Sales Document Processing Overview

Overview

The Sales Document Processing page is used to track review completion for sales documents by department before a work order is invoiced.

This page shows completed work orders that have not yet been invoiced and allows users to mark review status for these departments:

• Labor/Service
• Parts
• Comments
• CSS

Each department can be marked as reviewed independently. Once a department is checked, the page displays the reviewer’s initials and the date/time of the update.

By default, the page is focused on items that still need processing, helping users quickly find work orders that are not fully reviewed.

Note: A new permission under Roles in the General Folder of Permissions there is a Sales Document Processing permission that needs turned on to enable this on the General Menu in Evolution

What the Page Does

The page helps users:

• Find work orders that still need department review
• Filter work orders by customer, work order number, branch, department, and salesperson
• Mark one or more department reviews as complete
• Save multiple review changes at once
• Open the related work order review screen
• View available invoice images
• Unprocess a fully processed document so it returns to the processing list

Page Layout

Filter Section

You can narrow the list using these filters:

• Bill To # - Search by customer bill-to number
• Work Order - Search by work order number
• Branch - Filter by one or more branches
• Department - Filter by one or more departments
• Salesperson - Filter by one or more salespeople

Note: Department options are enabled after a branch is selected.

Processing Status Section

This section helps you filter by review status.

Available department filters:

• Labor/Service
• Parts
• Comments
• CSS

The Match field controls whether the selected department filters should show:

• Not Processed
• Processed

Action Buttons

• Search - Runs the search using the selected filters
• Apply Review - Saves all review checkbox changes you made in the grid
• Unprocess - Lets you reopen a fully processed work order
• Clear - Resets all filters back to default

How the Page Works

Default Behavior

When the page first opens, it shows completed, not-yet-invoiced work orders that still have at least one department not reviewed.

This means the default list is intended to show documents that still need attention.

Searching and Filtering

1. Enter one or more filters as needed
2. Click Search
3. Review the filtered results in the grid

If you use the department status filters:

• Select one or more department checkboxes
• Choose Match = Not Processed to find records where those departments are still incomplete
• Choose Match = Processed to find records where those departments are already complete

Data Review Grid

Each row shows:

• Work Order
• Customer
• Open Date
• Completed Date
• Review status columns for:
  • Labor/Service
  • Parts
  • Comments
  • CSS
• Review button
• Images button

Updating Review Status

To mark a department as reviewed:

1. Check the box in the appropriate department column
2. Repeat for any other rows or departments
3. Click Apply Review to save all pending changes

Important:

• Changes are not saved immediately when you click a checkbox
• You must click Apply Review to commit them
• If you leave the page before saving, you may be warned about unsaved changes

When a review is checked, the page shows:

• Reviewer initials
• Date and time of the update

Review Button

The Review button opens the related invoicing review screen for that work order.

Use this when you need to review more detail before marking the document as complete.

Note: If you do not have permission to access invoicing features, the system will display a permission message.

Images Button

The Images button opens invoice images for the selected work order.

• The button shows the number of images available
• If the count is 0, the button is disabled

Use this when supporting images are needed during review.

Note: Access to images also depends on invoicing permissions.

Unprocessing a Document

Use Unprocess when a fully processed work order needs to be returned to the processing list.

A work order must be:

• Completed
• Not invoiced
• Fully processed across all four departments

Steps to unprocess:

1. Click Unprocess
2. Enter the Work Order number
3. Click Search
4. Review the returned work order details
5. Uncheck one or more department review boxes
6. Click Apply Unprocess

After this is done, the work order will reappear in the Sales Document Processing list as needing review again.

Tips for End Users

• Use the page as a queue for work orders that still need department signoff
• Remember that checkbox changes are only staged until Apply Review is clicked
• Use Processed plus department filters when researching items that were already completed
• Use Unprocess if a document was marked complete too early and needs to be worked again