Close and File Report (File Codes)

Physical files eventually need to be collected, boxed, and moved outside of the office. The Close and File Report can identify projects and orders that should be filed away, as well as show the transaction’s basic information including total sell, total earnings, and direct customer. Once the files are stored, users can identify orders and quotes inside OASIS that are filed away by assigning a “File Code” on the General tab of the transaction. This article will explain how to run the Close and File Report, how to assign a “File Code” to a transaction, and how to search transactions based on the file code.

Running the Close and File Report

1. Navigate to the Orders page.

2. Select “Reports.”

3. Select “Close and File Report” from the drop-down list.

4. The “Close Projects and Orders” window will appear.

5. Select an “Output to:” field.

• Local Printer- the system printer dialog is used to select a printer.
• Print Preview- the report is shown in the print preview dialog box.
• PDF File- a file selection dialog box is used to select the name and location where a PDF copy of the print will be produced.
• Microsoft Excel- a file selection dialog is used to select the name and location where an Excel copy of the print will be produced.
• Send Message- the OASIS send message feature is activated for emailing a PDF copy of the print.
• Send Message (Excel)- the OASIS send message feature is activated for emailing an Excel copy of the print.

6. Check the boxes of transactions to be used in the report. Note: OASIS will only pull orders and projects that are closed with no file code assigned.

7. Enter a timeframe.

8. Select “Print.”

Assigning File Codes

1. Navigate to the Orders or Quotes page.

2. Open an existing order or quote.

3. Select the “General” tab.

4. Input a file code into the “File Code” field.

5. A “Filed mm/dd/yyyy” note will appear to the left of the field.

Finding a File Code in OASIS

1. Navigate to the Orders or Quotes page.

2. Select the  button.

3. The “Find” window will appear.

For quotes, select the “Basic” tab.

For orders, select the “More” tab.

4. Enter the file code in the “File Code” field.

5. Click "Ok."