Transaction List Views

Overview 

• The Transaction List Views display a list of transactions.

• Transactions have two list views. The one displays the transaction totals, and the other displays all the line items.

• The features that are available to the list views, differ between the Transaction and Item views.

• The Transaction List View opens by default. Switch to the Item List View by clicking Menu (Button) > Items.

The tables below describe fields most used in Customer and Supplier transactions (e.g. Customer Invoices, Supplier Invoices, Sales Orders, Purchase Orders). The fields and button functions differ between transactions.

Transaction List View 

Buttons Explained 

• Reset: Resets the data filters.

• Arrow on Reset

  • Resets the data filters and applies one of these options:

    • Today

    • All Pending

    • All Active

    • All Pending & Active

• View: Generates a list of transactions based on the selected filters.

• New: Create a new transaction.

• Output: Generates the attached template (e.g. invoice) for all the selected records. The Output options are:

  • Print: Prints to the default printer.

  • Print (Show Dialogue): Opens a dialogue for the user to select a printer.

  • Preview: Displays the output on screen.

  • Email: Creates an email and attaches the output. Email is placed in the outbox from where it can be viewed and sent.

  • SMS: Sends an SMS.

• Actions

  • Opens a list of Batch Update functions. All the selected records are changed when Update (button) is clicked, and the action is confirmed.

  • The options are:

    • Category: Changes the transaction's category to the one selected from the dropdown list.

    • Controller: Changes the controller to the one selected from the dropdown list.

    • Due Date: Changes the due date and time to those selected on the calendar and time chooser.

    • Rep: Changes the rep to the one selected from the dropdown list.

    • Req Date: Changes the required date and time to those selected on the calendar and time chooser.

    • Req Date SO and WO: Changes the required date and time on both the Sales and Work Orders.

    • Status: Changes the status to the one selected from the dropdown list.

• Menu

  • Views

    • Transaction: Switches to the Transaction List View.

    • Items: Switches to the Items List View.

  • Settings

    • Edit Categories: Opens an interface to edit the transaction's categories.

  • Export

    • Email Excel: Attaches the current display in .xlsx format to an email.

    • Export Grid: Creates a file in .xlsx format and opens a dialogue for users to select where to save the file.

    • Export XML: Available for Customer Invoices. Allows all the selected invoices to be exported in .xml format to comply with digital-invoice requirements in the EU.

  • Layout

    • Save Grid

    • Restore Grid

Filters Explained 

• Set

  • Options to select pre-set dates from this list:

    • No Date

    • User Date

    • Today

    • Yesterday

    • This week

    • Last week

    • This month

    • Last month

    • This year

    • Last year

    • Fin year

• Arrows: Adjusts the date in the direction of the arrow clicked.

• Date ... to: Allows a custom date to be entered.

• Transaction (radio button)

  • Applies the date to filter transactions based on their transaction dates. 

  • Applies to transactions such as Sales and Purchase Orders.

• Due Date (radio button)

  • Applies the date to filter transactions based on their due dates.

  • Applies to transactions such as Sales and Purchase Orders.

• User

  • Displays transactions created by the selected user / or allocated to the specific user (controller) depending on the transaction.

• Rep

  • Displays transactions where the selected representative is the rep.

  • Only available for customer-related transactions.

• Customer

  • Allows a customer to be selected from the dropdown list.

  • Only available for customer-related transactions.

• Supplier

  • Allows a supplier to be selected from the dropdown list.

  • Only available for supplier-related transactions.

• Status Checkboxes

  • Allows filtering on the specific status group.

  • Only the entries with the checked statuses are included.

  • If none of the status boxes are checked, all the entries are displayed.

Fields Explained 

• Acc No.: The customer's account number.

• Ageing: The number of days since the transaction was created.

• Approval: A list of fields that must be approved. 

• Attachments: Displays a paperclip if there are attachments.

• Category: The transaction's category.

• CI: The Customer invoice number.

• Contact: The customer or supplier's contact person.

• Controller: The user who is assigned as the controller.

• CPN No.: The campaign or contract number.

• Currency: The abbreviation of the currency used on the transaction.

• Category (Cus): The customer's category.

• Customer: The name of the customer.

• Date: The transaction date.

• Date SO: The linked Sales Order's date.

• Deliver to: The customer's delivery address.

• DN No: The Delivery Note number.

• Due Date: The due date (date on which production should be complete).

• Due Time: The due time.

• Invoiced (Exc): The VAT exclusive amount that has been invoiced.

• Flow: The system-generated number allocated to the transaction flow (all the transactions copied from each other).

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

• ID: The system-generated number allocated to the transaction.

• Ledger ID: The system-generated number allocated to the ledger entry.

• Location: The location of the inventory item.

• MMI No.: The liked Material Movements (Issue) number.

• NCR No.: The number of the Non-Conformance Report.

• Order No: The customer's order number.

• Other: The note typed into the Other field on the transaction's header.

