all transactions returned for the customer. ## Statement sections | Section | What it shows | |---|---| | Customer header | Customer name and customer code. | | Balance summary | Beginning balance when a start date is selected, plus ending balance. | | Transactions | Date, invoice, type, customer PO or description, charges, and credits. | | Aging Summary | Current, 1-30, 31-60, 61-90, 91+ days, and total due as of today. | | Open Items | Open invoices and available credits with original amount, credits/adjustments, balance due, and bucket. | Transaction types can include: - `Invoice` - `Cash Receipt` - `Return Credit` - `Discount` - `Credit on Account` - `Check Issued` - `Restocking Fee` ## What happens behind the scenes PAX reads customer, invoice, payment, return, discount, available credit, refund check, and restocking fee data for the selected customer. When a start date is selected, PAX calculates a beginning balance from activity before that start date. The transaction list then uses the selected date filters. The aging summary is calculated as of today, not as of the report end date. Available unlinked customer credit is applied against aging buckets before total due is shown. `Print PDF` generates a PDF using the statement data and tenant company configuration. It does not change customer balances or mark the statement as sent. Running, copying, or printing the statement does not update invoices, payments, returns, customer credit, or accounting. ## Troubleshooting ### Generate is disabled **Likely cause:** A valid customer has not been selected. **Safe fix:** Search by customer code and select the customer from the list. **Contact support if:** The customer is active but cannot be selected. ### The transaction list date range differs from aging **Likely cause:** Transaction dates follow the selected statement range, but the aging summary is always as of today. **Safe fix:** Use the transaction list for period activity and the aging/open items section for current balance review. **Contact support if:** Current aging does not match AR Aging for the same customer. ### PDF download fails **Likely cause:** The browser blocked the download or PDF generation failed. **Safe fix:** Generate the statement again and retry `Print PDF`. **Contact support if:** PDF download fails repeatedly for the same customer. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) - [Overdue Invoices Report Overview](/docs/sales/reports/overdue-invoices-report-overview) - [Daily Cash Receipts Report Overview](/docs/sales/reports/daily-cash-receipts-report-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Payments Overview](/docs/sales/payments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Overdue Invoices Report Overview Source: https://www.paxerp.com/docs/sales/reports/overdue-invoices-report-overview The Overdue Invoices Report lists open and partially paid invoices with due dates before today. ## On this page - What this report is for - Screen path - Actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Overdue Invoices Report` to identify customers with invoices past due. Use [AR Aging Report](/docs/sales/reports/ar-aging-report-overview) or [Customer Statement](/docs/sales/reports/customer-statement-overview) when you need balance due after payments, discounts, returns, and available credit. ## Screen path Dashboard > Sales > Reports > Overdue Invoices Report ## Actions | Action | What it does | |---|---| | `Refresh` | Reloads the overdue invoice list. | | `Copy for Excel` | Copies grouped overdue invoice data to the clipboard. | | Customer code link | Opens Customer Detail for that customer. | | Invoice number link | Opens Invoice Details for that invoice. | ## Report columns | Column | What it shows | |---|---| | `Customer Code` | Customer code. | | `Customer Name` | Customer name. | | `Invoice #` | Invoice number. | | `Invoice Date` | Invoice date. | | `Due Date` | Invoice due date. | | `Days Overdue` | Days between due date and today. | | `Terms` | Invoice terms code. | | `Amount` | Invoice total amount returned by the report. | | `Status` | Invoice status. | The report groups rows by customer and shows customer subtotals plus a grand total. ## What happens behind the scenes PAX reads invoices joined to customers and payment terms. The report includes invoices where: - Due date is before today. - Status is `Open` or `Partially Paid`. The `Amount` column comes from the invoice total amount returned by the report. For net balance after payments, discounts, returns, and available credit, use [AR Aging Report](/docs/sales/reports/ar-aging-report-overview) or [Customer Statement](/docs/sales/reports/customer-statement-overview). Refreshing, copying, or opening detail screens from this report does not update invoices, payments, customers, or accounting. ## Troubleshooting ### An invoice is missing **Likely cause:** The invoice is not past due, or its status is not `Open` or `Partially Paid`. **Safe fix:** Review the invoice due date and status in [Invoicing](/docs/sales/invoicing-overview). **Contact support if:** A past-due open invoice still does not appear. ### The overdue amount differs from AR Aging **Likely cause:** Overdue Invoices uses invoice total amount, while AR Aging calculates balance due after payments, discounts, returns, and available credit. **Safe fix:** Use AR Aging for net receivables and Overdue Invoices for a due-date list. **Contact support if:** The invoice status or due date appears wrong. ### Invoice detail does not open **Likely cause:** PAX could not load the invoice detail record. **Safe fix:** Reopen the report and select the invoice again. **Contact support if:** The same invoice fails repeatedly. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) - [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # AR Aging Report Overview Source: https://www.paxerp.com/docs/sales/reports/ar-aging-report-overview The AR Aging Report shows open customer receivables by aging bucket, with expandable invoice and credit detail. ## On this page - What this report is for - Screen path - Controls and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `AR Aging Report` to review current accounts receivable by customer and age bucket. This report is the best Sales report for net receivables because it considers payments, discounts, returns, and available customer credit. ## Screen path Dashboard > Sales > Reports > AR Aging Report ## Controls and actions | Control | What it does | |---|---| | Search | Searches by customer code, customer name, or invoice number. | | `Expand All` / `Collapse All` | Shows or hides invoice and credit detail rows. | | Customer row | Expands or collapses detail for one customer. | | Invoice link | Opens Invoice Details. | | `Copy for Excel` | Copies summary or expanded detail to the clipboard. | | `Print PDF` | Downloads an AR Aging PDF. | | `Refresh` | Reloads aging summary and detail. | When search matches invoice detail instead of the customer code or name, PAX expands matching customers automatically. ## Report columns Summary rows show: | Column | What it shows | |---|---| | `Customer Code` | Customer code. | | `Customer Name` | Customer name. | | `Current` | Net open receivable not past due. | | `1-30 Days` | Net open receivable 1 to 30 days past due. | | `31-60 Days` | Net open receivable 31 to 60 days past due. | | `61-90 Days` | Net open receivable 61 to 90 days past due. | | `91+ Days` | Net open receivable more than 90 days past due. | | `Total Due` | Total net receivable for the customer. | Expanded rows show invoice or credit detail, including invoice date, due date, original amount, credits/adjustments, days overdue, bucket amount, and total due. ## What happens behind the scenes PAX reads open and partially paid invoices, payments, early payment discounts, manual discounts, returns, and unlinked customer credits. Invoice balance is calculated from invoice total amount less: - Linked payments. - Early payment discounts. - Manual discounts. - Completed return amounts, including return shipping and restocking fee logic used by the report. Available unlinked customer credits are applied against aging buckets before totals are shown. The detail view can show `Credit on Account` rows to explain that netting. Running, expanding, printing, or copying the report does not apply credit, record payment, update invoice status, or post accounting. ## Troubleshooting ### A customer is missing **Likely cause:** The customer has no remaining net receivable after payments, discounts, returns, and available credits. **Safe fix:** Clear the search field and review the customer in [Customer Statement](/docs/sales/reports/customer-statement-overview). **Contact support if:** The customer has open invoices but no aging row appears. ### Aging totals differ from Overdue Invoices **Likely cause:** AR Aging calculates net balance due. Overdue Invoices lists invoice total amounts for past-due open or partially paid invoices. **Safe fix:** Use AR Aging for receivables balance and Overdue Invoices for past-due invoice review. **Contact support if:** A specific invoice balance appears wrong after reviewing payments and returns. ### PDF does not include expected detail **Likely cause:** The PDF uses currently expanded customers when expanded detail is requested. **Safe fix:** Expand the needed customers or use `Expand All`, then print again. **Contact support if:** Expanded detail still does not appear in the PDF. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Overdue Invoices Report Overview](/docs/sales/reports/overdue-invoices-report-overview) - [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) - [Daily Cash Receipts Report Overview](/docs/sales/reports/daily-cash-receipts-report-overview) - [Payments Overview](/docs/sales/payments-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Daily Cash Receipts Report Overview Source: https://www.paxerp.com/docs/sales/reports/daily-cash-receipts-report-overview The Daily Cash Receipts Report shows customer payments received on one selected date. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Daily Cash Receipts Report` to review payments recorded for a single day. This report is useful for daily cash review and payment reconciliation. It is not an AR aging report and does not show invoices with no payment activity on the selected date. ## Screen path Dashboard > Sales > Reports > Daily Cash Receipts Report ## Filters and actions | Control | What it does | |---|---| | `Date` | Payment date to report. Defaults to today. | | `Run Report` | Loads payments for the selected date. | | `Copy for Excel` | Copies report data and totals to the clipboard. | | `Print` | Opens the report content in the browser print flow. | ## Report columns | Column | What it shows | |---|---| | `Pay #` | Payment ID. | | `Customer` | Customer code. | | `Name` | Customer name. | | `Invoice #` | Invoice number, or `Prepayment` for unlinked prepayment rows. | | `Method` | Payment method. | | `Reference` | Payment reference. | | `Amount` | Net cash amount shown as payment amount less fee. | | `Fees` | Fee amount when fees exist in the selected data. | | `Early Disc` | Early payment discount when present. | | `Manual Disc` | Manual discount when present. | | `Recorded By` | User who recorded the payment. | The report also shows payment method summary cards and a gross receipts total. ## What happens behind the scenes PAX reads payment records for the selected payment date and joins customer and user data. The report excludes payments where payment method is `Customer Credit` or `Return Credit`. Those methods represent credit application or return credit activity rather than new cash received. Report totals include: - Payment count. - Gross receipts. - Fees. - Early payment discounts. - Manual discounts. - Net amount, calculated as gross receipts less fees. - Totals by payment method. Running, copying, or printing the report does not record payments, apply credits, update invoices, or post accounting. ## Troubleshooting ### No payments are found **Likely cause:** No payment records have the selected payment date, or the only activity was customer credit or return credit. **Safe fix:** Confirm the payment date used when payment was logged. **Contact support if:** A payment with the selected date appears in payment history but not in this report. ### Amount differs from gross receipts **Likely cause:** The `Amount` column shows net cash after fees. Gross receipts show the original payment amount before fees. **Safe fix:** Use net amount for cash received and gross receipts for total payment amount before fee reduction. **Contact support if:** Fee values are incorrect. ### Print does not open **Likely cause:** Browser print behavior or popup blocking prevented the print view. **Safe fix:** Run the report again and retry `Print`. **Contact support if:** Printing fails repeatedly. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) - [How to Log Payment Without Invoice](/docs/sales/how-to-log-payment-without-invoice) - [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) - [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Invoice Report Overview Source: https://www.paxerp.com/docs/sales/reports/invoice-report-overview The Invoice Report exports invoice line items by customer for a selected invoice-date range. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Invoice Report` when you need invoice line detail by customer, part, invoice date, quantity, and sales amount. This report is based on invoice date. Use [Sales Analysis Report](/docs/sales/reports/sales-analysis-report-overview) when you need shipment-date margin analysis. ## Screen path Dashboard > Sales > Reports > Invoice Report ## Filters and actions | Control | What it does | |---|---| | `Start` | Beginning invoice date. Defaults to the first day of the current month. | | `End` | Ending invoice date. Defaults to the last day of the current month. | | `Generate` | Loads report data for the selected date range. | | `Export to Excel` | Downloads a CSV file for the report after it has loaded. | Start and end dates are required. Start date cannot be after end date. ## Report columns | Column | What it shows | |---|---| | `Cust ID` | Customer code. | | `Customer Name` | Customer name. | | `City` | Billing address city. | | `ST` | Billing address state. | | `Zip` | Billing address postal code. | | `Part Number` | Invoice line part number, `Non-Inventory`, or synthetic `SHIPPING` row. | | `PL` | Product line. Shipping rows use `sh`; non-inventory rows use `non`. | | `Description` | Invoice line description or inventory description fallback. | | `Invoice` | Invoice number. | | `Invoice Date` | Invoice date. | | `Qty` | Invoice line quantity. Synthetic shipping rows use quantity 1. | | `Sales` | Invoice line amount or shipping charge amount. | The footer shows total quantity and total sales. ## What happens behind the scenes PAX reads non-void invoices in the selected invoice-date range, their invoice lines, customer data, billing address data, and inventory descriptions/product lines. If an invoice has a shipping charge but no `FREIGHT` or `SHIPPING` invoice line, PAX adds a synthetic `SHIPPING` row so the charge appears in the export. Running or exporting the report does not update invoices, invoice lines, customers, inventory, shipping charges, or accounting. ## Troubleshooting ### No invoices are found **Likely cause:** No non-void invoices have invoice dates in the selected range. **Safe fix:** Widen the date range or confirm the invoice date in [Invoicing](/docs/sales/invoicing-overview). **Contact support if:** A non-void invoice in the range still does not appear. ### Totals differ from Sales Analysis **Likely cause:** Invoice Report uses invoice date and invoice lines. Sales Analysis uses shipment date and shipment-linked lines. **Safe fix:** Choose the report that matches the business question. **Contact support if:** The same invoice line has different quantity or sales values. ### Shipping appears as its own row **Likely cause:** The invoice has a shipping charge and no freight or shipping invoice line, so PAX adds a report row for the charge. **Safe fix:** Treat the `SHIPPING` row as report output for the invoice shipping charge. **Contact support if:** Shipping appears twice for the same invoice. ## Related docs - [Sales Reports Overview](/docs/sales/reports-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [Sales Analysis Report Overview](/docs/sales/reports/sales-analysis-report-overview) - [Sales Analysis Detail Report Overview](/docs/sales/reports/sales-analysis-detail-report-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Finance Overview Source: https://www.paxerp.com/docs/finance/finance-overview The Finance section is where admin and executive users manage receivables, payables, banking, credit cards, general ledger work, period close, and financial reports. ## On this page - What this section is for - Who can see Finance - Finance cards - Choosing the right work center - What happens behind the scenes - Troubleshooting - Related docs ## What this section is for Use `Finance` for accounting and finance workflows that need tighter control than day-to-day operational entry. The Finance section groups customer receivables, vendor payables, bank reconciliation, credit card activity, manual journal entries, general ledger review, depreciation, close steps, and financial reporting. Finance is a launcher from the main dashboard. Opening a Finance card or work-center menu does not change accounting by itself. Records change when a user saves a payment, enters a vendor invoice, posts a journal entry, records a credit card expense, creates a bank adjustment, reconciles a statement, posts depreciation, or closes a period. ## Screen path Dashboard > Finance ## Who can see Finance The Finance section appears for users with one or more of these roles: | Role | Finance access | |---|---| | `admin` | Full Finance section access. | | `executive` | Full Finance section access. | Users with Sales, CSR, Manufacturing, or other operational roles do not see the Finance section unless they also have `admin` or `executive`. ## Finance cards | Card | What it opens | Use it for | |---|---|---| | `Receivables` | `Receivables` work center | Review invoices, log customer payments, review AR aging, and review overdue invoices. | | `Payables` | `Payables` work center | Review vendor invoices, manage vendor payments, review AP aging, and review PO accruals. | | `Banking` | `Banking` work center | Reconcile bank statements against GL 1000 and issue customer refund checks for refundable credit balances. | | `Credit Cards` | `Credit Cards` work center | Record credit card expenses, record refunds or credits, pay down credit cards, import statement lines, match card activity, and reconcile credit card statements. | | `GL & Close` | `GL & Close` work center | Post manual journal entries, review the general ledger, view chart of accounts, maintain finance projects, maintain depreciation assets, and run close steps. | | `Reports` | `Financial Reports` menu | Open financial statements, ledger reports, AR/AP reports, tax and compliance reports, sales-related finance reports, and project reports. | ## Choosing the right work center | Need | Start here | |---|---| | Customer owes money, paid money, or has overdue invoices | [Receivables Overview](/docs/finance/receivables-overview) | | Vendor invoice, vendor payment, check run, AP aging, or PO accrual question | [Payables Overview](/docs/finance/payables-overview) | | Bank statement reconciliation or customer refund check | [Banking Overview](/docs/finance/banking-overview) | | Corporate card expense, card payment, or statement reconciliation | [Credit Cards Overview](/docs/finance/credit-cards-overview) | | Manual journal entry, ledger review, chart of accounts, project tracking, depreciation, or period close | [GL & Close Overview](/docs/finance/gl-close-overview) | | Balance sheet, income statement, trial balance, aging, tax, compliance, sales, or project report | [Finance Reports Overview](/docs/finance/reports-overview) | When a dedicated workflow exists, use that workflow instead of forcing results with a manual journal entry. For example, record customer payments in Receivables, record vendor payments in Payables, record credit card expenses in Credit Cards, and use bank reconciliation adjustments only when they are the correct accounting correction. ## Financial Reports menu The `Reports` card opens `Financial Reports`. Reports are grouped as follows: | Group | Reports | |---|---| | `Financial Statements` | `Balance Sheet`, `Income Statement` | | `Ledger & Accounts` | `Journal Entries`, `General Ledger`, `Chart of Accounts`, `Trial Balance` | | `Receivables & Payables` | `AR Aging Report`, `Overdue Invoices Report`, `Customer Statement`, `Daily Cash Receipts Report`, `AP Aging Report`, `AR/AP Comparison`, `PO Accruals` | | `Tax & Compliance` | `Sales Tax by City`, `Invoice Revenue Reconciliation`, `1099 Vendor Report` | | `Sales` | `Sales Analysis Report`, `Invoice Report` | | `Projects` | `Project Activity Report`, `Project Summary Report` | Most reports are review, copy, export, or print tools. Some entries reuse active finance screens, such as `Journal Entries`, where a permitted user can post a new manual journal entry. Treat those screens according to their own workflow docs. ## What happens behind the scenes Opening the Finance section does not create, post, reconcile, or close anything. Individual Finance workflows can have important system effects: | Workflow area | System effect | |---|---| | Receivables | Customer payments update invoice payment status and customer credit behavior when applicable. Receivables reports read invoice, payment, discount, return, due-date, and customer credit data. | | Payables | Vendor invoice and vendor payment workflows affect AP records, vendor balances, payment history, check-run eligibility, and PO accrual clearing. | | Banking | Bank reconciliation works against GL 1000, imported bank statement lines, cleared book entries, matches, adjustments, and reconciled status. Customer refund checks issue accounting entries and consume refundable customer credit. | | Credit Cards | Credit card expenses and refunds post to CC payable activity. Card payments reduce GL 2020. Statement reconciliation matches, records, excludes, and reconciles card statement lines. | | GL & Close | Manual journal entries post to open fiscal periods. Depreciation posting creates depreciation journal entries. Quarter close writes closing balances, seeds the next period, and locks the closed period. | | Reports | Reports read current PAX data. Running a report normally does not change records, but shared active screens opened from the Reports menu can still perform their normal actions. | ## Troubleshooting ### I do not see the Finance section **Likely cause:** Your assigned role does not include Finance access. **Safe fix:** Ask an admin to review your user roles. Finance is available to `admin` and `executive` roles. **Contact support if:** Your role includes Finance access but the Finance section is still missing after signing out and back in. ### I am not sure whether to use a journal entry **Likely cause:** Many finance corrections can be made through a dedicated workflow, and a journal entry may bypass useful operating history. **Safe fix:** Start with the workflow that owns the record. Use Receivables for customer payments, Payables for vendor invoices and vendor payments, Credit Cards for card activity, and Banking for reconciliation adjustments. **Contact support if:** The dedicated workflow cannot correct the issue safely or the required period is closed. ### A Finance action is blocked **Likely cause:** The record may be paid, reconciled, in a check run, linked to a closed period, or missing required setup. **Safe fix:** Read the message on screen and review the record status before retrying. Do not create offsetting entries just to get around a blocked workflow. **Contact support if:** The status looks correct but the action is still unavailable. ## Related docs - [Dashboard Overview](/docs/dashboard-overview) - [Receivables Overview](/docs/finance/receivables-overview) - [Payables Overview](/docs/finance/payables-overview) - [Banking Overview](/docs/finance/banking-overview) - [Credit Cards Overview](/docs/finance/credit-cards-overview) - [GL & Close Overview](/docs/finance/gl-close-overview) - [Finance Reports Overview](/docs/finance/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Receivables Overview Source: https://www.paxerp.com/docs/finance/receivables-overview The Receivables work center is used to review customer invoices, record customer payments, and monitor open receivables. ## On this page - What this screen is for - Screen path - Receivables options - Main workflows - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Receivables` when finance users need to work from the customer AR side of PAX. This work center collects the same invoice and payment tools used in Sales, plus receivables reports that finance users use for collections and account review. Receivables is not where users create Sales Orders, ship inventory, receive purchase orders, enter vendor invoices, or close accounting periods. ## Screen path Dashboard > Finance > Receivables ## Receivables options | Option | What it opens | Use it for | |---|---|---| | `Invoices` | `Invoicing` screen | Review invoices, invoice lines, print invoice documents, email invoices, print packing lists, and open invoice detail. | | `Customer Payments` | `Payments` mode of the invoicing work area | Log invoice payments and payments without invoices. | | `AR Aging Report` | `Accounts Receivable Aging Report` | Review receivable balances by customer and age bucket. | | `Overdue Invoices` | `Overdue Invoices Report` | Review overdue customer invoices for collections follow-up. | ## Main workflows - Review invoice status and detail from [Invoicing Overview](/docs/sales/invoicing-overview). - Record customer payments from [Payments Overview](/docs/sales/payments-overview). - Log a customer payment from [How to Log Payment](/docs/sales/how-to-log-payment). - Log a customer payment without an invoice from [How to Log Payment Without Invoice](/docs/sales/how-to-log-payment-without-invoice). - Review open receivables by aging bucket from [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview). - Review past-due invoices from [Overdue Invoices Report Overview](/docs/sales/reports/overdue-invoices-report-overview). The `Invoices` and `Customer Payments` options reuse the Sales invoice and payment screens. Finance users should still follow the same invoice and payment behavior described in [Invoicing Overview](/docs/sales/invoicing-overview) and [Payments Overview](/docs/sales/payments-overview). ## Invoice review Use `Invoices` to find customer invoices by invoice number, order number, customer PO, customer code, or customer name. From the invoice list, users can expand invoice rows, review invoice lines, open invoice detail, print documents, email invoices, and print packing lists when shipment data exists. Invoice review does not change records. Saving invoice detail changes can affect invoice fields, shipment fields, invoice line values, and accounting adjustments when the invoice detail workflow allows it. ## Customer payments Use `Customer Payments` when customer money has been received and needs to be recorded in PAX. This screen supports: - Logging a payment against an open or partially paid invoice. - Applying available customer credit to an invoice. - Logging a payment without an invoice so it becomes customer credit. - Recording payment method, payment date, reference, and eligible fee details. Do not enter a duplicate payment to correct a mistake. If a customer payment was posted to the wrong invoice, customer, date, method, amount, discount, fee, or reference, stop and use the approved correction process so invoice status, customer credit, and accounting history stay aligned. ## Receivables reports Use `AR Aging Report` to review open receivables by customer and age bucket. Use `Overdue Invoices` when the collections question is specifically about invoices past their due date. These reports are review tools. Running, refreshing, copying, printing, or exporting them does not update invoices, payments, customers, customer credit, or accounting entries. ## What happens behind the scenes Opening the Receivables work center does not change records. | Action area | System effect | |---|---| | Invoice search and review | Loads invoice, order, customer, due-date, line, shipment, and payment-related data for display. | | Invoice document actions | Generates PDFs, packing lists, or invoice email output from current PAX data. | | Invoice detail saves | Can update approved invoice fields and accounting-related invoice adjustments, depending on status and permissions. | | Customer payment posting | Creates payment records, updates invoice payment status, and handles customer credit or prepayment behavior when applicable. | | Payment without invoice | Creates unlinked customer credit for later application. | | AR Aging and Overdue reports | Read open invoice, payment, discount, return, due-date, and customer credit data. | ## Troubleshooting ### I cannot find an invoice **Likely cause:** The default invoice list only shows recent invoices, or the search term does not match the invoice. **Safe fix:** Search by exact invoice number, order number, customer PO, customer code, or part of the customer name. **Contact support if:** The invoice exists in PAX but cannot be found by exact invoice number. ### A payment button is unavailable **Likely cause:** The invoice may already be `Paid`, may be voided, or your role may not allow payment posting. **Safe fix:** Confirm the invoice status and your role before trying again. Do not record a payment without an invoice just to work around a blocked invoice payment. **Contact support if:** The invoice should be payable but PAX still blocks payment entry. ### Receivables totals do not match another report **Likely cause:** Receivables screens use different purposes and date bases. AR aging focuses on open balances and aging buckets, while invoice and cash receipt reports answer different questions. **Safe fix:** Confirm whether you are comparing invoice date, due date, payment date, open balance, or customer statement activity. **Contact support if:** The same customer, date basis, and source records still produce inconsistent totals. ## Related docs - [Finance Overview](/docs/finance/finance-overview) - [Sales Invoicing Overview](/docs/sales/invoicing-overview) - [Sales Payments Overview](/docs/sales/payments-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) - [How to Log Payment Without Invoice](/docs/sales/how-to-log-payment-without-invoice) - [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) - [Overdue Invoices Report Overview](/docs/sales/reports/overdue-invoices-report-overview) - [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) - [Daily Cash Receipts Report Overview](/docs/sales/reports/daily-cash-receipts-report-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Payables Overview Source: https://www.paxerp.com/docs/finance/payables-overview The Payables work center is used to review vendor invoices, manage vendor payments, review AP aging, and review received purchase orders that remain in accrued payables. ## On this page - What this screen is for - Screen path - Payables options - Main workflows - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Payables` when finance users need to work from the vendor AP side of PAX. This work center brings together vendor invoices, vendor payment history and entry, AP aging, and PO accrual review. Payables is not the place to receive purchase orders, create purchase orders, manage customer payments, or post manual journal entries for ordinary vendor invoice and payment activity. Use the intended AP workflow first so vendor history, check runs, AP reports, and accrual cleanup stay aligned. ## Screen path Dashboard > Finance > Payables ## Payables options | Option | What it opens | Use it for | |---|---|---| | `Vendor Invoices` | `Vendor Invoices` screen | Review vendor invoices, create invoices, edit eligible invoices, delete eligible invoices, and open check runs. | | `Vendor Payments` | `Vendor Payments` screen | Select a vendor, review payment history, record payments, apply vendor credit, and add prepayments. | | `AP Aging Report` | `Accounts Payable Aging Report` | Review payable balances by vendor and age bucket. | | `PO Accruals` | `POs Sitting in Accrued Payables` report | Review received purchase orders not yet cleared from accrued payables. | ## Main workflows - Review vendor invoices from [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview). - Enter a vendor invoice from [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice). - Review vendor payment history from [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview). - Record a vendor payment from [How to Record Vendor Payment](/docs/finance/payables/how-to-record-vendor-payment). - Review payable aging from [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview). - Review PO accruals from [PO Accruals Overview](/docs/finance/payables/po-accruals-overview). ## Vendor invoices The `Vendor Invoices` screen shows invoice number, vendor, PO number, invoice date, due date, total, status, and actions. Users can search by invoice number, vendor, or PO and filter by status. Status filters include: - `Draft` - `Submitted` - `Partially Paid` - `Paid` - `Rejected` The screen also includes `New Invoice` and `Check Runs`. Paid invoices and invoices already included in a pending check run cannot be edited or deleted from the list. If an invoice shows a check-run indicator, resolve the check-run workflow before trying to change the invoice. ## Vendor payments The `Vendor Payments` screen starts with vendor selection. After the vendor is selected, PAX shows payment history and available vendor credit. Depending on the vendor balance and history, users can: - Select `Record Payment`. - Select `Apply Credit` when vendor credit is available. - Select `Add Prepayment`. - Review payment types such as available credit, applied credit, PO prepayment, prepaid payment, credit card prepayment, and regular payment. Do not record a vendor payment before the vendor invoice or prepayment context exists in PAX unless that is the intended workflow. Recording payments outside the correct AP flow can make AP aging, vendor credit, and PO accrual review harder to reconcile. ## Payables reports Use `AP Aging Report` to review payable balances by vendor and age bucket. Expanded vendor rows show invoice-level detail, due dates, overdue indicators, bucket amounts, and total due. Use `PO Accruals` to find received POs that are still sitting in accrued payables. The report shows each PO's status, vendor, PO status, last receipt, invoice count, received quantity and value, accrued amount, amount moved to AP, and remaining accrual. Selecting a PO number opens the PO PDF. Reports are review tools. They do not create vendor invoices, post payments, clear accruals, or change purchase orders by themselves. ## What happens behind the scenes Opening the Payables work center does not change records. | Action area | System effect | |---|---| | Vendor invoice entry | Creates AP-facing vendor invoice records used by invoice status, AP aging, payment workflows, check runs, and PO accrual review. | | Vendor invoice edit or delete | Updates or removes eligible unpaid invoice records. Paid invoices and invoices in pending check runs are protected from list edits and deletion. | | Vendor payments | Records vendor payment activity, updates payment history, and can apply vendor credit or prepayment behavior. | | AP Aging | Reads open payable balances and groups them by vendor and age bucket. | | PO Accruals | Reads received PO and AP movement data to show what remains in accrued payables. | ## Troubleshooting ### I cannot edit or delete a vendor invoice **Likely cause:** The invoice is paid or is already included in a pending check run. **Safe fix:** Review the invoice status and check-run indicator. Do not create a duplicate vendor invoice or manual journal entry to bypass the restriction. **Contact support if:** The invoice is unpaid, not in a check run, and should still be editable. ### A vendor does not appear in Vendor Payments **Likely cause:** The vendor search requires selecting a valid vendor from the list, shown as vendor code plus name. **Safe fix:** Search by vendor code or vendor name, then select the matching vendor option. **Contact support if:** The vendor exists in PAX but does not appear in the payment selector. ### PO Accruals shows an old received PO **Likely cause:** The PO has received value that has not been fully moved to AP through the vendor invoice process. **Safe fix:** Review the PO, receiving history, and vendor invoice status before entering corrections. Use the vendor invoice workflow when the supplier invoice is the missing step. **Contact support if:** The PO appears cleared operationally but still shows a remaining accrual. ## Related docs - [Finance Overview](/docs/finance/finance-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [How to Record Vendor Payment](/docs/finance/payables/how-to-record-vendor-payment) - [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) - [PO Accruals Overview](/docs/finance/payables/po-accruals-overview) - [Purchasing Overview](/docs/purchasing/purchasing-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Banking Overview Source: https://www.paxerp.com/docs/finance/banking-overview The Banking work center is used to reconcile bank statements against the general ledger and issue customer refund checks for refundable credit balances. ## On this page - What this screen is for - Screen path - Banking options - Bank reconciliation - Customer refund checks - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Banking` for finance workflows tied to cash in bank. The work center contains bank reconciliation for GL 1000 and customer refund checks for customer credit balances that should be paid back. Banking is not a general payment-entry screen. Customer payments should be entered from Receivables, vendor payments from Payables, and credit card payments from Credit Cards. Bank reconciliation should confirm and adjust cash activity after the underlying operational entries exist. ## Screen path Dashboard > Finance > Banking ## Banking options | Option | What it opens | Use it for | |---|---|---| | `Bank Reconciliation` | `Bank Reconciliation` screen | Reconcile bank statement balances against GL 1000 book entries. | | `Customer Refund Checks` | `Issue Customer Refund Checks` screen | Issue checks for customers with refundable credit balances. | ## Bank reconciliation The `Bank Reconciliation` screen shows the current `Cash in Bank (GL 1000)` balance and recent reconciliations. Each reconciliation shows the statement date, ending balance, status, and item count. Use `New Reconciliation` to start a reconciliation. PAX uses the ending balance from the most recent reconciled statement as the next beginning balance when one exists. If no prior reconciled statement exists, the form allows a beginning balance. Inside a reconciliation, users can: - Review book entries from GL 1000. - Import bank statement lines from CSV, TSV, or TXT files. - Mark book entries cleared. - Mark bank lines reviewed. - Match one book entry to one bank line. - Match multiple book entries to one bank line. - Create an adjusting entry when a true bank-side or book-side adjustment is needed. - Finalize reconciliation when the cleared balance matches the bank statement ending balance. Reconciled statements are locked from normal reconciliation edits. If a reconciliation is still in progress, finish or delete it before closing the related quarter. ## Customer refund checks Use `Customer Refund Checks` when a customer has refundable credit that should be paid back by check. The screen lists customers with refundable balances and shows: | Field | What it means | |---|---| | `Refundable Balance` | The amount PAX considers available to refund. | | `Accounting Balance` | Customer credit balance used to compare against unlinked payment balance. | | `Check Amount` | Amount selected for the refund check. | | `Needs review` | The customer credit balance and unlinked payment balance do not agree closely enough. | Do not issue a refund check for a customer marked `Needs review` until the difference has been investigated. That warning means the accounting balance and the unlinked payment balance need review before PAX consumes credit rows and issues the check. ## What happens behind the scenes Opening the Banking work center does not change records. | Action area | System effect | |---|---| | New bank reconciliation | Creates an in-progress reconciliation with beginning balance, period start, statement date, and bank ending balance. Only one in-progress bank reconciliation can exist at a time. | | CSV import | Adds bank statement lines to the reconciliation. | | Clearing and reviewing | Records which GL 1000 book entries are cleared and which bank statement lines are reviewed. | | Matching | Links bank statement lines to GL book entries for reconciliation support. | | Adjusting entry | Creates a journal entry in an open fiscal period and marks the related cash line as cleared. Deposits debit GL 1000 and credit the selected offset account; payments debit the selected offset account and credit GL 1000. | | Final reconciliation | Changes the reconciliation status to `reconciled` only when the difference is within the required tolerance. | | Customer refund check | Calls the customer refund check posting flow, creates a journal entry, and consumes unlinked customer credit rows so customer credit stays aligned. | ## Troubleshooting ### I cannot start a new bank reconciliation **Likely cause:** Another reconciliation is already in progress. **Safe fix:** Open the existing reconciliation and either finish it or confirm it should be deleted before starting a new one. **Contact support if:** No in-progress reconciliation is visible but PAX still blocks the new reconciliation. ### The reconciliation will not finalize **Likely cause:** The cleared balance does not match the bank statement ending balance. **Safe fix:** Review outstanding book entries, unreviewed bank lines, matches, imported statement lines, and any needed adjusting entries. Do not create a balancing adjustment unless it represents a real accounting difference. **Contact support if:** The statement and book activity appear fully matched but PAX still reports a difference. ### A customer refund row says Needs review **Likely cause:** The customer credit balance does not match the unlinked payment balance closely enough. **Safe fix:** Review the customer's credit, unlinked payments, return credits, and payment history before issuing a check. **Contact support if:** The credit balance cannot be reconciled from customer history. ## Related docs - [Finance Overview](/docs/finance/finance-overview) - [Bank Reconciliation Overview](/docs/finance/banking/bank-reconciliation-overview) - [How to Reconcile Bank Statement](/docs/finance/banking/how-to-reconcile-bank-statement) - [Customer Refund Checks Overview](/docs/finance/banking/customer-refund-checks-overview) - [How to Issue Customer Refund Check](/docs/finance/banking/how-to-issue-customer-refund-check) - [Sales Payments Overview](/docs/sales/payments-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Credit Cards Overview Source: https://www.paxerp.com/docs/finance/credit-cards-overview The Credit Cards work center is used to record credit card expenses, record card refunds or credits, pay down credit cards, import statement lines, match card activity, and reconcile credit card statements. ## On this page - What this screen is for - Screen path - Credit Cards options - CC Expenses - Credit Card Management - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Credit Cards` for company card activity that affects the credit card payable account. The work center separates everyday expense entry from statement management and reconciliation. Credit card setup is managed in System Settings. If a card is missing from Finance, review [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) before recording activity against the wrong card. ## Screen path Dashboard > Finance > Credit Cards ## Credit Cards options | Option | What it opens | Use it for | |---|---|---| | `CC Expenses` | `CC Expenses` screen | Record and review individual credit card expenses and refunds. | | `Credit Card Management` | `Credit Card Management` screen | Review GL 2020 payable balance, record card payments, create statements, import statement lines, match activity, bulk-record expenses, exclude lines, and reconcile card statements. | ## CC Expenses Use `CC Expenses` when a known card expense or refund needs to be recorded directly. The list view shows card, date, payee, description, expense account, amount, and receipt status. Date filters default to the current month through today. Selecting an expense row opens expense detail and shows receipt content when available. `New Expense` captures: | Field | Notes | |---|---| | `Credit Card` | Optional card selection from configured active cards. | | `Refund / Credit` | Marks the entry as a refund or credit instead of a normal charge. | | `Expense Date` | Required date for the card activity. | | `Description` | Required description. | | `Amount` | Required amount greater than zero. | | `Expense Account` | Required expense GL account. | | `Payee` | Optional merchant or payee. | | `Receipt` | Optional JPG, PNG, or PDF attachment. | The form shows a GL posting preview before saving. A normal expense debits the selected expense account and credits GL 2020. A refund or credit debits GL 2020 and credits the selected expense account. ## Credit Card Management Use `Credit Card Management` when reconciling card statements or paying down card balances. The dashboard shows: - `Total CC Payable (GL 2020)`. - `Make Payment`. - `New Statement`. - Recent statements with card, period, closing balance, status, due date, and line count or unmatched count. `Make Payment` records a card payment. The form requires a card and amount, defaults the payment method to `ACH`, and allows `ACH`, `Check`, `Wire Transfer`, or `EFT`. The preview shows debit GL 2020 and credit GL 1000. `New Statement` creates a card statement with card, period start, period end, opening balance, closing balance, optional statement date, optional due date, and optional minimum payment. Inside a statement reconciliation, users can: - Import statement lines from CSV, TSV, or TXT. - Auto-match imported lines to existing book entries. - Match one statement line to a book entry manually. - Assign a GL account to unmatched lines. - Record all assigned unmatched lines as credit card expenses. - Exclude lines that should not be reconciled. - Un-exclude a previously excluded line. - Reconcile the statement when no unmatched lines remain. Statement line statuses include `unmatched`, `matched`, `recorded`, and `excluded`. ## What happens behind the scenes Opening the Credit Cards work center does not change records. | Action area | System effect | |---|---| | CC expense save | Creates a credit card expense record. GL posting is handled automatically by the configured trigger. | | CC refund or credit save | Creates a refund-style credit card expense record with the reverse GL direction shown in the preview. | | Receipt upload | Stores receipt data with the expense record for later review. | | Card payment | Creates a credit card payment record and posts activity that reduces GL 2020 and credits GL 1000. | | New statement | Creates a credit card statement record with period and balance information. | | Statement import | Adds statement lines and moves a `Draft` statement to in-progress when lines are imported. | | Auto-match or manual match | Links statement lines to existing GL 2020 book entries from credit card expenses, vendor payments, card payments, or manual journal entries. | | Bulk record | Creates credit card expense records from unmatched statement lines and links the statement lines to the created entries. | | Exclude | Marks a statement line excluded from reconciliation, usually with a note. | | Reconcile statement | Marks the statement reconciled only when no unmatched lines remain. Reconciled statements cannot be modified through normal statement-line actions. | ## Troubleshooting ### A credit card is missing **Likely cause:** The card has not been configured, or it is inactive. **Safe fix:** Review [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview). Add, edit, or reactivate the card there before recording activity. **Contact support if:** The card is active in settings but does not appear in Finance. ### A statement cannot be reconciled **Likely cause:** One or more statement lines are still `unmatched`. **Safe fix:** Match the line, assign a GL account and record it, or exclude it when exclusion is the correct accounting treatment. **Contact support if:** Every line appears matched, recorded, or excluded but PAX still blocks reconciliation. ### CSV import fails **Likely cause:** The file columns could not be parsed or required date, description, amount, debit, or credit values were missing. **Safe fix:** Use a clean CSV, TSV, or TXT statement export and confirm the file includes recognizable date, description, and amount information. **Contact support if:** The bank export looks correct but PAX cannot parse it. ### A card expense was recorded to the wrong account **Likely cause:** The wrong expense account was selected during entry or bulk recording. **Safe fix:** Do not enter a duplicate expense to offset it unless your company has approved that correction path. Ask the finance owner or support to determine the safest correction so GL 2020, expense accounts, receipts, and statement matching stay aligned. **Contact support if:** The expense is already matched, recorded from a statement, or included in a reconciled statement. ## Related docs - [Finance Overview](/docs/finance/finance-overview) - [CC Expenses Overview](/docs/finance/credit-cards/cc-expenses-overview) - [How to Record Credit Card Expense](/docs/finance/credit-cards/how-to-record-credit-card-expense) - [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) - [How to Manage Credit Card Statement](/docs/finance/credit-cards/how-to-manage-credit-card-statement) - [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) - [How to Manage Credit Cards](/docs/system-settings/accounting/how-to-manage-credit-cards) - [Banking Overview](/docs/finance/banking-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # GL & Close Overview Source: https://www.paxerp.com/docs/finance/gl-close-overview The GL & Close work center is used to post manual journal entries, review ledger activity, view accounts, maintain finance projects, maintain depreciation assets, and run close steps. ## On this page - What this screen is for - Screen path - GL & Close options - Main workflows - Close Period - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `GL & Close` for finance work that belongs directly in the general ledger or period close process. This area is powerful and should be used with operating discipline: use dedicated workflows for customer payments, vendor invoices, vendor payments, credit card expenses, receiving, shipping, and inventory movement before using a manual journal entry. Manual journal entries are for finance-approved adjustments that do not belong in a more specific PAX workflow. ## Screen path Dashboard > Finance > GL & Close ## GL & Close options | Option | What it opens | Use it for | |---|---|---| | `Journal Entries` | `Journal Entries` screen | Review recent manual journal entry lines and post new balanced manual journal entries. | | `General Ledger` | `General Ledger` report | Generate ledger activity by date range and account, including opening and ending balances. | | `Chart of Accounts` | `Chart of Accounts` screen | Search and review account number, description, type, and status. | | `Projects` | `Projects Management` screen | Create, edit, activate, and archive finance project tracking records. | | `Depreciation` | `Depreciation Assets` screen | Create depreciation assets and review depreciation schedules. | | `Close Period` | `Select Closing Type` menu | Run month-end, quarter-end, and year-end close options. | ## Main workflows - Review and post manual entries from [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview). - Create a balanced manual journal entry from [How to Create Journal Entry](/docs/finance/gl-close/how-to-create-journal-entry). - Review ledger activity from [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview). - Review account setup from [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview). - Maintain finance projects from [Projects Overview](/docs/finance/gl-close/projects-overview). - Maintain depreciation assets from [Depreciation Overview](/docs/finance/gl-close/depreciation-overview). - Review close options from [Close Period Overview](/docs/finance/gl-close/close-period-overview). - Run close steps from [How to Close Period](/docs/finance/gl-close/how-to-close-period). ## Journal Entries The `Journal Entries` screen shows recent journal entry lines and supports search by reference, account, account description, amount, date, project, or created-by user. New entries require: - Reference. - Posted date. - At least two lines. - Account on each line. - Debit or credit amount on each line. - Total debits equal total credits. - Optional project per line. If no fiscal period is selected, PAX finds an open fiscal period for the posted date. If no open period exists for that date, posting is blocked. ## General Ledger The `General Ledger` report runs by start date, end date, and account. Users can run all accounts or select a specific account. The report shows opening balance, journal entry activity, debit, credit, running balance, project, created-by user, and ending balance by account. If the end period is still open, PAX marks ending balances as preliminary. `Copy for Excel` copies the generated report data to the clipboard. It does not post or change ledger activity. ## Chart of Accounts and Projects `Chart of Accounts` lets users search accounts by account number, description, account type, or status. The Finance screen is read-only. Use [System Settings Chart of Accounts Overview](/docs/system-settings/accounting/chart-of-accounts-overview) for account maintenance. `Projects` maintains finance project tracking records. Users can create new projects, edit existing projects, mark projects active or inactive, and archive active projects. Journal entry lines can reference active projects. ## Depreciation `Depreciation` maintains depreciation assets and schedules. New assets require asset name, category, purchase date, cost, useful life, start depreciation date, asset GL account, accumulated depreciation GL account, and depreciation expense GL account. PAX calculates total months, monthly depreciation amount, and end depreciation date from the cost, useful life, and depreciation start date. Schedules show month, monthly depreciation, accumulated depreciation, net book value, and whether the month has been posted. Monthly depreciation posting is run from Month-End Closing, not from the asset setup screen. ## Close Period `Close Period` opens a menu with three choices: | Option | Current behavior | |---|---| | `Month-End Closing` | Runs customer activity review, monthly depreciation posting, and inventory average monthly usage recalculation. | | `Quarter-End Closing` | Previews and closes an open fiscal period, writes closing balances, seeds the next period opening balances, and locks the closed period. | | `Year-End Closing` | Currently displays that the feature is not available in PAX. | Month-End Closing defaults to the prior calendar month. It can analyze customer activity as of the final day of that month, update customer active/inactive flags, post monthly depreciation journal entries, and recalculate average monthly usage for active parts based on completed-month usage. Quarter-End Closing loads open fiscal periods, previews account closing balances and the next period to seed, shows bank reconciliation warnings, and blocks closing when a bank reconciliation is in progress for the selected period. ## What happens behind the scenes Opening the GL & Close work center does not change records. | Action area | System effect | |---|---| | Manual journal entry | Creates a journal entry header and journal entry lines in an open fiscal period after validating balanced debits and credits. | | General Ledger report | Reads journal entries, opening balances, account metadata, projects, and created-by users for the selected date range and account. | | Chart of Accounts | Reads account setup and active status. | | Projects | Creates, updates, activates, deactivates, or archives project tracking records used by journal entry lines. | | Depreciation asset setup | Creates depreciation asset records and calculated schedules from asset cost, useful life, and selected GL accounts. | | Monthly depreciation posting | Creates depreciation journal entries for active assets that have not already been posted for the selected month. | | Customer activity update | Updates customer active/inactive flags based on order and invoice history through the closing month. | | Average usage recalculation | Updates average monthly usage used by reorder point calculations and inventory forecasting. | | Quarter close | Writes fiscal closing balances, seeds next-period opening balances, and locks the closed fiscal period against new journal entries. | ## Troubleshooting ### A manual journal entry will not post **Likely cause:** Debits and credits do not balance, a line is missing an account or amount, the reference or date is missing, or no open fiscal period exists for the posted date. **Safe fix:** Correct the entry fields and confirm the posted date belongs to an open period. **Contact support if:** The entry is balanced and dated in an open period but still fails. ### General Ledger balances are marked preliminary **Likely cause:** The selected ending period is still open. **Safe fix:** Treat the ending balance as subject to change until the period is closed. **Contact support if:** A closed period still appears preliminary. ### Quarter close is blocked **Likely cause:** A bank reconciliation is in progress for the selected period, the next fiscal period is missing, or the selected period is already closed. **Safe fix:** Complete or delete the in-progress bank reconciliation, confirm the next fiscal period exists, and rerun the preview before closing. **Contact support if:** The blocking condition has been resolved but closing is still unavailable. ### Depreciation posting says assets were skipped **Likely cause:** Depreciation was already posted for those assets in the selected month. **Safe fix:** Review the depreciation schedule and journal entries before attempting any correction. Do not post duplicate depreciation. **Contact support if:** The asset should not have been posted for that month. ## Related docs - [Finance Overview](/docs/finance/finance-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [How to Create Journal Entry](/docs/finance/gl-close/how-to-create-journal-entry) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) - [System Settings Chart of Accounts Overview](/docs/system-settings/accounting/chart-of-accounts-overview) - [Projects Overview](/docs/finance/gl-close/projects-overview) - [Depreciation Overview](/docs/finance/gl-close/depreciation-overview) - [Close Period Overview](/docs/finance/gl-close/close-period-overview) - [How to Close Period](/docs/finance/gl-close/how-to-close-period) - [Banking Overview](/docs/finance/banking-overview) - [Finance Reports Overview](/docs/finance/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Vendor Invoices Overview Source: https://www.paxerp.com/docs/finance/payables/vendor-invoices-overview The Vendor Invoices screen is used to review supplier invoices, enter new AP invoices, edit eligible unpaid invoices, and open check runs. ## On this page - What this screen is for - Screen paths - Invoice list - New and edit invoice actions - Check runs - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Vendor Invoices` when a vendor invoice needs to be entered into AP, reviewed, edited, or protected for payment processing. This is the canonical documentation page for the shared vendor invoice screen. The same screen opens from Finance Payables and Purchasing. Do not create a second vendor invoice to correct an unpaid invoice that can still be edited. Review the invoice status, check-run status, PO receiving, and payment history first so AP, vendor history, and PO accruals stay aligned. ## Screen paths - Dashboard > Finance > Payables > Vendor Invoices - Dashboard > Purchasing > Vendor Invoices ## Invoice list The main list shows vendor invoices across vendors. Users can search by: - Invoice number - Vendor name - PO number Users can filter by status: | Status | Meaning | |---|---| | `Draft` | Invoice has been entered as a draft in PAX. | | `Submitted` | Invoice has been entered for normal AP handling. | | `Partially Paid` | Invoice has payment activity but still has an unpaid balance. | | `Paid` | Invoice has been paid. | | `Rejected` | Invoice has been marked rejected. | The table shows: | Column | What it shows | |---|---| | `Invoice #` | Vendor invoice number. | | `Vendor` | Vendor name. | | `PO #` | Linked purchase order, if any. | | `Invoice Date` | Date on the vendor invoice. | | `Due Date` | Due date used for AP aging and payment review. | | `Total` | Invoice total. | | `Status` | Current invoice status. | | `Actions` | Edit and delete actions when allowed. | The footer shows invoice count and total amount for the current list. ## New and edit invoice actions Select `New Invoice` to open `Create Vendor Invoice`. Use this when the vendor invoice has arrived and needs to be recorded. A vendor invoice can be linked to a purchase order or entered without a PO: | Invoice type | When to use it | |---|---| | PO-linked invoice | Use when the vendor invoice relates to a purchase order in PAX. The PO must have received quantity before the invoice can be created. | | Non-PO invoice | Use when the payable should be recorded directly to selected GL accounts without a purchase order. | Select `Edit` to open an existing eligible invoice. Paid invoices cannot be edited, and invoices in a pending check run cannot be modified. Select `Delete` only when the invoice should be removed from normal AP handling. PAX marks the invoice as deleted and hides it from the list; it does not simply erase the record from business history. ## Check runs Select `Check Runs` to review AP check-run activity. The check-run list includes pending, completed, and voided runs, with run number, created date, status, method, payment date, item count, and total. If an invoice is already included in a pending check run, PAX protects it from edit, delete, and vendor-credit application until the check-run issue is resolved. ## What happens behind the scenes Opening the Vendor Invoices screen does not change accounting records. When a vendor invoice is saved, PAX: - Creates or updates the vendor invoice header and invoice lines. - Stores vendor, invoice number, invoice date, due date, status, currency, exchange rate, freight, tariff, notes, line quantities, prices, GL accounts, and unit-of-measure details. - Requires at least one invoice line with quantity greater than zero. - Requires GL accounts for non-PO invoices and manually added lines. - Prevents PO-linked invoice quantities from exceeding received quantity available to invoice. - Blocks PO-linked invoices when the PO has no received quantity. - Calls the accrual-to-AP posting routine for PO-linked invoices. - Runs invoice price adjustment processing to compare invoice values to PO values and handle invoice variance behavior. When an invoice is soft-deleted, PAX marks it `Deleted` and hides it from the normal invoice list. Paid invoices and invoices in pending check runs are protected from deletion. ## Troubleshooting ### I cannot create an invoice for a PO **Likely cause:** The purchase order has not been received yet. **Safe fix:** Receive the PO through the receiving workflow first, then return to `Vendor Invoices`. **Contact support if:** The PO was received but PAX still says the PO has no received quantity. ### Edit or delete is blocked **Likely cause:** The invoice is `Paid` or is part of a pending check run. **Safe fix:** Review the invoice status and any check-run badge before trying to change the invoice. Do not create a duplicate invoice to bypass the block. **Contact support if:** The invoice is unpaid, not in a pending check run, and should be editable. ### A PO line quantity cannot be entered **Likely cause:** The line has no quantity available to invoice, or the entered quantity exceeds received quantity not already invoiced. **Safe fix:** Review the `Received / Available` quantity on the invoice line. If receiving is incomplete, receive the PO first. If the line was already invoiced, review existing vendor invoices before entering another invoice. **Contact support if:** The available quantity looks wrong after reviewing PO receipts and existing invoices. ## Related docs - [Payables Overview](/docs/finance/payables-overview) - [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [How to Record Vendor Payment](/docs/finance/payables/how-to-record-vendor-payment) - [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) - [PO Accruals Overview](/docs/finance/payables/po-accruals-overview) - [Purchasing Overview](/docs/purchasing/purchasing-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Enter Vendor Invoice Source: https://www.paxerp.com/docs/finance/payables/how-to-enter-vendor-invoice Use this workflow to enter a supplier invoice so PAX can track AP, vendor payment status, and PO accrual clearing correctly. ## On this page - When to use this workflow - Before you start - Screen paths - Steps - PO-linked invoices - Non-PO invoices - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `New Invoice` when a vendor invoice has been received and needs to be recorded in PAX. Use a PO-linked invoice when the invoice relates to a purchase order. Use a non-PO invoice when the payable should be charged directly to selected GL accounts without a purchase order. Do not enter a vendor invoice before receiving the PO when the invoice is for purchased goods. PAX blocks unreceived PO invoices so receiving, accrued payables, AP, and costing stay in sequence. ## Before you start Confirm: - The vendor exists in PAX. - The vendor invoice number is known. - The invoice date is known. - The due date or vendor payment terms are known. - The invoice currency and exchange rate are correct when the vendor invoice is not USD. - The PO has been received if this is a PO-linked invoice. - The invoice line quantities and prices are ready to review. - Freight and tariff amounts are known when applicable. - GL accounts are known for non-PO invoices and any manually added lines. ## Screen paths - Dashboard > Finance > Payables > Vendor Invoices > New Invoice - Dashboard > Purchasing > Vendor Invoices > New Invoice ## Steps 1. Open `Vendor Invoices`. 2. Select `New Invoice`. 3. In `Create Vendor Invoice`, select the vendor from `Vendor`. Search by vendor code or vendor name, then choose the exact vendor option. 4. Enter `Invoice Number`. 5. Enter `Invoice Date`. 6. Review `Due Date`. PAX may calculate it from vendor payment terms after the vendor and invoice date are selected. You can change the due date if needed. 7. If the invoice relates to a PO, select it in `Link to Purchase Order (Optional)`. 8. Review `Vendor Invoice Currency` and `Rate: 1 USD =`. 9. Review the line items. 10. For each line, confirm the description, GL account, vendor quantity, vendor price, stock quantity preview, vendor amount, and USD amount. 11. Add a line with `Add Line Item` when a non-PO invoice needs a manual line, or when a PO invoice needs an additional manually coded line. 12. Enter `Freight Amount` and `Tariff Amount` when applicable. 13. Select the correct `Status`. 14. Add `Notes` when helpful. 15. Review `Vendor Subtotal`, `Freight + Tariff`, `Vendor Total`, and USD totals. 16. Select `Create Invoice`. 17. Return to the invoice list and confirm the invoice appears with the expected vendor, PO, total, due date, and status. ## PO-linked invoices When a PO is selected, PAX loads PO lines and shows received quantity available to invoice. For PO lines, use the `Received / Available` column to avoid over-invoicing. The available quantity is based on PO quantity received minus quantity already invoiced on non-deleted vendor invoices. If PAX shows an accrued payables warning, review it before continuing. The warning means the invoice amount is less than the available received value, so an amount will remain in accrued payables after the invoice is saved. If the PO has no received quantity, PAX blocks invoice creation. Receive the PO first from [Receiving Overview](/docs/shipping-receiving/receiving-overview). ## Non-PO invoices For invoices without a PO, manually add invoice lines and select the correct GL account on each line. Use this path only when the payable truly does not belong to a purchase order workflow. If a PO exists, linking the invoice to the PO gives PAX the information it needs for PO accrual review and AP clearing. ## What happens behind the scenes When `Create Invoice` is selected, PAX: - Validates required invoice header fields. - Validates that at least one line item has quantity greater than zero. - Requires description and unit price on invoice lines. - Requires GL accounts for non-PO invoice lines and manual lines. - Converts vendor quantities and vendor prices into stock quantities and USD amounts using the invoice exchange rate and unit conversion factor. - Stores invoice header values and invoice line values. - Prevents PO-linked invoice quantities from exceeding received quantity available to invoice. - Calls the accrual-to-AP posting routine for PO-linked invoices. - Runs invoice price adjustment processing for invoice-to-PO variances. If the invoice is PO-linked and PO payment activity already exists, PAX may set the saved invoice status according to paid amount against the PO. ## Troubleshooting ### The PO cannot be selected **Likely cause:** A vendor has not been selected, or the PO does not belong to the selected vendor. **Safe fix:** Select the vendor first, then choose from the PO list for that vendor. **Contact support if:** The PO belongs to the vendor but does not appear. ### PAX blocks the invoice because the PO is unreceived **Likely cause:** Goods have not been received against the PO in PAX. **Safe fix:** Receive the PO first, then return to `Vendor Invoices`. **Contact support if:** Receiving is complete but PAX still blocks the invoice. ### A GL account is required **Likely cause:** The invoice line is not coming from a PO line, or it was manually added. **Safe fix:** Select the correct GL account before saving. Do not choose a temporary account just to pass validation. **Contact support if:** The correct account is missing from the list. ### The invoice quantity is rejected **Likely cause:** The quantity exceeds the PO quantity received and available to invoice. **Safe fix:** Review existing vendor invoices and PO receiving before changing the quantity. **Contact support if:** Available quantity does not match the actual PO receiving and invoice history. ## Related docs - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [Payables Overview](/docs/finance/payables-overview) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [How to Record Vendor Payment](/docs/finance/payables/how-to-record-vendor-payment) - [PO Accruals Overview](/docs/finance/payables/po-accruals-overview) - [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [Purchasing Overview](/docs/purchasing/purchasing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Vendor Payments Overview Source: https://www.paxerp.com/docs/finance/payables/vendor-payments-overview The Vendor Payments screen is used to select a vendor, review payment history, record vendor payments, apply vendor credit, and add vendor prepayments. ## On this page - What this screen is for - Screen paths - Vendor selection - Payment history - Available vendor credit - Payment actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Vendor Payments` when money has been paid to a vendor, when vendor credit needs to be applied, or when finance needs to review vendor payment history. This is the canonical documentation page for the shared vendor payment screen. The same screen opens from Finance Payables and Purchasing. Do not record a payment against a PO when a vendor invoice already exists for that PO. PAX directs those payments to the invoice so invoice status, AP aging, and check-run behavior stay consistent. ## Screen paths - Dashboard > Finance > Payables > Vendor Payments - Dashboard > Purchasing > Vendor Payments ## Vendor selection The screen opens with `Select Vendor`. Search by vendor code or vendor name, then select the exact vendor option shown as: ```text vendor_code - vendor name ``` PAX does not load payment history until a valid vendor is selected. ## Payment history After a vendor is selected, PAX shows the vendor payment list. The table shows: | Column | What it shows | |---|---| | `Payment ID` | PAX payment record number. | | `Date` | Payment date. | | `PO / Invoice` | Linked PO, linked invoice, or no PO/invoice for available credit. | | `Amount` | Payment amount, with fee amount shown when applicable. | | `Method` | Payment method. | | `Reference` | Check number, ACH confirmation, wire reference, or other payment reference. | | `Type` | Payment classification. | Payment type badges include: | Badge | Meaning | |---|---| | `PAYMENT` | Normal vendor payment. | | `PO PREPAYMENT` | Payment linked to a PO and treated as a prepayment. | | `PREPAID` | Prepaid payment. | | `CC PREPAID` | Credit card prepayment linked to a PO before the invoice exists. | | `AVAILABLE CREDIT` | Unlinked vendor prepayment available to apply later. | | `APPLIED CREDIT` | Existing vendor credit applied to a PO or invoice. | ## Available vendor credit When the vendor has available credit, PAX shows `Available Vendor Credit`. Use: - `Apply Credit` to apply existing credit to an eligible PO or invoice. - `Add Prepayment` to record a new unlinked vendor prepayment. Applying vendor credit uses existing available credit. It is not the same as recording a new cash, ACH, EFT, wire, credit card, or check payment. ## Payment actions | Action | Use it for | |---|---| | `Record Payment` | Record a payment against a PO or vendor invoice. | | `Apply Credit` | Apply existing vendor credit to an eligible PO or invoice. | | `Add Prepayment` | Record a vendor prepayment that creates available vendor credit for later use. | The payment form supports PO payments and invoice payments. If a PO already has an invoice, PAX blocks direct PO payment and instructs users to pay the invoice instead. Payment methods include: - `Check` - `ACH` - `EFT` - `Wire Transfer` - `Credit Card` - `Cash` - `Other` The `Add Prepayment` modal supports check, ACH, EFT, wire transfer, cash, and other payment methods. To pay by credit card, use `Record Payment` on the vendor's PO or invoice. ## What happens behind the scenes Opening the Vendor Payments screen does not change records. When a vendor is selected, PAX loads vendor payment history and available vendor credit. When a payment is recorded, PAX: - Validates whether the payment is for a PO or invoice. - Blocks direct PO payment if a non-deleted invoice already exists for that PO. - Stores amount, date, method, reference, fee amount, card selection when applicable, currency, rate, foreign amount, settlement amount, and user. - Uses configured posting logic to record the related payment accounting. - Updates payment history and vendor credit behavior through payment and credit-balance logic. When vendor credit is applied, PAX uses available unlinked vendor prepayments in date order. If only part of a prepayment is needed, PAX can split the payment so the applied amount is linked and the remaining amount stays available as credit. ## Troubleshooting ### A vendor does not load **Likely cause:** The text entered does not exactly match a vendor option. **Safe fix:** Search by vendor code or name and choose the listed `vendor_code - vendor name` option. **Contact support if:** The vendor exists but does not appear in the selector. ### PAX will not let me pay a PO **Likely cause:** A vendor invoice already exists for the PO. **Safe fix:** Change the payment type to invoice and pay the invoice directly. **Contact support if:** The PO should not have an invoice or the invoice is incorrect. ### Vendor credit is available but cannot be applied **Likely cause:** The selected PO or invoice may already be paid, the PO may already have an invoice, the invoice may be in a pending check run, or the credit was already applied elsewhere. **Safe fix:** Review the target PO or invoice and the vendor payment history before recording a new payment. **Contact support if:** The credit balance is shown but no valid target can receive it. ## Related docs - [Payables Overview](/docs/finance/payables-overview) - [How to Record Vendor Payment](/docs/finance/payables/how-to-record-vendor-payment) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice) - [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) - [PO Accruals Overview](/docs/finance/payables/po-accruals-overview) - [Purchasing Overview](/docs/purchasing/purchasing-overview) - [Credit Cards Overview](/docs/finance/credit-cards-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Record Vendor Payment Source: https://www.paxerp.com/docs/finance/payables/how-to-record-vendor-payment Use this workflow to record a payment to a vendor, apply existing vendor credit, or add a vendor prepayment. ## On this page - When to use this workflow - Before you start - Screen paths - Record a PO or invoice payment - Apply vendor credit - Add a vendor prepayment - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Record Payment` when money is being paid to a vendor for a purchase order or vendor invoice. Use `Apply Credit` when the vendor already has available credit and that credit should be applied to a PO or invoice. Use `Add Prepayment` when money was paid to the vendor but should remain available as vendor credit until it is applied later. Do not record a direct PO payment when a vendor invoice already exists for the PO. Pay the invoice instead. ## Before you start Confirm: - The vendor exists in PAX. - The payment is for a PO, an invoice, existing vendor credit, or a new prepayment. - The payment amount and payment date are correct. - The payment method is known. - The reference is available when needed. - Any wire, EFT, or credit card fee is known. - The correct credit card is selected when paying by credit card and card tracking is needed. - Currency, final exchange rate, and vendor amount paid are correct for non-USD payments. - The invoice is not already paid and is not in a pending check run. ## Screen paths - Dashboard > Finance > Payables > Vendor Payments - Dashboard > Purchasing > Vendor Payments ## Record a PO or invoice payment 1. Open `Vendor Payments`. 2. Search for the vendor in `Select Vendor`. 3. Select the exact vendor option. 4. Select `Record Payment`. 5. Choose `Purchase Order` or `Invoice`. 6. Select the PO or invoice. 7. Review the loaded payment information and balance due. 8. Enter `AP Amount Relieved (USD)`. 9. For non-USD payments, review or enter: | Field | Use | |---|---| | `Payment Currency` | Vendor payment currency. | | `Final Rate: 1 USD =` | Final payment exchange rate. | | `Vendor Amount Paid` | Amount paid in vendor currency. | | `Settlement USD` | USD settlement amount calculated from the payment values. | | `FX Gain` or `FX Loss` | Realized FX difference shown by PAX when applicable. | 10. Confirm `Payment Date`. 11. Select `Payment Method`. 12. If `Credit Card` is selected, choose the card when applicable. 13. Enter `Reference`. 14. Enter the optional fee when the method is `Wire Transfer`, `EFT`, or `Credit Card`. 15. Review `GL Posting Preview`. 16. Review `Total Cash Disbursement` or `Total CC Charge`. 17. Select `Record Payment`. 18. Confirm the payment appears in the vendor payment history. If the selected PO already has a vendor invoice, PAX blocks the PO payment. Switch to `Invoice` and pay the invoice directly. ## Apply vendor credit Use this when `Available Vendor Credit` is shown and the existing credit should reduce a PO or invoice balance. 1. Select the vendor in `Vendor Payments`. 2. Select `Apply Credit`. 3. Choose whether the credit should be applied to a `Purchase Order` or `Invoice`. 4. Select the PO or invoice. 5. Review the available credit and target balance. 6. Select `Apply Credit`. Applying credit does not create a new cash or card payment. It links existing available vendor credit to the selected PO or invoice. If a PO already has a vendor invoice, apply the credit to the invoice instead of the PO. ## Add a vendor prepayment Use this when money has been paid to a vendor and should become available credit for future use. 1. Select the vendor in `Vendor Payments`. 2. Select `Add Prepayment`. 3. Enter `Prepayment Amount`. 4. Confirm `Payment Date`. 5. Select `Payment Method`. 6. Enter `Reference` when available. 7. Enter an optional fee for wire transfer or EFT payments. 8. Review `GL Posting Preview`. 9. Review `Total Cash Disbursement`. 10. Select `Record Prepayment`. The prepayment becomes available vendor credit. To pay by credit card, use `Record Payment` on the vendor's PO or invoice instead of `Add Prepayment`. ## What happens behind the scenes When `Record Payment` is selected, PAX: - Validates whether the payment is for a PO or invoice. - Requires a PO for PO payments and an invoice for invoice payments. - Blocks direct PO payment when a non-deleted invoice already exists for the PO. - Stores amount, date, method, reference, fee, card, currency, exchange rate, foreign amount, settlement amount, and realized FX amount when applicable. - Marks PO payments as prepayments when the PO payment terms indicate prepayment. - Records credit card payments through the credit card payable path shown in the preview. - Uses configured payment posting logic for the related accounting entries. When `Apply Credit` is selected, PAX: - Uses available unlinked vendor prepayments in first-in, first-out order. - Links credit to the selected PO or invoice. - Splits a prepayment if only part of it is needed. - Leaves any unapplied split remainder available as vendor credit. - Blocks invoice credit application when the invoice is paid, deleted, or in a pending check run. When `Add Prepayment` is selected, PAX creates an unlinked vendor prepayment. That prepayment increases available vendor credit for later application. ## Troubleshooting ### The Record Payment button is disabled **Likely cause:** A required PO or invoice has not been selected, the amount is blank, or a PO with an existing invoice is selected. **Safe fix:** Select a valid PO or invoice and enter an amount. If the PO has an invoice, pay the invoice directly. **Contact support if:** The target record is valid but PAX still blocks payment entry. ### PAX warns about overpayment **Likely cause:** The payment amount is greater than the current balance due. **Safe fix:** Confirm the amount before continuing. If the extra amount should become vendor credit, use the appropriate prepayment or credit process intentionally. **Contact support if:** The balance due shown by PAX appears incorrect. ### Vendor credit cannot be applied to a PO **Likely cause:** The PO already has a vendor invoice. **Safe fix:** Apply the credit to the invoice instead. **Contact support if:** The PO should not have a vendor invoice or the invoice target is unavailable. ### A non-USD payment shows an FX gain or loss **Likely cause:** The final payment rate differs from the invoice or PO rate. **Safe fix:** Confirm the final rate and vendor amount paid before recording. PAX shows the settlement amount and FX effect in the form. **Contact support if:** The rate or calculated FX effect does not match the finance team's expected settlement. ## Related docs - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [Payables Overview](/docs/finance/payables-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice) - [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) - [PO Accruals Overview](/docs/finance/payables/po-accruals-overview) - [Credit Cards Overview](/docs/finance/credit-cards-overview) ## Feedback Was this page helpful? Tell us what was unclear. # AP Aging Report Overview Source: https://www.paxerp.com/docs/finance/payables/ap-aging-report-overview The Accounts Payable Aging Report shows open payable balances by vendor and age bucket, with optional invoice-level detail. ## On this page - What this report is for - Screen paths - Report controls - Report columns - Invoice detail - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `AP Aging Report` to review vendor balances that remain payable and to understand how old those balances are. This report is read-only. It does not create vendor invoices, record payments, apply credit, change due dates, or clear accruals. ## Screen paths - Dashboard > Finance > Payables > AP Aging Report - Dashboard > Finance > Reports > AP Aging Report ## Report controls | Control | Use | |---|---| | Search | Search by vendor code, vendor name, or invoice number. | | `Expand All` / `Collapse All` | Show or hide invoice detail rows. | | `Copy for Excel` | Copy the current report view for spreadsheet use. | | `Print PDF` | Download the AP aging report as a PDF. | | `Refresh` | Reload the report data. | When a search matches an invoice number, PAX expands the matching vendor detail so the invoice can be reviewed in context. ## Report columns The vendor summary table shows: | Column | What it means | |---|---| | `Vendor Code` | Vendor code. | | `Vendor Name` | Vendor name. | | `Current` | Open payable amount not yet overdue. | | `1-30 Days` | Open payable amount in the 1-30 day aging bucket. | | `31-60 Days` | Open payable amount in the 31-60 day aging bucket. | | `61-90 Days` | Open payable amount in the 61-90 day aging bucket. | | `91+ Days` | Open payable amount in the 91+ day aging bucket. | | `Total Due` | Total open payable amount for the vendor. | The footer shows total amounts for the current view. If the report is filtered, the footer totals reflect the filtered vendors. ## Invoice detail Select a vendor row, or use `Expand All`, to show invoice-level detail. Invoice detail rows show: - Invoice number or invoice ID. - Invoice date. - Due date when available. - Overdue day badge when the invoice is overdue. - The invoice balance in the correct aging bucket. - Total due for the invoice. Use invoice detail to identify which vendor invoices need review or payment follow-up before recording payments in [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview). ## What happens behind the scenes Opening, refreshing, searching, expanding, copying, or printing the report does not change records. PAX loads AP aging summary data and invoice detail data, then groups open vendor invoice balances into these buckets: - `Current` - `1-30 Days` - `31-60 Days` - `61-90 Days` - `91+ Days` The report is based on current payable balances. If totals appear wrong, review the related vendor invoices, vendor payments, vendor credit, and check-run status before posting any corrections. ## Troubleshooting ### A vendor does not appear **Likely cause:** The vendor has no open AP balance in the report data, or the current search filter excludes the vendor. **Safe fix:** Clear the search field and refresh the report. Review the vendor invoice and payment history if the vendor should have an open payable balance. **Contact support if:** A known unpaid vendor invoice is missing from the report. ### An invoice is in the wrong bucket **Likely cause:** The due date on the vendor invoice may be different than expected. **Safe fix:** Review the invoice due date in `Vendor Invoices`. If the invoice is unpaid and editable, correct the invoice instead of entering a manual journal entry. **Contact support if:** The due date is correct but the aging bucket is still wrong. ### Report totals do not match another finance report **Likely cause:** AP aging is an open-balance aging report. Other reports may use invoice date, payment date, GL posting date, or accrual movement. **Safe fix:** Confirm the date basis and record basis before comparing totals. **Contact support if:** The same invoice population and balance basis still do not reconcile. ## Related docs - [Payables Overview](/docs/finance/payables-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [How to Record Vendor Payment](/docs/finance/payables/how-to-record-vendor-payment) - [PO Accruals Overview](/docs/finance/payables/po-accruals-overview) - [Finance Overview](/docs/finance/finance-overview) - [Finance Reports Overview](/docs/finance/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # PO Accruals Overview Source: https://www.paxerp.com/docs/finance/payables/po-accruals-overview The PO Accruals report shows received purchase orders that still have value sitting in accrued payables, along with amounts moved to AP. ## On this page - What this report is for - Screen paths - Report controls - Report columns - Accrual statuses - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `PO Accruals` to review received purchase orders that have not fully cleared from accrued payables into AP. The report helps finance and purchasing find POs where receiving has happened but vendor invoice processing has not fully cleared the accrual. This report is read-only. It does not receive POs, create vendor invoices, post payments, or clear accruals by itself. ## Screen paths - Dashboard > Finance > Payables > PO Accruals - Dashboard > Finance > Reports > PO Accruals - Dashboard > Purchasing > Reports > PO Accruals This is the canonical documentation page for PO Accruals even when the report is opened from Purchasing. ## Report controls | Control | Use | |---|---| | `Vendor` | Filter by vendor code or vendor name. | | `PO` | Filter by PO number. | | `Include cleared` | Include POs whose remaining accrual has cleared. | | `Copy for Excel` | Copy the current report rows and totals for spreadsheet use. | The report title shows how many POs are visible and the total remaining amount in accruals for the current filtered view. ## Report columns | Column | What it shows | |---|---| | `Status` | Accrual status for the PO. | | `Vendor` | Vendor code and vendor name. | | `PO` | PO number. Selecting it opens the PO PDF. | | `PO Status` | Current purchase order status. | | `Last Receipt` | Last posted receipt date for the PO. | | `Invoices` | Vendor invoice numbers tied to the PO. | | `Current Received Qty` | Current received quantity included in the report. | | `Current Received Value` | Value of received goods shown by the report. | | `Accrued` | Amount posted to accrued payables. | | `Moved to AP` | Amount moved from accrued payables to AP. | | `Remaining` | Amount still remaining in accrued payables. | The footer shows totals for accrued amount, moved-to-AP amount, and remaining accrual amount. ## Accrual statuses | Status | Meaning | |---|---| | `Open` | The PO has remaining accrual value greater than zero. | | `Cleared` | The PO's accrued amount and moved-to-AP amount are effectively balanced. | | `Over-moved` | More value has moved to AP than the report shows as remaining accrued value. | Use `Open` rows to find POs that may still need vendor invoice review. Use `Over-moved` rows carefully; they may indicate invoice, receiving, or accrual movement that needs accounting review before any correction is made. ## What happens behind the scenes Opening, filtering, copying, or selecting a PO PDF does not change accounting records. PAX reads PO receiving, vendor invoice, and accrual movement data to calculate: - Received quantity. - Received value. - Accrued payables amount. - Amount moved to AP. - Remaining accrual amount. PO-linked vendor invoice entry is the normal workflow that moves received PO value from accrued payables into AP. Use [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice) when a received PO is waiting for vendor invoice processing. ## Troubleshooting ### A PO remains open in accruals **Likely cause:** The PO has received value that has not fully moved to AP through vendor invoice processing. **Safe fix:** Review PO receiving and existing vendor invoices. If the vendor invoice has arrived and the PO was received, enter the vendor invoice through the normal AP workflow. **Contact support if:** The PO has been received and invoiced but still shows an unexplained remaining accrual. ### A PO shows Over-moved **Likely cause:** More value has moved to AP than the current accrued value shown by the report. **Safe fix:** Review receiving quantities, vendor invoice lines, freight, tariff, and any invoice price adjustment context before making changes. **Contact support if:** The cause is not clear after reviewing the PO and vendor invoices. ### The PO PDF does not open **Likely cause:** The PDF request failed or the browser blocked the new tab. **Safe fix:** Try selecting the PO number again and check browser popup settings. **Contact support if:** The PO exists but the PDF still cannot be opened. ## Related docs - [Payables Overview](/docs/finance/payables-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice) - [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [Purchasing Overview](/docs/purchasing/purchasing-overview) - [Finance Reports Overview](/docs/finance/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Bank Reconciliation Overview Source: https://www.paxerp.com/docs/finance/banking/bank-reconciliation-overview The Bank Reconciliation screen is used to reconcile bank statement activity against GL 1000 book entries. ## On this page - What this screen is for - Screen path - Reconciliation dashboard - New reconciliation - Reconciliation workspace - Matching and adjustments - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Bank Reconciliation` to compare the bank statement to PAX cash activity and finalize a reconciled statement when the cleared balance matches the bank ending balance. This screen is not where normal customer payments, vendor payments, or credit card payments should be entered. Those entries should be recorded in their own workflows first. Bank reconciliation is used to clear, review, match, adjust when appropriate, and finalize cash activity. ## Screen path Dashboard > Finance > Banking > Bank Reconciliation ## Reconciliation dashboard The dashboard shows `Cash in Bank (GL 1000)` and recent reconciliations. Each reconciliation row shows: | Column | What it shows | |---|---| | `Date` | Bank statement date. | | `Ending Balance` | Ending balance entered from the bank statement. | | `Status` | `In Progress` or `Reconciled`. | | `Items` | Count of cleared book entries. | Select a reconciliation row to open it. Select `New Reconciliation` to start a new statement reconciliation. ## New reconciliation `New Bank Reconciliation` captures: | Field | Notes | |---|---| | `Beginning Balance` | Uses the ending balance from the most recent reconciled statement when one exists. If no prior reconciliation exists, the beginning balance can be entered. | | `Period Start` | First date in the statement period. | | `Period End` | Bank statement ending date. | | `Ending Balance per Bank Statement` | Ending balance from the bank statement. | Only one bank reconciliation can be in progress at a time. ## Reconciliation workspace The reconciliation workspace shows: - `Cleared Balance` - `Difference` - `Statement Balance` - `Add Adjustment` - `Reconcile`, shown only when the difference is effectively zero - `Book Entries (GL 1000)` - `Bank Statement` The `Book Entries (GL 1000)` panel shows unreconciled GL 1000 activity through the statement date. PAX builds short descriptions from related customer payments, vendor payments, vendor prepayments, credit card pay-downs, refund checks, bank adjustments, discounts, and manual journal references when available. The `Bank Statement` panel is populated by `Import CSV`. The importer accepts CSV, TSV, and TXT files and looks for date, description, amount or debit/credit, check number, and reference information. Positive statement amounts are treated as deposits. Negative statement amounts are treated as payments or withdrawals. ## Matching and adjustments Users can: - Check a book entry to mark it cleared. - Check a bank statement line to mark it reviewed. - Select a book entry to highlight possible bank-line matches by amount. - Select a bank statement line to highlight possible book-entry matches by amount. - Select a highlighted match to link one book entry to one bank statement line. - Use `Multi-Select` to match multiple book entries to one bank statement line when the amounts add up. - Use `Add Adjustment` when a true bank or book adjustment is needed. Adjusting entries require an amount, GL account, description, and date. If the adjustment is tied to a bank line, PAX uses the bank line amount. Do not use `Add Adjustment` just to force a reconciliation to balance. Use it only when the adjustment represents real activity, such as a bank fee, bank interest, or other approved cash adjustment that does not already exist in PAX. ## What happens behind the scenes Opening the Bank Reconciliation screen does not change records. When a reconciliation is created, PAX stores the period start, statement date, beginning balance, ending balance, and user. When statement lines are imported, PAX adds bank statement lines to the reconciliation. Reconciled statements cannot receive imports. When book entries are cleared, PAX creates or removes bank-cleared item records for the reconciliation. Reconciled statements cannot be modified. When statement lines are reviewed, PAX updates those bank statement lines. When a match is made, PAX marks the book entry cleared and the bank line reviewed, then stores the match relationship. When an adjustment is posted: - Positive amounts debit GL 1000 and credit the selected offset account. - Negative amounts debit the selected offset account and credit GL 1000. - The cash line is marked cleared in the reconciliation. - The selected bank line is marked reviewed when the adjustment is tied to a bank line. When `Reconcile` is selected, PAX calculates: ```text beginning balance + cleared deposits - cleared payments ``` The reconciliation can finalize only when the calculated cleared balance matches the bank statement ending balance within the allowed tolerance. Finalizing changes the status to `reconciled` and locks the statement from normal edits. ## Troubleshooting ### I cannot start a new reconciliation **Likely cause:** Another bank reconciliation is already in progress. **Safe fix:** Open the existing in-progress reconciliation and finish it before starting another one. **Contact support if:** No in-progress reconciliation is visible but PAX still blocks the new one. ### Import CSV says no valid lines were found **Likely cause:** The file does not include recognizable date, description, and amount information. **Safe fix:** Use a clean bank statement export in CSV, TSV, or TXT format. Confirm the file includes transaction dates, descriptions, and either amount or debit/credit columns. **Contact support if:** The bank export has the expected columns but PAX still cannot import it. ### The Reconcile button is not shown **Likely cause:** The difference is not zero. **Safe fix:** Review uncleared book entries, unreviewed bank lines, matches, statement imports, and approved adjustments. Do not enter an adjustment unless it represents real cash activity. **Contact support if:** The bank statement and GL activity appear fully reconciled but the difference remains. ## Related docs - [Banking Overview](/docs/finance/banking-overview) - [How to Reconcile Bank Statement](/docs/finance/banking/how-to-reconcile-bank-statement) - [Customer Refund Checks Overview](/docs/finance/banking/customer-refund-checks-overview) - [How to Issue Customer Refund Check](/docs/finance/banking/how-to-issue-customer-refund-check) - [Sales Payments Overview](/docs/sales/payments-overview) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Reconcile Bank Statement Source: https://www.paxerp.com/docs/finance/banking/how-to-reconcile-bank-statement Use this workflow to reconcile a bank statement to PAX GL 1000 cash activity. ## On this page - When to use this workflow - Before you start - Screen path - Steps - Matching options - Adjusting entries - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use bank reconciliation after customer payments, vendor payments, customer refund checks, credit card pay-downs, and other cash activity have been recorded in PAX. Do not use reconciliation adjustments as a shortcut for missing customer payments, vendor payments, or credit card payments. Enter the source transaction in the proper workflow whenever possible. ## Before you start Confirm: - The bank statement period start and period end are known. - The bank statement ending balance is known. - The bank statement export is available as CSV, TSV, or TXT if importing lines. - Customer payments have been recorded in Receivables. - Vendor payments have been recorded in Payables. - Credit card pay-downs have been recorded in Credit Cards. - Any refund checks have been issued through Banking. - Any adjustment you plan to create has been approved and belongs in the selected accounting period. ## Screen path Dashboard > Finance > Banking > Bank Reconciliation ## Steps 1. Open `Bank Reconciliation`. 