Workflow

Overview

SalesPad Cloud's Workflow functionality allows you to create a customized series of steps (batches) for different Sales Document Types to move through as you conduct your business. This allows different types of orders to be processed differently, and it makes it easy for you to manage documents, keep track of a document’s status, and take action based on the document's current location in the Workflow. SalesPad Cloud provides you with several simple default Workflows for each module for you to either use as-is or to modify to suit your purposes.

To get started, select Workflow from the Settings menu. 

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Workflow
Create a Workflow

To create a new workflow, click the Create New Workflow button in the upper right-hand corner of the window. 

The Create Workflow drawer will open. Fill out the information fields in this drawer.

For a brief explanation of the different information fields in the Create Workflow drawer, click here:

Create Workflow

Description - Allows you to name your Workflow

Workflow Type - Determines whether your Workflow falls into the Sales, Purchasing, InventoryTransfer, InventoryIn, InventoryOut, Receipt, or Stock_Count category

Seq - Indicates where in the sequence of Workflows for a particular module this Workflow occurs

Inactive - If checked, the Workflow is inactive


 

When you've finished entering your information, click Save.

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Edit a Workflow

To make changes to an existing Workflow, first select the Workflow from the Workflow window.

Next, click the Edit Workflow button in the upper right-hand corner of the screen.

The Edit Workflow drawer will appear. Make your necessary changes here and click Save when you are finished.

For a brief explanation of the information fields in the Edit Workflow drawer, click here:

Edit Workflow

Description - Allows you to name your Workflow

Workflow Type - Determines whether your Workflow falls into the Sales, Purchasing, InventoryTransfer, InventoryIn, InventoryOut, Receipt, or Stock_Count category

Seq - Indicates where in the sequence of Workflows for a particular module this Workflow occurs

Inactive - If checked, the Workflow is inactive


 

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Set up Batches

Batches are steps within Workflows. They are what propel your sales document through the Workflow. 

To create a batch, first click the New Batch button on the right-hand side of the Edit Workflows window.

Next, assign the name and forward label of your new batch in the Batches tab of the Edit Workflow window, then click Save New Batch in the upper right-hand corner. Sequence is assigned automatically, but can be edited.

The forward label will come into play when you are moving your document through your finished Workflow. The forward label becomes text for a button that moves your document into the next batch. 

Once you've saved your new batch, the screen will refresh and provide you with a Forwarding Batches information field. Leave this blank for now until you've created your next batch.

Notice the Inactive and Auto Forward checkboxes to the right of the Forwarding Batches field. Check either of those at any point during your SalesPad Cloud Workflow experience to make a batch inactive or to enable auto-forwarding.

Create another batch by clicking the New Batch button in the upper right-hand corner.

Once you've created multiple batches, you can assign a forwarding batch(es) by clicking the dropdown in the Forwarding Batch field and selecting the appropriate batch.

Batch names and forward labels will vary depending on what kind of Workflow you are creating and your company's approval process.

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Set up Rules

Rules are incredibly useful and flexible tools for utlizing your Workflow. Rules use conditions and actions to provide you with a mulititude of ways to customize your Workflow.

To get started, click the Rules tab from within the Edit Workflow window.

Create your first rule by filling in the fields in the Existing Rules area of the Rules window. Sequence is assigned automatically, but can be edited. 

For a brief description of each field in the Rules tab, click here:

Rules

Seq - Indicates the order in which this rule will be applied within the Workflow; sequences are automatically assigned when rules are created, however, they can be changed by the user

Workflow Rule Name - Allows you to name this Workflow rule

Status - Indicates whether or not the rule is active

Alert - Allows you to enter text for the rule alert

Evaluated When - Controls when the rule will execute, either "On Enter Batch" or "On Exit Batch"; you will select the batches in the next step of creating rules


 

Click Save New Rules when you've finished entering your information.

Note: The text that you enter into the Alert field is the same text that will display in a blue banner across the top of the screen when a document is successfully forwarded through a workflow.

Next, assign the rule to a batch by checking the appropriate box in the Currently Inspecting Rule area. 

To assign a condition to your rule, select the Condition Criteria from the dropdown.

For a brief explanation of each available condition, click here:

Conditions

Sales Conditions

Always - The doc will always meet this condition

Bill To City - The city of the billing contact

Bill To State - The state of the billing contact

Bill To Zip - The zip code of the billing contact

Customer Class - The Customer Class’s name of the customer on the document

Customer Credit Limit - The credit limit for the customer on the document

Customer Number - The document’s customer’s number

Customer Outstanding Balance - The balance amount of the customer on the document

Customer PO Number - The document’s PO number

Document Has Been Shipped - Will return true if the document’s Tracking Num field has a value

Document Is Awaiting Shipment - Will return true if the document is awaiting shipment

Has Backordered Qty - Will return true if any lines have a back-ordered quantity

Has Dropship Qty - Will return true if any lines have dropship items

Has Invoiced Qty - Will return true if any lines have a quantity invoice greater than zero

Has Item With Class - Returns a list of all the item classes of the items on the lines

Has Item-less Line - Returns true if any lines are itemless

Has Line With Zero Qty - Returns true if any of the lines have a quantity of zero

Has Linked PO - Returns true if any lines are linked to a purchase order

Has NonInventory Line - Returns true if any of the lines has an item that has any item type other than inventory

Has Payment Terms Mismatch - Returns true if the Payment Terms on the document don’t match the Payment Terms of the document’s customer

Has Unfulfilled Qty - Will return true if any lines have a quantity fulfilled that isn’t equal to the quantity

Insufficient Payment on Document - Returns true if the document has not been fully paid

