Settings

ℹ️ These settings are needed if goods are tracked in batches or by serial numbers.

Navigation:  Main Menu > Setup > Settings > Transaction Types (tab)

The following settings can be added to Goods Received transactions to enable tracking:

• Transactions > Use Serialised Stock: The options are: 

  • N/A

  • Issue (Scan Serial No.)

  • Receive/Issue (Scan Code)

  • Return (Scan Serial No.)

  • Produce

Navigation:  Main Menu > Setup > Transactions > Transaction Types (tab)

• Options & Defaults section > Use Item Tracking: The checkbox should be checked.

List View: Transactions

Navigation Examples: 

• Main Menu > Items > Goods Issued > Menu (button) > Transactions.

• Main Menu > Items > Goods Received > Menu (button) > Transactions.

• Main Menu > Production > Goods Received (WO) > Menu (button) > Transactions.

• Main Menu > Items > Goods Returned > Menu (button) > Transactions.

Buttons Explained

• View: Generates a list of Goods Issued, Received, or Returned according to the selected filters.

• View (button arrow): 

• • Actions: Actions to create filters and set the default view:

• • • Add: Adds an additional function to the selected filter.

    • Update: Updates the selected filter with the current selected filters.

    • Delete: Deletes the filter.

    • Set Default: Sets the default view.

• • Lists the created filters for users to select one (e.g. Pending, Active).

• New: Creates a new transaction based on the view you are on.

• Output: Generates an Output Template for users to sign and date. Only generates one receipt at a time.

• Actions: 

• • Batch Update: Updates are applied to all the selected records when the Update (button) is clicked. Batch Update options are:

• • • Status: Updates the Status with the new status selected from the dropdown list of available statuses.

    • Reference: Updates the Reference with the reference type in the block.

    • Category: Updates the transaction Category with the one selected from the dropdown list of available categories. 

    • Entity: Replaces the transaction's Entity with the one selected from the dropdown list of available entities.

• • Goods Issued:

  • Copy to Customer Invoices: Creates a Customer Invoice from the Goods Issued.

• • Copy to Delivery Notes: Creates a Delivery Note from the Goods Issued.

• • Copy to Goods Returned: Creates a Goods Returned from the Goods Issued.

  • Copy to Sales Return: Creates a Sales Return from the Goods Issued.

• Goods Received:

  • Copy to Supplier Invoices: Creates a Supplier Invoice from the Goods Received.

• Menu:

• • Reset Data Filter: Resets the selected data filters.

• • Views

• • • Transactions: Switches the view to Transaction View.

    • Items: Switches the view to Items View.

    • Summary: Switches the view to Summary View.

    • Board: Switches the view to Board View.

    • Set Default View: Sets the Default View for only the page i.e. Goods Received, Goods Returned, and Goods Issued each have their own default views.

• • Export

• • • Email Excel: Allows users to email the list view by opening the default email template with the view attached in .xlsx format. 

    • Export Grid: Allows users to choose a save location to save the grid view in .xlsx format on the server.

• • Layout & Grids

Filters Explained

• Set: Allows users to select a Date filter from the dropdown list (e.g. Fin Year, Today).

• ⬅ ➡: Adjusts the Date based on the selection under Set.

• Date fields: Allows users to refine the Dates.

• User: Allows users to specify all Users or select a specific User from the dropdown list of users. 

• Rep: Allows users to specify all Reps or select a specific Rep from the dropdown list of reps. 

• Goods Issued: Customer: Allows users to specify all Customers or select a specific Customer from the dropdown list of customers.

• Goods Received: Supplier: Allows users to specify all Suppliers or select a specific Supplier from the dropdown list of suppliers.

• Category: Allows users to specify all Categories or select a specific Category from the dropdown list of categories. 

• Status Checkboxes are available for the following statuses:

• • Pending (When applicable)

• • Complete

• • Active

• • Cancelled

• • Checkmark = The Status will be included in the report.

• Goods Issued: Outstanding: A dropdown list with outstanding transactions and items to select from. The options are:

• • IGRT: Goods Returned Transactions

• • CI: Customer Invoices

• • ISRT: Sales Return Transactions

• • DN: Delivery Notes

• Goods Received: Outstanding (Not applicable to Goods Receive (WO)): A dropdown list with outstanding transactions and items to select from. The options are:

• SI-INV: Supplier Invoice

Fields Explained

• Acc No.: The Customer or Supplier's Account Number.

• Asset: The Asset (item) used in the Goods Issued or related transaction.

• Category: The Transaction Category.

• Contact: The customer or supplier's Contact Person.

• Currency: The Transaction's Currency.

• Cus Category: The Customer's Category (Goods Issued only).

• Customer: The name of the Customer if the transaction involved a customer (Goods Issued only).

• Date: The Date on which the transaction was created.

• Deposit %: The Deposit Percentage due. 

• Deposit: The Deposit Amount due.

• Due Date: The Date the transaction was/is due.

• Due Time: The Time the transaction was/is due.

