Toolbox Frame

The Toolbox frame lists all items available for display on the Desk.

To place an item in the grid, select a item from the Toolbox and drag and drop the item to the cell in the Layout frame.

You can select these options:

• Organisation - Displays CRM organisations using the properties that you select in the Properties section. You can view organisations based on User, Team, and Create Date. You can also use the Verified option as a filter.
• Contacts - Displays CRM Contacts using the properties that you select in the Properties section. You can view Contacts based on User, Team, and Create Date. You can also use the Verified option as a filter.
• Leads - Contains active leads from the Leads and Opportunities form.
• Quotes - Contains active Quotes from the Quotes, Counter Sales, and Donations and Pledges forms.

  Note: Only the primary quote, sale, invitation, or booking displays. You can select the quote's stock line items display on the Desk.

• Appointments - Contains appointments from the Appointment items on the Sales and Service form. You can filter appointments using the filter selected in Properties.
• Communications - Contains open communications from Communication items in CRM: Relationships, Sales, Service, Event, Fund Raising and Collection.
• Follow-ups - Contains active follow-ups from the Follow-up items on the Relationships, Sales, Service, Event, Fund Raising, and Collection forms. An active follow-up does not have the Completed option selected. You can view only future dated follow-ups by updating the setting in Properties.
• Support Calls/Service Requests - Contains open Service Requests and/or Support Calls on the Calls and Service Requests form. Properties determine if one or both of these items display.
• S/R Statuses - Contains the service request statuses defined on the Maintain Lookups form. You can drag and drop a status to a support call or service request to update the status. If drag and drop on the support call or service request item is enabled, you can drag the service request or support call to the status to update it.
• Logs - Gives access to Service & Support > Logs. Criteria include Category, Status, and Target Version.
• JC Jobs - Displays jobs from the Job Cost module. You can view jobs per Status, Account Manager, Job Manager, Charge Type and Profit Centre. You can view only overdue jobs, and indicate which Date field to use to determine if a job is overdue — for example: Created, Start, Quoted.
• Purchase Orders - Displays using the properties you select in the Properties section. You can highlight new purchase orders or display only overdue items based on the expected date. You can expand the purchase order to view all the inventory, general ledger, non-stock, and job lines. The purchase orders display for the statuses you select.

  Note: The status filter uses the line item status of the purchase order lines. Update the caption of the purchase order item so that the content of the desk item is clear to all users.

• Sales Orders - Displays using the properties you select in the Properties section. You can highlight new sales orders or packing slips or to display only overdue items based on Delivery Date. The sales orders or packing slips display for the statuses you select.

  Note: The status filter uses the line item status of the sales order or packing slip lines. Update the caption of the sales order item so that the content of the desk item is clear to all users.

• Factory Orders - Displays factory orders from the Manufacturing module. Factory orders display using the properties that you select in the Properties section. You can highlight new factory orders or to display only overdue items based on the date. The factory orders display for the statuses selected. Update the caption of the factory order item so that the content of the desk item is clear to all users.

  Note: If the factory orders display in a table, then the factory order line items are not available.

• AR Invoices - Accounts Receivable. You can highlight new AR invoices and view the invoices by branch and/or hold code. You can view each item included on the AR invoice, the quantity ordered, unit price and total line amount. Drill down to view the detail of the AR invoice.

  Note: If the AR invoices display in a table, then the AR invoice line items are not available.

• Debt Collection AR Invoices - Displays AR invoices with an outstanding amount. You can highlight new and/or overdue debt collection AR invoices and view the invoices by Branch, salesperson, or location. You can view each item included on the AR invoice, the quantity ordered, unit price and total line amount. Drill down to view the detail of the AR invoices.

  Note: If the debt collection AR invoices display in a table, then the debt collection AR invoice line items are not available.

• AP Invoices - Accounts Payable. You can highlight new AP invoices and view the invoices by branch and/or hold code. You can view each item included on the AP invoice, the quantity purchased, unit price and total invoice amount.

  Note: If the AP invoices display in a table, then the AP invoice line items are not available.

• Requisitions - View requisitions by branch and currency. You can also view only overdue requisitions, based on expected date. You can group requisitions by requisition, and expand them at stock item level. You can also group requisitions by stock item, and you can expand the group to view the requisitions that the item relates to.

  You can filter the requisition display by status. Status is defined in the Property section and uses the requisition's line status. This displays for each requisition: supplier, stock item, quantity ordered and unit of measure, general ledger, non-stock, and job lines.

• File Inbound Emails - Lists inbound emails that weren't filed based on the rules defined on the CRM System Options Inbound Emails form and/or the CRM User Preferences Inbound Email form. You can drill down on the items in the table to open the Inbound Filing form, listing the detail of the email, the file against settings and the assigned user and team.

  This desktop item also files inbound emails that could not be filed on the CRM System Options Inbound Filing form and/or CRM User Preferences Inbound File form. You can drill down on the items in the table. This gives access to the Inbound Filing form, listing the detail of the file, the file against settings, and the assigned user and team.

