Transaction Setup

Overview

There are no fixed Transactions in BOS Enterprise. All the Transactions used in BOS Enterprise need to be set up from scratch. The Transactions settings are located in the Setup > Transactions module as well as in the Setup > Settings module.

Note: When setting up Transaction Types, avoid creating/using a General Journal. Create fixed transactions for the relevant scenarios and link default General Ledger Accounts. Examples include Stock Journals, Customer Journals, etc.

Warnings

A Default = New Transaction has not been set up.

When changes are made to the Transaction Setup, a red Warning icon appears on the Rebuild button. The Rebuild button is used to rebuild all the accounting transactions after Accounting changes have been made.

Notes

Setup > Transactions > Transaction Types.

A Note field allows you to describe what transactions are used for.

Status

The following defaults can be linked to a Transaction Status:

New Transaction - Mandatory default which identifies the Status which is applied to a new transaction
Pending - When selected, an Action to Pend Transaction is automatically created and accessible to all Users.
Complete
- Used to set the Status when the Done button is clicked. Used in the Ledger and Payment modules
- Used to set the Status on a digital Delivery when it is complete.
Part Complete - Used to set the Status when a digital Delivery was part-complete - the Actual quantity does not match the Transaction quantity
Cancel - When selected, an Action to Cancel Transaction is automatically created
Output - Transaction will be updated to this status when the Transaction is Output - Preview, Print or Email.
Landing Cost - Used to flag a Transaction when Landing Costs have been allocated
Approved - Used with Checklists - when the Checklist is resolved, the Transaction Status is set to the Approved Status.

Transaction Settings

Default: View Signed Documents (Default = No) - This setting is used to add the View Signed Documents menu item to the Menu > Summaries menu group in transaction modules.

Default: Start a new Transaction flow - (Default = No) When Yes, a new Transaction Flow will be initiated every time a new transaction is created, even if it was copied from another transaction.

Default: Convert Items to Estimates (Default = No) - If Yes, Items with linked Costings will automatically be converted to Estimates when they are inserted. Useful when the Transaction uses Selling Prices, but you need to edit Variables on the Estimate.

Default: Send emails to - Select one or more from Transaction Contact, Accounting Contact, Assign to, Rep and User. The Default is the Transaction Contact or the Accounting Contact when emailing from Accounting Transactions.

Default: Use VAT Type IDs (eg. '= 2', ' in (1,2,3)) - Include -1 for No VAT - When this setting is blank (Default), all the VAT Types are available in the lookup list used in Transaction Items. (Note: This setting is not applied to the Ledger).

Enable Import/Export - Enables a number of fields that are required when you are importing or exporting products

Enable Contract Billing - Enables a number of fields that are useful for managing the recurring billing on Contracts

Enable Procurement/Purchasing - Enables a number of fields that can be used in the procurement and approvals process

Role Settings

Status - Editing Allowed (eg, 1,2,3) - Identifies the Status IDs for which the role has Editing rights.

User Settings

Setup > Setup Transaction Types - Access Allowed (Y/N)

Item - Pricing

Selling Price
Cost Price
Supplier Price
Estimate Price
Inventory - Issue - The inventory Price is assigned
Inventory - Receive (Actual) - Only works when copying from a Transaction which includes one Estimate Item - NB. it also depends on General Setting > Costing settings linked to the Transaction - to identify the transaction used to Issue stock.
Inventory - Receive (Estimated) - Takes the Direct Cost on an Estimate (Materials and Outwork) or the Total Cost from Items that are not Estimates.