• Entity: The Entity link to the transaction.

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

• From: The source document that was used to create the transaction.

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

• Last (d): Indicates the number of days since the last update was made to the transaction. 

• Linked No./s: See the Transaction Setting > Show linked Trans No./s from (Select the Transaction) (default = blank) - When a Transaction is selected, the linked Transaction Numbers (max 10) will be displayed in the Transaction View. For example, you could use this setting to display linked Work Order numbers in a Transaction View where applicable. 

• Menu (...): A sub-menu that can also be accessed by right-clicking the line. 

• • Open Transaction: Opens the transactions.

• • Open Transaction Dashboard: Opens a Dashboard with a summary of all the related transactions and audits.

• • Open Notes & Attachments: Opens any Notes and Attachments and allows users to create Notes and Attachments. 

• • Summaries

• • • Customer or Supplier Summary: Displays a summary of the customer or supplier's information and transactions on the right. 

    • Asset Summary: Displays a summary of the asset (item)'s information and transactions on the right. 

    • Linked Transactions: Displays a list of any linked transactions on the right.

    • Outstanding: Displays a list of goods that are still outstanding on the right.

    • Audits: Provides a detailed audit trail of changes made to the transaction.

    • E-mails: Changes to the email interface to show any emails related to the transaction.

• • Goods Issued:

    • Copy to Customer Invoices: Creates a Customer Invoice from the Goods Issued.

• • Copy to Delivery Notes: Creates a Delivery Note from the Goods Issued.

• • Copy to Goods Returned: Creates a Goods Returned from the Goods Issued.

  • Copy to Sales Return: Creates a Sales Return from the Goods Issued.

• Goods Received:

  • Copy to Supplier Invoices: Creates a Supplier Invoice from the Goods Received.

• NCR No.: The Number of the Non-conformance Report (where applicable).

• Note: Notes typed in the header of the transaction.

• Notes: Notes created and linked to a transaction.

• Open (d): Indicates how many days the transaction has been open. 

• Order No: The Order Number, if applicable.

• Out CUR: The total outstanding value of the transaction in Foreign Currency.

• Out ZAR: The total outstanding value of the transaction in the Local Currency (where ZAR = Default Local Currency).

• Paperclip (Attachments): Indicated whether the transaction has any linked Attachments.

• Reference: The Transaction's Reference.

• Region: The customer or supplier's Region.

• Req Date: The Date by which the customer or supplier required the goods. The Date will be highlighted in red when the date has passed.

• Req Time: The Time by which the goods were required. 

• SM No.: The Number of the Service Manager Ticket where applicable.

• Status Note: Any Note typed onto the Status Bar of the transaction.

• Status: The Status of the transaction.

• Supplier: The name of the Supplier if the transaction involved a supplier. (Goods Received only.)

• Terms: The Customer or Supplier's Terms.

• Total (exc): The total amount of transaction Excluding VAT.

• Total (inc): The total amount of the transaction Including VAT.

• Total CUR (inc): The total value of Goods Issued or Received in Foreign Currency.

• Total CUR: The total transaction amount in the Transaction's Currency.

• Trans No.: The system-generated number for the record.

• Updated by: The User who last updated the transaction.

• Updated: The Date on which the transaction was last updated.

• User: The User who created the transaction.

• VAT: The VAT Amount of the transaction (often zero when it is an internal stock transfer).

List View: Items 

Navigation: 

• Main Menu > Items > Goods Issued > Menu (button) > Items.

• Main Menu > Items > Goods Received > Menu (button) > Items.

• Main Menu > Production > Goods Received (WO) > Menu (button) > Items.

• Main Menu > Items > Goods Returned > Menu (button) > Items.

Buttons Explained

• View: Generates a list of Transactions according to the selected filters.

• View (button arrow): 

• • Actions: Actions to create filters and set the default view:

• • • Add: Adds an additional function to the selected filter.

    • Update: Updates the selected filter with the current selected filters.

    • Delete: Deletes the filter.

    • Set Default: Sets the default view.

• • Lists the created filters for users to select one (e.g. Pending, Active).

• New: Creates a new transaction based on the view you are on.

• Output: Generates an Output Template for users to sign and date. 

• Actions: 

• • Batch Update: Updates are applied to all the selected records when the Update (button) is clicked. Batch Update options are:

• • • Assign to: Updates the Assign To field to the user selected from the dropdown list.

    • Credit: Updates the general ledger Account to Credit to the one selected from the dropdown list of accounts.

    • Debit: Updates the general ledger Account to Debit to the one selected from the dropdown list of accounts.

    • Department: Updates the Department to the one selected from the dropdown list of departments.

    • Qty: Updates the Transaction to the quantity typed in the block. 

    • Status: Updates the Item Status with the new status selected from the dropdown list of available statuses.

    • Unit Cost: Updates the Unit Cost with the cost typed in the block. 

    • Unit Price and /Qty: Updates the Unit Price with the price typed in the first block and replaces the Quantity included in that unit price with the amount typed in the second block. 