• Outstanding / Out Amt.: The amount that is still outstanding (has not been paid to a supplier or received from a customer).

• PO No.: The Purchase Order number.

• QT No.: The Quotation number.

• Ref No.: The Reference Number filled in on the transaction (e.g. the Supplier's Invoice number).

• Reference: The reference on the transaction (Reference & Note section).

• Req Date: The date on which the goods or services are required (by the customer).

• Req Time: The time by which the goods or services are required (by the customer).

• Rep: The name of the rep allocated to the transaction.

• SI No.: The Supplier Invoice number.

• SM No.: The linked Service Manager ticket number.

• SO No.: The Sales Order number.

• Specification: The transaction's specification.

• Status: The status of the transaction.

• Status Note: The note typed on the status bar.

• Supplier: The name of the supplier.

• Terms: The customer or supplier's terms.

• Total (CUR): The transaction total in its currency.

• Total (Exc): The transaction's VAT Exclusive total.

• Total (Inc): The transaction's VAT Inclusive total.

• Updated: The date on which the transaction was last updated.

• Updated by: The user who last updated the transaction.

• User: The user who created the transaction.

• VAT: The amount of VAT on the transaction.

• WF No.: The linked Workflow number.

• WO No.: The linked Work Order number.

Context Menu Options (Actions) 

This menu pops up when you right click an entry or click the menu column (normally the last column. The menu column is listed as Actions on the Field Chooser (*).

Fields that are available to the transaction, but unavailable to the specific transaction that was clicked, are greyed out.

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

• View Job Summary: Displays a summary of the job which includes tabs for Costing and Timekeeping.

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

• View Supplier Summary: Displays a summary of the supplier's account and transactions.

• View linked Transactions: Opens a list of linked transactions on the right.

• View SM Responses: Displays any Service Manager responses.

• Copy to ...: All the copy options that are available for the specific transaction.

• Edit: Opens the transaction. The transaction can be edited depending on the user-access rights and current status of the transaction.

• Delete

  • Deletes the transaction.

  • Certain transactions (e.g. Customer Invoices) cannot be deleted. Their statuses can only be set to cancelled.

  • Quotations have two delete options:

    • Delete Version.

    • Delete Quote with all its Versions.

Items List View 

Buttons Explained 

• Reset: Resets the data filters.

• Arrow on Reset: Resets the data filters and applies one of these options:

  • Today

  • All Pending

  • All Active

  • All Pending & Active

• View: Generates a list of transactions based on the selected filters.

• New: Create a new transaction.

• Output:

  • Generates the attached template (e.g. invoice) for all the selected records. The Output options are:

    • Print: Prints to the default printer.

    • Print (Show Dialogue): Opens a dialogue for the user to select a printer.

    • Preview: Displays the output on screen.

    • Email: Creates an email and attaches the output. Email is placed in the outbox from where it can be viewed and sent.

    • SMS: Sends an SMS.

• Actions

  • Opens a list of Batch Update functions. All the selected records are changed when Update (button) is clicked, and the action is confirmed.

  • The options are:

    • Account: Changes the contra-account to the one selected on the dropdown list.

    • Category (Item): Changes the category to the one selected on the dropdown list.

    • VAT: Changes the following VAT-related fields: VAT Type, Inclusive or Exclusive option, Percentage.

• Menu

  • Views

    • Transaction: Switches to the Transaction List View.

    • Items: Switches to the Items List View.

  • Settings

    • Edit Categories: Opens an interface to edit the transaction's categories.

  • Export

    • Email Excel: Attaches the current display in .xlsx format to an email.

    • Export Grid: Creates a file in .xlsx format and opens a dialogue for users to select where to save the file.

  • Layout

    • Save Grid

    • Restore Grid

Filters Explained 

• Set

  • Options to select pre-set dates from this list:

    • No Date

    • User Date

    • Today

    • Yesterday

    • This week

    • Last week

    • This month

    • Last month

    • This year

    • Last year

    • Fin year

• Arrows: Adjusts the date in the direction of the arrow clicked.

• Date ... to: Allows a custom date to be entered.

• Transaction (radio button)

  • Applies the date to filter transactions based on their transaction dates. 

  • Applies to transactions such as Sales and Purchase Orders.

• Due Date (radio button)

  • Applies the date to filter transactions based on their due dates.

  • Applies to transactions such as Sales and Purchase Orders.

• User

  • Displays transactions created by the selected user or allocated to the selected user/controller depending on the transaction. 

• Rep

  • Displays transactions where the selected representative is the rep.

  • Only available for customer-related transactions.

• Customer

  • Allows a customer to be selected from the dropdown list.

  • Only available for customer-related transactions.

• Supplier

  • Allows a supplier to be selected from the dropdown list.

  • Only available for supplier-related transactions.

• Status Checkboxes

  • Allows filtering on the specific status group.

  • Only the entries with the checked statuses are included.

  • If none of the status boxes are checked, all the entries are displayed.