2. Review `Cash in Bank (GL 1000)` and recent reconciliations. 3. Select `New Reconciliation`. 4. Review `Beginning Balance`. If PAX has a prior reconciled statement, the beginning balance comes from that prior ending balance. 5. Enter `Period Start`. 6. Enter `Period End`. 7. Enter `Ending Balance per Bank Statement`. 8. Select `Start Reconciliation`. 9. In the reconciliation workspace, import the bank statement file with `Import CSV`. 10. Review the `Book Entries (GL 1000)` panel and the `Bank Statement` panel. 11. Match obvious one-to-one items by selecting a book entry or bank line, then choosing the highlighted matching row. 12. For one bank line that represents multiple book entries, select `Multi-Select`, choose the book entries and the bank line, then select `Confirm Match` when the difference is zero. 13. Mark any legitimate unmatched book entries as cleared or bank statement lines as reviewed only when they truly belong to the statement. 14. Use `Add Adjustment` only for real bank or book activity that does not already exist in PAX. 15. Continue until `Difference` is zero. 16. Select `Reconcile`. 17. Confirm the reconciliation status changes to `Reconciled`. ## Matching options PAX supports several reconciliation patterns: | Pattern | How to handle it | |---|---| | One book entry equals one bank line | Select one side, then select the highlighted match on the other side. | | Multiple book entries equal one bank line | Use `Multi-Select` and confirm the match when the selected book entries equal the bank line. | | Book entry is valid but has no imported bank line | Mark the book entry cleared only if it belongs to the statement. | | Bank line is valid but has no book entry | Create an approved adjustment or go back to the source workflow that should have created the book entry. | ## Adjusting entries Select `Add Adjustment` only when an adjustment is the correct accounting treatment. The adjustment form includes: | Field | Notes | |---|---| | `Amount` | Positive for deposits, negative for payments or withdrawals. If opened from a bank line, the amount comes from that bank line. | | `GL Account` | Offset account for the adjustment. | | `Description` | Used in the bank adjustment reference. | | `Date` | Posting date for the adjustment. Must fall in an open fiscal period. | If an operational record is missing, create that record in its owning workflow instead of entering a bank adjustment. ## What happens behind the scenes When the reconciliation is created, PAX stores the statement dates and balances and opens a new in-progress reconciliation. When the bank statement is imported, PAX creates bank statement line records. Imported lines can include transaction date, description, amount, check number, and bank reference. When entries are matched, PAX marks the GL 1000 book entry cleared and the bank statement line reviewed for that reconciliation. When an adjustment is posted, PAX creates a journal entry in an open fiscal period: - Positive adjustment: debit GL 1000, credit the selected offset account. - Negative adjustment: debit the selected offset account, credit GL 1000. When the reconciliation is finalized, PAX recalculates cleared balance and allows reconciliation only when the difference is within tolerance. A reconciled statement is locked from normal edits. ## Troubleshooting ### The beginning balance is not editable **Likely cause:** A prior bank reconciliation has already been reconciled. **Safe fix:** Use the prior reconciled ending balance as the beginning balance. If the prior reconciliation is wrong, contact the finance owner or support before continuing. **Contact support if:** The prior reconciled ending balance is not the correct beginning balance. ### A bank line will not match a book entry **Likely cause:** The amounts do not match, the item is already cleared or reviewed, or the transaction belongs to a different period. **Safe fix:** Review the amount, date, source transaction, and whether the item has already been reconciled. **Contact support if:** The correct book entry is visible but PAX will not save the match. ### No book entry exists for a bank line **Likely cause:** The source transaction may not have been recorded in PAX. **Safe fix:** Enter the missing customer payment, vendor payment, credit card payment, or refund check in its proper workflow. Use an adjustment only for approved bank-side or book-side differences. **Contact support if:** The source transaction exists but is not available as a GL 1000 book entry. ## Related docs - [Bank Reconciliation Overview](/docs/finance/banking/bank-reconciliation-overview) - [Banking Overview](/docs/finance/banking-overview) - [Customer Refund Checks Overview](/docs/finance/banking/customer-refund-checks-overview) - [How to Issue Customer Refund Check](/docs/finance/banking/how-to-issue-customer-refund-check) - [Payments Overview](/docs/sales/payments-overview) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Customer Refund Checks Overview Source: https://www.paxerp.com/docs/finance/banking/customer-refund-checks-overview The Customer Refund Checks screen is used to issue refund checks for customers with refundable credit balances. ## On this page - What this screen is for - Screen path - Refundable customers - Check amount selection - Needs review - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Customer Refund Checks` when a customer has available credit in PAX and the correct action is to pay that credit back by check. Do not use this screen to correct ordinary invoice payment mistakes, clear open invoices, or force customer credit to match. Review customer payment and credit history before issuing a refund check. ## Screen path Dashboard > Finance > Banking > Customer Refund Checks The modal title is `Issue Customer Refund Checks`. ## Refundable customers The screen lists customers with refundable balances available. PAX calculates the refundable balance as the lesser of: - Customer credit balance. - Total unlinked customer payment balance. Only customers with a refundable amount greater than the system tolerance appear in the list. The list shows: | Column | What it shows | |---|---| | Select | Checkbox used to select the customer for a refund check. | | `Customer` | Customer code and customer name. | | `Refundable Balance` | Amount available to refund. | | `Accounting Balance` | Customer credit balance in PAX. | | `Check Amount` | Refund amount to issue for the selected customer. | ## Check amount selection When customers load, `Check Amount` defaults to the refundable balance. Users can select one or more customers and adjust each selected check amount. PAX requires each selected amount to be greater than zero and not greater than the customer's refundable balance. Select `Issue Checks` to issue the selected refund checks. ## Needs review PAX shows `Needs review` when the customer credit balance and the unlinked customer payment balance differ by more than the allowed tolerance. Do not issue a refund check for a customer marked `Needs review` until the difference has been investigated. That warning means the customer credit balance and underlying unlinked credit rows may not agree closely enough. ## What happens behind the scenes Opening the Customer Refund Checks screen does not change records. When the screen loads, PAX finds customers with unlinked payment credit and compares those rows to the customer credit balance. When `Issue Checks` is selected, PAX processes each selected customer separately. For each refund check, PAX: - Validates that the amount is greater than zero. - Validates that the amount does not exceed the refundable balance. - Posts the `return_issue_check` GL transaction. - Uses a refund-check reference beginning with `REFCHK`. - Consumes unlinked customer credit rows in first-in, first-out order. - Splits or updates remaining credit when only part of a credit row is used. - Updates customer credit balance behavior so refunded credit is no longer available. After successful processing, the screen refreshes the customer list. ## Troubleshooting ### No customers are listed **Likely cause:** No customers currently have refundable unlinked credit balances. **Safe fix:** Review customer payment history and customer credit detail only if you expected a refund balance to appear. **Contact support if:** A customer has confirmed unlinked credit but does not appear. ### Amount exceeds refundable balance **Likely cause:** The entered check amount is greater than the lower of the customer credit balance and unlinked payment balance. **Safe fix:** Reduce the check amount to the displayed refundable balance or investigate the customer's credit detail. **Contact support if:** The refundable balance shown by PAX appears wrong. ### A customer is marked Needs review **Likely cause:** Customer credit balance and unlinked payment balance do not match closely enough. **Safe fix:** Review the customer credit, unlinked payments, return credits, and payment history before issuing the refund. **Contact support if:** The mismatch cannot be explained from customer history. ## Related docs - [Banking Overview](/docs/finance/banking-overview) - [How to Issue Customer Refund Check](/docs/finance/banking/how-to-issue-customer-refund-check) - [Bank Reconciliation Overview](/docs/finance/banking/bank-reconciliation-overview) - [How to Reconcile Bank Statement](/docs/finance/banking/how-to-reconcile-bank-statement) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment Without Invoice](/docs/sales/how-to-log-payment-without-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # How to Issue Customer Refund Check Source: https://www.paxerp.com/docs/finance/banking/how-to-issue-customer-refund-check Use this workflow to issue a refund check for customer credit that should be paid back. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Customer Refund Checks` when a customer's available credit should be refunded by check instead of applied to an invoice. Do not issue a refund check if the customer credit is still being investigated, should be applied to an open invoice, or is marked `Needs review`. ## Before you start Confirm: - The customer credit is valid. - The customer does not want the credit applied to an invoice. - The refund amount is approved. - The customer is not marked `Needs review`, or the review has been completed. - The refund should be handled as a check through Banking. ## Screen path Dashboard > Finance > Banking > Customer Refund Checks ## Steps 1. Open `Customer Refund Checks`. 2. Review the customer list. 3. Find the customer to refund. 4. Compare `Refundable Balance` and `Accounting Balance`. 5. If the customer shows `Needs review`, stop and investigate the credit before continuing. 6. Select the checkbox for the customer. 7. Review `Check Amount`. 8. Change `Check Amount` if the refund should be less than the full refundable balance. 9. Repeat for any other approved customer refund checks. 10. Select `Issue Checks`. 11. Confirm the success message. 12. Confirm the customer no longer appears for the refunded amount, or that only the remaining refundable balance appears. ## What happens behind the scenes When customers load, PAX compares customer credit balance to unlinked payment credit and shows the refundable amount. When `Issue Checks` is selected, PAX sends one refund request for each selected customer. For each refund, PAX: - Validates that the amount is positive. - Blocks amounts greater than the refundable balance. - Posts the `return_issue_check` GL transaction. - Creates a refund-check reference beginning with `REFCHK`. - Consumes unlinked customer credit rows in first-in, first-out order. - Splits or leaves remaining credit when the refund uses only part of an available credit row. - Updates the customer credit balance so refunded credit cannot be reused. ## Troubleshooting ### The customer is not listed **Likely cause:** PAX does not see a refundable unlinked credit balance for that customer. **Safe fix:** Review the customer's payment and credit history. If the credit should be applied to an invoice, use the customer payment workflow instead of refund checks. **Contact support if:** Customer Detail shows refundable credit but the customer does not appear. ### PAX blocks the check amount **Likely cause:** The amount is zero, negative, or greater than the customer's refundable balance. **Safe fix:** Enter an amount greater than zero and no more than `Refundable Balance`. **Contact support if:** The displayed refundable balance is not correct. ### I issued a refund check by mistake **Likely cause:** The wrong customer was selected or the wrong amount was entered. **Safe fix:** Do not create a new offsetting payment without review. Contact the finance owner or support so the correction preserves customer credit and accounting history. **Contact support if:** The refund affected bank reconciliation, customer credit, or customer statement history. ## Related docs - [Customer Refund Checks Overview](/docs/finance/banking/customer-refund-checks-overview) - [Banking Overview](/docs/finance/banking-overview) - [Bank Reconciliation Overview](/docs/finance/banking/bank-reconciliation-overview) - [How to Reconcile Bank Statement](/docs/finance/banking/how-to-reconcile-bank-statement) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Payments Overview](/docs/sales/payments-overview) - [How to Log Payment](/docs/sales/how-to-log-payment) - [How to Log Payment Without Invoice](/docs/sales/how-to-log-payment-without-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # CC Expenses Overview Source: https://www.paxerp.com/docs/finance/credit-cards/cc-expenses-overview The CC Expenses screen is used to record and review individual company credit card expenses and refunds. ## On this page - What this screen is for - Screen path - Expense list - New expense - Expense detail - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `CC Expenses` when a known credit card charge or refund should be recorded directly in PAX. If the activity is being imported from a full credit card statement, use [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) instead. Statement reconciliation can bulk-record unmatched statement lines as CC expenses and link those lines to the created records. ## Screen path Dashboard > Finance > Credit Cards > CC Expenses ## Expense list The list defaults from the first day of the current month through today. Users can change: | Filter | Use | |---|---| | `From` | Start date for listed expenses. | | `To` | End date for listed expenses. | The table shows: | Column | What it shows | |---|---| | `Card` | Selected credit card, if one was chosen. | | `Date` | Expense date. | | `Payee` | Payee or merchant, if entered. | | `Description` | Expense description. | | `Account` | Expense account and account number. | | `Amount` | Expense amount. Refunds are shown as refund-style amounts. | | `Receipt` | Whether a receipt is attached. | Select a row to open expense detail. ## New expense Select `New Expense` to record a charge or refund. The form includes: | Field | Notes | |---|---| | `Credit Card` | Optional active credit card selection. | | `Refund / Credit` | Check this when the entry is a refund or credit instead of a normal charge. | | `Expense Date` | Required date for the card activity. | | `Description` | Required description. | | `Amount` | Required amount greater than zero. Enter the absolute amount; use `Refund / Credit` for refund direction. | | `Expense Account` | Required expense account. | | `Payee` | Optional payee or merchant. | | `Receipt` | Optional JPG, PNG, or PDF attachment. | The form shows `GL Posting Preview` before saving. For a normal expense, the preview shows: - Debit selected expense account. - Credit GL 2020, CC Payable. For a refund or credit, the preview shows: - Debit GL 2020, CC Payable. - Credit selected expense account. ## Expense detail Expense detail shows card, date, amount, payee, account, and description. If a receipt was attached: - Image receipts display in the detail view. - PDF receipts are available as a download link. ## What happens behind the scenes Opening the CC Expenses screen does not change records. When `Save Expense` is selected, PAX: - Validates description, amount, and expense account. - Requires amount to be greater than zero. - Verifies the selected expense account exists. - Stores expense date, description, amount, expense account, payee, optional receipt data, optional receipt MIME type, optional card, refund flag, and user. - Uses the configured CC expense posting trigger to create the related GL activity. CC Expenses does not provide normal edit or delete actions from the list. If an expense was recorded incorrectly, do not enter a duplicate offset unless that correction path has been approved. ## Troubleshooting ### Save Expense is disabled **Likely cause:** Description, amount, or expense account is missing. **Safe fix:** Complete the required fields and confirm the amount is greater than zero. **Contact support if:** Required fields are complete but the form still will not save. ### The credit card is missing **Likely cause:** The card has not been configured or is inactive. **Safe fix:** Review [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) before recording activity without a card. **Contact support if:** The card is active in settings but does not appear in Finance. ### A receipt will not attach **Likely cause:** The file is not a supported JPG, PNG, or PDF file. **Safe fix:** Attach a supported receipt file. **Contact support if:** A supported file still cannot be saved. ## Related docs - [Credit Cards Overview](/docs/finance/credit-cards-overview) - [How to Record Credit Card Expense](/docs/finance/credit-cards/how-to-record-credit-card-expense) - [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) - [How to Manage Credit Card Statement](/docs/finance/credit-cards/how-to-manage-credit-card-statement) - [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) - [How to Manage Credit Cards](/docs/system-settings/accounting/how-to-manage-credit-cards) ## Feedback Was this page helpful? Tell us what was unclear. # How to Record Credit Card Expense Source: https://www.paxerp.com/docs/finance/credit-cards/how-to-record-credit-card-expense Use this workflow to record a company credit card charge, refund, or credit directly in PAX. ## On this page - When to use this workflow - Before you start - Screen path - Steps - Refunds and credits - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `CC Expenses` when you have a single card transaction that should be recorded directly. Use [How to Manage Credit Card Statement](/docs/finance/credit-cards/how-to-manage-credit-card-statement) when the activity is coming from a statement import and should be matched or bulk-recorded during statement reconciliation. ## Before you start Confirm: - The expense date is known. - The amount is known. - The correct expense account is known. - The card is configured in PAX if card-level tracking is needed. - The payee or merchant is known, if your company records it. - The receipt is available as JPG, PNG, or PDF when one should be attached. - Refunds and credits are marked with the `Refund / Credit` checkbox instead of entering a negative amount. ## Screen path Dashboard > Finance > Credit Cards > CC Expenses > New Expense ## Steps 1. Open `CC Expenses`. 2. Select `New Expense`. 3. Select `Credit Card` if the expense should be tied to a configured card. 4. Leave `Refund / Credit` unchecked for a normal charge. 5. Enter `Expense Date`. 6. Enter `Description`. 7. Enter `Amount`. 8. Select `Expense Account`. 9. Enter `Payee` when useful. 10. Attach `Receipt` when available. 11. Review `GL Posting Preview`. 12. Select `Save Expense`. 13. Confirm the entry appears in the CC Expenses list. ## Refunds and credits Use `Refund / Credit` when the card activity reduces the credit card payable balance instead of increasing it. For refunds and credits: 1. Select `New Expense`. 2. Select the card when applicable. 3. Check `Refund / Credit`. 4. Enter the refund date, description, amount, expense account, payee, and receipt as needed. 5. Review the GL preview. PAX should show debit GL 2020 and credit the selected expense account. 6. Select `Save Expense`. Enter the refund amount as a positive number. The checkbox controls the accounting direction. ## What happens behind the scenes When `Save Expense` is selected, PAX: - Validates required fields. - Requires the amount to be greater than zero. - Confirms the selected expense account exists. - Saves the expense or refund record. - Stores receipt content and MIME type when a receipt is attached. - Uses CC expense posting automation to create the related GL activity. Normal expenses debit the selected expense account and credit GL 2020. Refunds and credits debit GL 2020 and credit the selected expense account. ## Troubleshooting ### The expense account is missing **Likely cause:** The account is not available as an expense account in PAX. **Safe fix:** Confirm the correct account with the finance owner before selecting a different account. **Contact support if:** The account exists in the chart of accounts but does not appear in the list. ### I recorded a refund as a normal expense **Likely cause:** `Refund / Credit` was not selected. **Safe fix:** Do not enter another record until the finance owner or support confirms the safest correction. **Contact support if:** The incorrect entry has already affected GL 2020 or statement reconciliation. ### The receipt is wrong or missing **Likely cause:** The wrong file was selected or no file was attached. **Safe fix:** Review the expense detail. If the saved receipt is wrong, contact the finance owner or support for the approved correction path. **Contact support if:** A supported receipt file cannot be attached. ## Related docs - [CC Expenses Overview](/docs/finance/credit-cards/cc-expenses-overview) - [Credit Cards Overview](/docs/finance/credit-cards-overview) - [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) - [How to Manage Credit Card Statement](/docs/finance/credit-cards/how-to-manage-credit-card-statement) - [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) - [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Credit Card Management Overview Source: https://www.paxerp.com/docs/finance/credit-cards/credit-card-management-overview The Credit Card Management screen is used to pay down credit cards, create credit card statements, import statement lines, match GL 2020 activity, record unmatched card expenses, and reconcile statements. ## On this page - What this screen is for - Screen path - Management dashboard - Card payments - New statements - Statement reconciliation - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Credit Card Management` when finance needs to manage credit card payable activity after transactions have been recorded or imported. Use [CC Expenses Overview](/docs/finance/credit-cards/cc-expenses-overview) for direct single-expense entry. Use Credit Card Management for pay-downs and statement reconciliation. ## Screen path Dashboard > Finance > Credit Cards > Credit Card Management ## Management dashboard The dashboard shows `Total CC Payable (GL 2020)`, `Make Payment`, `New Statement`, and recent statements. Recent statements show: | Column | What it shows | |---|---| | `Card` | Credit card label. | | `Period` | Statement period start and end. | | `Closing Balance` | Statement closing balance. | | `Status` | Statement status, such as `draft`, `in_progress`, or `reconciled`. | | `Due Date` | Due date if entered. | | `Lines` | Line count or unmatched line count. | Select a statement row to open statement reconciliation. ## Card payments Select `Make Payment` to record a pay-down of a credit card balance. The form includes: | Field | Notes | |---|---| | `Card` | Required active card. | | `Payment Date` | Payment date. | | `Amount` | Required amount greater than zero. | | `Payment Method` | `ACH`, `Check`, `Wire Transfer`, or `EFT`. | | `Reference` | Optional check number, ACH reference, wire reference, or similar reference. | | `Notes` | Optional notes. | The GL preview shows debit GL 2020 and credit GL 1000. ## New statements Select `New Statement` to create a credit card statement. The form includes: | Field | Notes | |---|---| | `Card` | Required active card. | | `Period Start` | Required statement period start. | | `Period End` | Required statement period end. | | `Opening Balance` | Required opening balance from the statement. | | `Closing Balance` | Required closing balance from the statement. | | `Statement Date` | Optional statement date. | | `Due Date` | Optional due date. | | `Minimum Payment` | Optional minimum payment. | After the statement is created, PAX opens the reconciliation view for that statement. ## Statement reconciliation The reconciliation view shows statement header information, statement line status counts, imported statement lines, and unmatched GL 2020 book entries for the selected card. Users can: - Import statement lines from CSV, TSV, or TXT. - Review import confirmation totals for charges, credits, and net amount. - Use `Auto-Match` to match statement lines to existing GL 2020 entries. - Expand a statement line to see posting date, category, city/state, cardholder, line type, and notes. - Click a book entry to manually match it to a selected unmatched statement line. - Assign GL accounts to unmatched statement lines. - Use `Record All Assigned` to create CC expense records from assigned unmatched lines. - Exclude a line with an optional reason. - Un-exclude an excluded line. - Select `Reconcile Statement` when no unmatched lines remain. Statement line statuses include: | Status | Meaning | |---|---| | `unmatched` | Statement line still needs matching, recording, or exclusion. | | `matched` | Statement line is linked to an existing GL 2020 book entry. | | `recorded` | Statement line was used to create a CC expense record. | | `excluded` | Statement line was intentionally excluded from reconciliation. | The statement import parser rejects files that contain multiple cardholders, multiple account numbers, an account last-four mismatch, or transaction dates outside the statement period. ## What happens behind the scenes Opening Credit Card Management does not change records. When `Make Payment` is saved, PAX validates the card, amount, and payment method, then creates a credit card payment record. The payment posting flow reduces GL 2020 and credits GL 1000. When a statement is created, PAX stores the card, period dates, balances, statement date, due date, minimum payment, notes, and user. When statement lines are imported, PAX creates statement line records and moves a `draft` statement to `in_progress`. When `Auto-Match` is used, PAX looks for unmatched GL 2020 book entries for the statement card and period window. It matches by amount and prefers card-specific entries when possible. When `Record All Assigned` is used, PAX creates CC expense records for assigned unmatched statement lines and marks those lines `recorded`. When a line is excluded, PAX stores the excluded status and note. Reconciled statements cannot be modified through normal line actions. When `Reconcile Statement` is selected, PAX allows reconciliation only when no `unmatched` lines remain. The statement is then marked `reconciled`. ## Troubleshooting ### No cards are available **Likely cause:** No active credit cards are configured. **Safe fix:** Review [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview). **Contact support if:** Active cards exist in settings but do not appear here. ### CSV import fails **Likely cause:** The file does not match the expected card, cardholder, account, date range, or transaction format. **Safe fix:** Confirm the file belongs to the selected card and statement period. Use a clean CSV, TSV, or TXT export from the card provider. **Contact support if:** The statement export is correct but PAX rejects it. ### Reconcile Statement is not available **Likely cause:** One or more statement lines are still `unmatched`. **Safe fix:** Match, record, or exclude every unmatched line before reconciling. **Contact support if:** All lines appear resolved but PAX still says unmatched lines remain. ## Related docs - [Credit Cards Overview](/docs/finance/credit-cards-overview) - [How to Manage Credit Card Statement](/docs/finance/credit-cards/how-to-manage-credit-card-statement) - [CC Expenses Overview](/docs/finance/credit-cards/cc-expenses-overview) - [How to Record Credit Card Expense](/docs/finance/credit-cards/how-to-record-credit-card-expense) - [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) - [How to Manage Credit Cards](/docs/system-settings/accounting/how-to-manage-credit-cards) - [Bank Reconciliation Overview](/docs/finance/banking/bank-reconciliation-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Manage Credit Card Statement Source: https://www.paxerp.com/docs/finance/credit-cards/how-to-manage-credit-card-statement Use this workflow to create, import, resolve, and reconcile a credit card statement in PAX. ## On this page - When to use this workflow - Before you start - Screen path - Record a card payment - Create a statement - Import statement lines - Resolve statement lines - Reconcile the statement - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Credit Card Management` when a credit card statement needs to be reconciled or when a card balance needs to be paid down. Use [How to Record Credit Card Expense](/docs/finance/credit-cards/how-to-record-credit-card-expense) for direct entry of a known individual card expense outside the statement reconciliation workflow. ## Before you start Confirm: - The card is configured and active in PAX. - Statement period start and end are known. - Opening balance and closing balance are known. - Due date and minimum payment are available if your company tracks them. - The statement export is available as CSV, TSV, or TXT. - The export belongs to the selected card and statement period. - Any unmatched lines that need to be recorded have approved GL expense accounts. ## Screen path Dashboard > Finance > Credit Cards > Credit Card Management ## Record a card payment Use `Make Payment` when the company pays down a credit card balance. 1. Open `Credit Card Management`. 2. Select `Make Payment`. 3. Select `Card`. 4. Confirm `Payment Date`. 5. Enter `Amount`. 6. Select `Payment Method`. 7. Enter `Reference` when available. 8. Enter `Notes` when helpful. 9. Review the GL preview. 10. Select `Record Payment`. PAX records the pay-down as debit GL 2020 and credit GL 1000. ## Create a statement 1. Open `Credit Card Management`. 2. Select `New Statement`. 3. Select `Card`. 4. Enter `Period Start`. 5. Enter `Period End`. 6. Enter `Opening Balance`. 7. Enter `Closing Balance`. 8. Enter `Statement Date`, `Due Date`, and `Minimum Payment` when available. 9. Select `Create Statement`. 10. PAX opens the reconciliation view for the new statement. ## Import statement lines 1. In the statement reconciliation view, select `Choose CSV File` or `+ Import CSV`. 2. Choose the card statement export. 3. Review the import confirmation showing line count, charges, credits, and net amount. 4. Confirm the import. PAX checks that the file belongs to the statement. It rejects imports with multiple cardholders, multiple account numbers, card last-four mismatch, or dates outside the statement period. ## Resolve statement lines Every statement line must be matched, recorded, or excluded before the statement can be reconciled. Use these options: | Option | When to use it | |---|---| | `Auto-Match` | Use when PAX should match imported lines to existing GL 2020 book entries by amount and date context. | | Manual match | Expand an unmatched line and select the correct GL 2020 book entry on the right. | | Assign GL account | Choose an expense account for unmatched lines that should become CC expense records. | | `Record All Assigned` | Create CC expense records for all unmatched lines that have GL accounts assigned. | | `Exclude` | Exclude a line that should not be matched or recorded, with a reason when helpful. | | `Un-exclude` | Return an excluded line to unmatched status. | Do not exclude a legitimate charge just to make the statement reconcilable. Exclusion should be an intentional reconciliation decision. ## Reconcile the statement 1. Review the `Line Status` summary. 2. Confirm `Unmatched` is zero. 3. Review matched, recorded, and excluded lines. 4. Select `Reconcile Statement`. 5. Confirm the statement status changes to `reconciled`. After reconciliation, normal statement-line modifications are blocked. ## What happens behind the scenes When a card payment is recorded, PAX creates a credit card payment record and posts the pay-down activity through GL 2020 and GL 1000. When a statement is created, PAX stores the statement header and opens the statement reconciliation workflow. When statement lines are imported, PAX creates statement line records and moves the statement from `draft` to `in_progress` when applicable. When lines are matched, PAX links them to existing GL 2020 book entries from CC expenses, vendor payments paid by credit card, credit card payments, or manual journal entries. When assigned lines are recorded, PAX creates CC expense records from those statement lines. Credits become refund-style CC expenses. The statement lines are marked `recorded` and linked to the created entries. When a statement is reconciled, PAX verifies that no statement lines remain `unmatched`, then marks the statement `reconciled`. ## Troubleshooting ### Import says the account does not match **Likely cause:** The statement export belongs to a different card than the PAX statement. **Safe fix:** Confirm the card last four in PAX and import the correct statement file. **Contact support if:** The card information is correct but PAX still rejects the file. ### Import says dates are outside the statement period **Likely cause:** The statement period in PAX does not match the CSV transaction or posting dates. **Safe fix:** Confirm the statement period and use the export for that exact statement. **Contact support if:** The provider export uses dates that should be accepted for the statement period. ### Auto-Match finds no matches **Likely cause:** Matching GL 2020 entries do not exist, amounts differ, dates are outside the match window, or the entries were already matched. **Safe fix:** Review the unmatched book entries and use manual matching or record assigned lines as CC expenses when appropriate. **Contact support if:** The expected GL 2020 book entry exists but cannot be matched. ### The statement cannot be reconciled **Likely cause:** At least one line remains `unmatched`. **Safe fix:** Match, record, or exclude every unmatched statement line. **Contact support if:** The summary says unmatched lines remain but none are visible. ## Related docs - [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) - [Credit Cards Overview](/docs/finance/credit-cards-overview) - [CC Expenses Overview](/docs/finance/credit-cards/cc-expenses-overview) - [How to Record Credit Card Expense](/docs/finance/credit-cards/how-to-record-credit-card-expense) - [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) - [How to Manage Credit Cards](/docs/system-settings/accounting/how-to-manage-credit-cards) - [Bank Reconciliation Overview](/docs/finance/banking/bank-reconciliation-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Journal Entries Overview Source: https://www.paxerp.com/docs/finance/gl-close/journal-entries-overview The Journal Entries screen is used to review journal entry lines and post new balanced manual journal entries. ## On this page - What this screen is for - Screen paths - Journal entry list - New journal entry form - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Journal Entries` when finance needs to review ledger postings or create a manual accounting entry that does not belong in a more specific PAX workflow. Use dedicated workflows first when the activity belongs to customer payments, vendor invoices, vendor payments, credit card expenses, bank reconciliation, depreciation posting, inventory movement, receiving, shipping, or production. Manual journal entries should be reserved for finance-approved adjustments. ## Screen paths - Dashboard > Finance > GL & Close > Journal Entries - Dashboard > Finance > Reports > Journal Entries Both paths open the same Journal Entries screen. This page is the canonical documentation for that shared screen. ## Journal entry list The screen opens to the journal entry list. The list shows journal entry lines, so a single journal entry appears once for each account line. The list includes: | Column | What it shows | |---|---| | `Date` | Posted date for the journal entry. | | `Reference` | Reference entered when the journal entry was posted. | | `Account` | GL account number on the line. | | `Description` | Account description. | | `Project` | Project ID on the line, or `-` when no project is assigned. | | `Debit` | Debit amount for the line, or `-`. | | `Credit` | Credit amount for the line, or `-`. | | `Created By` | User who created the journal entry. | The default list shows the latest entries. Use the search box to search by reference, account, account description, amount, date, project, or created-by user. ## New journal entry form Select `New Journal Entry` to open the entry form. The header fields are: | Field | Notes | |---|---| | `Reference` | Required. Maximum 50 characters. | | `Posted Date` | Required. Defaults to the current date. | Each journal entry starts with two lines. Each line includes: | Field | Notes | |---|---| | `Account` | Required active GL account. | | `Project` | Optional active project. Line 2 is automatically filled with the same project when a project is selected on line 1. | | `Debit` | Debit amount for the line. | | `Credit` | Credit amount for the line. | | `Remove` | Available only after the entry has more than two lines. | Use `Add Line` when the entry needs more than two accounts. The totals section shows total debits and total credits. The entry can be posted only when the totals balance. The current screen supports posting new journal entries. It does not provide a user-facing edit action for existing posted entries. ## What happens behind the scenes Opening Journal Entries does not change records. When the list loads, PAX reads journal entry headers, journal entry lines, account descriptions, project IDs, fiscal periods, and created-by users. When `Post Entry` is selected, PAX validates: - Reference and posted date are entered. - Each line has an account. - Each line has either a debit or credit amount. - Total debits equal total credits. - The posted date belongs to an open fiscal period. If no fiscal period is selected by the system, PAX finds the open fiscal period that contains the posted date. If no open period exists for that date, posting is blocked. After validation, PAX creates the journal entry header and line records. Lines can optionally carry a project ID for project reporting. ## Troubleshooting ### The entry will not post **Likely cause:** The entry is missing a reference, missing a posted date, missing a line account, has a line with no amount, or total debits do not equal total credits. **Safe fix:** Review every line and confirm the totals balance before selecting `Post Entry`. **Contact support if:** The entry is complete and balanced but still fails. ### PAX says no open fiscal period was found **Likely cause:** The posted date is outside all open fiscal periods, or the related fiscal period has already been closed. **Safe fix:** Confirm the posted date is correct. If the entry belongs in a closed period, follow the company's finance review process before changing the date or reopening anything. **Contact support if:** The date should belong to an open period but PAX blocks the entry. ### The same reference appears multiple times **Likely cause:** The list shows journal entry lines, not one row per journal entry header. **Safe fix:** Review the account, debit, credit, and project columns to see each line that belongs to the same reference. **Contact support if:** Lines appear duplicated beyond the expected journal entry detail. ## Related docs - [GL & Close Overview](/docs/finance/gl-close-overview) - [How to Create Journal Entry](/docs/finance/gl-close/how-to-create-journal-entry) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) - [Projects Overview](/docs/finance/gl-close/projects-overview) - [Depreciation Overview](/docs/finance/gl-close/depreciation-overview) - [Close Period Overview](/docs/finance/gl-close/close-period-overview) - [Finance Reports Overview](/docs/finance/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Create Journal Entry Source: https://www.paxerp.com/docs/finance/gl-close/how-to-create-journal-entry Use this workflow to post a balanced manual journal entry in PAX. ## On this page - Before you start - Screen path - Create the journal entry - What happens after posting - Troubleshooting - Related docs ## Before you start Confirm the entry is approved for manual posting and does not belong in another workflow. Use the dedicated PAX workflow when the activity is an invoice, customer payment, vendor invoice, vendor payment, credit card expense, bank reconciliation adjustment, depreciation posting, inventory adjustment, receiving transaction, shipment, or production transaction. You need: - Journal entry reference. - Posted date. - Accounts for each line. - Debit and credit amounts that balance. - Project ID, if project tracking applies. The posted date must belong to an open fiscal period. ## Screen path Dashboard > Finance > GL & Close > Journal Entries > New Journal Entry The same screen can also be opened from Dashboard > Finance > Reports > Journal Entries. ## Create the journal entry 1. Open `Journal Entries`. 2. Select `New Journal Entry`. 3. Enter `Reference`. 4. Confirm or change `Posted Date`. 5. On the first line, select the debit or credit account. 6. Select a `Project` if the line should be tracked to a finance project. 7. Enter either a debit amount or a credit amount. 8. Complete the second line with the offsetting account and amount. 9. Use `Add Line` if more accounts are needed. 10. Confirm `Total Debits` and `Total Credits` are equal. 11. Select `Post Entry`. If a project is selected on line 1, PAX automatically fills line 2 with the same project. Change or clear the project on any line if the project assignment should be different. ## What happens after posting PAX validates the entry before it saves anything. The entry must have a reference, posted date, account on each line, an amount on each line, and balanced debits and credits. PAX then finds an open fiscal period for the posted date. If the posted date is not in an open period, the entry is blocked. When posting succeeds, PAX creates the journal entry header and journal entry lines. The new entry appears in the Journal Entries list and in the [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) for the selected date range and account. ## Troubleshooting ### Total debits must equal total credits **Likely cause:** The debit and credit totals do not match. **Safe fix:** Review each line amount. Add, remove, or correct lines until the totals match. **Contact support if:** The totals appear equal on screen but PAX still rejects the entry. ### Each line must have an account and amount **Likely cause:** A line is missing an account, or a line has neither debit nor credit amount. **Safe fix:** Complete the missing line or remove the extra line if it is not needed. **Contact support if:** The line appears complete but still fails validation. ### No open fiscal period was found **Likely cause:** The posted date is outside open fiscal periods or belongs to a closed period. **Safe fix:** Confirm the correct accounting date. Do not change the date just to bypass a closed period without finance approval. **Contact support if:** The date should be open but PAX blocks posting. ## Related docs - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [GL & Close Overview](/docs/finance/gl-close-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) - [Projects Overview](/docs/finance/gl-close/projects-overview) - [Close Period Overview](/docs/finance/gl-close/close-period-overview) ## Feedback Was this page helpful? Tell us what was unclear. # General Ledger Overview Source: https://www.paxerp.com/docs/finance/gl-close/general-ledger-overview The General Ledger report shows account activity, opening balances, running balances, and ending balances for a selected date range. ## On this page - What this screen is for - Screen paths - Report controls - Report output - Copy for Excel - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `General Ledger` to review detailed accounting activity by account. The report is read-only. It does not post entries, close periods, or change balances. Use [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) when a finance-approved manual entry needs to be posted. ## Screen paths - Dashboard > Finance > GL & Close > General Ledger - Dashboard > Finance > Reports > General Ledger Both paths open the same General Ledger report. This page is the canonical documentation for that shared report. ## Report controls The report opens with: - `Start Date`, defaulted to one month before the current date. - `End Date`, defaulted to the current date. - `Account`, defaulted to `All Accounts`. - `Generate Report`. Select a specific account to run the report for one account, or leave `All Accounts` selected to include all accounts with opening balances or activity in the selected period. `Start Date` and `End Date` are required. ## Report output After `Generate Report` is selected, PAX groups the report by account. Each account section shows: - Account number. - Account description. - Account type. - Opening balance. - Journal entry activity. - Ending balance. The activity table includes: | Column | What it shows | |---|---| | `Date` | Journal entry posted date. | | `Reference` | Journal entry reference. | | `JE #` | Journal entry ID. | | `Debit` | Debit amount for the line, or `-`. | | `Credit` | Credit amount for the line, or `-`. | | `Balance` | Running account balance after the line. | | `Project` | Project ID on the line, or `-`. | | `Created By` | User who created the entry. | For Asset and Expense accounts, debits increase the running balance and credits decrease it. For Liability, Equity, and Revenue accounts, credits increase the running balance and debits decrease it. If the ending fiscal period is still open, PAX shows that ending balances are preliminary. Treat preliminary balances as subject to change until the period is closed. ## Copy for Excel After the report is generated, select `Copy for Excel` to copy tab-separated report data to the clipboard. The copied data includes account, description, type, date, reference, JE number, debit, credit, running balance, project, and created-by user. Copying for Excel does not change records. ## What happens behind the scenes Opening General Ledger does not change records. When the report is generated, PAX: - Finds the fiscal period that contains the start date. - Reads opening balances for that period. - Adds any activity between the fiscal period start and the report start date to calculate the report opening balance. - Reads journal entry lines between the selected start and end dates. - Groups activity by account. - Calculates running balances using the account type. - Checks whether the ending period is open or closed. The report includes accounts with opening balances even when they have no activity in the selected date range. ## Troubleshooting ### The report will not run **Likely cause:** Start date or end date is missing. **Safe fix:** Enter both dates and select `Generate Report`. **Contact support if:** Dates are entered but the report still fails. ### No transactions appear **Likely cause:** No journal entry lines match the selected date range and account. **Safe fix:** Confirm the date range, account selection, and posted dates on the expected entries. **Contact support if:** Entries are visible in Journal Entries but missing from the General Ledger for the same dates and accounts. ### Ending balances are preliminary **Likely cause:** The report end date belongs to an open fiscal period. **Safe fix:** Use the report for review, but wait for period close before treating the balance as final. **Contact support if:** A closed period still appears preliminary. ## Related docs - [GL & Close Overview](/docs/finance/gl-close-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [How to Create Journal Entry](/docs/finance/gl-close/how-to-create-journal-entry) - [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) - [Projects Overview](/docs/finance/gl-close/projects-overview) - [Close Period Overview](/docs/finance/gl-close/close-period-overview) - [Finance Reports Overview](/docs/finance/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Chart of Accounts Overview Source: https://www.paxerp.com/docs/finance/gl-close/chart-of-accounts-overview The Finance Chart of Accounts screen is used to search and review account numbers, descriptions, account types, and account status. ## On this page - What this screen is for - Screen paths - Account list - Search - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Chart of Accounts` in Finance when you need a quick read-only view of accounts available to finance workflows and reports. This is not the account maintenance screen. Add accounts, edit descriptions, edit type details, activate accounts, and deactivate accounts from the System Settings accounting screen. ## Screen paths - Dashboard > Finance > GL & Close > Chart of Accounts - Dashboard > Finance > Reports > Chart of Accounts Both paths open the same Finance Chart of Accounts screen. This page is the canonical documentation for that shared read-only screen. ## Account list The list shows: | Column | What it shows | |---|---| | `Account Number` | GL account number. | | `Description` | Account description. | | `Type` | Account type, such as Asset, Liability, Equity, Revenue, or Expense. | | `Status` | Account status shown by the screen. | In normal finance use, this screen loads the active chart of accounts used by account selectors and reports. ## Search Use the search field to filter by: - Account number. - Description. - Account type. - Status text. The search runs inside the loaded list. It does not add, edit, activate, or deactivate accounts. ## What happens behind the scenes Opening the Finance Chart of Accounts screen does not change records. PAX reads chart of accounts records and displays account number, description, type, and status. This same account setup is used throughout finance workflows, reports, depreciation setup, journal entry account selection, and GL reporting. Account maintenance is handled separately in System Settings so account setup changes are controlled outside the reporting view. ## Troubleshooting ### An account is missing from the Finance list **Likely cause:** The account is inactive or not configured for normal finance selection. **Safe fix:** Review account setup in [System Settings Chart of Accounts Overview](/docs/system-settings/accounting/chart-of-accounts-overview). **Contact support if:** The account is active in settings but does not appear where expected. ### I cannot edit an account here **Likely cause:** This Finance screen is read-only. **Safe fix:** Use the System Settings accounting screen for account maintenance. **Contact support if:** You need account maintenance access and the settings screen is unavailable. ## Related docs - [GL & Close Overview](/docs/finance/gl-close-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [Depreciation Overview](/docs/finance/gl-close/depreciation-overview) - [Finance Reports Overview](/docs/finance/reports-overview) - [System Settings Chart of Accounts Overview](/docs/system-settings/accounting/chart-of-accounts-overview) - [How to Manage Chart of Accounts](/docs/system-settings/accounting/how-to-manage-chart-of-accounts) ## Feedback Was this page helpful? Tell us what was unclear. # Projects Overview Source: https://www.paxerp.com/docs/finance/gl-close/projects-overview The Projects Management screen is used to maintain finance project tracking records that can be assigned to journal entry lines. ## On this page - What this screen is for - Screen path - Project list - Create new project - Edit or archive project - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Projects` when finance needs project IDs for GL tracking and project reporting. Active projects are available in the project selector on manual journal entry lines. Inactive or archived projects remain in history, but they are not offered as active selections in new journal entry lines. ## Screen path Dashboard > Finance > GL & Close > Projects ## Project list The list shows: | Column | What it shows | |---|---| | `Project ID` | Project identifier used on journal entry lines. | | `Name` | Project name. | | `Description` | Optional project description. | | `Status` | `Active` or `Inactive`. | | `Actions` | Edit, and Archive when the project is active. | Select `Create New Project` to add a new project. ## Create new project The create form includes: | Field | Notes | |---|---| | `Project ID` | Required. Maximum 20 characters. This becomes the project identifier. | | `Name` | Required. Maximum 100 characters. | | `Description` | Optional. | Select `Create` to save the project. New projects are created as active. ## Edit or archive project Select `Edit` to update an existing project. The edit form allows the name, description, and `Active` flag to be changed. `Project ID` is locked while editing so historical journal entry lines keep their project reference. Select `Archive` to mark an active project inactive. PAX asks for confirmation before archiving. ## What happens behind the scenes Opening Projects does not change records. When a project is created, PAX stores the project ID, name, description, and active status. When a project is edited, PAX updates the name, description, and active status. The project ID is not changed. When a project is archived, PAX marks it inactive. Historical journal entry lines that already reference the project remain intact. ## Troubleshooting ### A project does not appear in the journal entry project list **Likely cause:** The project is inactive or archived. **Safe fix:** Open Projects, edit the project, and confirm whether `Active` should be checked. **Contact support if:** The project is active but does not appear in journal entry forms. ### Project ID already exists **Likely cause:** Another project already uses the same project ID. **Safe fix:** Use a unique project ID for the new project, or edit the existing project if it represents the same work. **Contact support if:** You cannot find the existing project but PAX says the ID already exists. ### Project ID cannot be changed **Likely cause:** Project ID is locked after creation to protect historical references. **Safe fix:** Update the project name or description if the meaning needs clarification. Create a new project only when a separate tracking ID is truly needed. **Contact support if:** A project ID was created incorrectly and needs a data correction. ## Related docs - [GL & Close Overview](/docs/finance/gl-close-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [How to Create Journal Entry](/docs/finance/gl-close/how-to-create-journal-entry) - [Project Activity Report Overview](/docs/finance/reports/project-activity-report-overview) - [Project Summary Report Overview](/docs/finance/reports/project-summary-report-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Depreciation Overview Source: https://www.paxerp.com/docs/finance/gl-close/depreciation-overview The Depreciation Assets screen is used to create depreciation assets and review depreciation schedules. ## On this page - What this screen is for - Screen path - Asset list - Create new asset - Depreciation schedule - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Depreciation` to maintain the asset records PAX uses for monthly depreciation posting. This screen creates and reviews depreciation assets. Monthly depreciation journal entries are posted from [Close Period Overview](/docs/finance/gl-close/close-period-overview) under Month-End Closing. The current screen does not provide user-facing edit, delete, or archive actions for existing depreciation assets. ## Screen path Dashboard > Finance > GL & Close > Depreciation ## Asset list The asset list shows active depreciation assets. | Column | What it shows | |---|---| | `Asset Name` | Name entered for the asset. | | `Category` | Asset category. | | `Purchase Date` | Purchase date entered for the asset. | | `Cost` | Asset cost. | | `Monthly Depr.` | Calculated monthly depreciation amount. | | `Start Date` | First month/date depreciation can begin. | | `End Date` | Calculated end date for the depreciation schedule. | | `Total Depr.` | Accumulated depreciation based on posted depreciation months. | | `Book Value` | Cost less accumulated depreciation based on posted months. | | `Status` | `Active` or `Fully Depreciated`, based on the depreciation schedule dates. | | `Actions` | `Schedule` opens the month-by-month depreciation schedule. | Select `Create New Asset` to add a depreciation asset. ## Create new asset The create form includes: | Field | Notes | |---|---| | `Asset Name` | Required. Maximum 100 characters. | | `Category` | Required. Manufacturing Equipment, Furniture & Office Equipment, Vehicles, or Building. | | `Purchase Date` | Required. | | `Cost` | Required amount greater than zero. | | `Useful Life (Years)` | Required number greater than zero. The screen allows half-year increments. | | `Start Depreciation Date` | Required. Cannot be before the purchase date. | | `Asset GL Account` | Required Asset account. | | `Accumulated Depreciation GL Account` | Required Asset account. | | `Depreciation Expense GL Account` | Required Expense account. | PAX calculates: | Calculated field | How it is used | |---|---| | `End Depreciation Date` | Last date/month in the schedule. | | `Total Months` | Useful life in years multiplied by 12, rounded up to whole months. | | `Monthly Depreciation Amount` | Cost divided by total months. | Select `Create Asset` to save the asset. ## Depreciation schedule Select `Schedule` on an asset row to view the depreciation schedule. The schedule shows: | Column | What it shows | |---|---| | `Month` | Schedule month in `YYYY-MM` format. | | `Monthly Depreciation` | Depreciation amount for that month. | | `Accumulated Depreciation` | Total depreciation through that month. | | `Net Book Value` | Remaining book value after that month. | | `Posted` | `Yes` when depreciation has been posted for that asset and month. | The final month can use a slightly adjusted amount so the schedule fully depreciates the asset without a rounding remainder. ## What happens behind the scenes Opening Depreciation reads active depreciation asset records and related posted depreciation counts. When an asset is created, PAX validates the required fields, validates category, confirms cost and useful life are positive, confirms the depreciation start date is not before the purchase date, and confirms the selected GL accounts exist with the correct account types. PAX then stores the asset, calculated total months, monthly depreciation amount, and end depreciation date. When a schedule is opened, PAX generates the month-by-month schedule from the asset setup and marks months as posted when matching depreciation journal entries already exist. Monthly depreciation posting is run from Month-End Closing. It creates one journal entry per eligible asset for the selected month, debiting the asset's depreciation expense account and crediting the asset's accumulated depreciation account. PAX skips assets that already have depreciation posted for that month. ## Troubleshooting ### Create Asset fails **Likely cause:** A required field is missing, cost or useful life is not greater than zero, start depreciation date is before purchase date, or a selected GL account has the wrong account type. **Safe fix:** Review every required field and confirm the asset, accumulated depreciation, and depreciation expense accounts are correct. **Contact support if:** The account setup appears correct but PAX rejects the asset. ### A month shows `No` in the schedule **Likely cause:** Monthly depreciation has not been posted for that asset and month. **Safe fix:** Review Month-End Closing before posting depreciation. Do not create a manual journal entry unless finance has determined the normal posting workflow cannot be used. **Contact support if:** Depreciation was posted but the schedule still shows `No`. ### An asset was created with incorrect setup **Likely cause:** The current screen does not provide user-facing edit or delete actions for depreciation assets. **Safe fix:** Do not create duplicate assets without finance review. Confirm whether any depreciation has already been posted. **Contact support if:** An asset setup correction is required. ## Related docs - [GL & Close Overview](/docs/finance/gl-close-overview) - [Close Period Overview](/docs/finance/gl-close/close-period-overview) - [How to Close Period](/docs/finance/gl-close/how-to-close-period) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Close Period Overview Source: https://www.paxerp.com/docs/finance/gl-close/close-period-overview The Close Period menu opens month-end, quarter-end, and year-end close options. ## On this page - What this screen is for - Screen path - Closing type menu - Month-End Closing - Quarter-End Closing - Year-End Closing - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Close Period` for controlled finance close activities. Month-End Closing runs operational month-end routines. Quarter-End Closing is the current workflow that finalizes fiscal balances, seeds the next fiscal period, and locks the selected period against new journal entries. Year-End Closing is visible in the menu but is not implemented yet. ## Screen path Dashboard > Finance > GL & Close > Close Period ## Closing type menu Close Period opens `Select Closing Type`. | Option | Current behavior | |---|---| | `Month-End Closing` | Opens customer activity review, monthly depreciation posting, and inventory average monthly usage recalculation. | | `Quarter-End Closing` | Opens fiscal period close preview and close action. | | `Year-End Closing` | Opens a message that the feature is not yet implemented. | ## Month-End Closing Month-End Closing defaults customer activity and inventory average monthly usage to the prior calendar month. The screen does not provide one single "close month" action. It provides separate month-end routines. ### Customer Activity Review Customer Activity Review analyzes customer active/inactive status using order and invoice activity through the final day of the prior calendar month. The screen includes: - `Inactivity Period (months)`, defaulted to 36. - `Analyze Customer Activity`. - Analysis results with active customers, new customers in the closing month, customers to deactivate, customers to activate, churn rate, total customers evaluated, and customers missing a Customer Since date. - `Update Customer Status` after analysis results are shown. The churn rate formula shown on screen is: ```text Customers Being Deactivated / (Active Customers - New Customers in Closing Month) x 100 ``` ### Monthly Depreciation Posting Monthly Depreciation Posting posts monthly depreciation journal entries for all eligible active depreciation assets. The user selects the month to post in `YYYY-MM` format, then selects `Post Monthly Depreciation`. Successful posting shows the selected month, journal entry count, total amount, assets posted, and any assets skipped because they were already posted for that month. ### Inventory Average Monthly Usage Inventory Average Monthly Usage recalculates average monthly usage for all active parts based on the 12 completed months ending with the closing month. Select `Recalculate Average Monthly Usage` to update inventory forecasting and reorder point inputs. ## Quarter-End Closing Quarter-End Closing loads open fiscal periods and defaults to the most recently ended open period when one exists. The preview shows: - Period being closed. - Number of accounts included. - Next fiscal period that will receive opening balances. - Closing balance totals by account type. - Bank reconciliation warnings, when applicable. Closing the period locks it against new journal entries and carries account balances forward as opening balances for the next period. PAX blocks close when a bank reconciliation is in progress for the selected period. PAX also requires the next fiscal period to exist before closing. ## Year-End Closing Year-End Closing is visible in the menu, but the current screen displays that the feature is not yet implemented. ## What happens behind the scenes Opening Close Period does not change records. | Action | System effect | |---|---| | `Analyze Customer Activity` | Reviews customer activity through the closing month and records churn analytics for the analysis date. | | `Update Customer Status` | Updates customer active/inactive flags based on the analysis rules. | | `Post Monthly Depreciation` | Creates depreciation journal entries for eligible assets that have not already been posted for the selected month. | | `Recalculate Average Monthly Usage` | Updates average monthly usage for active inventory parts using the trailing 12 completed months. | | Quarter close preview | Reads fiscal balances, journal activity, next period information, and bank reconciliation status without closing the period. | | `Close` in Quarter-End Closing | Writes closing balances, inserts missing fiscal balance rows for accounts with activity, seeds next-period opening balances, and marks the selected fiscal period closed. | ## Troubleshooting ### Customer activity results include customers missing Customer Since **Likely cause:** Those customer records do not have a Customer Since date, so PAX cannot evaluate inactivity as reliably. **Safe fix:** Review the customer records before updating customer status. **Contact support if:** Customer Since is populated but the customer still appears in the missing list. ### Depreciation posting says assets were skipped **Likely cause:** Those assets already have depreciation posted for the selected month. **Safe fix:** Review [Depreciation Overview](/docs/finance/gl-close/depreciation-overview) and [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) before attempting any correction. **Contact support if:** The posted status appears wrong. ### Quarter close is disabled or blocked **Likely cause:** A preview is still loading, no preview is available, or a bank reconciliation is in progress for the selected period. **Safe fix:** Complete or delete any in-progress bank reconciliation for the period, then reload the preview. **Contact support if:** No in-progress reconciliation exists but close remains blocked. ### Quarter close fails because the next period does not exist **Likely cause:** PAX cannot seed opening balances because the next fiscal period has not been created. **Safe fix:** Have the next fiscal period created before closing. **Contact support if:** The next period exists but PAX does not recognize it. ## Related docs - [GL & Close Overview](/docs/finance/gl-close-overview) - [How to Close Period](/docs/finance/gl-close/how-to-close-period) - [Depreciation Overview](/docs/finance/gl-close/depreciation-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Bank Reconciliation Overview](/docs/finance/banking/bank-reconciliation-overview) - [Inventory Overview](/docs/inventory/inventory-overview) - [Customers Overview](/docs/sales/customers-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Close Period Source: https://www.paxerp.com/docs/finance/gl-close/how-to-close-period Use this workflow to run the current PAX close-period routines from GL & Close. ## On this page - Before you start - Screen path - Run month-end routines - Close a fiscal period through Quarter-End Closing - What happens after close - Troubleshooting - Related docs ## Before you start Confirm normal operational activity has been reviewed before closing. This includes customer payments, vendor payments, bank reconciliations, credit card activity, depreciation assets, inventory usage, and journal entries that belong in the period. Month-End Closing and Quarter-End Closing are separate in PAX: - Month-End Closing runs customer activity, depreciation, and inventory usage routines. - Quarter-End Closing locks the selected fiscal period and carries balances forward. Year-End Closing is visible but not yet implemented. ## Screen path Dashboard > Finance > GL & Close > Close Period ## Run month-end routines 1. Open `Close Period`. 2. Select `Month-End Closing`. 3. Review the displayed closing month. Customer activity and inventory average monthly usage run as of the final day of the prior calendar month. 4. In `Customer Activity Review`, confirm `Inactivity Period (months)`. 5. Select `Analyze Customer Activity`. 6. Review active customers, new customers in the closing month, customers to deactivate, customers to activate, churn rate, total customers evaluated, and customers missing Customer Since dates. 7. Select `Update Customer Status` only after the analysis is acceptable. 8. In `Monthly Depreciation Posting`, select the month to post in `YYYY-MM` format. 9. Select `Post Monthly Depreciation`. 10. Review the posted asset count, total amount, assets posted, and skipped assets. 11. In `Inventory Average Monthly Usage`, select `Recalculate Average Monthly Usage`. 12. Review the success message and usage window. Month-end routines do not lock the fiscal period. ## Close a fiscal period through Quarter-End Closing 1. Open `Close Period`. 2. Select `Quarter-End Closing`. 3. Review `Period to close`. PAX defaults to the most recently ended open period when one exists. 4. Wait for the preview to load. 5. Review the period dates, account count, next period, and closing balance totals by account type. 6. Review any bank reconciliation warning. 7. If a bank reconciliation is in progress, complete or delete it before closing. 8. Confirm the next fiscal period shown in the preview is correct. 9. Select `Close [period]`. 10. Review the success message showing the closed period, account balances finalized, and next period seeded. 11. Select `Done`. Do not close the period until bank reconciliation status, journal entries, depreciation posting, and review procedures are complete. ## What happens after close When Quarter-End Closing succeeds, PAX: - Writes closing balances for the selected fiscal period. - Adds fiscal balance rows for accounts that had activity but did not already have balance rows. - Seeds the next fiscal period opening balances from the closed period balances. - Marks the selected fiscal period closed. - Blocks new journal entries for the closed period because manual journal entry posting requires an open fiscal period. After close, review final balances in [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) and finance reports as needed. ## Troubleshooting ### Quarter close is blocked by bank reconciliation **Likely cause:** A bank reconciliation is in progress for the selected period. **Safe fix:** Finish the reconciliation or delete the in-progress reconciliation if it was started incorrectly. Then reopen Quarter-End Closing and reload the preview. **Contact support if:** No in-progress reconciliation exists but the close remains blocked. ### The next fiscal period is missing **Likely cause:** PAX cannot seed opening balances because the next period record does not exist. **Safe fix:** Have the next fiscal period created before closing the current period. **Contact support if:** The next period exists but the close workflow still reports it missing. ### Depreciation was already posted for the selected month **Likely cause:** PAX found existing depreciation journal entries for all eligible assets in that month. **Safe fix:** Review the depreciation schedule and journal entries before making any correction. Do not duplicate depreciation. **Contact support if:** Depreciation should not have been posted or posted to the wrong month. ### Year-End Closing is not available **Likely cause:** The current PAX Year-End Closing screen is not implemented. **Safe fix:** Follow the finance team's current year-end process outside this screen. **Contact support if:** You need guidance on the current year-end process for your environment. ## Related docs - [Close Period Overview](/docs/finance/gl-close/close-period-overview) - [GL & Close Overview](/docs/finance/gl-close-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [Depreciation Overview](/docs/finance/gl-close/depreciation-overview) - [Bank Reconciliation Overview](/docs/finance/banking/bank-reconciliation-overview) - [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) - [Finance Reports Overview](/docs/finance/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Finance Reports Overview Source: https://www.paxerp.com/docs/finance/reports-overview The Financial Reports menu is used to open financial statements, ledger reports, aging reports, compliance reports, sales-related finance reports, and project reports. ## On this page - What this screen is for - Screen path - Who can use Finance Reports - Report groups - Shared report pages - Current project report limitation - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Reports` in Finance when you need to review financial activity, reconcile supporting detail to the general ledger, prepare tax or compliance support, review aging balances, or analyze project activity. Most reports are read-only review, copy, export, or print tools. A few menu entries open shared active screens. For example, `Journal Entries` opens the same screen used in GL & Close, where permitted users can post manual journal entries. Follow the linked screen documentation for those shared screens. ## Screen path Dashboard > Finance > Reports The menu title is `Financial Reports`. ## Who can use Finance Reports The Finance section appears for users with one or more of these roles: | Role | Finance Reports access | |---|---| | `admin` | Can open Finance and Financial Reports. | | `executive` | Can open Finance and Financial Reports. | ## Report groups The Financial Reports menu is organized into these groups. | Group | Report | Canonical doc | |---|---|---| | `Financial Statements` | `Balance Sheet` | [Balance Sheet Overview](/docs/finance/reports/balance-sheet-overview) | | `Financial Statements` | `Income Statement` | [Income Statement Overview](/docs/finance/reports/income-statement-overview) | | `Ledger & Accounts` | `Journal Entries` | [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) | | `Ledger & Accounts` | `General Ledger` | [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) | | `Ledger & Accounts` | `Chart of Accounts` | [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) | | `Ledger & Accounts` | `Trial Balance` | [Trial Balance Overview](/docs/finance/reports/trial-balance-overview) | | `Receivables & Payables` | `AR Aging Report` | [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) | | `Receivables & Payables` | `Overdue Invoices Report` | [Overdue Invoices Report Overview](/docs/sales/reports/overdue-invoices-report-overview) | | `Receivables & Payables` | `Customer Statement` | [Customer Statement Overview](/docs/sales/reports/customer-statement-overview) | | `Receivables & Payables` | `Daily Cash Receipts Report` | [Daily Cash Receipts Report Overview](/docs/sales/reports/daily-cash-receipts-report-overview) | | `Receivables & Payables` | `AP Aging Report` | [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) | | `Receivables & Payables` | `AR/AP Comparison` | [AR/AP Comparison Overview](/docs/finance/reports/ar-ap-comparison-overview) | | `Receivables & Payables` | `PO Accruals` | [PO Accruals Overview](/docs/finance/payables/po-accruals-overview) | | `Tax & Compliance` | `Sales Tax by City` | [Sales Tax by City Overview](/docs/finance/reports/sales-tax-by-city-overview) | | `Tax & Compliance` | `Invoice Revenue Reconciliation` | [Invoice Revenue Reconciliation Overview](/docs/finance/reports/invoice-revenue-reconciliation-overview) | | `Tax & Compliance` | `1099 Vendor Report` | [1099 Vendor Report Overview](/docs/finance/reports/1099-vendor-report-overview) | | `Sales` | `Sales Analysis Report` | [Sales Analysis Report Overview](/docs/sales/reports/sales-analysis-report-overview) | | `Sales` | `Invoice Report` | [Invoice Report Overview](/docs/sales/reports/invoice-report-overview) | | `Projects` | `Project Activity Report` | [Project Activity Report Overview](/docs/finance/reports/project-activity-report-overview) | | `Projects` | `Project Summary Report` | [Project Summary Report Overview](/docs/finance/reports/project-summary-report-overview) | ## Shared report pages Several Financial Reports entries open screens that are also available from another Finance work center or another dashboard section. Those entries reuse one canonical doc page: - `Journal Entries`, `General Ledger`, and `Chart of Accounts` reuse GL & Close docs. - `AR Aging Report`, `Overdue Invoices Report`, `Customer Statement`, `Daily Cash Receipts Report`, `Sales Analysis Report`, and `Invoice Report` reuse Sales report docs. - `AP Aging Report` and `PO Accruals` reuse Finance Payables docs. When website navigation is built, these reports can appear in the Finance Reports navigation while still linking to the canonical route above. ## Current project report limitation `Project Activity Report` and `Project Summary Report` are visible in the Financial Reports menu. As of this review, the screens load project choices but the report data source is not currently available. Users may see `Error fetching project activity data` or `Error fetching project summary data` until those reports are fully wired. Project tracking itself is documented in [Projects Overview](/docs/finance/gl-close/projects-overview), and project IDs can be assigned to manual journal entry lines. ## What happens behind the scenes Opening the Financial Reports menu does not change records. Most report actions read current PAX data and format it for review, copy, or print. Shared active screens keep their normal behavior. For example, opening [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) from Reports still allows a permitted user to create a manual journal entry. Report results can differ because reports use different bases: | Report type | Common basis | |---|---| | Balance Sheet | As-of date, fiscal balances, balance sheet account activity, and current-year net income. | | Income Statement | Revenue and expense activity by selected period or comparison periods. | | Trial Balance | Starting balances, period debits, period credits, and ending balances for a date range. | | Aging reports | Current open AR or AP balances by due-date age bucket. | | Sales tax report | Invoice dates, completed RMA dates, ship-to state, and tax-rate jurisdiction matching. | | Revenue reconciliation | Invoice detail compared to revenue-related GL postings. | | 1099 report | Payments to vendors flagged as 1099 reportable, excluding credit card payments from reportable totals. | ## Troubleshooting ### I do not see Finance Reports **Likely cause:** Your user role does not include Finance access. **Safe fix:** Ask an admin to review your roles. Finance Reports are available through the Finance dashboard section. **Contact support if:** You have `admin` or `executive` access but still cannot see Finance Reports. ### Report totals do not match another report **Likely cause:** The reports may use different date bases, posting bases, status filters, account mappings, or open-balance logic. **Safe fix:** Compare the report basis first. For example, AR Aging is based on current open invoice balances, while the General Ledger is based on posted journal entry lines. **Contact support if:** The same population, date basis, and account basis still do not reconcile. ### A report opens a screen where users can take action **Likely cause:** Some Reports entries are shared operational screens, not passive reports. **Safe fix:** Follow the canonical screen doc before using actions such as posting journal entries. **Contact support if:** A user has access to an action they should not be allowed to perform. ## Related docs - [Finance Overview](/docs/finance/finance-overview) - [GL & Close Overview](/docs/finance/gl-close-overview) - [Payables Overview](/docs/finance/payables-overview) - [Receivables Overview](/docs/finance/receivables-overview) - [Sales Reports Overview](/docs/sales/reports-overview) - [System Settings Tax Rates Overview](/docs/system-settings/accounting/tax-rates-overview) - [Projects Overview](/docs/finance/gl-close/projects-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Balance Sheet Overview Source: https://www.paxerp.com/docs/finance/reports/balance-sheet-overview The Balance Sheet report shows assets, liabilities, and equity as of a selected date. ## On this page - What this report is for - Screen path - Report controls - Report sections - Balance warning - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Balance Sheet` to review balance sheet accounts at a point in time. The report is read-only. It does not post entries, close periods, change accounts, or update balances. Use [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) when you need the transaction detail behind an account balance. ## Screen path Dashboard > Finance > Reports > Balance Sheet ## Report controls | Control | Use | |---|---| | `As of` | Select the balance sheet date. Defaults to the current date. | | `Generate` | Runs the report for the selected date. | | `Copy for Excel` | Copies report data for spreadsheet use after the report is generated. | | `Print` | Prints the generated report. | The `As of` date is required. ## Report sections The generated report shows: | Section | What it includes | |---|---| | `Assets` | Asset accounts and total assets. | | `Liabilities` | Liability accounts and total liabilities. | | `Equity` | Equity accounts, current year net income when applicable, and total equity. | | `Total Liabilities & Equity` | Liabilities plus equity. | Each account row shows account number, description, and balance. Contra accounts display the absolute amount in parentheses. `Current Year Net Income` appears as a calculated equity line when current-year revenue and expense activity exists through the report date. ## Balance warning If total assets do not equal total liabilities and equity within the report tolerance, PAX shows a warning that the balance sheet does not balance. Do not use a manual journal entry just to force the warning away. Review the underlying period balances, current-year income, and journal entry activity first. ## What happens behind the scenes Opening the Balance Sheet report does not change records. When `Generate` is selected, PAX: - Finds the fiscal period that contains the selected date. - Reads fiscal opening balances for Asset, Liability, and Equity accounts. - Adds journal entry activity from the fiscal period start through the selected date. - Uses the natural-positive convention for liabilities and equity. - Calculates current-year net income from Revenue and Expense activity through the selected date. - Adds current-year net income as an equity line when it is not zero. If no fiscal period contains the selected date, the report is blocked. ## Troubleshooting ### No fiscal period found **Likely cause:** The selected date does not belong to a configured fiscal period. **Safe fix:** Confirm the date. If the date is correct, ask finance or an admin to review fiscal period setup. **Contact support if:** The date should belong to a fiscal period but the report still fails. ### The balance sheet does not balance **Likely cause:** Fiscal balances, journal entry activity, current-year net income, or account setup may not be aligned. **Safe fix:** Review [Trial Balance Overview](/docs/finance/reports/trial-balance-overview), [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview), and close-period status before posting any correction. **Contact support if:** The imbalance remains after reviewing period balances and ledger activity. ### An expected account is missing **Likely cause:** The report includes Asset, Liability, and Equity accounts with balances or relevant activity. Account setup may also affect whether the account is available elsewhere. **Safe fix:** Review the account in [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview). **Contact support if:** The account has activity or balance but does not appear. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [Income Statement Overview](/docs/finance/reports/income-statement-overview) - [Trial Balance Overview](/docs/finance/reports/trial-balance-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) - [Close Period Overview](/docs/finance/gl-close/close-period-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Income Statement Overview Source: https://www.paxerp.com/docs/finance/reports/income-statement-overview The Income Statement report shows revenue, expenses, gross profit, operating income, and net income for a selected period or comparison range. ## On this page - What this report is for - Screen path - Report controls - Report sections - Comparison types - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Income Statement` to review profitability over time. The report is read-only. It does not post entries, close periods, update accounts, or change invoices. Use [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) when you need transaction-level support for an income statement account. ## Screen path Dashboard > Finance > Reports > Income Statement ## Report controls | Control | Use | |---|---| | `Type` | Choose the report type. | | `Start` | Start date for non-MTD report types. | | `End` | End date for non-MTD report types. | | `Run Report` | Runs the report. | | `Copy for Excel` | Copies report data after the report is generated. | | `Print` | Prints the generated report. | When `Current Month-to-Date` is selected, PAX uses the first day of the current month through the current date and disables manual date edits. ## Report sections The report can show these sections: | Section | What it shows | |---|---| | `Revenues` | Active Revenue accounts. | | `Total Revenues` | Revenue total for each displayed period. | | `Cost of Goods Sold` | Expense accounts numbered 5000 through 5999. | | `Total Cost of Goods Sold` | COGS total for each displayed period. | | `Gross Profit` | Total revenues minus total COGS. | | `Operating Expenses` | Expense accounts numbered 7000 through 7999. | | `Total Operating Expenses` | Operating expense total for each displayed period. | | `Operating Income` | Gross profit minus operating expenses. | | `Other Expenses / Income` | Expense accounts numbered 9000 and higher. | | `Total Other Expenses/(Income)` | Other expense/income total for each displayed period. | | `Net Income` | Operating income minus other expenses/income. | The report displays one column for each period included by the selected report type. ## Comparison types | Type | Behavior | |---|---| | `Current Month-to-Date` | Uses the current month through today. | | `Single Period` | Uses the selected start and end dates as one period. | | `Monthly Comparison` | Shows each month that overlaps the selected range. | | `Quarterly Comparison` | Shows each calendar quarter that overlaps the selected range. | | `Yearly Comparison` | Shows each calendar year in the selected range. | ## What happens behind the scenes Opening Income Statement does not change records. When `Run Report` is selected, PAX reads journal entry lines for active Revenue and Expense accounts within the selected period or periods. Revenue amounts are calculated as credits minus debits. Expense amounts are calculated as debits minus credits. Current report classification uses account type and account number ranges: - Revenue accounts go to `Revenues`. - Expense accounts from 5000 through 5999 go to `Cost of Goods Sold`. - Expense accounts from 7000 through 7999 go to `Operating Expenses`. - Expense accounts 9000 and higher go to `Other Expenses / Income`. ## Troubleshooting ### The report says start and end dates are required **Likely cause:** A non-MTD report type is selected without both dates. **Safe fix:** Enter both dates, or switch to `Current Month-to-Date`. **Contact support if:** Dates are entered but the report still fails. ### An expense account is missing from the report **Likely cause:** The account may be inactive, may not be an Expense account, or may fall outside the account number ranges currently grouped by the report. **Safe fix:** Review account setup in [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) and confirm the account has activity in the selected period. **Contact support if:** The account is active, has activity, and should be included. ### Income statement totals differ from another report **Likely cause:** Reports may use different date ranges, posting dates, account filters, or account classifications. **Safe fix:** Confirm the selected type, date range, and account detail in the General Ledger. **Contact support if:** The same account activity produces inconsistent totals. