Documents module — list, filters, and bulk actions

Open Documents from the menu. The screen has three tabs: Documents (the list), Document details, which becomes active after opening a document, and MM shortages — the list of MM documents for ERP that Subiekt could not fully supply (MM shortages — when Subiekt does not have enough goods for an MM document). Everyone with Documents access can see the third tab. Its label has a count of open shortages; the same count appears beside Documents in the menu.

A company with no document types configured sees a notice above the list linking to Settings → Documents → Document types — see Document types — 46 ready-made types and what each configures.

Step by step

Find a document

1. Open Documents from the menu.
2. Enter a search term in Search documents... above the table.
3. The most common types appear in colored tiles beside search, up to six codes (WZ, PZ, FS, MM, RW, ZS, OF, MMW), if the company has those types. Click a tile to turn on its filter; click again to turn it off.
4. For more filters, click the filter icon (tooltip: Filters). The number beside it shows how many are enabled. The panel has six fields: Status, Origin, Type, Warehouse, From, and To.
5. Active filters appear as badges in the bar. Click x on a badge to remove one; click the red × beside the type tiles to clear all filters.
6. Click a row or #number in the DOCUMENT column to open the Document details tab.

Filters, sorting, and the current page are saved in the URL, so you can share the view with a link. Changing a filter clears row selections.

Change columns with the column icon on the right side of the bar (tooltip: Columns). The selection is saved in your browser.

Approve or duplicate several documents

1. Select rows with the checkboxes. The bar switches to selection mode and shows a {count} selected badge with a cross to clear the selection.
2. Click the green checkmark button (tooltip: Approve selected) or the copy icon (tooltip: Duplicate selected). These buttons have no visible text.
3. During processing, the badge shows Processing {done}/{total}….

The result is {ok}/{total} completed, or, if some failed, {ok}/{total} completed, {failed} errors. If even one selected document is ineligible, the button is disabled and its tooltip changes to Some documents cannot be approved or Some documents cannot be duplicated.

Cancel documents and undo a cancellation

1. Select rows and open the menu under the three-dot button in the selection bar.
2. Choose Cancel selected (shown in red; without the necessary permission, the label says Some documents cannot be cancelled).
3. The dialog asks Cancel {count} documents?, lists the numbers, and warns: Cancellation cannot be undone for documents that removed stock. You can restore the others from the list. Its buttons are Cancel documents and Back.
4. After the operation, a Undo button appears in a message at the bottom of the screen for several seconds.

Restoring shows Restored {count} documents or Restored {ok}, failed {failed}. After Undo disappears, the same action is available as Restore in the row menu, only for a cancelled document. See Document statuses and what blocks editing for reasons restoration may be refused.

Cancel one document from its row menu (three dots → Cancel); it asks for the same confirmation. Success: Document cancelled.

Import and export

• The import icon in the bar (tooltip: Import documents) opens the import wizard on a separate screen and returns to the list when finished.
• The download icon (tooltip: Export documents) opens Export documents. Choose What to export (All filtered documents with a row count or Selected only), Format, the Include items switch, Columns, then click Generate. Leave a long export running in the background with Leave in background.
• + (tooltip: New document) opens the document creation form — Creating a document and adding its items. The button appears only if you can create at least one type.

A company with no document types sees a No document types configured card above the list, with a Configure document types button linking to settings.

Toolbar

• Search documents…
• Type shortcuts — up to six tiles for commonly used codes. Click a tile to turn its filter on or off.
• On the right: configure columns, Import documents, Export documents, New document.

Filters

Status, Origin, Type, Warehouse, From / To (issue date), and Waiting for ERP.

Filters and the current page are saved in the URL, so you can share the view with a link.

Origin values are Native, Import, Sync, Marketplace, and Auto.

Columns

By default: DOCUMENT, EXTERNAL NO., BUSINESS PARTNER, GROSS, STATUS, DATE.

You can also enable WAREHOUSE, TAX ID, ISSUE DATE, SALE DATE, PAYMENT DUE DATE, NET, CURRENCY, SERIES, and CREATED BY. The selection is saved in the browser.

You cannot sort BUSINESS PARTNER or TAX ID by clicking the column header; partner data is encrypted in the database. Search above the list still finds a document by part of the name or tax ID, as before.

Row menu

Details, Approve (draft documents only), Duplicate, Print, Send, Export PDF, Cancel, Restore (cancelled documents only).

Send and Export PDF currently show only Coming soon — they are in the menu but do nothing. Use Print to print and the export icon above the list to export.

Bulk actions

Approve selected, Duplicate selected, and, in the additional menu, Cancel selected.

Progress: Processing {done}/{total}…; result: {ok}/{total} completed or {ok}/{total} completed, {failed} errors.

When part of the selection is ineligible, the button is disabled with a tooltip: Some documents cannot be approved / duplicated / cancelled.

Bulk cancellation

The prompt asks Cancel {count} documents? and warns:

Cancellation cannot be undone for documents that removed stock. You can restore the others from the list.

An Undo button is available for a short time after the operation. Restore results are Restored {count} documents or Restored {ok}, failed {failed}.

There is no delete action

Documents cannot be deleted. An attempt is refused with: Deleting documents is not allowed. Use cancellation instead.

This is deliberate, not an unfinished feature: an accounting record is corrected, not erased.

Visibility

Access is limited by the warehouses assigned to the user. Everyone with access can see documents without a warehouse — easy to overlook when planning access.