    • VAT: Updates the Default VAT Type to the type selected in the first block and changes the price to be Exclusive (Exc) or Inclusive (Inc) as selected in the second block.

    • Start Date: Updates the Start Date and Time of the transaction to the new date selected in the first block and time selected in the second block.

    • Due Date: Updates the Due Date and Time of the transaction to the new date selected in the first block and time selected in the second block.

• Save: Saves any changes or refreshes/recalculates fields.

• Menu:

• • Reset Data Filter: Resets the selected data filters.

• • Views

• • • Transactions: Switches the view to Transaction View.

    • Items: Switches the view to Items View.

    • Summary: Switches the view to Summary View.

    • Board: Switches the view to Board View.

    • Set Default View: Sets the Default View for only the page i.e. Goods Received, Goods Returned, and Goods Issued each have their own default views.

• • Export

• • • Email Excel: Allows users to email the list view by opening the default email template with the view attached in .xlsx format. 

    • Export Grid: Allows users to choose a save location to save the grid view in .xlsx format on the server.

• • Layout & Grids

Filters Explained

• Set: Allows users to select a Date filter from the dropdown list (e.g. Fin Year, Today)

• ⬅ ➡: Adjusts the Date based on the selection under Set.

• Date fields: Allows users to refine the Dates.

• User: Allows users to specify all Users or select a specific User from the dropdown list of users. 

• Rep: Allows users to specify all Reps or select a specific Rep from the dropdown list of reps. 

• Goods Issued: Customer: Allows users to specify all Customers or select a specific Customer from the dropdown list of customers. 

• Goods Received: Supplier: Allows users to specify all Suppliers or select a specific Supplier from the dropdown list of suppliers. 

• Category: Allows users to specify all Categories or select a specific Category from the dropdown list of categories. 

• Status Checkboxes are available for the following Transaction Statuses:

• • Pending (when applicable)

• • Complete

• • Active

• • Cancelled

• •  Checkmark = The Status will be included in the report.

• Outstanding: A dropdown list with available transactions to select from. The options are:

• Goods Issued

• • IGRT: Goods Returned Transactions

• • CI: Customer Invoices

• • ISRT: Sales Return Transactions

  • DN: Delivery Notes

• Goods Received (Not applicable to Goods Receive (WO)): 

  • • SI-INV: Supplier Invoice.

Fields Explained

• /Qty: The Quantity of the item that is included in the Unit Price.

• /Unit: The Price for 1 Unit.

• Adj %: The Percentage by which the item's price was Adjusted.

• Adjustment: The Amount by which the item's price was Adjusted.

• Assign Item: The User the item is assigned to.

• Assign Trans: The Item the transaction is assigned to.

• Bin No: The Bin number in which the item is stored.

• Category: The Transaction Category.

• Check In: The item's Date and Time to Check In.

• Check Out: The item's Date and Time to Check Out.

• Code: The item's Code.

• Contact: The customer or supplier's Contact Person.

• Cost Centre: The Cost Centre selected for the transaction.

• Costing (Status): The Status of the Costing that the item is linked to.

• Credit: The Ledger account that is Credited.

• Currency: The Transaction's Currency.

• Cus Category: The Customer's Category (Goods Issued only).

• Customer: The name of the Customer if the transaction involved a customer (Goods Issued only).

• Debit: The Ledger Account that is Debited.

• Department: The Department selected for the Transaction.

• Description: The Item's Description.

• Due Date (Trans): The Date by which the goods should be issued, received, or returned.

• Due Date (Item): The Date by which the item should be issued, received, or returned.

• Due Time Item: The Time by when the goods should be received.

• Entity: The Entity the transaction belongs to.

• Expires: The Expiry Date of the goods (where applicable).

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

• From: The Number of the source document that was used to create the Transaction.

• GM%: A field that is automatically calculated and displays the Gross Margin Percentage.

• Group: The user-defined Group for the item. The field can be manually updated, or you can use Batch Updates. The Action to Order Items by Groups orders by Group > Subgroup and the Description. 

• Item: A sequential number for each item on the transaction.

• Item Category: The Item's Category.

• Item Reference: The Item's Reference.

• Item Status: The Item Status of the individual item in the transaction.

• Item Subcategory: The Item's Subcategory.

• Item Type: The Type of Item involved in the transaction (e.g. Assembly, Material).

• Location: The Location the goods will be issued from (Goods-Issued) or received at (Goods-Received) or returned from (Goods-Return).

• Menu: A submenu (that can also be accessed by right-clicking the line item) allowing users to:

• • View / Edit Note: Opens any Notes and allows users to create notes for the items (separate from the Open Notes & Attachments function).

• • Open Transaction: Opens the Transaction.

• • Open Transaction Dashboard: Opens a Dashboard with a summary of all the related transactions and audits.

• • Open Notes & Attachments: Opens any notes and attachments and allows users to create Notes and Attachments. 