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [Balance Sheet Overview](/docs/finance/reports/balance-sheet-overview) - [Trial Balance Overview](/docs/finance/reports/trial-balance-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) - [Invoice Revenue Reconciliation Overview](/docs/finance/reports/invoice-revenue-reconciliation-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Trial Balance Overview Source: https://www.paxerp.com/docs/finance/reports/trial-balance-overview The Trial Balance report shows starting balance, period debits, period credits, and ending balance by account for a selected date range. ## On this page - What this report is for - Screen path - Report controls - Report columns - Balance warning - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Trial Balance` to verify account activity across a date range and review whether period debits and credits balance. The report is read-only. It does not post entries, close periods, or change balances. ## Screen path Dashboard > Finance > Reports > Trial Balance ## Report controls | Control | Use | |---|---| | `Start` | Start date for the report. Defaults to 30 days before the current date. | | `End` | End date for the report. Defaults to the current date. | | `Generate` | Runs the report for the selected dates. | | `Copy for Excel` | Copies the generated report. | | `Print` | Prints the generated report. | Both dates are required. The start date cannot be after the end date. ## Report columns | Column | What it shows | |---|---| | `Acct #` | Account number. | | `Description` | Account description. | | `Type` | Account type. | | `Starting Bal` | Calculated starting balance as of the start date. | | `Debits` | Debit activity in the selected date range. | | `Credits` | Credit activity in the selected date range. | | `Ending Bal` | Starting balance plus period activity. | The footer shows totals for starting balance, debits, credits, and ending balance. ## Balance warning If total period debits and total period credits do not match within the report tolerance, PAX shows a warning that period debits and credits do not balance. The warning means the selected period activity should be reviewed before relying on the report. ## What happens behind the scenes Opening Trial Balance does not change records. When `Generate` is selected, PAX: - Finds the fiscal period that contains the start date. - Reads fiscal opening balances for that period. - Adds activity from the fiscal period start up to the report start date to calculate starting balances. - Reads journal entry debit and credit activity from the selected date range. - Calculates ending balances using debit convention. ## Troubleshooting ### Start date cannot be after end date **Likely cause:** The selected start date is later than the selected end date. **Safe fix:** Correct the date range and select `Generate` again. **Contact support if:** The dates are correct but PAX still rejects the report. ### Period debits and credits do not balance **Likely cause:** The report found unequal period debit and credit totals. **Safe fix:** Review [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) and [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) for the period before posting any correction. **Contact support if:** The underlying entries appear balanced but the report still warns. ### An account balance looks wrong **Likely cause:** The starting balance may include fiscal opening balance plus activity before the report start date. **Safe fix:** Compare the account to the General Ledger for the same date range and review the containing fiscal period. **Contact support if:** The General Ledger and Trial Balance disagree for the same account and date range. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [Balance Sheet Overview](/docs/finance/reports/balance-sheet-overview) - [Income Statement Overview](/docs/finance/reports/income-statement-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Close Period Overview](/docs/finance/gl-close/close-period-overview) ## Feedback Was this page helpful? Tell us what was unclear. # AR/AP Comparison Overview Source: https://www.paxerp.com/docs/finance/reports/ar-ap-comparison-overview The AP/AR Comparison Report shows accounts receivable and accounts payable aging totals side by side. ## On this page - What this report is for - Screen path - Report layout - Running gap - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `AR/AP Comparison` to compare current receivable balances against payable balances by aging bucket. This report is read-only. It does not record payments, change invoice statuses, create vendor payments, or update due dates. ## Screen path Dashboard > Finance > Reports > AR/AP Comparison The screen title is `AP/AR Comparison Report`. ## Report layout The report loads automatically when opened. Columns are: | Column | What it shows | |---|---| | `Current` | Current AR or AP balance. | | `1-30 Days` | Balance in the 1-30 day aging bucket. | | `31-60 Days` | Balance in the 31-60 day aging bucket. | | `61-90 Days` | Balance in the 61-90 day aging bucket. | | `91+ Days` | Balance in the 91+ day aging bucket. | | `Total` | Total AR or AP balance. | Rows are: | Row | What it shows | |---|---| | `Accounts Receivable (AR)` | AR aging totals. | | `Accounts Payable (AP)` | AP aging totals. | | `Running Gap` | AR minus AP, calculated cumulatively across the aging buckets. | Use `Refresh` to reload the report. Use `Close` to return to the Financial Reports menu. ## Running gap The running gap helps show whether receivables cover payables as each aging bucket is included. A positive gap means AR is greater than AP through that point in the aging sequence. A negative gap means AP is greater than AR through that point. ## What happens behind the scenes Opening the report reads the same AR aging and AP aging summary data used by their canonical reports. AR aging is based on current open customer invoice balances, adjusted for payments, discounts, returns, and available unapplied credits in the aging logic. AP aging is based on submitted or partially paid vendor invoices that are not deleted, less vendor payments. The report uses current aging buckets. It is not an as-of historical aging report. ## Troubleshooting ### The report fails to load **Likely cause:** Either the AR aging or AP aging source report failed. **Safe fix:** Open [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) and [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) separately to identify which source is failing. **Contact support if:** Both source reports load but AR/AP Comparison still fails. ### The running gap is negative **Likely cause:** Accounts payable exceeds accounts receivable through the displayed aging buckets. **Safe fix:** Review customer collections, open vendor invoices, due dates, and payment plans. Do not alter due dates or balances just to improve the comparison. **Contact support if:** The underlying AR or AP totals appear wrong. ### Totals differ from the General Ledger **Likely cause:** AR/AP Comparison uses open aging data, while the General Ledger uses posted journal entry lines. **Safe fix:** Reconcile the detailed aging reports to the GL before making any adjustment. **Contact support if:** The same invoice population still does not reconcile. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) - [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) - [Receivables Overview](/docs/finance/receivables-overview) - [Payables Overview](/docs/finance/payables-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sales Tax by City Overview Source: https://www.paxerp.com/docs/finance/reports/sales-tax-by-city-overview The Sales Tax by City report shows taxable sales, completed returns, tax-exempt sales, and net tax due by tax jurisdiction for a selected state and date range. ## On this page - What this report is for - Screen path - Report controls - Report sections - Links from the report - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Sales Tax by City` to review sales tax support by state, city or jurisdiction, invoice, return, and customer. The report is read-only. It does not calculate new invoice tax, change tax rates, post journal entries, or update customer tax exemption data. ## Screen path Dashboard > Finance > Reports > Sales Tax by City ## Report controls | Control | Use | |---|---| | `State` | Select a state from configured tax-rate states. If only one state exists, PAX selects it automatically. | | `Start` | Start date for the report. Defaults to the first day of the previous month. | | `End` | End date for the report. Defaults to the last day of the previous month. | | `Generate` | Runs the report. | | `Copy for Excel` | Copies report data after the report is generated. | | `Print` | Prints the generated report. | State, start date, and end date are required. The start date cannot be after the end date. ## Report sections The generated report can include: | Section | What it shows | |---|---| | `Taxable Sales` | Taxable invoices grouped by matched tax jurisdiction. | | `Returns (Completed RMAs)` | Completed RMA return amounts and tax refunds grouped by jurisdiction. | | `Tax Exempt Sales` | Tax-exempt invoices grouped by jurisdiction. | | State totals | Gross taxable sales, returns, net taxable/net tax due, and tax-exempt sales when applicable. | The detail table shows: | Column | What it shows | |---|---| | `Invoice / RMA` | Invoice ID or RMA ID. | | `Date` | Invoice date or RMA completion date. | | `Customer` | Customer code and customer name. | | `PO / Orig. Inv.` | Customer PO for invoices, or original invoice for returns. | | `Ship-to City` | Ship-to city used for jurisdiction matching. | | `Total` | Invoice total when applicable. | | `Taxable` | Taxable or returned amount. | | `Tax` | Tax amount or tax refund. | Jurisdiction headers show location code, location name, county when available, and combined tax rate when matched. ## Links from the report Invoice IDs open invoice details. Customer codes open the customer detail view. Use those links to review source invoices or customer setup before changing tax exemption data or tax-rate setup. ## What happens behind the scenes Opening Sales Tax by City does not change records. When the report runs, PAX: - Loads configured states from tax-rate setup. - Includes invoices with status `Open`, `Partially Paid`, or `Paid`. - Filters invoices by invoice date and ship-to state. - Excludes void invoices and pending invoices that do not meet the included statuses. - Separates taxable and exempt invoices based on customer address tax exemption or customer tax exemption. - Includes completed RMAs by completion date. - Excludes completed RMAs for original invoices that are void in the same period so tax is not double-reduced. - Matches tax jurisdictions using the invoice date and ship-to address. - Tries postal-code matching first, then city matching, then county unincorporated matching. - Uses tax-rate effective and end dates so historical reruns use the rate in effect at the time. - Calculates taxable basis from invoice line totals plus customer-billed shipping. - Calculates RMA tax refund proportionally from the original invoice effective tax rate. ## Troubleshooting ### No states are available **Likely cause:** Tax rates have not been configured with states. **Safe fix:** Review [System Settings Tax Rates Overview](/docs/system-settings/accounting/tax-rates-overview). **Contact support if:** Tax rates exist but no states appear. ### No rows appear for the selected state and period **Likely cause:** No included invoices, completed RMAs, or exempt sales match the selected state and date range. **Safe fix:** Confirm the invoice dates, ship-to state, and RMA completion dates. **Contact support if:** Matching invoices exist but the report is empty. ### A sale is grouped under no matching tax jurisdiction **Likely cause:** PAX could not match the ship-to postal code, city, or county to a configured tax rate for the invoice date. **Safe fix:** Review the ship-to address and tax-rate setup before changing invoice data. **Contact support if:** The tax rate exists for the jurisdiction and date but does not match. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [System Settings Tax Rates Overview](/docs/system-settings/accounting/tax-rates-overview) - [How to Import Tax Rates](/docs/system-settings/accounting/how-to-import-tax-rates) - [Invoice Revenue Reconciliation Overview](/docs/finance/reports/invoice-revenue-reconciliation-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Invoice Revenue Reconciliation Overview Source: https://www.paxerp.com/docs/finance/reports/invoice-revenue-reconciliation-overview The Invoice Revenue Reconciliation report compares invoice detail amounts to revenue-related general ledger postings. ## On this page - What this report is for - Screen path - Report controls - Report columns - Difference reasons - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Invoice Revenue Reconciliation` when finance needs to compare invoice product and shipping detail to GL revenue postings for the selected period. The report is read-only. It does not change invoices, journal entries, revenue accounts, returns, discounts, or customer records. ## Screen path Dashboard > Finance > Reports > Invoice Revenue Reconciliation ## Report controls | Control | Use | |---|---| | `Start` | Start date for the report. Defaults to the first day of the previous month. | | `End` | End date for the report. Defaults to the last day of the previous month. | | `Generate` | Runs the report. | | `Copy for Excel` | Copies the report after it is generated. | Start and end dates are required. The start date cannot be after the end date. ## Report columns | Column | What it shows | |---|---| | `Inv #` | Invoice ID when the row is tied to an invoice. | | `Date` | Invoice date when available. | | `Status` | Invoice status. | | `Customer` | Customer code and name. | | `Inv Product` | Invoice product detail, excluding freight/shipping line items. | | `Inv Ship` | Invoice shipping detail from shipping lines and header shipping charge. | | `GL Product` | Revenue posted to product revenue accounts. | | `GL 4100` | Revenue posted to GL 4100. | | `GL Returns` | Returns and allowances posted to GL 4300. | | `GL Disc.` | Sales discounts posted to GL 4500, shown only when present. | | `Net GL` | Product revenue, GL 4100, returns/allowances, and discounts combined. | | `Gross Diff.` | Invoice product plus shipping detail minus gross GL product and 4100 revenue. | | `Reason` | Explanation generated by PAX for matched or unmatched differences. | The footer shows totals for the numeric columns. ## Difference reasons PAX can show reasons such as: - `Matched` - `Review difference` - `Manual/unmatched GL entry` - `Unmatched invoice detail` - `Void invoice reversed through 4300` - `Prior-period invoice adjusted in current period` - `Nonstock item posted to 4100` - `Shipping correction` - `Invoice line adjustment` - `Manual invoice adjustment` - `Return/allowance posted to 4300` - `Restocking fee posted to 4100` - `Sales discount posted to 4500` Use the reason as a starting point for review. Do not post an offsetting journal entry until the source invoice, RMA, payment discount, or GL posting has been reviewed. ## What happens behind the scenes Opening the report does not change records. When `Generate` is selected, PAX: - Reads non-void invoices in the selected invoice date range. - Calculates invoice product detail from invoice lines, excluding line items with part number `FREIGHT` or `SHIPPING`. - Calculates invoice shipping detail from explicit freight/shipping lines and header shipping charge. - Reads revenue-related journal entry lines posted in the selected date range for accounts 4000, 4010, 4100, 4300, and 4500. - Matches revenue GL lines to invoices through invoice line journal links, RMA links, payment discount references, and known reference patterns. - Groups unmatched GL revenue lines separately. - Calculates gross and net GL revenue totals. - Generates reason text for matched rows, differences, adjustments, returns, discounts, and unmatched items. ## Troubleshooting ### The report is empty **Likely cause:** No invoice detail or revenue GL activity exists for the selected period. **Safe fix:** Confirm the invoice date range and GL posting dates. Use [Invoice Report Overview](/docs/sales/reports/invoice-report-overview) and [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) to compare source activity. **Contact support if:** Invoices or revenue postings exist but the report is empty. ### Rows show `Review difference` **Likely cause:** Invoice detail and gross GL revenue do not match and PAX did not identify a more specific reason. **Safe fix:** Review invoice lines, shipping charge, returns, discounts, and related journal entries before making any correction. **Contact support if:** The source records appear correct but the difference remains unexplained. ### A row says `Manual/unmatched GL entry` **Likely cause:** Revenue GL activity exists without a matched invoice. **Safe fix:** Review the journal entry reference and confirm whether it was an approved manual adjustment. **Contact support if:** The GL entry should have matched an invoice but did not. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [Invoice Report Overview](/docs/sales/reports/invoice-report-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [Sales Tax by City Overview](/docs/finance/reports/sales-tax-by-city-overview) ## Feedback Was this page helpful? Tell us what was unclear. # 1099 Vendor Report Overview Source: https://www.paxerp.com/docs/finance/reports/1099-vendor-report-overview The 1099 Vendor Report shows annual payment totals for vendors flagged as 1099-reportable. ## On this page - What this report is for - Screen path - Report controls - Report columns - Credit card payment exclusion - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `1099 Vendor Report` to review vendors marked as 1099-reportable and their reportable payment totals for a selected year. The report is read-only. It does not mark vendors as 1099 vendors, change vendor addresses, change payments, or file tax forms. ## Screen path Dashboard > Finance > Reports > 1099 Vendor Report ## Report controls | Control | Use | |---|---| | `Year` | Select the report year. The list includes the current year and the prior six years. | | `All` | Show all flagged 1099 vendors. | | `Paid Only` | Show flagged vendors with reportable paid amount greater than zero. | | `$600+` | Show flagged vendors with reportable paid amount of at least $600. | | Search | Search by vendor code, vendor name, or account number. | | `Copy for Excel` | Copies the current filtered report. | The report loads automatically when opened and reloads when the selected year changes. ## Report columns | Column | What it shows | |---|---| | `Vendor Code` | Vendor code. | | `Vendor Name` | Vendor name and pay-to name when different. | | `Address` | Pay-to address when available, otherwise vendor address. | | `Account #` | Vendor account number. | | `Payments` | Count of reportable non-credit-card payments. | | `Methods` | Payment methods used for reportable payments. | | `Total Paid (Reportable)` | Payment total included in the reportable amount. | | `CC Paid (Excluded)` | Credit card payment total excluded from reportable amount. | The footer shows totals for the current filtered view. ## Credit card payment exclusion Credit card payments are excluded from the reportable total because card processors report those payments separately. PAX treats a vendor payment as credit card activity when any of these are true: - The payment is linked to a company credit card. - The payment type is `cc_prepayment`. - The payment method is `Credit Card`. Excluded credit card totals appear in `CC Paid (Excluded)` for review. ## What happens behind the scenes Opening or filtering the report does not change records. When the report loads, PAX: - Reads vendors flagged as 1099-reportable. - Reads vendor payments for the selected calendar year. - Uses pay-to vendor fields when available and falls back to vendor address fields. - Sums reportable non-credit-card payments. - Separately sums excluded credit card payments. - Counts reportable payments and lists distinct reportable payment methods. Only vendors marked as 1099-reportable appear in this report. ## Troubleshooting ### A vendor is missing **Likely cause:** The vendor is not marked as 1099-reportable. **Safe fix:** Review the vendor record in [Vendor Detail Overview](/docs/purchasing/vendor-detail-overview). **Contact support if:** The vendor is marked as 1099-reportable but still does not appear. ### The reportable total is lower than expected **Likely cause:** Credit card payments are excluded from the reportable total and shown separately. **Safe fix:** Review `CC Paid (Excluded)`, payment methods, and vendor payment history before changing payment records. **Contact support if:** A non-credit-card payment is being excluded. ### The address is wrong **Likely cause:** Pay-to fields or vendor address fields may be incomplete or outdated. **Safe fix:** Review the vendor record before using the report for filing support. **Contact support if:** The vendor record is correct but the report shows old information. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [Payables Overview](/docs/finance/payables-overview) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [How to Record Vendor Payment](/docs/finance/payables/how-to-record-vendor-payment) - [Vendors Overview](/docs/purchasing/vendors-overview) - [Vendor Detail Overview](/docs/purchasing/vendor-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Project Activity Report Overview Source: https://www.paxerp.com/docs/finance/reports/project-activity-report-overview The Project Activity Report is intended to show project-tagged journal entry lines for a selected project and date range. ## On this page - What this report is for - Current availability - Screen path - Report controls - Intended report layout - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Project Activity Report` to review GL activity assigned to finance projects. Project activity comes from journal entry lines that have a project ID. Projects are maintained in [Projects Overview](/docs/finance/gl-close/projects-overview), and project IDs can be assigned when creating manual journal entries. ## Current availability As of this review, the Project Activity Report screen is visible in the Financial Reports menu and loads project choices, but the report data source is not currently available. Users may see `Error fetching project activity data` until the report is fully wired. This page documents the visible screen and intended behavior from the current client implementation. ## Screen path Dashboard > Finance > Reports > Project Activity Report ## Report controls | Control | Use | |---|---| | `Project` | Choose `All Projects` or one project. | | `Start Date` | Start date for project activity. Defaults to January 1 of the current year. | | `End Date` | End date for project activity. Defaults to the current date. | | `Refresh` | Reloads activity for the selected filters. | | `Close` | Returns to the Financial Reports menu. | The screen also reloads when project or date filters change. ## Intended report layout When project activity data is available, the report groups rows by project. Each project section shows: | Column | What it shows | |---|---| | `Date` | Journal entry posted date. | | `Reference` | Journal entry reference. | | `Account` | Account number. | | `Description` | Account description. | | `Debit` | Debit amount when present. | | `Credit` | Credit amount when present. | | `Created By` | User who created the journal entry. | If no projects exist, the screen tells users to create projects and assign them to journal entry lines. ## What happens behind the scenes Opening the report does not change records. The screen loads project records from the finance project list. It then attempts to load project activity using the selected project and date range. Project activity is based on journal entry lines with project IDs. Creating, editing, activating, or archiving projects is handled in GL & Close, not in this report. ## Troubleshooting ### Error fetching project activity data **Likely cause:** The report data source is not currently available. **Safe fix:** Use [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) search or [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) while the project report data source is being addressed. **Contact support if:** Project reporting should be available in your environment but the error remains. ### No projects found **Likely cause:** No finance projects have been created. **Safe fix:** Create projects in [Projects Overview](/docs/finance/gl-close/projects-overview), then assign project IDs to journal entry lines. **Contact support if:** Projects exist but do not appear in the report. ### No activity found for a project **Likely cause:** No journal entry lines use that project ID in the selected date range. **Safe fix:** Review journal entries for the project and confirm the date range. **Contact support if:** Project-tagged entries exist but do not appear after the report data source is available. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [Project Summary Report Overview](/docs/finance/reports/project-summary-report-overview) - [Projects Overview](/docs/finance/gl-close/projects-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [How to Create Journal Entry](/docs/finance/gl-close/how-to-create-journal-entry) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Project Summary Report Overview Source: https://www.paxerp.com/docs/finance/reports/project-summary-report-overview The Project Summary Report is intended to summarize revenue, expenses, net income, assets, liabilities, and transaction count by project. ## On this page - What this report is for - Current availability - Screen path - Report controls - Intended report layout - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Project Summary Report` to review project-level financial totals from project-tagged journal entry activity. Project IDs are maintained in [Projects Overview](/docs/finance/gl-close/projects-overview) and assigned to manual journal entry lines. ## Current availability As of this review, the Project Summary Report screen is visible in the Financial Reports menu and loads project choices, but the report data source is not currently available. Users may see `Error fetching project summary data` until the report is fully wired. This page documents the visible screen and intended behavior from the current client implementation. ## Screen path Dashboard > Finance > Reports > Project Summary Report ## Report controls | Control | Use | |---|---| | `Project` | Choose `All Projects` or one project. | | `Start Date` | Start date for the summary. Defaults to January 1 of the current year. | | `End Date` | End date for the summary. Defaults to the current date. | | `Refresh` | Reloads summary data for the selected filters. | | `Close` | Returns to the Financial Reports menu. | The screen also reloads when project or date filters change. ## Intended report layout When project summary data is available, the report shows: | Column | What it shows | |---|---| | `Project ID` | Project identifier. | | `Project Name` | Project name and description when available. | | `Status` | Active or inactive project status. | | `Revenue` | Project revenue total. | | `Expenses` | Project expense total. | | `Net Income` | Revenue less expenses. | | `Assets` | Project asset total. | | `Liabilities` | Project liability total. | | `Transactions` | Count of transactions included. | The report includes totals across the current view and a performance summary showing active projects, total projects, profitable projects, and loss projects. ## What happens behind the scenes Opening the report does not change records. The screen loads project records from the finance project list. It then attempts to load project summary data using the selected project and date range. The intended summary is based on journal entry lines assigned to project IDs. Project setup and project assignment are handled in GL & Close and Journal Entries. ## Troubleshooting ### Error fetching project summary data **Likely cause:** The report data source is not currently available. **Safe fix:** Use [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) search or [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) while the project summary data source is being addressed. **Contact support if:** Project summary reporting should be available in your environment but the error remains. ### No projects found **Likely cause:** No finance projects have been created. **Safe fix:** Create projects in [Projects Overview](/docs/finance/gl-close/projects-overview), then assign project IDs to journal entry lines. **Contact support if:** Projects exist but do not appear in the report. ### No project data found **Likely cause:** No journal entry lines use that project ID in the selected date range, or the project report data source is unavailable. **Safe fix:** Review project-tagged journal entries and confirm the date range. **Contact support if:** Project-tagged entries exist but do not appear after the report data source is available. ## Related docs - [Finance Reports Overview](/docs/finance/reports-overview) - [Project Activity Report Overview](/docs/finance/reports/project-activity-report-overview) - [Projects Overview](/docs/finance/gl-close/projects-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [How to Create Journal Entry](/docs/finance/gl-close/how-to-create-journal-entry) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Manufacturing Overview Source: https://www.paxerp.com/docs/manufacturing/manufacturing-overview The Manufacturing section is used to create work orders, issue component materials, record labor and completions, review BOM and router structures, and run production traceability reports. ## On this page - What Manufacturing is for - Who can see Manufacturing - Dashboard options - Typical work order flow - What happens behind the scenes - Related docs ## What Manufacturing is for Use Manufacturing when a part will be produced through a PAX work order. The module connects production planning, component issue, labor entry, scrap tracking, outside-service cost, WIP cost, finished-good receipt, and lot traceability. Manufacturing is not where users manually adjust inventory to force a build result. Use the work order workflow so PAX can keep material usage, work order status, WIP cost, finished-good lots, and traceability in sync. ## Who can see Manufacturing The Manufacturing dashboard section is visible to users with one of these roles: - `admin` - `executive` - `manufacturing` Some work order records can also be read by other operational roles through shared screens, but the Manufacturing dashboard card itself is controlled by the roles above. Manufacturing-only users do not see labor wage-sensitive cost fields in the work order detail and completion screens. Admin and executive users can see the full labor, overhead, and total actual cost details. ## Dashboard options The Manufacturing section has these dashboard buttons: | Button | What it opens | |---|---| | `Work Orders` | Opens the Work Orders menu with New Work Order, View Work Orders, Issue Materials, and Log Labor / WIP to FG. | | `Issue Materials` | Opens the same Work Orders material issue list directly. This is a shortcut to the canonical Issue Materials workflow. | | `BOMs` | Opens the Bill of Materials Explorer. | | `Routers` | Opens the Router Structure Explorer. | | `Log Labor / WIP to FG` | Opens the same Work Orders completion list directly. This is a shortcut to the canonical Log Labor / WIP to FG workflow. | | `Reports` | Opens Manufacturing Reports. | ## Typical work order flow Most manufacturing activity follows this order: 1. Create the work order from `Dashboard > Manufacturing > Work Orders > New Work Order`. 2. Review material availability before saving the work order. 3. Issue materials to the work order from `Issue Materials`. Issuing materials moves component inventory into WIP and changes a Draft work order to Released. 4. Record labor as work is performed, or record labor during completion. 5. Record any component scrap and replacement material when applicable. 6. Use `Save Partial` for a partial receipt, or `Complete WO` when the work order should be closed and remaining WIP should move to finished goods. 7. Use traceability reports to follow finished-good lots or component lots through production and shipment. Do not manually change a work order to `Completed` to bypass the completion process. The completion workflow is what creates the production completion record, finished-good lot receipt, and WIP-to-FG accounting behavior. ## What happens behind the scenes Manufacturing workflows can affect several areas at once: - Work order creation creates a Draft work order and labor/outside-service operations from the router. - Material issue reduces selected inventory lots or inventory records, creates or updates work order material lines, posts material cost into WIP, and changes Draft work orders to Released. - Labor entry creates work order time entries. Labor and overhead posting is handled by work order labor automation. - Completion creates work order completion and completion lot records. Completion also receives finished goods into inventory and transfers WIP cost to finished goods through work order completion automation. - Scrap can either be replaced from another lot or left unreplaced. Replacement material increases WIP. Unreplaced scrap reduces the achievable finished-good quantity and causes existing WIP cost to be absorbed by fewer finished units. - Traceability reports read the work order material, completion lot, shipment, invoice, and outside-service scrap records created by these workflows. ## Related docs - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [New Work Order Overview](/docs/manufacturing/new-work-order-overview) - [View Work Orders Overview](/docs/manufacturing/view-work-orders-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [BOMs Overview](/docs/manufacturing/boms-overview) - [Routers Overview](/docs/manufacturing/routers-overview) - [Manufacturing Reports Overview](/docs/manufacturing/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Work Orders Overview Source: https://www.paxerp.com/docs/manufacturing/work-orders-overview The Work Orders menu is the main Manufacturing entry point for creating, reviewing, issuing, and completing work orders. ## On this page - What this screen is for - Screen path - Menu options - Shared dashboard shortcuts - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Work Orders` when you need to start or continue a production workflow. The menu does not itself change a work order. It sends you to the correct screen for the task you select. ## Screen path Dashboard > Manufacturing > Work Orders ## Menu options | Option | Use it for | |---|---| | `New Work Order` | Create a new manufacturing work order for a BOM part. | | `View Work Orders` | Search, filter, and open work order details. | | `Issue Materials` | Select a Draft work order and issue component inventory to WIP. | | `Log Labor / WIP to FG` | Select a Released or In Progress work order to save labor, record scrap, post a partial completion, or complete the work order. | ## Shared dashboard shortcuts Two Manufacturing dashboard buttons open Work Orders menu options directly: | Dashboard button | Opens | |---|---| | `Issue Materials` | The Work Orders issue list. | | `Log Labor / WIP to FG` | The Work Orders completion list. | Those shortcuts use the same screens and workflows documented here. Use the same canonical docs whether you enter from the Work Orders menu or from the direct dashboard button. ## What happens behind the scenes Opening the Work Orders menu does not read or update work order data until an option is selected. The selected option determines which work orders are loaded: - New Work Order loads available BOM headers. - View Work Orders loads the work order list. - Issue Materials loads Draft work orders. - Log Labor / WIP to FG loads Released and In Progress work orders. ## Troubleshooting ### A work order does not appear in Issue Materials **Likely cause:** The issue list only shows work orders in `Draft` status. **Safe fix:** Open the work order from `View Work Orders` and confirm the current status. **Contact support if:** The work order is Draft and still does not appear. ### A work order does not appear in Log Labor / WIP to FG **Likely cause:** The completion list only shows work orders in `Released` or `In Progress` status. **Safe fix:** Confirm materials have been issued when required. Issuing materials changes a Draft work order to Released. **Contact support if:** The work order is Released or In Progress and still does not appear. ## Related docs - [Manufacturing Overview](/docs/manufacturing/manufacturing-overview) - [New Work Order Overview](/docs/manufacturing/new-work-order-overview) - [How to Create Work Order](/docs/manufacturing/how-to-create-work-order) - [View Work Orders Overview](/docs/manufacturing/view-work-orders-overview) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [How to Issue Materials](/docs/manufacturing/how-to-issue-materials) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) ## Feedback Was this page helpful? Tell us what was unclear. # New Work Order Overview Source: https://www.paxerp.com/docs/manufacturing/new-work-order-overview The New Work Order screen is used to create a Draft manufacturing work order for a BOM part. ## On this page - What this screen is for - Screen path - Fields - Material availability - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `New Work Order` when production needs a new work order for a part that has a BOM in PAX. The screen creates the work order header and planned operations. It does not issue material, record labor, or receive finished goods. ## Screen path Dashboard > Manufacturing > Work Orders > New Work Order ## Fields | Field | Notes | |---|---| | `Part Number (BOM)` | Required. Type or select a parent part from the BOM list. The search supports parent part number and description. | | `Quantity` | Required. Must be greater than zero. | | `Due Date` | Optional due date. Shortcut links set Today, Tomorrow, Friday, or 1 Week. | | `Priority (1-10)` | Defaults to `5`. Lower numbers are treated as higher priority in the work order list. | | `Notes` | Optional work order notes. | ## Material availability After a part number and valid quantity are entered, PAX checks direct BOM component availability. The availability area can show: | Message | Meaning | |---|---| | `Materials Available` | Current component quantities are sufficient for the entered work order quantity. | | `Materials Insufficient` | One or more direct components are short. PAX also shows the maximum buildable quantity when it can calculate one. | | `Materials will populate when part number and quantity is entered` | The screen is waiting for a selected part and quantity. | The component list shows the component part, required quantity, available quantity, and shortage quantity when applicable. The availability check is advisory. It helps the user plan before saving, but the actual inventory movement happens later in [How to Issue Materials](/docs/manufacturing/how-to-issue-materials). ## Main actions - `Create Work Order`: Saves the work order after validating part number and quantity. - `Cancel`: Closes the screen without saving. After saving, PAX shows the new work order number and clears the form for another entry. ## What happens behind the scenes When the screen opens, PAX loads BOM headers. When availability is checked, PAX reads direct BOM components and compares required component quantity to inventory quantity on hand. This does not reserve or move inventory. When `Create Work Order` is selected, PAX validates that the part exists and creates a work order number in the `WO-YYYYNNNN` format. The new work order is created in `Draft` status unless the system sends a different status. PAX also creates work order operations from router steps for the work order part. Labor and outside-service router steps become work order operations. Material router steps are not inserted as operations because component material is handled through BOM material issue. Creating a work order does not post inventory, WIP, labor, overhead, outside-service cost, or finished-good inventory. ## Troubleshooting ### Failed to load BOMs **Likely cause:** PAX could not load BOM headers. **Safe fix:** Close and reopen the screen. Confirm the part has a BOM if it should be available for production. **Contact support if:** BOMs exist but the list will not load. ### Please select a BOM **Likely cause:** The Part Number field is blank or does not contain a selected BOM parent part. **Safe fix:** Select the part from the BOM list before saving. **Contact support if:** The part should be a BOM parent but does not appear. ### Quantity must be greater than 0 **Likely cause:** The quantity is blank, zero, or negative. **Safe fix:** Enter the planned production quantity. **Contact support if:** The quantity is valid but PAX still blocks saving. ### Materials are insufficient **Likely cause:** One or more direct BOM components do not have enough quantity on hand for the requested build. **Safe fix:** Review the shortage before creating or issuing the work order. Receive, buy, adjust, or correct inventory through the proper workflow instead of forcing the work order through. **Contact support if:** Inventory quantity on hand appears incorrect. ## Related docs - [Manufacturing Overview](/docs/manufacturing/manufacturing-overview) - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [How to Create Work Order](/docs/manufacturing/how-to-create-work-order) - [BOMs Overview](/docs/manufacturing/boms-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [Inventory Parts Overview](/docs/inventory/parts-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Create Work Order Source: https://www.paxerp.com/docs/manufacturing/how-to-create-work-order Create a work order when production needs to build a manufactured part through the normal PAX manufacturing workflow. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow to create a new Draft work order for a BOM parent part. After the work order exists, use separate workflows to issue materials, record labor, record scrap, and receive finished goods. Do not create a work order just to correct inventory quantity. Use the appropriate inventory adjustment or receiving workflow for inventory corrections. ## Before you start Confirm: - The finished part exists in inventory. - The part has a BOM header in PAX. - The planned quantity is known. - The due date and priority are known if your team uses them. - Component shortages have been reviewed before production starts. ## Steps 1. Go to `Dashboard > Manufacturing > Work Orders`. 2. Select `New Work Order`. 3. In `Part Number (BOM)`, type or select the BOM parent part. 4. Enter the planned `Quantity`. 5. Review the material availability section. 6. Enter a `Due Date` or use one of the date shortcuts if needed. 7. Set `Priority (1-10)`. 8. Add `Notes` if production needs special instructions. 9. Select `Create Work Order`. 10. Confirm PAX displays the new work order number. ## What happens behind the scenes PAX creates the work order in `Draft` status and assigns a work order number using the `WO-YYYYNNNN` pattern. PAX sets the work order router to the part number and creates labor and outside-service operations from matching router steps. Standard operation hours are based on the router step requirement multiplied by the ordered quantity. Standard rates come from the work center when available. No component inventory is removed when the work order is created. No WIP or finished-good accounting is posted at creation. The work order becomes eligible for the material issue workflow while it is in Draft status. ## Troubleshooting ### The part does not appear in the BOM list **Likely cause:** The part does not have a BOM header, or the entered search text does not match the parent part or description. **Safe fix:** Confirm the part and BOM setup before creating the work order. **Contact support if:** The BOM exists but the screen does not find it. ### The availability check shows a shortage **Likely cause:** Required direct components are greater than available on-hand quantity. **Safe fix:** Review purchasing, receiving, or inventory correction needs before issuing materials. Do not bypass lot tracking or inventory movement. **Contact support if:** The shortage does not match current inventory. ### The work order will not save **Likely cause:** The part number is missing, the quantity is not greater than zero, or PAX cannot validate the part. **Safe fix:** Select a BOM part and enter a positive quantity. **Contact support if:** The input is correct and saving still fails. ## Related docs - [New Work Order Overview](/docs/manufacturing/new-work-order-overview) - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [How to Issue Materials](/docs/manufacturing/how-to-issue-materials) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [BOMs Overview](/docs/manufacturing/boms-overview) ## Feedback Was this page helpful? Tell us what was unclear. # View Work Orders Overview Source: https://www.paxerp.com/docs/manufacturing/view-work-orders-overview The View Work Orders screen is used to search, filter, and open work orders for review or detail maintenance. ## On this page - What this screen is for - Screen path - List controls - Work order columns - Statuses - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `View Work Orders` when you need to find a work order, review its status, open its detail screen, print work order documents, or review production history. This screen is also reused by the Issue Materials and Log Labor / WIP to FG workflows with different list filters and action buttons. ## Screen path Dashboard > Manufacturing > Work Orders > View Work Orders ## List controls | Control | Purpose | |---|---| | Search box | Searches by work order number, part, description, status, priority, due date, or created-by user. | | `Status` filter | Shows Open Only, All Statuses, Completed, or Cancelled work orders. | | `Refresh` | Reloads the work order list. | | `View` | Opens the selected work order detail screen. | The default status filter is `Open Only (Draft/Released/In Progress)`. ## Work order columns | Column | What it shows | |---|---| | `WO Number` | Work order number. | | `Part Number` | Finished part being produced. | | `Quantity` | Ordered work order quantity. | | `Completed` | Quantity completed so far. | | `Status` | Current work order status. | | `Priority` | Work order priority. Lower numbers are visually treated as higher priority. | | `Due Date` | Planned due date. | | `Standard Cost` | Total standard cost value on the work order list. | | `Action` | Opens the work order detail or workflow for the current mode. | ## Statuses | Status | Meaning | |---|---| | `Draft` | Work order has been created but materials have not been issued through the normal issue workflow. | | `Released` | Materials have been issued and the work order is ready for labor, production, or completion. | | `In Progress` | Production activity has started, usually after a partial completion or labor/completion activity. | | `Completed` | The work order has been completed through the WIP-to-FG completion workflow or marked completed. | | `Cancelled` | The work order is no longer active for production. | Use the completion workflow rather than manually forcing a status to `Completed` when inventory receipt and WIP transfer are needed. ## What happens behind the scenes Opening the screen reads the work order list and related part description and created-by user. Searching and filtering in this screen are client-side actions after the list loads. Opening a work order detail screen loads additional material, operation, outside-service, and allocation details. Viewing and filtering work orders does not move inventory, post accounting, or change work order status. ## Troubleshooting ### No work orders are shown **Likely cause:** The selected status filter or search text excludes the work order. **Safe fix:** Clear the search box and change the status filter to `All Statuses`. **Contact support if:** The work order exists but never appears under any filter. ### A completed work order is missing from the default list **Likely cause:** The default filter is Open Only. **Safe fix:** Change the status filter to `Completed` or `All Statuses`. **Contact support if:** The completed work order still does not appear. ### The wrong action button is shown **Likely cause:** The same list component is used in different modes. View mode shows `View`, Issue mode shows `Issue`, and completion mode shows `Log Labor / WIP to FG`. **Safe fix:** Return to the Work Orders menu and choose the intended option. ## Related docs - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [Manufacturing Reports Overview](/docs/manufacturing/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Work Order Detail Overview Source: https://www.paxerp.com/docs/manufacturing/work-order-detail-overview The Work Order Detail screen shows the header, material, operation, outside-service, cost, and document actions for a single work order. ## On this page - What this screen is for - Screen path - Tabs - Detail actions - Role-sensitive cost visibility - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use Work Order Detail to inspect a work order, update allowed header fields, review issued materials, review labor and operation status, review outside-service costs, and print or email work order PDFs. Do not use header status editing as a substitute for the issue or completion workflows. Material issue and WIP-to-FG completion perform inventory and accounting work that a simple status edit does not. ## Screen path Dashboard > Manufacturing > Work Orders > View Work Orders > View ## Tabs ### Details The Details tab shows: | Field | Notes | |---|---| | `Part Number` | Finished part on the work order. | | `Status` | Editable in edit mode. Options are Draft, Released, In Progress, Completed, and Cancelled. | | `Description` | Part description. | | `Priority` | Editable in edit mode. | | `Qty Ordered` | Editable in edit mode. | | `Due Date` | Editable in edit mode. | | `Qty Completed` | Quantity completed through completion records. | | `Created` | Created date. | | `Qty Scrapped` | Scrapped quantity tracked on the work order. | | `Created By` | User who created the work order. | | `Std Cost` | Standard work order cost. | | `Act Material Cost` | Actual material cost. | | `Act Labor Cost` | Hidden for manufacturing-only users. | | `Act Overhead Cost` | Hidden for manufacturing-only users. | | `Act Outside Service Cost` | Actual outside-service cost linked to the work order. | | `Total Act Cost` | Hidden for manufacturing-only users. | | `Notes` | Editable in edit mode. | ### Materials The Materials tab shows issued work order material lines: - Line - Part Number - Required - Issued - Consumed - Unit Cost - Extended Cost ### Operations The Operations tab shows work order operations and labor activity: - Sequence - Work Center - Standard setup, run, and total hours - Actual hours - Operation status - Standard and actual labor rate details for users allowed to see labor costs - Employee entry counts ### Outside Services The Outside Services tab shows outside-service cost sources linked to the work order: - Percentage allocation links - Per-unit service PO lines - Line-level cost allocations If no outside-service records are linked, the tab shows `No outside services linked to this work order`. ## Detail actions | Action | What it does | |---|---| | `Edit` | Allows status, priority, quantity ordered, due date, and notes to be changed. | | `Save` | Saves edited header fields. | | `Cancel` | Leaves edit mode without saving changes. | | `Pick List PDF` | Opens the work order pick list PDF. Available when the work order is not Draft. | | `Router PDF` | Opens the work order router PDF. Available when the work order is not Draft. | | `Email PDFs` | Opens the email form to send both Pick List and Router PDFs. Available when the work order is not Draft. | The email form accepts one or more recipient email addresses, separated by commas or semicolons, and an optional custom message. ## Role-sensitive cost visibility Manufacturing-only users do not see labor wage-sensitive fields such as actual labor cost, overhead cost, total actual cost, labor rates, or actual labor cost by operation. Admin and executive users can see those fields. This is intentional. It lets manufacturing users operate the work order without exposing employee wage data. ## What happens behind the scenes Opening the detail screen loads the work order header, materials, operations, outside-service links, per-unit outside-service PO lines, and line-level allocations. Saving edit-mode changes updates work order header fields only. It does not issue material, record labor, complete finished goods, or post WIP-to-FG accounting. Printing PDFs reads work order, material, router, and tenant configuration data to generate PDF documents. Emailing PDFs uses the configured email service, creates both work order PDFs, and sends them to the entered recipients. ## Troubleshooting ### PDF buttons are missing **Likely cause:** The work order is still in `Draft` status. **Safe fix:** Issue materials when the work order is ready to be released. **Contact support if:** The work order is not Draft and the PDF buttons still do not appear. ### Labor cost fields are missing **Likely cause:** Your role hides wage-sensitive cost fields. **Safe fix:** Continue using the operational fields available to you. Ask an admin or executive to review wage-sensitive cost details when needed. **Contact support if:** Your role should allow cost visibility but the fields are hidden. ### Saving detail edits does not move inventory **Likely cause:** Detail edits only update work order header fields. **Safe fix:** Use [How to Issue Materials](/docs/manufacturing/how-to-issue-materials) for component issue and [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) for completion. **Contact support if:** A workflow action was used and expected inventory or accounting results did not occur. ### Email fails **Likely cause:** Recipient email is missing or invalid, too many recipients were entered, or email settings are not configured. **Safe fix:** Confirm the email addresses and try again. **Contact support if:** Valid recipients still fail or PAX reports missing email configuration. ## Related docs - [View Work Orders Overview](/docs/manufacturing/view-work-orders-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [How to Issue Materials](/docs/manufacturing/how-to-issue-materials) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) - [Servicer Scrap Log Overview](/docs/manufacturing/reports/servicer-scrap-log-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Issue Materials Overview Source: https://www.paxerp.com/docs/manufacturing/issue-materials-overview The Issue Materials screen is used to move component inventory from stock into a work order. ## On this page - What this screen is for - Screen paths - Work order selection - Material allocation - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Issue Materials` when a Draft work order is ready to receive its component materials. This is the workflow that consumes selected inventory records or lots and moves material cost into WIP. Do not manually edit inventory quantities to represent issued work order material. Use this workflow so PAX can preserve lot traceability and work order cost. ## Screen paths - Dashboard > Manufacturing > Work Orders > Issue Materials - Dashboard > Manufacturing > Issue Materials Both paths open the same Issue Materials workflow. This page is the canonical documentation for the shared screen. ## Work order selection The issue list shows work orders in `Draft` status. Select `Issue` beside the work order that should receive materials. After a work order is selected, PAX shows work order information: - WO number - Finished part and description - Work order quantity - Status - Due date when present ## Material allocation The material table shows: | Column | What it shows | |---|---| | `Line` | Material line number. | | `Part Number` | Component part to issue. | | `Description` | Component description. | | `Required Qty` | Required component quantity for the work order. | | `Lot Allocations` | Selected inventory record or lot quantity. | | `Actions` | `Select Lots` when a lot-tracked part has multiple available lots. | If no work order material lines exist yet, PAX loads direct BOM components and calculates required quantity from the BOM quantity multiplied by the work order quantity. PAX automatically proposes allocations: - Non-lot-tracked parts use an available inventory record. - Lot-tracked parts with one lot use that lot. - Lot-tracked parts with multiple lots are auto-allocated across the smallest available lots first, and can be adjusted with `Select Lots`. - Parts with no available inventory show no inventory available and cannot be issued until a valid inventory record or lot is selected. ## Main actions | Action | What it does | |---|---| | `Select Lots` | Opens the lot allocation modal for a lot-tracked component with multiple available lots. | | `Issue Materials` | Posts the selected material issue lines. | | `Cancel` | Returns to the issue list without posting material issue. | The lot allocation modal shows quantity needed, total allocated, remaining quantity, available lots, unit cost, and allocate quantity. ## What happens behind the scenes When the screen loads, PAX reads the work order, existing work order materials, direct BOM components when needed, inventory details, and available lots. When materials are issued, PAX validates that at least one line has quantity to issue and that each issued line has a selected inventory record or lot. For each issued line, PAX inserts or updates the work order material line, records the selected lot and unit cost, increases issued and consumed quantity, and reduces the selected inventory record's quantity on hand. After the material lines are processed, PAX posts the material issue to work order WIP through the work order material GL routine. If the work order is still `Draft`, PAX changes it to `Released`. Material issue does not complete finished goods. Finished goods are received later through [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg). ## Troubleshooting ### No work orders are listed **Likely cause:** The issue list only shows Draft work orders. **Safe fix:** Open [View Work Orders Overview](/docs/manufacturing/view-work-orders-overview) and confirm the work order status. **Contact support if:** The work order is Draft and still does not appear. ### Must select inventory or lot **Likely cause:** A line has quantity to issue but no selected inventory record. **Safe fix:** Use `Select Lots` when available, or correct inventory availability before issuing. **Contact support if:** The part has available inventory but PAX does not allow a selection. ### Insufficient inventory **Likely cause:** The selected inventory record or lot does not have enough quantity on hand. **Safe fix:** Adjust the lot allocation or resolve the inventory shortage through receiving or inventory correction workflows. **Contact support if:** Quantity on hand appears incorrect. ### Materials issued but the work order is still not ready to complete **Likely cause:** The completion list only shows Released or In Progress work orders. The list may need to be refreshed. **Safe fix:** Refresh the Log Labor / WIP to FG list. **Contact support if:** Material issue succeeded but the work order status did not update from Draft. ## Related docs - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [How to Issue Materials](/docs/manufacturing/how-to-issue-materials) - [New Work Order Overview](/docs/manufacturing/new-work-order-overview) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Issue Materials Source: https://www.paxerp.com/docs/manufacturing/how-to-issue-materials Issue materials when a Draft work order is ready to consume component inventory into WIP. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow after a work order has been created and before production completion. Issuing materials records which inventory records or lots were used for the work order. ## Before you start Confirm: - The work order exists and is in `Draft` status. - Component inventory is available. - Lot-tracked components have the correct lots available. - The selected work order is the correct build and quantity. ## Steps 1. Go to `Dashboard > Manufacturing > Work Orders > Issue Materials`, or use `Dashboard > Manufacturing > Issue Materials`. 2. Find the Draft work order in the list. 3. Select `Issue`. 4. Review the work order information at the top of the screen. 5. Review each material line and its proposed lot allocation. 6. For lot-tracked parts with multiple lots, select `Select Lots`. 7. In the lot allocation modal, adjust `Allocate Qty` as needed. 8. Confirm the total allocated quantity is greater than zero and does not exceed the quantity needed. 9. Select `Confirm` to return to the material issue screen. 10. Select `Issue Materials`. 11. Wait for PAX to show `Materials issued successfully`. ## What happens behind the scenes PAX posts only lines with quantity to issue. For each line, PAX validates the selected inventory record or lot, confirms enough quantity is available, and records the issue against the work order material line. PAX reduces quantity on hand on the selected inventory record, records the lot and cost on the work order material line, and posts material cost into WIP through the work order material GL routine. After issue, PAX changes the work order from `Draft` to `Released`. The issued component lots become part of the work order's lot traceability. Later component lot trace reports can use these records to identify affected finished goods, shipments, and invoices. ## Troubleshooting ### The work order is not in the list **Likely cause:** The work order is not in Draft status. **Safe fix:** Review it from [View Work Orders Overview](/docs/manufacturing/view-work-orders-overview). If materials were already issued, continue with production or completion instead of issuing again unnecessarily. **Contact support if:** The work order is Draft but missing. ### A component shows no inventory available **Likely cause:** No inventory record or lot has available quantity for the component. **Safe fix:** Resolve the inventory shortage through the correct purchasing, receiving, or inventory adjustment workflow. **Contact support if:** Inventory is available but not shown. ### The selected lot is wrong **Likely cause:** PAX auto-selected or auto-allocated lots based on available records. **Safe fix:** Use `Select Lots` for lot-tracked parts with multiple lots and adjust the allocation before selecting `Issue Materials`. **Contact support if:** The lot cannot be changed but should be available. ### Issuing fails with insufficient inventory **Likely cause:** The selected lot quantity changed after the screen loaded, or the allocation exceeds available quantity. **Safe fix:** Refresh the workflow and reselect available lots. **Contact support if:** The inventory quantity is correct and issuing still fails. ## Related docs - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) - [Component Lot Trace Overview](/docs/manufacturing/reports/component-lot-trace-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # BOMs Overview Source: https://www.paxerp.com/docs/manufacturing/boms-overview The BOMs screen opens the Bill of Materials Explorer, a read-only view of BOM headers, component structure, component cost, and build availability. ## On this page - What this screen is for - Screen path - BOM header list - Expanded BOM details - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `BOMs` to inspect the material structure for manufactured parts and estimate whether current component inventory can support a quantity to build. This screen is an explorer. It does not maintain BOM setup, issue material, reserve inventory, or create work orders. ## Screen path Dashboard > Manufacturing > BOMs ## BOM header list The top-level table shows BOM parent parts. | Column | What it shows | |---|---| | `Parent Part` | Finished or parent part number. | | `Description` | BOM header description. | | `UM` | Unit of measure. | | `Total Cost` | Component-based cost summary from inventory cost records. | | `On Hand` | Parent part quantity on hand. | | `On Order` | Parent part quantity on order. | | `Required` | Parent part quantity required. | | `Available` | Parent part quantity available. | Use the search box to search by parent part or description. ## Expanded BOM details Select a parent part row to expand it. The expanded section includes: - `Quantity to Build` - Buildable message for the entered quantity - `Print` - `Copy for Excel` - Component detail rows The component table shows: | Column | What it shows | |---|---| | `Sort #` | Component sort order. | | `Level` | BOM component level. | | `Component` | Component part number. | | `Description` | Component description. | | `Note` | Component note, or `-`. | | `UM` | Component unit of measure. | | `Qty Used` | Component quantity per parent. | | `Cost` | Component unit cost. | | `Ext. Cost` | Component quantity times component cost. | | `On Hand` | Component quantity on hand. | | `On Order` | Component quantity on order. | | `Required` | Component required quantity. | | `Available` | Component available quantity. | When `Quantity to Build` is entered, PAX highlights components that do not have enough on-hand quantity for that build quantity. ## Main actions | Action | What it does | |---|---| | Expand row | Loads and displays components for the selected parent part. | | `Quantity to Build` | Calculates whether the displayed components can support the entered build quantity. | | `Print` | Opens a BOM PDF. | | `Copy for Excel` | Copies the expanded BOM data to the clipboard in a spreadsheet-friendly format. | ## What happens behind the scenes Opening the screen reads BOM headers, parent inventory quantities, and component cost summaries. Expanding a BOM reads the component structure for that parent part. Buildability is calculated in the screen from component quantity required and component on-hand quantity. Printing reads the BOM and tenant configuration to generate a PDF. Copy for Excel writes the displayed BOM rows to the clipboard. The BOM Explorer does not create work orders, reserve stock, issue materials, or update BOM setup. ## Troubleshooting ### A BOM is missing **Likely cause:** The part does not have a BOM header, or the search filter excludes it. **Safe fix:** Clear the search box and confirm the part should have a BOM. **Contact support if:** The BOM exists but is not shown. ### Buildability looks short **Likely cause:** The entered quantity requires more direct component quantity than is currently on hand. **Safe fix:** Review component inventory before production. Use the proper purchasing, receiving, or inventory correction workflow to resolve shortages. **Contact support if:** Component on-hand quantities appear wrong. ### Copy for Excel fails **Likely cause:** Browser clipboard access was blocked. **Safe fix:** Allow clipboard access for PAX and try again. **Contact support if:** Clipboard access is allowed and copying still fails. ## Related docs - [Manufacturing Overview](/docs/manufacturing/manufacturing-overview) - [New Work Order Overview](/docs/manufacturing/new-work-order-overview) - [How to Create Work Order](/docs/manufacturing/how-to-create-work-order) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [Where Used Report Overview](/docs/manufacturing/reports/where-used-report-overview) - [Inventory Parts Overview](/docs/inventory/parts-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Routers Overview Source: https://www.paxerp.com/docs/manufacturing/routers-overview The Routers screen opens the Router Structure Explorer, a read-only view of router headers and routing steps. ## On this page - What this screen is for - Screen path - Router header list - Expanded router steps - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Routers` to inspect the planned production steps for a router. Router steps can include material, labor, and outside-service steps. This screen is an explorer. It does not maintain router setup, create work orders, link purchase orders, or post labor. ## Screen path Dashboard > Manufacturing > Routers ## Router header list The top-level table shows: | Column | What it shows | |---|---| | `Router` | Router number. | | `Description` | Router description. | | `UOM` | Unit of measure. | | `Customer` | Customer code and name when the router is customer-specific. | Use the search box to search by router or description. ## Expanded router steps Select a router row to expand its steps. The step table shows: | Column | What it shows | |---|---| | `Seq` | Router step sequence. | | `Type` | Step type, such as Material, Labor, or Outside Service. | | `Part Number` | Material part number when the step is a material step. | | `Description` | Material description when available. | | `Work Center` | Work center code and description for labor or service steps. | | `Servicer` | Outside servicer value when applicable. | | `Required` | Required quantity, hours, or service value from the router step. | | `UOM` | Unit of measure for the step. | ## Main actions | Action | What it does | |---|---| | Expand row | Loads and displays router steps for the selected router. | | `Print` | Opens a router PDF. | | `Copy for Excel` | Copies the expanded router data to the clipboard in a spreadsheet-friendly format. | ## What happens behind the scenes Opening the screen reads router headers. Expanding a router reads router steps, work center descriptions, customer names, and inventory descriptions where applicable. Printing reads the router, steps, and tenant configuration to generate a PDF. Copy for Excel writes the displayed router rows to the clipboard. When a work order is created, PAX uses router steps for the work order part to create labor and outside-service operations. The Router Explorer itself does not create or update those work order operations. ## Troubleshooting ### A router is missing **Likely cause:** The router does not exist or the search filter excludes it. **Safe fix:** Clear the search box and confirm the router setup. **Contact support if:** The router exists but does not appear. ### Steps are missing after expanding **Likely cause:** The router has no steps, or the steps could not be loaded. **Safe fix:** Collapse and expand the router again. **Contact support if:** The router should have steps but the table stays empty. ### Print or copy fails **Likely cause:** PDF generation or browser clipboard access failed. **Safe fix:** Try again and allow browser popups or clipboard access for PAX. **Contact support if:** The action continues to fail. ## Related docs - [Manufacturing Overview](/docs/manufacturing/manufacturing-overview) - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [New Work Order Overview](/docs/manufacturing/new-work-order-overview) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [Outside Service PO Overview](/docs/purchasing/outside-service-po-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Log Labor / WIP to FG Overview Source: https://www.paxerp.com/docs/manufacturing/log-labor-wip-to-fg-overview The Log Labor / WIP to FG screen is used to save production labor, record material scrap, receive partial or final finished goods, and transfer work order WIP cost to finished goods. ## On this page - What this screen is for - Screen paths - Work order selection - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Log Labor / WIP to FG` after materials have been issued and the work order is in `Released` or `In Progress` status. This screen has three separate outcomes: - Save labor without completing finished goods. - Save a partial completion and keep the work order open. - Complete the work order and move remaining WIP to finished goods. ## Screen paths - Dashboard > Manufacturing > Work Orders > Log Labor / WIP to FG - Dashboard > Manufacturing > Log Labor / WIP to FG Both paths open the same completion workflow. This page is the canonical documentation for the shared screen. ## Work order selection The selection list shows work orders in `Released` or `In Progress` status. Select `Log Labor / WIP to FG` beside the work order to open the completion screen. ## Key areas ### Work Order Information Shows work order number, part, description, ordered quantity, status, and due date. If prior completions exist, it also shows already completed, already scrapped, and remaining available quantity. ### Prior Completions Shows previous completion records with sequence, completed quantity, completion date, and lot quantities. Users allowed to see labor-sensitive cost fields also see completion cost. ### Labor Entries Labor is entered by operation. Select `Enter Labor` or `Edit Labor` to open the labor entry modal. Each new labor row includes: | Field | Notes | |---|---| | `Employee` | Required for a new labor entry. | | `Hours` | Required for a new labor entry. | | `Type` | Production, Setup, or Rework. | | `Notes` | Optional labor notes. | Existing posted labor entries are shown as read-only. ### Material Scrap Select `Record Scrap` to enter scrapped component quantities. Each scrap row includes: | Field | Notes | |---|---| | `Scrap Qty` | Quantity scrapped for the component line. | | `Reason` | Active scrap reason code. | | `Replacement Lot` | Optional replacement inventory lot. | If a replacement lot is selected, PAX pulls replacement material from inventory and reissues it to WIP. If no replacement is selected, PAX treats the scrap as unreplaced and reduces the achievable finished-good quantity based on the BOM ratio. ### Completion Details Enter `Quantity Completed` for the current receipt. The lot section must total to the quantity completed. Lot rules: - The sum of completion lot quantities must equal `Quantity Completed`. - Each lot row must have quantity greater than zero. - A lot number is required when receiving multiple lots or when the finished part is lot-tracked. - Expiration date is required when the finished part has shelf-life tracking. ### Cost Summary Users allowed to see labor-sensitive cost fields see Total in WIP and Transferring cost summaries. Manufacturing-only users do not see this cost summary. The screen preview distinguishes total WIP from cost transferring to finished goods. Final completion transfers all remaining WIP to finished goods. ## Main actions | Action | What it does | |---|---| | Refresh labor icon | Reloads posted labor entries for the work order. | | `Save Labor Only` | Saves new labor entries without receiving finished goods or closing the work order. | | `Save Partial` | Records a positive partial finished-good completion and keeps the work order open. | | `Complete WO` | Completes the work order and transfers remaining WIP to finished goods. Can be used with zero new quantity when all quantity was already completed through prior partials. | | `Cancel` | Returns to the completion list without posting the current completion. | ## What happens behind the scenes When the screen opens, PAX loads work order details, materials, operations, employees, active scrap reason codes, overhead rate, posted time entries, finished-part inventory details, prior completions, BOM components, material scrap, and outside-service scrap. Saving labor creates work order time entries. Labor and overhead posting is handled by work order labor automation. Recording replacement scrap reduces the selected replacement inventory lot, inserts a replacement work order material line, and posts the replacement material reissue cost to WIP. Recording unreplaced scrap keeps the WIP cost in the job but reduces the maximum achievable finished-good quantity. Saving a partial completion validates work order status, quantity, lots, lot numbers, and expiration requirements. It creates a work order completion record and completion lot records. Material cost is recognized based on the partial completion logic, labor and overhead transfer as actual deltas, and outside-service cost transfers as current job-level cost delta. The work order remains open and changes from Released to In Progress when applicable. Completing a work order validates the work order is not already Completed or Cancelled. If quantity is received, PAX creates completion and completion lot records. Final completion transfers all remaining WIP to finished goods and sets the work order to `Completed`. Completion records drive finished-good inventory receipt, work order quantity updates, and WIP-to-FG accounting through work order completion automation. ## Troubleshooting ### A work order is missing from the list **Likely cause:** The completion list only shows `Released` and `In Progress` work orders. **Safe fix:** Confirm materials were issued and the work order is not Draft, Completed, or Cancelled. **Contact support if:** The work order is Released or In Progress but does not appear. ### Lot quantities must equal quantity completed **Likely cause:** The lot rows do not total to the completion quantity. **Safe fix:** Adjust lot quantities until the lot total matches Quantity Completed. **Contact support if:** The totals match and PAX still blocks posting. ### Lot number is required **Likely cause:** The finished part is lot-tracked, or the completion is split across multiple lots. **Safe fix:** Enter a lot number for each required lot row. **Contact support if:** The part should not require lot tracking. ### Expiration date is required **Likely cause:** The finished part has shelf-life tracking. **Safe fix:** Enter an expiration date on each completion lot row. **Contact support if:** The part should not require expiration tracking. ### No new labor entries to save **Likely cause:** `Save Labor Only` was selected without any new unposted labor rows. **Safe fix:** Add a labor row with employee and hours, or use Cancel if no labor needs to be saved. **Contact support if:** New labor rows were entered but PAX does not recognize them. ## Related docs - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [Component Lot Trace Overview](/docs/manufacturing/reports/component-lot-trace-overview) - [Finished Good Lot Trace Overview](/docs/manufacturing/reports/finished-good-lot-trace-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Log Labor / WIP to FG Source: https://www.paxerp.com/docs/manufacturing/how-to-log-labor-wip-to-fg Use this workflow to save labor, record scrap, receive finished goods, and complete a work order through the PAX WIP-to-FG process. ## On this page - When to use this workflow - Before you start - Steps - Choosing the correct action - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow after materials have been issued to the work order and production activity needs to be recorded. Use `Save Labor Only` when labor should be posted but no finished goods are being received yet. Use `Save Partial` when some finished goods are ready to receive and the work order should remain open. Use `Complete WO` when the work order should be closed and remaining WIP should move to finished goods. ## Before you start Confirm: - The work order is in `Released` or `In Progress` status. - Materials have been issued when component usage is required. - Labor employees and hours are known. - Scrap quantities and reason codes are known, if scrap occurred. - Finished-good lot numbers and expiration dates are known when required. - Outside-service receiving or scrap has been reviewed when the work order includes outside service. ## Steps 1. Go to `Dashboard > Manufacturing > Work Orders > Log Labor / WIP to FG`, or use `Dashboard > Manufacturing > Log Labor / WIP to FG`. 2. Find the work order in the list. 3. Select `Log Labor / WIP to FG`. 4. Review Work Order Information and Prior Completions. 5. To add labor, select `Enter Labor` or `Edit Labor` on the operation row. 6. Add the employee, hours, type, and optional notes. 7. Select `Confirm Labor`. 8. If material scrap occurred, select `Record Scrap`. 9. Enter scrap quantity and reason. Select a replacement lot only when replacement material is actually being issued. 10. Select `Confirm Scrap`. 11. Enter `Quantity Completed`. 12. Review completion lot rows. Add or remove lots as needed. 13. Enter lot numbers and expiration dates when required. 14. Confirm the lot total equals the quantity completed. 15. Add completion notes if needed. 16. Choose `Save Labor Only`, `Save Partial`, or `Complete WO`. ## Choosing the correct action | Action | Use when | |---|---| | `Save Labor Only` | Labor should be saved now, but finished goods are not being received yet. | | `Save Partial` | A positive quantity is ready to receive, but the work order should remain open. | | `Complete WO` | The work order should be completed and remaining WIP should transfer to finished goods. | Do not use `Complete WO` just to hide a work order from the open list. Complete only when the production and cost consequences are intended. ## What happens behind the scenes New labor entries create work order time entries. Labor and overhead posting is handled by the work order labor automation. Replacement scrap pulls replacement material from the selected inventory lot, adds a replacement work order material line, and posts the replacement material cost into WIP. Unreplaced scrap records the scrap event and reduces the maximum finished-good quantity that can be completed based on the BOM ratio. Partial completion creates a completion record and completion lot records, receives the completed quantity into finished goods, and keeps the work order open. If the work order was Released, it becomes In Progress. Final completion creates any needed completion and lot records, updates final work order costs, and sets the work order to Completed. Final completion transfers all remaining WIP to finished goods, so the remaining job cost is absorbed by the completed finished-good quantity. The resulting completion lot records are used by finished-good and component lot traceability reports. ## Troubleshooting ### Quantity completed must be greater than 0 **Likely cause:** `Save Partial` requires a positive completion quantity. **Safe fix:** Enter the finished-good quantity to receive, or use `Save Labor Only` if no finished goods are ready. **Contact support if:** A positive quantity is entered but PAX blocks the partial. ### Cannot complete more than maximum achievable quantity **Likely cause:** Prior completions, unreplaced component scrap, or outside-service scrap reduce the remaining quantity that can be completed. **Safe fix:** Review prior completions and scrap records before changing the quantity. **Contact support if:** The maximum achievable quantity appears wrong. ### Labor was entered but not saved **Likely cause:** Labor rows must be confirmed in the labor modal and then saved through one of the screen actions. **Safe fix:** Reopen the operation, confirm the labor row, and select `Save Labor Only`, `Save Partial`, or `Complete WO`. **Contact support if:** Confirmed labor rows disappear or fail to save. ### Completion posted to the wrong lot **Likely cause:** The completion lot row had the wrong lot number before posting. **Safe fix:** Stop and notify the appropriate supervisor or administrator. Do not create offsetting manual records without review because lot traceability and accounting may be affected. **Contact support if:** A posted completion needs correction. ## Related docs - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [How to Issue Materials](/docs/manufacturing/how-to-issue-materials) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [Finished Good Lot Trace Overview](/docs/manufacturing/reports/finished-good-lot-trace-overview) - [Component Lot Trace Overview](/docs/manufacturing/reports/component-lot-trace-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Manufacturing Reports Overview Source: https://www.paxerp.com/docs/manufacturing/reports-overview Manufacturing Reports provides read-only reports for BOM usage, finished-good lot traceability, component lot traceability, and outside-service scrap review. ## On this page - What this screen is for - Screen path - Report options - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Manufacturing Reports` when you need to answer production and traceability questions without changing work orders, inventory, or accounting records. The reports depend on records created by the normal manufacturing workflow. For the strongest traceability, use PAX workflows for material issue, completion lots, shipment, invoicing, and outside-service scrap instead of manual shortcuts. ## Screen path Dashboard > Manufacturing > Reports ## Report options | Report | Use it for | |---|---| | `Where Used Report` | Find assemblies that contain a selected component part. | | `Finished Good Lot Trace` | Trace a manufactured finished-good lot to production history, shipments, sales orders, and invoices. | | `Component Lot Trace` | Trace a component lot into affected work orders, finished-good lots, shipments, sales orders, and invoices. | | `Servicer Scrap Log` | Review outside-service PO quantities that were closed short and logged as servicer scrap. | ## What happens behind the scenes Opening the reports menu does not change data. Each report reads a different set of records: - Where Used reads BOM component and parent BOM records. - Finished Good Lot Trace reads manufactured inventory lots, work order completion lots, shipment lines, sales orders, customers, and invoices. - Component Lot Trace reads component inventory lots, work order material issue records, finished-good completion lots, shipment lines, sales orders, customers, and invoices. - Servicer Scrap Log reads outside-service scrap records, related work orders, purchase order lines, vendors, and finished-part information. ## Troubleshooting ### A lot does not appear in a trace report **Likely cause:** The report lot picker only lists inventory records that have a lot value. **Safe fix:** Confirm the part and lot were received or completed with a lot number. **Contact support if:** The lot exists but cannot be selected. ### A shipment or invoice is missing from a trace **Likely cause:** The lot may not have shipped yet, the shipment may not be tied to the inventory record being traced, or invoice lines may not exist yet. **Safe fix:** Review the shipment and invoice status for the related order. **Contact support if:** The lot shipped and invoiced but the trace does not show it. ### Servicer scrap is missing **Likely cause:** The date filter defaults to the last 90 days, or the PO line was not logged as servicer scrap. **Safe fix:** Expand the date range and clear vendor, work order, and part filters. **Contact support if:** The scrap record should exist and still does not appear. ## Related docs - [Manufacturing Overview](/docs/manufacturing/manufacturing-overview) - [Where Used Report Overview](/docs/manufacturing/reports/where-used-report-overview) - [Finished Good Lot Trace Overview](/docs/manufacturing/reports/finished-good-lot-trace-overview) - [Component Lot Trace Overview](/docs/manufacturing/reports/component-lot-trace-overview) - [Servicer Scrap Log Overview](/docs/manufacturing/reports/servicer-scrap-log-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Where Used Report Overview Source: https://www.paxerp.com/docs/manufacturing/reports/where-used-report-overview The Where Used Report shows which BOM assemblies contain a selected component part. ## On this page - What this report is for - Screen path - Report input - Results - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Where Used Report` when you need to understand the assemblies affected by a component part. This is useful before component substitutions, inventory review, purchasing review, or engineering cleanup. This report is read-only. It does not update BOMs or inventory. ## Screen path Dashboard > Manufacturing > Reports > Where Used Report ## Report input Use `Select Component Part` to type or select a component part number. The list includes component parts used in BOMs, with part descriptions in the suggestion list. When the entered value exactly matches a component part, PAX loads the report automatically. ## Results The report heading shows `Assemblies Using: {selected part}`. The table includes: | Column | What it shows | |---|---| | `Parent Part Number` | BOM parent that uses the selected component. | | `Description` | Parent BOM description. | | `UOM` | Parent unit of measure. | | `Available` | Parent part available quantity. | If no parent BOMs use the part, PAX shows `This part is not used in any BOMs`. ## What happens behind the scenes When the report opens, PAX loads distinct component parts from BOM component records. When a component is selected, PAX reads BOM components where that part is used and returns the related BOM header and parent inventory availability. The report does not create or update BOM, inventory, work order, or accounting records. ## Troubleshooting ### The component is not in the selector **Likely cause:** The part is not currently used as a BOM component. **Safe fix:** Confirm the part number and BOM setup. **Contact support if:** The part is used in a BOM but does not appear. ### No assemblies are shown **Likely cause:** The entered value does not exactly match a component part, or the component is not used in any BOMs. **Safe fix:** Select the part from the list instead of typing a partial value. **Contact support if:** The component should return parent assemblies. ## Related docs - [Manufacturing Reports Overview](/docs/manufacturing/reports-overview) - [BOMs Overview](/docs/manufacturing/boms-overview) - [New Work Order Overview](/docs/manufacturing/new-work-order-overview) - [Inventory Parts Overview](/docs/inventory/parts-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Finished Good Lot Trace Overview Source: https://www.paxerp.com/docs/manufacturing/reports/finished-good-lot-trace-overview Finished Good Lot Trace shows how a manufactured finished-good lot was produced and where it went after shipment. ## On this page - What this report is for - Screen path - Report inputs - Results - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Finished Good Lot Trace` to trace a manufactured lot from work order completion to customer shipments, sales orders, and invoices. This report is read-only. It does not change inventory, shipments, invoices, or work orders. ## Screen path Dashboard > Manufacturing > Reports > Finished Good Lot Trace ## Report inputs | Input | Notes | |---|---| | `Part Number` | Select a manufactured part that has at least one inventory lot. | | `Lot` | Select a lot for the chosen part. Disabled until a part is selected. | | `Run Trace` | Runs the trace after both part and lot are selected. | The part selector is limited to traceable manufactured parts with lot values in inventory records. ## Results ### Lot information The lot info bar shows: - Part - Lot - Expiration, or `N/A` - Quantity on hand ### Production History The Production History section shows work order completion records for the selected lot. | Column | What it shows | |---|---| | `WO Number` | Work order that completed the lot. | | `Status` | Current work order status. | | `Qty Completed` | Quantity completed into the lot. | | `Completion Date` | Completion timestamp. | | `Cost Transferred` | Completion cost transferred for that lot quantity. | ### Orders & Invoices The Orders & Invoices section shows downstream shipment and invoice activity for the selected inventory lot. | Column | What it shows | |---|---| | `Order Number` | Sales order number. | | `Customer` | Customer name and code. | | `Customer PO` | Customer PO from the sales order. | | `Qty Shipped` | Quantity shipped from the lot. | | `Ship Date` | Shipment date. | | `Tracking` | Shipment tracking number when present. | | `Invoice` | Invoice ID when an invoice line exists. | | `Invoice Status` | Invoice status when present. | | `Line Amount` | Invoice line amount when present. | ## What happens behind the scenes PAX first loads manufactured parts that have lot records. After a part is selected, it loads lots for that part. When `Run Trace` is selected, PAX finds the inventory lot record, work order completion lots for the part and lot, and shipment lines tied to that inventory lot. It joins shipments to sales orders, customers, invoice lines, and invoices. The report relies on finished goods being completed with correct lot numbers and shipped through normal lot-aware shipment workflows. ## Troubleshooting ### The part is not available **Likely cause:** The part is not marked as manufactured in inventory, or it has no inventory records with a lot value. **Safe fix:** Confirm the part source and finished-good lot records. **Contact support if:** The manufactured part has lots but does not appear. ### The lot is not available **Likely cause:** The selected part has no matching lot value in inventory records. **Safe fix:** Confirm the lot number on the work order completion or inventory lot record. **Contact support if:** The lot exists but the selector does not show it. ### No orders are shown **Likely cause:** The lot has not been shipped, or shipment lines are not tied to that inventory lot. **Safe fix:** Review shipments for the finished-good lot. **Contact support if:** The lot shipped but the report does not show the shipment. ## Related docs - [Manufacturing Reports Overview](/docs/manufacturing/reports-overview) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) - [Component Lot Trace Overview](/docs/manufacturing/reports/component-lot-trace-overview) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) - [Invoice Detail Overview](/docs/sales/invoice-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Component Lot Trace Overview Source: https://www.paxerp.com/docs/manufacturing/reports/component-lot-trace-overview Component Lot Trace shows which work orders consumed a selected component lot and which finished-good lots, shipments, orders, and invoices may be affected. ## On this page - What this report is for - Screen path - Report inputs - Results - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Component Lot Trace` when you need downstream traceability from a component lot into production and customer activity. This is useful for quality review, lot holds, supplier issues, and customer impact analysis. This report is read-only. It does not change inventory, work orders, shipments, or invoices. ## Screen path Dashboard > Manufacturing > Reports > Component Lot Trace ## Report inputs | Input | Notes | |---|---| | `Component Part Number` | Select a traceable part that has inventory lots. | | `Lot` | Select a lot for the chosen component part. Disabled until a part is selected. | | `Run Trace` | Runs the trace after both part and lot are selected. | The part selector includes traceable parts with lot values in inventory records. ## Results ### Lot information The lot info bar shows: - Component - Lot - Quantity on hand ### Affected Work Orders Shows work orders that consumed the selected component lot. | Column | What it shows | |---|---| | `WO Number` | Work order that consumed the component lot. | | `FG Part Number` | Finished part on the work order. | | `FG Description` | Finished part description. | | `WO Status` | Current work order status. | | `Qty Consumed` | Component quantity consumed from the selected lot. | | `WO Qty Completed` | Quantity completed on the work order. | ### Affected Finished Good Lots Shows finished-good lots completed from affected work orders. | Column | What it shows | |---|---| | `WO Number` | Work order that completed the finished-good lot. | | `FG Part Number` | Finished part number. | | `FG Description` | Finished part description. | | `FG Lot` | Finished-good lot. | | `Qty Completed` | Finished-good quantity completed into the lot. | | `Completion Date` | Completion timestamp. | ### Orders & Invoices Shows downstream customer activity for affected finished-good lots. | Column | What it shows | |---|---| | `FG Part` | Finished part number. | | `FG Lot` | Finished-good lot shipped. | | `Order Number` | Sales order number. | | `Customer` | Customer name and code. | | `Customer PO` | Customer PO from the sales order. | | `Qty Shipped` | Quantity shipped. | | `Ship Date` | Shipment date. | | `Tracking` | Shipment tracking number when present. | | `Invoice` | Invoice ID when an invoice line exists. | | `Invoice Status` | Invoice status when present. | | `Line Amount` | Invoice line amount when present. | ## What happens behind the scenes PAX loads traceable parts with lot values and then loads lots for the selected part. When `Run Trace` is selected, PAX finds the selected component inventory lot and reads work order material issue records tied to that inventory record. It then follows affected work orders to finished-good completion lots, finished-good inventory records, shipment lines, sales orders, customers, invoice lines, and invoices. The report depends on materials being issued through [How to Issue Materials](/docs/manufacturing/how-to-issue-materials) and finished goods being completed with correct lots through [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg). ## Troubleshooting ### The component lot has no affected work orders **Likely cause:** The lot has not been issued to a work order, or it was not issued through the lot-aware material issue workflow. **Safe fix:** Review material issue records on the related work order. **Contact support if:** The lot was issued but no work orders appear. ### Finished good lots are missing **Likely cause:** Affected work orders have not been completed yet, or completions were posted without finished-good lot records. **Safe fix:** Review the work order completion history. **Contact support if:** The work order has completion lots but they are missing from the trace. ### Orders are missing **Likely cause:** Affected finished-good lots have not shipped yet. **Safe fix:** Review shipment activity for the finished-good lot. **Contact support if:** The lot shipped but the order is missing from the trace. ## Related docs - [Manufacturing Reports Overview](/docs/manufacturing/reports-overview) - [Issue Materials Overview](/docs/manufacturing/issue-materials-overview) - [How to Issue Materials](/docs/manufacturing/how-to-issue-materials) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [Finished Good Lot Trace Overview](/docs/manufacturing/reports/finished-good-lot-trace-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Servicer Scrap Log Overview Source: https://www.paxerp.com/docs/manufacturing/reports/servicer-scrap-log-overview The Servicer Scrap Log reviews outside-service purchase order quantities that were closed short and logged as servicer scrap. ## On this page - What this report is for - Screen paths - Filters - Results - Linked actions - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Servicer Scrap Log` to review outside-service scrap by vendor, purchase order line, work order, finished part, quantity, and value. This report is read-only. It does not log new scrap, reopen purchase orders, change work orders, or post accounting. ## Screen paths - Dashboard > Manufacturing > Reports > Servicer Scrap Log - Dashboard > Purchasing > Reports > Servicer Scrap Log Both paths open the same report. This Manufacturing report page is the canonical documentation for the shared screen. ## Filters The report opens with a default date range from 90 days ago through today. | Filter | Notes | |---|---| | `Date From` | Start date for logged scrap records. | | `Date To` | End date for logged scrap records. | | `Vendor` | Vendor code. The field converts typed text to uppercase. | | `WO Number` | Work order number. The field converts typed text to uppercase. | | `Part Number` | Finished part number search. The field converts typed text to uppercase. | | `Run` | Reloads the report using the selected filters. | ## Results The report table shows: | Column | What it shows | |---|---| | `Vendor` | Vendor code. Select it to open vendor details. | | `PO / Line` | Purchase order number and line number. Select the PO number to print the PO PDF. | | `WO` | Work order number. Select it to open work order detail. | | `FG Part` | Finished part number and description from the work order. | | `Ordered` | Outside-service PO line quantity ordered. | | `Received` | Quantity received. | | `Scrapped` | Quantity logged as servicer scrap. | | `Unit Price` | PO line unit price. | | `Scrap Value` | Quantity scrapped times unit price. | If no rows match the filters, PAX shows `No servicer scrap found for the selected filters.