Transaction Setup

Transaction Types (tab)

ℹ️ Transaction Types are listed in a grid view with their properties on the right. The grid view displays a selection of the fields for reference purposes only. The fields can be edited by editing the applicable properties. 

Buttons

• New: Creates a new Transaction Type.

• Menu: 

  • Update all Generators:  Resets the transaction numbers to the last number. If all transactions are deleted before using this button, it will reset to zero.

  • Show Notes: Toggles showing or hiding notes.

  • Layout & Grids

Fields

• Field Chooser (*): Allows users to add or remove columns.

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

• RID: The system-generated number allocated to the Transaction Type in its module. 

• Description: A Description of the Transaction Type (e.g. Customer Invoices, Other Income).

• Code: An abbreviation of the description that appears on reports and links.

• Versions: A checkbox. If checked, versions of the transaction can be created. Mostly applicable to Quotations.

• Item Pricing:  The pricing option chosen for the items on a transaction (e.g. Quotations = Sell Price and Purchase Orders = Supplier Price).

• Item Resolve: The Resolve option chosen for the item (e.g. Sales Order = Reserve, Purchase and Produce. This means that items on a Sales Order can either be outsourced (Purchase), reserved from inventory (Reserve) or created (Produce).

• Estimating: A checkbox. If checked, an Estimate button is placed on the transaction for users to create and link an estimate.

• Est Pricing: Only applicable if Estimating is enabled. Specifies which price is used for estimation.

• Est Resolve: The Resolve option chosen for the estimate (e.g. Work Order = Reserve & Purchase. This means that raw materials can be reserved from inventory or purchased).

• VAT Type: The default VAT type chosen for the transaction.

• Accounting: A checkbox that, if checked, means the transaction is posted to the Ledger.

• Forex: A checkbox, if checked, Multi-currencies are allowed.

• Events: A checkbox, if checked Events functionality will be enabled.

• Calendar: A checkbox that, if checked, will add the transaction to the Calendar.

• Updated: The date and time on which the Transaction Type was updated.

• Checklist: If checked, a checklist must be approved before the transaction can be finalised.

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

• Menu (...): A submenu with the following options:

  • View/Edit Note

  • Copy to new Transaction Type

  • Delete Transaction Type

For more information on the Transaction Type Properties, click here.

Status (tab)

ℹ️ Statuses are created for the Header and Line items of each Transaction. 

Users are free to create as many statuses as they need, however, there are a fixed set of groups to which the status must be allocated.

Buttons and Filters

• Module dropdown list: Selects the module for which the statuses are created.

• Add Header Status (button): Adds another header status. 

• Add Item Status (button): Adds another item status.

Fields

• Field Chooser (*): Allows users to add or remove columns.

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

• RID:  The system-generated number for the status in the module.

• Colour: The colour allocated to the status.

• Order: The order in which the statuses should be applied, which matches the order in which they appear on the list in Transactions.

• Description: A description of the status.

• Group: The fixed status groups to which a Status must be allocated. The options are:

  • Pending: Used for new transactions.

  • Active: Used for transactions that are created but must be checked, or for jobs that are in progress.

  • Complete: Used for transactions that are complete.

  • Cancelled: Used for transactions that were made in error but cannot be deleted (due to user permissions or audit-trail reasons). It can also be used if an order gets cancelled.

• Default: The status can be selected as the default for the following:

  • None: No default is allocated. 

  • New Transaction:  The status that is automatically added to new transactions. Each Transaction Type must have a New Transaction status.

  • Pending: Used for new transactions. Indicates the transaction is still being edited.

  • Output:  Used in conjunction with the Output button  (e.g. if Transactions are printed or emailed, it will change to the status selected).

  • Part Complete: Used to set the Status when an order is partially complete. 

  • Complete: Used when a transaction, order or delivery is complete. Stops editing by marking the transaction read-only. This status works in conjunction with the Done (button) where available (Ledger and Payment modules).

  • Weighbridge: Used when an order needs to be weighed.

  • Landing Cost: Used to indicate that Landing Costs have been allocated.

  • Cancel: When selected, an Action to Cancel Transaction is automatically created

  • Reconciled: Used with Ledger transactions to indicate the transaction is reconciled (e.g. Bank or VAT reconciliations).

