Track a folder's progress
The folder's dashboard shows at a glance where the business stands: what has been invoiced, what remains to be collected and what needs action.
The folder banner
At the top of the screen: the folder number, its Open or Closed state, the customer, the Net to pay and the Remaining to pay (with the Settled label when everything is paid). The buttons on the right let you Refresh all, open the Comments, switch to Page Mode when the folder is open in a window, or Return to commercial dashboard when it is open as a full page.
Status and priority
The status card, at the bottom of the Dashboard, is calculated from the folder's documents.
| Status | Meaning |
|---|---|
| New | No document in the folder. |
| Active | A document is a draft or validated but not yet sent, or everything is finished. |
| Pending | The documents have been sent: you are waiting for the customer. |
| Closed | The folder is closed. |
The Priority is Normal, Customer follow-up (an invoice to collect, an expired quote to follow up, an order late for delivery) or Urgent (a late payment). The alerts at the bottom of the card (late invoices, invoices awaiting payment, expired quotes, orders late for delivery, drafts in preparation) are clickable: they open the most urgent document. The Ready to close alert comes with the Close button.
The card also shows the number of quotes, orders and invoices, the Paid amount, a payment progress bar and the Last activity.
The other cards
- Details: description, activity, sub-activity, tags, sales rep and traceability (who created and edited the folder).
- Customer: name, type, ICE or VAT number, email and phone. The customer's name opens their history.
- Payments: the payments received, with their method and the document paid. The download icon prints the receipt.
- Balance: Total excl. VAT, Net to pay, Total paid, Remaining to pay.
- Internal Notes: free text reserved for your team, with Auto-save.
- Documents: see Add quotes, orders and invoices to a folder.
The History tab traces each action on the folder (creation, documents attached, renaming, closing…). The Preview tab shows the PDF of a document in the folder.
Record a payment from the folder
In the Actions card, click Payment Add new.
In the “What do you want to allocate this payment to?” window, choose a row from Invoices to pay or Possible deposits. Documents that are Already covered cannot be selected.
Click Continue, then enter the payment (see Collect a customer payment).
“No target available for this payment” means that all the folder's invoices are paid and no quote or order accepts a deposit. The Payment button requires the Record a payment permission.
Keep the folder up to date
- Classify: in the Details card, click the Classify Project icon. The File Classification window lets you change the description, the activity, the sub-activity and the tags. Click Save: “Successful update”.
- Rename: click the pencil next to the number. In Rename folder, enter the Folder number or click Suggest with the customer's name, then Save.
- Change customer: ⋮ menu of the Customer card. This choice disappears as soon as the folder contains several documents or a validated document.
A closed folder can be neither renamed nor classified, nor receive new documents or payments: reopen it first (see Close or reopen a folder). Classification, renaming and notes require the Create and edit permission.