` ## Linked actions | Link | What it does | |---|---| | Vendor code | Opens the Vendor Detail screen for the vendor. | | PO number | Opens the purchase order PDF. | | Work order number | Opens the Work Order Detail screen. | ## What happens behind the scenes Running the report reads active outside-service scrap records and joins them to work orders, purchase order lines, purchase orders, vendors, and finished-part inventory descriptions. The report filters by logged date, vendor code, work order number, and finished part number. The part filter is a contains-style search. Opening a vendor or work order from the report opens the related detail modal. Printing a PO reads the purchase order and generates its PDF. The report does not create or change scrap records. It only reviews scrap that was already logged by the outside-service purchasing or receiving workflow. ## Troubleshooting ### Expected scrap is missing **Likely cause:** The default date range only covers the last 90 days, or a filter excludes the record. **Safe fix:** Clear Vendor, WO Number, and Part Number filters, then expand the date range and select `Run`. **Contact support if:** The record should exist and still does not appear. ### PO PDF does not open **Likely cause:** Browser popup blocking or PDF generation failed. **Safe fix:** Allow popups for PAX and select the PO link again. **Contact support if:** Other PDFs open but this PO does not. ### Vendor or work order detail does not open **Likely cause:** The linked record could not be loaded. **Safe fix:** Try opening the vendor or work order from its normal dashboard screen. **Contact support if:** The linked record exists but the report link does not open it. ## Related docs - [Manufacturing Reports Overview](/docs/manufacturing/reports-overview) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [Outside Service PO Overview](/docs/purchasing/outside-service-po-overview) - [Vendors Overview](/docs/purchasing/vendors-overview) - [Purchasing Overview](/docs/purchasing/purchasing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Inventory Overview Source: https://www.paxerp.com/docs/inventory/inventory-overview The Inventory section is used to maintain part records, review lot and quantity details, make controlled inventory adjustments, perform cycle counts, and run inventory reports. ## On this page - What Inventory is for - Who can see Inventory - Dashboard options - Operating discipline - What happens behind the scenes - Related docs ## What Inventory is for Use Inventory when you need to review stock, maintain the inventory master, correct inventory through an approved adjustment workflow, schedule or perform cycle counts, or analyze inventory value, availability, expiration, and usage. Inventory is not the normal place to receive purchase orders, ship sales orders, or complete work orders. Those workflows live in their own modules so PAX can keep inventory, lots, cost, status, and accounting history together. ## Who can see Inventory The Inventory dashboard section is visible to users with one of these roles: - `admin` - `executive` - `csr` - `sales` - `manufacturing` Some buttons and actions inside Inventory are role-limited. For example, bulk upload and reactivation actions are limited to higher-access users. ## Dashboard options | Button | What it opens | |---|---| | `Parts` | Opens the Inventory screen for searching part records, expanding item details, adding items, editing item setup, reviewing lots, deleting active items, and reactivating deleted items when permitted. | | `Adjustments` | Opens the Inventory Adjustment screen for quantity, lot, unit conversion, new lot, and cost correction workflows. | | `Cycle Counting` | Opens the Cycle Counting screen for schedule generation, count sessions, and completed count review. | | `Reports` | Opens Inventory Reports. | ## Operating discipline Use the intended workflow for the real business event: - Use receiving workflows for purchase order receipts. - Use shipping workflows for customer shipments. - Use manufacturing workflows for work order material issue and finished-good completion. - Use Inventory Adjustments only when the correct action is a physical discrepancy, write-off, scrap, lot correction, unit conversion, sample/giveaway, new lot, or lot cost correction. - Use Cycle Counting when a scheduled count should reconcile system quantity to a physical count. Avoid changing part setup or inventory quantities just to force a report to look right. Inventory changes can affect availability, lot traceability, costing, and GL reconciliation. ## What happens behind the scenes Inventory part records store the master setup for each part, including source, UOM, product line, vendor setup, purchasing controls, price tiers, lot tracking, shelf life, and cycle count priority. Lot and quantity records live separately from the part master. PAX uses those records to track lot quantity, expiration, country of origin, and cost components. Inventory adjustments update lot quantity or lot cost through the adjustment workflow and record an inventory adjustment history row. PAX uses inventory adjustment posting automation for the accounting impact of quantity and value changes. Cycle count submissions also use inventory adjustment behavior when the physical count differs from the system quantity. Inventory reports read the current inventory and lot records. Running or copying a report does not update inventory, cost, lots, GL, or part setup. ## Related docs - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [Adjustments Overview](/docs/inventory/adjustments-overview) - [Cycle Counting Overview](/docs/inventory/cycle-counting-overview) - [Inventory Reports Overview](/docs/inventory/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Parts Overview Source: https://www.paxerp.com/docs/inventory/parts-overview The Parts screen lists active inventory part records and lets users review item setup, lot details, available quantities, pricing, vendor information, and purchasing setup. ## On this page - What this screen is for - Screen path - Main list - Actions - Item detail sections - What happens behind the scenes - Related docs ## What this screen is for Use `Parts` to find an active inventory item, review its current quantity position, expand its setup details, and start item maintenance workflows. Use this screen for part setup and review. Use [Adjustments Overview](/docs/inventory/adjustments-overview) when the quantity, lot, or lot cost needs to be corrected. ## Screen path Dashboard > Inventory > Parts ## Main list The Parts screen opens as an `Inventory` modal with a search box and an inventory table. The table includes: | Column | What it shows | |---|---| | `Part Number` | Internal inventory part number. | | `Description` | Main part description. | | `Source` | Whether the part is `Manufactured` or `Purchased`. | | `UOM` | Stocking unit of measure. | | `On Hand` | Current on-hand quantity, shown in stock UOM. | | `On PO/WO` | Quantity on purchase order or work order. | | `On SO` | Quantity required by sales orders. | | `Available` | Quantity available after demand and supply are considered. | | `Price` | Base sales price. | Search matches part number and description. ## Actions | Action | What it does | |---|---| | `Add Inventory Item` | Opens the add item form. | | `Bulk Upload Inventory` | Opens the inventory CSV upload workflow for permitted users. | | `Bulk Upload Lots` | Opens the lot CSV upload workflow for permitted users. | | `Reactivate Deleted Inventory Item` | Lets permitted users reactivate a previously deleted item by part number. | | Expand row | Opens the item detail area for that part. | | `Edit` | Turns the expanded item detail into editable fields. | | `Delete` | Soft-deletes the item from edit mode after confirmation. | | `Save` | Saves edited item setup. | | `Cancel` | Leaves edit mode without saving. | ## Item detail sections Expanding a row shows: - Part Information. - Pricing Information. - Vendor Information. - Purchasing Information. - Lot Details. The detail area is documented separately in [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview) and [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview). ## What happens behind the scenes The Parts screen loads active inventory records. Expanding a row loads the selected part and its lot detail records. Viewing the list or expanding a part does not change inventory. Adding or editing an item updates the inventory master record. Deleting an item is a soft delete, so historical references on purchase orders, sales orders, BOMs, work orders, and other records remain intact. The add item form creates the item master record. It does not create an initial lot quantity from the visible fields in the current screen. Use normal receiving or manufacturing workflows for real receipts, or use [How to Add New Lot](/docs/inventory/how-to-add-new-lot) when a manual new lot adjustment is the correct correction. ## Related docs - [Inventory Overview](/docs/inventory/inventory-overview) - [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [How to Add Inventory Item](/docs/inventory/how-to-add-inventory-item) - [How to Edit Inventory Item](/docs/inventory/how-to-edit-inventory-item) - [How to Delete Inventory Item](/docs/inventory/how-to-delete-inventory-item) - [How to Reactivate Inventory Item](/docs/inventory/how-to-reactivate-inventory-item) - [Adjustments Overview](/docs/inventory/adjustments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Inventory Item Detail Overview Source: https://www.paxerp.com/docs/inventory/inventory-item-detail-overview Inventory Item Detail is the expanded view inside the Parts screen that shows a part's setup, pricing, vendor, purchasing, and lot information. ## On this page - What this view is for - Screen path - Detail sections - Actions - What happens behind the scenes - Troubleshooting - Related docs ## What this view is for Use Inventory Item Detail to review the master setup for a part before ordering, selling, manufacturing, adjusting, or cycle counting it. This view is also where users with permission can edit item setup. Do not use item setup edits to correct inventory quantity or lot cost; use the appropriate adjustment workflow instead. ## Screen path Dashboard > Inventory > Parts > expand an item row ## Detail sections | Section | What it shows | |---|---| | `Part Information` | Description, Description 2, source, stock UOM, product line, inventory sort code, inspection requirement, lot tracking, shelf life, weight per UOM, Schedule B, and ECCN. | | `Pricing Information` | Base price and tier prices. | | `Vendor Information` | Vendor, supplier part number, vendor cost information, and related vendor setup. For manufactured parts, supplier-specific fields are hidden where they do not apply. | | `Purchasing Information` | Reorder point, order quantity, lead time, purchasing UOM, purchasing conversion factor, cycle count priority, and purchaser notes. | | `Lot Details` | Lot-level quantity, expiration, country, and cost information. | For manufactured items with lots, the cost popover explains the weighted average cost calculation from lot costs and lot quantities. ## Actions | Action | What it does | |---|---| | `Edit` | Allows item setup fields to be changed. | | `Save` | Saves the edited item setup. | | `Cancel` | Discards unsaved item setup changes. | | `Delete` | Starts the soft-delete confirmation from edit mode. | ## What happens behind the scenes Expanding an item loads the current inventory master record and lot details for that part. Saving item setup updates the inventory record. It does not directly change lot quantities, lot costs, shipment history, work order history, purchase order history, or journal entries. Changes to product line, source, lot tracking, shelf life, purchasing setup, pricing, or cycle count priority can affect future workflows and reports. Review changes carefully before saving. ## Troubleshooting ### The cost does not match one specific lot **Likely cause:** The item-level cost display can use a weighted average across lots. **Safe fix:** Review the Lot Details section to see each lot's cost components and quantity. **Contact support if:** The lot costs look wrong or the weighted cost does not reconcile. ### A field should not be edited here **Likely cause:** Quantity, lot identity, and lot cost corrections belong in Inventory Adjustments. **Safe fix:** Use the matching adjustment workflow instead of editing the item master. **Contact support if:** You are unsure whether the change is setup maintenance or an inventory correction. ## Related docs - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [How to Edit Inventory Item](/docs/inventory/how-to-edit-inventory-item) - [How to Delete Inventory Item](/docs/inventory/how-to-delete-inventory-item) - [Adjustments Overview](/docs/inventory/adjustments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Inventory Lot Detail Overview Source: https://www.paxerp.com/docs/inventory/inventory-lot-detail-overview Inventory Lot Detail is the lot table inside an expanded inventory item, showing active and historical lots for the selected part. ## On this page - What this view is for - Screen path - Lot columns - Active and historical lots - What happens behind the scenes - Related docs ## What this view is for Use Lot Detail to review the lots that make up a part's on-hand quantity and cost basis. This view is for review. Use Inventory Adjustments when a lot quantity, lot number, unit conversion, new lot, or lot cost needs to be corrected. ## Screen path Dashboard > Inventory > Parts > expand an item row > Lot Details ## Lot columns | Column | What it shows | |---|---| | `Lot` | Lot identifier. Blank or no-lot rows appear when a part is not tracked by lot. | | `Expiration` | Expiration date, when the lot has one. | | `Cost` | Total cost per unit for the lot. | | `Material` | Material cost component. | | `Labor` | Labor cost component. | | `Overhead` | Overhead cost component. | | `Outside` | Outside process cost component. | | `Qty` | Quantity on hand for that lot. | | `Country` | Country of origin. | ## Active and historical lots Lots with quantity on hand greater than zero appear as active lots. Lots with zero or negative quantity are hidden from the main lot list and can be shown from `Show Lot History` when history exists. If the part has no lot detail records, PAX shows `No lot information available`. If there are no active lots, PAX shows `No active inventory lots`. ## What happens behind the scenes Lot detail rows come from the inventory lot records used by receiving, shipping, manufacturing, cycle counting, adjustments, and reporting. The cost components on a lot are used by inventory valuation and cost-sensitive reports. Lot quantity and expiration are also used by shipping allocation, expiration tracking, traceability, and cycle count workflows. Viewing lot details does not change inventory. Corrections should be made through the matching adjustment workflow so PAX can record the adjustment history and accounting impact. ## Related docs - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview) - [How to Correct Lot](/docs/inventory/how-to-correct-lot) - [How to Correct Lot Cost](/docs/inventory/how-to-correct-lot-cost) - [How to Add New Lot](/docs/inventory/how-to-add-new-lot) - [How to Perform Cycle Count](/docs/inventory/how-to-perform-cycle-count) ## Feedback Was this page helpful? Tell us what was unclear. # How to Add Inventory Item Source: https://www.paxerp.com/docs/inventory/how-to-add-inventory-item Use this workflow to create a new active inventory part master record. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Add Inventory Item` when a part number does not already exist in active inventory and needs to be available for future purchasing, sales, manufacturing, receiving, shipping, adjustments, or reporting. Do not use this workflow to receive initial inventory quantity. Create the part first, then use the appropriate receiving, manufacturing, or adjustment workflow for the inventory movement. ## Before you start Confirm: - The part number has been approved. - The description is known. - The stock UOM is known. - The source is known: `Purchased` or `Manufactured`. - Product line, vendor, lot tracking, shelf life, Schedule B, ECCN, and purchasing details are known if applicable. ## Steps 1. Go to `Dashboard > Inventory > Parts`. 2. Select `Add Inventory Item`. 3. Enter `Part Number`. 4. Enter `Description`. 5. Choose `Source`. 6. Choose `Product Line` if known. 7. Choose `Inventory Sort Code` if applicable. 8. Choose `Shelf Life` if the part expires. 9. Confirm `Unit of Measure`. 10. Enter `Weight per UOM` if applicable. 11. Search for and select the vendor when the part has vendor setup. 12. Enter supplier, Schedule B, ECCN, vendor description, vendor UOM, and conversion rate details as needed. 13. Select `Track Lot Numbers` when the part must be lot tracked. 14. Select `Create Item`. ## What happens behind the scenes PAX creates an active inventory master record for the part. The visible add-item form creates setup data. It does not create an initial lot quantity from the visible fields in the current screen and does not post inventory value to GL by itself. If the part number exists but is inactive, PAX blocks creation and indicates that the inactive part already exists. In that case, use [How to Reactivate Inventory Item](/docs/inventory/how-to-reactivate-inventory-item) instead of creating a duplicate part number. ## Troubleshooting ### PAX says the part number is required **Likely cause:** `Part Number` is blank. **Safe fix:** Enter the approved part number and try again. **Contact support if:** The field is filled but PAX still blocks saving. ### PAX says the description is required **Likely cause:** `Description` is blank. **Safe fix:** Enter the part description and try again. **Contact support if:** The description is filled but PAX still blocks saving. ### The part already exists but does not show in the list **Likely cause:** The part may be inactive. **Safe fix:** Use the reactivation workflow instead of creating a duplicate. **Contact support if:** You cannot reactivate a part that should exist. ## Related docs - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview) - [How to Reactivate Inventory Item](/docs/inventory/how-to-reactivate-inventory-item) - [How to Add New Lot](/docs/inventory/how-to-add-new-lot) ## Feedback Was this page helpful? Tell us what was unclear. # How to Edit Inventory Item Source: https://www.paxerp.com/docs/inventory/how-to-edit-inventory-item Use this workflow to update item master setup for an existing active inventory part. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Edit` when the part's setup needs to be corrected or maintained, such as description, source, product line, sort code, inspection flag, lot tracking flag, shelf life, pricing, vendor setup, purchasing setup, cycle count priority, Schedule B, or ECCN. Do not use item edits to correct current quantity, lot number, lot cost, or inventory value. Use [Adjustments Overview](/docs/inventory/adjustments-overview) for those corrections. ## Before you start Confirm: - The selected part is the correct part. - The requested setup change has been reviewed. - The change should apply going forward. - Any impact on purchasing, sales, manufacturing, cycle counting, reports, or GL reconciliation is understood. ## Steps 1. Go to `Dashboard > Inventory > Parts`. 2. Search for the part. 3. Expand the part row. 4. Select `Edit`. 5. Update the needed fields. 6. Review the full item detail before saving. 7. Select `Save`. To leave without saving, select `Cancel`. ## What happens behind the scenes PAX updates the inventory master record for the part and refreshes the Inventory screen. This workflow does not change lot quantities, lot costs, historical purchase orders, sales orders, work orders, shipments, or journal entries. Because product line, source, lot tracking, shelf life, purchasing UOM, conversion factor, and cycle count priority can affect future workflows and reports, changes should be intentional and reviewed before saving. ## Troubleshooting ### The field I need is not editable **Likely cause:** The value may be controlled by another workflow or not exposed for editing on this screen. **Safe fix:** Use the appropriate workflow for the correction, such as lot correction, cost correction, receiving, or work order completion. **Contact support if:** The item setup is wrong and there is no safe workflow to correct it. ### Quantity did not change after saving **Likely cause:** Item setup edits do not change quantity. **Safe fix:** Use the correct inventory adjustment workflow. **Contact support if:** Quantity appears wrong after a proper adjustment or transaction. ## Related docs - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [Adjustments Overview](/docs/inventory/adjustments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Delete Inventory Item Source: https://www.paxerp.com/docs/inventory/how-to-delete-inventory-item Use this workflow to soft-delete an active inventory item so it no longer appears in active inventory lists and normal selection dropdowns. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Delete` only when the part should no longer be used as an active inventory item. Do not delete a part to fix quantity, lot cost, or transaction history. Use the appropriate correction workflow instead. ## Before you start Confirm: - The part is no longer active for normal business use. - Open orders, purchasing activity, manufacturing activity, and reporting impact have been reviewed. - You are not deleting the part to bypass a correction that should be made through another workflow. ## Steps 1. Go to `Dashboard > Inventory > Parts`. 2. Search for the part. 3. Expand the part row. 4. Select `Edit`. 5. Select `Delete`. 6. Review the `Delete Inventory Item` confirmation. 7. Type `DELETE` in the confirmation field. 8. Select `Confirm Delete`. ## What happens behind the scenes PAX soft-deletes the inventory item by marking it inactive. The part is hidden from active inventory lists, normal dropdowns, and active reports. Historical references remain intact on records such as purchase orders, sales orders, BOMs, work orders, shipments, invoices, and inventory history. Deleting an item does not remove historical records, change lot quantities, clear costs, or post a journal entry. ## Troubleshooting ### The Confirm Delete button is disabled **Likely cause:** The confirmation text does not exactly match `DELETE`. **Safe fix:** Type `DELETE` in uppercase and try again. **Contact support if:** The confirmation is correct but the delete still fails. ### A deleted part is needed again **Likely cause:** The part was soft-deleted but the historical record still exists. **Safe fix:** Use the reactivation workflow instead of creating a duplicate part number. **Contact support if:** Reactivation fails for a part that should exist. ## Related docs - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview) - [How to Reactivate Inventory Item](/docs/inventory/how-to-reactivate-inventory-item) ## Feedback Was this page helpful? Tell us what was unclear. # How to Reactivate Inventory Item Source: https://www.paxerp.com/docs/inventory/how-to-reactivate-inventory-item Use this workflow to restore a previously deleted inventory item to active status. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Reactivate Deleted Inventory Item` when a part number already exists in PAX but is inactive and should be used again. Do not create a new duplicate part number when the correct historical part can be reactivated. ## Before you start Confirm: - The part number is known. - The inactive part should be restored. - The part setup should be reviewed after reactivation. ## Steps 1. Go to `Dashboard > Inventory > Parts`. 2. Select `Reactivate Deleted Inventory Item`. 3. Enter the part number. 4. Select `Reactivate`. 5. If PAX confirms reactivation, search for the part in the active Parts list. 6. Expand the item and review its setup. 7. Edit the item if any setup needs to be updated before use. ## What happens behind the scenes PAX finds the inventory record by part number and marks it active again. If the part is already active, PAX tells you that it is already active. If the part number is not found, PAX tells you that the part was not found. Reactivation does not change historical records, quantities, lot costs, or GL. It only restores the part to active status. ## Troubleshooting ### Part not found **Likely cause:** The part number was typed differently than the existing record, or the part does not exist in PAX. **Safe fix:** Confirm the exact part number and try again. **Contact support if:** The part should exist but PAX cannot find it. ### Part is already active **Likely cause:** The part is not deleted. **Safe fix:** Close the reactivation modal and search for the part in the Parts screen. **Contact support if:** The part is active but does not appear in expected workflows. ## Related docs - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview) - [How to Add Inventory Item](/docs/inventory/how-to-add-inventory-item) - [How to Edit Inventory Item](/docs/inventory/how-to-edit-inventory-item) ## Feedback Was this page helpful? Tell us what was unclear. # Adjustments Overview Source: https://www.paxerp.com/docs/inventory/adjustments-overview The Inventory Adjustment screen is used to record controlled inventory corrections for quantities, lots, unit conversions, new lots, sample/giveaway usage, and lot cost corrections. ## On this page - What this screen is for - Screen path - Adjustment types - Lot behavior - Bulk mode - What happens behind the scenes - Related docs ## What this screen is for Use Inventory Adjustments when the correct business action is an inventory correction or special movement outside normal receiving, shipping, and work order workflows. Do not use adjustments to bypass normal operational flows. Receiving purchase orders, shipping customer orders, issuing materials, and completing work orders should be done in their own workflows so PAX can preserve statuses, traceability, cost, and accounting history. ## Screen path Dashboard > Inventory > Adjustments ## Adjustment types | Adjustment Type | Use when | |---|---| | `Physical Discrepancy` | A physical count differs from system quantity and the quantity should be corrected up or down. | | `Write Off` | Inventory should be reduced because it is no longer usable or should be removed from stock. | | `Scrap` | Inventory should be reduced as scrap. | | `Lot Correction` | Quantity should move from one lot to another lot for the same part. | | `Unit Conversion` | Quantity should move from one part to another part as a unit or part conversion. | | `Sample/Giveaway` | Inventory leaves stock as a sample or giveaway outside the normal sales shipment flow. | | `Add New Lot` | A new lot needs to be added manually through an adjustment. | | `Cost Correction` | Cost components need to be corrected for an existing lot. | ## Lot behavior After a part is selected, PAX loads the current lots for that part. For lot-tracked parts, a lot is required for most adjustment types. For non-lot-tracked parts, PAX uses `No Lot Number` automatically. Lot options show quantity and expiration when available. Lots are sorted with active lots first, then by expiration and lot. ## Bulk mode Bulk mode is available for: - `Physical Discrepancy` - `Scrap` Bulk mode lets users enter multiple part/lot rows, current quantity, new quantity or scrap quantity, and reason before submitting the group. ## What happens behind the scenes Standard quantity adjustments update the matching inventory lot record and insert an inventory adjustment history row. PAX uses inventory adjustment posting automation for the accounting impact of inventory quantity and value changes. `Add New Lot` and `Cost Correction` also post GL impact when the resulting inventory value change is nonzero. `Lot Correction` moves quantity between lots for the same part. `Unit Conversion` reduces the source part and increases the target part. Both workflows preserve an adjustment history trail. Every adjustment requires a reason. The reason is part of the audit history and should clearly explain why the correction is appropriate. ## Related docs - [Inventory Overview](/docs/inventory/inventory-overview) - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [How to Record Physical Discrepancy](/docs/inventory/how-to-record-physical-discrepancy) - [How to Write Off Inventory](/docs/inventory/how-to-write-off-inventory) - [How to Record Scrap](/docs/inventory/how-to-record-scrap) - [How to Correct Lot](/docs/inventory/how-to-correct-lot) - [How to Convert Units](/docs/inventory/how-to-convert-units) - [How to Record Sample/Giveaway](/docs/inventory/how-to-record-sample-giveaway) - [How to Add New Lot](/docs/inventory/how-to-add-new-lot) - [How to Correct Lot Cost](/docs/inventory/how-to-correct-lot-cost) ## Feedback Was this page helpful? Tell us what was unclear. # How to Record Physical Discrepancy Source: https://www.paxerp.com/docs/inventory/how-to-record-physical-discrepancy Use this workflow when a physical inventory count does not match the system quantity and the inventory record should be corrected. ## On this page - When to use this workflow - Before you start - Steps - Bulk entry - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Physical Discrepancy` for a verified count difference that should increase or decrease inventory. If the discrepancy is part of a scheduled cycle count, use [How to Perform Cycle Count](/docs/inventory/how-to-perform-cycle-count) instead. ## Before you start Confirm: - The part number is correct. - The lot is correct when the part is lot tracked. - The physical quantity has been counted and verified. - The reason explains the discrepancy. ## Steps 1. Go to `Dashboard > Inventory > Adjustments`. 2. Set `Adjustment Type` to `Physical Discrepancy`. 3. Enter or select the `Part Number`. 4. Select the correct lot if the part is lot tracked. 5. Review `Old Quantity`. 6. Enter the corrected `New Quantity`. 7. Enter a clear `Reason`. 8. Select `Submit Adjustment`. ## Bulk entry For multiple physical discrepancies, select `Bulk Mode`. Enter each row with part number, lot when required, current quantity, new quantity, and reason. Submit only after each row has been reviewed. ## What happens behind the scenes PAX updates the matching inventory lot or no-lot record from old quantity to new quantity. PAX inserts an inventory adjustment record with adjustment type `Discrepancy`. Inventory adjustment posting automation handles the accounting impact of the quantity and value change. The adjustment reason becomes part of the audit history. ## Troubleshooting ### Lot is required **Likely cause:** The selected part is lot tracked. **Safe fix:** Select the correct lot before submitting. **Contact support if:** The correct lot is missing from the list. ### The new quantity is wrong after selecting a part **Likely cause:** The selected part or lot is not the one that was counted. **Safe fix:** Stop and reselect the correct part and lot before submitting. **Contact support if:** PAX shows a current quantity that does not match expected inventory records. ## Related docs - [Adjustments Overview](/docs/inventory/adjustments-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [Cycle Counting Overview](/docs/inventory/cycle-counting-overview) - [How to Perform Cycle Count](/docs/inventory/how-to-perform-cycle-count) ## Feedback Was this page helpful? Tell us what was unclear. # How to Write Off Inventory Source: https://www.paxerp.com/docs/inventory/how-to-write-off-inventory Use this workflow to reduce inventory through a write-off adjustment. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Write Off` when inventory should be removed from stock and the correct action is a write-off, not a shipment, work order issue, receiving correction, or lot transfer. The write-off workflow only decreases inventory. ## Before you start Confirm: - The part and lot are correct. - The current quantity shown by PAX is understood. - The final quantity after write-off is known. - The reason clearly explains the write-off. ## Steps 1. Go to `Dashboard > Inventory > Adjustments`. 2. Set `Adjustment Type` to `Write Off`. 3. Enter or select the `Part Number`. 4. Select the correct lot if the part is lot tracked. 5. Review `Old Quantity`. 6. Enter the reduced `New Quantity`. 7. Enter a clear `Reason`. 8. Select `Submit Adjustment`. ## What happens behind the scenes PAX validates that the new quantity is lower than the old quantity and is not negative. PAX updates the matching inventory lot or no-lot record and inserts an inventory adjustment record with adjustment type `WriteOff`. Inventory adjustment posting automation handles the accounting impact of the inventory decrease. ## Troubleshooting ### PAX blocks the write-off **Likely cause:** The new quantity is not lower than the old quantity, or the result would be negative. **Safe fix:** Recheck the current quantity and enter the intended reduced quantity. **Contact support if:** The quantity is valid but PAX still blocks the adjustment. ### The item should be moved to another lot instead **Likely cause:** The issue is a lot correction, not a write-off. **Safe fix:** Use [How to Correct Lot](/docs/inventory/how-to-correct-lot). **Contact support if:** You are unsure whether the inventory should be written off or transferred. ## Related docs - [Adjustments Overview](/docs/inventory/adjustments-overview) - [How to Record Scrap](/docs/inventory/how-to-record-scrap) - [How to Record Sample/Giveaway](/docs/inventory/how-to-record-sample-giveaway) - [How to Correct Lot](/docs/inventory/how-to-correct-lot) ## Feedback Was this page helpful? Tell us what was unclear. # How to Record Scrap Source: https://www.paxerp.com/docs/inventory/how-to-record-scrap Use this workflow to reduce inventory because material has been scrapped outside a work order scrap workflow. ## On this page - When to use this workflow - Before you start - Steps - Bulk entry - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Scrap` when on-hand inventory needs to be reduced as scrap. If scrap happened during a work order, use the manufacturing scrap workflow connected to that work order so WIP and traceability stay correct. ## Before you start Confirm: - The part and lot are correct. - The scrap quantity is known. - The scrap quantity does not exceed the current quantity. - The reason explains why the material is being scrapped. ## Steps 1. Go to `Dashboard > Inventory > Adjustments`. 2. Set `Adjustment Type` to `Scrap`. 3. Enter or select the `Part Number`. 4. Select the correct lot if the part is lot tracked. 5. Review the current quantity. 6. Enter `Scrap Quantity`. 7. Review the calculated `New Quantity`. 8. Enter a clear `Reason`. 9. Select `Submit Adjustment`. ## Bulk entry For multiple scrap adjustments, select `Bulk Mode`. Enter each row with part number, lot when required, current quantity, scrap quantity, and reason. PAX calculates the new quantity for each row. ## What happens behind the scenes PAX subtracts the scrap quantity from the selected inventory lot or no-lot record. PAX inserts an inventory adjustment record with adjustment type `Scrap`. Inventory adjustment posting automation handles the accounting impact of the inventory decrease. ## Troubleshooting ### Scrap quantity is rejected **Likely cause:** Scrap quantity is zero, negative, or greater than the current quantity. **Safe fix:** Recheck the count and enter a positive quantity that does not exceed current stock. **Contact support if:** PAX shows an incorrect current quantity. ### Scrap belongs to a work order **Likely cause:** The material was consumed or scrapped during production. **Safe fix:** Use the work order scrap process instead of a standalone inventory scrap adjustment. **Contact support if:** The work order cannot accept the scrap correction. ## Related docs - [Adjustments Overview](/docs/inventory/adjustments-overview) - [How to Write Off Inventory](/docs/inventory/how-to-write-off-inventory) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) ## Feedback Was this page helpful? Tell us what was unclear. # How to Correct Lot Source: https://www.paxerp.com/docs/inventory/how-to-correct-lot Use this workflow to move quantity from one lot to another lot for the same part. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Lot Correction` when the part quantity is correct overall but some quantity is assigned to the wrong lot. Do not use lot correction to change total part quantity or cost. Use a quantity adjustment or cost correction workflow when that is the real issue. ## Before you start Confirm: - The source part is correct. - The current lot is incorrect for some quantity. - The corrected lot is known. - The transfer amount is known. - The reason explains the lot correction. ## Steps 1. Go to `Dashboard > Inventory > Adjustments`. 2. Set `Adjustment Type` to `Lot Correction`. 3. Enter or select the `Part Number`. 4. Select the `Current Lot`. 5. Enter or select the `Corrected Lot`. 6. Use `No Lot Number` only when the corrected destination should be a no-lot row. 7. Review `Old Quantity`. 8. Enter `Transfer Amount`. 9. Enter a clear `Reason`. 10. Select `Submit Adjustment`. ## What happens behind the scenes PAX reduces the source lot by the transfer amount and increases the corrected lot by the same amount. If the corrected lot already exists, PAX adds the quantity to that lot and recalculates the target lot cost as a weighted average. If the corrected lot does not exist, PAX creates it using the source lot's cost components, expiration, and country of origin. PAX records adjustment history for both sides of the correction. ## Troubleshooting ### Source and corrected lot cannot be the same **Likely cause:** The same lot was selected for both fields. **Safe fix:** Choose a different corrected lot. **Contact support if:** The lot list does not include the expected destination. ### Transfer amount is rejected **Likely cause:** The transfer amount is zero, negative, or greater than the available source lot quantity. **Safe fix:** Recheck the source lot quantity and enter the correct transfer amount. **Contact support if:** The source lot quantity appears wrong. ## Related docs - [Adjustments Overview](/docs/inventory/adjustments-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [How to Record Physical Discrepancy](/docs/inventory/how-to-record-physical-discrepancy) - [How to Correct Lot Cost](/docs/inventory/how-to-correct-lot-cost) ## Feedback Was this page helpful? Tell us what was unclear. # How to Convert Units Source: https://www.paxerp.com/docs/inventory/how-to-convert-units Use this workflow to reduce one inventory part and create quantity on another inventory part as a unit or part conversion. ## On this page - When to use this workflow - Before you start - Steps - Conversion preview - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Unit Conversion` when the physical inventory is being converted from one stocked part to another stocked part. Do not use unit conversion to fix a wrong lot number for the same part. Use [How to Correct Lot](/docs/inventory/how-to-correct-lot) for that. ## Before you start Confirm: - The source part and source lot are correct. - The target part already exists in inventory. - The source quantity to remove is known. - The target quantity to create is known. - The reason explains the conversion. ## Steps 1. Go to `Dashboard > Inventory > Adjustments`. 2. Set `Adjustment Type` to `Unit Conversion`. 3. Enter or select the source `Part Number`. 4. Select the source lot if required. 5. Enter `Quantity to Convert`. 6. Enter or select `Target Part`. 7. Enter `Target Quantity Created`. 8. Review the conversion preview. 9. Enter a clear `Reason`. 10. Select `Submit Conversion`. ## Conversion preview The preview shows: - The source quantity and source part being removed. - The target quantity and target part being added. - The target quantity created per source unit. - The lot that will be used for the target side. Review this carefully before submitting. ## What happens behind the scenes PAX reduces the source part and lot by the source quantity and increases the target part by the target quantity. The target side uses the source lot identifier. If the target lot already exists, PAX adds to it and recalculates cost using a weighted average. If the target lot does not exist, PAX creates it using source lot expiration and country of origin, with cost components adjusted by the conversion ratio. PAX records adjustment history for both the source decrease and target increase. ## Troubleshooting ### Target part is missing **Likely cause:** The target part has not been created as an inventory item. **Safe fix:** Create or reactivate the target part first, then return to the conversion. **Contact support if:** The target part exists but is not available for selection. ### Conversion result looks wrong **Likely cause:** The source quantity or target quantity created was entered incorrectly. **Safe fix:** Review the conversion preview before submitting. **Contact support if:** A submitted conversion needs correction. ## Related docs - [Adjustments Overview](/docs/inventory/adjustments-overview) - [How to Add Inventory Item](/docs/inventory/how-to-add-inventory-item) - [How to Correct Lot](/docs/inventory/how-to-correct-lot) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Record Sample/Giveaway Source: https://www.paxerp.com/docs/inventory/how-to-record-sample-giveaway Use this workflow to reduce inventory when material leaves stock as a sample or giveaway outside the normal sales order shipment process. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Sample/Giveaway` when inventory should be reduced for a sample or giveaway and there is no sales order shipment workflow to use. If the item is being sold or shipped against a customer order, use the sales and shipping workflow instead. ## Before you start Confirm: - The part and lot are correct. - The quantity leaving inventory is known. - The business reason for the sample or giveaway is documented. - A sales order shipment is not the correct workflow. ## Steps 1. Go to `Dashboard > Inventory > Adjustments`. 2. Set `Adjustment Type` to `Sample/Giveaway`. 3. Enter or select the `Part Number`. 4. Select the correct lot if the part is lot tracked. 5. Review `Old Quantity`. 6. Enter the reduced `New Quantity`. 7. Enter a clear `Reason`. 8. Select `Submit Adjustment`. ## What happens behind the scenes PAX validates that the new quantity is lower than the old quantity and is not negative. PAX updates the matching inventory lot or no-lot record and inserts an inventory adjustment record with adjustment type `SampleGiveaway`. Inventory adjustment posting automation handles the accounting impact of the inventory decrease. ## Troubleshooting ### The adjustment is blocked **Likely cause:** The new quantity is not lower than the old quantity, or the result would be negative. **Safe fix:** Recheck the quantity leaving inventory and enter the intended final quantity. **Contact support if:** The quantity is valid but the adjustment fails. ### The sample should be tied to a customer shipment **Likely cause:** This is not a standalone sample/giveaway event. **Safe fix:** Use the proper sales and shipping workflow so the customer, shipment, invoice, and lot history stay connected. **Contact support if:** You are unsure which workflow applies. ## Related docs - [Adjustments Overview](/docs/inventory/adjustments-overview) - [How to Write Off Inventory](/docs/inventory/how-to-write-off-inventory) - [How to Record Scrap](/docs/inventory/how-to-record-scrap) - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Add New Lot Source: https://www.paxerp.com/docs/inventory/how-to-add-new-lot Use this workflow to manually add a new inventory lot with quantity and cost components. ## On this page - When to use this workflow - Before you start - Steps - Cost fields - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Add New Lot` when a new lot needs to be added manually through an inventory adjustment. Do not use this workflow for normal purchase order receiving or finished-good work order completion. Those workflows create inventory lots through their own process. ## Before you start Confirm: - The part already exists. - The new lot number is known. - The lot does not already exist for the part. - Quantity is known. - Cost components are known. - Expiration date is known when the part has shelf life tracking. - The reason explains why a manual lot add is appropriate. ## Steps 1. Go to `Dashboard > Inventory > Adjustments`. 2. Set `Adjustment Type` to `Add New Lot`. 3. Enter or select the `Part Number`. 4. Enter `New Lot`. 5. Enter `Expiration Date` when the part has shelf life tracking. 6. Enter `Quantity`. 7. Enter `Material Cost`. 8. Enter `Labor Cost`. 9. Enter `Overhead Cost`. 10. Enter `Outside Process Cost`. 11. Review `Total Cost per Unit`. 12. Enter a clear `Reason`. 13. Select `Submit Adjustment`. ## Cost fields `Total Cost per Unit` is calculated from: - Material cost. - Labor cost. - Overhead cost. - Outside process cost. Use the correct cost components before submitting. Cost entered here affects inventory valuation. ## What happens behind the scenes PAX creates a new inventory lot record for the selected part. PAX inserts an inventory adjustment record with adjustment type `AddNewLot`. If quantity times total lot cost is greater than zero, PAX posts the value impact to GL using the inventory adjustment posting configuration for the part's product line. ## Troubleshooting ### Expiration date is required **Likely cause:** The selected part has shelf life tracking. **Safe fix:** Enter the correct expiration date before submitting. **Contact support if:** The part should not require expiration tracking. ### Lot already exists **Likely cause:** The entered lot is already present for the part. **Safe fix:** Review the existing lot in [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview). Use another workflow if quantity or cost needs correction. **Contact support if:** The existing lot record appears incorrect. ## Related docs - [Adjustments Overview](/docs/inventory/adjustments-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [How to Correct Lot Cost](/docs/inventory/how-to-correct-lot-cost) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) ## Feedback Was this page helpful? Tell us what was unclear. # How to Correct Lot Cost Source: https://www.paxerp.com/docs/inventory/how-to-correct-lot-cost Use this workflow to correct cost components on an existing inventory lot without changing its quantity. ## On this page - When to use this workflow - Before you start - Steps - Cost review - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Cost Correction` when the lot's material, labor, overhead, or outside process cost is wrong and needs correction. Do not use this workflow to correct quantity or lot identity. Use the matching adjustment workflow for those changes. ## Before you start Confirm: - The part and lot are correct. - Current cost components have been reviewed. - Correct cost components are known. - The value impact is understood. - The reason explains why the cost correction is needed. ## Steps 1. Go to `Dashboard > Inventory > Adjustments`. 2. Set `Adjustment Type` to `Cost Correction`. 3. Enter or select the `Part Number`. 4. Select the lot. 5. Review the current material, labor, overhead, and outside process costs. 6. Enter the new cost components. 7. Review the new total cost per unit. 8. Review the value change preview. 9. Enter a clear `Reason`. 10. Select `Submit Adjustment`. ## Cost review The screen shows current and new values for: - Material. - Labor. - Overhead. - Outside Process. The total cost per unit is calculated from those components. The preview shows the value change before posting. ## What happens behind the scenes PAX updates the cost components on the selected lot. PAX inserts an inventory adjustment record with adjustment type `CostCorrection`. If the value delta is not zero, PAX posts the increase or decrease to GL using the inventory adjustment posting configuration for the part's product line. Quantity does not change. ## Troubleshooting ### Lot is required **Likely cause:** Cost correction must apply to a specific existing lot. **Safe fix:** Select the correct lot before submitting. **Contact support if:** The lot is missing or duplicated unexpectedly. ### The value change is unexpected **Likely cause:** One or more cost components were entered incorrectly. **Safe fix:** Review each component and the total cost per unit before submitting. **Contact support if:** A posted cost correction needs reversal or review. ## Related docs - [Adjustments Overview](/docs/inventory/adjustments-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [Inventory Value vs GL Overview](/docs/inventory/reports/inventory-value-vs-gl-overview) - [Detailed Inventory Report Overview](/docs/inventory/reports/detailed-inventory-report-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Cycle Counting Overview Source: https://www.paxerp.com/docs/inventory/cycle-counting-overview Cycle Counting is used to schedule and perform physical counts of inventory parts, with automatic inventory adjustment behavior when submitted counts differ from system quantity. ## On this page - What this screen is for - Screen path - Count categories - Schedule list - Actions - What happens behind the scenes - Related docs ## What this screen is for Use Cycle Counting to count inventory on a recurring ABC schedule. PAX supports schedule generation, count sessions, lot-level counting, variance warnings, saved progress, submitted counts, and read-only review of completed counts. Cycle Counting is not an approval queue. A submitted count is treated as final and creates inventory adjustments for variances. ## Screen path Dashboard > Inventory > Cycle Counting ## Count categories When Cycle Counting opens, PAX asks what you are counting: | Category | Product lines included by the current system | |---|---| | `Finished Goods & Resale` | `FG`, `RS`, and `ZX` | | `Raw Materials & WIP` | `01` and `02` | After a category is selected, the screen title changes to show the selected category. ## Schedule list The schedule screen includes: - Summary cards for `Scheduled`, `In Progress`, `Completed`, and `Avg Variance`. - Session date chips showing how many parts are done for each scheduled date. - `All sessions` to view all rows together. - Search by part number or description. - `Cycle Count Settings` for schedule generation. The schedule table shows: | Column | What it shows | |---|---| | `Part Number` | Inventory part being counted. | | `Description` | Part description. | | `System Qty` | Current system quantity across inventory lot records. | | `Priority` | ABC cycle priority: A quarterly, B bi-annual, or C annual. | | `Scheduled Date` | Date for the count session. | | `Last Count` | Most recent completed count date, or `Never`. | | `Status` | `Scheduled`, `In Progress`, `Completed`, or `Skipped`. | | `Actions` | Available action based on status. | ## Actions | Action | When it appears | |---|---| | `Start Count` | Scheduled rows. | | `Continue Count` | In Progress rows. | | `View` | Completed rows. | | `Cycle Count Settings` | Opens schedule generation settings for the selected category. | | `Change category` | Returns to the category picker. | ## What happens behind the scenes Schedule generation creates rows in the cycle count schedule table for active parts with a cycle count priority in the selected product-line category. Starting a count creates a count session and changes the schedule to `In Progress`. Saving progress stores physical quantity, notes, and lot-level details without finalizing the count. Submitting a count marks the session as verified, changes the schedule to `Completed`, updates the last count date, and applies inventory adjustments when physical quantity differs from system quantity. For lot-level counts, PAX adjusts the individual lots whose physical quantities differ from system quantity. For non-lot or single-row inventory, PAX adjusts the matching inventory row. ## Related docs - [Inventory Overview](/docs/inventory/inventory-overview) - [How to Schedule Cycle Count](/docs/inventory/how-to-schedule-cycle-count) - [How to Perform Cycle Count](/docs/inventory/how-to-perform-cycle-count) - [Cycle Count Detail Overview](/docs/inventory/cycle-count-detail-overview) - [Adjustments Overview](/docs/inventory/adjustments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Schedule Cycle Count Source: https://www.paxerp.com/docs/inventory/how-to-schedule-cycle-count Use this workflow to generate cycle count schedules for a selected inventory category. ## On this page - When to use this workflow - Before you start - Steps - Schedule settings - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Cycle Count Settings` when the current cycle count schedule needs to be generated or rebalanced for `Finished Goods & Resale` or `Raw Materials & WIP`. Schedule generation is category-specific. Generating one category does not replace the other category. ## Before you start Confirm: - The category to schedule is correct. - Inventory parts have cycle count priorities where needed. - The desired start date is known. - You understand that scheduled rows in the selected category will be replaced. ## Steps 1. Go to `Dashboard > Inventory > Cycle Counting`. 2. Choose `Finished Goods & Resale` or `Raw Materials & WIP`. 3. Select `Cycle Count Settings`. 4. Choose `Schedule Method`. 5. Enter the required settings. 6. Select `Generate Schedules`. 7. Review the confirmation message. 8. Confirm schedule generation. ## Schedule settings | Setting | What it does | |---|---| | `Schedule Method` | Choose `By Frequency` or `By Parts per Session`. | | `Count Frequency` | For frequency scheduling, choose weekly, bi-weekly, or monthly. PAX calculates how many parts to count per session. | | `Parts per Session` | For parts-per-session scheduling, choose how many parts should be counted in each session. | | `Start Date` | First scheduled date to use. | | `Skip Recently Counted` | Skips parts counted within their ABC cycle window. | ABC cycle windows are: | Priority | Label | Cadence | |---|---|---| | `1` | A - Quarterly | About every 90 days. | | `2` | B - Bi-annual | About every 180 days. | | `3` | C - Annual | About every 365 days. | ## What happens behind the scenes PAX selects active inventory parts in the selected category that have a cycle count priority. If `Skip Recently Counted` is selected, PAX avoids parts counted within the matching ABC window. PAX deletes only `Scheduled` rows for the selected category, then inserts the new schedule rows. Completed, In Progress, and Skipped rows are preserved. The other category is not touched. Schedule generation does not change inventory quantities, lots, costs, or GL. ## Troubleshooting ### No parts are scheduled **Likely cause:** No active parts in the selected category have cycle count priority, or recently counted parts were skipped. **Safe fix:** Review part setup and consider whether `Skip Recently Counted` should remain selected. **Contact support if:** Parts with cycle count priority still do not schedule. ### The wrong category was scheduled **Likely cause:** The category picker selection was incorrect. **Safe fix:** Generate the correct category after confirming the settings. Remember that only Scheduled rows in the selected category are replaced. **Contact support if:** In Progress or Completed history appears affected. ## Related docs - [Cycle Counting Overview](/docs/inventory/cycle-counting-overview) - [How to Perform Cycle Count](/docs/inventory/how-to-perform-cycle-count) - [Cycle Count Detail Overview](/docs/inventory/cycle-count-detail-overview) - [How to Edit Inventory Item](/docs/inventory/how-to-edit-inventory-item) ## Feedback Was this page helpful? Tell us what was unclear. # How to Perform Cycle Count Source: https://www.paxerp.com/docs/inventory/how-to-perform-cycle-count Use this workflow to start or continue a scheduled cycle count, enter physical quantities, save progress, and submit the final count. ## On this page - When to use this workflow - Before you start - Steps - Lot-level counts - Save Progress vs Submit Count - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a scheduled cycle count row should be physically counted and finalized. Do not submit a count until the physical quantity has been verified. A submitted count is final and creates inventory adjustments for variances. ## Before you start Confirm: - The correct count category is selected. - The scheduled session date is correct. - The part and lot quantities have been physically counted. - Lot-level quantities are known for lot-tracked items. - Notes are available for unusual variances. ## Steps 1. Go to `Dashboard > Inventory > Cycle Counting`. 2. Choose the count category. 3. Choose the session date chip, or use `All sessions`. 4. Search for the part if needed. 5. Select `Start Count` for a scheduled row, or `Continue Count` for an in-progress row. 6. Review Part Number, Description, UOM, and System Quantity. 7. Enter `Physical Quantity`. 8. Review the variance amount and percentage. 9. If lot details appear, review and enter the physical quantity for each lot. 10. Add notes when helpful. 11. Select `Save Progress` if the count is not ready to finalize. 12. Select `Submit Count` when the count is final. ## Lot-level counts When PAX finds valid lots for the part, the count modal shows `Lot-Level Counts`. For lot-tracked items, verify each lot quantity. The top-level physical quantity is recalculated from the lot quantities, and lot-level details are used for inventory adjustments. ## Save Progress vs Submit Count | Action | Use when | |---|---| | `Save Progress` | The count should be stored but not finalized. The schedule remains available to continue. | | `Submit Count` | The count is final and inventory should be adjusted for any variance. | PAX highlights variance. A variance over 5% shows a high-variance warning and should be double-checked before submitting. ## What happens behind the scenes Starting a scheduled row creates a cycle count session and changes the schedule to `In Progress`. Saving progress stores the physical quantity, notes, and lot-level details without completing the schedule. Submitting the count stores the final physical quantity, marks the session verified, changes the schedule to `Completed`, and updates the last count date. If there is a variance, PAX creates inventory adjustments. Lot-level variances adjust the individual lots. If no lot details are used, PAX can only auto-adjust when the part has exactly one inventory lot/no-lot row. The adjustment records are inserted as `Discrepancy` adjustments, and inventory adjustment posting automation handles the accounting impact. ## Troubleshooting ### Physical quantity is required **Likely cause:** `Physical Quantity` is blank. **Safe fix:** Enter the counted quantity before submitting. **Contact support if:** A valid number is entered but PAX still blocks submission. ### High variance warning appears **Likely cause:** The count differs from system quantity by more than 5%. **Safe fix:** Double-check the physical count, selected part, selected lot quantities, and UOM before submitting. **Contact support if:** The system quantity appears incorrect before the count is submitted. ### Multiple lots require lot-level details **Likely cause:** PAX cannot safely apply a total-only variance across multiple lots without knowing which lot changed. **Safe fix:** Enter lot-level physical quantities before submitting. **Contact support if:** Lot details do not appear for a lot-tracked part. ## Related docs - [Cycle Counting Overview](/docs/inventory/cycle-counting-overview) - [How to Schedule Cycle Count](/docs/inventory/how-to-schedule-cycle-count) - [Cycle Count Detail Overview](/docs/inventory/cycle-count-detail-overview) - [Adjustments Overview](/docs/inventory/adjustments-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Cycle Count Detail Overview Source: https://www.paxerp.com/docs/inventory/cycle-count-detail-overview Cycle Count Detail is the read-only view of a completed cycle count session. ## On this page - What this view is for - Screen path - Detail fields - Lot-level detail - What happens behind the scenes - Troubleshooting - Related docs ## What this view is for Use Cycle Count Detail to review who counted a part, when it was counted, the system and physical quantities, the variance, notes, and lot-level count results. This view is for review only. It does not reopen or edit a submitted count. ## Screen path Dashboard > Inventory > Cycle Counting > select category > completed row > View ## Detail fields The Count Details modal shows: | Field | What it shows | |---|---| | `Part Number` | Counted inventory part. | | `Description` | Part description. | | `UOM` | Stocking unit of measure. | | `Counted By` | User who counted the session. | | `Count Date` | Date and time of the count session. | | `System Quantity` | System quantity captured for the count. | | `Physical Quantity` | Submitted physical count. | | `Variance` | Difference between physical and system quantity, with percentage. | | `Notes` | Notes entered during the count, if any. | ## Lot-level detail If lot-level counts were saved for the session, the modal shows: - Lot. - System quantity. - Physical quantity. - Expiration, when available. - Variance by lot. Lot variance helps identify which lot created the total variance. ## What happens behind the scenes PAX reads the completed cycle count session and its saved lot-level details. Viewing count details does not change inventory, lots, costs, GL, or the completed schedule status. If the submitted count created a variance, the inventory changes were already handled when the count was submitted. ## Troubleshooting ### No count session found **Likely cause:** The completed schedule row does not have a saved session available to display. **Safe fix:** Refresh the Cycle Counting screen and open the completed row again. **Contact support if:** The completed count still has no session detail. ### Lot details are missing **Likely cause:** Lot-level details were not saved with the session, or the part did not have valid lots at count time. **Safe fix:** Review the part's lot detail and the count notes. **Contact support if:** A lot-tracked count should have saved lot details but does not. ## Related docs - [Cycle Counting Overview](/docs/inventory/cycle-counting-overview) - [How to Perform Cycle Count](/docs/inventory/how-to-perform-cycle-count) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [How to Record Physical Discrepancy](/docs/inventory/how-to-record-physical-discrepancy) ## Feedback Was this page helpful? Tell us what was unclear. # Inventory Reports Overview Source: https://www.paxerp.com/docs/inventory/reports-overview Inventory Reports provide inventory aging, expiration, valuation, reorder, work order planning, and usage views from the Inventory dashboard. ## On this page - What this screen is for - Screen path - Report options - What happens behind the scenes - Related docs ## What this screen is for Use Inventory Reports to review current inventory health, valuation, expiration exposure, reorder needs, manufactured-part planning, and usage trends. Reports are read-only. Running a report or copying it for Excel does not update inventory, lots, costs, GL, part setup, purchase orders, or work orders. ## Screen path Dashboard > Inventory > Reports ## Report options | Report | What it is for | |---|---| | `Aging Report (FIFO)` | Opens the FIFO Aging Report option. The current screen is a placeholder. | | `Expiration Tracking` | Shows lots with expiration dates and quantity on hand. | | `Inventory Value vs GL` | Compares inventory value by product line to GL account balances. | | `Detailed Inventory Report` | Shows item-level quantity, availability, weighted cost, and total value. | | `Reorder Analysis` | Helps review purchased parts that may need reorder. | | `Work Order Planning` | Helps review manufactured or `ESTORE` parts that may need work orders. | | `Usage Trend Report` | Shows monthly usage by part across the report's month range. | ## What happens behind the scenes The reports read inventory master records, inventory lot records, inventory usage history, fiscal period balances, journal entry lines, and related inventory setup depending on the report. Most report screens include search or sort controls and `Copy for Excel`, which copies tab-delimited report rows to the clipboard. ## Related docs - [Inventory Overview](/docs/inventory/inventory-overview) - [Aging Report (FIFO) Overview](/docs/inventory/reports/aging-report-fifo-overview) - [Expiration Tracking Overview](/docs/inventory/reports/expiration-tracking-overview) - [Inventory Value vs GL Overview](/docs/inventory/reports/inventory-value-vs-gl-overview) - [Detailed Inventory Report Overview](/docs/inventory/reports/detailed-inventory-report-overview) - [Reorder Analysis Overview](/docs/inventory/reports/reorder-analysis-overview) - [Work Order Planning Overview](/docs/inventory/reports/work-order-planning-overview) - [Usage Trend Report Overview](/docs/inventory/reports/usage-trend-report-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Aging Report (FIFO) Overview Source: https://www.paxerp.com/docs/inventory/reports/aging-report-fifo-overview The Aging Report (FIFO) option is present in the Inventory Reports menu, but the current screen is a placeholder rather than a finished report. ## On this page - What this report option is for - Screen path - Current screen behavior - What happens behind the scenes - Troubleshooting - Related docs ## What this report option is for The menu describes this option as an inventory aging analysis based on first-in-first-out costing. As of the current reviewed system, the report content itself has not been implemented. ## Screen path Dashboard > Inventory > Reports > Aging Report (FIFO) ## Current screen behavior Selecting `Aging Report (FIFO)` opens a modal titled `FIFO Aging Report`. The modal currently displays: ```text FIFO Report Content ``` There are no filters, report rows, calculations, or `Copy for Excel` action on this placeholder screen. ## What happens behind the scenes Opening the current placeholder does not load report data and does not update inventory, lots, cost, GL, or part setup. ## Troubleshooting ### No aging data appears **Likely cause:** The FIFO Aging Report screen is currently a placeholder. **Safe fix:** Use other Inventory reports for currently implemented inventory review, such as Detailed Inventory Report, Expiration Tracking, or Inventory Value vs GL. **Contact support if:** You expected the FIFO aging report to be implemented in your environment. ## Related docs - [Inventory Reports Overview](/docs/inventory/reports-overview) - [Detailed Inventory Report Overview](/docs/inventory/reports/detailed-inventory-report-overview) - [Expiration Tracking Overview](/docs/inventory/reports/expiration-tracking-overview) - [Inventory Value vs GL Overview](/docs/inventory/reports/inventory-value-vs-gl-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Expiration Tracking Overview Source: https://www.paxerp.com/docs/inventory/reports/expiration-tracking-overview The Expiration Tracking Report shows inventory lots with expiration dates and quantity on hand, sorted by earliest expiration. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Expiration Tracking` to review lots that are expired or approaching expiration. This report is lot-based. It is useful for inventory review, disposition planning, and follow-up before expired or near-expired lots cause operational issues. ## Screen path Dashboard > Inventory > Reports > Expiration Tracking ## Filters and actions | Control | What it does | |---|---| | Search | Filters by part number, description, or lot. | | `All` | Shows all returned expiring lots. | | `Expired` | Shows lots with days until expiration less than zero. | | `<= 30 days` | Shows lots expiring within 30 days or already expired. | | `<= 60 days` | Shows lots expiring within 60 days or already expired. | | `<= 90 days` | Shows lots expiring within 90 days or already expired. | | `<= 180 days` | Shows lots expiring within 180 days or already expired. | | `Copy for Excel` | Copies the filtered report data to the clipboard. | ## Report columns | Column | What it shows | |---|---| | `Part Number` | Inventory part number. | | `Description` | Inventory description. | | `UOM` | Stocking unit of measure. | | `Lot` | Lot identifier. | | `Expiration` | Lot expiration date. | | `Days Left` | Days until expiration. Negative values are expired. | | `Qty On Hand` | Quantity on hand for the lot. | | `Cost / Unit` | Lot cost per unit. | | `Total Value` | Lot quantity times lot cost. | The footer shows how many lots are displayed, how many are expired when applicable, total quantity, and total value for the filtered data. ## What happens behind the scenes PAX reads inventory lot records that have an expiration date and quantity on hand greater than zero, then joins inventory description and UOM. The report calculates days until expiration from the lot expiration date and the current date. Running, filtering, or copying the report does not update lots, inventory, cost, GL, or part setup. ## Troubleshooting ### A lot is missing **Likely cause:** The lot has no expiration date or no quantity on hand. **Safe fix:** Review the part in [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview). **Contact support if:** The lot has quantity and expiration but still does not appear. ### A lot appears as expired **Likely cause:** The lot expiration date is before the current date. **Safe fix:** Review the lot and follow the appropriate business process for expired inventory. **Contact support if:** The expiration date is incorrect and needs correction. ## Related docs - [Inventory Reports Overview](/docs/inventory/reports-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [How to Correct Lot](/docs/inventory/how-to-correct-lot) - [How to Write Off Inventory](/docs/inventory/how-to-write-off-inventory) ## Feedback Was this page helpful? Tell us what was unclear. # Inventory Value vs GL Overview Source: https://www.paxerp.com/docs/inventory/reports/inventory-value-vs-gl-overview Inventory Value vs GL compares calculated inventory lot value by product line to the corresponding GL balance. ## On this page - What this report is for - Screen path - Actions - Report columns - Product line to GL mapping - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Inventory Value vs GL` to identify differences between inventory subledger value and GL inventory balances. This report is a reconciliation review tool. It does not correct differences by itself. ## Screen path Dashboard > Inventory > Reports > Inventory Value vs GL ## Actions | Control | What it does | |---|---| | `Copy for Excel` | Copies product line rows and a total row to the clipboard. | ## Report columns | Column | What it shows | |---|---| | `Product Line` | Inventory product line. | | `GL Account` | GL account mapped to that product line. | | `Inventory Value` | Quantity on hand times lot cost for active inventory in that product line. | | `GL Balance` | Current GL balance for the mapped account. | | `Difference` | Inventory Value minus GL Balance. | The report also shows a total row. ## Product line to GL mapping | Product Line | GL Account | |---|---| | `01` | `1200` | | `02` | `1210` | | `FG` | `1220` | | `RS` | `1230` | ## What happens behind the scenes PAX calculates inventory value from active inventory records in product lines `01`, `02`, `FG`, and `RS`, using lot quantity on hand times lot cost. PAX calculates GL balance from the current fiscal period opening balance plus period debits minus period credits through the current timestamp. Running or copying the report does not post journal entries, change inventory, change costs, or close periods. ## Troubleshooting ### Difference is not zero **Likely cause:** Inventory value and GL balance do not currently reconcile for that product line/account. **Safe fix:** Review recent inventory adjustments, receiving, shipments, work order completions, cost corrections, and manual journal entries before making any correction. **Contact support if:** You cannot identify the source of the difference. ### A product line is missing **Likely cause:** The report only includes active inventory in product lines mapped by the report: `01`, `02`, `FG`, and `RS`. **Safe fix:** Confirm the part product line and whether it should be included in this reconciliation. **Contact support if:** A mapped product line with inventory value does not appear. ## Related docs - [Inventory Reports Overview](/docs/inventory/reports-overview) - [Detailed Inventory Report Overview](/docs/inventory/reports/detailed-inventory-report-overview) - [How to Correct Lot Cost](/docs/inventory/how-to-correct-lot-cost) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Detailed Inventory Report Overview Source: https://www.paxerp.com/docs/inventory/reports/detailed-inventory-report-overview The Detailed Inventory Report shows active inventory items with quantity, availability, weighted cost per unit, and total inventory value. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Detailed Inventory Report` to review item-level inventory value and quantity position. This report is useful for valuation review and for identifying high-value inventory items. ## Screen path Dashboard > Inventory > Reports > Detailed Inventory Report ## Filters and actions | Control | What it does | |---|---| | Search | Filters by part number or description. | | `By Value` | Sorts by total value descending. | | `A-Z` | Sorts by part number ascending. | | `Z-A` | Sorts by part number descending. | | `Copy for Excel` | Copies the filtered report data and total row to the clipboard. | ## Report columns | Column | What it shows | |---|---| | `Part Number` | Inventory part number. | | `Description` | Inventory description. | | `UOM` | Stocking unit of measure. | | `Qty On Hand` | Total quantity on hand across lots. | | `On PO/WO` | Quantity on order. | | `On SO` | Quantity required. | | `Available` | On hand plus on order minus required. | | `Cost per Unit` | Weighted average cost per unit from lots. | | `Total Value` | Total value from lot quantity times lot cost. | The report footer totals quantity on hand and total value for the filtered data. ## What happens behind the scenes PAX reads active inventory records and aggregates matching inventory lot records. Cost per unit is calculated as weighted average lot cost when there is quantity on hand. Total value is calculated from lot quantity times lot cost. Running, sorting, filtering, or copying the report does not update inventory, lots, costs, GL, or part setup. ## Troubleshooting ### Cost per unit is zero **Likely cause:** The part has no on-hand quantity or the lot cost is zero. **Safe fix:** Review the part's lot details and cost history. **Contact support if:** The lot should have cost but the report shows zero. ### Available quantity differs from on hand **Likely cause:** Available quantity includes on-order quantity and required quantity. **Safe fix:** Review open purchase orders, work orders, sales orders, and inventory requirements. **Contact support if:** Open demand or supply appears incorrect. ## Related docs - [Inventory Reports Overview](/docs/inventory/reports-overview) - [Parts Overview](/docs/inventory/parts-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) - [Inventory Value vs GL Overview](/docs/inventory/reports/inventory-value-vs-gl-overview) - [How to Correct Lot Cost](/docs/inventory/how-to-correct-lot-cost) ## Feedback Was this page helpful? Tell us what was unclear. # Reorder Analysis Overview Source: https://www.paxerp.com/docs/inventory/reports/reorder-analysis-overview The Reorder Analysis Report helps identify purchased parts that may need replenishment based on net available inventory and reorder point. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Reorder Analysis` to review active inventory items with a vendor code other than `ESTORE` that may need reorder. This report does not create purchase orders. It supports purchasing review. ## Screen path Dashboard > Inventory > Reports > Reorder Analysis ## Filters and actions | Control | What it does | |---|---| | Search | Filters by part number, description, or vendor code. | | `A-Z` | Sorts by vendor and part number ascending. | | `Z-A` | Sorts by vendor and part number descending. | | `Reorders` | Sorts parts flagged for reorder first. | | `Copy for Excel` | Copies filtered report rows to the clipboard. | ## Report columns | Column | What it shows | |---|---| | `Vendor` | Vendor code on the inventory part. | | `Part Number` | Inventory part number. | | `Description` | Inventory description. | | `UOM` | Stocking unit of measure. | | `On Hand` | Total quantity on hand across lots. | | `On Order` | Quantity on order. | | `Required` | Quantity required. | | `Net Available` | On Hand plus On Order minus Required. | | `Reorder Point` | Reorder point from item setup. | | `Order Qty` | Standard order quantity from item setup. | | `Lead (days)` | Lead time from item setup. | | `Avg Monthly` | Average monthly usage from item setup. | | `Months Worth` | Net Available divided by average monthly usage, when usage is greater than zero. | | `Reorder?` | Shows `yes` when Net Available is below Reorder Point. | ## What happens behind the scenes PAX reads active inventory items where the vendor code is populated and is not `ESTORE`. Net Available is calculated as on-hand quantity plus on-order quantity minus required quantity. The report flags `yes` when Net Available is less than Reorder Point. Running or copying the report does not create purchase orders, update reorder points, or change inventory. ## Troubleshooting ### A purchased item is missing **Likely cause:** The item is inactive, has vendor code `ESTORE`, has no vendor code, or does not match the current search filter. **Safe fix:** Clear search and review the part setup. **Contact support if:** An active purchased item should appear but does not. ### Reorder flag looks wrong **Likely cause:** On hand, on order, required, or reorder point setup may need review. **Safe fix:** Review the part setup and open demand/supply before creating a purchase order. **Contact support if:** Quantity fields do not match the underlying records. ## Related docs - [Inventory Reports Overview](/docs/inventory/reports-overview) - [Parts Overview](/docs/inventory/parts-overview) - [How to Edit Inventory Item](/docs/inventory/how-to-edit-inventory-item) - [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview) - [New Purchase Order Overview](/docs/purchasing/new-purchase-order-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Work Order Planning Overview Source: https://www.paxerp.com/docs/inventory/reports/work-order-planning-overview The Work Order Planning Report helps review `ESTORE` inventory items for manufactured-part planning based on availability, reorder point, order quantity, and usage. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - Column help - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Work Order Planning` to identify active `ESTORE` vendor parts that may need work orders. This report does not create work orders. It supports planning and review before using the manufacturing workflow. ## Screen path Dashboard > Inventory > Reports > Work Order Planning ## Filters and actions | Control | What it does | |---|---| | Search | Filters by part number, description, or vendor code. | | `A-Z` | Sorts by part number ascending. | | `Z-A` | Sorts by part number descending. | | `Reorders` | Sorts parts flagged for reorder first. | | `Copy for Excel` | Copies filtered rows to the clipboard with Excel formulas for availability and month calculations. | ## Report columns | Column | What it shows | |---|---| | `Vendor` | Vendor code from item setup. | | `Part No` | Inventory part number. | | `Desc` | Inventory description. | | `UOM` | Stocking unit of measure. | | `On Hand` | Total quantity on hand across lots. | | `On Order` | Quantity on order. | | `Req'd` | Quantity required. | | `AVAIL` | On Hand plus On Order minus Required. | | `Mths Worth` | Available inventory divided by average monthly usage. | | `RO Pt` | Reorder point. | | `Reorder?