Documentation/ Working with documents/ The document list
The document list
Every document type has a list of its own. The columns change with the type and with how the account is set up, but how the table behaves, loading records, selecting, sorting and keeping the view, is the same everywhere.
On this page
The usual columns
| Column | What is in it |
|---|---|
| Status | How the checks went. This is what tells you which documents need you. |
| ID | The document's reference. It is what support asks for to find it. |
| Supplier or Client | The issuer or the recipient, depending on the document type. |
| Tax number | The other party's tax reference. |
| Document number | The issuer's own numbering. |
| Amounts | Net, tax and total. |
| Project | The project the document is charged to, if one was set. |
| Source | How it came in: manual upload, email, API, copy or moved. |
| Item status | How the checks went on the lines. |
| Consolidation status | On invoices, where they stand against their delivery notes. |
| Due date | The due date worked out for it, and whether it is paid. |
The item lists add line columns: code, product, quantity, unit price, discounts, ERP reference, family and raw material.
The three dates
Worth not muddling, because the filters work on one or the other:
| Date | What it is |
|---|---|
| Document date | The one printed on the document. This is the one that matters for the accounts. |
| Upload date | When it arrived in Dijit.app. |
| Processed date | When the reading finished. |
A March invoice uploaded in June has a document date in March and an upload date in June. Looking for it in the wrong period is the usual reason something "is not there".
Dates are shown in the time zone set on the device. Changing it is covered in Preferences.
How records load
The list does not pull your whole history at once: it loads 500 documents and leaves a button to carry on. It works the same on purchase, expense, sales and transport invoices, and on goods received and delivery notes.
Under the table you get the count: Showing 1 to 100 of 500 loaded (3,200 documents in total). The first pair of figures is the table's page, the second is what you have brought in so far, and the third is what there is in the filtered period.
The button reads Load next 500 documents, or whatever is left if that is less. While the batch arrives you get a progress bar with "Loading 500 more documents…" and the button goes dead. Once everything is in, it reads All documents loaded and stops responding: that is how you know nothing is missing.
The button stays in view after the first load, with no need to scroll to the bottom of the table.
That has a practical consequence: you can only tick, export or download what is loaded. With a filter on, the count says so: Showing 1 to 100 of 120 selected (of 500 loaded / 3,200 in total). Before you export, load to the end or narrow it with filters. The detail is in What goes into an export.
A document's lines do not come in batches: open it and they are all there.
Rows of pages being merged
A multi-page PDF uploaded with auto-merge takes up a single row while it is being merged, on a light blue background and with the progress: Merging pages · 3 of 5. That row cannot be opened or ticked, and it does not count towards the totals in the header.
The list refreshes itself every few seconds until it finishes, without moving you or losing what you have ticked. The whole of it, including what happens when pages do not arrive, is in Multi-page PDFs and auto-merge.
Selecting documents
The first column lets you tick documents one by one, or use the header tick box, which covers the records currently loaded. With documents ticked the batch actions come alive: approve, delete, download, merge, assign a project and send.
How the view is kept
The list keeps the page, the scroll position and the filters after any action: approving, merging, sending, assigning a project or deleting. You come back to the very row you were on, not to the top of the list.
Deleting a document from its own row does not even reload the list: the row goes and everything else stays put. That is what makes it possible to work steadily down a long list without losing your place at every step.
The action bar at the top stays put as you scroll down, so the batch actions remain within reach without going back up.
Refreshing and clearing filters
- Refresh table asks for the data again. It is what you want after an upload, to bring in the documents just processed.
- Clear filters drops every criterion and gives you the whole list back.
If a document that should be there is not, check in this order: no filter is active, the period you are looking at is the right one, it is not in another list because it was uploaded as the wrong type, and the Source column, to confirm whether it ever arrived.