Settings for Transactions

General Settings

Navigation: Main menu > Setup > Settings > General (tab)

• Accounting > Password to edit read-only Transactions in Ledger: If a password is typed in the Value column, it can be used to edit transactions with statuses that do not allow editing.

The following settings allow an organisation to select the transaction types that are used for specific functions. Where IDs are used, multiple transactions can be selected:

• CRM > Transaction Type IDs for Customer Invoices (eg. = 2, in (1,2,3))

• CRM > Transaction Type IDs for Quotations Invoices (eg. = 2, in (1,2,3))

• Cashups > Filter - Transaction Type (eg. = 2, in (1,2,3)) 

• Cashups > Transaction Type - Cashup Shortfall

• Cashups > Transaction Type - Cashup Surplus

• Item & Inventory > Item Costings - Transaction Type

• Items & Inventory > Transaction used for Inventory Adjustments

• Payments - Transaction Type - Customer Payments

• Production > Projects Transaction

• Production > Show Linked Transaction No./s in Job View

• Production > Tasks Transaction

• Supplier Payments > Transaction Type - Accruals - Foreign Currency Payments

• Supplier Payments > Transaction Type - Supplier Discounts

• Supplier Payments > Transaction Type - Supplier Payments

Transaction Settings

Navigation: Main menu > Setup > Settings > Transactions (tab)

ℹ️ These settings are applied to specific Transaction Types. Some settings should be applied to multiple Transaction Types.

Most of the settings have checkboxes in the Value column. If checked, the selected Transaction Type is used for that function.

• Accounting > Set Transaction Complete when allocated: When payments or credit notes are allocated to invoices, the transaction is automatically set to the status that marks it complete.

• MRP: Purchase Order Transaction (MRP - On Order):  Checkbox.

• NCR: Transaction used for 'Customer Complaints': Checkbox.

• NCR: Transaction used for 'Direct Costs': Checkbox.

• NCR: Transaction used for 'Production Related': Checkbox.

• NCR: Transaction used for 'Supplier Returns': Checkbox.

• POS: Transaction limit for Cash Sales (VAT No. not required): Field to type a limit. This limit will usually be the government-imposed limit for invoices that do not require a VAT registration number but on which VAT may still be claimed. 

• Periodic Ledger: Transaction used to Decrease Inventory: Checkbox.

• Periodic Ledger: Transaction used to Decrease Purchases Delivered and not Invoices: Checkbox.

• Periodic Ledger: Transaction used to Increase Inventory: Checkbox.

• Periodic Ledger: Transaction used to Increase Purchases Delivered and not Invoices: Checkbox.

• Service Manager: Transaction used for Progress Invoices: Checkbox.

• Service Manager: Transaction used for Quotations: Checkbox.

• Supplier Payments: Transaction used for Supplier Invoices: Checkbox.

• Tracker: Module: Issue Goods (Select the Issue Transaction): A dropdown list of Transaction Types for users to select one.

• Tracker: Module: Issue Inventory (Select the Issue Transaction):  A dropdown list of Transaction Types for users to select one.

• Tracker: Module: Receive Goods (Select the Receive Transaction):  A dropdown list of Transaction Types for users to select one.

• Tracker: Module: Receive Inventory (Select the Receive Transaction):  A dropdown list of Transaction Types for users to select one.

• Transactions > Add Items to Transactions: Checkbox.

• Transactions > Add to Inventory Replenishment Actions (Produce): Checkbox.

• Transactions > Add to Inventory Replenishment Actions (Purchase): Checkbox.

• Transactions > Caption for Check in: Field to type a caption.

• Transactions > Caption for Check out: Field to type a caption.

• Transactions > Caption for Due Date: Field to type a caption.

• Transactions > Caption for Required Date: Field to type a caption.

• Transactions > Convert new Items to Estimates when Pricing = Sell Price:  If the checkbox is checked, linked Costings are converted to Estimates.  Enabling this feature allows users to edit the variables on the estimate.

• Transactions > Create new Transactions: Checkbox.

• Transactions > Default: Deposit percentage ( Control is hidden when set to default of 0%): Field to type a percentage.

• Transactions > Default: Due Date (Days from Transaction Date): Field to type the number of days to automatically calculate Due Dates.