` | Shows `yes` when AVAIL is below RO Pt. | | `LT` | Lead time in days. | | `O Qty` | Standard order or production quantity. | | `Usage` | Usage over the last 12 months. | | `Avg Mth` | Average monthly usage. | | `Mths Now` | Current months of coverage. | | `Mths Ord` | Months covered by a standard order quantity. | | `TOTAL MTHS` | Projected total months if a standard order quantity is added. | ## Column help Column headers can be selected to show tooltip explanations for source fields and calculations. ## What happens behind the scenes PAX reads active inventory items where vendor code is `ESTORE`. The report aggregates lot quantity on hand, uses item setup for on-order, required, reorder point, order quantity, lead time, and average monthly usage, and reads inventory usage history for last-12-month usage. Running or copying the report does not create work orders, update inventory, or change planning setup. ## Troubleshooting ### A manufactured item is missing **Likely cause:** The report is limited to active items with vendor code `ESTORE`. **Safe fix:** Review the part setup and vendor code. **Contact support if:** An active `ESTORE` item still does not appear. ### Months calculations show N/A **Likely cause:** Average monthly usage is zero. **Safe fix:** Review usage history and average monthly usage setup before relying on months coverage. **Contact support if:** Usage history exists but the report still shows N/A. ## Related docs - [Inventory Reports Overview](/docs/inventory/reports-overview) - [Manufacturing Overview](/docs/manufacturing/manufacturing-overview) - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [New Work Order Overview](/docs/manufacturing/new-work-order-overview) - [How to Edit Inventory Item](/docs/inventory/how-to-edit-inventory-item) ## Feedback Was this page helpful? Tell us what was unclear. # Usage Trend Report Overview Source: https://www.paxerp.com/docs/inventory/reports/usage-trend-report-overview The Usage Trend Report shows monthly usage by part across the report's month range, with expandable per-part usage summaries. ## On this page - What this report is for - Screen path - Filters and actions - Report columns - Expanded part detail - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Usage Trend Report` to review monthly usage patterns by active inventory part. This report is useful for planning, reorder review, work order planning, and spotting changes in demand. ## Screen path Dashboard > Inventory > Reports > Usage Trend Report ## Filters and actions | Control | What it does | |---|---| | Search | Filters by part number or description. | | `Current partial month` | Includes the current partial month in the report range. | | `A-Z` | Sorts by part number ascending. | | `Z-A` | Sorts by part number descending. | | `Total` | Sorts by total usage descending. | | `Copy for Excel` | Copies filtered report rows to the clipboard. | ## Report columns | Column | What it shows | |---|---| | `Part Number` | Inventory part number. | | `Description` | Inventory description. | | `UOM` | Stocking unit of measure. | | Month columns | Usage quantity for each month in the report range. | | `Total` | Total usage across the displayed months. | The footer totals usage by month and grand total for the filtered rows. ## Expanded part detail Select a part row to expand it. The expanded view shows: - Average per month. - Total usage. - Highest usage month. - Lowest usage month. - A small usage bar chart across the displayed months. Select the row again to collapse it. ## What happens behind the scenes PAX reads active inventory items and inventory usage history. By default, the report uses completed months. Selecting `Current partial month` includes the current month and marks it as partial. Running, expanding, filtering, sorting, or copying the report does not update usage history, inventory, reorder settings, work orders, or purchase orders. ## Troubleshooting ### Usage is zero for a part **Likely cause:** No usage history exists for the displayed months, or usage has not been recorded for that part. **Safe fix:** Review the date range shown in the report footer and the part's usage history source. **Contact support if:** Known usage should appear but does not. ### Current month looks low **Likely cause:** `Current partial month` includes only usage recorded so far in the current month. **Safe fix:** Compare current partial month to completed months carefully. **Contact support if:** Completed month usage appears wrong. ## Related docs - [Inventory Reports Overview](/docs/inventory/reports-overview) - [Reorder Analysis Overview](/docs/inventory/reports/reorder-analysis-overview) - [Work Order Planning Overview](/docs/inventory/reports/work-order-planning-overview) - [How to Edit Inventory Item](/docs/inventory/how-to-edit-inventory-item) ## Feedback Was this page helpful? Tell us what was unclear. # Shipping & Receiving Overview Source: https://www.paxerp.com/docs/shipping-receiving/shipping-receiving-overview The Shipping & Receiving section is used to ship customer orders, review completed shipments, get FedEx quotes, manage returns, receive purchase orders, and run shipping reports. ## On this page - What Shipping & Receiving is for - Who can see Shipping & Receiving - Dashboard options - Operating discipline - What happens behind the scenes - Related docs ## What Shipping & Receiving is for Use Shipping & Receiving when inventory is physically moving in or out of the business. Shipping workflows connect Sales Orders to shipments, packing lists, shipment invoices, FedEx labels, export documents, and inventory shipment history. Receiving workflows connect issued Purchase Orders to inventory receipt, lot records, country of origin, on-order quantity, inspection notices, and purchase receipt accounting. Returns are also managed here because the RMA process connects customer invoices, returned inventory, credit memos, customer credit handling, and return labels. ## Who can see Shipping & Receiving The Shipping & Receiving dashboard section is visible to users with one of these roles: - `admin` - `executive` - `csr` - `sales` - `manufacturing` Some actions inside the module are more restricted. For example, cancelling an RMA is limited to higher-access operational roles. ## Dashboard options | Button | What it opens | |---|---| | `Create Shipment` | Opens `Shipping Orders` on the `Create Shipment` tab for open and partially shipped Sales Orders with open inventory quantity. | | `View Shipments` | Opens `Shipping Orders` on the `Recent Shipments` tab for searching and viewing shipment records. | | `Shipping Quotes` | Opens `FedEx Shipping Quotes` for rate lookup by origin, destination, weight, and optional dimensions. | | `Returns` | Opens `Returns (RMA)` with `Start a Return` and `Open Returns` tabs. | | `Receiving` | Opens the open Purchase Orders receiving list, filtered to issued POs that can be received. | | `Reports` | Opens `Shipping Reports`. | ## Operating discipline Use the workflow that matches the physical event: - Use `Create Shipment` when customer inventory is leaving against a Sales Order. - Use `View Shipments` when you need packing lists, shipment invoices, export documents, return labels, or shipment detail. - Use `Shipping Quotes` for FedEx rate lookup before a shipment is posted. - Use `Returns` to authorize and complete customer returns through an RMA. - Use `Receiving` when inventory is arriving against an issued Purchase Order. Avoid using manual inventory adjustments to replace shipping, receiving, or return workflows. These workflows create the operational and accounting records PAX needs for traceability. ## What happens behind the scenes Shipping creates shipment header and line records against Sales Order lines. PAX validates the selected inventory records, prevents shipping more than the open quantity, creates or refreshes the related invoice, inserts invoice lines for the shipped items, applies available prepayments, and updates the Sales Order status. Receiving saves new received quantities to Purchase Order lines. For inventory items, PAX updates lot or inventory detail records, reduces quantity on order, records country of origin, and uses purchase receipt automation for GL posting. Returns start as authorized RMAs. Inventory restoration, credit memo behavior, customer credit handling, and GL posting occur when the return is received or completed. Shipping reports read open Sales Order and shipment data. Running, expanding, printing, or copying reports does not ship inventory, receive inventory, change invoices, or update GL. ## Related docs - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [View Shipments Overview](/docs/shipping-receiving/view-shipments-overview) - [Shipping Quotes Overview](/docs/shipping-receiving/shipping-quotes-overview) - [Returns Overview](/docs/shipping-receiving/returns-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [Shipping Reports Overview](/docs/shipping-receiving/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Create Shipment Overview Source: https://www.paxerp.com/docs/shipping-receiving/create-shipment-overview The Create Shipment screen lists open Sales Orders that still have inventory quantities available to ship. ## On this page - What this screen is for - Screen path - What users see - Warnings before shipment creation - What happens behind the scenes - Related docs ## What this screen is for Use `Create Shipment` when a Sales Order is ready to ship inventory items. This screen is not used for non-inventory fulfillment. Non-inventory lines are handled from Open Orders in Sales. ## Screen path Dashboard > Shipping & Receiving > Create Shipment PAX opens the `Shipping Orders` modal on the `Create Shipment` tab. ## What users see The screen lists Sales Orders that are: - `Open` or `Partially Shipped`. - Not deleted. - Still have open inventory quantity. The order list includes these columns: | Column | What it shows | |---|---| | `Order Number` | Sales Order number. | | `Customer Code` | Customer code from the order. | | `Customer` | Customer name. | | `PO Number` | Customer PO number. | | `Ship by Date` | Required date from the order. | | `Terms` | Customer payment terms on the order. | | `Payment Status` | Invoice payment status shown for shipping review. | | `Actions` | Includes `Create Shipment`. | Use the search box to search by order number, customer, customer PO, terms, payment status, or required date. Select an order row to expand it. Expanded detail shows inventory lines with line number, part number, description, ordered quantity, shipped quantity, and open quantity. ## Warnings before shipment creation PAX warns users before opening the shipment form when: - The order's `Ship by Date` is in the future. - The order terms include `PREPAY` and the payment status is not `Paid`. The user can cancel or continue after reviewing the warning. ## What happens behind the scenes Opening this screen reads Sales Orders and their open inventory lines. Searching, expanding, or collapsing orders does not ship inventory or update the order. Selecting `Create Shipment` opens the shipment form for the selected order. The shipment is not posted until the user completes the shipment form and selects `Create Shipment` there. The create shipment form filters out non-inventory lines and prepares only inventory lines with open quantity. ## Related docs - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [View Shipments Overview](/docs/shipping-receiving/view-shipments-overview) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) - [How to Fulfill Non-Inventory Order](/docs/sales/how-to-fulfill-non-inventory-order) ## Feedback Was this page helpful? Tell us what was unclear. # How to Create Shipment Source: https://www.paxerp.com/docs/shipping-receiving/how-to-create-shipment Use this workflow to post a shipment against an open Sales Order. ## On this page - When to use this workflow - Before you start - Steps - Lot allocation - FedEx labels and export documents - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when inventory items are ready to ship to a customer from an `Open` or `Partially Shipped` Sales Order. Do not use this workflow for non-inventory fulfillment. Use the Sales Open Orders workflow for that case. ## Before you start Confirm: - The physical shipment is ready. - The Sales Order is correct. - Prepay orders have been paid when required by company process. - Lot numbers are known for lot-tracked parts. - The shipping method, tracking number, weight, and package count are known. - Export details are known if commercial invoice or certificate of origin documents are needed. ## Steps 1. Go to `Dashboard > Shipping & Receiving > Create Shipment`. 2. Search for the Sales Order. 3. Expand the order to review open inventory lines. 4. Select `Create Shipment`. 5. Review the order header and `Ship To` information. 6. Select `Shipping Method`. 7. Enter `Tracking #` if it is already known. 8. Enter `Carrier Account` when the selected shipping method requires it. 9. Enter `Ship Cost`, `Charge to Customer`, `Weight (lbs)`, and `Package Count`. 10. Enter `AES ITN` and `Export License` if needed. 11. Review the `Line Items` table. 12. Enter the quantity to ship for each line. 13. For lot-tracked items, confirm the lot rows and quantities. 14. Select export document options if needed. 15. Generate a FedEx label if needed. 16. Select `Create Shipment`. ## Lot allocation For lot-tracked parts, PAX shows lot rows when the ship quantity is greater than zero. The lot quantity total must match the quantity being shipped for that order line. PAX attempts to suggest inventory allocation from available lots. Users can change the selected lots, adjust quantities, remove lot rows, or select `+ Add Lot`. For non-lot-tracked inventory, PAX ships against an available inventory detail record without showing lot rows. ## FedEx labels and export documents `Generate FedEx Label` requires a positive weight. When a FedEx label is generated, PAX can bring the tracking number, shipping cost, label data, and package dimensions back into the shipment form. If the selected shipping method is a FedEx method and no label has been generated, PAX prompts before posting the shipment. Users can generate the label first or continue without a label. Export document options are: | Option | What it does | |---|---| | `Commercial Invoice` | Opens a commercial invoice PDF after the shipment is created. | | `Certificate of Origin` | Opens a certificate of origin PDF after the shipment is created. | | `Chamber of Commerce Block` | Adds the chamber block to selected export documents. | | `Convert to kg` | Generates export documents with weights converted to kilograms. | ## What happens behind the scenes When the shipment is created, PAX validates the Sales Order, selected inventory records, shipped quantities, and lot allocation. PAX prevents shipment lines from exceeding the open Sales Order line quantity. It also verifies that the selected inventory detail record has enough quantity for the shipment line. PAX then creates the shipment header and shipment lines. Shipment-line automation updates shipped quantities and downstream inventory/accounting records. PAX creates or refreshes the invoice for the shipment, inserts invoice lines linked to the shipment lines, applies available prepayments, updates invoice payment status, and updates the Sales Order header status. After the shipment is saved, PAX opens the packing list PDF. If export documents were selected, PAX opens those PDFs as well. ## Troubleshooting ### The order is not listed **Likely cause:** The order is not Open or Partially Shipped, has no open inventory quantity, or the search term filters it out. **Safe fix:** Clear the search box and review the order from Sales Open Orders. **Contact support if:** An open inventory order with open quantity should be available but is missing. ### Lot quantities do not match ship quantity **Likely cause:** The total quantity across lot rows does not equal the line's `Ship Qty`. **Safe fix:** Adjust the lot quantities or the ship quantity so they match. **Contact support if:** Available lot quantities appear wrong. ### Carrier account is required **Likely cause:** The selected shipping method charges the customer's carrier account. **Safe fix:** Enter the customer carrier account or choose the correct shipping method. **Contact support if:** The shipping method charge type appears incorrect. ### FedEx label did not generate **Likely cause:** Required label information such as weight, service type, or package information is missing or rejected by FedEx. **Safe fix:** Review the label fields and try again. **Contact support if:** FedEx repeatedly rejects valid shipment details. ## Related docs - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [View Shipments Overview](/docs/shipping-receiving/view-shipments-overview) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) - [How to View Shipment](/docs/shipping-receiving/how-to-view-shipment) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # View Shipments Overview Source: https://www.paxerp.com/docs/shipping-receiving/view-shipments-overview The View Shipments screen lists shipment records so users can review shipment detail, print documents, open related invoices, and generate return labels. ## On this page - What this screen is for - Screen path - What users see - Actions - What happens behind the scenes - Related docs ## What this screen is for Use `View Shipments` when a shipment has already been posted and you need to review or reprint shipment documents. ## Screen path Dashboard > Shipping & Receiving > View Shipments PAX opens the `Shipping Orders` modal on the `Recent Shipments` tab. ## What users see The screen shows recent shipments. Without a search term, PAX loads the most recent 100 shipments for performance. Search can be used to find older shipments. Use the search box to search by order number, customer, customer PO, or tracking number. The shipment list includes these columns: | Column | What it shows | |---|---| | `Order Number` | Sales Order number shipped. | | `Customer Code` | Customer code. | | `Customer` | Customer name. | | `PO Number` | Customer PO number. | | `Shipped Date` | Shipment date. | | `Terms` | Order payment terms. | | `Payment Status` | Related invoice payment status shown for review. | | `Tracking Number` | Tracking number saved on the shipment. | | `Actions` | Includes `View`. | The list loads more rows as the user scrolls. ## Actions Select `View` to open the shipment detail screen. From shipment detail, users can print a packing list, open the invoice PDF, reprint a saved FedEx label, generate a return label, print export documents, and edit export details. ## What happens behind the scenes Viewing and searching shipments reads existing shipment records. It does not change shipment quantity, inventory, Sales Orders, invoices, or GL. Document buttons generate PDFs from existing shipment, invoice, customer, address, line, lot, and export detail records. ## Related docs - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) - [How to View Shipment](/docs/shipping-receiving/how-to-view-shipment) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Returns Overview](/docs/shipping-receiving/returns-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Shipment Detail Overview Source: https://www.paxerp.com/docs/shipping-receiving/shipment-detail-overview Shipment Detail shows the saved shipment record, shipment documents, export details, ship-to address, and shipped line items. ## On this page - What this screen is for - Screen path - Actions - Shipment information - Line items - What happens behind the scenes - Related docs ## What this screen is for Use Shipment Detail to inspect a posted shipment and produce documents from it. This screen is not used to change shipped quantities. The editable fields are limited to export details. ## Screen path Dashboard > Shipping & Receiving > View Shipments > `View` ## Actions | Button | What it does | |---|---| | `Packing List` | Opens the shipment packing list PDF. | | `Invoice` | Opens the related invoice PDF. If the order has multiple invoices, PAX asks which invoice to print. | | `Reprint FedEx Label` | Opens the saved FedEx label when one exists on the shipment. | | `Return Label` | Opens the return label workflow for the shipment. | | `Commercial Invoice` | Opens export options, then generates a commercial invoice PDF. | | `Certificate of Origin` | Opens export options, then generates a certificate of origin PDF. | | `Edit Export Details` | Allows editing `AES ITN` and `Export License`. | | `Save Export Details` | Saves the export detail changes. | ## Shipment information Shipment Detail shows: - Shipment Date - Order Number - Customer - Shipping Method - Tracking Number - Carrier Account - Shipping Cost - Customer Shipping Charge - Weight - Dimensions, when saved - Package Count, when greater than one - AES ITN - Export License - Created By - Ship To Address ## Line items The line item table shows: | Column | What it shows | |---|---| | `Line` | Sales Order line number. | | `Part Number` | Shipped part number. | | `Description` | Line description. | | `Quantity` | Quantity shipped on this shipment. | | `Lot` | Lot number when applicable. | ## What happens behind the scenes Shipment Detail reads the saved shipment header and line records. Printing documents does not change shipment quantities, inventory, invoice totals, or GL. Saving export details updates only the shipment's `AES ITN` and `Export License` fields. Return labels use shipment context to help generate the label, but generating a return label does not complete an RMA. Use the Returns workflow to authorize and receive returned inventory. ## Related docs - [View Shipments Overview](/docs/shipping-receiving/view-shipments-overview) - [How to View Shipment](/docs/shipping-receiving/how-to-view-shipment) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [Returns Overview](/docs/shipping-receiving/returns-overview) - [How to Complete Return](/docs/shipping-receiving/how-to-complete-return) ## Feedback Was this page helpful? Tell us what was unclear. # How to View Shipment Source: https://www.paxerp.com/docs/shipping-receiving/how-to-view-shipment Use this workflow to find a posted shipment and open shipment documents or export details. ## On this page - When to use this workflow - Before you start - Steps - Document options - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when you need to review a posted shipment, print a packing list, print an invoice, reprint a FedEx label, create a return label, or update export fields. ## Before you start Confirm at least one of these search values is known: - Order number - Customer - Customer PO - Tracking number ## Steps 1. Go to `Dashboard > Shipping & Receiving > View Shipments`. 2. Search for the shipment if it is not visible in the recent list. 3. Select `View`. 4. Review Shipment Information, Ship To Address, and Line Items. 5. Select the document or action needed. 6. If editing export fields, select `Edit Export Details`. 7. Update `AES ITN` or `Export License`. 8. Select `Save Export Details`. ## Document options | Action | Result | |---|---| | `Packing List` | Opens the packing list PDF for the shipment. | | `Invoice` | Opens the related invoice PDF, or asks the user to select one if multiple invoices exist. | | `Reprint FedEx Label` | Opens the saved FedEx label PDF when the shipment has one. | | `Return Label` | Opens the return label form. | | `Commercial Invoice` | Asks for export document options, then opens the PDF. | | `Certificate of Origin` | Asks for export document options, then opens the PDF. | Export document prompts can include: - `Chamber of Commerce Block` - `Convert to kg` ## What happens behind the scenes PAX reads the shipment detail record and related line, lot, customer, and address data. Document generation creates PDFs from existing records. It does not change shipment quantity, Sales Order status, inventory, invoice totals, or GL. Saving export details updates only `AES ITN` and `Export License` on the shipment. ## Troubleshooting ### The shipment is not in the recent list **Likely cause:** The recent list loads the latest shipments first and limits the initial unfiltered result. **Safe fix:** Search by order number, customer, customer PO, or tracking number. **Contact support if:** A known shipment cannot be found by search. ### The invoice button asks which invoice to print **Likely cause:** The order has more than one invoice, usually because it shipped in more than one shipment. **Safe fix:** Select the invoice that matches the document needed. **Contact support if:** The expected invoice is missing. ### Reprint FedEx Label is not shown **Likely cause:** The shipment does not have a saved FedEx label. **Safe fix:** Use available shipment documents or confirm whether the label was generated outside PAX. **Contact support if:** A FedEx label was generated in PAX but is not available to reprint. ## Related docs - [View Shipments Overview](/docs/shipping-receiving/view-shipments-overview) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) - [Shipping Quotes Overview](/docs/shipping-receiving/shipping-quotes-overview) - [Returns Overview](/docs/shipping-receiving/returns-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Shipping Quotes Overview Source: https://www.paxerp.com/docs/shipping-receiving/shipping-quotes-overview Shipping Quotes opens the FedEx rate lookup screen for estimating shipping services and charges. ## On this page - What this screen is for - Screen path - Fields - Results - What happens behind the scenes - Related docs ## What this screen is for Use `Shipping Quotes` to request FedEx rate options before deciding how to ship. This screen does not create a shipment, print a label, update a Sales Order, or bill the customer. ## Screen path Dashboard > Shipping & Receiving > Shipping Quotes PAX opens `FedEx Shipping Quotes`. ## Fields | Field | Required | What it means | |---|---|---| | `Origin ZIP Code` | Yes | ZIP code where the shipment starts. | | `Destination ZIP Code` | Yes | ZIP code where the shipment is going. | | `Weight (LB)` | Yes | Shipment weight in pounds. | | `Length (IN) (Optional)` | No | Package length in inches. | | `Width (IN) (Optional)` | No | Package width in inches. | | `Height (IN) (Optional)` | No | Package height in inches. | ## Results After selecting `Get Shipping Quotes`, PAX shows available FedEx quotes with: - Service Type - Transit Time - Total Charge - Currency If FedEx returns alerts, PAX shows them below the quote results. Use `Reset` to clear the form and results. ## What happens behind the scenes PAX sends the quote request to the FedEx rates endpoint and displays the response. The quote result is informational. It does not reserve a rate, create a FedEx label, create a shipment, or update any PAX order or invoice records. ## Related docs - [How to Get FedEx Shipping Quote](/docs/shipping-receiving/how-to-get-fedex-shipping-quote) - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Get FedEx Shipping Quote Source: https://www.paxerp.com/docs/shipping-receiving/how-to-get-fedex-shipping-quote Use this workflow to request FedEx shipping rates from PAX. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when you need to compare FedEx service options and estimated charges before shipping. This workflow is for quoting only. It does not create a shipment or FedEx label. ## Before you start Confirm: - Origin ZIP code - Destination ZIP code - Shipment weight in pounds - Package dimensions, if needed ## Steps 1. Go to `Dashboard > Shipping & Receiving > Shipping Quotes`. 2. Enter `Origin ZIP Code`. 3. Enter `Destination ZIP Code`. 4. Enter `Weight (LB)`. 5. Enter `Length (IN)`, `Width (IN)`, and `Height (IN)` if dimensions are needed. 6. Select `Get Shipping Quotes`. 7. Review the available quotes. 8. Select `Reset` if you need to clear the form and start over. ## What happens behind the scenes PAX sends the entered shipment details to FedEx and displays the rate reply. Available quotes include service type, transit time, total charge, and currency. FedEx alerts are shown when FedEx includes them in the response. No PAX shipment, label, Sales Order, invoice, inventory, or GL record is changed by this workflow. ## Troubleshooting ### Origin ZIP, destination ZIP, and weight are required **Likely cause:** One of the required fields is blank. **Safe fix:** Enter all required fields and select `Get Shipping Quotes` again. **Contact support if:** Required fields are filled in but PAX still reports them missing. ### No quotes are available **Likely cause:** FedEx did not return a rate for the entered shipment details. **Safe fix:** Review ZIP codes, weight, and dimensions. **Contact support if:** FedEx should return rates for the shipment but does not. ### FedEx returns an API error **Likely cause:** FedEx rejected the request or returned a service error. **Safe fix:** Review the FedEx error code and message shown on the screen. **Contact support if:** The error persists with valid shipment details. ## Related docs - [Shipping Quotes Overview](/docs/shipping-receiving/shipping-quotes-overview) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [View Shipments Overview](/docs/shipping-receiving/view-shipments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Returns Overview Source: https://www.paxerp.com/docs/shipping-receiving/returns-overview Returns opens the RMA workflow for authorizing customer returns and receiving returned inventory. ## On this page - What Returns is for - Screen path - Tabs - RMA lifecycle - What happens behind the scenes - Related docs ## What Returns is for Use `Returns` when customer-shipped inventory needs to be returned through an RMA. The workflow has two major phases: - Start the return by selecting an eligible invoice and authorizing return quantities. - Complete the return by receiving returned quantities, optionally applying a restocking fee, and closing or keeping the RMA open. ## Screen path Dashboard > Shipping & Receiving > Returns PAX opens `Returns (RMA)`. ## Tabs | Tab | What it does | |---|---| | `Start a Return` | Finds eligible invoices and creates an authorized RMA. | | `Open Returns` | Lists authorized RMAs so users can receive returned quantities, generate a return label, cancel the RMA, or complete it. | ## RMA lifecycle Most returns follow this flow: 1. Select an eligible invoice from `Start a Return`. 2. Enter return quantities for the invoice lines being returned. 3. Create the RMA. 4. When returned goods arrive, open the RMA from `Open Returns`. 5. Enter quantities received. 6. Complete the RMA, or keep it open if only some items arrived. 7. Print the credit memo when the RMA is completed. ## What happens behind the scenes Creating an RMA authorizes the return. It records the invoice, customer, return reason, selected invoice lines, returned quantities, lot or inventory detail references, and optional shipping charge. It does not restore inventory or post return accounting yet. Completing or partially receiving an RMA records received quantities. Return completion automation handles inventory restoration, revenue reversal, invoice credit behavior, customer credit handling, and GL posting based on the invoice and RMA details. The `Delete RMA` action in the UI cancels an authorized RMA. PAX marks the RMA as `Cancelled`; it does not hard-delete completed return history. ## Related docs - [Start a Return Overview](/docs/shipping-receiving/start-a-return-overview) - [How to Start a Return](/docs/shipping-receiving/how-to-start-a-return) - [Open Returns Overview](/docs/shipping-receiving/open-returns-overview) - [How to Complete Return](/docs/shipping-receiving/how-to-complete-return) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Start a Return Overview Source: https://www.paxerp.com/docs/shipping-receiving/start-a-return-overview Start a Return is the Returns tab used to create an authorized RMA from an eligible customer invoice. ## On this page - What this screen is for - Screen path - Eligible invoice list - Return line selection - What happens behind the scenes - Related docs ## What this screen is for Use `Start a Return` when a customer return needs to be authorized against a prior invoice. The RMA created here is an authorization. Returned inventory is not restored until the RMA is received through `Open Returns`. ## Screen path Dashboard > Shipping & Receiving > Returns > Start a Return ## Eligible invoice list The invoice list includes invoices that are eligible for returns. PAX shows recent eligible invoices by default and notes that the default list is limited to the last 6 months for performance. Use search to look for older invoices. The search box searches by invoice number, customer code, and customer name. The invoice list includes these columns: | Column | What it shows | |---|---| | `Invoice #` | Invoice number. | | `Order #` | Related Sales Order number. | | `Customer` | Customer code and name. | | `Invoice Date` | Invoice date. | | `Status` | Invoice status. | | `Total Amount` | Invoice total amount. | | `Action` | `Select` opens invoice lines for return entry. | Eligible invoice statuses include `Open`, `Paid`, and `Partially Paid`. ## Return line selection After selecting an invoice, PAX shows invoice line detail. The return line table includes: | Column | What it shows | |---|---| | `Line` | Invoice line number. | | `Part Number` | Part number being returned. | | `Description` | Invoice line description. | | `Lot` | Lot number when applicable. | | `Qty Shipped` | Quantity originally shipped or invoiced for the line. | | `Qty Returned` | Quantity already returned on previous RMAs. | | `Qty Available` | Remaining quantity available to return. | | `Qty to Return` | Quantity being authorized on this RMA. | | `Unit Price` | Unit price from the invoice line. | | `Return Amount` | Quantity to return multiplied by unit price. | The screen also includes optional `Return Reason` and, when available, `Include shipping costs in return?`. ## What happens behind the scenes PAX reads invoice lines and subtracts quantities already returned on non-cancelled RMAs. The user cannot authorize more than the remaining available quantity for an invoice line. Creating the RMA inserts an RMA header and RMA lines with status `Authorized`. PAX stores the source invoice, order, customer, quantities, unit price, selected inventory detail, lot information, optional reason, and optional shipping charge. Starting a return does not restore inventory, create a credit memo, reduce AR, increase customer credit, or post GL. ## Related docs - [Returns Overview](/docs/shipping-receiving/returns-overview) - [How to Start a Return](/docs/shipping-receiving/how-to-start-a-return) - [Open Returns Overview](/docs/shipping-receiving/open-returns-overview) - [How to Complete Return](/docs/shipping-receiving/how-to-complete-return) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Start a Return Source: https://www.paxerp.com/docs/shipping-receiving/how-to-start-a-return Use this workflow to create an authorized RMA from a customer invoice. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a customer has requested a return and the return should be authorized against an invoice. Do not use this workflow to receive returned goods after they arrive. Use `Open Returns` to complete or partially receive the RMA. ## Before you start Confirm: - The invoice number, customer, or order is known. - The customer is returning items that were invoiced. - The quantities being authorized are correct. - Whether the original shipping charge should be included in the return. - A return reason is known, if your process requires one. ## Steps 1. Go to `Dashboard > Shipping & Receiving > Returns`. 2. Select `Start a Return`. 3. Search for the invoice if it is not visible. 4. Select `Select` on the invoice row. 5. Review invoice, customer, order, and status information. 6. Enter `Return Reason` if needed. 7. Enter `Qty to Return` for each line being authorized. 8. If shown and appropriate, select `Include shipping costs in return?`. 9. Review subtotal, shipping, and total return amount. 10. Select `Create RMA`. ## What happens behind the scenes PAX validates that at least one line has a return quantity greater than zero and that the return quantity does not exceed the available quantity for the invoice line. PAX creates an RMA with status `Authorized`. The RMA number is based on the invoice number and receives a suffix when another RMA already exists for that invoice. PAX stores the selected invoice lines, quantities, unit prices, inventory detail references, lot information, optional return reason, and optional shipping charge. No inventory, credit memo, customer credit, AR, invoice status, or GL posting occurs at this stage. ## Troubleshooting ### The invoice is not listed **Likely cause:** The invoice is outside the recent default list, has an ineligible status, or the search term does not match. **Safe fix:** Search by invoice number, customer code, or customer name. **Contact support if:** An eligible invoice cannot be found. ### Qty to Return is disabled or limited **Likely cause:** The invoice line has no quantity available to return, or previous RMAs already consumed part of the available quantity. **Safe fix:** Review `Qty Returned` and `Qty Available`. **Contact support if:** Prior returned quantity appears incorrect. ### Create RMA is disabled **Likely cause:** No line has a return quantity greater than zero. **Safe fix:** Enter a valid `Qty to Return` on at least one line. **Contact support if:** A valid quantity cannot be entered. ## Related docs - [Start a Return Overview](/docs/shipping-receiving/start-a-return-overview) - [Open Returns Overview](/docs/shipping-receiving/open-returns-overview) - [How to Complete Return](/docs/shipping-receiving/how-to-complete-return) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Open Returns Overview Source: https://www.paxerp.com/docs/shipping-receiving/open-returns-overview Open Returns lists authorized RMAs and provides the screen used to receive returned quantities or complete the return. ## On this page - What this screen is for - Screen path - RMA list - RMA detail - Actions - What happens behind the scenes - Related docs ## What this screen is for Use `Open Returns` after an RMA has been created and returned goods need to be received, cancelled, labeled, or completed. ## Screen path Dashboard > Shipping & Receiving > Returns > Open Returns ## RMA list The list shows RMAs with status `Authorized`. Use the search box to search by RMA number, invoice number, or customer. The RMA list includes these columns: | Column | What it shows | |---|---| | `RMA #` | RMA number. | | `Invoice #` | Source invoice. | | `Order #` | Related Sales Order. | | `Customer` | Customer code and name. | | `RMA Date` | Date the RMA was created. | | `Lines` | Count of RMA lines. | | `Total Amount` | Authorized return line amount. | | `Created By` | User who created the RMA. | | `Action` | `View or Complete` opens RMA detail. | ## RMA detail RMA detail shows invoice, customer, order, RMA date, created by, optional reason, return lines, received quantities, restocking fee, and net credit calculation. The return line table includes: | Column | What it shows | |---|---| | `Line` | RMA line number. | | `Part Number` | Returned part number. | | `Description` | Line description. | | `Lot` | Lot number when applicable. | | `Product Line` | Product line from inventory. | | `Auth Qty` | Authorized return quantity. | | `Previously Received` | Quantity already received on the RMA. | | `Qty to Receive` | Quantity being received now. | | `Unit Price` | Unit price from the RMA line. | | `Line Amount` | Quantity to receive multiplied by unit price. | ## Actions | Action | What it does | |---|---| | `Delete RMA` | Cancels an authorized RMA when no return quantities have been posted. | | `Print Return Label` | Opens the return label workflow. | | `Cancel` | Leaves the RMA detail screen without saving. | | `Complete RMA` | Receives and closes the RMA, or prompts for partial handling when some authorized quantity is not received. | | `Print Credit Memo` | Opens the credit memo PDF after an RMA is completed. | ## What happens behind the scenes Opening an RMA detail reads the RMA header and line records. Completing or partially receiving an RMA records received quantities. If received quantities are less than the remaining authorized quantities, PAX asks whether to keep the RMA open for more items or close with the received quantity. The `Delete RMA` button calls the cancellation workflow. PAX marks the RMA as `Cancelled` and blocks cancellation if the RMA is completed or has posted receipt quantities. ## Related docs - [Returns Overview](/docs/shipping-receiving/returns-overview) - [How to Complete Return](/docs/shipping-receiving/how-to-complete-return) - [Start a Return Overview](/docs/shipping-receiving/start-a-return-overview) - [How to Start a Return](/docs/shipping-receiving/how-to-start-a-return) - [Shipment Detail Overview](/docs/shipping-receiving/shipment-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Complete Return Source: https://www.paxerp.com/docs/shipping-receiving/how-to-complete-return Use this workflow to receive returned quantities against an authorized RMA. ## On this page - When to use this workflow - Before you start - Steps - Partial returns - Restocking fee - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when returned goods have arrived and need to be recorded against an RMA. ## Before you start Confirm: - The RMA is authorized. - The returned quantities have been physically counted. - The lots on the returned goods match the RMA lines when applicable. - Any restocking fee percentage is approved. - You know whether a partial return should remain open or close with received quantities. ## Steps 1. Go to `Dashboard > Shipping & Receiving > Returns`. 2. Select `Open Returns`. 3. Search for the RMA if needed. 4. Select `View or Complete`. 5. Review invoice, customer, order, RMA date, and reason. 6. Review return lines. 7. Enter `Qty to Receive` for each line. 8. Enter `Restocking Fee` percent if applicable. 9. Select `Complete RMA`. 10. If PAX shows the partial return prompt, choose the correct partial action. 11. Review the completion message and credit memo behavior. ## Partial returns If received quantities are less than the remaining authorized quantities, PAX asks how to handle the RMA: | Option | Use when | |---|---| | `Keep Open for More Items` | Some returned items arrived now, but more authorized items are expected later. | | `Close with Received Qty` | The return should be closed using only the quantities received. Unreceived authorized quantities are removed from the RMA. | | `Cancel` | Stop the completion action and return to the RMA detail. | ## Restocking fee `Restocking Fee` is entered as a percent. PAX displays the fee amount and net credit calculation on the screen. The restocking fee is applied when closing the RMA. The keep-open partial receipt path records received quantities and leaves the RMA authorized for remaining items. ## What happens behind the scenes PAX validates received quantities and prevents cumulative received quantity from exceeding authorized quantity. When the RMA is closed, PAX updates RMA lines to the received quantities, marks the RMA `Completed`, stores completion user and time, and stores restocking fee details when applicable. Return completion automation handles revenue reversal GL, inventory restoration, customer credit behavior, and invoice return adjustments. If the original invoice is `Paid` or `Partially Paid`, PAX records return credit behavior for the customer. If the invoice is unpaid, the return reduces accounts receivable. When a keep-open partial receipt is saved, PAX records received quantities and posts the received portion while leaving the RMA in `Authorized` status for later receipt. If a closed RMA completes successfully, PAX opens or makes available the credit memo PDF. ## Troubleshooting ### Cannot receive more than authorized quantity **Likely cause:** The entered quantity exceeds the remaining authorized quantity for the RMA line. **Safe fix:** Reduce `Qty to Receive` to the physical quantity received, up to the remaining authorized amount. **Contact support if:** The authorized or previously received quantity appears wrong. ### Cannot close an RMA with no received quantities **Likely cause:** Closing requires at least one received quantity. **Safe fix:** Enter the received quantity, or leave the RMA open until goods arrive. **Contact support if:** PAX blocks completion after valid quantities are entered. ### Delete RMA is blocked **Likely cause:** The RMA is completed or already has posted receipt quantities. **Safe fix:** Contact the appropriate accounting or operations lead. Posted return effects should not be bypassed. **Contact support if:** An unposted authorized RMA cannot be cancelled. ## Related docs - [Open Returns Overview](/docs/shipping-receiving/open-returns-overview) - [Returns Overview](/docs/shipping-receiving/returns-overview) - [How to Start a Return](/docs/shipping-receiving/how-to-start-a-return) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Receiving Overview Source: https://www.paxerp.com/docs/shipping-receiving/receiving-overview Receiving is used to record inventory and purchase receipt quantities against issued Purchase Orders. ## On this page - What Receiving is for - Screen path - Open PO list - Receiving detail - What happens behind the scenes - Related docs ## What Receiving is for Use `Receiving` when purchased items arrive and need to be recorded against a Purchase Order. This is the canonical receiving workflow used from Shipping & Receiving. Purchasing also links to this same receiving experience. ## Screen path Dashboard > Shipping & Receiving > Receiving PAX opens the open Purchase Orders list in receiving mode. ## Open PO list The receiving list is filtered to issued Purchase Orders. Use the search box to search by PO number, vendor, status, date, amount, or part number. The receiving-mode actions include: | Action | What it does | |---|---| | `Receive` | Opens `Receiving for PO #...`. | | `Print PO` | Opens the Purchase Order PDF. | ## Receiving detail `Receiving for PO #...` shows the vendor, PO date, and PO lines. The receiving table includes: | Column | What it shows | |---|---| | `Part Number` | PO line part number. | | `Description` | PO line description. | | `Ordered` | Ordered quantity. | | `Prev Received` | Quantity already received before this receipt. | | `Now Receiving` | Quantity being received now. | | `Total Received` | New total received quantity. | | `Open Qty` | Remaining open quantity after the entered receipt. | | `GL Account` | GL account on the PO line. | | `Origin` | Country of origin code. | | `Unit Price` | Receipt unit price. | | `Line Total` | Total received quantity multiplied by unit price as shown on the screen. | Lot-tracked inventory lines show lot rows when a quantity is being received. ## What happens behind the scenes Saving a receipt updates Purchase Order line received quantities and unit prices. For inventory items, PAX requires country of origin, updates inventory detail or lot records, recalculates material cost using weighted average behavior, and reduces quantity on order. For lot-tracked items, PAX records purchase order line lot rows and updates inventory detail per received lot. Receiving updates purchase receipt accounting through PO receiving automation. If a received line requires inspection, PAX opens an inspection notice PDF after saving. ## Related docs - [How to Receive Purchase Order](/docs/shipping-receiving/how-to-receive-purchase-order) - [Purchasing Overview](/docs/purchasing/purchasing-overview) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [Inventory Overview](/docs/inventory/inventory-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Receive Purchase Order Source: https://www.paxerp.com/docs/shipping-receiving/how-to-receive-purchase-order Use this workflow to record received quantities against an issued Purchase Order. ## On this page - When to use this workflow - Before you start - Steps - Lot-tracked receipts - Save options - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when items have physically arrived from a vendor and the receipt should be posted against the Purchase Order. ## Before you start Confirm: - The Purchase Order is issued. - The physical received quantities are known. - Country of origin is known for inventory receipts. - Lot numbers and expiration dates are known for lot-tracked items. - Unit price should remain as shown or should be updated for the receipt. - You know whether the PO should remain open or close after receipt. ## Steps 1. Go to `Dashboard > Shipping & Receiving > Receiving`. 2. Search for the Purchase Order if needed. 3. Select `Receive`. 4. Review vendor and PO date. 5. For each line being received, enter the quantity in `Now Receiving`. 6. Confirm `Origin` for inventory receipts. 7. Confirm or update `Unit Price`. 8. For lot-tracked lines, add lot rows and enter lot details. 9. Select `Save Receipt` to save the receipt and leave the PO status unchanged. 10. Select `Save & Close PO` only when the PO should be closed. 11. If PAX warns that the PO still has open quantities, confirm only if closing with open quantities is intended. ## Lot-tracked receipts For lot-tracked inventory, PAX shows lot rows when `Now Receiving` is greater than zero. Each lot row requires: - Lot number - Quantity greater than zero - Country of origin - Expiration date when the part's shelf life requires one The total lot quantity must equal the quantity being received for that line. ## Save options | Action | Use when | |---|---| | `Save Receipt` | The receipt should be posted and the PO should remain in its current status. | | `Save & Close PO` | The receipt should be posted and the PO should close. If open quantities remain, PAX asks for confirmation. | ## What happens behind the scenes PAX saves the new total received quantity for each line. The `Now Receiving` field represents the incremental quantity entered by the user, but PAX stores the resulting total received quantity on the PO line. For inventory items, PAX requires country of origin, updates inventory detail quantity on hand, updates lot records when applicable, reduces quantity on order, and updates material cost using weighted average behavior. Purchase receipt accounting is posted through PO receiving automation when received quantity is updated. For work-order-linked outside service lines, PAX skips normal inventory tracking for the received line and posts to WIP behavior through the linked PO line setup. If `Save & Close PO` closes an issued PO with remaining open inventory quantities, PAX removes those open quantities from quantity on order. Closing can also reconcile outside-service scrap records tied to the PO. If any newly received line requires inspection, PAX opens the inspection notice PDF after the receipt saves. ## Troubleshooting ### Country of origin is required **Likely cause:** An inventory item is being received without an origin code. **Safe fix:** Enter the two-letter country of origin code on the line or lot row. **Contact support if:** The origin is entered but PAX still blocks the receipt. ### Lot quantities do not match quantity being received **Likely cause:** The lot row total does not equal `Now Receiving`. **Safe fix:** Adjust lot row quantities or the received quantity so they match. **Contact support if:** Lot quantity validation appears incorrect. ### Exceeds ordered quantity appears **Likely cause:** The entered receipt causes total received quantity to exceed ordered quantity. **Safe fix:** Confirm the physical receipt and company policy before saving an over-receipt. **Contact support if:** Previously received or ordered quantities appear wrong. ### Inspection notice did not open **Likely cause:** The browser blocked the PDF window, or no newly received line requires inspection. **Safe fix:** Allow popups for PAX and retry if an inspection notice is expected. **Contact support if:** Inspection-required receipts repeatedly fail to open the notice. ## Related docs - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [How to Create Purchase Order](/docs/purchasing/how-to-create-purchase-order) - [Inventory Overview](/docs/inventory/inventory-overview) - [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Shipping Reports Overview Source: https://www.paxerp.com/docs/shipping-receiving/reports-overview Shipping Reports provide open order, backorder, part demand, and backlog views for shipping and fulfillment planning. ## On this page - What Shipping Reports are for - Screen path - Report menu - What happens behind the scenes - Related docs ## What Shipping Reports are for Use Shipping Reports to review open customer demand, identify backordered order lines, see demand by part number, and analyze backlog value. Reports are read-only. They are used for review, planning, printing, and export. ## Screen path Dashboard > Shipping & Receiving > Reports PAX opens `Shipping Reports`. ## Report menu | Report | What it shows | |---|---| | `Backorder Report` | Open and partially shipped Sales Orders with remaining open inventory quantities, plus printable backorder documents. | | `Open Orders by Part Number` | Open demand grouped by part number, including inventory availability and customer order detail. This uses the shared canonical report doc. | | `Backlog Report` | Line-level backlog detail by due date with customer, part, quantity, price, discount, and backlog value. | ## What happens behind the scenes Shipping reports read Sales Order headers, Sales Order lines, customer records, inventory records, and shipment quantities. The reports include open inventory demand from Sales Orders that are not deleted. Running a report, expanding detail, printing a PDF, or copying data does not ship inventory, reserve inventory, edit Sales Orders, update invoices, or post GL. ## Related docs - [Backorder Report Overview](/docs/shipping-receiving/reports/backorder-report-overview) - [Open Orders by Part Number Overview](/docs/sales/reports/open-orders-by-part-number-overview) - [Backlog Report Overview](/docs/shipping-receiving/reports/backlog-report-overview) - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Backorder Report Overview Source: https://www.paxerp.com/docs/shipping-receiving/reports/backorder-report-overview The Backorder Report lists open Sales Orders that still have open inventory quantities to ship. ## On this page - What this report is for - Screen path - Controls and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Backorder Report` to review open or partially shipped customer orders with remaining open inventory line quantities. The report helps Shipping and Sales identify which orders still need fulfillment and print a backorder PDF for an order. ## Screen path Dashboard > Shipping & Receiving > Reports > Backorder Report ## Controls and actions | Control | What it does | |---|---| | Search | Searches by order number, customer code, customer name, or customer PO. | | Order row | Expands or collapses line detail for one order. | | `Print PDF` | Opens the backorder PDF for the selected order. | ## Report columns Summary rows show: | Column | What it shows | |---|---| | `Order #` | Sales Order number. | | `Customer` | Customer name and code. | | `Customer PO` | Customer PO number. | | `Order Date` | Sales Order date. | | `Required Date` | Required date on the order. | | `Status` | Sales Order status. | | `B/O Lines` | Count of lines with open quantity. | | `B/O Qty` | Total open quantity across backordered lines. | | `Actions` | `Print PDF`. | Expanded detail rows show: | Column | What it shows | |---|---| | `Line` | Sales Order line number. | | `Part Number` | Inventory part number. | | `Description` | Sales Order line description. | | `Ordered` | Ordered quantity. | | `Shipped` | Quantity already shipped. | | `Backorder Qty` | Remaining open quantity. | ## What happens behind the scenes PAX reads Sales Orders and Sales Order lines with open inventory quantity. The report includes Sales Orders with status `Open` or `Partially Shipped`, active inventory lines, and open quantity greater than zero. Running, expanding, or printing the report does not ship inventory, change the Sales Order, create an invoice, or post GL. ## Troubleshooting ### No backorders are listed **Likely cause:** There are no matching open inventory lines, or the search term filters them out. **Safe fix:** Clear the search box and review open Sales Orders if needed. **Contact support if:** Known open inventory demand should appear but does not. ### Line detail does not load **Likely cause:** The expanded detail request failed or the order no longer has matching open lines. **Safe fix:** Collapse and expand the order again, or close and reopen the report. **Contact support if:** Detail repeatedly fails for the same order. ### PDF does not open **Likely cause:** The browser blocked the PDF window or the PDF request failed. **Safe fix:** Allow popups for PAX and try `Print PDF` again. **Contact support if:** The PDF repeatedly fails to generate. ## Related docs - [Shipping Reports Overview](/docs/shipping-receiving/reports-overview) - [Backlog Report Overview](/docs/shipping-receiving/reports/backlog-report-overview) - [Open Orders by Part Number Overview](/docs/sales/reports/open-orders-by-part-number-overview) - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Backlog Report Overview Source: https://www.paxerp.com/docs/shipping-receiving/reports/backlog-report-overview The Backlog Report shows line-level open customer demand with due date, customer, part, quantity, pricing, discount, and backlog value. ## On this page - What this report is for - Screen path - Controls and actions - Report columns - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Backlog Report` to review open inventory order lines by required date and value. This report is useful for prioritizing shipments, reviewing customer demand, and copying backlog data for analysis. ## Screen path Dashboard > Shipping & Receiving > Reports > Backlog Report ## Controls and actions | Control | What it does | |---|---| | Search | Searches by order number, customer, customer PO, part number, or description. | | Sortable column headers | Sort the report by supported columns. Selecting the same sortable header toggles ascending and descending order. | | `Copy for Excel` | Copies the backlog rows and totals to the clipboard. | Sortable columns include required date, order number, customer name, part number, open quantity, unit price, and backlog value. ## Report columns | Column | What it shows | |---|---| | `Required Date` | Required date from the Sales Order. | | `Order #` | Sales Order number. | | `Customer` | Customer name and code. | | `Customer PO` | Customer PO number. | | `Part Number` | Inventory part number. | | `Description` | Sales Order line description. | | `Open Qty` | Remaining open quantity on the line. | | `Unit Price` | Sales Order line unit price. | | `Disc %` | Discount percent when one applies. | | `Backlog Value` | Open quantity multiplied by unit price after discount. | The footer totals the number of lines, total open quantity, and total backlog value. ## What happens behind the scenes PAX reads open and partially shipped Sales Order inventory lines with open quantity greater than zero. Backlog value is calculated from the open quantity, unit price, and discount on the Sales Order line. Running, sorting, searching, or copying the report does not change Sales Orders, shipments, inventory, invoices, or GL. ## Troubleshooting ### A line is not listed **Likely cause:** The Sales Order line is closed, fully shipped, deleted, non-inventory, or filtered out by search. **Safe fix:** Clear the search box and review the Sales Order line status and open quantity. **Contact support if:** An open inventory line with open quantity should appear but does not. ### Backlog value looks unexpected **Likely cause:** The report calculates value from open quantity, unit price, and discount. **Safe fix:** Review the Sales Order line price and discount. **Contact support if:** The value still appears incorrect after checking the order line. ### Copy for Excel fails **Likely cause:** Browser clipboard access was blocked. **Safe fix:** Allow clipboard access for PAX and try again. **Contact support if:** Clipboard access is allowed but copying still fails. ## Related docs - [Shipping Reports Overview](/docs/shipping-receiving/reports-overview) - [Backorder Report Overview](/docs/shipping-receiving/reports/backorder-report-overview) - [Open Orders by Part Number Overview](/docs/sales/reports/open-orders-by-part-number-overview) - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Purchasing Overview Source: https://www.paxerp.com/docs/purchasing/purchasing-overview The Purchasing section is used to manage vendors, create and edit purchase orders, generate outside-service POs, receive vendor shipments through the shared receiving workflow, and review purchasing reports. ## On this page - What Purchasing is for - Who can see Purchasing - Dashboard options - Operating discipline - What happens behind the scenes - Related docs ## What Purchasing is for Use Purchasing when the business needs to buy inventory, non-inventory goods, outside services, or vendor services tracked through PAX. Purchasing connects vendor setup, Purchase Orders, outside-service work order cost, vendor invoices, vendor payments, receiving, accrued payables, and purchasing reports. ## Who can see Purchasing The Purchasing dashboard section is visible to users with one of these roles: - `admin` - `executive` - `manufacturing` Some shared screens opened from Purchasing are also visible through other modules for users with other operational roles. ## Dashboard options | Button | What it opens | |---|---| | `Purchase Orders` | Opens the Purchase Orders menu with New Purchase Order, Open Purchase Orders, Outside Service PO, Vendor Invoices, and PO Dashboard. | | `Vendors` | Opens Vendor Management for vendor search, setup, details, addresses, contacts, and payment history. | | `Vendor Invoices` | Opens the shared Vendor Invoices screen. The canonical docs live under Finance Payables. | | `Vendor Payments` | Opens the shared Vendor Payments screen. The canonical docs live under Finance Payables. | | `Receiving` | Opens the shared receiving workflow for issued Purchase Orders. The canonical docs live under Shipping & Receiving. | | `Reports` | Opens Purchasing Reports. | ## Operating discipline Use the workflow that matches the business event: - Use `New Purchase Order` or `Outside Service PO` before goods or outside services are ordered. - Use `Receiving` when goods or services arrive against a PO. - Use `Vendor Invoices` when the vendor invoice arrives and needs to move received value from accrued payables to AP. - Use `Vendor Payments` when a vendor has actually been paid or vendor credit should be applied. - Use `Cancel PO` only for eligible POs that should be removed from open purchasing workflows. Do not bypass PO receiving or AP invoice entry with manual accounting entries when the PO and vendor invoice workflows are available. Those workflows keep inventory, accrued payables, AP, vendor history, and work order cost aligned. ## What happens behind the scenes Purchase Orders created in PAX are issued and assigned a PO number. Inventory PO lines increase quantity on order until they are received, closed, or cancelled. Receiving a PO updates received quantities, inventory detail or lot records, quantity on order, accrued payables, and inspection notice behavior when applicable. Vendor invoices move received PO value from accrued payables to AP. Vendor payments then clear AP or record vendor credit depending on the payment workflow. Outside-service POs can link received outside-service cost to work orders. PAX recalculates the work order's outside-service cost from received PO quantities and active work order links. ## Related docs - [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview) - [Vendors Overview](/docs/purchasing/vendors-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [Purchasing Reports Overview](/docs/purchasing/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Purchase Orders Overview Source: https://www.paxerp.com/docs/purchasing/purchase-orders-overview The Purchase Orders menu is the main starting point for creating, finding, editing, copying, and reviewing Purchase Orders. ## On this page - What this menu is for - Screen path - Menu options - Purchase order statuses - What happens behind the scenes - Related docs ## What this menu is for Use `Purchase Orders` when you need to create a PO, manage existing POs, generate an outside-service PO from work orders, review vendor invoices from the PO workflow, or use the PO Dashboard. ## Screen path Dashboard > Purchasing > Purchase Orders PAX opens the `Purchase Orders` menu. ## Menu options | Option | What it opens | |---|---| | `New Purchase Order` | Opens the new PO form. | | `Open Purchase Orders` | Opens the list of Draft and Issued POs for review, editing, and printing. | | `Outside Service PO` | Opens the outside-service PO generator for open work order outside-service steps. | | `Vendor Invoices` | Opens the shared Vendor Invoices screen. | | `PO Dashboard` | Opens the Purchase Orders Dashboard for recent/history review, copy, print, reopen, and inspection request actions. | ## Purchase order statuses | Status | Meaning | |---|---| | `Draft` | A draft PO status exists in the lifecycle, although the current new PO form creates POs as Issued. | | `Issued` | The PO is active in purchasing workflows. Inventory lines count toward quantity on order until received, closed, or cancelled. | | `Closed` | The PO has been closed. Remaining open inventory quantities are removed from quantity on order. | | `Cancelled` | The PO has been removed from open purchasing workflows. PAX uses cancellation instead of deleting POs. | The Open Purchase Orders list normally shows Draft and Issued POs. The PO Dashboard can show broader history. ## What happens behind the scenes Creating a PO generates a PO number, saves the header and line records, sets the PO to `Issued`, and updates quantity on order for inventory PO lines that are not work-order linked. Editing a PO updates the header, addresses, status, and active line records. PAX adjusts quantity on order when issued inventory lines are added, removed, changed, closed, or cancelled. PO deletion is disabled. Eligible POs are cancelled instead so purchasing history remains traceable. ## Related docs - [New Purchase Order Overview](/docs/purchasing/new-purchase-order-overview) - [How to Create Purchase Order](/docs/purchasing/how-to-create-purchase-order) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [How to Edit Purchase Order](/docs/purchasing/how-to-edit-purchase-order) - [Outside Service PO Overview](/docs/purchasing/outside-service-po-overview) - [PO Dashboard Overview](/docs/purchasing/po-dashboard-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) ## Feedback Was this page helpful? Tell us what was unclear. # New Purchase Order Overview Source: https://www.paxerp.com/docs/purchasing/new-purchase-order-overview The New Purchase Order screen is used to create an issued Purchase Order for a vendor. ## On this page - What this screen is for - Screen path - Header fields - Line fields - Supplier UOM rows - Non-inventory warning - What happens behind the scenes - Related docs ## What this screen is for Use `New Purchase Order` to create a new PO for inventory items, non-inventory items, or work-order-linked purchasing lines. For outside-service work order operations, use the `Outside Service PO` generator when possible so the PO lines are linked to the correct work order operation. ## Screen path Dashboard > Purchasing > Purchase Orders > New Purchase Order ## Header fields The PO header includes: | Field | Notes | |---|---| | `Vendor` | Search and select by vendor code or vendor name. Selecting a vendor defaults currency, payment terms, shipping method, FOB, default GL account, buyer, and Pay To address when available. | | `Pay To Address` | Vendor remittance address copied from the vendor record when available. | | `Ship To Address` | Company address copied from tenant configuration when available. | | `Order Date` | Defaults to today. | | `Required Date` | Required before creating the PO. | | `Payment Terms` | Required before creating the PO. | | `Shipping Method` | Optional shipping method for the PO. | | `Currency` | Defaults from the vendor or `USD`. | | `Exchange Rate` | Accepts up to 6 decimal places. | | `Notes` | Optional PO header notes. | ## Line fields The line table includes: | Column | What it does | |---|---| | `Part Number` | Select an inventory part, or type a non-inventory item code. | | `Description` | Defaults from inventory when a part is selected; editable on the PO. | | `Stock UOM` | Shows inventory UOM for inventory parts. Non-inventory lines allow UOM entry. | | `Stock Qty` | Quantity stored on the PO line. | | `Stock Unit Cost` | Unit cost stored on the PO line. | | `GL Account` | Required for every line. Inventory parts default by product line; non-inventory can use the vendor default GL account. | | `Work Order` | Optional direct link to an open work order. When selected, the line is forced to WIP account `1210` and treated as non-inventory. | | `Amount` | Quantity multiplied by unit cost. | | `Notes` | Optional line notes. | | `Action` | Delete the line before the PO is created. | Use `Add Line` to add another PO line. ## Supplier UOM rows When an inventory part has a purchasing UOM or supplier part number, PAX shows a vendor-view row below the line. The vendor-view row shows supplier part number, purchasing UOM, conversion information, supplier quantity, supplier unit price, and supplier amount. Editing supplier quantity or supplier price updates the stock quantity or stock unit cost saved on the PO line. ## Non-inventory warning If a line uses a part number that does not exist in inventory, PAX shows `Non-Inventory Items Warning` before creating the PO. Choose `Continue to Create` only when the line should be non-inventory. Non-inventory lines do not update inventory quantity on order or inventory receipt records. ## What happens behind the scenes PAX validates vendor, PO date, required date, payment terms, line part numbers, descriptions, quantities, unit prices, and GL accounts. When the PO is created, PAX generates a PO number using the current year plus a sequence number, saves the header and line records, creates the PO as `Issued`, and opens the PO PDF. Inventory PO lines increase quantity on order. Non-inventory and work-order-linked lines do not create normal inventory on-order quantity. ## Related docs - [How to Create Purchase Order](/docs/purchasing/how-to-create-purchase-order) - [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [Vendors Overview](/docs/purchasing/vendors-overview) - [Outside Service PO Overview](/docs/purchasing/outside-service-po-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Create Purchase Order Source: https://www.paxerp.com/docs/purchasing/how-to-create-purchase-order Use this workflow to create an issued Purchase Order for a vendor. ## On this page - When to use this workflow - Before you start - Steps - Inventory and non-inventory lines - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when the company is ordering inventory, supplies, services, or other vendor items that should be tracked on a Purchase Order. Use [How to Generate Outside Service PO](/docs/purchasing/how-to-generate-outside-service-po) when the PO should be generated from open work order outside-service steps. ## Before you start Confirm: - The vendor exists in Vendor Management. - Required date is known. - Payment terms are known. - Inventory parts are set up when the item should be received into inventory. - GL account is known for every line. - Currency and exchange rate are correct for non-USD purchases. - Supplier UOM and supplier pricing are understood when the part has purchasing conversion setup. ## Steps 1. Go to `Dashboard > Purchasing > Purchase Orders`. 2. Select `New Purchase Order`. 3. Search for and select the `Vendor`. 4. Review the Pay To and Ship To addresses. 5. Enter `Order Date`. 6. Enter `Required Date`. 7. Select `Payment Terms`. 8. Select `Shipping Method` if applicable. 9. Confirm `Currency` and `Exchange Rate`. 10. Add header `Notes` if needed. 11. Enter or select a `Part Number` for each line. 12. Confirm description, UOM, quantity, unit cost, GL account, work order, amount, and line notes. 13. Use supplier UOM rows when the vendor quantity or vendor price should drive the stock quantity or stock unit cost. 14. Select `Add Line` for additional lines. 15. Select `Create Purchase Order`. 16. If PAX shows `Non-Inventory Items Warning`, review the listed lines and choose `Continue to Create` only if those lines are intentionally non-inventory. ## Inventory and non-inventory lines When the part number exists in inventory, PAX defaults description, UOM, supplier part number, unit cost, and GL account where possible. When the part number does not exist in inventory, PAX treats the line as non-inventory and warns before creation. Non-inventory lines require a description, quantity, unit price, and GL account, but they do not create inventory quantity on order. When a `Work Order` is selected on a line, PAX forces the line to WIP account `1210` and treats it as non-inventory for normal inventory tracking. This is for work-order-related purchasing, not normal stock replenishment. ## What happens behind the scenes PAX creates the PO as `Issued`. The PO number is generated from the current year and the next sequence number. PAX saves the PO header, Pay To address, Ship To address, notes, and active PO lines. For inventory lines that are not linked to a work order, PAX increases quantity on order. For non-inventory and work-order-linked lines, PAX does not create normal inventory on-order quantity. After creation, PAX opens the PO PDF. ## Troubleshooting ### Vendor is required **Likely cause:** The vendor field does not match an exact vendor option. **Safe fix:** Search again and select the vendor from the dropdown option formatted as vendor code and name. **Contact support if:** The vendor exists but cannot be selected. ### GL Account is required **Likely cause:** PAX could not default a GL account for the line. **Safe fix:** Select the correct GL account before creating the PO. **Contact support if:** The expected GL account is missing. ### Non-inventory warning appears **Likely cause:** A PO line part number does not exist in inventory. **Safe fix:** Cancel and correct the part number if the item should be stocked. Continue only when the line is intentionally non-inventory. **Contact support if:** A valid inventory part is being treated as non-inventory. ### The PO PDF did not open **Likely cause:** The browser blocked the PDF window or the PDF request failed. **Safe fix:** Allow popups for PAX and print the PO later from Open Purchase Orders or PO Dashboard. **Contact support if:** The PO was created but the PDF repeatedly fails. ## Related docs - [New Purchase Order Overview](/docs/purchasing/new-purchase-order-overview) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [How to Edit Purchase Order](/docs/purchasing/how-to-edit-purchase-order) - [How to Receive Purchase Order](/docs/shipping-receiving/how-to-receive-purchase-order) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [How to Add Vendor](/docs/purchasing/how-to-add-vendor) ## Feedback Was this page helpful? Tell us what was unclear. # Open Purchase Orders Overview Source: https://www.paxerp.com/docs/purchasing/open-purchase-orders-overview Open Purchase Orders lists Draft and Issued POs for review, editing, expansion, and printing. ## On this page - What this screen is for - Screen path - Search and list - Expanded detail - Actions - What happens behind the scenes - Related docs ## What this screen is for Use `Open Purchase Orders` when you need to find an active PO, review its lines, edit it, change status, cancel it, or print it. Receiving uses the same PO list experience in receiving mode, but the canonical receiving docs are in Shipping & Receiving. ## Screen path Dashboard > Purchasing > Purchase Orders > Open Purchase Orders ## Search and list The search box searches by PO number, vendor, status, date, amount, or part number. The list includes these columns: | Column | What it shows | |---|---| | `PO Number` | Purchase Order number. | | `Vendor` | Vendor display name and secondary vendor name when available. | | `Date` | PO date. | | `Status` | Current PO status. | | `Amount` | Total PO amount from active lines. | | `Actions` | `Edit` and `Print PO`. | The screen shows Draft and Issued POs. Cancelled POs are excluded from normal open workflows. ## Expanded detail Select a PO row to expand it. Expanded detail shows payment terms, shipping method, FOB, line unit note, and line details. Expanded line columns include: | Column | What it shows | |---|---| | `Line` | PO line number. | | `Part Number` | Part number or non-inventory item. | | `Description` | PO line description. | | `Ordered Qty` | Ordered quantity in stock units. | | `Received Qty` | Quantity received. | | `Open Qty` | Remaining open quantity. | | `UOM` | Unit of measure. | | `Unit Cost` | PO unit cost. | | `GL Account` | GL account for the line. | | `Line Amount` | Ordered quantity multiplied by unit cost. | ## Actions | Action | What it does | |---|---| | `Edit` | Opens the PO edit screen. | | `Print PO` | Opens the PO PDF. | From the edit screen, users can change eligible PO fields, change status, link work orders, allocate line cost to work orders, save changes, or cancel eligible POs. ## What happens behind the scenes Searching and expanding POs reads existing PO header and line records. It does not update inventory, receiving, AP, or GL. Printing the PO generates a PDF from the current PO data. Saving changes from the edit screen can update PO header fields, lines, work order links, status, and quantity on order depending on the change. ## Related docs - [How to Edit Purchase Order](/docs/purchasing/how-to-edit-purchase-order) - [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview) - [How to Create Purchase Order](/docs/purchasing/how-to-create-purchase-order) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [How to Receive Purchase Order](/docs/shipping-receiving/how-to-receive-purchase-order) - [PO Dashboard Overview](/docs/purchasing/po-dashboard-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Edit Purchase Order Source: https://www.paxerp.com/docs/purchasing/how-to-edit-purchase-order Use this workflow to update an existing Draft or Issued Purchase Order. ## On this page - When to use this workflow - Before you start - Steps - Status actions - Work order links and allocations - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a PO needs a correction before or during purchasing activity. Do not edit a PO just to force AP, receiving, or inventory reports to look right. If the PO has been received or invoiced, review the receiving and vendor invoice records before changing quantities or costs. ## Before you start Confirm: - The PO is the correct record. - The vendor, required date, payment terms, currency, and exchange rate changes are valid. - Line quantity and cost changes are still appropriate based on receiving and invoice status. - Work order links or allocations are known when the PO cost belongs to work orders. ## Steps 1. Go to `Dashboard > Purchasing > Purchase Orders`. 2. Select `Open Purchase Orders`. 3. Search for the PO. 4. Select `Edit`. 5. Review the current PO status. 6. Update eligible header fields, addresses, notes, or line fields. 7. Use `Add Line` or `Delete` line only when the PO should actually change. 8. Add or edit work order links if the PO cost belongs to work orders. 9. Select `Save Changes`. ## Status actions The edit screen shows status buttons for `Draft`, `Issued`, and `Closed`, plus `Cancel PO`. | Action | Notes | |---|---| | `Issued` | Issuing a Draft PO saves immediately and adds inventory quantity on order for eligible inventory lines. | | `Closed` | Select when the PO should be closed, then save the PO. If open quantities remain, PAX asks for confirmation before closing. Closing removes remaining open inventory quantity from quantity on order. | | `Cancel PO` | Cancels an eligible PO and removes it from open purchasing workflows. POs with received quantities, active vendor invoices, or linked vendor payments cannot be cancelled. | PAX prevents changing an Issued PO back to Draft from the UI. The `Issued` action saves immediately when issuing a Draft PO. Closing and most other edits are applied when `Save Changes` is selected. Closed POs can be reopened from PO Dashboard when correction is allowed. ## Work order links and allocations When a PO is `Issued`, the edit screen can show `Work Order Linking`. Use `Link to Work Orders` or `Edit Links` for percentage-based allocation of the whole PO to one or more work orders. Percentage allocations must total 100 percent unless using split evenly. When a line should be allocated across work orders, use `Allocate to WO`. Line allocations also must total 100 percent. Lines with work order allocation are forced to WIP account `1210` and treated as non-inventory for normal inventory tracking. Direct work-order-linked PO lines, percentage-based links, and line allocation splits are intentionally distinct. Do not mix methods unless the screen allows it and the cost allocation is correct. ## What happens behind the scenes Saving a PO updates header fields, addresses, status, notes, active lines, and line allocations. PAX soft-deletes removed lines rather than erasing them. Deleted active inventory line quantities reduce quantity on order when the PO is Issued. PAX adjusts quantity on order when issued inventory lines are added, removed, changed, closed, or cancelled. Work-order-linked lines and allocations set the GL account to WIP `1210`. PAX recalculates affected work order outside-service cost from active linked PO records and received quantities. If a PO is closed with open quantities, PAX removes the remaining open inventory quantities from quantity on order. Closing an outside-service PO can also reconcile outside-service scrap records. ## Troubleshooting ### Cannot change status back to Draft **Likely cause:** The PO is already Issued. **Safe fix:** Continue with the appropriate Issued, Closed, Cancel, or correction workflow. **Contact support if:** A status correction is required and no safe workflow is available. ### Cannot cancel PO **Likely cause:** The PO has received quantities, a vendor invoice, a linked vendor payment, or is closed. **Safe fix:** Review receiving, vendor invoices, and vendor payments before making corrections. **Contact support if:** A PO should be cancellable but PAX blocks it. ### GL account is locked to WIP **Likely cause:** The PO or line is linked to a work order. **Safe fix:** Review the work order link or allocation. Remove the link only if the PO cost should not belong to work order WIP. **Contact support if:** The link cannot be corrected. ### A line cannot be edited **Likely cause:** The line is fully received or protected by work order allocation behavior. **Safe fix:** Review receiving and invoice records before changing the PO. **Contact support if:** A correction is required on a protected line. ## Related docs - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [PO Dashboard Overview](/docs/purchasing/po-dashboard-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [Outside Service PO Overview](/docs/purchasing/outside-service-po-overview) - [Servicer Scrap Log Overview](/docs/manufacturing/reports/servicer-scrap-log-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Outside Service PO Overview Source: https://www.paxerp.com/docs/purchasing/outside-service-po-overview Outside Service PO generates a Purchase Order from open work orders that have outside-service operations. ## On this page - What this screen is for - Screen path - Header fields - Work order selection - Generated PO lines - What happens behind the scenes - Related docs ## What this screen is for Use `Outside Service PO` when outside-service work should be ordered for one or more open work order operations. This workflow is preferred over manually building a normal PO for outside service because it links the PO lines to the work order and outside-service operation. ## Screen path Dashboard > Purchasing > Purchase Orders > Outside Service PO PAX opens `Generate Outside Service PO`. ## Header fields The header fields are: | Field | Required | Notes | |---|---|---| | `Vendor` | Yes | Search and select the outside-service vendor. | | `PO Date` | Yes | Defaults to today. | | `Required Date` | Yes | Date the outside service is needed. | | `Payment Terms` | Yes | Defaults from the selected vendor when available. | The Pay To address defaults from the vendor. The Ship To address defaults from the company address when available. ## Work order selection The screen lists open work orders with outside-service operations. Work orders can have one or more outside-service steps. The work order summary shows: | Column | What it shows | |---|---| | `WO Number` | Work order number. | | `Part Number` | Finished part on the work order. | | `Description` | Finished part description. | | `Status` | Work order status. | | `Qty Ordered` | Work order quantity ordered. | | `Due Date` | Work order due date. | Single-step work orders are auto-expanded and preselected. Multi-step work orders can be expanded so users can select the correct outside-service operation. Step rows show operation sequence, work center code, work center description, outside servicer when configured, unit price, and UOM. ## Generated PO lines Selected outside-service steps become PO lines. Each generated line uses: - The work order part number. - A description based on the part description and work center description. - Work order quantity ordered. - The selected unit price. - UOM from the outside-service step, or `EA`. - GL account `1210`. - The work order number. - The outside-service operation sequence. PAX treats these lines as work-order-linked non-inventory lines. They are for WIP cost, not normal inventory replenishment. ## What happens behind the scenes PAX loads outside-service candidates from work orders in `Draft`, `Released`, or `In Progress` status with router steps of type `Outside Service`. PAX filters out outside-service steps already tied to active PO/work-order links. A whole-work-order percentage link blocks that work order, a direct operation link blocks only that operation, and line allocation splits block the work order from candidate selection. When the PO is generated, PAX creates an issued Purchase Order using the normal PO creation endpoint. The generated work-order-linked lines are WIP lines and do not increase normal inventory quantity on order. Outside-service cost is recognized to the work order from received PO quantities. The PO must still be received when the outside service is complete. ## Related docs - [How to Generate Outside Service PO](/docs/purchasing/how-to-generate-outside-service-po) - [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [How to Receive Purchase Order](/docs/shipping-receiving/how-to-receive-purchase-order) - [Work Orders Overview](/docs/manufacturing/work-orders-overview) - [Servicer Scrap Log Overview](/docs/manufacturing/reports/servicer-scrap-log-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Generate Outside Service PO Source: https://www.paxerp.com/docs/purchasing/how-to-generate-outside-service-po Use this workflow to create an outside-service Purchase Order from work order outside-service steps. ## On this page - When to use this workflow - Before you start - Steps - Unit prices - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a work order needs outside-service work performed by a vendor. Use the generated PO instead of manually creating unrelated PO lines so PAX can keep outside-service cost tied to the work order. ## Before you start Confirm: - The work order exists and is in `Draft`, `Released`, or `In Progress` status. - The router includes an `Outside Service` operation. - The vendor exists in Vendor Management. - Required date and payment terms are known. - Unit price is known for each selected outside-service step. ## Steps 1. Go to `Dashboard > Purchasing > Purchase Orders`. 2. Select `Outside Service PO`. 3. Select the `Vendor`. 4. Confirm `PO Date`. 5. Enter `Required Date`. 6. Select `Payment Terms`. 7. Review the listed work orders. 8. Expand any work order that has more than one outside-service step. 9. Select each outside-service step that should be included on the PO. 10. Enter or confirm the `Unit Price` for each selected step. 11. Review the selected step count. 12. Select `Generate PO`. 13. Review the generated PO when it opens. ## Unit prices PAX suggests a unit price only when it can determine one from the work order's BOM structure. If no suggested price is available, enter the correct unit price manually. PAX warns if selected lines have a unit price of zero. Continue only when a zero-price outside-service line is intentional. ## What happens behind the scenes PAX creates an issued Purchase Order with one line for each selected outside-service step. PAX excludes operations already tied to active PO/work-order links so the same outside-service work is not selected twice. Generated lines are linked to the work order and outside-service operation sequence. PAX forces the line to WIP account `1210` and treats it as non-inventory for normal inventory tracking. The generated PO opens in the Open Purchase Orders editor after creation. Creating the outside-service PO does not receive the service, post the outside-service cost to the work order, or close the work order. Receiving the PO later records the received outside-service quantity and updates work order outside-service cost behavior. ## Troubleshooting ### No open work orders with Outside Service steps found **Likely cause:** No eligible work orders have outside-service operations, or eligible operations are already tied to active PO/work-order links. **Safe fix:** Review the work order router and active PO/work-order links. **Contact support if:** A valid outside-service operation should appear but does not. ### Please select a vendor **Likely cause:** The vendor field does not match an exact vendor option. **Safe fix:** Search and select the vendor from the dropdown list. **Contact support if:** The vendor exists but cannot be selected. ### Please select at least one Outside Service step **Likely cause:** No step checkbox is selected. **Safe fix:** Expand the work order if needed and select the correct operation. **Contact support if:** Step selection does not stay selected. ### Zero-price warning appears **Likely cause:** One or more selected steps has unit price `0.00`. **Safe fix:** Enter the correct unit price, or continue only when zero cost is intentional. **Contact support if:** Suggested pricing should populate but does not. ## Related docs - [Outside Service PO Overview](/docs/purchasing/outside-service-po-overview) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [How to Receive Purchase Order](/docs/shipping-receiving/how-to-receive-purchase-order) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [Servicer Scrap Log Overview](/docs/manufacturing/reports/servicer-scrap-log-overview) ## Feedback Was this page helpful? Tell us what was unclear. # PO Dashboard Overview Source: https://www.paxerp.com/docs/purchasing/po-dashboard-overview The PO Dashboard shows recent and searchable Purchase Order history with quick actions for printing, copying, reopening, and inspection request printing. ## On this page - What this screen is for - Screen path - Search and list - Actions - Copy behavior - Reopen behavior - What happens behind the scenes - Related docs ## What this screen is for Use `PO Dashboard` when you need a broader PO history view than Open Purchase Orders, or when you need to copy a PO, reopen a closed PO, print a PO, or print an inspection request. ## Screen path Dashboard > Purchasing > Purchase Orders > PO Dashboard PAX opens `Purchase Orders Dashboard`. ## Search and list Without search, the dashboard shows Purchase Orders from the last 6 months for performance. Use search to find older POs. The search box searches by PO number, vendor, status, date, amount, or part number. The list includes: | Column | What it shows | |---|---| | `PO Number` | Purchase Order number. | | `Vendor` | Vendor display name and secondary vendor name when available. | | `Date` | PO date. | | `Status` | Current PO status. | | `Total Amount` | Total amount from active PO lines. | | `Actions` | Available actions for the PO. | The dashboard loads more rows as the user scrolls. ## Actions | Action | What it does | |---|---| | `Print PO` | Opens the PO PDF. | | `Copy` | Opens a new PO form copied from the selected PO. | | `Reopen` | Shown for Closed POs. Moves the PO back to Issued when allowed. | | `Print Inspection Req` | Shown when the PO has received lines that require inspection. Opens the inspection request PDF. | ## Copy behavior Copying a PO opens the New Purchase Order form with the source PO data copied into a new order. PAX sets the new order date to today and shifts the required date by the same calendar-day offset as the source PO. Lines, vendor, addresses, payment terms, shipping method, currency, exchange rate, FOB, notes, quantities, unit prices, GL accounts, and supplier details are copied where available. The copied PO is not created until the user selects `Create Purchase Order`. ## Reopen behavior `Reopen` is available only for Closed POs in the dashboard. PAX can reopen a Closed PO to `Issued` only when no active vendor invoice or linked vendor payment blocks the correction. Reopening restores quantity on order for eligible open inventory quantities and clears active outside-service scrap records tied to the PO so work order outside-service costs can be recalculated. Use reopen only when a closed PO genuinely needs correction. ## What happens behind the scenes Searching and viewing the dashboard reads PO records. It does not update PO status, inventory, AP, receiving, or GL. Printing generates PDFs from current PO data. Copying prepares a new unsaved PO form. Reopening changes the PO status to `Issued` and updates quantity on order and outside-service recalculation behavior when allowed. ## Related docs - [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview) - [New Purchase Order Overview](/docs/purchasing/new-purchase-order-overview) - [How to Create Purchase Order](/docs/purchasing/how-to-create-purchase-order) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) - [How to Edit Purchase Order](/docs/purchasing/how-to-edit-purchase-order) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Vendors Overview Source: https://www.paxerp.com/docs/purchasing/vendors-overview Vendor Management is used to search vendors, add vendors, bulk upload vendor data, and open vendor detail records. ## On this page - What this screen is for - Screen path - Search and sort - Vendor list - Actions - What happens behind the scenes - Related docs ## What this screen is for Use `Vendors` to maintain vendor master records used by Purchase Orders, vendor invoices, vendor payments, receiving, 1099 reporting, and vendor contact history. ## Screen path Dashboard > Purchasing > Vendors PAX opens `Vendor Management`. ## Search and sort Use `Search vendors...` to search by: - Vendor code - Vendor name - City - State - Postal code - Phone - Payment terms Sort options include: - Vendor Code - Name - City - State - Postal Code - Phone - Payment Terms Sorting can be ascending or descending. ## Vendor list The vendor table shows: | Column | What it shows | |---|---| | `Code` | Vendor code. | | `Name` | Vendor name. | | `Address` | Main address lines. | | `City` | Main address city. | | `State` | Main address state. | | `Postal Code` | Main address postal code. | | `Country` | Main address country. | | `Currency` | Vendor currency. | | `Phone` | Vendor phone. | | `GL Account` | Vendor default GL account. | | `Payment Terms` | Vendor payment terms name. | Select a vendor row to open Vendor Detail. ## Actions | Action | What it does | |---|---| | `Add New Vendor` | Opens the Add New Vendor form. | | `Bulk Upload Vendors` | Opens the CSV vendor import workflow. Existing vendor codes can be updated by the import. | | `Bulk Upload Contacts` | Opens the CSV vendor contact import workflow. Vendor codes must already exist. | | Vendor row | Opens Vendor Detail. | ## What happens behind the scenes Opening, searching, sorting, and selecting vendors reads vendor master data. It does not change vendor setup, AP, payments, or POs. Adding a vendor creates a new active vendor record. Bulk upload can insert new vendors or update existing vendor codes depending on the file. Vendor setup values such as currency, payment terms, default GL account, FOB, shipping method, account number, credit-card payment flag, and 1099 flag are used by later purchasing and payables workflows. ## Related docs - [Vendor Detail Overview](/docs/purchasing/vendor-detail-overview) - [How to Add Vendor](/docs/purchasing/how-to-add-vendor) - [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Vendor Detail Overview Source: https://www.paxerp.com/docs/purchasing/vendor-detail-overview Vendor Detail shows a vendor's setup, contacts, addresses, purchase orders, payments, and available credit information. ## On this page - What this screen is for - Screen path - Tabs - Vendor Details tab - Purchase Orders tab - Payments tab - What happens behind the scenes - Related docs ## What this screen is for Use Vendor Detail to review or maintain one vendor record and related purchasing activity. ## Screen path Dashboard > Purchasing > Vendors > select a vendor row ## Tabs | Tab | What it shows | |---|---| | `Vendor Details` | Basic setup, editable vendor fields, contacts, and addresses. | | `Purchase Orders` | Purchase Orders for the vendor, with open orders shown first. | | `Payments` | Vendor payment history and payment actions from the shared payment components. | ## Vendor Details tab The details tab shows `Basic Information`, `Vendor Contacts`, and `Addresses`. Basic information includes: - Vendor Code - Name - Phone - Email - Fax - Website - Currency - GL Account - Payment Terms - FOB - Ship Via - Pay with Credit Card - 1099 Vendor - Vendor Credit Balance - Account Number - Notes Select `Edit` to update eligible basic fields. Vendor code is shown but not edited from this form. Contacts and addresses are managed inside the same detail screen. Address edits update the vendor record used by POs and payment workflows. ## Purchase Orders tab The Purchase Orders tab shows POs for the selected vendor. Use `Show Open Only` or `Show All History` to switch between open orders and full vendor PO history. The PO list shows PO number, date, required date, status, and total. Selecting a PO expands line item detail with line number, part number, description, quantity, unit price, and total. ## Payments tab The Payments tab embeds the vendor payment list and payment actions for this vendor. For full payment workflow behavior, use the canonical Vendor Payments docs. ## What happens behind the scenes Opening Vendor Detail reads the vendor record, payment terms, accounts, shipping methods, vendor credit balance, and related records as each tab is used. Saving edits updates only the vendor fields provided by the screen. Those defaults affect later Purchase Orders, vendor invoices, and vendor payments, but saving vendor setup does not retroactively rewrite existing posted PO, invoice, or payment records. The Purchase Orders tab reads PO history for the vendor. The Payments tab reads vendor payment history and available vendor credit. ## Related docs - [Vendors Overview](/docs/purchasing/vendors-overview) - [How to Add Vendor](/docs/purchasing/how-to-add-vendor) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) - [How to Record Vendor Payment](/docs/finance/payables/how-to-record-vendor-payment) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Add Vendor Source: https://www.paxerp.com/docs/purchasing/how-to-add-vendor Use this workflow to create a new active vendor record. ## On this page - When to use this workflow - Before you start - Steps - Required fields - Setup fields that affect later workflows - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow before creating Purchase Orders, vendor invoices, or vendor payments for a vendor that does not already exist in PAX. ## Before you start Confirm: - Vendor code naming convention. - Vendor legal or operating name. - Main address. - Payment terms. - Currency. - Default GL account if non-inventory purchasing should default to a specific account. - Whether the vendor is paid by credit card. - Whether the vendor is 1099 reportable. - Our account number with the vendor, if applicable. ## Steps 1. Go to `Dashboard > Purchasing > Vendors`. 