Transactions

Overview

Transactions consist of a Header that includes the Transaction No., Date, Customer/Supplier, Reference, and Order No. etc. and Items which include the Description, Qty and Pricing of the products or services that are being transacted.

Multi-Currency

Certain Transactions support multi-currency, for example, Quotations, Sales Orders, Customer invoices, Purchase Orders and Supplier Invoices as well as Customer/Supplier Payments and Refunds. By default, the Currency linked to the Customer or Supplier will be selected.

Transaction Links

When Transactions are copied, they are automatically linked. Click the Links button to open a linked Transaction. Alternately you can select Menu > Summaries > Linked Transactions for a more detailed view of all the linked Transactions

Accounting

Transactions update your accounting at an Item level. Each item on an Accounting Transaction can update VAT as well as a Debit and Credit Account. Not all Transactions update Accounting, for example, Quotations, Sales Orders, Purchase Orders and Work Orders - these are control transactions that help you manage your sales, production and procurement. The Ledger module provides the functionality to view all your accounting transactions in one module.  Customer Invoices, Customer Credit Notes, Supplier Invoices and Supplier Debit Notes are in-module Accounting transactions. These transactions are created in the module and replicates to the Ledger. Note: Ledger transactions are created in the Ledger and do not replicate to modules.

Transactions > Menu (button)

• Enable Debit & Credit - Enables the ability to override the Debit and Credit defaults in the transaction for custom selections.

Inventory

Transaction Items are used to update the Inventory. The following fields affect how the Inventory will be updated:

• Resolve - Reserve, Order, Issue, Receive

• Location - Links the Item to an Inventory Location. See more information on Location Statuses.

• Item Status

• Transaction (Header) Status

Default Inventory Location: The selection of the Default Inventory Location takes into account the Inventory Location (Inactive Locations are not assigned by default)

Inventory View

Shows Inventory at an Item Level

Show/Hide fields

The following fields can be enabled/disabled in the Transaction Header.

• Delivery - Settings > Transactions > Default: Show Delivery Address

• Due Date - This field is enabled when a Caption is set for it.

• Custom fields x 3 - These text fields can be enabled in the Setup > Transactions module

Estimating

Transaction Items can open to an Estimate. If there aren’t any estimate types linked to a Transaction, clicking the Estimate button will add a General Estimate, else clicking the Estimate (button) will open a dropdown menu that displays the Estimate options. 

Variables - When an Estimate linked to a Transaction Item contains Variable Items, you can right-click the item and select View/Edit Variables to edit the Variable Items.

Deposits

The Transaction Setting > Default: Deposit percentage (Default = 50) can be used to generate a Deposit value on a Transaction. If a value is assigned to this setting, the Deposit % field can be adjusted on the Transaction edit form. The Deposit amount is calculated in the Transaction currency. Field names for Output templates: DEPOSITPERCENT, DEPOSIT.

Required Date vs Due Date

The Required Date is utilized to document the original date requested by the Customer. It is preferable for this date to remain unchanged once the transaction is in progress. The Due Date can be employed to indicate the actual delivery date, taking into account production limitations.

Both dates can be enabled/disabled using Settings > Transactions > Default: Caption for Required/Due date - if a caption has not been set for these fields, they will not be displayed.

Attachments & Notes

Notes and Attachments can be opened in the side panel and synchronized with Transactions - see the Notes button at the top right of the Edit form and Open Notes and Attachments on the list view popup menu. 

Delivery Address

By default, the Delivery Address on Customer Transactions is set to the linked Customer's Address.

By default, the Delivery Address on Supplier Transactions is set to the Address on the linked Entity. If the Entity Address is blank, the Address is set to the Company’s primary Address (Setup > My Organisation) 

Menu > Select Delivery Address - When using this option, Internal Addresses from Entities and My Organisation as well as all the Addresses linked to Customers in the same transaction flow are displayed. 

The Transaction Setting > Default: Show Delivery Address is used to determine whether or not Delivery Addresses are used on a Transaction. Default = No.

Transaction Totals

• TOTALUNIT - Total/Unit, after adjustment, in the selected Currency

• TOTALCURRENCY - Total of the Transaction in the selected Currency

• TOTAL - Total excluding VAT in the local Currency

• VATAMT - VAT Amount

• TOTALVAT - Total including VAT in the local Currency

• TOTALWHT - Total Withholding Tax

• TOTALDUE - Total Due in the selected Currency (Total less WHT)

Landing Costs

Landing Costs can be assigned to Transactions by value. If you would like to use a different model, you can clear the landing Costs setting and edit the Landing costs field directly.

Copy Rules 

Copy Rules are used to copy Transactions.  A copy dialogue can be used to set the Status of the Transaction you're copying from, select the Items to be copied, and update the Qty on items to be copied.  Multiple Transactions can be selected and copied from the Transaction List View.  When the multi-select option is used, the Copy dialogue is not displayed.