Needs Purchase - Returns true if any lines contain items that must be purchased

Payment Terms - The Payment Term of the document

Sales Document Alert Exists - Returns true if there is an alert on the sales document

Sales Document Date - The document’s doc date

Sales Document Due Date - The document’s due date

Sales Document Gross Margin Amount - The margin amount of the document (doc total – sum lines’ extended cost)

Sales Document Gross Margin Percent - The margin percentage of the document ((doc total – sum lines’ extended cost) / doc total)

Sales Document Markup Amount - The sum all of the lines' markup amounts

Sales Document Markup Percent - The sum all of the lines' markup percentages

Sales Document Number - The document’s number

Sales Document On Account - The document’s on-account amount

Sales Document Open Amount - The document’s open amount

Sales Document Total - The document’s total

Sales Document Warehouse - The warehouse name of the warehouse at the header level

Sales Person Name - The linked salesperson’s name

Ship To City - The city of the shipping contact

Ship To State - The state of the shipping contact

Ship To Zip - The zip code of the shipping contact

Signature Does Not Exist - Returns true if there is no signature on the document

Purchasing Conditions

Has Linked SO - Returns true if any of the lines have a linked sales order

Purchase Order Date - The date of the purchase order

Purchase Order Number - The number of the purchase order

Purchase Order On Account - The on-account amount of the purchase order

Purchase Order Total - The total amount of the purchase order

Vendor Name - The name of the vendor on the purchase order

Inventory Transfer Conditions

From Warehouse Name - The name of the warehouse the transfer is coming from

Inventory Transfer Date - The date on the inventory transaction

Inventory Transfer Number - The number on the inventory transaction

To Warehouse Name - The name of the warehouse the transfer is going to

Inventory In Conditions

From Warehouse Name - The name of the warehouse the transfer is coming from

Inventory In Date - The date of the inventory transaction

Inventory In Number - The number on the inventory transaction

To Warehouse Name - The name of the warehouse the in transaction is going to

Inventory Out Conditions

From Warehouse Name - The name of the warehouse the out transaction is coming from

Inventory Out Date - The date on the inventory transaction

Inventory Out Number - The number on the inventory transaction

To Warehouse Name - The name of the warehouse the in transaction is going to

Receipt Conditions

Accounts Payable - Returns the name of the accounts payable account

Purchase Receipt Date - The transaction date of the purchase receipt

Purchase Receipt Due Date - The due date of the purchase receipt; the default value will be returned if the value is null (1900-01-01 00:00:00 00:00)

Purchase Receipt Number - The number of the purchase receipt

Vendor Name - The name of the vendor on the purchase receipt


 

Next, select a Criteria Operator and enter a Criteria Value from the fields that appear.

To add another condition, click the + button next to the Conditions header.

To assign an action to your rule, click the little gear icon under the Edit header. 

The Edit Rule Action drawer will appear.

Select a Workflow Action Type from the dropdown.

For a brief description of each Workflow Action Type, click here:

Workflow Action Types

Email - Emails a report based on current sales document information

Post - Posts the transaction to QBO

Transfer - Transfers the sales document to another Sales Document Type

Change_Workflow_Batch - Sends the sales document to another workflow batch

Split_Document - Splits the current sales document into new sales documents

Slack - Sends an instant message using the Slack integration


 

Depending on which action type you select, the other information fields in the Edit Rule Action drawer will vary. For a brief description of each of the information fields that can appear in the Edit Rule Action drawer, click here:

Edit Rule Action

Workflow Action Type - Allows you change the Workflow Action Type

Action Finish - Allows you to select Continue (will evaluate next rule & condition and perform that action even if first rule condition is true), Stop (will not evaluate the next rule or condition if first condition is true), or Skip 

From Email - Only appears when Workflow Action Type is Email; indicates which email account to send the email from

To Email - Only appears when Workflow Action Type is Email; indicates which email account to send the email to

Send To - Only appears when Workflow Action Type is Email; allows you select who you are emailing a report to

Report to Send - Only appears when Workflow Action Type is Email; indicates which Report to send once the rule action is complete

Post Date - Only appears when Workflow Action Type is Post; indicates the post date once the rule action is complete

Sales Document Type - Only appears when Workflow Action Type is Transfer; indicates what Sales Document Type the current sales document will convert to once the rule action is complete

Destination - Only appears when Workflow Action Type is Change_Workflow_Batch; indicates the batch the sales document will proceed to once the rule action is complete

Split Options - Only appears when Workflow Action Type is Split Document; allows you to select your split criteria


 

When you've finished filling out the information fields in the Edit Rule Action drawer, click Save

Enter a brief description of your action in the Description field.

To add another action, click the + button next to the Actions header.

When you are finished adding conditions and actions to your rule, click the Save Rule Changes button in the upper right-hand corner of the screen.

To add additional rules, click the +New Rule button in the Existing Rules area.

Note: Rules are inactive by default. Once you're finished setting up your rule(s), make sure you uncheck the Inactive box, otherwise your rule will not be in effect.

If at any point you wish to disable a condition or action, simply uncheck the Enabled box next to the condition or action.

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See it in Action

To quickly view the batches in your Workflow and how much money is currently present in each batch, simply click the down arrow next to the module in which your Workflow appears and click on the Workflow you wish to view.

Workflow action buttons appear in the upper right-hand corner of a sales document. This is where you will see the forward label button you created when you set up your batch.

Forward by Batch

To forward sales documents by batch, select the documents you wish to forward and click the Forward Selected Documents button that appears. 

The selected sales documents will be forwarded to the next batch in their respective Workflows. 

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