2. Select `Add New Vendor`. 3. Enter `Vendor Code`. 4. Enter `Vendor Name`. 5. Enter email, phone, account number, and website if available. 6. Enter the main address. 7. Enter Pay To address details if payments should use a different address. 8. Select currency, payment terms, default GL account, shipping method, and FOB when applicable. 9. Select `Accept Credit Card Payments` if this vendor is paid by credit card through PAX payment workflows. 10. Select `1099 Vendor` when the vendor should be marked reportable. 11. Enter notes if needed. 12. Select `Create Vendor`. ## Required fields The Add New Vendor form requires: | Field | Notes | |---|---| | `Vendor Code` | Unique vendor identifier. | | `Vendor Name` | Vendor company name. | | `Address Line 1` | Main street address. | | `City` | Main address city. | The form defaults country to `USA` and currency to `USD`. ## Setup fields that affect later workflows | Field | How PAX uses it later | |---|---| | `Currency` | Defaults onto new Purchase Orders. | | `Payment Terms` | Defaults onto new Purchase Orders and payables workflows. | | `Default GL Account` | Can default non-inventory PO lines. | | `Shipping Method` | Defaults onto new Purchase Orders as Ship Via. | | `FOB` | Defaults onto new Purchase Orders. | | `Accept Credit Card Payments` | Marks the vendor for credit-card-oriented payment behavior in vendor payment workflows. | | `1099 Vendor` | Marks the vendor for 1099 reporting. | | `Account Number` | Stores how the vendor identifies the company in the vendor's system. | ## What happens behind the scenes PAX creates a vendor record with `is_active` set to true. Phone and fax values are normalized by the server when saved. Creating a vendor does not create a Purchase Order, vendor invoice, vendor payment, vendor credit, or accounting entry. ## Troubleshooting ### Vendor Code is required **Likely cause:** Vendor Code is blank. **Safe fix:** Enter the approved vendor code and try again. **Contact support if:** The code is entered but PAX still blocks creation. ### Vendor Name is required **Likely cause:** Vendor Name is blank. **Safe fix:** Enter the vendor company name. **Contact support if:** The vendor name is entered but PAX still blocks creation. ### Address Line 1 or City is required **Likely cause:** The main address is missing required address information. **Safe fix:** Enter the main address line and city. **Contact support if:** The vendor has an unusual address format that cannot be saved. ### Failed to create vendor **Likely cause:** A server validation or database rule blocked the save. **Safe fix:** Check for duplicate vendor code, invalid account selection, or missing required data. **Contact support if:** The data appears valid but the vendor cannot be created. ## Related docs - [Vendors Overview](/docs/purchasing/vendors-overview) - [Vendor Detail Overview](/docs/purchasing/vendor-detail-overview) - [How to Create Purchase Order](/docs/purchasing/how-to-create-purchase-order) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [Vendor Payments Overview](/docs/finance/payables/vendor-payments-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Purchasing Reports Overview Source: https://www.paxerp.com/docs/purchasing/reports-overview Purchasing Reports provides access to PO accrual and outside-service scrap reports. ## On this page - What Purchasing Reports are for - Screen path - Report menu - What happens behind the scenes - Related docs ## What Purchasing Reports are for Use Purchasing Reports to review received PO accrual status and outside-service scrap records that affect purchasing, payables, and manufacturing follow-up. Both reports in this menu are shared canonical reports documented in other modules. ## Screen path Dashboard > Purchasing > Reports PAX opens `Purchasing Reports`. ## Report menu | Report | What it shows | |---|---| | `PO Accruals` | Received POs still sitting in accrued payables, plus amounts moved to AP. | | `Servicer Scrap Log` | Outside-service PO quantities closed short and logged as servicer scrap. | ## What happens behind the scenes Opening the report menu does not change records. `PO Accruals` reads purchase order receiving, accrued payables journal activity, and vendor invoice movement to AP. Running the report does not create vendor invoices or clear accruals. `Servicer Scrap Log` reads active outside-service scrap records joined to work orders, POs, PO lines, vendors, and finished part information. Running the report does not change work orders, POs, inventory, or GL. ## Related docs - [PO Accruals Overview](/docs/finance/payables/po-accruals-overview) - [Servicer Scrap Log Overview](/docs/manufacturing/reports/servicer-scrap-log-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) - [Receiving Overview](/docs/shipping-receiving/receiving-overview) - [Outside Service PO Overview](/docs/purchasing/outside-service-po-overview) ## Feedback Was this page helpful? Tell us what was unclear. # CRM Overview Source: https://www.paxerp.com/docs/crm/crm-overview The CRM section is where users manage prospects, quotes, sales opportunities, follow-up activities, email campaigns, and CRM reporting. ## On this page - What this section is for - Who can see CRM - CRM cards - CRM dashboard behavior - Main workflows - What happens behind the scenes - Troubleshooting - Related docs ## What this section is for Use `CRM` to manage pre-sale work before and around the normal Sales Order workflow. CRM tracks companies that are not customers yet, quotes for customers and prospects, opportunities in the sales pipeline, tasks and completed activities, campaign recipients, sent campaign history, and CRM reports. CRM is a launcher from the main dashboard. Opening a CRM card does not create customers, quotes, orders, activities, or emails by itself. Records change when a user saves a prospect, creates or updates a quote, converts a quote to an order, moves an opportunity, logs an activity, saves a campaign, or sends a campaign. ## Screen path Dashboard > CRM ## Who can see CRM The CRM section appears for users with one or more of these roles: | Role | CRM access | |---|---| | `admin` | Full CRM section access. | | `executive` | Full CRM section access. | | `sales` | CRM section access for sales users. | | `csr` | CRM section access for customer service users. | Some CRM actions have stricter route permissions than the dashboard card. For example, campaign creation and sending are available to `admin`, `executive`, and `sales` users, while a `csr` user may still be able to view CRM reporting and history. ## CRM cards | Card | What it opens | Use it for | |---|---|---| | `Prospects` | `Prospects` modal | Search prospects, filter prospect lists, add prospects, bulk upload prospects, open prospect details, and convert qualified prospects to customers. | | `Quotes` | `Quotes` menu | Create quotes, review open quotes, manage quote status, convert quotes to Sales Orders, and run quote reports. | | `Pipeline` | `Sales Pipeline - Opportunities` modal | Add opportunities, review pipeline value, move opportunities through stages, and mark opportunities won or lost. | | `Tasks` | `Activities & Tasks` modal | Review today's focus items, list open and completed activities, use the calendar view, create tasks, and complete follow-ups. | | `Campaigns` | `Campaigns` menu | Create email campaigns, save campaign drafts, send campaigns, and review sent campaign history. | | `Reports` | `CRM Reports` menu | Open pipeline, performance, forecasting, email log, customer contact, and missing-contact reports. | ## CRM dashboard behavior The main dashboard may also show a CRM-focused dashboard above the normal cards. Sales-only users see this CRM dashboard automatically. Admin and executive users can show or hide it from System Settings. The `CRM` section header includes an info icon that opens the in-app `CRM User Guide`. That guide is separate from these website docs and is intended as a quick reference inside PAX. ## Main workflows - Add a prospect and maintain the prospect's addresses, contacts, notes, activities, opportunities, and quotes. - Convert a qualified prospect to a customer. - Create a quote for a customer or prospect. - Manage open quotes by printing, emailing, editing, marking lost, or converting to a Sales Order. - Add and manage opportunities in the sales pipeline. - Create and complete CRM tasks and activities. - Create, save, send, and review email campaigns. - Run CRM reports to review pipeline, sales performance, forecasts, email logs, and contact completeness. ## What happens behind the scenes Opening the CRM section does not change records. Individual CRM workflows can have important system effects: | Workflow area | System effect | |---|---| | Prospects | Creates and updates prospect records, addresses, contacts, notes, activities, and opportunities. Prospect deletion is a soft delete. | | Prospect conversion | Creates a customer, copies or moves related CRM records, marks the prospect `Converted`, stores the new customer code on the prospect, and logs a conversion activity. | | Quotes | Creates quote headers and lines, generates quote PDFs, sends quote emails, logs quote email activity, and can convert approved quotes to Sales Orders. | | Pipeline | Updates opportunity stage, probability, estimated value, owner, close date, and closed-won or closed-lost status. | | Tasks | Creates and updates activity log records. Completing some prospect activities can move a `New` prospect to `Contacted`. | | Campaigns | Saves campaign drafts, creates or copies campaign email templates, saves optional manual recipient selections, sends campaigns through Resend Broadcasts, and stores campaign recipient status. | | Reports | Reports read current CRM, quote, activity, campaign, email, customer, and prospect data. Running a report normally does not change records. | ## Troubleshooting ### I do not see the CRM section **Likely cause:** Your assigned role does not include CRM access. **Safe fix:** Ask an admin to review your user roles. CRM is available to `admin`, `executive`, `sales`, and `csr` roles. **Contact support if:** Your role includes CRM access but the CRM section is still missing after signing out and back in. ### I see CRM cards but cannot complete an action **Likely cause:** Some actions have stricter permissions, required setup, or required record status. Campaign sending also requires email configuration. **Safe fix:** Read the message on screen, confirm your role, and confirm the record is still editable. **Contact support if:** Your role and the record status look correct but PAX still blocks the action. ### The CRM dashboard is missing above the cards **Likely cause:** Sales-only users see the CRM dashboard automatically. Admin and executive users must enable the CRM dashboard setting. **Safe fix:** Review the CRM dashboard setting in System Settings. **Contact support if:** The setting is enabled but the CRM dashboard does not appear after closing System Settings or refreshing the page. ## Related docs - [Dashboard Overview](/docs/dashboard-overview) - [Prospects Overview](/docs/crm/prospects-overview) - [Quotes Overview](/docs/crm/quotes-overview) - [Pipeline Overview](/docs/crm/pipeline-overview) - [Tasks Overview](/docs/crm/tasks-overview) - [Campaigns Overview](/docs/crm/campaigns-overview) - [CRM Reports Overview](/docs/crm/reports-overview) - [CRM Dashboard Setting Overview](/docs/system-settings/crm/crm-dashboard-setting-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Prospects Overview Source: https://www.paxerp.com/docs/crm/prospects-overview The Prospects screen is used to search, filter, add, bulk upload, review, and convert companies that are not yet customers. ## On this page - What this screen is for - Screen path - Key areas - Main actions - Prospect statuses - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Prospects` for companies that may become customers but have not been converted yet. From this screen, users can maintain prospect information, open the prospect detail record, upload prospect lists, and start the conversion workflow when a prospect becomes a customer. Do not create duplicate customers manually when the company already exists as a prospect. Use the prospect conversion workflow so PAX can carry CRM history into the customer record. ## Screen path Dashboard > CRM > Prospects ## Key areas ### Toolbar The top of the screen includes: | Control | Purpose | |---|---| | `Search prospects...` | Searches the currently loaded list by company, contact name, email, and phone. | | `Filters` | Opens server-side filters for status, prospect type, assigned user, missing contact data, and company size. | | `Add New Prospect` | Opens the add prospect form. | | `Bulk Upload CSV` | Opens the prospect CSV upload workflow. | | `Bulk Upload Contacts` | Opens the contact upload workflow for prospect contacts. | ### Prospect table The table shows the main prospect list. | Column | Meaning | |---|---| | `Company` | Prospect company name. | | `Contact` | Main contact first and last name from the prospect record. | | `Email` | Main prospect email. | | `Phone` | Main prospect phone. | | `Website` | Prospect website. | | `Status` | Prospect status. | | `Prospect Type` | Sort code classification. | | `Assigned To` | User assigned to the prospect. | | `Est. Value` | Estimated opportunity value on the prospect. | Click a row to open the prospect detail record. If the prospect is already `Converted`, PAX tries to open the matching customer detail record instead. ## Main actions - `Filters`: Narrow the prospect list by saved filter criteria. - `Add New Prospect`: Create one prospect manually. - `Bulk Upload CSV`: Import multiple prospects from a CSV file. - `Bulk Upload Contacts`: Import additional contacts for prospects. - Row click: Open [Prospect Detail Overview](/docs/crm/prospect-detail-overview). - Converted row click: Open the matching [Customer Detail Overview](/docs/sales/customer-detail-overview) when PAX can find the customer. ## Prospect statuses | Status | Meaning | |---|---| | `New` | The prospect has been added, but no completed outreach has been recorded yet. | | `Contacted` | Initial outreach has been completed. | | `Qualified` | The prospect is worth pursuing. | | `Converted` | The prospect has been converted to a customer. | | `Lost` | The company is no longer being pursued as a prospect. | ## What happens behind the scenes Opening the Prospects screen reads active, non-deleted prospects. The `Filters` panel sends selected filters to the server. The search field then searches within the list currently loaded in the browser. Prospect filters are saved in the browser under the user's local storage, so the same browser may remember the previous filter set. Clicking a converted prospect does not create or change data. PAX looks for the linked customer code first and falls back to a customer-name match if needed. If no customer can be found, PAX opens the prospect detail record and shows a warning. ## Troubleshooting ### A prospect I expect to see is missing **Likely cause:** A saved filter is hiding the prospect, or the prospect has been marked `Converted`, `Lost`, or deleted. **Safe fix:** Open `Filters`, use `Reset All`, and clear the search box. **Contact support if:** The prospect still does not appear and should not be deleted. ### Search does not find a prospect **Likely cause:** Search only checks the list currently loaded after filters are applied. **Safe fix:** Clear filters first, then search again. **Contact support if:** The prospect appears in another screen but never appears in Prospects. ### A converted prospect does not open the customer **Likely cause:** The linked customer code may be missing or the customer name may no longer match. **Safe fix:** Open the prospect detail record from the warning and review the conversion history. **Contact support if:** The customer exists but PAX cannot link the converted prospect to it. ## Related docs - [CRM Overview](/docs/crm/crm-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [How to Add Prospect](/docs/crm/how-to-add-prospect) - [How to Filter Prospects](/docs/crm/how-to-filter-prospects) - [How to Bulk Upload Prospects](/docs/crm/how-to-bulk-upload-prospects) - [How to Convert Prospect to Customer](/docs/crm/how-to-convert-prospect-to-customer) - [Customer Detail Overview](/docs/sales/customer-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Prospect Detail Overview Source: https://www.paxerp.com/docs/crm/prospect-detail-overview The Prospect Detail screen is where users review and maintain one prospect's CRM record, including details, addresses, contacts, notes, activities, opportunities, and quotes. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use the prospect detail record when work is about one prospect company. This is the right place to update the prospect, add CRM history, create opportunities, review related quotes, and convert the prospect to a customer when the company is ready to move into the Sales workflow. ## Screen path Dashboard > CRM > Prospects > select a prospect ## Key areas ### Header and navigation The header shows the prospect company name and `Prospect Details`. If the prospect was opened from a filtered prospect list, previous and next navigation can move through that same list. Use the refresh action if another user may have changed the prospect while the detail screen is open. ### `Prospect Details` tab This tab contains the main CRM record: | Area | Use it for | |---|---| | `Basic Information` | Review and edit company name, main contact, email, phone, website, lead source, status, type, size, assigned user, value, and notes. | | `Addresses` | Add or edit prospect billing, shipping, or combined addresses. | | `Additional Contacts` | Add or edit additional contacts for the prospect company. | | `Company Notes` | Add or edit internal company notes. | | `Opportunities` | Review open opportunities, create a new opportunity, or view closed opportunity history. | | `Activity Timeline` | Log calls, emails, meetings, notes, tasks, and other activities tied to the prospect. | Contacts and notes are maintained for audit history. The reviewed UI does not expose normal delete actions for these records. ### `Quotes` tab The `Quotes` tab shows quotes tied to the prospect. Use `+ New Quote` to start a quote for the prospect. The quote remains tied to the prospect until the prospect is converted or the quote is converted to an order. ## Main actions - `Edit`: Update the prospect's basic information. - `Add Address` or address edit controls: Maintain prospect addresses. - `Add Contact` or contact edit controls: Maintain additional contacts. - `Add Note` or note edit controls: Maintain internal notes. - `+ New Opportunity`: Add an opportunity linked to this prospect. - `View History`: Review closed opportunities for this prospect. - `+ Log Activity`: Log a completed activity or schedule a follow-up task. - `+ New Quote`: Create a quote for this prospect. - `Delete`: Soft-delete the prospect record. - `Mark Lost`: Mark the prospect as lost. - `Convert to Customer`: Start the prospect conversion workflow. ## What happens behind the scenes Saving basic information updates the prospect record. Deleting a prospect from this screen is a soft delete. The prospect is hidden from the normal prospect list instead of being physically removed from the database. Activities are saved in the CRM activity log. Completing an activity tied to a `New` prospect can update the prospect status to `Contacted`. Creating an opportunity links the opportunity to the prospect. Creating a quote links the quote to the prospect until the quote or prospect moves into the customer workflow. Converting the prospect creates a customer record, moves related CRM history to the customer where applicable, marks the prospect `Converted`, and stores the new customer code on the prospect. ## Troubleshooting ### Convert to Customer is not available **Likely cause:** The prospect is already `Converted`. **Safe fix:** Open the matching customer from the Prospects list or Sales Customers screen. **Contact support if:** The prospect status is not converted but the conversion action is missing. ### A quote is missing from the Quotes tab **Likely cause:** The quote may have been converted to a customer order or may no longer be linked to the prospect after conversion. **Safe fix:** Check [Quote History Overview](/docs/crm/quotes/reports/quote-history-overview) and search by prospect or customer. **Contact support if:** The quote number exists but cannot be found from either the prospect or quote reports. ### The prospect was deleted by mistake **Likely cause:** The `Delete` action soft-deleted the prospect. **Safe fix:** Contact support before creating a replacement prospect. Creating a duplicate can split history. **Contact support if:** A deleted prospect needs to be restored. ## Related docs - [Prospects Overview](/docs/crm/prospects-overview) - [How to Add Prospect](/docs/crm/how-to-add-prospect) - [How to Convert Prospect to Customer](/docs/crm/how-to-convert-prospect-to-customer) - [How to Add Opportunity](/docs/crm/how-to-add-opportunity) - [How to Create Quote](/docs/crm/quotes/how-to-create-quote) - [How to Create Task](/docs/crm/how-to-create-task) - [Customer Detail Overview](/docs/sales/customer-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Add Prospect Source: https://www.paxerp.com/docs/crm/how-to-add-prospect Use this workflow to create one new prospect company from the Prospects screen. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Add a prospect when a company may become a customer but should not yet be created as a customer in Sales. If the company is ready for normal order entry, create or convert the correct customer record instead. ## Before you start Have the prospect company name ready. Company name is the required field. Optional information can include the main contact, email, phone, website, lead source, prospect type, status, company size, assigned user, estimated value, and notes. ## Steps 1. Open Dashboard > CRM > Prospects. 2. Select `Add New Prospect`. 3. Enter `Company Name`. 4. Add contact information if available: `Contact First Name`, `Contact Last Name`, `Email`, `Phone`, and `Website`. 5. Choose `Lead Source` if known. 6. Choose `Prospect Type` if a sort code applies. 7. Choose the correct `Status`. New prospects default to `New`. 8. Choose `Company Size` if known. 9. Choose `Assigned To` if a user should own follow-up. 10. Enter `Estimated Value` if useful for sales tracking. 11. Add `Notes` when internal context should stay with the prospect. 12. Select `Create Prospect`. ## What happens behind the scenes PAX creates a prospect record. Blank optional fields are saved as empty or null values instead of forcing placeholder data. The prospect is available immediately in the Prospects list unless filters hide it. Creating a prospect does not create a customer, Sales Order, quote, opportunity, campaign recipient, or accounting transaction. ## Troubleshooting ### Company Name is required **Likely cause:** The required company name field is blank. **Safe fix:** Enter the legal or working company name used by your sales team. **Contact support if:** The company name is entered but PAX still blocks the save. ### The assigned user list is missing someone **Likely cause:** The user list comes from active PAX users. **Safe fix:** Ask an admin to confirm the user's account and role setup. **Contact support if:** The user is active but does not appear. ### I added a prospect but cannot find it **Likely cause:** A saved filter or search value is hiding it. **Safe fix:** Return to Prospects, clear the search box, open `Filters`, and select `Reset All`. **Contact support if:** The prospect still does not appear. ## Related docs - [Prospects Overview](/docs/crm/prospects-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [How to Filter Prospects](/docs/crm/how-to-filter-prospects) - [How to Bulk Upload Prospects](/docs/crm/how-to-bulk-upload-prospects) - [How to Convert Prospect to Customer](/docs/crm/how-to-convert-prospect-to-customer) ## Feedback Was this page helpful? Tell us what was unclear. # How to Filter Prospects Source: https://www.paxerp.com/docs/crm/how-to-filter-prospects Use this workflow to narrow the Prospects list by status, type, assigned user, missing contact information, company size, and search text. ## On this page - When to use this workflow - Steps - Filter options - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Filter prospects when you need a working list, such as open qualified prospects, unassigned prospects, prospects missing phone numbers, or prospects assigned to one salesperson. ## Steps 1. Open Dashboard > CRM > Prospects. 2. Select `Filters`. 3. Choose one or more filter values. 4. Select `Apply Filters`. 5. Use `Search prospects...` if you also need to search within the filtered list. 6. Select `Reset All` when you want to clear saved filter values. ## Filter options | Filter group | Values | |---|---| | `Status` | `New`, `Contacted`, `Qualified`, `Converted`, `Lost` | | `Prospect Type` | Active sort codes from System Settings. | | `Assigned To` | `Unassigned` or a PAX user. | | `Contact Info` | `Missing Email`, `Missing Phone`, `Missing Website` | | `Company Size` | `Small`, `Medium`, `Large`, `Mega` | The search box checks company name, main contact name, email, and phone within the list that has already been loaded. ## What happens behind the scenes The filter panel sends selected filters to the server. PAX returns the matching active, non-deleted prospects. The `Contact Info` filter looks for missing values on the main prospect record. If more than one missing-contact value is selected, the prospect must match all selected missing values. The search box is browser-side search against the returned list. It does not run a new server search. PAX saves prospect filter selections in browser local storage, so the same browser can remember filters between visits. ## Troubleshooting ### Too few prospects appear **Likely cause:** Multiple filters are active, or the missing-contact filters are combining more narrowly than expected. **Safe fix:** Select `Reset All`, then apply one filter group at a time. **Contact support if:** A prospect still does not appear when all filters and search text are cleared. ### Search finds nothing **Likely cause:** Search only checks the filtered list currently loaded. **Safe fix:** Clear filters first, then search again. **Contact support if:** The prospect appears in another report but cannot be found from Prospects. ### Filters keep coming back **Likely cause:** Prospect filters are saved in the browser. **Safe fix:** Open `Filters` and select `Reset All`. **Contact support if:** Filters return immediately after reset. ## Related docs - [Prospects Overview](/docs/crm/prospects-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [How to Add Prospect](/docs/crm/how-to-add-prospect) - [Prospects Missing Contact Info Overview](/docs/crm/reports/prospects-missing-contact-info-overview) - [Sort Codes Overview](/docs/system-settings/lookups-master-data/sort-codes-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Bulk Upload Prospects Source: https://www.paxerp.com/docs/crm/how-to-bulk-upload-prospects Use this workflow to import multiple prospects from a CSV file into the CRM Prospects list. ## On this page - When to use this workflow - Before you start - CSV columns - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `Bulk Upload CSV` when you have a prepared list of new prospect companies. Test with a small file first, especially when the upload includes addresses, assigned users, sort codes, or estimated values. Do not use a bulk upload to replace careful cleanup of existing prospect records. The reviewed workflow imports records and does not provide a bulk delete action. ## Before you start Prepare a CSV file with one row per prospect. The required column is `company_name`. Recommended checks before upload: - Remove companies that already exist as prospects. - Confirm assigned users match PAX usernames. - Confirm sort codes already exist in System Settings. - Confirm emails, phones, websites, and address columns are clean. - Use a small test batch before uploading a large list. ## CSV columns | Column | Required | Notes | |---|---|---| | `company_name` | Yes | Required. Duplicate existing company names are skipped. | | `contact_first_name` | No | Main contact first name. | | `contact_last_name` | No | Main contact last name. | | `email` | No | Invalid emails are cleared. | | `phone` | No | Long phone values may be truncated. | | `website` | No | Invalid website values are cleared. | | `lead_source` | No | Source text for the prospect. | | `status` | No | Invalid statuses default to `New`. | | `assigned_to` | No | Must match a valid PAX user. Invalid values are cleared. | | `estimated_value` | No | Invalid values are cleared. | | `estimated_company_size` | No | Valid values are `Small`, `Medium`, `Large`, and `Mega`. | | `sort_code` | No | Must match an existing sort code. Invalid values are cleared. | | `notes` | No | Internal prospect notes. | | `address_line1` | No | Required if an address should be created. | | `address_line2` | No | Optional address line. | | `city` | No | Address city. | | `state` | No | Address state. | | `zip` | No | Address postal code. | | `country` | No | Address country. | ## Steps 1. Open Dashboard > CRM > Prospects. 2. Select `Bulk Upload CSV`. 3. Choose the CSV file. 4. Run the upload preview or dry run if prompted. 5. Review the preview, skipped rows, and cleaned fields. 6. Correct the CSV if too many rows are skipped or cleaned. 7. Upload the final file. 8. Return to Prospects and clear filters if the imported records do not appear. ## What happens behind the scenes PAX validates the file before import. Rows without `company_name`, rows with overly long company names, and rows that duplicate existing prospect company names are skipped. PAX cleans some invalid optional fields instead of rejecting the entire row. For example, invalid email, website, assigned user, estimated value, sort code, or company size values can be cleared. Invalid status values default to `New`. If address data is included, PAX creates an address only when enough address information exists. An address without `address_line1` is skipped. Imported addresses are linked to the prospect as primary `BOTH` addresses. Bulk upload creates prospects. It does not create customers, quotes, opportunities, activities, or campaign sends. ## Troubleshooting ### Rows are skipped **Likely cause:** Missing company name, duplicate company name, or invalid row data that cannot be safely imported. **Safe fix:** Review the preview errors, correct the CSV, and upload a smaller batch. **Contact support if:** A clean row is skipped and the reason is unclear. ### Assigned users or sort codes are blank after upload **Likely cause:** The CSV value did not match a valid user or sort code. **Safe fix:** Confirm the user and sort code in PAX, correct the CSV, and re-upload only the missing records or update the prospects manually. **Contact support if:** Valid users or sort codes are not accepted. ### Address data did not import **Likely cause:** The row had partial address information without `address_line1`. **Safe fix:** Add `address_line1` and re-upload only the affected rows, or add addresses from Prospect Detail. **Contact support if:** Complete address rows do not create addresses. ## Related docs - [Prospects Overview](/docs/crm/prospects-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [How to Add Prospect](/docs/crm/how-to-add-prospect) - [How to Filter Prospects](/docs/crm/how-to-filter-prospects) - [Sort Codes Overview](/docs/system-settings/lookups-master-data/sort-codes-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Convert Prospect to Customer Source: https://www.paxerp.com/docs/crm/how-to-convert-prospect-to-customer Use this workflow when a qualified prospect should become a customer in PAX. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Convert a prospect when the company is ready to be treated as a customer for quoting, order entry, customer records, contacts, and sales history. Use conversion instead of manually adding a new customer whenever the company already exists as a prospect. Conversion preserves CRM context and links the prospect to the customer record. ## Before you start You need a unique `Customer Code`. Optional setup can include: - `Salesperson` - `Payment Terms` - `Shipping Method` If conversion is happening while a prospect quote is being converted to an order, finish the conversion when prompted so PAX can attach the quote and order workflow to the new customer. ## Steps 1. Open Dashboard > CRM > Prospects. 2. Select the prospect. 3. Review the prospect detail record for correct company name, contact information, addresses, notes, opportunities, and quotes. 4. Select `Convert to Customer`. 5. Enter a unique `Customer Code`. 6. Choose `Salesperson`, `Payment Terms`, and `Shipping Method` if known. 7. Confirm the conversion. 8. Open the new customer record if PAX navigates you there or return to Sales > Customers to review it. ## What happens behind the scenes PAX validates that the prospect exists, is not already converted, and that the entered customer code is not already in use. PAX creates a customer record using the prospect's company name, contact information, phone, website, notes, sort code, estimated company size, and selected customer defaults. PAX copies prospect address links to the customer. PAX moves related company notes and company contacts from the prospect to the customer. PAX updates related opportunities, activities, and quote headers so they are linked to the new customer. PAX marks the prospect `Converted`, stores the new customer code on the prospect, and logs a completed `Prospect Converted to Customer` activity. Conversion does not create a Sales Order unless it is being performed as part of the quote-to-order workflow. ## Troubleshooting ### Customer Code is required **Likely cause:** The conversion form was submitted without a customer code. **Safe fix:** Enter the customer code your company wants to use for this new customer. **Contact support if:** The form does not accept a valid code. ### Customer Code already exists **Likely cause:** Another customer already uses that code. **Safe fix:** Search Sales > Customers for the code. If it belongs to the same company, stop and review whether the prospect should be linked by support instead of creating a duplicate. **Contact support if:** The existing customer and prospect need to be reconciled. ### The prospect was already converted **Likely cause:** The prospect status is `Converted`. **Safe fix:** Open the matching customer from the Prospects list or Sales > Customers. **Contact support if:** The converted prospect cannot be matched to a customer. ### Quotes or activities did not appear on the customer **Likely cause:** The related records may not have been linked to the prospect before conversion, or the customer view may need refresh. **Safe fix:** Refresh the customer detail screen and check quote history. **Contact support if:** Related prospect records are missing after conversion. ## Related docs - [Prospects Overview](/docs/crm/prospects-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [How to Add Customer](/docs/sales/how-to-add-customer) - [How to Create Quote](/docs/crm/quotes/how-to-create-quote) - [How to Manage Quotes](/docs/crm/quotes/how-to-manage-quotes) ## Feedback Was this page helpful? Tell us what was unclear. # Quotes Overview Source: https://www.paxerp.com/docs/crm/quotes-overview The Quotes menu is where users create quotes, review open quotes, manage quote follow-up, convert quotes to Sales Orders, and run quote reports. ## On this page - What this screen is for - Screen path - Menu options - Main workflows - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Quotes` when a customer or prospect needs pricing before an order is placed. Quotes can be created for existing customers or prospects. Open quotes can be printed, emailed, edited, marked lost, or converted to Sales Orders. ## Screen path Dashboard > CRM > Quotes ## Menu options | Option | What it opens | Use it for | |---|---|---| | `New Quote` | `New Quote` modal | Create a quote for an existing customer or prospect. | | `Open Quotes` | `Open Quotes` modal | Review and manage quotes with `Open` status. | | `Quote Reports` | `Quote Reports` menu | Review quote history and quote analytics. | ## Main workflows - Create a quote for a customer or prospect. - Review open quotes and expand quote details. - Print or email quote documents. - Edit an open quote. - Mark a quote lost. - Convert a quote to a Sales Order. - Review quote history and quote analytics. ## What happens behind the scenes Opening the Quotes menu does not create or update quotes. Saving a new quote creates a quote header and quote lines. Quote creation generates a quote PDF for review and then asks whether to email the quote. Emailing a quote uses the configured quote email template, sends the quote PDF, writes an email log record, and logs a completed CRM email activity. Editing a quote updates the quote header and replaces the quote's line set with the edited lines. Converting a quote to an order creates a Sales Order and marks the quote `Converted` with the converted order number. If the quote belongs to a prospect, PAX first requires the prospect to be converted to a customer. ## Troubleshooting ### I do not see a quote in Open Quotes **Likely cause:** `Open Quotes` only shows quotes with `Open` status. **Safe fix:** Use [Quote History Overview](/docs/crm/quotes/reports/quote-history-overview) to search all quote statuses. **Contact support if:** The quote status is `Open` but the quote does not appear. ### I cannot email a quote **Likely cause:** Email configuration, quote template setup, or recipient email information may be missing. **Safe fix:** Confirm the customer or prospect has an email address and ask an admin to confirm email configuration and the quote email template. **Contact support if:** Email setup is complete but quote email still fails. ### A prospect quote asks for customer conversion **Likely cause:** Sales Orders require a customer. PAX must convert the prospect before the quote can become an order. **Safe fix:** Complete the prospect conversion prompt with a unique customer code. **Contact support if:** The conversion succeeds but the order is not created. ## Related docs - [CRM Overview](/docs/crm/crm-overview) - [New Quote Overview](/docs/crm/quotes/new-quote-overview) - [How to Create Quote](/docs/crm/quotes/how-to-create-quote) - [Open Quotes Overview](/docs/crm/quotes/open-quotes-overview) - [How to Manage Quotes](/docs/crm/quotes/how-to-manage-quotes) - [Quote Reports Overview](/docs/crm/quotes/quote-reports-overview) - [How to Convert Prospect to Customer](/docs/crm/how-to-convert-prospect-to-customer) ## Feedback Was this page helpful? Tell us what was unclear. # New Quote Overview Source: https://www.paxerp.com/docs/crm/quotes/new-quote-overview The New Quote screen is used to build and save a quote for an existing customer or a prospect. ## On this page - What this screen is for - Screen path - Key areas - Main actions - Required information - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `New Quote` to prepare pricing for a customer or prospect before the work becomes a Sales Order. The screen captures the quote recipient, dates, addresses, payment terms, shipping method, discounts, shipping charge, notes, and quote lines. ## Screen path Dashboard > CRM > Quotes > New Quote ## Key areas ### Quote recipient Choose either `Existing Customer` or `Prospect`. For an existing customer, search and select the customer. PAX loads customer defaults such as payment terms, shipping method, and addresses. For a prospect, search and select the prospect company. PAX loads prospect addresses. ### Quote header | Field | Purpose | |---|---| | `Customer PO` | Optional customer purchase order reference. | | `Quote Date` | Date of the quote. Defaults to today. | | `Expiration Date` | Date the quote expires. Defaults to 30 days after the quote date. | | `Payment Terms` | Required. Defaults from the customer when available. | | `Shipping Method` | Optional shipping method. | | `Quote Discount (%)` | Quote-level discount. | | `Customer Shipping Charge` | Shipping charge shown for the quote. | | `Header Notes` | Quote-level notes that print with the quote. | ### Addresses Select both bill-to and ship-to addresses. The quote cannot be saved without usable billing and shipping address information. ### Lines The line table captures the quoted parts and quantities. | Column | Purpose | |---|---| | `Line` | Quote line number. | | `Part Number` | Inventory part being quoted. | | `Customer Part` | Customer part number when available. | | `Qty` | Quoted quantity. Must be greater than zero. | | `Price` | Unit price. Customer quotes can default from customer price tier. | | `Disc%` | Line discount. | | `Total` | Calculated line total. | | `Actions` | Add or remove quote lines. | ## Main actions - `Add Line`: Adds another quote line. - Remove line action: Removes a line when more than one line exists. - Save/create quote action: Validates and saves the quote. - Send confirmation: After saving, PAX asks whether to send the quote email now. ## Required information Before saving, PAX requires: - One selected customer or prospect. - Bill-to address. - Ship-to address. - Payment terms. - At least one quote line. - A part number and quantity greater than zero for each line. ## What happens behind the scenes Saving creates the quote header and quote lines together. PAX creates the quote for either a customer or a prospect, never both at the same time. After the quote is created, PAX opens the quote PDF in a new browser tab and then asks whether the quote should be emailed. Quote creation does not create a Sales Order, ship inventory, reserve inventory, create an invoice, or post accounting. ## Troubleshooting ### Customer or prospect is required **Likely cause:** No recipient was selected. **Safe fix:** Choose `Existing Customer` or `Prospect`, search, and select the correct company. **Contact support if:** The company exists but cannot be selected. ### Address is required **Likely cause:** The selected customer or prospect does not have a selected bill-to or ship-to address. **Safe fix:** Add or select the correct addresses before saving. **Contact support if:** Saved addresses do not appear in the selectors. ### A line cannot be saved **Likely cause:** A line is missing part number or has a quantity of zero. **Safe fix:** Select the part and enter a quantity greater than zero. **Contact support if:** A valid part cannot be selected. ### The PDF does not open **Likely cause:** The browser blocked the PDF tab. **Safe fix:** Allow popups for PAX, then print the quote from Open Quotes. **Contact support if:** The quote was created but PDF generation fails repeatedly. ## Related docs - [Quotes Overview](/docs/crm/quotes-overview) - [How to Create Quote](/docs/crm/quotes/how-to-create-quote) - [Open Quotes Overview](/docs/crm/quotes/open-quotes-overview) - [Prospects Overview](/docs/crm/prospects-overview) - [Customers Overview](/docs/sales/customers-overview) - [How to Manage Quotes](/docs/crm/quotes/how-to-manage-quotes) ## Feedback Was this page helpful? Tell us what was unclear. # How to Create Quote Source: https://www.paxerp.com/docs/crm/quotes/how-to-create-quote Use this workflow to create a quote for an existing customer or prospect. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Create a quote when a customer or prospect needs pricing before placing an order. If the company is a prospect and later accepts the quote, PAX can convert the prospect and quote into the normal Sales Order workflow. ## Before you start Confirm the customer or prospect exists and has usable bill-to and ship-to addresses. Have the part numbers, quantities, pricing, discount information, terms, shipping method, and quote notes ready. ## Steps 1. Open Dashboard > CRM > Quotes. 2. Select `New Quote`. 3. Choose `Existing Customer` or `Prospect`. 4. Search for and select the company. 5. Confirm `Quote Date` and `Expiration Date`. 6. Enter `Customer PO` if applicable. 7. Select `Bill To` and `Ship To` addresses. 8. Confirm `Payment Terms` and `Shipping Method`. 9. Enter `Quote Discount (%)`, `Customer Shipping Charge`, and `Header Notes` if needed. 10. Add quote lines with part number, quantity, price, discount, and line notes as needed. 11. Select the create/save quote action. 12. Review the generated quote PDF. 13. When PAX asks whether to email the quote, choose the appropriate response. ## What happens behind the scenes PAX validates that the quote is for exactly one recipient: either a customer or a prospect. PAX validates addresses, payment terms, and quote lines before saving. PAX creates the quote header and lines. The quote starts as an open quote. PAX opens the quote PDF after the quote is created. If the quote is emailed, PAX uses the active quote email template and email configuration, attaches the quote PDF, writes an email log, and creates a completed CRM email activity tied to the customer or prospect. Creating a quote does not create a Sales Order, ship inventory, create invoice lines, or post accounting. ## Troubleshooting ### The customer or prospect cannot be found **Likely cause:** The company has not been created yet or is filtered out of the search. **Safe fix:** Add the prospect or customer first, then return to New Quote. **Contact support if:** The company exists but cannot be selected. ### Payment terms are missing **Likely cause:** The selected customer or prospect does not provide a default, or no terms were selected. **Safe fix:** Select the correct `Payment Terms` before saving. **Contact support if:** Valid terms are missing from the list. ### Quote email fails **Likely cause:** Missing recipient email, missing email configuration, inactive quote email template, or invalid recipient formatting. **Safe fix:** Confirm the recipient email and ask an admin to verify email settings and templates. **Contact support if:** Setup is correct but PAX cannot send the quote. ### The quote should become an order **Likely cause:** Quote creation and order creation are separate workflows. **Safe fix:** Use `Open Quotes`, expand the quote, and select `Convert to Order`. **Contact support if:** The quote is accepted but cannot be converted. ## Related docs - [New Quote Overview](/docs/crm/quotes/new-quote-overview) - [Quotes Overview](/docs/crm/quotes-overview) - [Open Quotes Overview](/docs/crm/quotes/open-quotes-overview) - [How to Manage Quotes](/docs/crm/quotes/how-to-manage-quotes) - [How to Add Prospect](/docs/crm/how-to-add-prospect) - [How to Add Customer](/docs/sales/how-to-add-customer) ## Feedback Was this page helpful? Tell us what was unclear. # Open Quotes Overview Source: https://www.paxerp.com/docs/crm/quotes/open-quotes-overview The Open Quotes screen is used to review and manage quotes that are still in `Open` status. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Open Quotes` to manage active quote follow-up. This screen focuses on quotes that are still open, so closed, lost, expired, won, or converted quotes should be reviewed in Quote History. ## Screen path Dashboard > CRM > Quotes > Open Quotes ## Key areas ### Quote list The table includes: | Column | Meaning | |---|---| | Expand control | Opens quote details and actions. | | `Quote #` | Quote number. | | `Customer/Prospect` | Company receiving the quote. | | `Quote Date` | Date the quote was created. | | `Expiration Date` | Date the quote expires. | | `Total Value` | Quote value. | | `Status` | Quote status. This screen loads `Open` quotes. | ### Expanded quote detail Expanding a quote shows customer PO, terms, carrier or shipping method, salesperson, quote lines, and action buttons. ## Main actions - `Print Quote`: Opens the quote PDF. - `Email Quote`: Opens the quote email workflow. - `Edit Quote`: Opens the edit quote screen. - `Convert to Order`: Creates a Sales Order from the quote. - `Mark Lost`: Marks the quote lost and removes it from the Open Quotes list. ## What happens behind the scenes Opening this screen loads quotes filtered to `Open` status. Printing a quote retrieves the quote PDF and does not change quote status. Emailing a quote sends the configured quote email, attaches the PDF, writes an email log, and logs a CRM email activity. Editing a quote updates the quote header and line details. Marking a quote lost updates the quote status to `Lost` and records the won/lost date. Converting a quote creates a Sales Order and updates the quote to `Converted` with the converted order number. Prospect quotes require prospect conversion before order creation. ## Troubleshooting ### A quote disappeared from Open Quotes **Likely cause:** Its status is no longer `Open`. **Safe fix:** Use [Quote History Overview](/docs/crm/quotes/reports/quote-history-overview) to find the quote by status. **Contact support if:** The quote status is `Open` but it is missing. ### Convert to Order is blocked **Likely cause:** Required order information is missing, or the quote belongs to a prospect that must be converted first. **Safe fix:** Review the quote details and complete the prospect conversion prompt if it appears. **Contact support if:** Required information is complete but conversion still fails. ### Email Quote is blocked **Likely cause:** The quote email template, email configuration, or recipient email is missing. **Safe fix:** Confirm the recipient email and ask an admin to check email setup. **Contact support if:** Setup is complete but email still fails. ## Related docs - [Quotes Overview](/docs/crm/quotes-overview) - [How to Manage Quotes](/docs/crm/quotes/how-to-manage-quotes) - [How to Create Quote](/docs/crm/quotes/how-to-create-quote) - [Quote History Overview](/docs/crm/quotes/reports/quote-history-overview) - [How to Convert Prospect to Customer](/docs/crm/how-to-convert-prospect-to-customer) - [Open Orders Overview](/docs/sales/open-orders-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Manage Quotes Source: https://www.paxerp.com/docs/crm/quotes/how-to-manage-quotes Use this workflow to print, email, edit, mark lost, or convert an open quote. ## On this page - When to use this workflow - Before you start - Managing open quotes - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Manage a quote when follow-up work is needed after the quote has already been created. Typical actions include sending a quote to the recipient, correcting quote details before acceptance, marking a quote lost, or converting an accepted quote to a Sales Order. ## Before you start Confirm the quote is still open if you plan to edit, mark lost, or convert it. For quote email, confirm the recipient email is correct. For quote-to-order conversion, confirm the bill-to and ship-to addresses, lines, payment terms, shipping method, and customer information are correct. ## Managing open quotes 1. Open Dashboard > CRM > Quotes. 2. Select `Open Quotes`. 3. Find the quote. 4. Expand the quote row. 5. Choose the needed action: | Action | Use it for | |---|---| | `Print Quote` | Open the quote PDF. | | `Email Quote` | Send the quote PDF by email. | | `Edit Quote` | Update quote header, addresses, terms, notes, discounts, shipping charge, and lines. | | `Convert to Order` | Create a Sales Order from an accepted quote. | | `Mark Lost` | Close a quote that should no longer be pursued. | ## What happens behind the scenes Printing retrieves a PDF and does not change the quote. Emailing a quote sends through the configured email system, writes an email log, and creates a completed CRM email activity tied to the customer or prospect. Editing a quote saves updated header information and replaces the quote's line set with the edited line set. Marking a quote lost updates the quote status to `Lost` and stores the won/lost date. Converting a quote to an order creates a Sales Order using quote customer, address, terms, shipping, discount, shipping charge, header notes, and lines. PAX then marks the quote `Converted`, stores the new order number on the quote, records the won/lost date, and opens the Sales Order PDF. If the quote belongs to a prospect, PAX first opens the prospect conversion workflow. After conversion, PAX updates the quote from prospect-based to customer-based and continues order creation. Quote management does not ship inventory, create invoice lines, or post accounting. Those happen later through Sales Order, shipment, fulfillment, invoicing, and payment workflows. ## Troubleshooting ### Edit Quote is not available **Likely cause:** The quote may no longer be open or editable. **Safe fix:** Review the quote status in Quote History before making a new quote. **Contact support if:** The quote should be editable but PAX blocks it. ### Mark Lost was used by mistake **Likely cause:** Marking lost updates the quote status. **Safe fix:** Do not create a duplicate quote immediately. Review the quote in Quote History and contact support if the status needs correction. **Contact support if:** A lost quote needs to be reopened or corrected. ### Convert to Order creates the wrong customer prompt **Likely cause:** The quote is tied to a prospect, and orders require customers. **Safe fix:** Complete the prospect conversion carefully with the correct customer code. **Contact support if:** The prospect was already converted but PAX still prompts for conversion. ### The order PDF does not open after conversion **Likely cause:** The browser blocked the new PDF tab. **Safe fix:** Allow popups for PAX and review the order from Sales > Open Orders. **Contact support if:** The quote says converted but the order cannot be found. ## Related docs - [Open Quotes Overview](/docs/crm/quotes/open-quotes-overview) - [Quotes Overview](/docs/crm/quotes-overview) - [How to Create Quote](/docs/crm/quotes/how-to-create-quote) - [How to Convert Prospect to Customer](/docs/crm/how-to-convert-prospect-to-customer) - [Create Order Overview](/docs/sales/create-order-overview) - [Open Orders Overview](/docs/sales/open-orders-overview) - [Email Logs Overview](/docs/crm/reports/email-logs-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Quote Reports Overview Source: https://www.paxerp.com/docs/crm/quotes/quote-reports-overview The Quote Reports menu opens quote history and quote analytics reports. ## On this page - What this screen is for - Screen path - Report options - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Quote Reports` when you need to review quote status history or summarize quote performance. These reports are read-only review tools except for browser exports. ## Screen path Dashboard > CRM > Quotes > Quote Reports ## Report options | Report | Use it for | |---|---| | `Quote History` | View all quotes with status, dates, salesperson, converted order, and expandable quote details. | | `Quote Analytics` | Review quote counts, win rate, value totals, average value, and monthly quote trends. | ## What happens behind the scenes Opening the Quote Reports menu does not change quote records. Quote History reads quote headers, quote lines, customer or prospect names, addresses, salesperson, and converted order information. Quote Analytics summarizes quote headers by date range and status. `Converted` quotes count as won for win-rate calculations. ## Troubleshooting ### Open Quotes and Quote History show different lists **Likely cause:** `Open Quotes` only loads open quotes. Quote History can show all statuses. **Safe fix:** Use Quote History when looking for won, lost, expired, or converted quotes. **Contact support if:** A known quote cannot be found in either place. ### Analytics totals do not match a filtered history export **Likely cause:** Analytics and history may use different date filters or status selections. **Safe fix:** Align the date range and status filters before comparing. **Contact support if:** Filters match and totals still appear incorrect. ## Related docs - [Quotes Overview](/docs/crm/quotes-overview) - [Quote History Overview](/docs/crm/quotes/reports/quote-history-overview) - [Quote Analytics Overview](/docs/crm/quotes/reports/quote-analytics-overview) - [Open Quotes Overview](/docs/crm/quotes/open-quotes-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Quote History Overview Source: https://www.paxerp.com/docs/crm/quotes/reports/quote-history-overview The Quote History Report shows quotes across statuses with filters, expandable details, and CSV export. ## On this page - What this report is for - Screen path - Filters - Report columns - Expanded quote details - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Quote History` to find and review quotes that may no longer appear in Open Quotes. This includes open, won, lost, expired, and converted quotes. ## Screen path Dashboard > CRM > Quotes > Quote Reports > Quote History ## Filters | Filter | Values | |---|---| | `Status` | `All Statuses`, `Open`, `Won`, `Lost`, `Expired`, `Converted` | | `Start Date` | Beginning quote date. | | `End Date` | Ending quote date. | | `Salesperson` | `All Salespeople` or a sales/admin/executive user. | Use `Apply Filters` to refresh the report. Use `Reset` to clear filters. Use `Export CSV` to download the currently loaded quote list. ## Report columns | Column | Meaning | |---|---| | Expand control | Opens detail lines for the quote. | | `Quote #` | Quote number. | | `Customer/Prospect` | Quote recipient. | | `Quote Date` | Quote date. | | `Expiration Date` | Quote expiration date. | | `Status` | Current quote status. | | `Total Amount` | Quote total amount. | | `Salesperson` | User tied to the quote. | | `Won/Lost Date` | Date the quote was won, lost, or converted when available. | | `Converted Order` | Sales Order number created from the quote when applicable. | ## Expanded quote details Expanding a quote shows customer PO, payment terms, quote discount, header notes, bill-to address, ship-to address, and quote lines. Line details include line number, part number, customer part, quantity, unit price, discount, line total, and line text. ## What happens behind the scenes The report reads quote data through the same quote API used by quote management, with optional status, date, and salesperson filters. Exporting CSV creates a browser download from the currently loaded report data. It does not update quotes. Opening and expanding rows does not change quote status or create activity. ## Troubleshooting ### A quote is missing **Likely cause:** Filters are excluding it. **Safe fix:** Reset filters and search again by quote number or recipient. **Contact support if:** The quote number exists elsewhere but never appears in history. ### The CSV export is incomplete **Likely cause:** CSV export uses the report list currently loaded after filters. **Safe fix:** Reset or adjust filters, apply them, and export again. **Contact support if:** The on-screen list and CSV file do not match. ### Converted Order is blank **Likely cause:** The quote has not been converted to a Sales Order. **Safe fix:** If the quote was accepted, use Open Quotes to convert it when it is still open. **Contact support if:** The quote was converted but the order number is blank. ## Related docs - [Quote Reports Overview](/docs/crm/quotes/quote-reports-overview) - [Quote Analytics Overview](/docs/crm/quotes/reports/quote-analytics-overview) - [Open Quotes Overview](/docs/crm/quotes/open-quotes-overview) - [How to Manage Quotes](/docs/crm/quotes/how-to-manage-quotes) ## Feedback Was this page helpful? Tell us what was unclear. # Quote Analytics Overview Source: https://www.paxerp.com/docs/crm/quotes/reports/quote-analytics-overview The Quote Analytics Report summarizes quote counts, value, win rate, and monthly quote trends for a selected date range. ## On this page - What this report is for - Screen path - Filters - Summary metrics - Monthly breakdown - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Quote Analytics` to review quoting performance over time. The report is useful for checking quote volume, won and lost quote counts, open quote value, average quote value, and month-by-month trends. ## Screen path Dashboard > CRM > Quotes > Quote Reports > Quote Analytics ## Filters The report uses: | Filter | Purpose | |---|---| | `Start Date` | Beginning quote date. Defaults to about 12 months before today. | | `End Date` | Ending quote date. Defaults to today. | Select `Apply Date Range` to refresh the report. ## Summary metrics The top section shows: - `Total Quotes` - `Won Quotes` - `Lost Quotes` - `Open Quotes` - `Win Rate` - `Total Value` - `Won Value` - `Avg Quote Value` `Converted` quotes count as won for quote analytics. ## Monthly breakdown The monthly table shows the latest months in the selected range, with quote counts, won/lost/open counts, win rate, total value, and won value by quote month. The report also shows basic insights based on win rate, average quote value, open quote value, and expired quote count. ## What happens behind the scenes The report reads quote headers for the selected date range. It summarizes counts and values by quote status. Win rate uses won and converted quotes divided by won, lost, and converted quotes. Open and expired quotes are shown but are not part of the closed win-rate denominator. Running the report does not change quotes, create activities, send emails, or create Sales Orders. ## Troubleshooting ### Win rate looks lower or higher than expected **Likely cause:** Open and expired quotes are visible in the report but are not counted as closed wins or closed losses. Converted quotes count as won. **Safe fix:** Compare the status counts before interpreting the win rate. **Contact support if:** The status counts themselves appear incorrect. ### Monthly totals do not match the summary **Likely cause:** The monthly table is grouped by quote date and limited to recent monthly rows. **Safe fix:** Use Quote History for a detailed quote-by-quote export. **Contact support if:** A quote appears in history but never affects analytics. ### No analytics data appears **Likely cause:** The selected date range has no matching quotes. **Safe fix:** Expand the date range and select `Apply Date Range`. **Contact support if:** Quotes exist in the date range but analytics stays blank. ## Related docs - [Quote Reports Overview](/docs/crm/quotes/quote-reports-overview) - [Quote History Overview](/docs/crm/quotes/reports/quote-history-overview) - [Quotes Overview](/docs/crm/quotes-overview) - [How to Manage Quotes](/docs/crm/quotes/how-to-manage-quotes) ## Feedback Was this page helpful? Tell us what was unclear. # Pipeline Overview Source: https://www.paxerp.com/docs/crm/pipeline-overview The Pipeline screen is used to review and manage sales opportunities by stage, value, close date, assigned user, and probability. ## On this page - What this screen is for - Screen path - Key areas - Pipeline stages - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Pipeline` to track potential sales from early prospecting through closed won or closed lost. The screen supports a table-style list view and a visual pipeline view for active stages. ## Screen path Dashboard > CRM > Pipeline The screen title is `Sales Pipeline - Opportunities`. ## Key areas ### Summary cards The top cards summarize opportunity count and value for the currently filtered list. | Card | Meaning | |---|---| | `Total Opportunities` | Number of opportunities in the current filter. | | `Total Pipeline Value` | Sum of estimated opportunity values in the current filter. | | `Closed Won Value` | Sum of closed-won opportunities in the current filter. | ### Filters and search The Pipeline screen can filter by stage, assigned user, and search text. The assigned-user filter defaults to the current user when the screen loads. The default stage view shows open stages. Selecting a closed stage can show won or lost opportunities. ### View modes | View | Use it for | |---|---| | `List View` | Review opportunities in a table with stage, probability, value, close date, assigned user, and actions. | | `Pipeline View` | Review active opportunities in columns and move opportunities between active stages. | ## Pipeline stages | Stage | Default probability | |---|---| | `Prospect` | 10% | | `Connect` | 25% | | `Present` | 50% | | `Closing` | 75% | | `Closed Won` | 100% | | `Closed Lost` | 0% | ## Main actions - `Add New Opportunity`: Open the opportunity creation form. - Row click: Open opportunity details. - `Mark Won`: Set the opportunity to `Closed Won`. - `Mark Lost`: Set the opportunity to `Closed Lost`. - `List View`: Switch to the opportunity table. - `Pipeline View`: Switch to the visual stage board. - Drag a card in Pipeline View: Move an opportunity to another active stage. ## What happens behind the scenes Opening the screen reads opportunities, users, customers, prospects, and the current session user. Adding or editing an opportunity updates the opportunity record. Moving an opportunity between stages updates the stage and default probability for the new stage. Marking an opportunity won or lost updates the stage and probability. It does not create a quote, customer, order, invoice, shipment, or accounting entry. Opportunity activities are stored as CRM activity log records and can be reviewed from the opportunity detail screen and Tasks. ## Troubleshooting ### I do not see an opportunity **Likely cause:** The assigned-user filter, stage filter, or search text is hiding it. **Safe fix:** Clear search, change the assigned-user filter, and check closed stages if the opportunity was won or lost. **Contact support if:** The opportunity exists on a prospect or customer detail record but does not appear in Pipeline. ### Pipeline View does not show closed opportunities **Likely cause:** Pipeline View is designed around active pipeline stages. **Safe fix:** Use List View and select `Closed Won` or `Closed Lost` from the stage filter. **Contact support if:** Active opportunities are also missing from Pipeline View. ### Closed Won Value is zero **Likely cause:** The current filter may only include open stages. **Safe fix:** Include `Closed Won` in the stage filter when reviewing closed-won value. **Contact support if:** Closed-won opportunities are visible but value still calculates incorrectly. ## Related docs - [CRM Overview](/docs/crm/crm-overview) - [Opportunities Overview](/docs/crm/opportunities-overview) - [How to Add Opportunity](/docs/crm/how-to-add-opportunity) - [How to Manage Pipeline](/docs/crm/how-to-manage-pipeline) - [Tasks Overview](/docs/crm/tasks-overview) - [Sales Pipeline Overview](/docs/crm/reports/sales-pipeline-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Opportunities Overview Source: https://www.paxerp.com/docs/crm/opportunities-overview An opportunity is a CRM record that tracks a potential sale for either a prospect or an existing customer. ## On this page - What opportunities are for - Screen path - Opportunity fields - Opportunity detail - What happens behind the scenes - Troubleshooting - Related docs ## What opportunities are for Use opportunities to track deal value, stage, probability, expected close date, assigned owner, and follow-up activity. Opportunities can be linked to a prospect or to an existing customer. ## Screen path Dashboard > CRM > Pipeline > select an opportunity Opportunities can also be created from prospect or customer detail screens when the workflow starts from one company record. ## Opportunity fields | Field | Purpose | |---|---| | `Opportunity Name` | Required name for the opportunity. | | Company type | Either prospect or existing customer. | | Prospect or customer | The company linked to the opportunity. | | `Stage` | Current pipeline stage. | | `Probability` | Percentage chance tied to stage and editable from detail. | | `Estimated Value` | Expected deal value. | | `Expected Close Date` | Planned close date. | | `Assigned To` | User responsible for the opportunity. | | `Lead Source` | Source of the opportunity. | | `Description` | Additional context. | ## Opportunity detail The opportunity detail screen shows the company, stage, probability, estimated value, expected close date, assigned user, lead source, created date, description, and activity timeline. Use `Edit` to update opportunity details. Use `Add Activity` to log an activity or schedule a follow-up tied to the opportunity. Incomplete activities in the timeline can be completed from the opportunity detail view. ## What happens behind the scenes PAX stores opportunities separately from quotes and Sales Orders. Changing an opportunity stage does not automatically create a quote, order, invoice, shipment, or accounting entry. An opportunity must be linked to exactly one company: either a prospect or a customer. When an activity is created with an opportunity selected, PAX links the activity to the same customer or prospect as the opportunity. ## Troubleshooting ### I cannot add an opportunity without a company **Likely cause:** Opportunities must belong to either a prospect or a customer. **Safe fix:** Create or select the correct prospect or customer first. **Contact support if:** The company exists but cannot be selected. ### The wrong probability appears after a stage change **Likely cause:** Stage changes set the default probability for that stage. **Safe fix:** Open the opportunity detail and edit the probability if the default does not match the deal. **Contact support if:** Probability changes do not save. ### Activity history is missing **Likely cause:** The activity may not be linked to the opportunity. **Safe fix:** Open the activity from Tasks and confirm the opportunity link. **Contact support if:** The activity is linked correctly but still does not appear. ## Related docs - [Pipeline Overview](/docs/crm/pipeline-overview) - [How to Add Opportunity](/docs/crm/how-to-add-opportunity) - [How to Manage Pipeline](/docs/crm/how-to-manage-pipeline) - [Tasks Overview](/docs/crm/tasks-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Add Opportunity Source: https://www.paxerp.com/docs/crm/how-to-add-opportunity Use this workflow to create a new sales opportunity for a prospect or customer. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Add an opportunity when there is a potential sale that should be tracked in the pipeline. Opportunities are useful when the sales team needs visibility into stage, value, probability, assigned owner, and expected close date. ## Before you start Confirm whether the opportunity belongs to a prospect or an existing customer. The company must already exist in PAX. ## Steps 1. Open Dashboard > CRM > Pipeline. 2. Select `Add New Opportunity`. 3. Enter `Opportunity Name`. 4. Choose the company type: prospect or existing customer. 5. Select the prospect or customer. 6. Choose `Stage`. 7. Review the probability that PAX sets for that stage. 8. Enter `Estimated Value` if known. 9. Enter `Expected Close Date` if known. 10. Choose `Assigned To`. PAX defaults this to the current user when available. 11. Choose `Lead Source` if known. 12. Add `Description` when useful. 13. Save the opportunity. ## What happens behind the scenes PAX creates an opportunity linked to exactly one prospect or customer. The selected stage sets the default probability: | Stage | Default probability | |---|---| | `Prospect` | 10% | | `Connect` | 25% | | `Present` | 50% | | `Closing` | 75% | | `Closed Won` | 100% | | `Closed Lost` | 0% | Creating an opportunity does not create a quote, customer, Sales Order, invoice, shipment, or accounting entry. ## Troubleshooting ### Opportunity Name is required **Likely cause:** The required name field is blank. **Safe fix:** Enter a clear opportunity name that the sales team will recognize. **Contact support if:** The name is entered but PAX still blocks the save. ### I cannot select a prospect **Likely cause:** Converted or lost prospects are not normally available for new prospect opportunities. **Safe fix:** If the company is already a customer, create the opportunity for the customer instead. **Contact support if:** An active prospect is missing from the list. ### The opportunity is assigned to the wrong user **Likely cause:** The `Assigned To` field defaulted to the current user. **Safe fix:** Edit the opportunity and choose the correct assigned user. **Contact support if:** The user is missing from the list. ## Related docs - [Pipeline Overview](/docs/crm/pipeline-overview) - [Opportunities Overview](/docs/crm/opportunities-overview) - [How to Manage Pipeline](/docs/crm/how-to-manage-pipeline) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Manage Pipeline Source: https://www.paxerp.com/docs/crm/how-to-manage-pipeline Use this workflow to review, update, move, and close sales opportunities in the CRM pipeline. ## On this page - When to use this workflow - Steps - Common pipeline actions - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Manage the pipeline during daily sales review, sales meetings, quote follow-up, or deal closeout. Pipeline updates should reflect real sales progress, not accounting or order fulfillment activity. ## Steps 1. Open Dashboard > CRM > Pipeline. 2. Choose `List View` or `Pipeline View`. 3. Set filters for stage, assigned user, or search text. 4. Open the opportunity if details need review. 5. Update stage, probability, estimated value, expected close date, assigned user, or description as needed. 6. Add or complete activities when follow-up work changes. 7. Use `Mark Won` or `Mark Lost` when the opportunity is closed. ## Common pipeline actions | Action | Use it for | |---|---| | Filter by assigned user | Review one salesperson's pipeline. | | Filter by stage | Review open or closed opportunities by stage. | | Search | Find opportunities by text. | | Drag in `Pipeline View` | Move an active opportunity to another active stage. | | Open detail | Review or edit one opportunity. | | `Add Activity` | Log follow-up tied to the opportunity. | | `Mark Won` | Close the opportunity as won. | | `Mark Lost` | Close the opportunity as lost. | ## What happens behind the scenes Stage changes update the opportunity record and set the matching default probability for that stage. Marking an opportunity won sets stage to `Closed Won` and probability to 100%. Marking an opportunity lost sets stage to `Closed Lost` and probability to 0%. Pipeline changes do not create quotes, Sales Orders, invoices, shipments, inventory movements, or accounting entries. Use quote and order workflows separately when a deal turns into actual customer work. Activities added from opportunity detail are stored in the CRM activity log and linked back to the opportunity. ## Troubleshooting ### Dragging does not show the stage I need **Likely cause:** Pipeline View is focused on active stages. **Safe fix:** Use List View for closed stages such as `Closed Won` and `Closed Lost`. **Contact support if:** Active stages are missing from Pipeline View. ### A deal was marked won too early **Likely cause:** `Mark Won` closes the opportunity stage. **Safe fix:** Review whether the opportunity should be edited back to an active stage. Avoid creating a duplicate opportunity unless the deal is truly separate. **Contact support if:** The stage needs correction and cannot be edited. ### The pipeline value looks wrong **Likely cause:** Filters can change the value totals, and blank estimated values count as zero. **Safe fix:** Clear filters and review opportunity estimated values. **Contact support if:** Individual opportunity values are correct but totals are not. ## Related docs - [Pipeline Overview](/docs/crm/pipeline-overview) - [Opportunities Overview](/docs/crm/opportunities-overview) - [How to Add Opportunity](/docs/crm/how-to-add-opportunity) - [How to Create Task](/docs/crm/how-to-create-task) - [Sales Pipeline Overview](/docs/crm/reports/sales-pipeline-overview) - [Sales Forecasting Overview](/docs/crm/reports/sales-forecasting-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Tasks Overview Source: https://www.paxerp.com/docs/crm/tasks-overview The Tasks screen is the CRM activity work area for follow-ups, completed activities, overdue items, and calendar review. ## On this page - What this screen is for - Screen path - View modes - Key actions - Activity types - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Tasks` to schedule follow-up work and log completed CRM activity. In the PAX interface, tasks are part of the broader `Activities & Tasks` screen. A task is an activity record that is not completed yet and usually has a due date. ## Screen path Dashboard > CRM > Tasks The screen title is `Activities & Tasks`. ## View modes | View | Use it for | |---|---| | `Today's Focus` | Review incomplete tasks due today, overdue items, and activities completed today. | | `List View` | Review open tasks and completed tasks from the last 30 days, with user and sort controls. | | `Calendar View` | Review activities by date in a month calendar and open a day view. | The assigned-user filter defaults to the current user. Sort preferences for Today's Focus and List View are saved in the browser. ## Key actions - `+ New Activity`: Create a new activity or task. - Row click: Open an activity for review or editing. - Company link: Open the related customer or prospect detail record. - Calendar day click: Review activities for that day. - Complete action: Mark an activity or task complete. ## Activity types The activity form supports: | Type | Use it for | |---|---| | `Call` | Phone outreach or follow-up. | | `Email` | Email communication. | | `Meeting` | In-person or virtual meetings. | | `Note` | General CRM notes. | | `Task` | Follow-up work that is not completed yet. | | `Quote` | Quote-related activity. | Priorities are `Low`, `Medium`, `High`, and `Urgent`. ## What happens behind the scenes Tasks and activities are stored in the CRM activity log. If an activity is incomplete, PAX treats the selected date as a due date. If the activity is completed, PAX treats the selected date as the activity date. Activities can be linked to a customer, prospect, and optionally an opportunity. If an opportunity is selected, PAX links the activity to the same customer or prospect as the opportunity. Completing an activity tied to a `New` prospect can update the prospect status to `Contacted`. ## Troubleshooting ### My task is not in Today's Focus **Likely cause:** Today's Focus only shows incomplete tasks due today, overdue incomplete tasks, and activities completed today. **Safe fix:** Use List View or Calendar View to find tasks with other dates. **Contact support if:** A task due today is missing. ### I cannot change the company on an email activity **Likely cause:** Some email-linked activities are tied to an email log and have read-only company context. **Safe fix:** Review the email details and create a new activity if a separate follow-up is needed. **Contact support if:** The email log is linked to the wrong company. ### Calendar View looks empty **Likely cause:** The selected month or user filter has no matching activity dates or due dates. **Safe fix:** Change the month, user filter, or use List View. **Contact support if:** Known dated tasks do not appear. ## Related docs - [CRM Overview](/docs/crm/crm-overview) - [How to Create Task](/docs/crm/how-to-create-task) - [How to Complete Task](/docs/crm/how-to-complete-task) - [Pipeline Overview](/docs/crm/pipeline-overview) - [Opportunities Overview](/docs/crm/opportunities-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Create Task Source: https://www.paxerp.com/docs/crm/how-to-create-task Use this workflow to create a CRM follow-up task or log a new activity. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Create a task when someone needs to complete follow-up work in the future. Log a completed activity when the work already happened and should become part of the CRM history. ## Before you start Know whether the activity relates to a customer, prospect, opportunity, or no company. If the task is for an opportunity, selecting the opportunity helps PAX keep the follow-up tied to the correct pipeline record. ## Steps 1. Open Dashboard > CRM > Tasks. 2. Select `+ New Activity`. 3. Choose `Activity Type`. Use `Task` for follow-up work, or choose the type that matches the completed activity. 4. Choose `Priority`. 5. Enter `Subject`. 6. Add notes if needed. 7. Choose the related company type and company, unless the activity should not be tied to a company. 8. Link an opportunity if applicable. 9. Choose the date. 10. Leave `Completed` unchecked for future work, or check it if the activity is already done. 11. Save the activity. ## What happens behind the scenes PAX saves the record in the CRM activity log. If `Completed` is unchecked, the selected date is saved as the due date. If `Completed` is checked, the selected date is saved as the activity date. If an opportunity is selected, PAX links the activity to the opportunity and to that opportunity's prospect or customer. Creating a task does not create a quote, Sales Order, invoice, campaign email, or accounting entry. ## Troubleshooting ### Subject is required **Likely cause:** The required subject field is blank. **Safe fix:** Enter a short description of the task or activity. **Contact support if:** The subject is entered but PAX still blocks the save. ### I cannot find the opportunity **Likely cause:** The opportunity may be linked to a different company than the one selected. **Safe fix:** Select the correct customer or prospect first, then choose the opportunity. **Contact support if:** The opportunity exists but is not available. ### The task immediately appears as completed **Likely cause:** The `Completed` checkbox was selected before saving. **Safe fix:** Open the activity and clear `Completed` if the work still needs follow-up. **Contact support if:** The completed status cannot be changed. ## Related docs - [Tasks Overview](/docs/crm/tasks-overview) - [How to Complete Task](/docs/crm/how-to-complete-task) - [Opportunities Overview](/docs/crm/opportunities-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Complete Task Source: https://www.paxerp.com/docs/crm/how-to-complete-task Use this workflow to mark CRM follow-up work complete after the work is done. ## On this page - When to use this workflow - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Complete a task after the call, email, meeting, note, quote follow-up, or other CRM work has happened. Completing tasks keeps Today's Focus and List View accurate for the sales team. ## Steps 1. Open Dashboard > CRM > Tasks. 2. Use `Today's Focus`, `List View`, or `Calendar View` to find the task. 3. Open the task. 4. Review the company, opportunity, subject, notes, priority, and date. 5. Check `Completed`. 6. Update notes if needed. 7. Save the task. You can also complete an incomplete activity from an opportunity detail timeline when the `Complete` action is available there. ## What happens behind the scenes PAX updates the same activity log record instead of creating a new one. The activity is marked completed. PAX preserves useful due-date history for completed tasks so late or on-time follow-up can still be reviewed. Completed activities appear in completed sections instead of open task sections. If the completed activity is linked to a prospect with status `New`, PAX can update the prospect status to `Contacted`. Completing a task does not create a quote, Sales Order, invoice, shipment, campaign email, or accounting entry. ## Troubleshooting ### I completed the wrong task **Likely cause:** The completed checkbox was saved on the wrong activity. **Safe fix:** Open the activity and correct the completion status if the record is still editable. Add a note if needed to preserve context. **Contact support if:** The completion status cannot be corrected. ### The task still appears overdue **Likely cause:** The list may not have refreshed, or a different duplicate task is overdue. **Safe fix:** Refresh the Tasks screen and check the subject/company details. **Contact support if:** The completed task continues to appear as overdue. ### A prospect status changed to Contacted **Likely cause:** Completing an activity for a `New` prospect can move the prospect to `Contacted`. **Safe fix:** This is expected when outreach is complete. Edit the prospect status only if it no longer represents the sales process. **Contact support if:** The prospect status changed without a completed activity. ## Related docs - [Tasks Overview](/docs/crm/tasks-overview) - [How to Create Task](/docs/crm/how-to-create-task) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [Opportunities Overview](/docs/crm/opportunities-overview) - [How to Manage Pipeline](/docs/crm/how-to-manage-pipeline) ## Feedback Was this page helpful? Tell us what was unclear. # Campaigns Overview Source: https://www.paxerp.com/docs/crm/campaigns-overview The Campaigns menu is where users create email campaigns, edit campaign drafts, send campaigns, and review sent campaign history. ## On this page - What this screen is for - Screen path - Menu options - Main workflows - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Campaigns` to send targeted email campaigns to customers, prospects, or both. Campaigns can use recipient filters, email templates, personalization variables, uploaded images, and optional manual recipient selection. Because campaigns can send to many recipients, review the recipient count and sample list before sending. ## Screen path Dashboard > CRM > Campaigns ## Menu options | Option | What it opens | Use it for | |---|---|---| | `New Campaign` | `Campaign Builder` | Create a new campaign, select recipients, design content, save a draft, or send. | | `Campaign Drafts & History` | `Campaign List` | Edit drafts and review sent campaigns. | ## Main workflows - Build campaign recipient filters. - Count recipients and review sample recipients. - Select or write campaign content. - Use personalization variables. - Upload campaign images. - Save a campaign as a draft. - Manually select recipients for a draft. - Send a campaign through Resend Broadcasts. - Review sent campaign recipients and analytics. ## What happens behind the scenes Opening the Campaigns menu does not create or send campaigns. Saving a campaign creates or updates a `Draft` campaign. Custom campaign content can create a campaign-specific email template. Manual recipient selections are saved separately for the draft and replace previous saved draft selections for that campaign. Sending a campaign uses the configured email service. PAX prepares campaign content, converts personalization variables for Resend, sends the broadcast, stores campaign recipient status, and marks the campaign sent when the broadcast submission succeeds. ## Troubleshooting ### I cannot create or send a campaign **Likely cause:** Campaign creation and sending require `admin`, `executive`, or `sales` access. **Safe fix:** Ask an admin to review your role. **Contact support if:** Your role is correct but campaign actions are still blocked. ### Recipient count is zero **Likely cause:** The filters exclude all recipients with usable email addresses. **Safe fix:** Broaden filters, remove price-tier filters when targeting prospects, and confirm the companies have email addresses. **Contact support if:** Recipients with email addresses should match but are not counted. ### Sending fails **Likely cause:** Email configuration, template content, From Email, recipient selection, or Resend setup may be incomplete. **Safe fix:** Save the campaign as a draft, verify all required fields, and ask an admin to check email configuration. **Contact support if:** Setup is complete but PAX cannot submit the campaign. ## Related docs - [CRM Overview](/docs/crm/crm-overview) - [New Campaign Overview](/docs/crm/new-campaign-overview) - [How to Create Campaign](/docs/crm/how-to-create-campaign) - [Campaign Drafts & History Overview](/docs/crm/campaign-drafts-history-overview) - [How to Send Campaign](/docs/crm/how-to-send-campaign) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) ## Feedback Was this page helpful? Tell us what was unclear. # New Campaign Overview Source: https://www.paxerp.com/docs/crm/new-campaign-overview The New Campaign screen opens Campaign Builder, where users choose recipients, prepare email content, review the final audience, save a draft, or send the campaign. ## On this page - What this screen is for - Screen path - Builder sections - Recipient eligibility - Required information - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `New Campaign` to build a targeted email campaign for customers, prospects, or both. The builder is organized into three sections so users can choose the audience before final review and sending. ## Screen path Dashboard > CRM > Campaigns > New Campaign The screen title is `Campaign Builder`. ## Builder sections ### `Section 1: Recipient Filters` Use this section to define the campaign audience. | Filter | Values | |---|---| | `Recipient Type` | `Customers`, `Prospects`, `Both` | | `Sort Codes` | Active sort codes from System Settings. | | `Company Size` | `Small`, `Medium`, `Large`, `Mega` | | `Price Tier` | `Tier 1`, `Tier 2`, `Tier 3` | Select `Count Recipients` to calculate the audience and review sample recipients. PAX warns when the count exceeds 100 recipients. ### `Section 2: Content & Email Settings` Use this section to name the campaign and prepare the email. | Field or control | Purpose | |---|---| | `Campaign Name` | Required internal campaign name. | | `Subject Line` | Required email subject. | | Template selector | Optional email template. Selecting a template loads subject and content when available. | | `From Email` | Required sender email. Defaults can come from email configuration and the current user. | | `From Name` | Optional sender display name. | | `Reply To` | Optional reply-to email. | | Content editor | Rich text or HTML campaign content. | | Image upload | Upload PNG, JPG, GIF, or WebP images for use in the campaign content. | Supported personalization variables include `{{FirstName}}`, `{{LastName}}`, `{{CompanyName}}`, `{{CustomerCode}}`, and `{{ProspectId}}`. ### `Section 3: Review & Send` Use this section to verify the campaign before saving or sending. Actions include: - Review final recipient count. - Review sample recipients. - `View All & Manually Select`. - `Select All` and `Deselect All`. - `Copy Table`. - `Save Selection`. - `Save as Draft`. - `Send Now`. ## Recipient eligibility Customer recipients come from active customer records. Customer email can come from the primary company contact email or the customer email. Prospect recipients are limited to prospects with status `New`, `Contacted`, or `Qualified` and a main prospect email address. If a price-tier filter is selected, prospects are not included because price tier is a customer field. ## Required information PAX requires campaign name, subject line, From Email, campaign content or template content, and at least one recipient before sending. ## What happens behind the scenes Counting recipients reads customers and prospects that match the selected filters and have usable email addresses. Saving a campaign creates or updates a draft campaign. Custom content can be stored as a campaign email template. If users manually select recipients, PAX saves the selected recipient list for the draft. A saved manual selection is used instead of recalculating the audience from filters when sending. Sending goes through the campaign send workflow and email service. ## Troubleshooting ### Count Recipients returns zero **Likely cause:** The filters exclude all records with email addresses. **Safe fix:** Remove filters one at a time and count again. **Contact support if:** Matching customers or prospects have email addresses but are not counted. ### Prospects disappear when price tier is selected **Likely cause:** Price tier applies to customers. **Safe fix:** Remove price-tier filters when the campaign should include prospects. **Contact support if:** Customer recipients are also unexpectedly excluded. ### Manual selection changes are not used **Likely cause:** The selection was changed but not saved. **Safe fix:** Select `Save Selection` before saving or sending. **Contact support if:** A saved selection is not respected. ## Related docs - [Campaigns Overview](/docs/crm/campaigns-overview) - [How to Create Campaign](/docs/crm/how-to-create-campaign) - [How to Send Campaign](/docs/crm/how-to-send-campaign) - [Campaign Drafts & History Overview](/docs/crm/campaign-drafts-history-overview) - [Sort Codes Overview](/docs/system-settings/lookups-master-data/sort-codes-overview) - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Create Campaign Source: https://www.paxerp.com/docs/crm/how-to-create-campaign Use this workflow to create and save a campaign draft before sending. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Create a campaign when you need to prepare an email audience and campaign content. Saving as a draft is the safest way to review recipients and content before sending. ## Before you start Confirm email configuration and templates are ready if the campaign will be sent later. Prepare the audience criteria, subject line, From Email, campaign content, and any images. ## Steps 1. Open Dashboard > CRM > Campaigns. 