• • Summaries

• • • Customer or Supplier Summary: Displays a summary of the customer or supplier's information and transactions on the right. 

    • Item Summary: Displays a summary of the item's information and transactions on the right. (Goods-Issued only).

    • Asset Summary: Displays a summary of the asset (item)'s information and transactions on the right. 

    • Linked Transactions: Displays a list of any linked transactions on the right.

    • Outstanding: Displays a list of goods that are still outstanding on the right.

    • Audits: Provides a detailed audit trail of changes made to the transaction on the right.

    • E-mails: Changes to the email interface to show any emails related to the transaction.

• • Goods Issued:

    • Copy to Customer Invoices: Creates a Customer Invoice from the Goods Issued.

• • Copy to Delivery Notes: Creates a Delivery Note from the Goods Issued.

• • Copy to Goods Returned: Creates a Goods Returned from the Goods Issued.

  • Copy to Sales Return: Creates a Sales Return from the Goods Issued.

• Goods Received:

  • Copy to Supplier Invoices: Creates a Supplier Invoice from the Goods Received.

• Order No.: The customer or supplier's Order Number.

• Out Amt CUR: The Outstanding amount in Foreign Currency.

• Out Amount (Local): The Outstanding amount of Items in Local Currency.

• Out Qty: The Outstanding Quantity.

• Profit: The Profit made on the Transaction.

• Progress: The percentage progress of the Transaction.

• Qty: The Quantity of the item that was issued or received. (Refers to the Qty column that appears after the Unit Price).

• Reference: The Transaction's Reference.

• Region: The customer or supplier's Region.

• Resolve: The action that was taken (e.g. issue).

• Serial No.: The Serial Number of the item if the item is tracked by serial number.

• Subgroup: The item's Subgroup. The field can be manually updated, or you can use Batch Updates. The Action to Order Items by Groups orders by Group > Subgroup and the Description. 

• Start Date: The Start Date for the goods to be issued, received or returned.

• Start Time: The Start Time for the goods to be issued, received or returned.

• Subtotal: The subtotal of the Transaction.

• Sup Category: The supplier's Category.

• Supplier: The name of the Supplier involved in the transaction.

• Terms: The customer or supplier's Terms.

• TEXT1: A custom field as per the setting (where applicable).

• TEXT2: A custom field as per the setting (where applicable).

• TEXT3: A custom field as per the setting (where applicable).

• Total (exc): The VAT Exclusive total of the Transaction.

• Total (inc): The VAT Inclusive total of the Transaction.

• Trans Category: The Transaction's Category. 

• Trans Date: The Date on which the transaction was created.

• Trans Due Date: The Due Date selected for the transaction.

• Trans No.: The system-generated number for the Transaction.

• Trans Status: The Status of the transaction.

• Type: An abbreviation indicating the Type of item (e.g. ITM for item or CTM for custom item) on the transaction.

• Unit: A description of the Unit.

• Unit Cost: The Unit Cost of the goods.

• Unit Price: The Unit Price of the goods.

• User: The name of the User who created the transaction.

• VAT: The VAT component of the Transaction (should be zero).

• VAT In/Ex: Where the value includes or excludes VAT.

• VAT Type: The default VAT Type for the entry (mostly No VAT). 

• Ver: The Version Number of the transaction.

Summary

Navigation: 

• Main Menu > Items > Goods Issued > Menu (button) > Summary.

• Main Menu > Items > Goods Received > Menu (button) > Summary.

• Main Menu > Production > Goods Received (WO) > Menu (button) > Summary.

• Main Menu > Items > Goods Returned > Menu (button) > Summary.

ℹ️ This view can be customised.

Buttons Explained

• Output:

• • Email Excel: Allows users to email the list view by opening the default email template with the view attached in .xlsx format. 

• • Export Grid: Allows users to choose a save location to save the grid view in .xlsx format on the server.

• • Print Chart: Opens an interface allowing users to customise the layout of the chart and print it to a PDF file or printer.

• Menu

• • Views

• • • Transactions: Switches the view to Transaction View.

    • Items: Switches the view to Items View.

    • Summary: Switches the view to Summary View.

    • Board: Switches the view to Board View.

    • Set Default View: Sets the Default View.

    • Date Grouping: Option to display the summary by:

      • Date: Will display a total and column on the chart for every Day that has a transaction.

      • Day of the Week: Will display a total and column on the chart for every Day of the Week (including weekends).

      • Week of the Month: Will display a total and column on the chart for every Week of the Month (e.g. week 1 of March will be added to week 1 of April and week 1 of May).

      • Week of the Year: Will display a total and column on the chart for every Week of the selected Year (data will be for 52 weeks).

      • Monthly: Will display a total and column on the chart for every calendar Month.

      • Quarterly: Will display a total and column for every Quarter of the selected Year.

      • Yearly: Will show a total and column for every calendar Year that has data.

