Transactions

A Transaction is a type of activity between two entities involved in conducting business that typically relates to the exchange of items of value. This includes Quotations, Orders & Deliveries as well as financial Transactions like Payments, Receipts, & Invoices. In business there are numerous types of transactions and many of these pass the same information from one transaction to the next. BOSEnterprise takes advantage of this and is able to copy information from one transaction to the next to allow streamlining and error reduction.

BOSEnterprise

In BOSEnterprise Transactions consist of a Header and Items. The Header and Item information can cascade from one Transaction to another. This prevents duplication, omissions, and excess administrative costs. For example, a Quotation contains much of the information required to make a subsequent transactions such as Sales Order, Purchase Order, Delivery Note, and Invoice and this information is simply copied from one transaction to the next. The copy process automatically creates links so you can easily trace the source of any transaction. There are many different Transaction types pre-defined in BOSEnterprise. These can be modified along with creating new Transaction types as your business needs require. Transactions can also be set up to require an approval. For example, if a user (sales rep) creates Quotation Transaction the system can be set up to notify the sales manager and require their approval before the Quotation can be released.

Other features include:

• Create and run reports on Transactions. This allows the User to summarize the relevant data on any specific Transaction. For example a report can be set up to summarize the number of Quotations generated for a specific time period and/or Customer. There are many different reports that can be created to summarize useful data.
• Setting time based reminders or notifications for both Users and Customers. For example Customer Statements can be set up to be automatically generated and e-mailed every billing cycle.
• Easy search and review of any type of transaction. The search and filter capabilities on Transactions are very sophisticated for quick results.
• The ability to set User permission levels to define what Transactions a User can access, view or modify.

Transaction Flow

As indicated above, Transactions can be linked together to seamlessly pass relevant data from one transaction to the next. Take a Quotation Transaction as an example. Starting with the data entered into a Quotation for a customer, the relevant data in the quotation, i.e., Customer, Product Description/Part Number, Quantity, Sales Price, Delivery Date, VAT amount and Currency can be carried through the Transaction Flow as indicated below, Transactions are in bold.

Quotation ; Generated by your Business and accepted by your Customer. Customer places order with your Business. Data from the Quotation carries to

Sales Order Generated by your Business, now you have to share some of this data to your production and possibly your Suppliers

Work Order Use the data in the Sales Order to generate a Work Order with the correct Product, Quantity and Delivery Date

Goods Issued Use the data from the Work Order to requisition materials from your Stores or trigger your purchasing group to place orders with your Suppliers

Purchase Order Use The data from the Goods Issued Transaction to create a P.O. for your supplier(s)

Supplier Invoice Use the data from the Purchase Order to generate a Supplier Invoice

Supplier Payments Use data from Supplier Invoice to generate correct Supplier Payment

Delivery Note This can be generated after you complete and ship the Product

Customer Invoice When your Work Order is completed and Delivery Note generated use the data from the Sales Order to generate an accurate Customer Invoice

Customer Receipt When your Customer pays for their goods use the data from the Customer Invoice to confirm and generate a receipt.

This is an abbreviated example as there are many other transactions that could come into play. Such as Supplier Credit Note (linked to Supplier Invoice and Supplier Payments) or Customer Credit Note is linked to Customer Invoice and Customer Payments. There are many others, see the Setting Up section for more details.