2. Select `New Campaign`. 3. In `Section 1: Recipient Filters`, choose `Recipient Type`. 4. Select sort code, company size, or price tier filters if needed. 5. Select `Count Recipients`. 6. Review the recipient count and sample recipients. 7. In `Section 2: Content & Email Settings`, enter `Campaign Name`. 8. Enter `Subject Line`. 9. Confirm `From Email`, `From Name`, and `Reply To`. 10. Select a template or write campaign content. 11. Add personalization variables only where they make sense for the selected audience. 12. Upload images if needed. 13. In `Section 3: Review & Send`, review the final recipient count. 14. If you need a precise audience, select `View All & Manually Select`, adjust recipients, and select `Save Selection`. 15. Select `Save as Draft`. ## What happens behind the scenes PAX creates a draft campaign with the campaign name, template reference or campaign content, subject line, From Email, From Name, Reply To, and recipient filters. If custom content is used without an existing template, PAX creates a campaign-specific email template. If a shared template is edited for a draft, PAX can create or update a campaign-specific template copy so the shared template is not unintentionally changed for other campaigns. If manual recipients are saved, PAX stores those draft recipients for the campaign. Saving a new manual selection replaces the previous draft selection for that campaign. Saving as draft does not send email. ## Troubleshooting ### Campaign Name, Subject Line, or From Email is required **Likely cause:** Required campaign header fields are blank. **Safe fix:** Complete the required fields before saving. **Contact support if:** Required fields are filled but PAX still blocks the save. ### Content is required **Likely cause:** No template or custom campaign content is available. **Safe fix:** Select a template or add content in the editor. **Contact support if:** A selected template does not load content. ### The saved draft has the wrong recipients **Likely cause:** Filters were changed after counting, or manual selection changes were not saved. **Safe fix:** Reopen the draft, count recipients again, and use `Save Selection` if manually selecting recipients. **Contact support if:** The displayed saved selection differs from the saved draft. ## Related docs - [New Campaign Overview](/docs/crm/new-campaign-overview) - [Campaigns Overview](/docs/crm/campaigns-overview) - [Campaign Drafts & History Overview](/docs/crm/campaign-drafts-history-overview) - [How to Send Campaign](/docs/crm/how-to-send-campaign) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Campaign Drafts & History Overview Source: https://www.paxerp.com/docs/crm/campaign-drafts-history-overview The Campaign Drafts & History screen lists saved campaign drafts and sent campaigns. ## On this page - What this screen is for - Screen path - Tabs and columns - Main actions - Campaign analytics - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Campaign Drafts & History` to resume unsent campaigns and review campaigns that have already been sent. ## Screen path Dashboard > CRM > Campaigns > Campaign Drafts & History The screen title is `Campaign List`. ## Tabs and columns | Tab | What it shows | |---|---| | `Drafts` | Campaigns with `Draft` status. | | `Past Campaigns` | Campaigns with `Sent` status. | The list columns are: | Column | Meaning | |---|---| | `Campaign Name` | Internal campaign name. | | `Recipients` | Recipient count. Draft counts can come from filters or saved manual selections. | | `Created/Sent` | Created date for drafts or sent date for sent campaigns. | | `Actions` | `Edit` for drafts or `View` for sent campaigns. | ## Main actions - `Edit`: Opens the draft in Campaign Builder. - `View`: Opens Campaign Analytics for a sent campaign. ## Campaign analytics Campaign Analytics shows campaign name, status, subject, From Email, sent date, recipient count, sample recipients, and recipient details. For sent campaigns, the screen includes `Open Resend Dashboard` for detailed deliverability, engagement, and opt-out information in Resend. If there are more than 10 recipients, use `Show All` to load the full recipient list. Use `Show Sample` to return to the shorter list. ## What happens behind the scenes The Drafts tab reads campaigns with `Draft` status and calculates recipient count from saved manual selections or current filters. The Past Campaigns tab reads campaigns with `Sent` status and counts saved campaign recipient records. Opening Campaign Analytics reads the saved campaign and recipient history. It does not resend the campaign. Draft campaigns can be edited. Sent campaigns are reviewed from history instead of edited for resend. ## Troubleshooting ### A draft recipient count changed **Likely cause:** The draft uses filters and matching customer or prospect data changed, or a manual selection was saved. **Safe fix:** Edit the draft, count recipients again, and save a manual selection if the recipient list must stay fixed before sending. **Contact support if:** The count changes unexpectedly after a manual selection is saved. ### A sent campaign cannot be edited **Likely cause:** Sent campaigns are historical records. **Safe fix:** Create a new campaign if another send is needed. **Contact support if:** A sent campaign needs investigation or correction. ### Show All recipients fails **Likely cause:** The recipient list could not be loaded. **Safe fix:** Close and reopen Campaign Analytics. **Contact support if:** The campaign recipient history remains unavailable. ## Related docs - [Campaigns Overview](/docs/crm/campaigns-overview) - [New Campaign Overview](/docs/crm/new-campaign-overview) - [How to Create Campaign](/docs/crm/how-to-create-campaign) - [How to Send Campaign](/docs/crm/how-to-send-campaign) - [Email Logs Overview](/docs/crm/reports/email-logs-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Send Campaign Source: https://www.paxerp.com/docs/crm/how-to-send-campaign Use this workflow to send a prepared campaign to its selected customer and prospect recipients. ## On this page - When to use this workflow - Before you send - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Send a campaign only after the audience, subject, From Email, template content, images, and manual recipient selections have been reviewed. Campaign sends can reach many recipients. Treat `Send Now` as a final action for that campaign. ## Before you send Confirm: - Email configuration exists. - `Campaign Name`, `Subject Line`, and `From Email` are filled in. - Campaign content is complete. - Recipient count is greater than zero. - Manual selections are saved if you adjusted recipients manually. - The recipient count is acceptable for your email service limits. PAX warns when the campaign exceeds 100 recipients. ## Steps 1. Open Dashboard > CRM > Campaigns. 2. Create a new campaign or open a draft from `Campaign Drafts & History`. 3. In `Section 1`, count recipients. 4. In `Section 2`, review subject, sender fields, content, personalization variables, and images. 5. In `Section 3`, review the final recipient count and sample recipients. 6. If using manual selection, select `View All & Manually Select`, adjust recipients, and select `Save Selection`. 7. Select `Send Now`. 8. Confirm any warnings about unsaved manual selections or large recipient counts. 9. Wait for the send result. 10. Review the sent campaign from `Campaign Drafts & History`. ## What happens behind the scenes PAX verifies the campaign can be sent and that email configuration exists. PAX saves current template content before sending. If the content edits a shared template, PAX can create a campaign-specific copy so the shared template is preserved. If images were uploaded, PAX stores them for external delivery and replaces internal content references with public image URLs for the broadcast. PAX converts personalization variables such as `{{FirstName}}` and `{{CompanyName}}` into the format required by Resend Broadcasts. PAX uses a saved manual recipient selection if one exists. If no manual selection exists, PAX calculates recipients from the campaign filters at send time. PAX creates a Resend audience for the campaign, adds recipients, and sends a broadcast. PAX also ensures the campaign content includes an unsubscribe link for Resend. When the broadcast is submitted successfully, PAX stores campaign recipient records, marks recipients sent, updates the campaign to `Sent`, and records the sent timestamp. If the broadcast fails before any recipients are sent, PAX returns an error and the campaign remains available for review instead of pretending the send succeeded. ## Troubleshooting ### Send Now is disabled **Likely cause:** The campaign has zero recipients or missing required information. **Safe fix:** Count recipients, complete required fields, and confirm campaign content exists. **Contact support if:** Required fields and recipients are present but `Send Now` remains unavailable. ### PAX warns about unsaved manual selections **Likely cause:** The manual recipient list changed but was not saved. **Safe fix:** Select `Save Selection`, then send again. **Contact support if:** Saved selections are not retained. ### PAX warns about more than 100 recipients **Likely cause:** The campaign audience exceeds the limit warning shown in the UI. **Safe fix:** Confirm your email service allowance and narrow filters if needed before sending. **Contact support if:** You are unsure whether the campaign should be sent to that many recipients. ### Sending fails **Likely cause:** Email configuration, Resend API key, template content, image processing, or recipient setup failed. **Safe fix:** Review campaign settings and email configuration, then try again from the draft. **Contact support if:** The error persists after setup is confirmed. ## Related docs - [New Campaign Overview](/docs/crm/new-campaign-overview) - [How to Create Campaign](/docs/crm/how-to-create-campaign) - [Campaign Drafts & History Overview](/docs/crm/campaign-drafts-history-overview) - [Campaigns Overview](/docs/crm/campaigns-overview) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) ## Feedback Was this page helpful? Tell us what was unclear. # CRM Reports Overview Source: https://www.paxerp.com/docs/crm/reports-overview The CRM Reports menu opens pipeline, performance, forecasting, email log, contact, and missing-contact reports. ## On this page - What this screen is for - Screen path - Report options - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `CRM Reports` to review CRM performance and data quality. Most reports are read-only analysis tools. Some report rows can open related customer or prospect detail records for review or cleanup. ## Screen path Dashboard > CRM > Reports ## Report options | Report | Use it for | |---|---| | `Sales Pipeline Overview` | Review opportunities by stage, value, conversion metrics, and sales rep performance. | | `Sales Performance by User` | Compare opportunity value, closed counts, activity counts, conversion rate, and average deal size by user. | | `Sales Forecasting` | Review conservative forecast metrics based on active opportunity stage and expected close dates. | | `Email Logs` | Review sent and failed email logs with recipient, sender, template, subject, and context. | | `Customer Contact Report` | Review customers and prospects contacted by a selected user and whether customers ordered after first activity. | | `Prospects Missing Contact Info` | Find prospects without main contact email/phone and without additional contacts that include email or phone. | ## What happens behind the scenes Opening the CRM Reports menu does not change records. Pipeline and forecasting reports read opportunity data. Sales performance also reads CRM activity counts. Email Logs reads email log data from the email settings endpoints and can open email detail history. Customer Contact Report and Prospects Missing Contact Info can open related customer or prospect detail screens from report rows. Opening a detail record does not change data unless a user saves changes inside that detail screen. ## Troubleshooting ### Report totals do not match another screen **Likely cause:** Reports use their own filters, date logic, statuses, or default assigned-user selection. **Safe fix:** Check the report filters and compare the exact date range, user, stage, and status. **Contact support if:** Filters match but totals still appear incorrect. ### A report row opens a detail screen **Likely cause:** Some reports include clickable company names for cleanup or review. **Safe fix:** This is expected. Review the detail screen carefully before saving any edits. **Contact support if:** The detail screen opens the wrong customer or prospect. ### A report export or copy action does not work **Likely cause:** Browser popup, download, or clipboard permission may be blocked. **Safe fix:** Allow the browser action for PAX and try again. **Contact support if:** The report works on screen but export or copy remains unavailable. ## Related docs - [CRM Overview](/docs/crm/crm-overview) - [Sales Pipeline Overview](/docs/crm/reports/sales-pipeline-overview) - [Sales Performance by User Overview](/docs/crm/reports/sales-performance-by-user-overview) - [Sales Forecasting Overview](/docs/crm/reports/sales-forecasting-overview) - [Email Logs Overview](/docs/crm/reports/email-logs-overview) - [Customer Contact Report Overview](/docs/crm/reports/customer-contact-report-overview) - [Prospects Missing Contact Info Overview](/docs/crm/reports/prospects-missing-contact-info-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sales Pipeline Overview Source: https://www.paxerp.com/docs/crm/reports/sales-pipeline-overview The Sales Pipeline Report summarizes opportunity count, value, stage distribution, conversion metrics, and sales rep performance. ## On this page - What this report is for - Screen path - Filters - Report sections - PDF export - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Sales Pipeline Overview` when you need a higher-level view of pipeline health across stages and sales reps. This report is separate from the interactive Pipeline screen and is intended for analysis and PDF export. ## Screen path Dashboard > CRM > Reports > Sales Pipeline Overview The screen title is `Sales Pipeline Report`. ## Filters | Filter | Values | |---|---| | `Time Period` | `Current Quarter`, `Current Year`, `Last 30 Days`, `Last 90 Days`, `All Time` | | `Sales Rep` | `All Sales Reps` or one user. | ## Report sections | Section | What it shows | |---|---| | Summary cards | Total opportunities, pipeline value, closed-won value, and win rate for the filtered data. | | `Pipeline by Stage` | Count, value, and average value for each stage. | | `Conversion Metrics` | Win rate, loss rate, and active percentage. | | `Sales Rep Performance` | Total, won, lost, active, won value, and total value by sales rep. | ## PDF export Use `Export to PDF` to open a PDF report in a new browser tab. The PDF includes a pipeline summary, stage table, and opportunity detail sample. If more than 20 opportunities match, the PDF notes that it is showing the first 20. ## What happens behind the scenes The report loads opportunities and users, then filters the data in the browser. For current quarter and current year, the report includes opportunities with either expected close dates or created dates in the selected period. Last 30 and last 90 days use created date. Running or exporting the report does not update opportunities, activities, quotes, orders, invoices, or accounting. ## Troubleshooting ### A recent opportunity is missing **Likely cause:** The selected period may not include the opportunity's created date or expected close date. **Safe fix:** Change `Time Period` to `All Time` and check the `Sales Rep` filter. **Contact support if:** The opportunity is visible in Pipeline but never appears in this report. ### Win rate is zero **Likely cause:** The filtered data has no closed won or closed lost opportunities. **Safe fix:** Expand the period or include sales reps with closed opportunities. **Contact support if:** Closed opportunities are included but win rate does not calculate. ### PDF does not open **Likely cause:** The browser blocked the new PDF tab. **Safe fix:** Allow popups for PAX and try `Export to PDF` again. **Contact support if:** The report works on screen but PDF export fails. ## Related docs - [CRM Reports Overview](/docs/crm/reports-overview) - [Pipeline Overview](/docs/crm/pipeline-overview) - [How to Manage Pipeline](/docs/crm/how-to-manage-pipeline) - [Sales Forecasting Overview](/docs/crm/reports/sales-forecasting-overview) - [Sales Performance by User Overview](/docs/crm/reports/sales-performance-by-user-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sales Performance by User Overview Source: https://www.paxerp.com/docs/crm/reports/sales-performance-by-user-overview The Sales Performance Report compares opportunity and activity metrics by sales user. ## On this page - What this report is for - Screen path - Filters - Report sections - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Sales Performance by User` to compare pipeline value, opportunity count, closed won/lost counts, conversion rate, activity count, and average deal size across users. ## Screen path Dashboard > CRM > Reports > Sales Performance by User The screen title is `Sales Performance Report`. ## Filters | Filter | Purpose | |---|---| | `Start Date` | Beginning date. Defaults to about 90 days before today. | | `End Date` | Ending date. Defaults to today. | | `Sort By` | `Total Pipeline Value`, `Opportunity Count`, `Conversion Rate`, `Activity Count`, or `Average Deal Size`. | ## Report sections The `Team Performance Overview` summarizes total pipeline value, total opportunities, and average conversion rate. The table shows: - `Sales Rep` - `Opportunities` - `Total Value` - `Won` - `Lost` - `Conversion Rate` - `Activities` - `Avg Deal Size` - `Performance` Use `Export to PDF` to open a PDF copy of the report. ## What happens behind the scenes The report reads users with sales, admin, or executive roles. Opportunity metrics come from opportunities assigned to each user. When a date range is used, the opportunity date filter is based on opportunity created date. Activity count comes from completed and incomplete activity log rows created by that user within the selected activity date range. Conversion rate is based on closed won and closed lost opportunities. Running or exporting the report does not update opportunities or activities. ## Troubleshooting ### A user is missing **Likely cause:** The report includes users with sales, admin, or executive roles. **Safe fix:** Ask an admin to review the user's roles. **Contact support if:** The user has the expected role but is still missing. ### Activity count does not match what a user expected **Likely cause:** The report counts activities created by the user within the selected activity date range. **Safe fix:** Check the date range and the activity creator. **Contact support if:** Activity records appear correct but counts are wrong. ### Performance rating looks surprising **Likely cause:** The rating compares a user's conversion rate to the average conversion rate in the current report data. **Safe fix:** Review the selected date range and included users before using the rating. **Contact support if:** Conversion rates themselves are incorrect. ## Related docs - [CRM Reports Overview](/docs/crm/reports-overview) - [Pipeline Overview](/docs/crm/pipeline-overview) - [Tasks Overview](/docs/crm/tasks-overview) - [Sales Pipeline Overview](/docs/crm/reports/sales-pipeline-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sales Forecasting Overview Source: https://www.paxerp.com/docs/crm/reports/sales-forecasting-overview The Sales Forecasting Report estimates expected revenue from active opportunities based on stage and expected close timing. ## On this page - What this report is for - Screen path - Forecast period - Forecast metrics - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Sales Forecasting` to review a conservative forecast from the current pipeline. The report is based on active opportunities, estimated values, stages, and expected close dates. ## Screen path Dashboard > CRM > Reports > Sales Forecasting The screen title is `Sales Forecasting Report`. ## Forecast period | Option | Meaning | |---|---| | `Monthly (Next 3 Months)` | Forecasts up to the next 3 months. | | `Quarterly (Next Quarter)` | Forecasts up to the next 3 months. | | `Yearly (Next 12 Months)` | Forecasts up to the next 12 months. | Use `Export to PDF` to open a PDF copy of the report. ## Forecast metrics | Metric | Meaning | |---|---| | `Total Pipeline` | Total estimated value of active opportunities in the forecast period. | | `Expected Revenue` | Weighted forecast based on opportunity stage. | | `Best Case` | Value of more advanced active opportunities. | | `Early Stage` | Value of early-stage active opportunities. | | `Average Deal Confidence` | Average confidence percentage based on active stage mix. | The monthly breakdown shows month, pipeline value, weighted forecast, expected closes, confidence level, and trend. ## What happens behind the scenes The report excludes `Closed Won` and `Closed Lost` opportunities. Active opportunities are included when their expected close date is blank or falls within the selected forecast period. Opportunities without an expected close date are grouped into the next month. Weighted forecast uses conservative stage weights: | Stage | Forecast weight | |---|---| | `Prospect` | 5% | | `Connect` | 15% | | `Present` | 30% | | `Closing` | 60% | Running or exporting the forecast does not update opportunities, quotes, orders, or accounting. ## Troubleshooting ### Forecast value is lower than pipeline value **Likely cause:** Expected revenue is weighted by stage and is intentionally conservative. **Safe fix:** Review stage mix and opportunity estimated values. **Contact support if:** Stage and value data look correct but calculations do not. ### An opportunity is missing from the forecast **Likely cause:** The opportunity is closed, outside the selected period, or has filter timing that excludes it. **Safe fix:** Review the opportunity stage and expected close date. **Contact support if:** An active opportunity within the period is missing. ### Monthly grouping looks unexpected **Likely cause:** Opportunities without expected close dates are grouped into the next month. **Safe fix:** Add expected close dates to opportunities that should appear in specific months. **Contact support if:** Dated opportunities are grouped incorrectly. ## Related docs - [CRM Reports Overview](/docs/crm/reports-overview) - [Pipeline Overview](/docs/crm/pipeline-overview) - [Opportunities Overview](/docs/crm/opportunities-overview) - [How to Manage Pipeline](/docs/crm/how-to-manage-pipeline) - [Sales Pipeline Overview](/docs/crm/reports/sales-pipeline-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Email Logs Overview Source: https://www.paxerp.com/docs/crm/reports/email-logs-overview The Email Logs report shows sent and failed email log records with sender, recipient, subject, template, context, and detail history. ## On this page - What this report is for - Screen path - Filters and counter - Report columns - Email detail - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Email Logs` to review email activity that PAX logged through configured email workflows, such as quote, order, invoice, or other template-based sends. ## Screen path Dashboard > CRM > Reports > Email Logs ## Filters and counter The top of the report shows `Emails Sent` for the last 30 days. Filters include: | Filter | Values | |---|---| | `Filter by User` | `All Users` or one PAX user. | | `Filter by Status` | `All Statuses`, `sent`, `failed` | ## Report columns | Column | Meaning | |---|---| | `Sent Date` | Date the email log was recorded. | | `Sent By` | User who sent the email. | | `Template` | Email template code. | | `Recipient` | Recipient name and email. | | `Subject` | Email subject line. | | `Context` | Related quote, order, or invoice reference when available. | | `Status` | `sent` or `failed`. | ## Email detail Click an email log row to open the email detail view. The detail view loads the saved log detail for that email. ## What happens behind the scenes The report reads email log records from the email settings log endpoints. Filtering by user and status changes which log rows are loaded. Opening an email detail row reads the saved email detail. It does not resend the email. Running the report does not create email, update customers, update prospects, or change campaign status. ## Troubleshooting ### I do not see a specific email **Likely cause:** The user or status filter is hiding it, or the workflow stores email history somewhere else. **Safe fix:** Change filters to `All Users` and `All Statuses`. **Contact support if:** A sent email should have an email log but does not appear. ### Email detail does not open **Likely cause:** The detail record could not be loaded. **Safe fix:** Close and reopen the report, then try again. **Contact support if:** The same log row repeatedly fails. ### The last-30-days count seems different from the table **Likely cause:** The counter counts sent emails in the last 30 days from the currently loaded data and may be affected by filters. **Safe fix:** Set filters to all values before comparing. **Contact support if:** Counts still appear inconsistent. ## Related docs - [CRM Reports Overview](/docs/crm/reports-overview) - [Quotes Overview](/docs/crm/quotes-overview) - [How to Manage Quotes](/docs/crm/quotes/how-to-manage-quotes) - [How to Email Invoice](/docs/sales/how-to-email-invoice) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Customer Contact Report Overview Source: https://www.paxerp.com/docs/crm/reports/customer-contact-report-overview The Customer Contact Report shows customers and prospects with completed CRM activity for a selected sales rep. ## On this page - What this report is for - Screen path - Filter - Report columns - Copy and detail actions - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Customer Contact Report` to review which companies a user has contacted and whether customers ordered after the first completed activity. ## Screen path Dashboard > CRM > Reports > Customer Contact Report ## Filter | Filter | Purpose | |---|---| | `Sales Rep` | Select one user or `All Users`. The report defaults to the current user when available. | Changing the user reloads the report. ## Report columns | Column | Meaning | |---|---| | `Customer Code` | Customer code for customer rows. Prospect rows do not have a customer code. | | `Company Name` | Customer or prospect company. Click to open the detail record. | | `City/ST` | Primary customer city and state when available. | | `Last Activity Date` | Most recent completed CRM activity date for the selected user filter. | | `Last Order Date` | Most recent Sales Order date for customer rows. | | `Ordered Since First Activity` | Whether the customer has an order dated on or after the first completed activity. | ## Copy and detail actions Use `Copy for Excel` to copy the report rows as tab-separated text. Click a company name to open the related customer or prospect detail record. ## What happens behind the scenes The report reads completed CRM activities. Customer rows are based on completed activities linked to customers. Prospect rows are based on completed activities linked to prospects. When a sales rep is selected, the report filters activities by the user who created them. For customer rows, PAX also checks customer addresses and the latest Sales Order date to calculate `Ordered Since First Activity`. Opening a customer or prospect detail record from the report does not change data unless a user saves edits inside that detail screen. ## Troubleshooting ### A company is missing **Likely cause:** The company does not have a completed CRM activity for the selected user. **Safe fix:** Change `Sales Rep` to `All Users`, or review the company's activity history. **Contact support if:** Completed activities exist but the company is missing. ### Ordered Since First Activity is No **Likely cause:** No Sales Order was found on or after the first completed activity date. **Safe fix:** Review the customer order history if an order is expected. **Contact support if:** The customer has an order after first activity but the report still shows No. ### Copy for Excel does not work **Likely cause:** Browser clipboard permission may be blocked. **Safe fix:** Allow clipboard access for PAX and try again. **Contact support if:** Clipboard access is allowed but copying still fails. ## Related docs - [CRM Reports Overview](/docs/crm/reports-overview) - [Tasks Overview](/docs/crm/tasks-overview) - [Customer Detail Overview](/docs/sales/customer-detail-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [How to Complete Task](/docs/crm/how-to-complete-task) ## Feedback Was this page helpful? Tell us what was unclear. # Prospects Missing Contact Info Overview Source: https://www.paxerp.com/docs/crm/reports/prospects-missing-contact-info-overview The Prospects Missing Contact Info report lists prospects that do not have usable main contact information or additional contact information. ## On this page - What this report is for - Screen path - Report columns - Actions - What happens behind the scenes - Troubleshooting - Related docs ## What this report is for Use `Prospects Missing Contact Info` to find prospects that need cleanup before sales outreach or campaign targeting. A prospect with no email or phone is difficult to contact and may also be excluded from campaign audiences. ## Screen path Dashboard > CRM > Reports > Prospects Missing Contact Info The screen title is `Prospects Missing Contact Information`. ## Report columns | Column | Meaning | |---|---| | `Company Name` | Prospect company. Click to open Prospect Detail. | | `Website` | Prospect website if available. | | `Contact Name` | Main contact name from the prospect record. | | `Assigned To` | Assigned PAX user. | | `Status` | Prospect status. | | `Contacts` | Count of additional contact records. | | `Missing Info` | Whether there are no contacts or contacts without email or phone information. | ## Actions Use `Copy for Excel` to copy the report rows as tab-separated text. Click a company name to open the prospect detail record and add or correct contact information. ## What happens behind the scenes The report reads active, non-deleted prospects that have no main prospect email, no main prospect phone, and no additional company contact with an email or phone. The report also counts additional contact records and shows whether the prospect has no contacts or contacts with no usable contact information. Opening the prospect detail record from the report does not change data unless a user saves edits. Running or copying the report does not update prospects. ## Troubleshooting ### A prospect with missing contact data is not listed **Likely cause:** The prospect may have an email or phone on the main prospect record, or at least one additional contact has email or phone. **Safe fix:** Open the prospect detail record and review both main contact fields and additional contacts. **Contact support if:** The prospect clearly has no contact information but does not appear in the report. ### A cleaned-up prospect still appears **Likely cause:** The report data may need to reload, or the contact information was added in a field not checked by the report. **Safe fix:** Close and reopen the report. Confirm the main prospect email/phone or an additional contact email/phone was saved. **Contact support if:** Saved contact information is visible but the prospect remains listed. ### Copy for Excel does not work **Likely cause:** Browser clipboard permission may be blocked. **Safe fix:** Allow clipboard access for PAX and try again. **Contact support if:** Clipboard access is allowed but copying still fails. ## Related docs - [CRM Reports Overview](/docs/crm/reports-overview) - [Prospects Overview](/docs/crm/prospects-overview) - [Prospect Detail Overview](/docs/crm/prospect-detail-overview) - [How to Filter Prospects](/docs/crm/how-to-filter-prospects) - [How to Add Prospect](/docs/crm/how-to-add-prospect) ## Feedback Was this page helpful? Tell us what was unclear. # Human Resources Overview Source: https://www.paxerp.com/docs/human-resources/human-resources-overview The Human Resources section is where admin and executive users manage employee records, attendance, and payroll review. ## On this page - What this section is for - Who can see Human Resources - Human Resources cards - Time tracking context - What happens behind the scenes - Troubleshooting - Related docs ## What this section is for Use `Human Resources` to maintain employee records, review who is currently clocked in, clock employees in or out from an admin screen, and calculate payroll review data from completed time records. The Human Resources dashboard section is a launcher. Opening a card does not create employee records, change attendance, or calculate payroll by itself. Records change when a user saves an employee, updates an employee, clocks an employee in, clocks an employee out, or generates payroll data for review. ## Screen path Dashboard > Human Resources ## Who can see Human Resources The Human Resources section appears for users with one or more of these roles: | Role | Human Resources access | |---|---| | `admin` | Full Human Resources section access. | | `executive` | Full Human Resources section access. | Other operational roles do not see the Human Resources section unless they also have `admin` or `executive`. ## Human Resources cards | Card | What it opens | Use it for | |---|---|---| | `Employee Records` | `Employee Records` modal | Review active employees, add employees, and open employee detail records. | | `Attendance Dashboard` | `Attendance Dashboard` modal | Review currently clocked-in employees, clock an employee in, and open attendance details for clock-out. | | `Payroll` | `Payroll` modal | Generate payroll review data for a date range from completed attendance records. | | `Reports` | No reports menu currently opens | Visible on the dashboard, but no Human Resources reports menu is connected as of 2026-06-09. | ## Time tracking context The Human Resources attendance screens are the admin/executive view of time tracking. PAX also has a shop-floor dashboard for `floor` users. Floor users enter a 4-digit employee PIN, then clock themselves in or out from the shop dashboard. Employee PINs are maintained on the employee record. Treat PINs and hourly rates as sensitive information. ## What happens behind the scenes Opening the Human Resources section does not change data. Individual HR workflows have these effects: | Workflow area | System effect | |---|---| | Employee records | Creates or updates employee master records, including status, hire/end dates, pay type, hourly rate, and PIN. | | Attendance | Creates clock-in records, updates clock-out records, records notes/reasons, and calculates hours from completed sessions. | | Shop floor clock-in | Uses employee PINs for employee self-service time tracking on the shop dashboard. | | Payroll | Reads active employees with completed attendance records in the selected date range and calculates total pay from hours and hourly rate. | | Reports | The dashboard card is visible but not connected to a reports modal yet. | Payroll review does not post payroll, create checks, create journal entries, or update accounting. ## Troubleshooting ### I do not see Human Resources **Likely cause:** Your assigned role does not include HR access. **Safe fix:** Ask an admin to review your user roles. Human Resources is available to `admin` and `executive` roles. **Contact support if:** Your role includes access but the section is still missing after signing out and back in. ### The Reports card does not open a report menu **Likely cause:** The `Reports` card is visible in the dashboard section but is not connected to a Human Resources reports menu as of 2026-06-09. **Safe fix:** Use the current Employee Records, Attendance Dashboard, and Payroll screens. **Contact support if:** Your team expects a specific HR report to be available. ### I am not sure whether to edit an employee or create a new one **Likely cause:** Existing employee records should usually be updated instead of duplicated. **Safe fix:** Search Employee Records first. If the employee exists, edit the record. Create a new employee only for a distinct person or approved new employee ID. **Contact support if:** An employee was duplicated or an inactive employee needs to be restored. ## Related docs - [Dashboard Overview](/docs/dashboard-overview) - [Employee Records Overview](/docs/human-resources/employee-records-overview) - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [Attendance Details Overview](/docs/human-resources/attendance-details-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) - [Human Resources Reports Overview](/docs/human-resources/reports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Employee Records Overview Source: https://www.paxerp.com/docs/human-resources/employee-records-overview The Employee Records screen lists active employees and opens employee detail records. ## On this page - What this screen is for - Screen path - Employee list - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Employee Records` to review active employees, add a new employee, and open an employee detail record for editing or attendance review. This screen is for HR employee master data. Do not create duplicate employees to fix a mistaken name, rate, PIN, or status. Open the employee detail record and edit the existing record when the employee already exists. ## Screen path Dashboard > Human Resources > Employee Records ## Employee list The table shows active employee records. | Column | Meaning | |---|---| | `Employee ID` | Employee identifier used by HR, attendance, payroll review, and related employee lists. | | `First Name` | Employee first name. | | `Last Name` | Employee last name. | | `Job Title` | Employee job title, when entered. | | `Department` | Employee department, when entered. | | `Status` | `Active` or `Inactive`. The default list normally shows active employees. | Click an employee row to open the employee detail record. ## Main actions - `+ New Employee`: Opens the new employee form. - Row click: Opens [Employee Detail Overview](/docs/human-resources/employee-detail-overview). - `Close`: Closes Employee Records. ## What happens behind the scenes Opening Employee Records loads employees through the Human Resources employee list endpoint. The default screen loads active employees. Creating a new employee saves an employee master record. Editing an employee happens from the employee detail screen. Employee Records does not clock employees in or out, generate payroll, post accounting, or change attendance by itself. ## Troubleshooting ### No employees appear **Likely cause:** There are no active employees in the HR employee list, or the employee records failed to load. **Safe fix:** Refresh the screen. If employees should exist, check for an error message. **Contact support if:** Active employees exist but the list is empty. ### An inactive employee is missing **Likely cause:** The default Employee Records list loads active employees. **Safe fix:** Contact support before creating a replacement employee. Creating a duplicate can split attendance and payroll history. **Contact support if:** An inactive employee needs to be restored or reviewed. ### An employee was added with the wrong information **Likely cause:** A field was entered incorrectly during employee creation. **Safe fix:** Open the employee row and use `Edit` on the employee detail screen. **Contact support if:** The employee ID itself is wrong and cannot be corrected from the UI. ## Related docs - [Human Resources Overview](/docs/human-resources/human-resources-overview) - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [How to Add Employee](/docs/human-resources/how-to-add-employee) - [How to Edit Employee](/docs/human-resources/how-to-edit-employee) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Employee Detail Overview Source: https://www.paxerp.com/docs/human-resources/employee-detail-overview The Employee Detail screen shows one employee's HR master record and attendance history. ## On this page - What this screen is for - Screen path - Tabs - Sensitive fields - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use Employee Detail to review or edit one employee record and to review that employee's attendance records. This is the correct place to update an employee's name, job title, department, pay information, PIN, hire date, end date, and active status. ## Screen path Dashboard > Human Resources > Employee Records > select an employee The screen title uses this format: `{First Name} {Last Name} - Employee Details`. ## Tabs ### `Employee Details` The Employee Details tab shows `Basic Information - Employee ID: {employee_id}`. Fields include: | Field | Meaning | |---|---| | `First Name` | Employee first name. | | `Last Name` | Employee last name. | | `Job Title` | Employee job title. | | `Department` | Employee department. | | `Hourly Rate` | Hourly rate used by payroll review and labor-related calculations. | | `Pay Type` | `Hourly` or `Salary`. | | `PIN` | Employee PIN used by the shop-floor time clock. | | `Hire Date` | Employee hire date. | | `Employment End Date` | Employee end date, when applicable. | | `Status` | `Active` or `Inactive`. | ### `Attendance` The Attendance tab shows that employee's time records. | Column | Meaning | |---|---| | `Date` | Attendance date. | | `Clock In` | Clock-in timestamp. | | `Clock Out` | Clock-out timestamp, when completed. | | `Hours Worked` | Hours calculated for the record. | | `Notes` | Clock-out reason or notes. | ## Sensitive fields `Hourly Rate` and `PIN` are blurred until clicked. Treat both as sensitive HR data. Do not reveal wage or PIN information to users who should not see it, and do not use screenshots of these fields unless they are intentionally hidden. ## Main actions - `Edit`: Switches the employee record into edit mode. - `Save`: Saves employee detail changes. - `Cancel`: Leaves edit mode without saving changes. - `Close`: Closes the detail screen. - `Employee Details` tab: Shows employee master data. - `Attendance` tab: Shows employee attendance records. ## What happens behind the scenes Opening the detail screen loads the employee record and attendance records from Human Resources endpoints. Saving edits updates the employee master record. Blank PIN values are saved as no PIN. Blank hire or employment end dates are saved as no date. Setting an employee to `Inactive` keeps the employee record but removes the employee from the normal active employee list. Changing employee pay data can affect future payroll review results and may affect other workflows that use employee hourly rate. Editing the employee detail record does not directly change existing attendance records, post payroll, or create accounting entries. ## Troubleshooting ### The employee disappeared after editing **Likely cause:** The employee status was changed to `Inactive`. **Safe fix:** Contact support before creating a new employee record. The existing record may need to be reactivated or reviewed. **Contact support if:** The employee should remain active but no longer appears in Employee Records. ### PIN is already in use **Likely cause:** Another employee already has the same PIN. **Safe fix:** Choose a different 4-digit PIN. **Contact support if:** You cannot determine which employee owns the PIN. ### Attendance records are missing **Likely cause:** The employee may not have completed time records, or records may belong to a duplicate employee ID. **Safe fix:** Confirm the correct employee ID and check the Attendance Dashboard for active sessions. **Contact support if:** Known time records are missing from the employee. ## Related docs - [Employee Records Overview](/docs/human-resources/employee-records-overview) - [How to Edit Employee](/docs/human-resources/how-to-edit-employee) - [How to Add Employee](/docs/human-resources/how-to-add-employee) - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Add Employee Source: https://www.paxerp.com/docs/human-resources/how-to-add-employee Use this workflow to create a new employee record in Human Resources. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Add an employee when the person does not already have an employee record in PAX. If the person already exists, update the existing employee record instead of creating a duplicate. ## Before you start Have the employee's name, hire date, job title, department, pay type, hourly rate, and shop-floor PIN ready if those values are required by your company. Employee ID, first name, and last name are required. The form also requires hire date. ## Steps 1. Open Dashboard > Human Resources > Employee Records. 2. Select `+ New Employee`. 3. Review the generated `Employee ID` and change it if your company uses a different ID format. 4. Confirm `Hire Date`. 5. Enter `First Name`. 6. Enter `Last Name`. 7. Enter `Job Title` and `Department` if known. 8. Enter `Hourly Rate`. 9. Choose `Pay Type`: `Hourly` or `Salary`. 10. Enter `PIN (4-digit)` if the employee will use the shop-floor time clock. 11. Select `Create Employee`. ## What happens behind the scenes When the new employee form opens, PAX looks at existing employee IDs, including inactive employees, and suggests the next numeric employee ID. Saving creates an active employee record with the entered HR fields. PAX checks whether the employee ID already exists. PAX also prevents duplicate PIN values when the database constraint detects the same PIN on another employee. Creating an employee does not create a PAX user login, clock the employee in, create attendance history, generate payroll, or post accounting. ## Troubleshooting ### Employee ID already exists **Likely cause:** Another employee record already uses that employee ID. **Safe fix:** Search Employee Records and contact support if the employee is inactive or missing from the active list. **Contact support if:** The ID should be reused or corrected. ### Employee ID, First Name, and Last Name are required **Likely cause:** One of the required fields is blank. **Safe fix:** Complete the required fields before saving. **Contact support if:** Required fields are filled but PAX still blocks the save. ### PIN is already in use **Likely cause:** Another employee has that PIN. **Safe fix:** Choose a different PIN. **Contact support if:** You need help identifying or correcting PIN ownership. ### The employee needs a system login **Likely cause:** Employee records and user accounts are separate concepts in PAX. **Safe fix:** Create or update the employee record here, then use the appropriate user-management process for login access. **Contact support if:** The employee should be linked to a PAX user account. ## Related docs - [Employee Records Overview](/docs/human-resources/employee-records-overview) - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [How to Edit Employee](/docs/human-resources/how-to-edit-employee) - [Clock In Employee Overview](/docs/human-resources/clock-in-employee-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Edit Employee Source: https://www.paxerp.com/docs/human-resources/how-to-edit-employee Use this workflow to update an existing employee record. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Edit an employee when the existing record needs updated name, job title, department, pay information, PIN, hire date, end date, or active status. Use editing instead of creating a replacement employee record. Duplicate employee records can split attendance and payroll review history. ## Before you start Confirm the employee ID is the correct employee record. Be especially careful when changing hourly rate, PIN, active status, and employment end date. ## Steps 1. Open Dashboard > Human Resources > Employee Records. 2. Select the employee row. 3. On the `Employee Details` tab, select `Edit`. 4. Update the needed fields. 5. For `PIN`, enter the new PIN or leave it blank if the employee should not have a PIN. 6. For `Status`, choose `Active` or `Inactive`. 7. If the employee is inactive, enter `Employment End Date` when appropriate. 8. Select `Save`. 9. Confirm the updated values on the employee detail record. ## What happens behind the scenes Saving updates the employee master record. Blank PIN is saved as no PIN. Blank hire date or employment end date is saved as no date. Setting `Status` to `Inactive` keeps the employee record but removes the employee from the normal active employee list. This is safer than creating a duplicate or attempting to delete history. Hourly rate changes affect future payroll review calculations. Existing payroll exports or previously reviewed pay data are not automatically reissued. Editing an employee does not change existing attendance rows, clock the employee in or out, create payroll payments, or post accounting. ## Troubleshooting ### Employee is not in the list **Likely cause:** The employee may be inactive. **Safe fix:** Contact support before creating a new record. **Contact support if:** An inactive employee needs to be reviewed or restored. ### PIN is already in use **Likely cause:** Another employee has the same PIN. **Safe fix:** Choose a different PIN. **Contact support if:** The existing PIN assignment needs investigation. ### The employee disappeared after saving **Likely cause:** The employee was marked `Inactive`. **Safe fix:** Contact support if the employee should be active. **Contact support if:** The status was changed by mistake and the employee is no longer accessible from the active list. ### Payroll data looks wrong after an edit **Likely cause:** Payroll review uses employee hourly rate and completed attendance records. **Safe fix:** Confirm the employee rate and attendance records before regenerating payroll. **Contact support if:** The rate and attendance records are correct but payroll review still calculates incorrectly. ## Related docs - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [Employee Records Overview](/docs/human-resources/employee-records-overview) - [How to Add Employee](/docs/human-resources/how-to-add-employee) - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Attendance Dashboard Overview Source: https://www.paxerp.com/docs/human-resources/attendance-dashboard-overview The Attendance Dashboard shows employees who are currently clocked in and lets admin or executive users clock employees in or out. ## On this page - What this screen is for - Screen path - Current clock-in list - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Attendance Dashboard` to see who is currently clocked in. From this screen, an admin or executive user can clock an employee in and can open an active clock-in session to clock that employee out. This screen is not a historical attendance report. Historical attendance for one employee is shown from Employee Detail. ## Screen path Dashboard > Human Resources > Attendance Dashboard ## Current clock-in list The screen title is `Attendance Dashboard`. It includes the note `These are the team members currently clocked in.` The table shows active time sessions where no clock-out time has been recorded. | Column | Meaning | |---|---| | `Employee Name` | Employee first and last name. | | `Job Title` | Employee job title, when entered. | | `Clock In Time` | Timestamp for the active clock-in. | | `Duration` | Current elapsed time since clock-in. | If no one is clocked in, the screen shows `No employees currently clocked in`. ## Main actions - `Clock In Employee`: Opens the admin clock-in form. - Row click: Opens [Attendance Details Overview](/docs/human-resources/attendance-details-overview) for the active session. - `Close`: Closes the Attendance Dashboard. ## What happens behind the scenes Opening the dashboard reads open attendance sessions from `office_time_tracking` where `clock_out` is blank. Clocking an employee in creates an attendance row with employee ID, clock-in timestamp, and attendance date. Clocking an employee out updates the active attendance row with clock-out timestamp and notes. Attendance Dashboard does not generate payroll or post accounting. Payroll review reads completed attendance records later. ## Troubleshooting ### An employee is not listed **Likely cause:** The employee is not currently clocked in, or their active session was already clocked out. **Safe fix:** Check the employee's Attendance tab in Employee Detail. **Contact support if:** The employee is working and should have an active session but does not appear. ### An employee appears as clocked in too long **Likely cause:** The employee may not have clocked out. **Safe fix:** Open the row, review the session, and clock the employee out with the correct time and note if appropriate. **Contact support if:** The clock-in or clock-out time needs correction beyond what the UI allows. ### Clock In Employee fails **Likely cause:** The employee may already have an active clock-in session, or required fields are missing. **Safe fix:** Confirm the employee is not already listed on the dashboard and that clock-in time is entered. **Contact support if:** The employee is not active but PAX still says they are already clocked in. ## Related docs - [Human Resources Overview](/docs/human-resources/human-resources-overview) - [Clock In Employee Overview](/docs/human-resources/clock-in-employee-overview) - [How to Clock In Employee](/docs/human-resources/how-to-clock-in-employee) - [Attendance Details Overview](/docs/human-resources/attendance-details-overview) - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Attendance Details Overview Source: https://www.paxerp.com/docs/human-resources/attendance-details-overview The Attendance Details screen shows one active clock-in session and lets an admin or executive user clock the employee out. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Attendance Details` when an employee is currently clocked in and needs to be clocked out by an admin or executive user. The screen is opened by selecting an employee row from Attendance Dashboard. ## Screen path Dashboard > Human Resources > Attendance Dashboard > select a clocked-in employee ## Key areas ### Employee info The top section shows: | Field | Meaning | |---|---| | `Employee` | Employee first and last name. | | `Job Title` | Employee job title. | | `Clocked In` | Timestamp for the active clock-in. | ### `Clock Out Options` | Field or control | Purpose | |---|---| | `Clock Out Time` | Required. Defaults to the current local time. | | `Reason (Optional)` | Notes for early departure or other context. | | `Sick` | Quick reason button. | | `Emergency` | Quick reason button. | | `Appointment` | Quick reason button. | The screen notes that the selected local time is converted to UTC for storage. ## Main actions - `Clock Out`: Saves the clock-out time and optional reason. - `Close`: Closes the detail screen without clocking the employee out. ## What happens behind the scenes PAX validates that the active attendance session exists and has not already been clocked out. PAX validates that the clock-out time is after the original clock-in time. Saving updates the existing attendance row with `clock_out` and optional notes. Hours worked are then available for attendance history and payroll review. Clocking out does not generate payroll, create a payroll payment, or post accounting. ## Troubleshooting ### Active session not found **Likely cause:** The employee was already clocked out, or the Attendance Dashboard list is stale. **Safe fix:** Close the detail screen and refresh Attendance Dashboard. **Contact support if:** The employee is still working but no active session can be found. ### Clock-out time must be after clock-in time **Likely cause:** The selected clock-out time is earlier than or equal to the clock-in time. **Safe fix:** Correct the clock-out date and time. **Contact support if:** The original clock-in time is wrong and needs correction. ### The wrong reason was saved **Likely cause:** The reason text or quick reason was saved with the clock-out. **Safe fix:** Review the employee's Attendance tab and contact support if a note correction is needed. **Contact support if:** Payroll review depends on correcting the attendance note. ## Related docs - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [Clock In Employee Overview](/docs/human-resources/clock-in-employee-overview) - [How to Clock In Employee](/docs/human-resources/how-to-clock-in-employee) - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Clock In Employee Overview Source: https://www.paxerp.com/docs/human-resources/clock-in-employee-overview The Clock In Employee screen lets an admin or executive user create a clock-in record for an active employee. ## On this page - What this screen is for - Screen path - Fields - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Clock In Employee` when an admin or executive user needs to clock in an active employee from the HR Attendance Dashboard. This is separate from the shop-floor dashboard, where a floor user enters an employee PIN and employees clock themselves in or out. ## Screen path Dashboard > Human Resources > Attendance Dashboard > Clock In Employee ## Fields | Field | Purpose | |---|---| | `Select Employee` | Required. Choose an active employee. | | `Clock In Time` | Required. Defaults to the current local date and time. | The screen notes that the selected local time is converted to UTC for storage. ## Main actions - `Clock In`: Creates the clock-in session. - `Cancel`: Closes the screen without creating a clock-in. ## What happens behind the scenes PAX loads active employees for the employee selector. Saving creates a row in `office_time_tracking` with the selected employee, clock-in timestamp, and attendance date. PAX blocks the clock-in if the employee already has an active session without a clock-out. Clocking an employee in does not create payroll, post accounting, or set a clock-out time. Payroll review uses the record only after it has a clock-out. ## Troubleshooting ### Please select an employee **Likely cause:** No employee was selected. **Safe fix:** Choose the employee from `Select Employee`. **Contact support if:** The employee is active but missing from the list. ### Employee is already clocked in **Likely cause:** The employee has an active session without a clock-out time. **Safe fix:** Return to Attendance Dashboard and open the active session if the employee needs to be clocked out. **Contact support if:** PAX says the employee is clocked in but no active session appears. ### Clock-in time is wrong **Likely cause:** The default time was not adjusted before saving. **Safe fix:** If the record has not been saved yet, correct `Clock In Time`. If it was saved incorrectly, contact support before creating duplicate records. **Contact support if:** A saved clock-in time needs correction. ## Related docs - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [How to Clock In Employee](/docs/human-resources/how-to-clock-in-employee) - [Attendance Details Overview](/docs/human-resources/attendance-details-overview) - [Employee Records Overview](/docs/human-resources/employee-records-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Clock In Employee Source: https://www.paxerp.com/docs/human-resources/how-to-clock-in-employee Use this workflow to clock in an employee from the Human Resources Attendance Dashboard. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use admin clock-in when an admin or executive user needs to record that an employee started work. Employees with floor access may also clock themselves in from the shop-floor dashboard using their employee PIN. ## Before you start Confirm the employee exists, is active, and does not already have an active clock-in session. Confirm the clock-in date and time before saving. ## Steps 1. Open Dashboard > Human Resources > Attendance Dashboard. 2. Select `Clock In Employee`. 3. Choose the employee from `Select Employee`. 4. Confirm or adjust `Clock In Time`. 5. Select `Clock In`. 6. Confirm the employee now appears on Attendance Dashboard. ## What happens behind the scenes PAX converts the selected local clock-in date and time to UTC for storage. PAX creates an attendance row for the employee with the clock-in timestamp and attendance date. PAX prevents multiple active sessions for the same employee. The employee remains active on Attendance Dashboard until a clock-out is recorded. Clocking in does not generate payroll or pay. Payroll review only includes completed sessions with clock-out times. ## Troubleshooting ### The employee is not in the selector **Likely cause:** The employee is inactive or does not have an employee record. **Safe fix:** Review Employee Records before creating a new employee. **Contact support if:** The employee should be active but is missing. ### Clock In fails because the employee is already clocked in **Likely cause:** The employee has an open attendance session. **Safe fix:** Review Attendance Dashboard and clock the employee out if appropriate. **Contact support if:** The active session is incorrect and needs correction. ### I saved the wrong clock-in time **Likely cause:** The default date and time were not adjusted. **Safe fix:** Do not create a second clock-in to offset the mistake. **Contact support if:** The saved attendance row needs correction. ## Related docs - [Clock In Employee Overview](/docs/human-resources/clock-in-employee-overview) - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [Attendance Details Overview](/docs/human-resources/attendance-details-overview) - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Payroll Overview Source: https://www.paxerp.com/docs/human-resources/payroll-overview The Payroll screen generates payroll review data from completed attendance records for a selected date range. ## On this page - What this screen is for - Screen path - Date range controls - Payroll table - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Payroll` to review total hours, hourly rates, and calculated total pay for employees with completed attendance records in a selected date range. This screen is a review and copy tool. It does not post payroll, print checks, create vendor payments, create journal entries, or update accounting. ## Screen path Dashboard > Human Resources > Payroll ## Date range controls | Field or button | Purpose | |---|---| | `Start Date` | First attendance date to include. | | `End Date` | Last attendance date to include. | | `Generate Payroll` | Loads payroll review rows for the date range. | PAX requires both dates. Start Date must be before End Date. ## Payroll table The payroll table appears after payroll data is generated. | Column | Meaning | |---|---| | `Employee ID` | Employee identifier. | | `First Name` | Employee first name. | | `Last Name` | Employee last name. | | `Total Hours` | Sum of completed attendance hours in the selected date range. | | `Hourly Rate` | Employee hourly rate. | | `Total Pay` | Total Hours multiplied by Hourly Rate. | Only employees with hours worked in the selected range appear in the table. ## Main actions - `Generate Payroll`: Loads payroll review data for the selected date range. - `Copy to Clipboard (Tab-Delimited)`: Copies the generated rows for spreadsheet use. - `Close`: Closes the Payroll screen. ## What happens behind the scenes Payroll reads active employees and completed attendance records where the attendance date is within the selected range and `clock_out` is not blank. PAX sums `hours_worked` by employee and calculates total pay from total hours and employee hourly rate. Payroll excludes employees who have no completed hours in the selected date range. Generating payroll data does not create paychecks, update attendance, lock a pay period, post payroll expense, create liabilities, or create journal entries. ## Troubleshooting ### Please select both start and end dates **Likely cause:** One or both date fields are blank. **Safe fix:** Enter both dates before selecting `Generate Payroll`. **Contact support if:** Dates are entered but PAX still shows the message. ### Start date must be before end date **Likely cause:** Start Date is later than End Date. **Safe fix:** Correct the date range. **Contact support if:** The dates appear correct but validation fails. ### No payroll data found **Likely cause:** No active employees have completed clock-out records in the selected date range. **Safe fix:** Check Attendance Dashboard for open sessions and Employee Detail attendance history for completed sessions. **Contact support if:** Completed attendance records exist but payroll review does not show them. ### Copy to Clipboard does not work **Likely cause:** Browser clipboard permission may be blocked. **Safe fix:** Allow clipboard access for PAX and try again. **Contact support if:** Clipboard access is allowed but copying still fails. ## Related docs - [Human Resources Overview](/docs/human-resources/human-resources-overview) - [How to Review Payroll](/docs/human-resources/how-to-review-payroll) - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [How to Edit Employee](/docs/human-resources/how-to-edit-employee) ## Feedback Was this page helpful? Tell us what was unclear. # How to Review Payroll Source: https://www.paxerp.com/docs/human-resources/how-to-review-payroll Use this workflow to generate and review payroll data for a date range. ## On this page - When to use this workflow - Before you start - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Review payroll when you need total hours and calculated pay for employees with completed attendance records in a pay period or other date range. Use this workflow as a review/export step, not as a payroll posting step. ## Before you start Confirm the date range you need. Review open attendance sessions before generating payroll, because employees who are still clocked in do not have completed hours for that active session. Confirm employee hourly rates are correct before using the payroll review output. ## Steps 1. Open Dashboard > Human Resources > Payroll. 2. Enter `Start Date`. 3. Enter `End Date`. 4. Select `Generate Payroll`. 5. Review each employee's total hours, hourly rate, and total pay. 6. If the results are wrong, close Payroll and correct employee rates or attendance records before regenerating. 7. Select `Copy to Clipboard (Tab-Delimited)` if the data should be pasted into a spreadsheet. ## What happens behind the scenes PAX reads active employee records and completed attendance rows in the selected date range. Only attendance rows with a clock-out time are included. PAX sums hours by employee and calculates total pay as total hours multiplied by hourly rate. Copying payroll data places a tab-delimited version of the current table on the clipboard. This workflow does not post payroll, pay employees, create checks, create liabilities, lock attendance records, or post accounting. ## Troubleshooting ### An employee is missing from payroll **Likely cause:** The employee has no completed attendance records in the selected range, is inactive, or is still clocked in. **Safe fix:** Review Attendance Dashboard and the employee's Attendance tab. **Contact support if:** Completed time exists but the employee is missing. ### Total hours look wrong **Likely cause:** A clock-in or clock-out record may be missing or incorrect. **Safe fix:** Review the employee's Attendance tab before using the payroll output. **Contact support if:** A time record needs correction. ### Total pay looks wrong **Likely cause:** The employee hourly rate may be incorrect. **Safe fix:** Correct the employee hourly rate, then regenerate payroll. **Contact support if:** The rate is correct but total pay calculates incorrectly. ### Clipboard copy is blocked **Likely cause:** Browser clipboard permission is blocked. **Safe fix:** Allow clipboard access for PAX and select the copy button again. **Contact support if:** The browser allows clipboard access but the copied data is incomplete. ## Related docs - [Payroll Overview](/docs/human-resources/payroll-overview) - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [Attendance Details Overview](/docs/human-resources/attendance-details-overview) - [Employee Detail Overview](/docs/human-resources/employee-detail-overview) - [How to Edit Employee](/docs/human-resources/how-to-edit-employee) ## Feedback Was this page helpful? Tell us what was unclear. # Human Resources Reports Overview Source: https://www.paxerp.com/docs/human-resources/reports-overview The Human Resources `Reports` card is visible on the dashboard, but no Human Resources reports menu is currently connected. ## On this page - What this page is for - Screen path - Current behavior - Available HR review screens - What happens behind the scenes - Troubleshooting - Related docs ## What this page is for This page documents the current state of the Human Resources `Reports` dashboard card so users do not assume a report menu exists. ## Screen path Dashboard > Human Resources > Reports ## Current behavior As of 2026-06-09, the dashboard includes a `Reports` card under `Human Resources`, but the card does not currently open a Human Resources reports menu. If a user selects the card, no Human Resources reports menu opens. ## Available HR review screens Use the currently implemented HR screens instead: | Need | Use | |---|---| | Review employees | [Employee Records Overview](/docs/human-resources/employee-records-overview) | | Review one employee's attendance history | [Employee Detail Overview](/docs/human-resources/employee-detail-overview) | | Review currently clocked-in employees | [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) | | Review payroll data by date range | [Payroll Overview](/docs/human-resources/payroll-overview) | ## What happens behind the scenes Selecting the HR `Reports` card does not open a report screen and does not change HR data. No employee records, attendance records, payroll data, accounting entries, or exports are created by selecting the card. ## Troubleshooting ### The Reports card does not open **Likely cause:** The card is visible but not connected to a Human Resources reports menu as of 2026-06-09. **Safe fix:** Use the implemented HR review screens listed above. **Contact support if:** Your team needs a specific HR report added to the system. ### I need an attendance or payroll report **Likely cause:** Dedicated HR reports are not yet implemented. **Safe fix:** Use Employee Detail for individual attendance history and Payroll for date-range payroll review. **Contact support if:** You need a cross-employee attendance export that Payroll does not provide. ## Related docs - [Human Resources Overview](/docs/human-resources/human-resources-overview) - [Employee Records Overview](/docs/human-resources/employee-records-overview) - [Attendance Dashboard Overview](/docs/human-resources/attendance-dashboard-overview) - [Payroll Overview](/docs/human-resources/payroll-overview) ## Feedback Was this page helpful? Tell us what was unclear. # System Settings Overview Source: https://www.paxerp.com/docs/system-settings/system-settings-overview System Settings is where permitted users maintain company setup, communications, lookup values, accounting mappings, shipping setup, and administrative exports. ## On this page - What this screen is for - Screen path - Who can see System Settings - Settings groups - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `System Settings` for setup that affects multiple PAX workflows. These settings are not day-to-day transaction entry screens; they control how other modules behave when users create orders, send emails, calculate tax, post GL activity, create FedEx labels, log work order labor, or export data. Opening System Settings does not change records. Changes happen only when a setting is saved, imported, toggled, activated, deactivated, or exported. ## Screen path Dashboard > System Settings The `System Settings` button appears near the lower area of the main dashboard. ## Who can see System Settings System Settings visibility is role-based. | User role | What the user can see | |---|---| | `admin` | System Settings button and all settings groups. | | `executive` | System Settings button and all settings groups. | | `csr` | System Settings button; currently limited to `Email Templates` inside Communications. | | `sales` | System Settings button; currently limited to `Email Templates` inside Communications. | | `manufacturing` without `admin` or `executive` | The dashboard does not show the System Settings button. | PAX supports multi-role users. The dashboard uses the user's full role list when deciding what to show. Some actions inside visible settings can still have stricter backend enforcement. For example, Tax Rates can be viewed by admin and executive users, but importing tax rates is protected for admin users. ## Settings groups | Group | Setting | Use it for | |---|---|---| | `Company` | `Tenant Configuration` | Company name, main contact information, addresses, dashboard logo, and PDF/document logo. | | `CRM` | `Enable CRM Dashboard` or `Disable CRM Dashboard` | Show or hide the CRM metrics dashboard for admin and executive users on the current browser. | | `Communications` | `Email Configuration` | Resend API key and sender details for outgoing email. | | `Communications` | `Email Templates` | Review, preview, edit, activate, deactivate, test, and import email templates. | | `Lookups & Master Data` | `Sort Codes` | Maintain customer and prospect categorization codes. | | `Lookups & Master Data` | `Payment Terms` | Maintain payment term codes and due-date timing. | | `Accounting` | `Chart of Accounts` | Add accounts, edit descriptions/type detail, activate accounts, and deactivate accounts. | | `Accounting` | `GL Transaction Config` | Map automated transaction types to GL accounts. | | `Accounting` | `Tax Rates` | Import and review sales tax rates by location. | | `Accounting` | `Credit Cards` | Maintain corporate credit cards used by credit card workflows. | | `Accounting` | `Work Order Overhead Rate` | Maintain the hourly overhead rate applied to work order labor. | | `Operations` | `FedEx Configuration` | Maintain FedEx account number and label format. | | `Operations` | `Data Exports` | Export tenant tables to CSV and download recent export files. | Accounting settings are especially sensitive. Do not change account mappings, tax data, or overhead setup casually because those settings affect future transactions and reporting. ## What happens behind the scenes System Settings writes to tenant-scoped data through the authenticated PAX session. The backend checks the user's session, tenant, and role before saving protected settings. Important system effects include: | Setting area | System effect | |---|---| | Tenant Configuration | Updates company setup and linked address records. Primary address is used by shipping label generation and company information where implemented. Logos affect dashboard and document/PDF output. | | CRM Dashboard toggle | Stores the CRM dashboard preference in browser local storage and updates the dashboard immediately. It does not change database records or user permissions. | | Email Configuration | Controls outgoing email service credentials and sender identity for email-capable workflows. | | Email Templates | Controls reusable email content for quotes, invoices, campaigns, and other email workflows. | | Sort Codes | Changes customer and prospect categorization options used by CRM and campaign filters. | | Payment Terms | Changes due-date timing options used by customers, quotes, sales orders, purchase orders, invoices, and AP workflows. | | Chart of Accounts | Controls account numbers and descriptions used by GL, reports, transaction posting, depreciation, expenses, and selectors. | | GL Transaction Config | Controls account mappings used by automated GL posting for configured transaction types. | | Tax Rates | Controls sales tax lookup data and the Sales Tax by City report for supported states. | | Credit Cards | Controls which cards can be selected in finance credit card workflows. | | Work Order Overhead Rate | Affects overhead cost calculated from labor hours on work orders and transferred through WIP/finished goods workflows. | | FedEx Configuration | Supplies FedEx account setup and label format for shipping workflows. | | Data Exports | Creates CSV files from allowed tenant tables and makes them available temporarily for download. | ## Troubleshooting ### I do not see System Settings **Likely cause:** Your role does not qualify for the dashboard System Settings button, or you are a manufacturing user without `admin` or `executive`. **Safe fix:** Ask an admin to review your user roles. **Contact support if:** Your role includes expected access but the button is still missing after signing out and back in. ### A settings group is missing **Likely cause:** The System Settings button can be visible even when only a subset of settings is available to your role. **Safe fix:** Use the groups shown to you. Ask an admin or executive to make protected changes. **Contact support if:** You have `admin` or `executive` access but protected groups are missing. ### A save action fails **Likely cause:** Required fields are missing, the value is invalid, or your role can view the screen but cannot save that setting. **Safe fix:** Read the message on screen, complete the required fields, and retry only after confirming the setting is correct. **Contact support if:** The value is valid and your role should be allowed to save it. ## Related docs - [Dashboard Overview](/docs/dashboard-overview) - [Tenant Configuration Overview](/docs/system-settings/company/tenant-configuration-overview) - [CRM Dashboard Setting Overview](/docs/system-settings/crm/crm-dashboard-setting-overview) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) - [Sort Codes Overview](/docs/system-settings/lookups-master-data/sort-codes-overview) - [Payment Terms Overview](/docs/system-settings/lookups-master-data/payment-terms-overview) - [Chart of Accounts Settings Overview](/docs/system-settings/accounting/chart-of-accounts-overview) - [GL Transaction Config Overview](/docs/system-settings/accounting/gl-transaction-config-overview) - [Tax Rates Overview](/docs/system-settings/accounting/tax-rates-overview) - [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) - [Work Order Overhead Rate Overview](/docs/system-settings/accounting/work-order-overhead-rate-overview) - [FedEx Configuration Overview](/docs/system-settings/operations/fedex-configuration-overview) - [Data Exports Overview](/docs/system-settings/operations/data-exports-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Tenant Configuration Overview Source: https://www.paxerp.com/docs/system-settings/company/tenant-configuration-overview Tenant Configuration controls the company identity, addresses, and logos used by PAX for the current tenant. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Tenant Configuration` when company-level information needs to be reviewed or updated. This includes the company name, main email, main phone, EIN, primary address, billing address, dashboard logo, and document logo. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Company > Tenant Configuration ## Key areas | Area | What it contains | Notes | |---|---|---| | Company fields | `Company Name`, `Main Email`, `Main Phone`, `EIN (Tax ID)` | Company Name is required when saving. | | `Primary Address` | Company name, attention, address lines, city, state, postal code, country, and phone | Used as the main company address where PAX needs tenant address information. | | `Billing Address (for Invoices)` | Billing company name, attention, address lines, city, state, postal code, country, and phone | Used where invoice billing address setup is needed. | | `Logo SVG` | SVG markup | Displays on the dashboard. | | `Logo JPEG` | JPEG upload and preview | Used for PDFs and documents. Must be JPEG and under 1 MB. | ## Main actions - `Edit Configuration`: Enables the fields for editing. - `Save Configuration`: Saves company fields, address data, billing address data, and any logo changes. - `Cancel`: Leaves edit mode and clears unsaved logo upload changes. ## What happens behind the scenes When saved, PAX validates that `Company Name` is present. It then updates tenant configuration and the linked address records inside one transaction. If an address section includes `Address Line 1`, PAX updates the existing linked address or creates a new linked address. Phone values are normalized before they are stored. The SVG logo is stored for dashboard display. The JPEG logo is converted from the uploaded image and stored for document/PDF generation. FedEx label generation requires tenant company address setup. If the primary address is missing, FedEx shipment creation can fail with a company-address configuration message. ## Troubleshooting ### Save Configuration says Company name is required **Likely cause:** `Company Name` is blank. **Safe fix:** Enter the legal or operating company name and save again. **Contact support if:** The field is populated but the message still appears. ### The JPEG logo will not upload **Likely cause:** The file is not a JPEG or is larger than 1 MB. **Safe fix:** Export the logo as a `.jpg` or `.jpeg` file under 1 MB and upload it again. **Contact support if:** A valid JPEG under 1 MB still fails. ### FedEx shipment creation says company address is not configured **Likely cause:** Tenant Configuration does not have a usable primary address. **Safe fix:** Add a primary address with `Address Line 1`, city, state, postal code, country, and phone where available. **Contact support if:** The primary address is complete but FedEx still cannot create labels. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Update Tenant Configuration](/docs/system-settings/company/how-to-update-tenant-configuration) - [FedEx Configuration Overview](/docs/system-settings/operations/fedex-configuration-overview) - [How to Configure FedEx](/docs/system-settings/operations/how-to-configure-fedex) ## Feedback Was this page helpful? Tell us what was unclear. # How to Update Tenant Configuration Source: https://www.paxerp.com/docs/system-settings/company/how-to-update-tenant-configuration Use this workflow to update company identity, addresses, or logos for the current PAX tenant. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when company setup changes, such as a company name, main contact information, primary address, invoice billing address, dashboard logo, or PDF/document logo. Do not use this workflow to update customer, vendor, shipping, or employee addresses. Those records have their own screens. ## Before you start You need: - `admin` or `executive` access. - Confirmed company contact information. - Primary address and billing address details, if applicable. - A JPEG logo under 1 MB if updating the document/PDF logo. - SVG markup if updating the dashboard logo. ## Screen path Dashboard > System Settings > Company > Tenant Configuration ## Steps 1. Open `System Settings`. 2. In `Company`, select `Tenant Configuration`. 3. Select `Edit Configuration`. 4. Update `Company Name`, `Main Email`, `Main Phone`, and `EIN (Tax ID)` as needed. 5. Update `Primary Address`. 6. Update `Billing Address (for Invoices)`. 7. Paste updated SVG markup into `Logo SVG` if the dashboard logo should change. 8. Upload a JPEG file in `Logo JPEG` if PDF/document output should use a new logo. 9. Review the visible logo preview, if shown. 10. Select `Save Configuration`. ## What happens behind the scenes PAX requires `Company Name` before saving. If the company name is missing, no tenant configuration changes are saved. When saved, PAX updates the tenant configuration record. If a primary or billing address includes `Address Line 1`, PAX updates the existing linked address or creates a new linked address. Phone numbers are normalized before storage. The JPEG logo is sent as base64 from the browser and stored as image data for PDF/document use. The SVG logo is stored separately for dashboard display. The save runs as one transaction. If an address update or tenant update fails, PAX rolls the save back rather than partially saving the configuration. ## Troubleshooting ### Save Configuration does not save **Likely cause:** `Company Name` is blank or the server rejected the save. **Safe fix:** Enter a company name, confirm all address and logo values are valid, and save again. **Contact support if:** The message says `Internal server error` or the data reverts after a successful save. ### Address details do not appear to save **Likely cause:** PAX only creates or updates the linked address when `Address Line 1` is provided for that address section. **Safe fix:** Enter `Address Line 1` and the rest of the address fields, then save again. **Contact support if:** `Address Line 1` is present and the address still does not persist. ### The wrong logo appears in a PDF **Likely cause:** The PDF/document logo uses `Logo JPEG`, not `Logo SVG`. **Safe fix:** Upload the correct JPEG logo and save the configuration. **Contact support if:** The JPEG preview is correct but generated documents still show an old logo. ## Related docs - [Tenant Configuration Overview](/docs/system-settings/company/tenant-configuration-overview) - [System Settings Overview](/docs/system-settings/system-settings-overview) - [FedEx Configuration Overview](/docs/system-settings/operations/fedex-configuration-overview) ## Feedback Was this page helpful? Tell us what was unclear. # CRM Dashboard Setting Overview Source: https://www.paxerp.com/docs/system-settings/crm/crm-dashboard-setting-overview The CRM Dashboard setting controls whether admin and executive users see the CRM metrics dashboard on the main dashboard in the current browser. ## On this page - What this setting is for - Screen path - How the setting appears - What happens behind the scenes - Troubleshooting - Related docs ## What this setting is for Use this setting when an `admin` or `executive` user wants to show or hide the CRM dashboard panel on the main dashboard. Sales-only users always see the CRM dashboard. This setting does not remove it for sales-only users. ## Screen path Dashboard > System Settings > CRM ## How the setting appears The row label changes based on the current state: | Current state | Row label | Status pill | |---|---|---| | Hidden | `Enable CRM Dashboard` | `Off` | | Visible | `Disable CRM Dashboard` | `On` | Selecting the row toggles the setting immediately. Only `admin` and `executive` users see this CRM setting inside System Settings. ## What happens behind the scenes This setting is stored in browser local storage as `crmDashboardVisible`. PAX also broadcasts a browser event so the dashboard updates immediately after the toggle changes. This setting does not update a database record, change user roles, change CRM permissions, or affect what another user sees on a different browser. ## Troubleshooting ### I turned the CRM dashboard on but another user does not see it **Likely cause:** The setting is stored in the current browser for the current user experience, not as a tenant-wide database setting. **Safe fix:** Have the other admin or executive user enable the CRM dashboard from their own browser if they want it visible. **Contact support if:** The setting is on but the CRM dashboard never appears for the same user in the same browser. ### I do not see the CRM setting **Likely cause:** The setting is only shown to `admin` and `executive` users. **Safe fix:** Ask an admin to review your roles. **Contact support if:** You have `admin` or `executive` access but the CRM group is missing. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Enable/Disable CRM Dashboard](/docs/system-settings/crm/how-to-enable-disable-crm-dashboard) - [Dashboard Overview](/docs/dashboard-overview) - [CRM Overview](/docs/crm/crm-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Enable/Disable CRM Dashboard Source: https://www.paxerp.com/docs/system-settings/crm/how-to-enable-disable-crm-dashboard Use this workflow to show or hide the CRM dashboard panel for an admin or executive dashboard session. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when you want the main dashboard to include or hide the CRM metrics dashboard for admin or executive use. This does not change CRM module access. It only controls whether the CRM metrics panel appears on the main dashboard. ## Before you start You need `admin` or `executive` access. ## Screen path Dashboard > System Settings > CRM ## Steps 1. Open `System Settings`. 2. Find the `CRM` group. 3. If the row says `Enable CRM Dashboard`, select it to turn the CRM dashboard on. 4. If the row says `Disable CRM Dashboard`, select it to turn the CRM dashboard off. 5. Close System Settings and review the main dashboard. The status pill changes between `On` and `Off`. ## What happens behind the scenes PAX saves the preference in browser local storage and sends an in-browser update event. The dashboard listens for that event and updates without a full page refresh. Because this is a browser preference, it does not create audit history, update tenant setup, or affect other users. ## Troubleshooting ### The CRM dashboard did not update immediately **Likely cause:** The browser event did not refresh the dashboard state. **Safe fix:** Close System Settings. PAX also resyncs the preference when the modal closes. If needed, refresh the page. **Contact support if:** The setting keeps reverting in the same browser. ### The CRM dashboard is visible for a sales-only user **Likely cause:** Sales-only users always see the CRM dashboard. **Safe fix:** No settings change is needed; this is expected behavior. **Contact support if:** A non-sales admin or executive cannot hide the CRM dashboard after toggling it off. ## Related docs - [CRM Dashboard Setting Overview](/docs/system-settings/crm/crm-dashboard-setting-overview) - [System Settings Overview](/docs/system-settings/system-settings-overview) - [CRM Overview](/docs/crm/crm-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Email Configuration Overview Source: https://www.paxerp.com/docs/system-settings/communications/email-configuration-overview Email Configuration controls the Resend credentials and sender identity PAX uses for outgoing email. ## On this page - What this screen is for - Screen path - Key fields - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Email Configuration` to set up or update the tenant's outgoing email service. PAX uses this configuration for workflows that send email, including quote emails, invoice emails, work order emails, report emails, campaign sends, export-ready notifications, and test emails where those workflows are enabled. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Communications > Email Configuration ## Key fields | Field | What it controls | |---|---| | `Resend API Key` | API key used to send email through Resend. | | `From Email` | Sender email address used by PAX email workflows. | | `From Name` | Display name shown as the sender. | | `Reply To` | Address recipients should reply to. | All four fields are required before saving. ## Main actions - `Show Setup Guide`: Shows setup steps for Resend domain verification, DNS records, API key creation, and testing. - `Edit Configuration`: Enables the email configuration fields. - `Save Configuration`: Saves the Resend API key and sender details. - `Send Test Email`: Sends a test email after a configuration is saved. ## What happens behind the scenes Saving Email Configuration creates or updates the tenant's email configuration record. Test emails use the saved Resend API key and sender settings. PAX logs successful and failed test emails in email logs with the current user as sender. Other modules read this same configuration when they send email. If the configuration is missing or invalid, email-capable workflows may fail even if the underlying business record is otherwise valid. ## Troubleshooting ### All fields are required **Likely cause:** One or more email configuration fields are blank. **Safe fix:** Complete `Resend API Key`, `From Email`, `From Name`, and `Reply To`, then save again. **Contact support if:** All fields are populated but the save still fails. ### Emails fail after saving configuration **Likely cause:** The Resend API key, verified domain, DNS records, From Email, or Reply To setup may be invalid. **Safe fix:** Use `Show Setup Guide`, confirm the domain is verified in Resend, save the configuration, and send a test email. **Contact support if:** Resend is verified and test email still fails. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Configure Email](/docs/system-settings/communications/how-to-configure-email) - [How to Send Test Email](/docs/system-settings/communications/how-to-send-test-email) - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) - [Campaigns Overview](/docs/crm/campaigns-overview) - [How to Email Invoice](/docs/sales/how-to-email-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # How to Configure Email Source: https://www.paxerp.com/docs/system-settings/communications/how-to-configure-email Use this workflow to save or update the Resend email configuration used by PAX outgoing email. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow before sending email from PAX or when the company's sending domain, API key, sender name, sender address, or reply-to address changes. ## Before you start You need: - `admin` or `executive` access. - A Resend account. - A verified sending domain in Resend. - DNS records completed for the sending domain. - A Resend API key. - The sender email, sender name, and reply-to email PAX should use. ## Screen path Dashboard > System Settings > Communications > Email Configuration ## Steps 1. Open `System Settings`. 2. In `Communications`, select `Email Configuration`. 3. Select `Show Setup Guide` if you need the Resend setup checklist. 4. Select `Edit Configuration`. 5. Enter `Resend API Key`. 6. Enter `From Email`. 7. Enter `From Name`. 8. Enter `Reply To`. 9. Select `Save Configuration`. 