Before you copy a transaction, the following is checked: 

• User Access on the Transaction you're copying to

• User Entity Access on both Transactions 

• The Checklist is resolved - if one is used.

• Status from which a Transaction is allowed to be copied.

• The Customer/Supplier Status - when the Transaction you're copying to allows active Customers/Suppliers only. (This is not checked when you multi-select and copy)

• The Items to be copied also depend on the Copy Rule Setting - this can be changed in the Copy dialogue.

Copy Rules Fields

• Copy From - Select a Transaction 

• Status - The allowed Status/es on the Transaction you're copying from

• Type - Controls which items can be added to the Transaction you have copied to. (Parent = you can only add items from the From transaction)

• Header Status - The Status to which the From transaction header will be set - use blank to leave the Status unchanged.

• Item Status - The Status to which the Items which were copied will be set - use blank to leave the Status unchanged.

• Copy To - Select a Transaction

• Copy Item Types - Determines which Items can be copied - eg. All, Reserve Items to a Goods Issue, Purchase Items to Purchase Order, etc.

• Qty and Amount - Set to Total if you need to copy the Transaction multiple times - eg. you copy from a template. Set to Outstanding to prevent copying duplicate amounts - eg. from a Sales Order to an Invoice. 

• Confirm - When true, the Copy Dialogue will be opened when you copy the Transaction

• Open Trans - When true, the new transaction that was created will be opened. 

• Action - When true, the Copy Rule will be added to the From transaction's Action menu.  

• Description - Determines how the item description is displayed on the Copy Dialogue. Select from the following options:

  • Code - Description

  • Description (Code)

  • Description

  • Code

Batch Updates

Batch Updates can be used to update multiple selected records in one batch.

Transaction List View

Access to apply updates is controlled by User Settings > Batch Updates - Batch Updates Allowed (Default = No)

Click Action (button) > Batch updates to open the dialogue.

NB. Batch updates need to be used carefully as they are applied to all the selected transactions, regardless of their read-only status. 

Fields that can be updated include: 

• Status - Updates are applied regardless of your Status Update settings

• Rep - When applicable

• Assign to - when applicable

• Category

• Reference

• Due Date - When applicable

• Costing - Costing Status of the linked item. 

Transaction Edit View

Used to update multi-selected Items on a Transaction. They can only be applied to editable Transactions.

Fields that can be updated include: 

• Status

• Adj %

• Qty

• VAT

• Group

• Resolve

• Department - Available in the Transaction and the Ledger modules, hidden by default.  The field can be populated from the list of Departments set up in My Organisation > Organigram. Note: The Code on Departments needs to be populated. 

Output - Data Pipelines

• Trans_All - Displays all the transaction headers

• Trans_Rec - Displays the currently selected transaction header

• Trans_Company - Displays the Customer/Supplier fields linked to the Transaction

• Trans_Contact - Displays the Contact fields linked to  the Transaction

• Trans_Rep - Displays the Rep contact fields linked to the Transaction

• Trans_AssignTo - Displays the Assign To contact linked to the Transaction

• Trans_BusEntity - Displays fields from the Entity linked to the Transaction

• Trans_Entity - Displays fields from the Item linked to the Transaction Header

• Trans_Entity_UDF - User fields linked to the Item linked to the Transaction Header

• Trans_Timekeeping - Timekeeping records linked to a Transaction 

• Trans_Flow_Timekeeping - Timekeeping records linked to the Transaction flow

• Trans_Com_UDF - User fields linked to Customer/Supplier which is linked to the Transaction

• Trans_CAA - Customer Age Analysis

• Trans_Images - Images linked to the Transaction

• Trans_UDF - User fields linked to the Transaction

• Trans_Finance - Loan Finance fields linked to the Transaction

• Trans_Payments - Payment Schedule linked to the Transaction

• Items_All - Displays all the Items linked to the Transaction 

• Items_Rec - Displays the currently selected item

• Items_Note - Linked to Transaction Item - The Specification and Instruction from the Linked Item 

• Items_StockItems - The items that are linked to a Stock Location (Transaction needs to be in an inventory status)

• Items_Images - Linked to Transaction - All the Images from the linked Item, where the transaction Item is set to display an image.

• Items_Costs - All the Estimate Costs linked to the Transaction. Ordered by Transaction Item, Estimate Component Order, Cost Type, Estimate Order

• Items_SerialNo - Links to Transaction Items - All the Serial Numbers linked to the Transaction Item

• Items_Est_Desc - Links to the transaction item - Displays all the Estimate items where Desc (D) = True. Order by Parent OrderID, Item OrderID

Attachment Images

• Images_Item - Images from attachments linked to the Item which is linked to the Transaction Item

• Images_Items - All the Images from attachments linked to the Items which are linked to the Transaction

• Images_Trans - Images from attachments which are directly linked to the Transaction 

• Images_Flow- All Images from attachments which are linked to the Transaction flow.