• Users - Contains all active users, as registered on the User Maintenance form. Drag and drop to assign users to items in Workflow — for example, allocate a service request to a user.
• Teams - Contains all the CRM teams created on the CRM Team Maintenance form. Drag and drop to assign items in Workflow — for example, allocate service request to a team. You can also use teams to view the list of users who the team consists of.
• S/R Statuses - Contains all the service request statuses defined on the Service Request Status tab on the Maintain Lookups form. Drag and drop to update the status of a service request or call with this item.
• Service People - Contains all the JC employees defined on the JC Employee Maintenance form.
• Service Groups - Contains all the service groups defined on the Maintain Groups form. Use service groups are used to allocate service requests.
• Bank Totals - Displays the amounts per bank account or the total for all bank accounts. You can view the last statement, calculated account balance, and actual bank balance. You can also view the detail per bank total:
  • Last statement
  • Deposits not yet on bank statements
  • Unpresented cheques
  • Calculated account balance
  • Held cheques
  • Unmatched bank statement items
• Financial Totals - Gives a summary of the various financial figures.

  The amounts display in the local currency. You can select:

  • AR Outstanding: Matches the Total Outstanding displayed in the AR Balances desk item.
  • AP Outstanding: Matches the Total Outstanding displayed in the AP Balances desk item.
  • Banks Balances: Matches the Total of the balances in Cash Management > Bank Account Maintenance.
  • Sales Orders Outstanding: This total is calculated based on the Sales Order outstanding balance per AR customer.
  • Inventory On Hand Value: This is the On Hand amount per item in IN Item Maintenance x Cost (Standard, Average and Last). The Cost per Location is taken into account. This value relates to the Inventory Stock Valuation Report.
  • Purchase Orders Outstanding: This the quantity x Price Discount for each purchase order line.

    The outstanding balance displays in the PO Listing Report, with the Outstanding Only option selected. This report does not have totals. You need to perform an additional calculation.

  • Job Sales: This figure matches the sales amount displayed on the Job Maintenance form, for all jobs.
  • Job Costs: This figure matches the cost amount displayed on the Job Maintenance form, for all jobs.
• Job Totals - A summary of job figures. You can view period-to-date amounts, year-to-date amounts, or job-to-date amounts. You can view these amounts by profit centre, job manager, job status, and job type. You can view these cost charges:
  • Inventory: All costs applied to a job that has analysis code of type Stock.
  • Labour: All costs applied to a job that has analysis code of type Time.
  • Other: All costs applied to a job that has analysis codes that are not of type Stock or Time.

  Job totals display for open jobs. You can include closed and finalised jobs must be included in the display.

• AP Balances - Gives the total for all AP suppliers in the currency selected. The AP Balances desk matches the Supplier Aged Balances report.

  On the Supplier Aged Balances report:

  • Displays amounts in local currency only.
  • Currency conversion is based on current rates.
  • Futures are not included in the total.
• Holds are included or excluded in the total based on user selection.
• You can display the AP Balances in foreign currency. Select the foreign currency in the Properties section of the Desk.

• GL Balances - Displays general ledger balances (in the ledger or account currency) for a GL account or tree. If tree, you must define which branch of the tree to report on. You can show Period to Date, Daily Average for Period to Date, Year to Date, Daily Average for Year to Date. You can highlight Period to Date and/or Year to Date when you exceed the budget.
• Most Recently Used (MRU) - Displays a list of all records that a user can access — for example, CRM Organisations, CRM Contacts, Purchase Orders, Sales Orders, and the like. The list is built as you edit or view forms.
• Bookmarks - Contains all the bookmarks that you have defined through Workflow > Bookmark Record. Bookmarks give access to a specific record.
• Favourites - Contains all the favourites that you have defined through Workflow > Add to Favourites. Favourites give access to a specific form — for example Quote Maintenance.
• Menu Tree - Lists the menu structure in a hierarchical format. Click the + sign beside higher-level items to access the sub-menu. Drill down on the lowest level to access the selected form.
• Company Bitmap - Use this item to display any .bmp file — for example a company logo — on the Desk. Greentree Desktop uses the Backwash Filename entered in Company Maintenance.

  Note: The .bmp file specified as the backwash file must be in the \System directory.

• Notifications - Displays Approval and Alert notifications. You can set this item to default to only your Notifications and optionally display the user filter to view notifications for other Users (depending on security settings). You can also select to view only notifications that have not been read, or only notifications that have been read or all notifications regardless of status.
• Alert Collection - Gives access to the Approval and Alerts module's alert collections. You can view alert collections for all companies or a specific company. You can also change the company for which alert collections display.
• Approvals - Gives access to items waiting for approval. You can view all items, or only those awaiting your approval or approval of your teams. You can also filter approvals based on class and company. You can change the company while viewing the Desktop item.
• Service Requests Daily Schdle - Displays service request detail in time intervals for a specific day.
• Service Requests Planner - Gives a visual representation of the Service Request Schedule for each service person.
• Appointments Planner - Gives a visual representation of the appointments for each user.
• Appointments Daily Schdle - Displays appointments in this format: time intervals for a specific day.
• Generic Planner - Displays a visual representation of data in a graphic panel, allowing users to manipulate records.
• Graph - This item is available if the Business Analysis feature is licensed and switched on. You must select the graph to view from the Desktop. If you need multiple graphs, you must create multiple graph Desktop items.
• 3D Live - Displays relevant data related to the record the user has just selected.

• 3D Live Panel
• Generic Planner
• Organisations
• Contacts
• Leads and Opportunities
• Quotes
• Counter Sales