Fields Explained 

• /1000: The sell price for a thousand units (quotations only).

• /Unit or  /Item Unit: The cost or price per unit.

• Account: The contra-account (e.g. ledger account that is debited or credited).

• Adj %: The percentage adjustment on the price.

• Adjustment: The adjustment amount.

• Ageing: The number of days since the transaction was created.

• Category: The transaction's category.

• Category (Cus): The Customer's category.

• Category (Mat): The Material's category.

• Category (SO Item): The Sales Order Item's category.

• Code: The material item's code.

• Contact: The customer's contact person.

• Created by: The user who created the transaction.

• Created by (Cus): The user who created the customer.

• Currency or CUR: The abbreviation of the currency used on the transaction.

• Customer: The name of the customer.

• Date: The transaction date.

• Date Created: The date on which the transaction was created.

• Date Updated: The date on which the transaction was updated.

• Del No. or DN No.: The Delivery Note number.

• Deliver to: The customer's delivery address.

• Description: The item's description.

• Direct Cost: The item's direct cost.

• Due Date (Trans e.g. SO): The due date (date on which production should be complete).

• Due Time (Trans e.g. SO): The time by which the order should be completed.

• Due Date (Item): The due date for the specific line item (by when it should be complete).

• Due Time (Item): The time by which the specific line item must be complete.

• Enter: Whether the amounts were entered including or excluding VAT.

• From (Items): The code and number of the document that the items were copied from.

• From (Trans): The code and number of the document that was copied to create the transaction.

• GP %: The gross profit percentage earned on the item.

• Group: The name of the item's group.

• INV ID or ID: The system-generated number allocated to the transaction.

• Inv No. or INV No.: The Supplier or Customer Invoice Number.

• Inv Total (CUR) or SI Total (CUR): The transaction's currency.

• Inv Total (exc) or SI Total (exc): The VAT exclusive total of the transaction.

• Inv Total (inc) or SI Total (inc): The VAT inclusive total of the transaction.

• Inv VAT or SI VAT: The amount of VAT on the transaction.

• Item: The sequential number of the item on the transaction.

• Item ID or Inv Item ID: The system-generated number for the item.

• Item VAT: The total amount of VAT on the item.

• Ledger ID: The system-generated number allocated to the ledger entry.

• Margin: The profit as a percentage of the total price.

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

• Other: The note typed into the Other field on the transaction's header.

• Outstanding: The amount that is still outstanding (has not been paid to a supplier or received from a customer).

• PO No. (Header): The linked Purchase Order number that the transaction was copied from.

• PO No. (Item): The linked Purchase Order number that the item was copied from.

• Product: The name of the product.

• Profit: The profit earned on the line item.

• QT No. or Quote: The linked quotation number

• Qty: The item's quantity.

• Reference: The reference on the transaction (Reference & Note section).

• Rep: The name of the rep allocated to the transaction.

• Size: The item's size.

• SO No. (Header) or SO No.: The linked Sales Order number that the transaction was copied from.

• SO No. (Item): The linked Sales Order number that the item was copied from.

• Specification: The item's specification.

• Status: 

  • The status of the item.

  • If there are two status columns the one displays the transaction's status, and the other the item's status.

• Subcategory: The item's subcategory.

• Subtotal: The item's subtotal (before adjustments).

• Supplier: The name of the supplier.

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

• Total (Exc) or Item Total (Exc): The item's VAT Exclusive total.

• Total (Inc) or Item Total (Inc): The item's VAT Inclusive total.

• Trans ID: The system-generated number allocated to the transaction.

• Type: The type of 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.

• User or User Created: The user who created the transaction.

• VAT: The amount of VAT on the transaction.

• VAT Type: The VAT type applicable to the line item.

• VAT%: The percentage VAT applicable to the line item.

• Ver: The version number (applicable to quotations).

• WF No.: The linked Workflow number.

• WO No. (Header) or WO No.: The linked Work Order number that the transaction was copied from.

• WO No. (Item): The linked Work Order number that the items was copied from.

Context Menu Options (Actions) 

This menu pops up when you right click an entry or click the menu column (normally the last column. The menu column is listed as Actions on the Field Chooser (*).

Fields that are available to the transaction or item, but unavailable to the specific item that was clicked, are greyed out.

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

• View Job Summary: Displays a summary of the job which includes tabs for Costing and Timekeeping.

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

• View Supplier Summary: Displays a summary of the supplier's account and transactions.

• View linked Transactions: Opens a list of linked transactions on the right.

• View SM Responses: Displays any Service Manager responses.

• Copy to ...: All the copy options that are available for the specific transaction.

• Edit: Opens the transaction. The transaction can be edited depending on the user-access rights and current status of the transaction.

• Delete

  • Deletes the transaction.

  • Certain transactions (e.g. Customer Invoices) cannot be deleted. Their statuses can only be set to cancelled.

  • Quotations have two delete options:

    • Delete Version.

    • Delete Quote with all its Versions.