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The Overview Tab

Updated

Metrics

Two cards at the top of the Overview track how efficiently items move through your purchasing process:

  • Average Cycle Time (New to Paid) — the average number of days from when an item was added to when the client’s invoice for it was paid. Only client items that are Done and linked to a paid invoice are counted, and only invoices paid within the time window.
  • Average Done Time (New to Done) — the average number of days from when an item was added to when it was marked Done, over the items marked Done within the time window.

Each card shows the time window it covers (for example, Last 60 days). Both windows are set on the Configure tab (see 14.6). The figures are recalculated whenever an item changes status or a linked invoice is paid, and again every night, so they can lag a status change by a moment.

Item List

Below the metrics, two sub-tabs split the list. Each tab title shows how many items it contains:

  • Open — items that still need attention: New and Purchased.
  • All Items — every item, including those marked Done.

Each row in the table shows:

  • Status — a colored badge: New, Purchased, or Done. Hover over it to see the item’s ID.
  • Status Date — when the item entered its current status (the created date for New items, the purchase date for Purchased items, the done date for Done items).
  • Item Description — the catalog item name (or the typed description) and the quantity.
  • Client — the client the item belongs to. Company items show COMPANY here. Hover to see the property’s body of water and address.
  • Assigned To — the technician responsible for buying or installing the item.
  • Next Service (Open tab only) — when the tech will next be at the property: the property’s next service route day for items attached to a Service Route, or the next scheduled job date for items attached to a Job. When that service is today and the item is already Purchased, the stop number for the day is shown in bold after the date (for example Mon, 9/14/2026 (#3)) so the tech knows where in the day it is needed. Company items show – N/A –; client items with no upcoming route or job show – None –.
  • Item Amount — quantity × unit price.
  • Created Date — when the item was added to the list.
  • Invoice — an Invoice Now… button while the item is not yet invoiced; the invoice number, colored by its status, once it is; In Process… while PSS is waiting to add it to a recurring invoice (see 14.5); or – N/A – for company items, which are never invoiced.

Click any row to open the Shopping Item Details window (see 14.4). Click a column header to sort by that column.

Note: The Next Service column is only worked out for the Open tab, because it exists to plan the next visit. The All Items tab does not show it.

Searching and Filtering

Use the Search by item or client name… box at the top right to find a specific item. It matches the item description, the catalog item name, and the client name, and shows up to ten matches in a dropdown with their quantity, amount, and client; pick one to open its details.

To narrow the table itself, use the dropdowns in the bar above it:

  • Status — All Open, New, or Purchased on the Open tab; All Items, New, Purchased, or Done on the All Items tab.
  • All Techs — show only items assigned to one technician.
  • All Clients — show only items for one client (type to search). The list also has a Company entry that shows only your company items.
  • All Time — limit by date: All Time, Month (the last month), Quarter (the last three months), Year (the last year), or Custom. Choosing Custom opens a From / To date-range picker. An item is included when it was created, purchased, or marked Done inside the window, so a part bought last week still shows under Month even if it was logged months ago.

The table shows 10 items per page. When there are more, page through them with the Previous / Next controls under the table.

Bulk Actions

To change several items at once:

  1. Check the box at the start of each row you want to update. The checkbox in the header selects every item on the page.
  2. In the Mark as: bar, click New, Purchased, or Done to move all selected items to that status. A button is greyed out when every selected item is already in that status.
  3. To remove the selected items instead, click Delete at the right end of the bar and confirm.

Note: Marking items Done in bulk triggers the same automatic invoicing as marking them one at a time, and marking them Purchased updates inventory in the same way (see 14.5). Deleting an item does not remove the line it already put on an invoice.