    • Save Grid

    • Restore Grid

Filters Explained

ℹ️ On the left is a list of headings. Users can click the soft filter icon on each heading to select specific items. The options are limited to the report (i.e. only items involved in transactions will appear on the dropdown list).

• There are headings and filters for:

• • Cus/Sup Cat: Allows users to select specific Customer or Supplier Categories.

  • Cus/Sup: Allows users to select specific Customers or Suppliers.

  • Due Date: Allows users to select a specific Due Date.

  • Item Cat: Allows users to select specific Item Categories.

  • Item Code: Allows users to select specific Item Codes (i.e. the item list sorted by code).

  • Item Desc: Allows users to select specific Item Descriptions (i.e. the item list sorted by description).

  • Item Subcat: Allows users to select specific Item Subcategories.

  • Location: Allows users to select specific Locations.

  • Out Amt: Allows users to select specific Outstanding Amounts.

  • Qty: Allows users to select specific Transaction Quantities (Goods Issued only).

  • Status: Allows users to select specific Statuses. 

  • Total: Allows users to select specific Totals. (Normally a column heading)

  • Trans Cat: Allows users to select specific Transaction Categories.

  • Trans Date: Allows users to select specific Transaction Dates based on the summary (e.g. if a report is drawn for weeks, the transaction dates will be 1-52 representing the weeks.) (Normally a column heading)

  • Trans From: Allows users to select specific source transactions from a list of Sales and Work Order Numbers.

Fields Explained

• The totals are displayed as per the summary option chosen from Menu > Date Grouping.

• There is a scrollbar at the bottom to access the rest of the data. 

Chart Explained

• The chart displays a column for every period selected as per the summary options (Menu > Date Grouping).

• There is a legend on the right.

• The chart can be customised by clicking Customize Chart (button).

• The chart can be changed by clicking Column Diagram and selecting a different chart. Not all chart choices will result in a meaningful display.

Goods Board

 Navigation: 

• Main Menu > Items > Goods Issued > Menu (button) > Board.

• Main Menu > Items > Goods Received > Menu (button) > Board.

• Main Menu > Production > Goods Received (WO) > Menu (button) > Board.

• Main Menu > Items > Goods Returned > Menu (button) > Board.

ℹ️ The Board shows a summary of all active Transactions

▶ There is no View button, the report is automatically generated, however, the choice of Status or Due Date can cause a report to appear or not. 

▶ If there are no active Transactions, nothing will be displayed.

Buttons Explained

• Menu

• • Views

• • • Transactions: Switches the view to Transaction View.

    • Items: Switches the view to Items View.

    • Summary: Switches the view to Summary View.

    • Board: Switches the view to Board View.

    • Set Default View: Sets the Default View.

• • Board 

• • • Status: Sorts the available records according to their Statuses. 

    • Due Date: Sorts the available records according to their Due Dates.

    • Condensed View: Toggles showing only the headings. Checkmark (Enabled) = Only headings are shown.

Filters Explained

• All Due: Allows users to select All Due or a specific period: Today, Tomorrow, This Week, This Month (Goods Received only).

• All Companies: Allows users to select All or a specific Customer or Supplier.

• All Reps: Allows users to select All or a specific sales Rep (Goods Issued only).

• 250: Allows users to adjust the column width by using the arrow keys or overtyping the number.

• Columns: Allows users to select to display All, All (Not Empty), or Active columns.

Fields Explained

A summary is displayed with the following information:

• Line 1: Transaction Number / Transaction Reference.

• Line 2: Due Date / Customer or Supplier (line 2 is suppressed in condensed view).

Edit View

Navigation: 

• Main Menu > Items > Goods Issued > Menu (button) > Items > New (button).

• Main Menu > Items > Goods Received > Menu (button) > Items > New (button).

• Main Menu > Production > Goods Received (WO) > Menu (button) >  Items > New (button).

• Main Menu > Items > Goods Returned > Menu (button) > Items > New (button).

ℹ️ Item Cost Prices are updated when the Goods Received Status is set to Complete and becomes read-only. If the Goods Received is changed to Active or Pending, the Cost Price updates are not reversed. They will be updated again when the Goods Received is set back to Complete, which can cause undesirable results, especially if Items have since been Issued. It is therefore important to make sure that a Goods Received is 100% correct before you set it to Complete. 

ℹ️ If set up in this way, a Goods Issue can automatically be created when a Customer Invoice is completed. 

ℹ️ If set up in this way, a Goods Return can automatically be created when a Customer Credit Note is completed.

Buttons Explained

• Find No.: A field in which to type in a Transaction Number to display that transaction on screen.

• ⬆ ⬇: Users can use the arrow keys to navigate between Transactions.

• Output: Generates an Output Template for users to sign and date.

• Links: Displays a list of linked transactions or shows the current transaction number if there are no linked transactions. The dropdown menu on the button is truncated to the last 25 links. A More... option is located at the bottom of the list if it gets truncated. Clicking the More... (button) will open the Links module in the side panel. 

• New: Creates a new Transaction.

