InventoryOnline

Contents

Edit Screen System

Overview

Framework → Edit

The Edit Screen System in Inventory Pro provides a universal interface for creating, viewing, and modifying records across all system modules. This dynamic screen system automatically generates appropriate input forms based on database structure and screen set configurations, providing consistent editing capabilities throughout the application.

Edit screen for item BOX-10 showing field names, values, data types, cost and pricing sidebar, and action buttons

Key Features

  • Universal Interface: Single editing system for all data types
  • Dynamic Form Generation: Automatic field display based on screen sets
  • Tabbed Interface: Organized multi-section forms for complex records
  • Security Integration: Permission-based field and button visibility
  • Copy and Clone: Duplicate existing records with modifications
  • Custom Operations: Module-specific buttons and actions
  • Search Integration: Quick record lookup and navigation
  • Audit Logging: Complete change tracking for compliance

Accessing Edit Screens

Opening Records for Editing

To edit an existing record:

  1. Navigate to list view for desired module
  2. Locate record in list
  3. Click pencil icon in edit column
  4. Edit screen opens showing record details
  5. Modify fields as needed
  6. Click “Save” to commit changes

Alternative access methods:

  • Quick search from lists using search functionality
  • Navigation from related records via links
  • Recent items history
  • Direct links from reports and dashboards

Creating New Records

To add a new record:

  1. Navigate to appropriate list view
  2. Click “Add” button (plus icon)
  3. Edit screen opens in new record mode
  4. Enter required field values
  5. Click “Save” to create record
  6. System assigns record ID automatically

Edit Screen Components

Standard Button Functions

Top button bar actions:

Save Button:

  • Commits all changes to database
  • Validates required fields before saving
  • Updates related records and calculations
  • Triggers audit logging
  • Returns to list or stays on record

Add Button:

  • Creates new blank record
  • Available when editing existing records
  • Preserves current unsaved changes with warning
  • Opens in new record mode

Back Button:

  • Returns to previous page
  • Warns about unsaved changes
  • Navigation history-aware
  • Preserves list filters and position

List Button:

  • Returns to originating list view
  • Maintains list filters and sorting
  • Shows record position in list
  • Quick navigation to related records

Copy Button:

  • Duplicates current record
  • Opens new record with copied values
  • Allows modifications before saving
  • Useful for similar record creation
  • Requires appropriate create permissions

Delete Button:

  • Removes current record from system
  • Requires confirmation before deletion
  • Only available when logging enabled
  • Checks for related record dependencies
  • Requires delete permissions

Cancel Button (New Records):

  • Abandons new record creation
  • Returns to previous screen
  • No data saved to database
  • Confirms before canceling if data entered

Module-Specific Buttons

Different record types display specialized buttons based on their functionality:

Common specialized operations:

  • Retire/Restore: Deactivate or reactivate records (assets, equipment)
  • Complete/Re-Open: Finalize or reactivate transactions (orders, appointments)
  • Label: Print barcode labels for physical items
  • Rename: Change record identifiers while maintaining relationships
  • History: View transaction and change history
  • Email: Send record information via email
  • Approve: Authorize transactions for processing
  • Merge: Consolidate duplicate records
  • Enable All: Bulk assignment operations

These buttons appear only when relevant to the record type and when the user has appropriate permissions.

Tabbed Interfaces

Multi-section records with tabs:

To navigate between tabs:

  1. Click tab name at top of form
  2. Tab content loads below
  3. Each tab maintains separate save state
  4. Unsaved changes warning when switching tabs

Common tab structures:

  • Main/Details: Primary information and extended details
  • Lines: Order line items, BOM components
  • Notes: Additional comments and documentation
  • History: Transaction and change history
  • Attachments: Files and images
  • Related Records: Cross-references and links

Tab navigation:

  • Current tab highlighted
  • Tabs persist across page loads
  • URL preserves tab selection
  • Direct tab access via URL parameter

Form Field Interactions

Field Types and Behaviors

Text Input Fields:

  • Single Line: Short text entries (names, IDs)
  • Multi-Line: Extended text (descriptions, notes)
  • Auto-Complete: Suggestions from existing data
  • Validation: Real-time format checking

Dropdown Selects:

  • Standard Dropdowns: Fixed option lists
  • Dynamic Dropdowns: Options based on other selections
  • Searchable Selects: Type-ahead filtering
  • Multi-Select: Multiple option selection

Date/Time Fields:

  • Date Picker: Calendar selection interface
  • Date Format: Configurable display format
  • Time Entry: Hour/minute selection
  • Date Calculations: Automatic date math

Numeric Fields:

  • Integer Entry: Whole numbers only
  • Decimal Entry: Precision-based decimals
  • Currency: Financial values with formatting
  • Calculations: Auto-calculated fields

Checkbox Fields:

  • Boolean: True/false toggles
  • Multiple Options: Select from list
  • Required Validation: Must check before saving

Lookup Fields:

  • Search Icon: Click to open lookup dialog
  • Quick Entry: Type ID directly
  • Related Data: Shows description after selection
  • Clear Button: Remove current selection

Required vs Optional Fields

Field indicators:

