Invoice Management Tool

Overview

An invoice form is used to display a consolidated list of all orders from the Orders List in a grid format. Clicking on an OrderId brings up a detailed Invoice showing the Order details which includes Shipping  Address, Billing Address, Product Details and Total Amount for the Order.

Prerequisite(s)
  • SharePoint 2010
Details
Data Structure
SharePoint list is used as a DataSource for Invoice. SharePoint lists consist of rows and columns that store data in a similar fashion to a traditional relational database management system such as SQL Server. However, a benefit of lists is that SharePoint includes Web Parts that provide simple methods for managing the data. If the data was stored in a database, it would require custom user interface components to access it and manipulate it. Also, specialized skills are required to design, implement, and maintain a custom database. Another advantage of using lists is that custom workflow and event handlers can easily be registered to them. By default the following columns are available in sharePoint list • ID • Title • Modified • Created • Modified By • Created By • Attachments Apart from these default list columns , user can add more columns depends on requirement.

SharePoint List
List Name Column Name Data Type
ProductList

Details of all the products are stored in this list.

ProductName Single line of text
UnitPrice Single line of text
ProductId Single line of text
Category Single line of text
SupplierID Number
IsDiscontinued Single line of text
SharePoint List
List Name Column Name Data Type
Ordered Product

Details of ordered products are stored within this list.

OrderID Single line of text
ProductID Single line of text
Quantity Single line of text
Discount Single line of text
UnitPrice Single line of text
SupplierID Number
SharePoint List
List Name Column Name Data Type
Order List

Details of all orders are stored in this list.

CustomerID Single line of text
SalesPerson Single line of text
OrderDate Date and Time
equiredDate Date and Time
ShippedDate Single line of text
ShipVia Single line of text
SharePoint List
List Name Column Name Data Type
List Name Functionality CustomerList

Details of the customer are stored in this list.

CustomID Single line of text
Name Single line of text
FirstAddress Single line of text
SecondAdress Single line of text
Phone Single line of text
Design And Configuration
The order of creation of forms would be Invoice form and then InvoiceDashboard form. when we click on the Order Id link displayed in the search grid on InvoiceDashboard Form , it is configured to open Invoice form.

List Of Forms Used
Name Functionality
Invoice Form Design Rule Design Shows the detailed Invoice including shipping and billing address. This form contains two search controls-srcOrder and srcProduct.The first grid shows the Order details as shown in the InvoiceDashboard. The second one shows the product details pertaining to that order.
InvoiceDashboard Form Design Rule Design Contains a search control which is used to display the details of all the orders.
Invoice
Invoice Form Design
01
Create a NewForm in the OrderDetails Folder and open it for editing.
02
Click anywhere on the form to get the form properties loaded in the Properties window. Change the Name of the form to MasterForm. Set the Width of the form to 1200 and Height to 1000.
03
Form Designing

Add a sub form to the bottom of the form and name it hdnSubform .Un tick the visibility property of the form. This is to hide the sub form. This form is used to add the hidden controls. Add 3 textboxes and name them as hdntxtOrderId, hdntxtcustomerId and hdntxtOrderProductId.

04
Add an Image control to the top left of the Invoice form.
05
Image Properties

Click on the image control and edit the properties window displayed on the right. Add the desired image by browsing to the Image source by clicking on the button shown below.

06
Add labels to accommodate shipping and billing address.

Form Designing
Form Designing
07
Properties like width, height background color etc. of each label can be changed in the properties window displayed on the right.
08
DataSource Setting

Configuring the first Search Grid: Add a search control and name it as srcOrder. Click on grid to get the Properties window for the search Grid. In the properties window select SharePoint from the Dropdown for DataSource.

09
New datasource Setting

Click on the grid to get the popup menu, choose DataSources tab and click on New DataSource Configuration.

10
SharePoint Lists

Available lists in SharePoint. Choose OrderList from the given set of lists and click Next.

11
Columns

Select the Result columns that are to be displayed on the grid, make sure you include the Id column. Click Next.

12
Condition

Enter the selection criteria as shown below. Id Equals hdntxtOrderId

13
Column DataType

Click Next until you reach the Search Result Configuration screen. The columns you had chosen would be shown there, You can modify the Column Header to give a user friendly name to the column. For Date columns change the default Type chosen as DateTime to Date if only date is to be displayed.

14
Configuring the second Search Grid: Add another search control and name it as srcProduct.
15
DataSource setting

Click on grid to get the Properties window for the search Grid. In the properties window select SharePoint from the Dropdown for DataSource.

16
New DataSource Setting

Click on the grid to get the popup menu, choose DataSource tab and click on New DataSource Configuration.

17
List Selection

A new Popup window opens showing the Available lists in SharePoint. Choose OrderProduct and ProductList from the given set of lists and click Next.

18
Result columns

Select the Result columns that are to be displayed on the grid. Then click Next.

19
Selection Criteria

Enter the selection criteria as shown below.

20
list Join

Set the relationship between the two lists by selecting the common column name in Primary and Child table drop down columns as shown below and click (+ Add) button.

21
Result Columns

Click Next until you reach the Search Result Configuration screen. The columns you had chosen would be shown there, You can modify the Column Header to give a user friendly name to the column.

22
New DataSource

click again on Create DataSource.

23
SharePoint

Give DataSource Name as dsSlctNameAdrs, choose SarePoint as the DataSource Type and click Ok.

24
Lists

Choose your CustomerList from the list and click Next.