10. Use [How to Send Test Email](/docs/system-settings/communications/how-to-send-test-email) to verify the setup. ## What happens behind the scenes PAX validates that all four fields are present before saving. The configuration is stored for the tenant and reused by PAX email workflows. The setup guide points users to Resend domain setup, DNS records, domain verification, API key creation, and a test send. PAX does not verify DNS directly on this screen; the real confirmation is a successful send through Resend. ## Troubleshooting ### Save Configuration is blocked **Likely cause:** One or more required fields are blank. **Safe fix:** Complete every field and save again. **Contact support if:** Required fields are complete but the save fails. ### The test email fails after saving **Likely cause:** Resend rejected the API key, sender domain, recipient, or account setup. **Safe fix:** Confirm the domain is verified in Resend and the `From Email` uses that verified domain. **Contact support if:** Resend shows the domain and API key are valid but PAX still cannot send. ## Related docs - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [How to Send Test Email](/docs/system-settings/communications/how-to-send-test-email) - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) - [How to Email Invoice](/docs/sales/how-to-email-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # How to Send Test Email Source: https://www.paxerp.com/docs/system-settings/communications/how-to-send-test-email Use this workflow to confirm that the saved Email Configuration can send through Resend. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Send a test email after first configuring email, after changing Resend credentials, after changing the sender address, or when email workflows fail. ## Before you start You need: - `admin` or `executive` access. - A saved Email Configuration. - One or more recipient email addresses for testing. The test form accepts multiple recipients separated by commas or semicolons. The maximum is 50 recipients. ## Screen path Dashboard > System Settings > Communications > Email Configuration > Send Test Email ## Steps 1. Open `System Settings`. 2. In `Communications`, select `Email Configuration`. 3. Confirm the email configuration is saved and you are not in edit mode. 4. In `Test Email Address(es)`, enter one or more email addresses. 5. Select `Send Test Email`. 6. Wait for the success or error message. 7. Confirm the test message arrives in the recipient inbox. ## What happens behind the scenes PAX validates the recipient list before sending. Empty, invalid, or over-limit recipient lists are rejected before the test send. PAX sends the message through Resend using the saved `Resend API Key`, `From Email`, `From Name`, and `Reply To`. The subject is `PAX ERP - Test Email`. PAX records successful and failed test sends in email logs. Failed sends include the returned error message where available. ## Troubleshooting ### Please enter at least one valid test email address **Likely cause:** The field is blank or does not contain a valid email address. **Safe fix:** Enter a valid address such as `person@example.com`. **Contact support if:** A clearly valid address is rejected. ### Maximum 50 recipients allowed **Likely cause:** The recipient list contains more than 50 parsed email addresses. **Safe fix:** Send the test to fewer recipients. **Contact support if:** The count appears wrong after removing extra addresses. ### Please save your email configuration before sending a test **Likely cause:** No saved Resend API key is available. **Safe fix:** Save Email Configuration first, then send the test email. **Contact support if:** The configuration is saved but PAX still reports it missing. ### Failed to send test email **Likely cause:** Resend rejected the request, the API key is invalid, the sender domain is not verified, or the recipient could not be accepted. **Safe fix:** Review the error message, verify Resend setup, and retry with one known-good recipient. **Contact support if:** Resend setup is verified but test sends continue to fail. ## Related docs - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [How to Configure Email](/docs/system-settings/communications/how-to-configure-email) - [Email Logs Overview](/docs/crm/reports/email-logs-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Email Templates Overview Source: https://www.paxerp.com/docs/system-settings/communications/email-templates-overview Email Templates is where permitted users review, preview, edit, activate, deactivate, test, and import reusable email content. ## On this page - What this screen is for - Screen path - Who can use it - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Email Templates` to manage reusable subject lines and email body content used by PAX email workflows. Templates can be plain text or HTML. Canva imports create HTML templates with stored image attachment metadata. ## Screen path Dashboard > System Settings > Communications > Email Templates ## Who can use it `admin`, `executive`, `csr`, and `sales` users can open Email Templates from System Settings. Protected template changes, including saving edits and importing Canva templates, require `admin` or `executive` access on the backend. ## Key areas | Area | What it shows | |---|---| | `Available Templates` | Template name, category, template code, and inactive status. | | `Template Details` | Selected template fields and action buttons. | | `Template Name` | User-facing template name. | | `Template Code` | System identifier. This field is locked and cannot be changed from the edit form. | | `Category` | Template category. | | `Description` | Internal description of the template. | | `Subject Line` | Email subject. Variables can use `{{variable_name}}` syntax. | | `Template Content` | Plain text or HTML email body. Variables can use `{{variable_name}}` syntax. | | `Active` | Controls whether the template is active for workflows that require an active template. | ## Main actions - `Import from Canva`: Opens the Canva import workflow. - `Preview Email`: Renders the template with sample data in desktop or mobile preview. - `Test Send Email`: Appears for the `QUOTE_SENT` template. - `Edit Template`: Enables editable template fields. - `Save Changes`: Saves template edits. - `Cancel`: Discards unsaved edits. ## What happens behind the scenes Opening the screen loads the template list. Selecting a template loads the full template record. Preview uses sample data and renders the result in an iframe. Actual sent emails use real workflow data. Saving a template updates name, description, subject line, content, category, active status, and updated timestamp. The template code remains locked. Email workflows look up active templates by code. For example, quote email uses the active `QUOTE_SENT` template. Invoice, campaign, and other email workflows also depend on email template content where implemented. ## Troubleshooting ### No templates found **Likely cause:** No email templates exist for the tenant or the template list failed to load. **Safe fix:** Refresh the screen. If templates are expected, ask an admin to review setup. **Contact support if:** Templates exist but the list stays empty. ### Save Changes fails **Likely cause:** Your role can view templates but cannot save template changes, or the server rejected the update. **Safe fix:** Ask an `admin` or `executive` to make the change. **Contact support if:** An admin or executive cannot save a valid template. ### Preview does not look like the final email **Likely cause:** Preview uses sample data. Actual email data comes from the workflow that sends the email. **Safe fix:** Confirm variables are spelled correctly and test from the real workflow when appropriate. **Contact support if:** A variable works in one workflow but not another. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [How to Edit Email Template](/docs/system-settings/communications/how-to-edit-email-template) - [How to Import Canva Email Template](/docs/system-settings/communications/how-to-import-canva-email-template) - [How to Send Test Email](/docs/system-settings/communications/how-to-send-test-email) - [Campaigns Overview](/docs/crm/campaigns-overview) - [How to Email Invoice](/docs/sales/how-to-email-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # How to Edit Email Template Source: https://www.paxerp.com/docs/system-settings/communications/how-to-edit-email-template Use this workflow to update reusable email template content, subject lines, descriptions, categories, or active status. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when an existing PAX email template needs updated wording, subject text, variables, category, description, or active status. Do not change template variables unless you know the sending workflow supplies that variable. ## Before you start You need: - `admin` or `executive` access to save changes. - The template code or template name you intend to update. - Approved content and subject wording. - Any required variables in `{{variable_name}}` format. ## Screen path Dashboard > System Settings > Communications > Email Templates ## Steps 1. Open `System Settings`. 2. In `Communications`, select `Email Templates`. 3. Select the template from `Available Templates`. 4. Select `Preview Email` to review the current output with sample data. 5. Select `Edit Template`. 6. Update `Template Name`, `Category`, `Description`, `Subject Line`, `Template Content`, or `Active`. 7. Leave `Template Code` unchanged. PAX locks this field. 8. Select `Save Changes`. 9. Preview the template again. 10. Test from the related workflow when the change affects live customer, vendor, or campaign email. ## What happens behind the scenes PAX updates the selected email template record and refreshes the template list. The template code remains the system identifier. Workflows that look up templates by code continue to use the same template record after edits. If `Active` is turned off, workflows that require an active template by that code may be unable to send until an active template is available. Preview replaces known variables with sample data. Live sends replace variables using data from the sending workflow. ## Troubleshooting ### I can edit fields but Save Changes fails **Likely cause:** Your role can open Email Templates but the backend requires `admin` or `executive` access to save. **Safe fix:** Ask an admin or executive to save the change. **Contact support if:** An admin or executive receives the same failure. ### The email shows a variable instead of a value **Likely cause:** The variable name does not match what the sending workflow provides. **Safe fix:** Compare the variable spelling with a working template for the same workflow and correct the template content. **Contact support if:** The variable appears correct but live emails still do not render it. ### A workflow cannot find the template **Likely cause:** The template may be inactive or the workflow expects a specific template code. **Safe fix:** Reopen the template and confirm `Active` is checked. **Contact support if:** The expected template is active but the workflow still cannot send. ## Related docs - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) - [How to Import Canva Email Template](/docs/system-settings/communications/how-to-import-canva-email-template) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [How to Email Invoice](/docs/sales/how-to-email-invoice) - [How to Create Campaign](/docs/crm/how-to-create-campaign) ## Feedback Was this page helpful? Tell us what was unclear. # How to Import Canva Email Template Source: https://www.paxerp.com/docs/system-settings/communications/how-to-import-canva-email-template Use this workflow to import a Canva HTML email export as a PAX email template. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a designed email from Canva should become a reusable PAX email template. ## Before you start You need: - `admin` or `executive` access. - A Canva export downloaded as HTML and images. - A `.zip` file that contains `email.html` in the zip root. - An `images/` folder in the zip for image assets referenced by the HTML. - A unique template code. The server accepts zip uploads up to 10 MB. ## Screen path Dashboard > System Settings > Communications > Email Templates > Import from Canva ## Steps 1. In Canva, open the email design. 2. Use `Share`, `Download`, then choose `HTML and images`. 3. Save the downloaded content as a `.zip` file if Canva does not already provide one. 4. Open `System Settings`. 5. In `Communications`, select `Email Templates`. 6. Select `Import from Canva`. 7. Choose the `.zip` file. 8. Confirm or edit `Template Name`. 9. Enter a unique `Template Code`. 10. Select `Category`. 11. Enter `Subject Line` if known. 12. Select `Import Template`. 13. After import, select the new template and preview it. ## What happens behind the scenes PAX validates that a zip file was provided and parses the Canva export. The import looks for `email.html` in the root of the zip. It reads image files from the `images/` folder, creates content IDs for the images, replaces image paths in the HTML with `cid:` references, wraps the HTML in an email-safe structure, and removes script tags and inline event handlers. PAX checks that the template code is unique. If it is unique, PAX creates an active email template with the imported HTML and stores image attachment metadata for future email rendering. ## Troubleshooting ### Please select a .zip file **Likely cause:** The selected file is not a zip file. **Safe fix:** Export from Canva as HTML and images, then select the zip file. **Contact support if:** A valid zip file is rejected. ### Template code already exists **Likely cause:** Another template already uses the same code. **Safe fix:** Use a unique template code, such as a campaign or purpose-specific code. **Contact support if:** You cannot find the existing template but PAX reports a duplicate. ### Failed to parse zip file **Likely cause:** The zip does not contain `email.html` in the root, the images folder is missing, or an image reference cannot be processed. **Safe fix:** Re-export from Canva using HTML and images. Confirm `email.html` is at the root of the zip and images are inside `images/`. **Contact support if:** The zip structure is correct but import still fails. ## Related docs - [Email Templates Overview](/docs/system-settings/communications/email-templates-overview) - [How to Edit Email Template](/docs/system-settings/communications/how-to-edit-email-template) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [Campaigns Overview](/docs/crm/campaigns-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Sort Codes Overview Source: https://www.paxerp.com/docs/system-settings/lookups-master-data/sort-codes-overview Sort Codes is where customer and prospect categorization codes are maintained. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Sort Codes` to add a new categorization code or edit the description of an existing code. Sort codes are used by CRM and customer/prospect workflows for grouping, filtering, and targeting records. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Lookups & Master Data > Sort Codes ## Key areas | Area | What it shows | |---|---| | Description text | Explains that sort codes are used for customer and prospect categorization. | | `+ Add New Sort Code` | Opens the new sort code form. | | Sort code table | Shows `Sort Code`, `Description`, and `Actions`. | ## Main actions - `+ Add New Sort Code`: Adds a new code with an optional description. - `Edit`: Edits the description for an existing sort code. - `Save`: Saves the new code or edited description. - `Cancel`: Leaves the add or edit form without saving. There is no delete action on this screen. ## What happens behind the scenes PAX loads sort codes ordered by code. When a new code is saved, PAX requires `Sort Code` and checks for duplicates. If the code already exists, PAX rejects the save. When an existing row is edited, PAX updates only the description. The sort code value itself is not edited from this screen. Sort codes are used by customer, prospect, bulk upload, and campaign filtering screens. Changing a description can change how users interpret the code, but it does not rename the code value already stored on records. ## Troubleshooting ### Sort code is required **Likely cause:** The new sort code form was saved with a blank `Sort Code`. **Safe fix:** Enter the code and save again. **Contact support if:** A populated code is still rejected. ### Sort code already exists **Likely cause:** Another row already uses the same code. **Safe fix:** Use the existing code or create a different code. **Contact support if:** The duplicate code is not visible in the list. ### I cannot delete a sort code **Likely cause:** The Sort Codes screen does not provide a delete action. **Safe fix:** Leave existing codes in place and update the description if users need better guidance. **Contact support if:** A code must be retired and there is no safe substitute. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Manage Sort Codes](/docs/system-settings/lookups-master-data/how-to-manage-sort-codes) - [Prospects Overview](/docs/crm/prospects-overview) - [Customers Overview](/docs/sales/customers-overview) - [Campaigns Overview](/docs/crm/campaigns-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Manage Sort Codes Source: https://www.paxerp.com/docs/system-settings/lookups-master-data/how-to-manage-sort-codes Use this workflow to add a sort code or edit an existing sort code description. ## On this page - When to use this workflow - Before you start - Screen path - Add a sort code - Edit a sort code description - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when customer or prospect categorization needs a new code, or when the description for an existing code needs to be clearer. ## Before you start You need: - `admin` or `executive` access. - The exact sort code users should select. - A short description that explains how the code should be used. ## Screen path Dashboard > System Settings > Lookups & Master Data > Sort Codes ## Add a sort code 1. Open `System Settings`. 2. In `Lookups & Master Data`, select `Sort Codes`. 3. Select `+ Add New Sort Code`. 4. Enter `Sort Code`. 5. Enter `Description` if helpful. 6. Select `Save`. ## Edit a sort code description 1. Find the row in the sort code table. 2. Select `Edit`. 3. Update `Description`. 4. Select `Save`. ## What happens behind the scenes Adding a code creates a new sort code record after checking that the code is not blank and does not already exist. Editing an existing row updates the description only. The code value remains the same. Customer, prospect, and campaign screens read these codes when users categorize or filter records. ## Troubleshooting ### The new code will not save **Likely cause:** The code is blank or already exists. **Safe fix:** Enter a unique code. **Contact support if:** The code appears unique but PAX still reports a duplicate. ### Users are confused by an existing code **Likely cause:** The code value may be short or legacy. **Safe fix:** Update the description to explain when the code should be used. **Contact support if:** The code itself must be replaced across existing records. ## Related docs - [Sort Codes Overview](/docs/system-settings/lookups-master-data/sort-codes-overview) - [Prospects Overview](/docs/crm/prospects-overview) - [How to Filter Prospects](/docs/crm/how-to-filter-prospects) - [How to Create Campaign](/docs/crm/how-to-create-campaign) ## Feedback Was this page helpful? Tell us what was unclear. # Payment Terms Overview Source: https://www.paxerp.com/docs/system-settings/lookups-master-data/payment-terms-overview Payment Terms is where payment term codes, names, due-date timing, and active status are maintained. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Payment Terms` to add new payment term codes, update names, update days until due, or deactivate/reactivate terms. Payment terms are used in customer, quote, sales order, invoice, purchase order, vendor invoice, and payment workflows. Treat changes carefully because payment term setup affects future due-date behavior and dropdown availability. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Lookups & Master Data > Payment Terms ## Key areas | Area | What it shows | |---|---| | Description text | Explains that inactive terms are hidden from dropdowns but remain on historical records. | | `+ Add New Payment Term` | Opens the new term form. | | Payment terms table | Shows `Code`, `Name`, `Days Until Due`, `Status`, and `Actions`. | ## Main actions - `+ Add New Payment Term`: Adds a new active payment term. - `Edit`: Edits the name and days until due. - `Deactivate`: Hides an active term from normal dropdowns. - `Reactivate`: Makes an inactive term available again. - `Save`: Saves a new term or edited values. - `Cancel`: Leaves the add or edit form without saving. There is no delete action on this screen. ## What happens behind the scenes The management screen loads both active and inactive payment terms. Normal dropdowns use only active terms. Deactivated terms remain available to historical records that already reference them. `Days Until Due` must be a non-negative integer. Sales order invoice reservation uses the selected term's days to calculate invoice due dates. Purchasing and AP screens also use the selected payment term code where payment terms are captured. ## Troubleshooting ### Days until due must be a non-negative integer **Likely cause:** The value is blank, negative, or not a whole number. **Safe fix:** Enter `0` or a positive whole number. **Contact support if:** A valid whole number is still rejected. ### A payment term is missing from a dropdown **Likely cause:** The term is inactive. **Safe fix:** Reopen Payment Terms and select `Reactivate` if the term should be available again. **Contact support if:** The term is active but still missing from a workflow. ### A payment term code already exists **Likely cause:** Another term uses the same code. **Safe fix:** Edit the existing term or create a different code. **Contact support if:** The duplicate term is not visible even with inactive terms shown. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Manage Payment Terms](/docs/system-settings/lookups-master-data/how-to-manage-payment-terms) - [Create Order Overview](/docs/sales/create-order-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) - [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview) - [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Manage Payment Terms Source: https://www.paxerp.com/docs/system-settings/lookups-master-data/how-to-manage-payment-terms Use this workflow to add, edit, deactivate, or reactivate payment terms. ## On this page - When to use this workflow - Before you start - Screen path - Add a payment term - Edit a payment term - Deactivate or reactivate a payment term - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when payment term options need to change for future transactions. Do not deactivate a term just because old records use it. PAX keeps inactive terms on historical records and hides them from normal dropdowns. ## Before you start You need: - `admin` or `executive` access. - The term code, such as `NET 30`. - A user-facing name, such as `Net 30 days`. - The number of days until due. ## Screen path Dashboard > System Settings > Lookups & Master Data > Payment Terms ## Add a payment term 1. Open `System Settings`. 2. In `Lookups & Master Data`, select `Payment Terms`. 3. Select `+ Add New Payment Term`. 4. Enter `Code`. 5. Enter `Name`. 6. Enter `Days Until Due`. 7. Select `Save`. ## Edit a payment term 1. Find the payment term row. 2. Select `Edit`. 3. Update `Name` or `Days Until Due`. 4. Select `Save`. The code is the row identifier and is not edited from this screen. ## Deactivate or reactivate a payment term 1. Find the payment term row. 2. Select `Deactivate` to hide an active term from normal dropdowns. 3. Select `Reactivate` to make an inactive term available again. ## What happens behind the scenes Adding a term creates an active payment term after validating code, name, days until due, and duplicate code. Editing a term updates name or days until due. Activating or deactivating updates the term status. Future workflows that look up active payment terms use the updated setup. Historical records that already reference a term keep their stored term reference and due dates. ## Troubleshooting ### Code is required or Name is required **Likely cause:** A required field is blank. **Safe fix:** Complete the field and save again. **Contact support if:** The field is populated but PAX still rejects it. ### A payment term with this code already exists **Likely cause:** The code must be unique. **Safe fix:** Use the existing code or choose a different code. **Contact support if:** You cannot find the existing code in the list. ### A due date looks wrong on a new transaction **Likely cause:** The selected term's `Days Until Due` may not match the intended terms. **Safe fix:** Review the term setup before entering more transactions with that term. **Contact support if:** The term setup is correct but PAX calculates a due date incorrectly. ## Related docs - [Payment Terms Overview](/docs/system-settings/lookups-master-data/payment-terms-overview) - [Create Order Overview](/docs/sales/create-order-overview) - [How to Create Purchase Order](/docs/purchasing/how-to-create-purchase-order) - [How to Enter Vendor Invoice](/docs/finance/payables/how-to-enter-vendor-invoice) ## Feedback Was this page helpful? Tell us what was unclear. # Chart of Accounts Settings Overview Source: https://www.paxerp.com/docs/system-settings/accounting/chart-of-accounts-overview Chart of Accounts in System Settings is the account maintenance screen for adding accounts, editing descriptions, editing type detail, and activating or deactivating accounts. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Chart of Accounts` in System Settings when an account needs to be added, renamed, clarified, activated, or deactivated. This is different from the Finance Chart of Accounts screen, which is a read-only review screen. Use [Finance Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) when you only need to review accounts. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Accounting > Chart of Accounts ## Key areas | Area | What it shows | |---|---| | Description text | Explains that account number and account type lock after creation and inactive accounts are hidden from dropdowns. | | `+ Add New Account` | Opens the new account form. | | Accounts table | Shows `Account #`, `Description`, `Type`, `Type Detail`, `Status`, and `Actions`. | ## Main actions - `+ Add New Account`: Adds a new active account. - `Edit`: Edits description and type detail for an existing account. - `Deactivate`: Hides an active account from normal dropdowns. - `Reactivate`: Makes an inactive account available again. - `Save`: Saves a new account or edited values. - `Cancel`: Leaves add or edit mode without saving. There is no delete action on this screen. ## Important fields | Field | Notes | |---|---| | `Account Number` | Required positive integer. Locked after the account is created. | | `Description` | Required. Maximum 100 characters. | | `Account Type` | Required on creation. Must be `Asset`, `Liability`, `Equity`, `Revenue`, or `Expense`. Locked after creation. | | `Type Detail` | Optional. Maximum 100 characters. | | `Status` | Active accounts appear in normal selectors. Inactive accounts remain on historical records. | ## What happens behind the scenes PAX validates account number, description, account type, type detail length, and duplicate account number before creating an account. After creation, account number and account type are locked to protect historical financial reporting. Description, type detail, and active status can be updated. Deactivated accounts are hidden from dropdowns but remain available to historical records and reports that already reference them. ## Troubleshooting ### Account number must be a positive integer **Likely cause:** The account number is blank, zero, negative, or not a whole number. **Safe fix:** Enter a valid positive account number. **Contact support if:** A valid account number is rejected. ### An account with this number already exists **Likely cause:** Account numbers must be unique. **Safe fix:** Use the existing account or choose a different account number. **Contact support if:** The account number is not visible in the list. ### I cannot change account type **Likely cause:** Account type is locked once the account is created. **Safe fix:** Confirm whether a new account should be created instead. Do not try to work around the lock with a journal entry or duplicate account without accounting review. **Contact support if:** The account was created with the wrong type and has already been used. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Manage Chart of Accounts](/docs/system-settings/accounting/how-to-manage-chart-of-accounts) - [Finance Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) - [GL Transaction Config Overview](/docs/system-settings/accounting/gl-transaction-config-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Manage Chart of Accounts Source: https://www.paxerp.com/docs/system-settings/accounting/how-to-manage-chart-of-accounts Use this workflow to add an account, edit an account description/type detail, or activate/deactivate an account. ## On this page - When to use this workflow - Before you start - Screen path - Add an account - Edit an account - Deactivate or reactivate an account - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when the accounting team needs to maintain account setup used by GL posting, reports, account selectors, depreciation, credit card expenses, vendor invoice lines, and related finance workflows. ## Before you start You need: - `admin` or `executive` access. - The approved account number. - The approved account description. - The correct account type. - Optional type detail. Confirm the account type before saving. Account type is locked after creation. ## Screen path Dashboard > System Settings > Accounting > Chart of Accounts ## Add an account 1. Open `System Settings`. 2. In `Accounting`, select `Chart of Accounts`. 3. Select `+ Add New Account`. 4. Enter `Account Number`. 5. Enter `Description`. 6. Select `Account Type`. 7. Enter `Type Detail` if needed. 8. Select `Save`. ## Edit an account 1. Find the account row. 2. Select `Edit`. 3. Update `Description` or `Type Detail`. 4. Select `Save`. Account number and account type cannot be edited after creation. ## Deactivate or reactivate an account 1. Find the account row. 2. Select `Deactivate` to hide an active account from normal selectors. 3. Select `Reactivate` to make an inactive account available again. ## What happens behind the scenes Adding an account creates an active chart of accounts row after validation. Editing an account updates description, type detail, or active status. Account number and account type stay locked because reports categorize historical journal activity by account type. Inactive accounts remain in historical reporting and records that already reference them, but normal active-account selectors do not show them. ## Troubleshooting ### Description is required **Likely cause:** The description is blank. **Safe fix:** Enter a clear description and save again. **Contact support if:** The description is present but PAX rejects it. ### Invalid account type **Likely cause:** The account type is not one of the allowed values. **Safe fix:** Select `Asset`, `Liability`, `Equity`, `Revenue`, or `Expense`. **Contact support if:** The correct type is unavailable. ### An account disappears from a dropdown **Likely cause:** The account was deactivated. **Safe fix:** Reactivate the account if it should be selectable again. **Contact support if:** The account is active in settings but missing from the workflow selector. ## Related docs - [Chart of Accounts Settings Overview](/docs/system-settings/accounting/chart-of-accounts-overview) - [GL Transaction Config Overview](/docs/system-settings/accounting/gl-transaction-config-overview) - [Finance Chart of Accounts Overview](/docs/finance/gl-close/chart-of-accounts-overview) - [How to Create Journal Entry](/docs/finance/gl-close/how-to-create-journal-entry) ## Feedback Was this page helpful? Tell us what was unclear. # GL Transaction Config Overview Source: https://www.paxerp.com/docs/system-settings/accounting/gl-transaction-config-overview GL Transaction Config maps automated PAX transaction types to chart of accounts numbers. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `GL Transaction Config` when an automated posting configuration needs to point to a different GL account. This screen is not for manual journal entries. Use [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) for manual entries. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Accounting > GL Transaction Config ## Key areas | Area | What it shows | |---|---| | `Active Configurations` | Active debit and credit mapping rows used by automated transaction posting. | | `Inactive Configurations` | Inactive mapping rows retained for reference. | | Row columns | `Config ID`, `Transaction Type`, `Description`, `Debit/Credit`, `Account`, and `Actions`. | Each automated transaction type normally has one debit row and one credit row. The row tells PAX which account to use for that side of the posting. ## Main actions - `Edit`: Opens the account selector for one configuration row. - `Save`: Saves the selected account number for that row. - `Cancel`: Leaves edit mode without saving. This screen edits account mappings only. It does not create new transaction types, edit transaction names, or activate/deactivate rows. ## What happens behind the scenes PAX loads GL transaction configuration rows and the active chart of accounts. When a row is saved, PAX verifies the selected account exists in the chart of accounts, then updates the row's account number and timestamp. Automated posting logic can read `gl_transaction_config` to decide which debit and credit accounts to use. Changing a mapping affects future automated postings that use that transaction name. It does not rewrite historical journal entries that have already posted. ## Troubleshooting ### Invalid account number **Likely cause:** The selected or submitted account number does not exist in the chart of accounts. **Safe fix:** Add or reactivate the account in [Chart of Accounts Settings Overview](/docs/system-settings/accounting/chart-of-accounts-overview), then edit the GL config row again. **Contact support if:** The account exists but the GL config save still fails. ### I do not know which account to choose **Likely cause:** GL transaction mappings control automated accounting behavior. **Safe fix:** Pause and confirm the mapping with accounting leadership before saving. **Contact support if:** The correct mapping is unclear or the transaction type is not documented internally. ### A transaction posted to the old account **Likely cause:** The transaction may have posted before the mapping changed. **Safe fix:** Review the journal entry date and reference. Do not manually alter historical entries without using the approved correction workflow. **Contact support if:** A transaction posted after the mapping change but still used the old account. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Manage GL Transaction Config](/docs/system-settings/accounting/how-to-manage-gl-transaction-config) - [Chart of Accounts Settings Overview](/docs/system-settings/accounting/chart-of-accounts-overview) - [Journal Entries Overview](/docs/finance/gl-close/journal-entries-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Manage GL Transaction Config Source: https://www.paxerp.com/docs/system-settings/accounting/how-to-manage-gl-transaction-config Use this workflow to change the account mapped to an existing GL transaction configuration row. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow only when accounting has approved a change to the account used by a configured automated transaction type. Do not use this workflow to correct a single historical transaction. Changing GL Transaction Config affects future automated postings that use the mapping. ## Before you start You need: - `admin` or `executive` access. - The transaction type and debit/credit side to change. - The approved replacement account. - Confirmation that the replacement account exists in the chart of accounts. ## Screen path Dashboard > System Settings > Accounting > GL Transaction Config ## Steps 1. Open `System Settings`. 2. In `Accounting`, select `GL Transaction Config`. 3. Find the row by `Transaction Type` and `Debit/Credit`. 4. Confirm the row description matches the posting behavior you intend to change. 5. Select `Edit`. 6. Select the replacement account from the `Account` dropdown. 7. Select `Save`. 8. Review the row and confirm the account number and description are correct. ## What happens behind the scenes PAX sends the selected account number to the GL transaction config endpoint. The backend verifies that the account exists, then updates the config row. Automated posting functions that reference the transaction name can use the new account for future journal entries. PAX does not recalculate or move journal entries that were already created. Use the appropriate finance correction workflow if a historical posting needs correction. ## Troubleshooting ### Save fails after selecting an account **Likely cause:** The account does not exist, the account was not submitted correctly, or permissions blocked the update. **Safe fix:** Confirm the account exists in Chart of Accounts and retry as an admin or executive. **Contact support if:** The account exists and the save still fails. ### The transaction type is inactive **Likely cause:** The configuration row is retained but marked inactive. **Safe fix:** Do not assume an inactive row controls current posting. Confirm with accounting or support before changing it. **Contact support if:** A posting workflow appears to depend on an inactive row. ### I need a new transaction type **Likely cause:** This screen edits existing rows only. **Safe fix:** Do not add a workaround row from the UI. A new transaction type requires coordinated database and posting-function work. **Contact support if:** A new automated posting behavior is needed. ## Related docs - [GL Transaction Config Overview](/docs/system-settings/accounting/gl-transaction-config-overview) - [Chart of Accounts Settings Overview](/docs/system-settings/accounting/chart-of-accounts-overview) - [How to Manage Chart of Accounts](/docs/system-settings/accounting/how-to-manage-chart-of-accounts) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Tax Rates Overview Source: https://www.paxerp.com/docs/system-settings/accounting/tax-rates-overview Tax Rates is where sales tax rates by location are imported and reviewed. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Tax Rates` to import quarterly sales tax rate files and review currently effective rates by state, county, location, code, rate, effective date, and end date. `admin` and `executive` users can view Tax Rates from System Settings. Importing rates is protected by the backend for `admin` users. ## Screen path Dashboard > System Settings > Accounting > Tax Rates ## Key areas | Area | What it shows | |---|---| | `Import Quarterly Rates` | State, effective date, end date, `.xlsx` file picker, and `Import Rates` button. | | Search | Filters loaded rates by state, city/location, county, or location code. | | Rates table | Shows state, county, location, code, local rate, state rate, combined rate, effective date, and end date. | The current UI supports `WA` in the state selector for imports. ## Main actions - `Import Rates`: Imports a quarterly `.xlsx` file. - Search by state, city, county, or location code. - Review the currently effective tax rate rows. There is no manual row edit action on this screen. ## What happens behind the scenes PAX reads active tax rates when the screen loads with `effective_only=true`. When an import is submitted, PAX expects a state, an effective date, and an `.xlsx` file. The WA Department of Revenue format is parsed from the first worksheet. PAX reads county, location name, location code, local rate, state rate, and combined rate. The import runs in a transaction. Current open-ended rates for the same state with an earlier effective date are ended the day before the new effective date, and imported rows are inserted or updated by state, location code, and effective date. Sales tax lookup uses currently effective tax rates by postal code, then city/location name, then county/unincorporated fallback where applicable. ## Troubleshooting ### Import Rates is disabled **Likely cause:** A file or effective date is missing, or an import is already running. **Safe fix:** Select a `.xlsx` file and enter `Effective Date`. **Contact support if:** Required fields are complete but the button remains disabled. ### Import failed: No valid data rows found in file **Likely cause:** The spreadsheet does not match the expected WA Department of Revenue format. **Safe fix:** Download the official quarterly `.xlsx` file and import it without reformatting. **Contact support if:** The official file still fails. ### A rate is missing from search results **Likely cause:** The screen shows currently effective rates only. **Safe fix:** Confirm the effective date and end date for the rate period. **Contact support if:** A current rate should be effective but is not listed. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Import Tax Rates](/docs/system-settings/accounting/how-to-import-tax-rates) - [Sales Tax by City Overview](/docs/finance/reports/sales-tax-by-city-overview) - [Create Order Overview](/docs/sales/create-order-overview) - [Invoicing Overview](/docs/sales/invoicing-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Import Tax Rates Source: https://www.paxerp.com/docs/system-settings/accounting/how-to-import-tax-rates Use this workflow to import quarterly sales tax rates from an approved `.xlsx` rate file. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when a new quarterly rate file is available and PAX needs updated sales tax lookup data. ## Before you start You need: - `admin` access for the import. - The official state rate `.xlsx` file. - The effective date for the new rate period. - An optional end date if the imported rates should have a defined end date. The current import UI supports `WA`. ## Screen path Dashboard > System Settings > Accounting > Tax Rates ## Steps 1. Open `System Settings`. 2. In `Accounting`, select `Tax Rates`. 3. In `Import Quarterly Rates`, confirm `State` is correct. 4. Enter `Effective Date`. 5. Enter `End Date` only if the imported rate period should end on a specific date. 6. Select the official `.xlsx` file in `Rate File (.xlsx)`. 7. Select `Import Rates`. 8. Wait for the import result message. 9. Use search to spot-check expected county, location, code, and combined rate values. ## What happens behind the scenes PAX parses the first worksheet of the uploaded file. For WA files, PAX expects the title block, column headers, then data rows beginning after the header rows. PAX imports county, location name, location code, local rate, state rate, combined rate, effective date, and end date. Location codes are padded to four digits. Before inserting the new rows, PAX ends prior open-ended rates for the same state that started before the new effective date. The previous end date is set to the day before the new effective date. If the same state, location code, and effective date already exists, PAX updates the existing row instead of creating a duplicate. ## Troubleshooting ### No file uploaded **Likely cause:** No file was selected before import. **Safe fix:** Select the `.xlsx` file and import again. **Contact support if:** A selected file is not being sent. ### Effective date is required **Likely cause:** `Effective Date` is blank. **Safe fix:** Enter the effective date for the rate file. **Contact support if:** A valid date is rejected. ### Import failed after uploading an official file **Likely cause:** The format may have changed, the wrong worksheet is first, or the file content cannot be parsed. **Safe fix:** Confirm the file is the official quarterly `.xlsx` file and has not been manually rearranged. **Contact support if:** The file is official and unmodified but PAX cannot import it. ## Related docs - [Tax Rates Overview](/docs/system-settings/accounting/tax-rates-overview) - [Sales Tax by City Overview](/docs/finance/reports/sales-tax-by-city-overview) - [System Settings Overview](/docs/system-settings/system-settings-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Credit Cards Settings Overview Source: https://www.paxerp.com/docs/system-settings/accounting/credit-cards-overview Credit Cards in System Settings is where corporate credit card records are maintained for finance workflows. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Credit Cards` in System Settings to add cards, edit card labels, edit cardholder names, edit last four digits, and activate or deactivate cards. This is not the credit card expense or statement reconciliation screen. Use Finance Credit Cards for transaction work. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Accounting > Credit Cards ## Key areas | Area | What it shows | |---|---| | `Add Card` | Opens the add card form. | | Card form | `Card Label`, `Cardholder Name`, and `Last 4 Digits`. | | Cards table | `Card Label`, `Cardholder`, `Last 4`, `Status`, and `Actions`. | ## Main actions - `Add Card`: Creates a new card record. - `Edit`: Updates an existing card's label, cardholder, or last four digits. - `Deactivate`: Marks an active card inactive. - `Activate`: Reactivates an inactive card. - `Save Changes` or `Add Card`: Saves the form. - `Cancel`: Leaves the form without saving. ## What happens behind the scenes PAX loads active and inactive credit card records for this settings screen. `Card Label` is required. `Cardholder Name` and `Last 4 Digits` are optional. The last-four field accepts digits only and is limited to four digits in the UI. Finance credit card workflows use active credit cards for selection. Inactive cards remain in historical records but are not intended for new activity. ## Troubleshooting ### Card label is required **Likely cause:** The card label is blank. **Safe fix:** Enter a recognizable label, such as the cardholder and last four digits. **Contact support if:** A populated label is rejected. ### A card is missing from Finance **Likely cause:** The card is inactive or was not configured. **Safe fix:** Reopen this screen and confirm the card exists and is active. **Contact support if:** The card is active in settings but missing from Finance workflows. ### I need to remove a card completely **Likely cause:** The screen provides activate/deactivate, not delete. **Safe fix:** Deactivate cards that should no longer be used for new activity. **Contact support if:** A card was created in error and needs administrative cleanup. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Manage Credit Cards](/docs/system-settings/accounting/how-to-manage-credit-cards) - [Finance Credit Cards Overview](/docs/finance/credit-cards-overview) - [CC Expenses Overview](/docs/finance/credit-cards/cc-expenses-overview) - [Credit Card Management Overview](/docs/finance/credit-cards/credit-card-management-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Manage Credit Cards Source: https://www.paxerp.com/docs/system-settings/accounting/how-to-manage-credit-cards Use this workflow to add, edit, deactivate, or reactivate corporate credit cards used by PAX credit card workflows. ## On this page - When to use this workflow - Before you start - Screen path - Add a card - Edit a card - Activate or deactivate a card - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow before recording credit card expenses or reconciling statements for a card that should be selectable in Finance. ## Before you start You need: - `admin` or `executive` access. - A clear card label. - Optional cardholder name. - Optional last four digits. Do not enter a full credit card number. This screen stores only the label, cardholder, and optional last four digits. ## Screen path Dashboard > System Settings > Accounting > Credit Cards ## Add a card 1. Open `System Settings`. 2. In `Accounting`, select `Credit Cards`. 3. Select `Add Card`. 4. Enter `Card Label`. 5. Enter `Cardholder Name` if helpful. 6. Enter `Last 4 Digits` if helpful. 7. Select `Add Card`. ## Edit a card 1. Find the card row. 2. Select `Edit`. 3. Update `Card Label`, `Cardholder Name`, or `Last 4 Digits`. 4. Select `Save Changes`. ## Activate or deactivate a card 1. Find the card row. 2. Select `Deactivate` to stop using the card for new activity. 3. Select `Activate` to make an inactive card available again. ## What happens behind the scenes PAX creates or updates a credit card record. Active cards are available to finance credit card workflows. Inactive cards remain visible in this settings screen and remain linked to historical records. The last-four field is cleaned in the browser so only digits are entered, up to four digits. ## Troubleshooting ### The card will not save **Likely cause:** `Card Label` is blank or the server rejected the save. **Safe fix:** Enter a label and save again. **Contact support if:** The label is populated and the save still fails. ### I entered letters in Last 4 Digits and they disappeared **Likely cause:** The field accepts digits only. **Safe fix:** Enter only the final four digits if you want the card identified that way. **Contact support if:** Digit entry does not behave correctly. ### The card still appears on old statements after deactivation **Likely cause:** Deactivation prevents new use; it does not remove historical records. **Safe fix:** Leave historical records intact. **Contact support if:** Historical card activity is tied to the wrong card. ## Related docs - [Credit Cards Settings Overview](/docs/system-settings/accounting/credit-cards-overview) - [Finance Credit Cards Overview](/docs/finance/credit-cards-overview) - [How to Record Credit Card Expense](/docs/finance/credit-cards/how-to-record-credit-card-expense) - [How to Manage Credit Card Statement](/docs/finance/credit-cards/how-to-manage-credit-card-statement) ## Feedback Was this page helpful? Tell us what was unclear. # Work Order Overhead Rate Overview Source: https://www.paxerp.com/docs/system-settings/accounting/work-order-overhead-rate-overview Work Order Overhead Rate controls the hourly overhead rate applied when labor time is logged on work orders. ## On this page - What this screen is for - Screen path - Key fields - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Work Order Overhead Rate` to maintain the rate PAX uses to calculate overhead cost from work order labor hours. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Accounting > Work Order Overhead Rate ## Key fields | Field | What it controls | |---|---| | `Overhead Rate ($ per hour)` | Hourly overhead rate multiplied by actual labor hours logged on work orders. | The value is required and must be greater than zero. ## Main actions - `Save Rate`: Saves the overhead rate. - `Close`: Closes the setting without saving additional changes. ## What happens behind the scenes PAX reads the active overhead rate from overhead rate setup. When saved, PAX updates the active rate if one exists or creates an active rate if none exists. Work order labor and completion workflows use the rate to calculate overhead cost. The UI calculates overhead as labor hours multiplied by the overhead rate, and work order backend logic also calculates overhead from labor hours and the stored rate. Overhead cost contributes to WIP and finished good cost behavior when labor and completion workflows transfer costs. ## Troubleshooting ### Overhead rate is required **Likely cause:** The field is blank. **Safe fix:** Enter the approved overhead rate and save again. **Contact support if:** A populated value is still rejected. ### Overhead rate must be a positive number **Likely cause:** The value is zero, negative, or not numeric. **Safe fix:** Enter a positive dollar amount per hour, such as `38.50`. **Contact support if:** A valid positive number is rejected. ### Work order overhead looks wrong **Likely cause:** The overhead rate may have been changed before labor was logged or completed. **Safe fix:** Review the rate and the labor hours on the work order before completing more production. **Contact support if:** The rate and hours are correct but PAX calculates overhead incorrectly. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Update Work Order Overhead Rate](/docs/system-settings/accounting/how-to-update-work-order-overhead-rate) - [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) - [Work Orders Overview](/docs/manufacturing/work-orders-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Update Work Order Overhead Rate Source: https://www.paxerp.com/docs/system-settings/accounting/how-to-update-work-order-overhead-rate Use this workflow to update the hourly overhead rate used by work order labor costing. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when accounting or operations has approved a new hourly overhead rate for manufacturing labor. Because this affects future work order cost calculations, coordinate rate changes with accounting and manufacturing leadership. ## Before you start You need: - `admin` or `executive` access. - The approved overhead rate per labor hour. - Agreement on when the new rate should begin being used. ## Screen path Dashboard > System Settings > Accounting > Work Order Overhead Rate ## Steps 1. Open `System Settings`. 2. In `Accounting`, select `Work Order Overhead Rate`. 3. Enter the approved value in `Overhead Rate ($ per hour)`. 4. Select `Save Rate`. 5. Wait for `Overhead rate saved successfully`. 6. Close the setting. ## What happens behind the scenes PAX validates that the rate is present and greater than zero. If an active overhead rate exists, PAX updates that rate. If none exists, PAX creates an active rate. Work order labor and completion workflows use the stored rate to calculate overhead from labor hours. The overhead amount contributes to WIP and finished good cost transfer behavior. ## Troubleshooting ### Saving is blocked **Likely cause:** The rate is blank, zero, negative, or not numeric. **Safe fix:** Enter a positive numeric value. **Contact support if:** A valid value is rejected. ### Manufacturing expected a different rate **Likely cause:** The rate was not updated before labor or completion activity was recorded. **Safe fix:** Confirm the timing of the rate change before more work is logged. **Contact support if:** A completed work order needs costing review. ## Related docs - [Work Order Overhead Rate Overview](/docs/system-settings/accounting/work-order-overhead-rate-overview) - [How to Log Labor / WIP to FG](/docs/manufacturing/how-to-log-labor-wip-to-fg) - [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview) - [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview) ## Feedback Was this page helpful? Tell us what was unclear. # FedEx Configuration Overview Source: https://www.paxerp.com/docs/system-settings/operations/fedex-configuration-overview FedEx Configuration controls the FedEx account number and default label format used by shipping workflows. ## On this page - What this screen is for - Screen path - Key fields - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `FedEx Configuration` to maintain the tenant's FedEx account number and default label format. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Operations > FedEx Configuration ## Key fields | Field | What it controls | |---|---| | `FedEx Account Number` | The tenant FedEx account number used as the shipper account. Required. | | `Default Label Format` | The PDF label stock format. Options are `Standard Paper (8.5x11)` and `Thermal Label (4x6)`. | Both label formats generate PDFs. Use the thermal option for 4x6 label printers. ## Main actions - `Save Configuration`: Saves the FedEx account number and label format. - `Cancel`: Closes the setting without saving additional changes. ## What happens behind the scenes PAX saves the FedEx account number and label printer type to FedEx configuration. Shipping label creation reads this configuration when building FedEx shipment requests. PAX uses the configured account number as the shipper account and chooses the label stock type based on the saved label format. FedEx shipment creation also depends on Tenant Configuration. If the company primary address is missing, label creation can fail before FedEx configuration is even used. ## Troubleshooting ### Account number is required **Likely cause:** `FedEx Account Number` is blank. **Safe fix:** Enter the 9-digit FedEx account number and save again. **Contact support if:** A populated account number is rejected. ### Labels print in the wrong size **Likely cause:** `Default Label Format` is not set for the printer being used. **Safe fix:** Choose `Standard Paper (8.5x11)` for paper labels or `Thermal Label (4x6)` for thermal label printers, then save. **Contact support if:** The correct format is saved but generated labels use the wrong stock size. ### Shipment creation says FedEx configuration is missing **Likely cause:** No FedEx account number is saved. **Safe fix:** Save the FedEx account number in this screen. **Contact support if:** The account number is saved but PAX still reports missing FedEx configuration. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Configure FedEx](/docs/system-settings/operations/how-to-configure-fedex) - [Tenant Configuration Overview](/docs/system-settings/company/tenant-configuration-overview) - [Create Shipment Overview](/docs/shipping-receiving/create-shipment-overview) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [Shipping Quotes Overview](/docs/shipping-receiving/shipping-quotes-overview) - [How to Get FedEx Shipping Quote](/docs/shipping-receiving/how-to-get-fedex-shipping-quote) ## Feedback Was this page helpful? Tell us what was unclear. # How to Configure FedEx Source: https://www.paxerp.com/docs/system-settings/operations/how-to-configure-fedex Use this workflow to save the FedEx account number and default label format used by PAX shipping. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow before creating FedEx shipments or whenever the tenant's FedEx account number or default label stock changes. ## Before you start You need: - `admin` or `executive` access. - The FedEx account number. - The preferred label format. - Tenant Configuration primary address completed. ## Screen path Dashboard > System Settings > Operations > FedEx Configuration ## Steps 1. Open `System Settings`. 2. In `Operations`, select `FedEx Configuration`. 3. Enter `FedEx Account Number`. 4. Select `Default Label Format`. 5. Select `Save Configuration`. 6. Wait for `FedEx configuration saved successfully`. ## What happens behind the scenes PAX validates that an account number is present and that the label format is either `paper` or `thermal`. When saved, PAX updates the FedEx configuration record. Shipment creation later reads this account number and label format when generating FedEx shipment requests and label PDFs. ## Troubleshooting ### Save Configuration fails **Likely cause:** Account number is blank or the label format is invalid. **Safe fix:** Enter the account number, choose a supported label format, and save again. **Contact support if:** The fields are valid but the save fails. ### FedEx labels still fail after saving **Likely cause:** Tenant primary address, shipment address, package data, FedEx credentials outside this screen, or FedEx service response may be the real issue. **Safe fix:** Confirm [Tenant Configuration Overview](/docs/system-settings/company/tenant-configuration-overview) has a primary address and retry from the shipment workflow. **Contact support if:** Tenant address and FedEx account setup are correct but labels still cannot be created. ## Related docs - [FedEx Configuration Overview](/docs/system-settings/operations/fedex-configuration-overview) - [Tenant Configuration Overview](/docs/system-settings/company/tenant-configuration-overview) - [How to Create Shipment](/docs/shipping-receiving/how-to-create-shipment) - [How to Get FedEx Shipping Quote](/docs/shipping-receiving/how-to-get-fedex-shipping-quote) ## Feedback Was this page helpful? Tell us what was unclear. # Data Exports Overview Source: https://www.paxerp.com/docs/system-settings/operations/data-exports-overview Data Exports lets admin and executive users export allowed tenant database tables to CSV and download recent export files. ## On this page - What this screen is for - Screen path - Key areas - Main actions - What happens behind the scenes - Troubleshooting - Related docs ## What this screen is for Use `Data Exports` when an admin or executive needs a CSV export of an allowed table for analysis, review, migration support, or controlled troubleshooting. Only `admin` and `executive` users see this setting in System Settings. ## Screen path Dashboard > System Settings > Operations > Data Exports ## Key areas | Area | What it shows | |---|---| | `Select Table` | Dropdown of exportable database tables. | | Email checkbox | Optional notification when the export is ready. | | `Export as CSV` | Starts the export. | | `Recent Exports` | Lists generated CSV files with file name, table, created time, size, and `Download`. | | `Refresh` | Reloads the recent export list. | The recent export list also refreshes automatically while the screen is open. ## Main actions - Select a table. - Optionally check `Check here to receive an email once it's ready`. - Select `Export as CSV`. - Download a generated CSV from `Recent Exports`. - Refresh the export list. ## What happens behind the scenes PAX asks the server for exportable public base tables. Sensitive session and user tables are blocked from export. When an export starts, PAX verifies that the selected table is allowed, then generates the CSV asynchronously. The screen tells the user to check back in a few minutes. CSV values are formatted for export. Dates are written in ISO format, booleans become `true` or `false`, null values become blanks, and object values are JSON stringified. If email notification is selected, PAX attempts to send an export-ready email to the current user's email address using Email Configuration. If email notification fails, the export itself can still complete. Generated files are available in `Recent Exports` and are automatically deleted after 24 hours. ## Troubleshooting ### Please select a table to export **Likely cause:** `Export as CSV` was attempted without selecting a table. **Safe fix:** Choose a table from `Select Table`, then export again. **Contact support if:** The table dropdown does not load. ### The export is not in Recent Exports yet **Likely cause:** Exports run asynchronously and may take a few minutes. **Safe fix:** Wait, then select `Refresh`. **Contact support if:** The export never appears or an error message is shown. ### Download fails **Likely cause:** The file may have expired, been deleted, or failed validation. **Safe fix:** Recreate the export and download the new file within 24 hours. **Contact support if:** New export files cannot be downloaded. ## Related docs - [System Settings Overview](/docs/system-settings/system-settings-overview) - [How to Export Data](/docs/system-settings/operations/how-to-export-data) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) - [How to Configure Email](/docs/system-settings/communications/how-to-configure-email) ## Feedback Was this page helpful? Tell us what was unclear. # How to Export Data Source: https://www.paxerp.com/docs/system-settings/operations/how-to-export-data Use this workflow to create and download a CSV export from an allowed PAX table. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use this workflow when an admin or executive needs a CSV export for controlled analysis, reconciliation, migration review, or support. Exports can contain sensitive tenant business data. Share exported files only through approved channels. ## Before you start You need: - `admin` or `executive` access. - The table name you need to export. - A reason for exporting the data. - Email Configuration if you want an email notification when the export is ready. ## Screen path Dashboard > System Settings > Operations > Data Exports ## Steps 1. Open `System Settings`. 2. In `Operations`, select `Data Exports`. 3. Choose a table from `Select Table`. 4. Optional: check `Check here to receive an email once it's ready`. 5. Select `Export as CSV`. 6. Wait for the export started message. 7. Watch `Recent Exports` or select `Refresh`. 8. When the file appears, select `Download`. 9. Store and share the CSV according to company policy. ## What happens behind the scenes PAX verifies the selected table is in the server-provided list of allowed exportable tables. Blocked sensitive tables are not offered for export. The export runs asynchronously. PAX reads the selected table, formats rows as CSV, writes a temporary CSV file, and lists it in `Recent Exports`. If the email option is selected, PAX sends an export-ready email to the current user's email address when possible. Files are automatically deleted after 24 hours. Download validation prevents directory traversal and only serves files from the export directory. ## Troubleshooting ### Export as CSV is disabled **Likely cause:** No table is selected or an export is already processing. **Safe fix:** Select a table and wait for any current export to finish starting. **Contact support if:** The button remains disabled after selecting a table. ### The email notification never arrived **Likely cause:** The current user may not have an email address, Email Configuration may be missing, or the email notification failed. **Safe fix:** Check `Recent Exports` directly and download the file from the screen. **Contact support if:** Export files are created but notifications consistently fail. ### The file expired **Likely cause:** Export files are automatically deleted after 24 hours. **Safe fix:** Recreate the export and download it within the retention window. **Contact support if:** Files disappear immediately after export. ## Related docs - [Data Exports Overview](/docs/system-settings/operations/data-exports-overview) - [System Settings Overview](/docs/system-settings/system-settings-overview) - [Email Configuration Overview](/docs/system-settings/communications/email-configuration-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Paxy AI Overview Source: https://www.paxerp.com/docs/paxy-ai/paxy-ai-overview Paxy is the AI reporting assistant in PAX that helps authorized users ask plain-English questions about ERP and CRM data. ## On this page - What Paxy is for - Screen path - Who can use Paxy - What Paxy can do - What Paxy cannot do - Outputs - What happens behind the scenes - Troubleshooting - Related docs ## What Paxy is for Use Paxy when you need a quick read-only report or summary from PAX data and you can describe the question in plain English. Paxy is best for focused data questions, such as customer sales, invoice totals, order history, inventory lots, purchase receipts, vendor activity, work orders, shipments, returns, GL-related summaries, and similar cross-functional reporting questions. Paxy is not a replacement for formal review, accounting close, inventory correction, or source-record workflows. Use Paxy to inspect and summarize data, then verify important results in the normal PAX screens and reports. ## Screen path Dashboard > Paxy launcher The Paxy launcher appears as a floating button on the left side of the main dashboard for users with access. ## Who can use Paxy Paxy is available to users with one or more of these roles: | Role | Access | |---|---| | `admin` | Can see the launcher and use Paxy. | | `executive` | Can see the launcher and use Paxy. | Other roles do not see the Paxy launcher, and the backend blocks unauthorized Paxy requests. ## What Paxy can do Paxy can: - Answer data-report questions about tenant ERP and CRM data. - Use recent chat context to understand follow-up questions. - Return a concise answer. - Show key findings and notes. - Show how many rows are in the preview. - Export supporting rows to CSV. - Export a concise PDF findings report. - Format timestamps using the user's browser timezone when possible. Paxy can work across these data areas: | Area | Examples | |---|---| | Sales and CRM | Customers, prospects, quotes, sales orders, shipments, invoices, payments, returns, campaigns, and activity. | | Manufacturing and Inventory | Parts, lots, inventory balances, adjustments, BOMs, routers, work orders, labor, completions, scrap, and cycle counts. | | Purchasing | Vendors, purchase orders, receipts, vendor invoices, vendor payments, check runs, and purchasing summaries. | | Accounting | Chart of accounts, journal entries, fiscal periods, payments, customer credits, AP/AR data, bank reconciliation, credit cards, depreciation, projects, and invoices. | ## What Paxy cannot do Paxy cannot: - Create, edit, post, void, reverse, delete, receive, ship, invoice, pay, reconcile, or close records. - Bypass role permissions or tenant isolation. - Guarantee that a broad or vague question was interpreted exactly the way the user intended. - Replace formal accounting, tax, inventory, costing, or audit review. - Show generated SQL in the chat. - Provide connected workflow help from the website docs yet. - Save long-term chat history across page reloads. If a user asks a product-help question such as how to use a workflow, Paxy currently responds that workflow help is not connected yet and redirects the user toward data questions. ## Outputs Paxy's chat answer can include: | Output | What it means | |---|---| | Title | Short title for the answer or report. | | Answer | Concise response to the user's question. | | Findings | Important supporting observations. | | Notes | Caveats, truncation notes, or interpretation warnings. | | Row count | Number of rows in the preview result. | | `CSV` | Detailed supporting data export. | | `PDF` | Concise findings report. | The chat does not display a large result table. Use CSV when you need to audit the supporting rows. ## What happens behind the scenes When a user asks Paxy a data question, PAX: 1. Checks that the user is logged in with `admin` or `executive` access. 2. Uses the user's tenant-scoped database connection. 3. Classifies the question into relevant business data areas. 4. Builds a filtered schema summary for those areas. 5. Asks the AI model for one read-only report query. 6. Validates that the query is a single `SELECT` or `WITH ... SELECT` statement. 7. Runs the query in a read-only transaction with row, column, and timeout limits. 8. Filters known private fields before rows are sent to the summary model. 9. Returns a concise answer and export-ready result data. CSV and PDF exports use the result Paxy already generated. They do not reinterpret the question. ## Troubleshooting ### I do not see Paxy **Likely cause:** Paxy is only shown to `admin` and `executive` users. **Safe fix:** Use standard PAX reports, or ask an admin or executive user to run the question if appropriate. **Contact support if:** You have `admin` or `executive` access but the launcher is missing. ### Paxy says it is not configured **Likely cause:** The server is missing the AI configuration needed to connect to the AI provider. **Safe fix:** Ask the system administrator to check the server AI configuration. **Contact support if:** Configuration has been completed but Paxy still returns the setup message. ### Paxy gives an unexpected answer **Likely cause:** The question may be broad, missing an exact identifier, missing a date range, or interpreted against a different source than intended. **Safe fix:** Ask a narrower follow-up question with exact customer, vendor, part, order, invoice, PO, work order, or date-range details. **Contact support if:** A precise question returns data that does not match the source records. ## Related docs - [Dashboard Overview](/docs/dashboard-overview) - [How to Ask Paxy](/docs/paxy-ai/how-to-ask-paxy) - [Paxy Permissions and Data Access](/docs/paxy-ai/paxy-permissions-and-data-access) - [How to Export Paxy CSV](/docs/paxy-ai/how-to-export-paxy-csv) - [How to Export Paxy PDF](/docs/paxy-ai/how-to-export-paxy-pdf) - [How to Verify Paxy Answers](/docs/paxy-ai/how-to-verify-paxy-answers) ## Feedback Was this page helpful? Tell us what was unclear. # How to Ask Paxy Source: https://www.paxerp.com/docs/paxy-ai/how-to-ask-paxy Use this workflow to ask Paxy a focused reporting question about PAX ERP and CRM data. ## On this page - When to use this workflow - Before you start - Screen path - Steps - Good question patterns - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use Paxy when you want a quick read-only answer or supporting data export and the question is about data already in PAX. Paxy works best when you ask one focused question at a time and include exact business identifiers. ## Before you start You need: - `admin` or `executive` access. - A focused business question. - Exact identifiers when available, such as customer code, vendor code, part number, order number, invoice number, PO number, work order number, or date range. Each question can be up to 1,500 characters. ## Screen path Dashboard > Paxy launcher ## Steps 1. Open the main PAX dashboard. 2. Select the Paxy launcher on the left side of the screen. 3. Type a question in the Paxy text box. 4. Press `Enter` or select `Send`. 5. Wait for Paxy to respond. 6. Read the answer, findings, notes, and row count. 7. Use `CSV` if you need supporting rows. 8. Use `PDF` if you need a concise findings report. Use `Shift+Enter` if you need a line break in the text box instead of sending the question. You can close Paxy while it is working. If the answer finishes while the panel is closed, the launcher shows a red notification badge. Reopen Paxy to see the answer. ## Good question patterns Use exact values and clear date ranges. Good examples: ```text What were total invoice sales to CUST-001 in 2025? When did we last receive PART-100(REV-A)? Show purchases from VEND-001 so far in 2026. Which customers bought MFG-PART-001 last year? What is currently on hand for part 7506(25PR)? What open vendor invoices are due this month? ``` Less useful examples: ```text How are we doing? Show me that vendor thing. What happened with the part? ``` If you do not know the exact identifier, include the most precise name, date range, and business context you have. ## What happens behind the scenes PAX sends Paxy the current question, limited recent chat context, and the user's browser timezone. For data-report questions, PAX routes the question to relevant data groups, builds a filtered schema summary, asks the AI model to prepare a read-only report query, validates the query, runs it in a read-only transaction, limits the result, and summarizes the returned rows. For casual messages, Paxy can respond briefly without running a report. For workflow-help questions, Paxy currently explains that help docs are not connected yet and asks the user to ask a data question instead. ## Troubleshooting ### Send is disabled **Likely cause:** The question box is empty or Paxy is already working on another question. **Safe fix:** Enter a question or wait for the current answer to finish. **Contact support if:** Paxy is not working but the button remains disabled. ### Question must be at most 1500 characters **Likely cause:** The question is too long. **Safe fix:** Ask a shorter, focused question. Use follow-up questions for extra detail. **Contact support if:** A short question still triggers the limit. ### The report query timed out **Likely cause:** The question requested too much data or a broad calculation. **Safe fix:** Add a date range, customer, vendor, part, or status filter and ask again. **Contact support if:** A narrow question times out repeatedly. ### No matching rows were found **Likely cause:** The identifier, spelling, date range, status, or source data does not match PAX records. **Safe fix:** Verify the identifier in the related PAX screen and ask again with the exact value. **Contact support if:** The record exists and should match the question. ## Related docs - [Paxy AI Overview](/docs/paxy-ai/paxy-ai-overview) - [Paxy Permissions and Data Access](/docs/paxy-ai/paxy-permissions-and-data-access) - [How to Export Paxy CSV](/docs/paxy-ai/how-to-export-paxy-csv) - [How to Export Paxy PDF](/docs/paxy-ai/how-to-export-paxy-pdf) - [How to Verify Paxy Answers](/docs/paxy-ai/how-to-verify-paxy-answers) - [Dashboard Overview](/docs/dashboard-overview) ## Feedback Was this page helpful? Tell us what was unclear. # Paxy Permissions and Data Access Source: https://www.paxerp.com/docs/paxy-ai/paxy-permissions-and-data-access Paxy is restricted to admin and executive users and is designed as a read-only reporting assistant. ## On this page - Who can use Paxy - Tenant isolation - Read-only behavior - Data areas Paxy can use - Data not sent to the AI model - Export behavior - Troubleshooting - Related docs ## Who can use Paxy The Paxy launcher is shown only to users with `admin` or `executive` access. The backend also checks role access on Paxy routes. Hiding the launcher is not the only control. PAX supports multi-role users. A user with any allowed role can use Paxy; a user without `admin` or `executive` cannot. ## Tenant isolation Paxy uses the same tenant-scoped request protections as the rest of PAX. Before Paxy routes run, PAX verifies the logged-in session and tenant. A request is rejected if the session tenant does not match the request tenant. ## Read-only behavior Paxy is read-only. It cannot: - Create records. - Update records. - Delete records. - Post journal entries. - Ship orders. - Receive purchase orders. - Create invoices or payments. - Reconcile statements. - Close periods. - Change settings. For data reports, PAX validates that the generated query is a single `SELECT` or `WITH ... SELECT` statement. Write operations, admin commands, transaction commands, and other unsafe SQL operations are rejected. PAX runs the report query inside a read-only transaction with a short statement timeout. ## Data areas Paxy can use Paxy can use curated data groups, depending on the question: | Data group | Examples of included data | |---|---| | Sales | Customers, prospects, quotes, sales orders, shipments, invoices, invoice lines, returns, payments, activity, campaigns, sort codes, tax rates, and related tables. | | Manufacturing and Inventory | Inventory, lots, adjustments, usage history, cycle counts, BOMs, routers, work centers, work orders, materials, labor, completions, scrap, overhead rates, and employees. | | Purchasing | Vendors, contacts, purchase orders, PO lines, receipts, work-order PO links, vendor invoices, vendor payments, check runs, payment terms, and purchasing summaries. | | Accounting | Chart of accounts, journal entries, fiscal periods, fiscal balances, payments, customer credits, AP/AR data, bank reconciliation, credit cards, depreciation assets, projects, invoices, and invoice lines. | | Shared tables | Common lookup and reference tables such as customers, vendors, inventory, accounts, addresses, payment terms, shipping methods, sort codes, tax rates, and projects. | | System context when relevant | Audit log, tenant configuration, system settings, FedEx configuration, and email configuration. | Paxy does not send the entire database to the AI model by default. It selects relevant groups and sends a filtered schema summary. ## Data not sent to the AI model PAX omits known private fields from AI-facing schema summaries and from rows sent to the summary model. Examples include: - Password fields. - User session fields. - API keys, tokens, and secrets. - Employee PINs. - Raw receipt attachment data. - FedEx label data. - Tenant logo data. - Email HTML body content. - Email template content and attachments. PAX also treats future column names containing private patterns such as `password`, `api_key`, `token`, or `secret` as model-private unless reviewed. ## Export behavior In normal UI use, Paxy CSV and PDF exports are downloaded from the answer in the same Paxy session. CSV export uses a signed export token when available. The token is tied to the tenant and user and expires after 2 hours. PDF export uses the result already returned to the user. It does not ask the AI model to reinterpret the question. ## Troubleshooting ### A user cannot see Paxy **Likely cause:** The user does not have `admin` or `executive` access. **Safe fix:** Use normal PAX reports, or ask an admin to review whether Paxy access is appropriate. **Contact support if:** The user has the correct role but cannot see or open Paxy. ### Paxy says tenant access is denied **Likely cause:** The logged-in session tenant does not match the request tenant. **Safe fix:** Sign out and back in on the correct PAX tenant site. **Contact support if:** The message continues after a fresh login. ### Paxy cannot answer a question about sensitive setup data **Likely cause:** The field may be intentionally excluded from AI-facing schema or summary data. **Safe fix:** Use the appropriate protected PAX screen or controlled export workflow instead of asking Paxy for private fields. **Contact support if:** A non-private field appears to be unavailable. ## Related docs - [Paxy AI Overview](/docs/paxy-ai/paxy-ai-overview) - [How to Ask Paxy](/docs/paxy-ai/how-to-ask-paxy) - [How to Export Paxy CSV](/docs/paxy-ai/how-to-export-paxy-csv) - [How to Export Paxy PDF](/docs/paxy-ai/how-to-export-paxy-pdf) - [How to Verify Paxy Answers](/docs/paxy-ai/how-to-verify-paxy-answers) - [System Settings Overview](/docs/system-settings/system-settings-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Export Paxy CSV Source: https://www.paxerp.com/docs/paxy-ai/how-to-export-paxy-csv Use this workflow to download the supporting rows behind a Paxy data-report answer. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What the CSV contains - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `CSV` when you need to audit, filter, sort, or share the supporting rows behind a Paxy answer. Use CSV for detail review. Use [How to Export Paxy PDF](/docs/paxy-ai/how-to-export-paxy-pdf) when you want a concise findings report instead. ## Before you start You need: - `admin` or `executive` access. - A completed Paxy data-report answer. - Permission to handle the exported business data according to company policy. The `CSV` button appears on data-report answers. It is disabled when there are no rows and no export token available. ## Screen path Dashboard > Paxy launcher > Ask a data question > CSV ## Steps 1. Open Paxy. 2. Ask a focused data-report question. 3. Wait for the answer. 4. Review the answer, findings, notes, and row count. 5. Select `CSV`. 6. Wait while the button says `Preparing...`. 7. Save or open the downloaded CSV file. 8. Review the report basis and supporting rows before using the data. ## What the CSV contains The CSV starts with report-basis information when available: - Source tables. - Source fields. - Calculation notes. Then it includes the result columns and supporting rows. The exported filename is generated as `paxy-report-YYYY-MM-DD.csv`. ## What happens behind the scenes Paxy CSV export does not ask the AI model to reinterpret the question. When an export token is available, PAX verifies that the token is valid for the current user and tenant, checks that it has not expired, reruns the validated read-only report query, applies the CSV export row limit, filters model-private result columns, and generates the CSV. Current CSV export limits include: | Limit | Value | |---|---| | Export row cap | 25,000 rows | | Column cap | 50 columns | | Export token lifetime | 2 hours | If no export token is used, PAX generates the CSV from the result rows already included in the answer. ## Troubleshooting ### CSV is disabled **Likely cause:** The answer is not a data report, or there are no rows/export token available for download. **Safe fix:** Ask a data-report question that returns rows. **Contact support if:** A data-report answer has rows but CSV remains disabled. ### Could not download CSV **Likely cause:** The export request failed, the export token expired, or the session no longer matches the token user/tenant. **Safe fix:** Ask the question again and download a fresh CSV. **Contact support if:** Fresh CSV downloads fail repeatedly. ### The CSV is capped **Likely cause:** PAX limits CSV exports to keep reports responsive. **Safe fix:** Ask a narrower question with a date range, customer, vendor, part, or status filter. **Contact support if:** A required export cannot be narrowed enough. ## Related docs - [Paxy AI Overview](/docs/paxy-ai/paxy-ai-overview) - [How to Ask Paxy](/docs/paxy-ai/how-to-ask-paxy) - [How to Export Paxy PDF](/docs/paxy-ai/how-to-export-paxy-pdf) - [How to Verify Paxy Answers](/docs/paxy-ai/how-to-verify-paxy-answers) - [Paxy Permissions and Data Access](/docs/paxy-ai/paxy-permissions-and-data-access) ## Feedback Was this page helpful? Tell us what was unclear. # How to Export Paxy PDF Source: https://www.paxerp.com/docs/paxy-ai/how-to-export-paxy-pdf Use this workflow to download a concise Paxy findings report as a PDF. ## On this page - When to use this workflow - Before you start - Screen path - Steps - What the PDF contains - What happens behind the scenes - Troubleshooting - Related docs ## When to use this workflow Use `PDF` when you want a readable report that summarizes Paxy's answer, findings, calculation basis, notes, and a small supporting table. Use [How to Export Paxy CSV](/docs/paxy-ai/how-to-export-paxy-csv) when you need the detailed supporting rows. ## Before you start You need: - `admin` or `executive` access. - A completed Paxy data-report answer. - A result you have reviewed for reasonableness. ## Screen path Dashboard > Paxy launcher > Ask a data question > PDF ## Steps 1. Open Paxy. 2. Ask a focused data-report question. 3. Wait for the answer. 4. Review the answer, findings, notes, and row count. 5. Select `PDF`. 6. Wait while the button says `Preparing...`. 7. Open or save the downloaded PDF. 8. Review the `Question`, `Answer`, `How Paxy Calculated This`, `Findings`, `Supporting Detail`, and `Notes` sections. ## What the PDF contains The PDF can include: | Section | What it means | |---|---| | Header | Company information and logo from Tenant Configuration when available. | | `Question` | The original user question. | | `Answer` | Paxy's concise response. | | `How Paxy Calculated This` | Source tables, source fields, and calculation notes when available. | | `Findings` | Key findings prepared for the report. | | `Supporting Detail` | Small supporting table when useful. | | `Notes` | Caveats or warnings. | | Footer | Generated-by message and capped-result note. | The downloaded filename is generated as `paxy-report-YYYY-MM-DD.pdf`. ## What happens behind the scenes Paxy PDF export uses the answer and PDF report plan already returned with the data-report answer. It does not ask the AI model to reinterpret the question. PAX generates the PDF on the server, adds the tenant header, includes the selected supporting columns, and caps the supporting table so the PDF stays readable. Current PDF detail limits include: | Limit | Value | |---|---| | Table row cap | 50 rows | | Table column cap | 6 columns | ## Troubleshooting ### PDF is not available **Likely cause:** The answer is not a data-report answer. **Safe fix:** Ask a data question that returns a report result. **Contact support if:** A data-report answer does not show the PDF button. ### Could not download PDF **Likely cause:** The PDF generation request failed or the session no longer has access. **Safe fix:** Ask the question again and retry the PDF download. **Contact support if:** PDF downloads fail repeatedly. ### The PDF does not include every row **Likely cause:** The PDF is intentionally capped for readability. **Safe fix:** Use CSV for detailed row review, or ask a narrower question before exporting PDF. **Contact support if:** The PDF is missing expected answer, findings, or calculation sections. ## Related docs - [Paxy AI Overview](/docs/paxy-ai/paxy-ai-overview) - [How to Ask Paxy](/docs/paxy-ai/how-to-ask-paxy) - [How to Export Paxy CSV](/docs/paxy-ai/how-to-export-paxy-csv) - [How to Verify Paxy Answers](/docs/paxy-ai/how-to-verify-paxy-answers) - [Tenant Configuration Overview](/docs/system-settings/company/tenant-configuration-overview) ## Feedback Was this page helpful? Tell us what was unclear. # How to Verify Paxy Answers Source: https://www.paxerp.com/docs/paxy-ai/how-to-verify-paxy-answers Use this workflow to review a Paxy answer before making a business decision from it. ## On this page - When to verify - Before you start - Screen path - Steps - Where to verify common answers - What happens behind the scenes - Troubleshooting - Related docs ## When to verify Verify Paxy answers whenever the result affects accounting, customer communication, purchasing, inventory, production, shipping, or management decisions. Paxy is useful for fast reporting, but users should still confirm important answers against source records, formal reports, or the workflow that owns the data. ## Before you start You need: - The original Paxy question. - The Paxy answer, findings, notes, and row count. - CSV export if you need row-level support. - Access to the PAX screen or report that owns the data. ## Screen path Dashboard > Paxy launcher > Review answer ## Steps 1. Read the answer sentence. 2. Review `Findings`. 3. Review `Notes` for caveats, row caps, or interpretation warnings. 4. Check the row count and whether a preview cap was applied. 5. Export CSV if you need the supporting rows. 6. Compare the source rows against the normal PAX screen or report. 7. Ask a narrower follow-up question if the answer is too broad. 8. Use the normal PAX workflow for any correction, posting, adjustment, or record change. Do not use a Paxy answer alone to justify forcing accounting, inventory, costing, or audit results. ## Where to verify common answers | Paxy question type | Verify in PAX | |---|---| | Customer sales, invoice totals, overdue invoices, customer statements | [Invoicing Overview](/docs/sales/invoicing-overview), [Invoice Report Overview](/docs/sales/reports/invoice-report-overview), [Sales Analysis Report Overview](/docs/sales/reports/sales-analysis-report-overview), [AR Aging Report Overview](/docs/sales/reports/ar-aging-report-overview) | | Open orders, backlog, backorders, part demand | [Open Orders Overview](/docs/sales/open-orders-overview), [Open Orders by Part Number Overview](/docs/sales/reports/open-orders-by-part-number-overview), [Backlog Report Overview](/docs/shipping-receiving/reports/backlog-report-overview), [Backorder Report Overview](/docs/shipping-receiving/reports/backorder-report-overview) | | Inventory on hand, lot details, inventory value, usage | [Parts Overview](/docs/inventory/parts-overview), [Inventory Item Detail Overview](/docs/inventory/inventory-item-detail-overview), [Inventory Lot Detail Overview](/docs/inventory/inventory-lot-detail-overview), [Detailed Inventory Report Overview](/docs/inventory/reports/detailed-inventory-report-overview) | | Manufacturing, work orders, BOMs, routers, labor, completions | [Work Orders Overview](/docs/manufacturing/work-orders-overview), [Work Order Detail Overview](/docs/manufacturing/work-order-detail-overview), [BOMs Overview](/docs/manufacturing/boms-overview), [Routers Overview](/docs/manufacturing/routers-overview), [Log Labor / WIP to FG Overview](/docs/manufacturing/log-labor-wip-to-fg-overview) | | Vendor activity, purchase orders, receipts, payables | [Purchase Orders Overview](/docs/purchasing/purchase-orders-overview), [Open Purchase Orders Overview](/docs/purchasing/open-purchase-orders-overview), [Receiving Overview](/docs/shipping-receiving/receiving-overview), [Vendor Invoices Overview](/docs/finance/payables/vendor-invoices-overview), [AP Aging Report Overview](/docs/finance/payables/ap-aging-report-overview) | | GL, trial balance, income statement, balance sheet, projects | [General Ledger Overview](/docs/finance/gl-close/general-ledger-overview), [Trial Balance Overview](/docs/finance/reports/trial-balance-overview), [Income Statement Overview](/docs/finance/reports/income-statement-overview), [Balance Sheet Overview](/docs/finance/reports/balance-sheet-overview), [Projects Overview](/docs/finance/gl-close/projects-overview) | | Tax and compliance | [Sales Tax by City Overview](/docs/finance/reports/sales-tax-by-city-overview), [1099 Vendor Report Overview](/docs/finance/reports/1099-vendor-report-overview), [Invoice Revenue Reconciliation Overview](/docs/finance/reports/invoice-revenue-reconciliation-overview) | ## What happens behind the scenes Paxy answers are based on a capped reporting result. The chat preview is capped at 500 rows and 50 columns. PDF supporting detail is capped at 50 rows and 6 columns. CSV export can include more rows, up to the export cap. Paxy includes source tables, source fields, and calculation notes when available. Use those notes to understand whether the answer is based on invoices, sales orders, receipts, journal entries, or another data source. ## Troubleshooting ### The answer looks too high or too low **Likely cause:** The question may have used a different basis than expected, such as invoice date instead of order date, invoice totals instead of line totals, or all statuses instead of open records. **Safe fix:** Ask a narrower follow-up question that states the basis clearly. **Contact support if:** The source rows are wrong or contradict the normal report. ### The CSV rows do not match the answer I expected **Likely cause:** The question may have been interpreted differently than intended. **Safe fix:** Review the report basis lines at the top of the CSV and ask a corrected question. **Contact support if:** The report basis is correct but the rows are inaccurate. ### I need to correct a record after reviewing Paxy **Likely cause:** Paxy found a data issue, but Paxy cannot make changes. **Safe fix:** Use the normal PAX screen or workflow that owns the record. Do not make a manual journal entry, inventory adjustment, or workaround unless that is the correct approved workflow. **Contact support if:** The correct workflow is blocked or unclear. ## Related docs - [Paxy AI Overview](/docs/paxy-ai/paxy-ai-overview) - [How to Ask Paxy](/docs/paxy-ai/how-to-ask-paxy) - [How to Export Paxy CSV](/docs/paxy-ai/how-to-export-paxy-csv) - [How to Export Paxy PDF](/docs/paxy-ai/how-to-export-paxy-pdf) - [Paxy Permissions and Data Access](/docs/paxy-ai/paxy-permissions-and-data-access) - [Dashboard Overview](/docs/dashboard-overview) ## Feedback Was this page helpful? Tell us what was unclear.