  • Planned: Used with orders (e.g. Work and Sales Orders) to indicate production is planned.

  • Version: Used with Quotations when customers are given different options for the same product (each option has its own version number).

• Editing: A checkbox, if checked, enables the transaction to be edited.

• Accounting: A checkbox, if checked the transaction is in an accounting status (i.e. it is posted to the ledger).

• Inventory: A checkbox, if checked, the transaction affects inventory (e.g. reserves, issues, etc.).

• Menu (...): A submenu with the following options:

  • Move Up: Moves the status one line higher. The order of statuses on the setup page must match the order in which they will be applied to a transaction for certain features to work (e.g. applying the next or previous status).

  • Move Down: Moves the status one line lower.

  • Delete: Deletes the Status.

Copy Rules (tab)

ℹ️ Transactions can be copied to create new transactions or the next transaction in a sequence (e.g. Quotation > Sales Order > Customer Invoice). Permissions to copy transactions are named Copy Rules. 

When Transactions are copied, the VAT percentage is updated from the current VAT percentage setup under VAT Types, and not from the copied transaction.

When a Transaction is copied, the Checklist on the source (from) Transaction is updated by default. 

Verifications

Before a transaction is copied, the following is checked: 

1. User Access on the Transaction you are copying to.

2. User Entity Access on both Transactions. 

3. The Checklist is resolved - if one is used. By default, the checklist on the Source (from) Transaction is updated when a transaction is copied. 

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

5. The Customer/Supplier Status  (e.g. if only active Customers/Suppliers are allowed.) The Statuses are not checked when you copy multiple transactions in a single step.

6. The copy rules relating to Items.

Fields

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

• Copy From: The Transaction Type to Copy From.

• Menu Caption: The caption for the action in the Menu button.

• Button Caption: The caption for the action on a standalone button.

• Status: The statuses the transaction must be in before they can be copied.

• Type: Controls which items can be added to the Transaction you have copied to or from. The options are: 

  • N/A: No items are copied. 

  • All: All the items are copied.

  • Flow: Items are only added if copied to a transaction in the same flow (e.g. Quotation to Customer Invoice).

  • Parent: Only items from the Parent Transaction are added.

  • Contact: Items can be copied from any Transaction linked to the same Customer or Supplier.

• Header Status:  The Status to which the From transaction header will be set. Leave blank to not change the header's status.

• Item Status: The Status to which the Items which were copied will be set. Leave blank to not change their statuses.

• Copy To: The Transaction to copy to.

• Caption To:  The caption for the action in the Menu (button) or context menu.

• Adjustment: Option to Copy or Not Copy the items.

• Copy Item Types:  Determines which Items can be copied. The options are:

  •  All: All the items will be copied.

  • Receive: Only items with the Receive Resolve will be copied.

  • Issue: Only items with the Issue Resolve will be copied.

  • Order: Only items with the Order Resolve will be copied.

  • Reserve: Only items with the Reserve Resolve will be copied.

  • Purchase: Only items with the Purchase Resolve will be copied.

  • Produce: Only items with the Produce Resolve will be copied.

  • None (Header Only): None of the items will be copied, but the header will be copied.

• Qty and Amount: Determines which item quantities will be copied. The options are:

  • Total: The total quantities on the original transaction will be copied.

  • Outstanding: The transaction can be copied more than once. Each time, only the outstanding quantities will be copied. 

  • Qty = 1:  The items will be copied with a quantity of 1. 

• Confirm: A checkbox, if checked users will be asked to confirm that they want to copy the transaction.

• Open Trans: A checkbox, if checked, the new transaction is opened for editing. 

• Action: A checkbox, if checked, the Copy command is added to Actions (button) with the Caption as specified in the Caption fields.  

• Description: Determines how the item description is displayed on the Copy Dialogue. The options are:

  • Code - Description

  • Description (Code)

  • Description (Reference)

  • Description

  • Code

Input Fields (tab) 

ℹ️ Input Fields allow organisations to specify additional fields they want users to complete when capturing transactions.

They are only available to certain transactions (e.g. those dealing with Customers and Suppliers).

Filter

• A dropdown list of all created Transaction Types for users to select the one the Input belongs to.

Buttons

• New: Creates a new input rule.

• Delete: Deletes the input rule.

