For those of you who have been using Profit Rhino's work order grid, you may be wondering how you can filter down or remove some of the excess information. For instance, maybe you're really just looking for all of the invoices that have been paid in cash, and how much the average cash payment is. When you're looking at the default view for the work order, that can obviously be a little difficult to parse.
As such, the work order grid is extremely flexible in the data that is presented and what order it's presented in.
Lets start with talking about how we can pair down what data is present on this grid (as in, what columns are actually showing).
First, navigate to the work order grid by logging into Profit Rhino, from a laptop or desktop computer, and clicking the invoices button on the left.
After doing so, you should see a screen similar to this:
So there are around 13 default columns visible on this invoice grid, to limit that we'll need to click the button to the direct right of "Export Excel" button.
After you've clicked that button, you'll see a small pop-up that says, "Columns". Hovering over those columns, will let you select which columns you'd like to be visible. The following image demonstrates:
So, what I'm going to do is uncheck every column except work order/status, PMT Type, and Paid.
After doing so, my grid will look like this:
Alright. This is pretty good, I've pared down the amount of information I'm looking at, and things are certainly a bit easier to read for my purposes now. But, I still have a couple problems:
- I'm still seeing work orders with no payments applied.
- It's not very well organized.
Now, the first thing I could do is just sort by PMT Type by clicking on the PMT Type header. That will make my grid look like this:
Now I'm able to find the data I was looking for, but it's still cluttered. Instead of just sorting, what I'll need to do is filter the unimportant information out.
To apply a filter, click the funnel icon directly to the right of the header of a particular column, after doing so, you'll see a drop down where you can apply some "logic" to your work order grid. The following image demonstrates:
So this box may seem a little complicated, but it just takes a little getting used to. The first part of building one of these pieces of "filter logic" is deciding how we want to compare the data. You're going to see a few default options, that's where that "is equal to" drop down is coming into play. The choices are as follows:
- Is equal to, this is going to check whether the work order value that you're trying to filter (in our case the payment type) is equal to a certain value.
- Is not equal to, very similar to above, but it's checking to see whether this value is NOT equal to the one you input.
- Starts With, this filter will let you select all data that begin with the value you input here.
- Contains, similar to starts with, but instead it's letting you select data that contains the value you input everywhere, instead of just at the beginning of the data.
- Does not Contain, similar to above except it's checking whether it doesn't contain that value.
- Ends With, is the exact same as Starts With, but instead it's checking for this value at the end of the data instead of at the beginning.
- Is Empty, is going to check whether there's data there at all. If there IS data, it's going to filter it out.
- Is Not Empty, similar to is empty but instead of filtering out the ones that have data, it's going to filter out the ones that don't.
Now I know that's a lot to take in, but once you've played around with it a bit more, these pieces of "filter logic" will be a powerful tool in allowing you to get the data you need.
Back to filtering, you can actually apply two pieces of filter logic to each column, separated by an AND or an OR. AND is going to check whether both pieces of filter logic are correct and OR is going to check whether or not just one of those pieces of filter logic is true.
Now, for certain values, I may just see some check boxes. In the case of payment types I'll just see the following drop-downs:
So on the payments column, I'm going to just select cash.
After you're done filtering, if you still need to search for a particular work order (I.e. I need the work order with this work order number) there is a search bar right above the grid.