• Delete: Deletes the current Transaction if it has an Active Status.

• Save: Saves any changes to the Transaction.

• Actions: 

• • Batch Update: Updates are applied to all the selected line items when the Update (button) is clicked while the transaction has an Active Status. Batch Update options are:

• • • Status: Updates the item Status with the new status selected from the dropdown list of available statuses.

    • Adj %: Adjusts the transaction amount by the percentage typed in the block provided or deletes the adjustment if Delete (button) is clicked.

    • Qty: Updates the Quantity to the quantity typed in the block. 

    • VAT: Updates the default VAT Type to the type selected in the first block and changes the VAT to default to Exclusive (Exc) or Inclusive (Inc) as selected in the second block.

    • Group: Updates or creates a Group as per the name typed in the block.

    • Subgroup: Updates or creates a Subgroup as per the name typed in the block.

    • Check In: Sets a Check In Date and Time.

    • Check Out: Sets a Check Out Date and Time. 

    • Debit: Updates the general ledger Account to Debit to the one selected from the dropdown list of accounts.

    • Credit: Updates the general ledger Account to Credit to the one selected from the dropdown list of accounts.

    • Location: Updates the Location with the location selected from the dropdown list.

    • Department: Updates the Department to the one selected from the dropdown list of departments.

    • Unit Price: Updates the Unit Price with the price typed in the block. 

    • Start Date: Updates the Start Date and Time of the transaction to the new date selected in the first block and Time selected in the second block.

    • Due Date: Updates the Due Date and Time of the transaction to the new date selected in the first block and Time selected in the second block.

• • Add Attachment/Link: Allows users to add an Attachment to the transaction.

• • Update Transaction:

    • Goods Issued:

      • Update Transaction from Setups: Updates the transaction with any changes made to the item's setup.

      • Add all Items from SO xxx: Appears when the item was created from a Sales Order where xxx is the Sales Order Number. Adds all the items that are on the Sales Order.

      • Update Items from SO xxx: Appears when the item was created from a Sales Order where xxx is the Sales Order Number. Adds the items that have not yet been copied across.

      • Update the 'From' Transaction: Changes the source transaction that was used to create the transaction.

    • Goods Received:

      • Update Transaction from Setups: Updates the transaction with any changes made to the item's setup.

      • Update Items from Transaction: Updates the item's Costing and Pricing (tab) with the information from this transaction.

      • Update all items from PO-INV / WO xxx: Updates all the items from the Purchase or Work Order where xxx equals the Purchase or Work Order Number.

      • Update items from PO-INV / WO xxx: Updates only the items copied from the Purchase or Work Order where xxx equals the Purchase or Work Order Number.

• • • • Update the 'From' Transaction: Changes the source transaction that was used to create the transaction.

    • Goods Returned:

    • Update Transaction from Setups: Updates the transaction with any changes made to the item's setup.

• Update the 'From' Transaction: Changes the source transaction that was used to create the transaction.

  1. • Update all items from IGI xxx: Updates all the items from the Goods Issued where xxx equals the Goods Issued Number.

     • Update items from IGI xxx: Updates only the items copied from the Goods Issued where xxx equals the Goods Issued Number.

• • • Link Transaction to an SM: Links the transaction to a Service Manager Ticket.

• • Order Items by Group: The items will be ordered by their groups. Items will be ordered as follows: Group > Subgroup and the Description. 

• • Goods Issued:

  • Copy to Customer Invoices: Copies the Goods Issued to a Customer Invoice.

• • Copy to Delivery Notes: Copies the Goods Issued to a Delivery Note.

• • Copy to Goods Returned: Copies the Goods Issued to a Goods Returned.

• • Copy to Sales Return: Copies the Goods Issued to a Sales Return.

• Goods Received:

  • Copy to Supplier Invoices (Not applicable to Goods Receive (WO)): Copies the Goods Received to a Supplier Invoice.

• Menu:

• Open Transaction Dashboard: Opens a Dashboard showing information about the transaction.

• Open Notes & Attachments: Opens any Notes and Attachments that were created for the transaction or allows users to create notes and attachments.

• Enable Debit and Credit: Allows users to select the General Ledger Accounts to Debit and Credit.

• Landing Costs (Goods Received only):

  1. • Allocate Landing Costs: Opens a list of transactions from which users can select the landing costs.

     • Clear Landing Costs: Removes the landing costs from the transaction.

     • View Landing Costs: Opens a summary of the landing costs on the right.

• Show Item Notes: Toggles the display of any notes created for the item.

• Show Item Specification: Toggles the display of any specifications created for the item.

• Customer (Goods-Issued only)

  • • Add new Customer: Allows users to add a new Customer.

• Edit Customer: Allows users to edit the selected Customer.

• Supplier (Not applicable to Goods Receive (WO)). (Goods Received (PO) only)

• Add new Supplier: Allows users to add a new Supplier.

• Edit Supplier: Allows users to edit the selected Supplier.

