Transaction Edit Views

Overview

Edit View refers to the interface from which transactions are created.

These tables list the buttons and fields typically found on customer and supplier transactions (e.g. Quotations, Customer Invoices, Supplier Invoices). The buttons and fields differ between transactions. 

Top Row Buttons Explained

• Arrows: Navigates between transactions.

• Status: Allows the status to be changed.

• Links: Provides a list of all the documents that were copied to or from the current document.

• Output: Provides an interface to print, preview, or email a document (e.g. an invoice).

• New: Creates a new transaction.

• Save: Saves any changes and recalculates any fields if changes were made.

• Actions: Provides the following functions:

  • Add Attachment: Opens an interface to add an attachment.

  • Add new Customer: Adds a customer (quotations only).

  • Clear links to Sales Orders / Work Orders: Clears the links to Sales and Work Orders. Applies to Purchase Orders. This action clears links on the Header and Item Level and is useful to prevent a double cost against a Work Order if the Items on the Purchase Order will be received into Stock and issued against the Sales Order / Work Order. 

  • Copy to ... Copies the transaction to create the next transaction in the flow.

  • Edit Customer: Allows the customer's record to be edited.

  • Order Items by Material Category: Orders the items by their categories.

  • Update ... from Setups: Updates the transaction (e.g. quotation) to incorporate changes made to the setups after the entry was made. A popup allows users to select Materials and/or Services, and to update the Description, Costs or both.

  • Update the From Transaction: Updates the current invoice from the document it was copied from or allows the user to select a different source document.

• Approve

  • Appears if checklists are used.

  • Approves the transaction. Also provides for the following options:

    • Update Checklist (Auto & Override): Allows a supervisor to process the transaction without going through the checklists.

    • Email Approval Request: Generates an email to request the next person in the queue to approve the transaction.

    • Reset Checklist: Resets the checklist. Mostly used when an item was not approved or the transaction was changed.

• Menu

  • Delete Quote with all its versions: Applies to transactions that use versions (mostly quotations) and deletes all the versions.

  • Delete Version only: Applies to transactions that use versions (mostly quotations) and only deletes the current document.

  • Find Invoice No...: Opens a block in which an invoice number can be typed to display that invoice.

  • Open Transaction in Ledger: Opens the transaction in the ledger.

  • View Audits: Displays tracked changes made to the transaction.

  • View Customer Summary: Displays a summary of the customer's account details and transactions.

  • View Detailed Ledger: Opens the customer's ledger account.

  • View linked Transactions: Displays the list of transactions that are linked (same information as Links (button) but with more details).

  • View SM Responses: Displays any service manager responses if the invoice is linked to a service ticket.

  • View/Edit Checklist: Opens the checklist.

  • Layout

Status Bar Explained

• Status: The status of the transaction.

• Status Note: A field to type a note about the transaction.

• Due Date: The transaction's due date.

• Days: The number of days that the invoice has been outstanding. 

Header Explained

• No.: The transaction's number.

• Date: The transaction's date.

• Customer / Supplier: The name of the customer or supplier as selected from the dropdown list.

• Contact: The customer or supplier's contact person as selected from the dropdown list.

• Rep: The name of the rep as selected from the dropdown list.

• Category: The transaction's category as selected from the dropdown list.

• Reference: A field to type a reference.

• Specification: A field to type a specification.

• Other: A field to type a note.

• Reference & Note: 

  • Two fields to type a reference (top block) and a note about the transaction (bottom block).

  • These fields appear in the place of Reference, Specification, and Other.

• Deliver to: The delivery address as selected from the dropdown list.

• Controller: A dropdown list of users to select a controller.

• Terms: The customer or supplier's terms.

• Order No.: The customer's order number.

• Ref No.: The customer or supplier's reference number.

• Price List: A dropdown list of price lists to select the one that applies to the transaction.

Item Buttons Explained

• Add Adj% > Set: Allows an adjustment to be applied to all the line items. Applicable to Quotations.

• Custom: Adds a custom line item. The person capturing the transaction must complete all the fields for custom items.

• D/Note: Provides an interface to select Delivery Note items to add.

• Estimate: Provides a dropdown list of Estimate Types for an estimate to be created and linked to the line item.

• MMR: Provides an interface to select Material Movements (Receive) items to add.

• Material: Provides an interface to select materials to add including selecting their units, and to type the quantity to add.

• P/Order: Provides an interface to select Purchase Order items to add.

• Quote: Provides an interface to select Quotation items to add.