  • Bold Label: Required field must have value
  • Normal Label: Optional field
  • Red Highlight: Missing required value
  • Validation Message: Explains requirement

Required field validation:

  • Triggered on save attempt
  • Highlights missing fields
  • Prevents save until complete
  • Scrolls to first missing field

Copy and Clone Operations

Copying Records

To copy an existing record:

  1. Open record to copy in edit screen
  2. Click “Copy” button
  3. System creates new record with copied values
  4. Modify copied values as needed
  5. Unique identifiers reset (IDs, numbers)
  6. Click “Save” to create new record

Copy behavior:

  • Primary keys not copied
  • Auto-numbered fields reset
  • Dates may update to current date
  • Related child records not copied
  • Status fields reset to default
  • User and timestamp fields update

Copy use cases:

  • Creating similar records quickly
  • Template-based record creation
  • Standardized configurations
  • Duplicating complex setups

Email Integration

Emailing Records

To email a record:

  1. Open record in edit screen
  2. Click “Email” button
  3. Email composition window opens
  4. Configure recipients and message
  5. Click send to deliver email

Email functionality:

  • Pre-formatted record information
  • PDF attachment generation
  • Recipient address validation
  • Email templates by record type
  • Delivery confirmation
  • Requires email system configuration

Available for:

  • Purchase orders
  • Sales orders
  • Quotes
  • Shipping documents
  • Custom record types with email alerts

Special Operations

Rename Operations

For records with rename capability:

To rename a record ID:

  1. Open record in edit screen
  2. Click “Rename” button
  3. Enter new ID in prompt dialog
  4. Confirm rename operation
  5. System updates all related records
  6. Maintains referential integrity

Renameable records:

  • Parts/Items (Item ID)
  • Vendors (Vendor ID)
  • Customers (Customer ID)
  • Users (Login Name)
  • Cycle Counts (Cycle Count ID)

Rename considerations:

  • Updates all related transactions
  • Maintains historical data links
  • Requires special security permission
  • Cannot revert after saving
  • Validates unique new ID

History and Tracking

Viewing record history:

To access transaction history:

  1. Open record in edit screen
  2. Click “History” button (where available)
  3. History report opens in popup
  4. Shows all transactions for record
  5. Filter by date range or type

History types:

  • Item History: All inventory transactions
  • Receive History: Receiving transactions only
  • Issue History: Issue transactions only
  • Order History: Order processing events
  • Audit History: Changes to record fields

Security and Permissions

Permission-Based Interface

Edit screen permissions:

View Permissions:

  • Required to open edit screen
  • See record data
  • Access related information
  • View-only mode if no modify permission

Create Permissions:

  • “Add” button visibility
  • New record creation capability
  • Copy function availability

Modify Permissions:

  • Field editing capability
  • “Save” button visibility
  • Update existing records
  • Module-specific operations

Delete Permissions:

  • “Delete” button visibility
  • Record removal capability
  • Requires logging enabled
  • Separate from modify permission

Read-Only Mode

Read-only user behavior:

When user has view but not modify permissions:

  • Fields display in read-only format
  • Edit buttons hidden
  • Save button not available
  • Can view all information
  • Print and export available
  • Navigation buttons active

System-wide read-only:

  • Set per user account
  • Overrides all permissions
  • Maintains audit compliance
  • Temporary access restriction
  • Training and demo mode

Advanced Features

Screen Set Customization

Administrators can customize edit screens:

To customize screen layout:

  1. Must have “Create/Modify System Screen Set” permission
  2. Access screen customization tools
  3. Modify field visibility and order
  4. Configure tab organization
  5. Set default values
  6. Save custom screen set

Customization options:

  • Field visibility control
  • Field order arrangement
  • Label customization
  • Tab configuration
  • Group organization
  • Conditional display rules

Alternate Screen Sets

Multiple views of same data:

Administrators can configure alternate screen sets to provide different views of the same data. These alternate layouts display different fields or organize information differently while working with the same underlying records.

Alternate set uses:

  • Simplified data entry forms
  • Specialized views for departments
  • Data validation workflows
  • External user interfaces
  • Role-specific information display

Best Practices

Data Entry Efficiency

  1. Use Copy Function: Duplicate similar records rather than manual re-entry
  2. Tab Key Navigation: Use keyboard for faster data entry
  3. Save Frequently: Commit changes regularly during extended editing
  4. Required Fields First: Complete required fields before optional ones
  5. Lookup Shortcuts: Type known IDs directly instead of searching

Data Integrity

  1. Verify Before Save: Review all changes before committing
  2. Required Field Validation: Ensure all required data entered
  3. Related Records: Check impacts on related records
  4. Duplicate Prevention: Search before creating new records
  5. Audit History: Review change history for important records

Security Best Practices

  1. Appropriate Permissions: Only grant necessary edit permissions
  2. Read-Only When Appropriate: Use read-only mode for view-only access
  3. Delete Carefully: Verify no dependencies before deleting
  4. Rename Cautiously: Understand impacts of ID changes
  5. Log Review: Monitor audit logs for unauthorized changes

The Edit Screen System provides a powerful, unified interface for data management across Inventory Pro, with dynamic form generation, comprehensive security integration, and flexible customization capabilities to support efficient data entry and maintenance operations.

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