• Summaries

• Supplier / Customer Summary: Displays a summary of the customer or supplier's information and transactions on the right.  (Not applicable to Goods Receive (WO)).

• Item Summary: Displays a summary of the item's information and transactions (Goods Issued only).

• Asset Summary: Displays a summary of the asset's information and transactions (Goods Issued only).

• Linked Transactions: Displays a list of any linked transactions on the right.

• Outstanding: Displays a list of goods that are still outstanding on the right.

• Audits: Provides a detailed audit trail of changes made to the transaction.

• Emails: Changes to the email interface to show any emails related to the transaction

• Layout & Grids

• Icon: 🖥 Open Notes and Attachments: A shortcut to open or create any Notes and Attachments.

• ℹ: Displays information about the Transaction.

Header Information

• Status Bar: A dropdown list of available Statuses for users to select one.

• Status Bar Note: A field to enter any Status Note.

• No.: A system-generated number for the Transaction.

• Date: A field to set the Date for the Transaction.

• Customer / Supplier: A dropdown list of all Customers or Suppliers for users to select one.

• Contact: A dropdown list of the customer's contacts for users to select a Contact Person.

• Reference: A reference field for users to type in a Reference.

• Asset: A field for users to select an Asset (if applicable).

• Note: A field for users to type in a Note.

• Category: A field for users to select a Category for the transaction from a dropdown list of categories. 

• Order No.: A field for users to type in a relevant Order Number. The order number might be pre-filled if the transaction was created from a source document. (Goods Issued only).

• Terms: The customer or supplier's Terms.

• NCR: A dropdown list of Non-Conformance Reports for users to select one. (Goods Issued only).

• Items (button): Allows users to select an Item from a list of items.

• Popup (button):

  • Displays a list of items for users to select items from.

• Popup Arrow (on button):

  • Items: Allows users to select linked Items.

  • Timekeeping: Allows users to select linked Timekeeping records.

• Search: A dropdown list of item Categories for users to select from.

• Field for item description from search: A dropdown list of Items that are in the selected Category for users to select items from.

• Qty: A field to type in the Quantity of the selected item.

• Add (button): Adds the Item to the transaction.

• Custom (button): Allows users to specify a Custom Line Item (not all the fields are available to custom line items).

• View (button): Recalculates the line items if changes were made (e.g. to the unit price).

Item Information: Columns

• /Qty: The Quantity included in the Unit Cost: field might be auto-filled but can be changed.

• /Unit: A calculated field showing the Total Cost Per Unit.

• Adj %: A field to type in the percentage by which the item's price must be adjusted.

• Adjustment: A field to type in the amount by which the item's price was adjusted.

• Assign to: A dropdown list of users to assign the transaction to the selected User.

• Bin No: Field for users to select a bin number from a dropdown list or to type in a bin number. 

• Category: The transaction's Category. 

• Check In: A calendar and time popup for users to select a Check In date and time.

• Check Out: A calendar and time popup for users to select a Check Out date and time.

• Code: The item's Code.

• Cost Centre: A dropdown list of Cost Centres for users to select a cost centre.

• Costing (Status): The Status of the Costing of the item is linked to.

• Credit: A dropdown list of general ledger accounts for users to select the ledger Account to be Credited.

• Debit: A dropdown list of general ledger accounts for users to select the ledger Account to be Debited.

• Department: A dropdown list from which users can select a Department.

• Description: The item's Description.

• Due Date: A calendar for users to select a Due Date.

• Due Time: A field for users to select the Time by which the goods should be issued, received or returned.

• Expires: A date field for users to select an Expiry Date for the transaction.

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

• Fixed Cost: The item's Fixed Cost field which might be auto-filled but can be changed.

• Fixed Price: The item's Fixed Price field which might be auto-filled but can be changed.

• Fixed Qty: The Fixed Quantity included in the item: field might be auto-filled but can be changed.

• From: The number and code of the source document.

• GM%: A calculated field showing the Gross Margin Percentage earned on the transaction.

• Group: A field for users to type in a Group name.

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

• Image: A checkbox indicating if the item has an Image. Checkmark = Has image.

• Item: A sequential number allocated to each Item on the transaction.

• Item Type: A field that is auto-filled with the Item Type involved in the transaction (e.g. Assembly, Material).

• Landing cost: A field to type in an amount for the Landing Cost.

• Location: A dropdown list of possible locations for users to select one.

• Menu: A submenu (that can also be accessed by right-clicking the item) allowing users to:

  • Open Item: Allows the user to open the item's setup.

  • View/Edit Variables: Opens a popup with more information about the item. Only applicable to items with costings.

  • View / Edit Note: Opens any notes and allows users to create notes for the items (separate from the Open Notes & Attachments function).

  • View / Edit Specification: Opens any specification and allows users to edit or create a specification (separate from the Open Notes & Attachments function).

  • View / Edit Batch Items: Applicable to items that are tracked in batches. Shows information about the batch.

  • Copy Item: Allows the user to copy the item to create another line item.

