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Lists: search, new, edit, delete

Most setup screens in the back office are a list with the same controls. Search…, Show inactive, + New, Edit, Delete (or deactivated when it is in use), the window with Cancel and Save, and the big green SAVED.

Who uses it:OwnerManagerWhere:Back office
On this page

Many screens under MASTERS work the same way: a list of records, a box to search it, a button to add one, and on each row Edit and Delete. Learn it once here, and you know Categories, Kitchen Stations, Order Types, Payment Methods, Price Levels, Void & Discount Reasons, Staff Master, Staff Categories, Suppliers, Units of Measure and Dining Shifts. Bigger screens such as Items or Outlets have more on them, but the same search, Show inactive and Save.

This guide uses Units of Measure as the example.

Before you start

  • To add, change or delete, your access group must allow changes on that screen. Without it, the list is there to read, with no + New, Edit or Delete. See Why a menu item or button is missing.

The list, part by part

A list screen: Units of Measure.
  1. Search…: type part of a code or a name. The list narrows a moment after you stop typing. With nothing found it says Nothing matches that search.
  2. Show inactive: also lists the records that are switched off, drawn faded. Leave it unticked for the records in use.
  3. + New: opens an empty window to add a record.
  4. Status: Active (green) is in use. Inactive (grey) is switched off: it is kept for the old bills and documents, and offered nowhere new.
  5. Edit and Delete: change the row, or remove it. See below.

A list shows 100 records a page. When there are more, the foot of the list says how many (143 records) and has Previous, Page 1 of 2 and Next. An empty list says Nothing here yet.

Add a record

  1. Click + New. The window New Units of Measure opens.
  2. Fill in the boxes. A box with a red * must be filled.
  3. Click Save. It reads Saving… for a moment.
  4. The big green SAVED covers the screen, and the new record is in the list.
The window + New opens. Edit opens the same window, filled in.
  1. Code: a short code, needed. No two records may share one.
  2. Name: the name people read, needed.
  3. Decimal places: a box of this screen's own. Its grey line explains it.
  4. Display order: the order of the list: smaller numbers first, and records with the same number by their code.
  5. Active: ticked, the record is in use. Untick it to switch it off without deleting it.
  6. ✕: closes the window without saving. Escape does the same.
  7. Cancel: closes the window without saving.
  8. Save: saves and closes the window.

Some windows fold their less used boxes under a line with ▸, such as ▸ More. Click it to open them.

The big green SAVED

After every save, the whole screen says so.

Every save in the back office ends on the big green SAVED, with a tick. Some screens add a line under it, saying what happens next. It goes by itself after three seconds; tap anywhere, or press Escape, to close it sooner.

Change a record

  1. Find the row: search for it, or tick Show inactive if it is switched off.
  2. Click Edit at the end of its row. The window Edit Units of Measure opens, filled in.
  3. Change what you need, then click Save.

Delete or switch off a record

  1. Click Delete at the end of the row.
  2. The back office asks: Delete "Kilogram"? If it has already been used it will be deactivated instead, so existing records stay intact. Click OK, or Cancel to keep it.
  3. A short message at the foot of the screen says what happened:
    • Deleted: it was never used, and is gone.
    • Deactivated — still used by items: it is in use somewhere, so it was switched off instead. Old bills and documents keep it; nothing new can choose it.

To bring a switched-off record back, tick Show inactive, click Edit on it, tick Active, and Save.

What if…