• Preview: Displays a preview of the input rule.

• Menu > Create selectable Stored Procedure: Creates and copies the commands to your clipboard. It can be pasted into an SQL editor.

Fields

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

• Name: The system-generated name for the entry, which can be changed.

• Caption: The user-defined name for the entry.

• Editor: Specifies the type of input the user should provide. The options are:

  • Checkbox: A yes/no checkbox will be created.

  • ComboBox (Fixed list): A lookup list can be created, and users must select an entry from the list.

  • ComboBox (Editable): A lookup list can be created, and users may select an entry or type a different entry.

  • Customer: Users must select a Customer from a dropdown list of customers.

  • Date: A date must be selected.

  • Date (Read-only): A date is prefilled and cannot be edited.

  • Filename: The name of a file is entered.

  • Group Header: The applicable Group Header is filled in.

• Layout: Specifies where the input field is placed. The options are:

  • Below: Place the field below the input field listed above it.

  • Right: Place the field to the right of the input field listed above it.

  • Column: Starts a new column.

• Caption: Specifies where the caption is placed. The options are:

  • Hide: Hides the caption.

  • Left: Places the caption to the left of the input field.

  • Right: Places the caption to the right of the input field.

  • Top: Places the caption on the top of the input field.

• Width: A field to type in the width of the input field.

• Decimal: A field to type in the number of decimals, if applicable.

• Arrows: Indicates the order of the input field. It will be 1 if there is only one input field.

• Menu (...): A submenu with the following options:

  • Insert: Inserts a new input field.

  • Edit Lookup List: Creates the lookup lists for the combo boxes.

  • Move Up: Move the entry one line higher.

  • Move Down: Moves the entry one line lower.

  • Delete: Deletes the entry.

Output (tab)

• See Output

Categories (tab)

 ℹ️ Categories are used for search and reporting purposes. Different categories can be created for each Transaction Type. If a Transaction is copied, the category will also be copied if the new Transaction has a category of the same name.

Filter

A dropdown list of all created Transaction Types for users to select the one to create Categories for.

Buttons

• New: Creates a new category.

• Arrow on New (button): 

  • Allows users to copy the categories from a different transaction type. 

  • Opens a dropdown list of all the available Transaction Types for users to select from.

Fields

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

• Name: The user-defined name of the category.

• Menu (...): Click to activate a cross, then click the cross to delete the entry.

Checklist (tab)

• See Approvals

Alerts (tab)

ℹ️ Alerts will warn or block users from copying or completing transactions when certain conditions are not met. Alerts are available for Copy Rules and for Transaction Items.

Filter

• A dropdown list for users to select Copy Rules or Transaction Items.

Buttons

• New: Creates a new alert.

Fields

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

• Link: A dropdown list of all Transaction Types / the Transaction Type that the alert is for.

• User: A dropdown list of all Users / the User that the alert is for.

• Check: The action that will trigger the alert. The options are:

  • Insufficient Stock Available (Reserve/Issue Items).

  • Qty = 0.

  • Total = 0.

  • No Description.

  • Issue does not match Reserve (Reserve Items).

  • Receive does not match Order (Order Items).

  • Downstream Transaction Status not Complete.

  • Min. Markup (Set in Item Category).

• Action: The action that must be taken when the alert is triggered. The options are:

  • Warn: Displays a warning bar at the top of the screen.

  • Block: Prevents the user from continuing with the action.

• Equate: Performs a calculation to trigger the alert. The options are:

  • is equal to

  • is not equal to

  • is less than

  • is less than or equal to

  • is greater than

  • is greater than or equal to

• Value: A field to type in the value / the Value that is used in the calculation. 

• Value (Override):  The amount by which the value may be overridden. 

• Menu (...):  A submenu to:

  • Copy Alert

  • Delete Alert

Related Topics

• Reference: Accounting Overview 

• Reference: Approvals

• Reference: Batch Updates

• Reference: Extra Datasets

• Reference: Payments

• Reference: Point of Sale

• Reference: Properties (Creating Transaction Types)

• Reference: Settings (Transactions, Users and Roles)

• Reference: Setup (Setting up Transaction Types)

• Reference: Signatures

• Reference: Transaction Data Pipelines

• Reference: Transactions Overview

• Reference: Views

• Examples