Read a Document
Lesson 3 of 17 7 min read
A tour of the Document screen, from references and totals to parties, lines, tags and the links menu, so you can answer questions at a glance.
The Document screen is where most questions get answered: who ordered, what, how many, at what price, and where it has been sent. In this lesson you will learn to read it quickly, and to spot the small signals that tell you something needs attention.
Open a Document
From any Document list, click the magnifying glass (view) icon on a row to open the Document screen. The layout varies a little by document type; an Order is shown here.
The parts of the screen
| Header and status | The document type, its number and its status, such as Complete or Failed. |
|---|---|
| Summary | Whether values are inclusive or exclusive of tax, the References, the Totals and the Tags. |
| References | The numbers this Document is known by, such as the order number and the buyer's order number, with their dates. |
| Totals | Goods, tax and amount payable. On tax-inclusive documents the tax shows as Includes tax, so it does not look like an extra amount. |
| Party cards | Who is involved: Customer, Ship to, Supplier and so on. Expand a card for details and identifiers. |
| Lines | Each item with its code, quantity, unit of measure, price and net, tax and gross values, plus a product picture where available. |
| Tags | Labels attached to the Document. Hover over a tag to see its full key, value and source. |
| Dates | Where present: earliest, requested and promised ship dates, and promised delivery date. |
| Attachments | Any files attached to the Document, with type and size. Preview or download them. |
| Links menu | Top-right. Goes to the source data this Document came from, its source Document, and the target data created from it. |
Small signals worth noticing
- Green ticks. A green tick beside a party or a line means Supply Lens matched it to one of your records (a Party, Location or Product). Click the tick to go to that record. A line without a tick was not recognised, which is often why a Document fails.
- The Code column. Every line shows a code. If there is no seller's code, it shows another, such as a GTIN or the buyer's code, with the kind of code beneath it.
- Compare with a referenced document. Where a Document refers to another, such as the order an invoice is for, a button compares the lines of the two side by side and highlights differences in quantity or price.
- Who else is here. If colleagues have the same Document open, they appear in the page header.
Search inside a long Document
With a Document open, press Ctrl+F (Command+F on a Mac) to search the whole Document, not just the lines on screen.
Reading order #2318
Sam opens order #2318. The status is Complete. References show the Shopify order number
and date. The Customer card shows the customer; the Ship to card shows a different address,
a gift delivery. There are two lines, both with green ticks, so both products were
recognised. Totals match what the customer paid.
He opens the links menu and sees target data for both Unleashed and Northgate, so the order went to both systems. That is enough to reply: the order was received and passed to the warehouse on Monday.
Recap
- Open a Document with the view (magnifying glass) icon on its list row.
- The summary shows references, totals and tags; party cards show who is involved; lines show what and how many.
- Green ticks mean a party or line was matched to your records; a missing tick is a clue.
- The links menu in the top-right takes you to the source data, source Document and target data.
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