  • Delete Item: Allows users to delete the line item.

  • Open linked Item: Opens any linked item's setup pages.

  • Open Item Dashboard: Opens a dashboard showing information about the item's transactions.

  • View Item Summary: Opens a summary on the right showing information about the item and a summary of the transactions.

  • Move Up: Allows users to change the order of the line items (moves the line one entry up).

  • Move Down: Allows users to change the order of the line items (moves the line one entry down).

• Note: The item's Notes.

• Out Amt: The Value of the Quantity that must be issued, received or returned.

• Out Qty: The Quantity that must be must be issued, received or returned.

• Profit: A calculated field showing the Profit earned or lost (negative amounts) on the transaction.

• Progress: A field for users to type in the Progress of issuing goods.

• Qty: A field for users to type in the Quantity of stock that must be issued, received or returned. (Reminder if using Batch Tracking (Goods Issued): The Item Qty is set from the Batch Items that are added and therefore defaults to 0 when the transaction is created.)

• Qty From: The Quantity at the original location (an indication of the expected Qty). 

• Reference: A field for users to type in a Reference.

• Resolve: A dropdown list with the action that must be taken (e.g. issue).

• Serial No: The Serial Number of the item if the item is tracked by serial number.

• Specification: The item's Specification.

• Start Date: A calendar for users to select a Start Date. 

• Start Time: A field for users to select the Start Time for the goods to be issued, received or returned.

• Status: The Status of the individual item on the Transaction.

• Subgroup: The item's Subgroup. The field can be manually updated, or you can use Batch Updates. The Action to Order Items by Groups orders by Group > Subgroup and the Description. 

• Supplier: A dropdown list of suppliers for users to select a Supplier account.

• TK ID: The Timekeeping ID.

• Total (exc): A calculated field showing the Total VAT Exclusive Amount in the Local Currency.

• Total (inc): A calculated field showing the Total VAT Inclusive Amount in the Local Currency.

• Total CUR: A calculated field showing the Total Amount in the Transaction's Currency.

• Total CUR (inc): A calculated field showing the Total VAT Inclusive Amount in the Transaction's Currency.

• Tracking: The Tracking method that was selected for the item (e.g. Batches, Yield).

• Type: An abbreviation indicating the Type of item (e.g. ITM for item or CTM for custom item).

• Unit: A dropdown list of available units for the item for users to select a Unit.

• Unit Cost: The item's Unit Cost field which might be auto-filled but can be changed.

• Unit Price: The item's Unit Price field which might be auto-filled but can be changed.

• VAT %: The Percentage of VAT included in the transaction.

• VAT Type: The VAT Type applicable to the transaction.

• VAT: The amount of VAT on the transaction.

• VAT: Whether the price is VAT Inclusive (Inc) or Exclusive (Exc). 

Allocate Landing Costs (Popup)

Header: Status Changes

• Set Status From: Users can select to change the Status of the original transaction or leave it unchanged.

• IGRPO: Users can select to change the Status of the selected items on the Goods Received or leave it unchanged.

Step 1: Selecting the Landing Costs

Fields

• Status: The Status of the original transaction.

• Trans: A code indicating the Type of transaction (e.g. SI-EXP).

• No. The Number of the original transaction.

• Company: A description of the Customer, Supplier or Expense account.

• Reference: The Reference typed in on the original transaction.

• Total: The Total amount of the transaction.

• Allocated: A field that shows how much of the transaction was Allocated.

Buttons Explained

• Next: Navigates to the next step.

• Close: Closes the popup without allocating the landing costs.

Step 2: Refining the Landing Costs Selection

ℹ️ Displays a list of items from the transaction selected in Step 1.

Fields Explained

• Checkbox: If checked the item will be selected.

• Type: A code indicating the Type of the transaction.

• Description: The Description of the original transaction.

• Unit: A description of the Unit of the original transaction.

• Qty: The Quantity of the item on the Goods Received transaction.

• Total: The Total transaction Amount.

• Selected: The Amount selected (this field cannot be edited, the total outstanding amount is selected). 

Buttons Explained

• Back: Navigates to the previous screen.

• Next: Proceeds to the next step.

• Close: Closes the popup without allocating landing costs.

Step 3: Allocating the Landing Costs to Items

ℹ️ Displays the items on the Goods Received.

Fields Explained

• Checkbox: If checked will allocate landing costs to this item.

• ID: The item number on the transaction.

• Description: The item's Description.

• Qty: The Quantity of the item on the Goods Received transaction.

• Total: The Total amount as per the Goods Received transaction.

• Landing Cost: A pro-rata share of the Landing Cost.

Buttons Explained

• Back: Navigates to the previous screen.

• Allocate: Allocates the Landing Costs and changes the amounts on the Goods Received transaction to include the Landing Costs.

• Close: Closes the popup without allocating the landing costs.

 Related Topics

• Tutorial: Goods Issued

• Tutorial: Goods Received

• Tutorial: Goods Returned