• S/Order: Provides an interface to select Sales Order items to add.

• Service: Provides an interface to select Services to add.

• View Receipts: Displays receipts allocated against an invoice.

• View: Select Items or Emails from the dropdown list.

Fields Explained

• /1000: The cost for 1000 units.

• /Qty or /: The quantity included in a unit.

• /Unit: The cost per unit.

• Account: The ledger account that is debited or credited.

• Actions

  • A context menu that can also be accessed by right clicking a line item. Functions that are unavailable are greyed out. They may be unavailable because the transaction is in a read-only status or because the function does not apply to the clicked line item.

    • Convert Fixed Price to Unit Price: Divides the fixed price by the number of units and adds it to the unit price.

    • Convert to Fixed Unit Price (MUP): Converts the price to a fixed unit price. Applicable to items that have a Price Range based on Qty (required for part invoicing).

    • Copy Item: Copies the item to create a new line item.

    • Create New Material: Creates a new material.

    • Delete Item: Deletes the line item.

    • Move Down: Moves the entry one line lower.

    • Move Up: Moves the entry one line higher.

    • Open linked Material Item: Opens the linked material item's record.

    • Update Material Price: Allows the material's price to be updated.

    • View/Edit Note: Allows users to create, edit, or view a note.

    • View/Edit Specification: Allows users to create, edit, or view a specification.

• Adj %: The percentage by which the price is adjusted.

• Adjustment: The value of the adjustment.

• Category: The transaction's category.

• Category (Mat): The material item's category.

• Code: The material item's code.

• CPN ProductID: The system-generated number for the product used in a campaign.

• Description: The material item's description.

• Direct Cost: The direct costs associated with the line item.

• DN No.: The Delivery Note number.

• Due Date: The date when the order is due.

• Due Time: The time by which the order is due.

• Enter: Whether the price is entered including (Inc) or excluding (Exc) VAT.

• Fixed Cost: The entry's fixed cost. This cost does not change when the quantity changes.

• Fixed Price: The entry's fixed sell price. This price does not change when the quantity changes.

• From: The code and number of the transaction that was copied to create this transaction.

• GP%: The percentage gross profit.

• Group:  A field to enter a name to group the items.

• Hr/s: The number of hours (e.g. quantity field if it is a service).

• ID: The system-generated number for the entry.

• In Stock: The quantity that is in stock.

• Item: The system-generated number for the placement of the item on the transaction

• Location: The location of the stock.

• Margin: The percentage of the price that is profit.

• Out Amt: The outstanding amount.

• Out Qty: The outstanding quantity.

• Product: The name of the product.

• Production:

  • A popup with the following fields

    • Cost Centre: Select a cost centre from the dropdown list.

    • Setup (Hrs): Enter the number of setup hours required.

    • Speed: Enter how many can be produced in a period.

    • /Hr: Enter the period that matches the speed.

• Profit: The amount of profit earned on the line item.

• PO No.: The linked Purchase Order number.

• QT No.: The linked Quotation number.

• QuoteItemID: The system-generated number for the linked item on the quotation.

• Qty: The quantity of the item on the transaction.

• Ref No.: The item's reference number.

• Resolve: The action that is taken with inventory items (e.g. reserve, order)

• Setup Price: The cost of setting up the product or service.

• Size: The size of the item.

• SO No.: The linked Sales Order number.

• Status: The item's status.

• Status (WO): The Work Order's status (applicable if the transaction type is a Sales Order). Displays the status of the last linked Work Order, if multiple work orders are linked.

• Subcategory: The item's subcategory.

• Subtotal: The item's subtotal.

• Supplier: The name of the supplier from which the cost price is derived.

• Total (CUR): The item's total in its currency.

• Total (Exc): The item's VAT exclusive total in the local currency.

• Total (Inc): The item's VAT inclusive total in the local currency.

• Total Cost: The item's total cost.

• Tracking: The item's tracking option.

• Type: The type of item. The item types are:

  • EPD: Product Estimate

  • EGR: General Estimate

  • EOS: Outsourced Estimate

  • EPR: Printing Estimate

  • CTM: Custom Item

  • MFD: Material Item

  • SER: Service Item 

• Unit: The item's unit.

• Unit Cost: The item's cost per unit.

• Unit Price: The item's sell price per unit.

• VAT: The VAT amount on the line item.

• VAT %: The VAT percentage on the line item.

• VAT Type: The VAT type selected for the line item.

• WO No.: The linked Work Order number.