• Transactions > Default: Required Date (Days from Transaction Date): Field to type the number of days to automatically calculate Required Dates.

• Transactions > Editing of Totals allowed: Checkbox.

• Transactions > Enable 'Clear Overpayment' function in Ledger: Checkbox.

• Transactions > Enable 'Discount Outstanding' function in Ledger: Checkbox.

• Transactions > Enable 'Record Foreign Exchange Gain' function in Ledger: Checkbox.

• Transactions > Enable 'Record Foreign Exchange Loss' function in Ledger: Checkbox.

• Transactions > Enable Contract Billing: Checkbox.

• Transactions > Enable Import/Export: Checkbox.

• Transactions > Enable Procurement/Purchasing: Checkbox.

• Transactions >  Enable Signatures:  The options are:

  •  None: Signatures are not captured (default)

  • Transaction: Signatures are only shown on the document that is signed (e.g. a Delivery Note). 

  • Transaction Flow: Signatures are shown on all the documents in the transaction flow (e.g. Delivery Note, Customer Invoice). 

• Transactions > Group Transaction Items by: The options are:

  • N/A

  • Class

  • Category

  • Sub Category

• Transactions > Hide Header column 3: Checkbox.

• Transactions > Link Meter Data to Transaction Items: Checkbox.

• Transactions > Online Documentation (URL): A field to type a URL.

• Transactions > Search Items by Code: Checkbox.

• Transactions > Show Delivery Address: Checkbox.

• Transactions > Show Item Notes: Checkbox.

• Transactions > Show Linked Trans No./s from (Select the Transaction): A dropdown list of Transaction Types for users to select one.

• Transactions > Start a new Transaction flow: : Checkbox. If checked, a new Transaction Flow will be initiated every time a new transaction is created, even if it was copied from another transaction.

• Transactions > Status: Serial Numbers (Produce): Checkbox.

• Transactions > Transaction Board View - Custom field (SQL):   Checkbox. If checked, users can create a custom text field on the Transaction Board. The Template (button) on the SQL Editor generates sample SQL with the valid fields and parameters. 

• Transactions > Use Serialised Stock:  The options are:

  • N/A

  • Issue (Scan Serial No.)

  • Receive/Issue (Scan Code)

  • Return (Scan Serial No.)

  • Produce

• Transactions > Use for Material Requirements Planning (MRP):  Checkbox.

• Weighbridge > Create Transaction from Purchase Order for Weighbridge (ln):  Checkbox.

• Weighbridge > Purchase Order Transaction for Weighbridge (ln):  Checkbox.

• Weighbridge > Update Transaction from Weighbridge by Del No. (Out):  Checkbox.

Role Settings

Navigation: Main menu > Setup > Settings > Roles (tab)

ℹ️ Roles, in contrast to User Settings, grant permissions to a group of users (e.g. General Users, Accounting, Production, Procurement). Permissions are granted per module and per role.

• Access Allowed > Transaction - Access Allowed: Sets the access allowed. The options are:

  • Access Denied

  • View - Rep only

  • View - All

  • Edit - User only

  • Edit - Rep only

  • Edit - All

  • Edit & Delete

  • Full Access

• Inventory > Default: Inventory Location Transaction Estimates: Provides a dropdown list of locations for users to select the default location.

• Inventory > Default: Inventory Location Transactions: Provides a dropdown list of locations for users to select the default location.

• Tracker > View Assigned Transactions only: Checkbox that, if checked, users can only view transactions assigned to them.

• Transactions > Change Transaction Status up only: Checkbox that, if checked, users may only change the status to the next status in the hierarchy.

• Transactions > Default: Hide Data Filter: Checkbox that, if checked, the Data Filters are hidden.

User Settings

Navigation: Main menu > Setup > Settings > Users (tab) > Double click a User

ℹ️ User Settings grants permissions only to the specific user selected. 

The following entries have checkboxes in the Value column. If checked, access is granted:

• Accounting > Transaction Close off Dates - Access Allowed

• Other > Transactions: Allow Post-dated Transactions

• Other > Transactions: Customise Grid Views

• Setups > Setup Transaction Types - Access Allowed

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