25
DataSource Command

In Commands dropdown, default will be Select, click on Add button.

26
Condition

In the query criteria mapping choose Customer Id Equals hdntxtcustomerId.

27
Mapping

In Query Value Mapping section, we need to map only Name, FirstAddress, SecondAddress.

28
Adding Trigger

Click Finish to get back to the Commands Configured part and click on Add Trigger.

29
Trigger

Select hdntxtCustomerId as the triggers and click on Create Rule. This would set hdntxtCustomerId events as the trigger for loading the DataSource. Click Close. Click Finish.

Invoice Rule Design
01
Rule Name : ForemLoadRule | Trigger(s) : FormLoad
FormLoad Rule

Sets current date in the label ontop right through the rule Globalvariable(Now) A variable VarSum is initialized by setting the value to zero.

02
Rule Name : On_hdntxtOrderId | Trigger(s) : hdntxtOrderId
On_hdntxtOrderId Rule

The order id from the InvoiceDashboard form is passed to the hidden textbox named “hdntxtOrderId” in Invoice form.This rule contains all actions that has to take place once the order id value is filled in the hidden text box (hdntxtOrderId) ExecuteCommand(Select) rule is called in order to select the customer id corresponding to the given order id from the Customer List in textbox named“hdntxtcustomerId” Next two searches SrcProduct and SrcOrder are filled using the order id.

03
Rule Name : On_hdntxtcustomerId | Trigger(s) : hdntxtcustomerId
On_hdntxtcustomerId Rule

ExecuteCommand(Select) ruleis called in order to select customer name and shipping address from the Customer List using the customer id in “hdntxtcustomerId” textbox.

04
Rule Name : srcordercolor | Trigger(s) : srcOrder
srcordercolor

Contains 3 GridSetRowStyle rule.First one is used to set background color for all rows in the srcOrder search.Second one is used to set the header background color of the srcOrder search.Third one is used to set the header font color of the srcOrder search.

05
Rule Name : srcProductclr | Trigger(s) : SrcProduct
srcProductclr Rule

Contains 3 GridSetRowStyle rule.First one is used to set background color for all rows in the srcProduct search.Second one is used to set the header background color of the srcProduct search.Third one is used to set the header font color of the srcProduct search. GridSetValue rule is used to calculate and set the value in the “Extended price” column in Srcproduct search. Next a sub rule named “srcProductclr_1 “will be executed.This rule will work as a loop.This rule initially checks if the value of variable VarSum is less than the total row count of srcProduct search.If the condition is satisfied “Extended Price” value of each row is added and displayed in the SubTotal label displayed at the bottom.Also the subtotal value is added to the freight value and displayed in the total label at the bottom.

06
Rule Name : BillNameAddress | Trigger(s) : lblShipAddress2
BillNameAddress Rule

This rule is used to set the same customer address as the billing address.

InvoiceDashboard
InvoiceDashboard Form Design
01
Create a NewForm in the Invoice Folder and open it for editing.
02
Properties MianForm

Click anywhere on the form to get the form properties loaded in the Properties window. Change the Name of the form to InvoiceDashboard. Set the Width of the form to 1200 and Height to 1000.

03
3. From Toolbox->Standard->Data drag and drop a search control onto the form.
04
Style

Click on search control and name it as “srcOrderDetails” in properties window on the right. Set width as 790 and height 250.

05
DataSource

1. Click on grid to get the Properties window for the search Grid. In the properties window select SharePoint from the Dropdown for DataSource.

06
New DataSource

Click on the grid to get the popup menu, choose DataSource tab and click on New DataSource Configuration.

07
A new Popup window opens showing the Available lists in SharePoint. Choose OrderList from the given set of lists and click Next.
08
Columns

Select the Result columns that are to be displayed on the grid, make sure you include the Id column. Click Next.

09
Condition

Enter the selection criteria as shown below. ID NotEquals “0”

10
Columns

Click Next until you reach the Search Result Configuration screen. The columns you had chosen would be shown there,You can modify the Column Header to give a user friendly name to the column.For Date columns change the default Type chosen as DateTime to Date if only date is to be displayed.

11
Properties

To change the Order Id column as link button, click on the Configure Column button.

12
In Configure Column Links, choose Link Button for Column Type.
13
Link Button

Choosing Link Button opens another section below, where you can choose the form to navigate to when the button is clicked.Enter the folder name where the form is present and search to get that folder alone.Choose the form to be opened, in this case the Invoice form. Choosing this form makes this available in the Form Name drop down below.

14
Choose the field to be mapped in the Invoice form from the Field Name drop down. In this case hdntxtOrderId. In the Result Field choose Order Id. Click the + button to add this form to the box below. Next choose another field hdntxtcustomerId in Field down drop down . In the Result Field choose CustomerID and click + button. Click Ok. Click Finish.

Adding Link
Invoice Forms
InvoiceDashboard Rule Design
01
Rule Name : srchColor | Trigger(s) : srcOrderDetails
Search Color Rule

Contains 3 GridSetRowStyle rule. First one is used to set background color for all rows in the search control. Second one is used to set the header background color of the search control. Third one is used to set the header font color of the search control.

Template Summary
User is provided with a dashboard of all the orders from the order list. When user clicks on the “order id” , it navigates to a form showing the detailed invoice , which includes , shipping address, billing address,product details and total amount of the order.The data is fetched from four different sharepoint lists, CustomerList ,Order List, Ordered Product and ProductList.