Transaction Edit Views

Menu Buttons

ℹ️ Certain functions may return an error message (e.g. if the user does not have the required access, or if the status of the transaction does not allow further processing).

• Output: Generates forms and reports that can be previewed, printed, or emailed depending on the templates that are added to the transaction type.

• Links: Lists the transaction type codes and numbers of linked transactions and items. Transactions or items are linked when they are copied.

• New: Creates a new transaction. 

• Delete: Deletes the transaction.

• Save: Recalculates any fields and saves any changes.

• Actions: For example:

  • • Batch Update: Provides actions to update multiple items.

    • Add Attachment/Link: Allows attachments to be created, edited, and viewed.

    • Update Transaction

      • Update Transaction from Setups: Updates the transaction to include changes since the transaction was created.

      • Update the 'From' Transaction: Allows users to select a different source transaction, or to update the transaction with changes made to the source transaction (the transaction that was copied to create this transaction).

      • Link Transaction to an SM: Links the transaction to a service manager ticket.

      • Reset Transaction Flow: Removes all the links, including service-manager links and starts a new transaction flow.

    • Order Items by Group: Rearranges the items by group, and then by description if items have group names.

    • Cancel Transaction: Changes the transaction's status to cancelled.

    • Copy to Version: Duplicates the transaction to create a new version.

    • Copy to ...: Lists all the transaction options that the current transaction can be copied to.

• Approve: Applicable if checklists are used.

• Pay: Applicable to Customer Payments only. Used to record a receipt for the invoice.

• Menu: For example:

  • Open Transaction in Ledger: Displays the transaction in the ledger.

  • Open Notes & Attachments: Displays any notes or attachments and allows them to be created or edited.

  • View/Edit Signatures: Displays any signatures (e.g. if customers signed for deliveries or signed timekeeping records).

  • View/Edit Payment Schedule: Allows a payment schedule to be created (e.g. for loans or hire-purchase agreements).

  • Enable Debit and Credit: Allows users to override the transaction's default accounts to enter different accounts.

  • Show Item Notes: Displays any notes below the items.

  • Show Item Specification: Displays any specification notes below the items.

  • Customer

    • Add New Customer

    • Edit Customer

  • Supplier

    • Add New Supplier

    • Edit Supplier

  • Summaries: Displays summary information. For example:

    • Customer Summary

    • Supplier Summary

    • Item Summary

    • Linked Transactions

    • Outstanding

    • Audits

    • Emails

    • Changelog

  • Layout & Grids

• View Checklist Icon: Displays the full checklist.

• Open Notes & Attachments Icon: Allows notes and attachments to be created, edited, or viewed.

• i: Displays information about the transaction including:

  • The transaction ID (system-generated number for the transaction).

  • User, date, and time of creation.

  • User, date, and time of the last update.

  • The user's access rights.

  • The Currency settings for the transaction type.

  • The available item Categories.

  • Read-only: Displays all the reasons a transaction is read-only (cannot be edited).  

  • Settings: Displays key settings.

  • Output: Displays any output templates and the statuses in which output is allowed.

Interface

• The Edit interface is reached by clicking New (button) or double-clicking an entry on a list of transactions or items.

• This is the interface where transactions are created or edited.

• The fields displayed depend on the setup of the Transaction Type.

• Statuses are used to indicate if a transaction is complete. 

• Checklists can be created to manage transactions and their statuses.

• Edit Views are divided into two sections: 

  • Header: 

    • Requires a Customer, Supplier, or Ledger accounts to be selected. 

    • Provides Reference and Note fields to enter information about the transaction. 

    • Provides fields for additional information such as categories, order numbers, reps, and dates.

  • Items:

    • The items that are applicable to the transaction. 

      • Items can be pre-created in which case prices are prefilled from the item's information.

      • Custom items can be created in which case the user must enter all the information. 

    • If items are not used, the item section provides for ledger accounts to be selected for the transaction.

Item Buttons Explained

ℹ️ Fields marked in green are governed by a transaction type setting: Transactions > Default: Add (Popup) - Items - Inventory Enabled. If No is selected for this setting, then none of these fields are displayed.

• Add (Popup):  Provides an option to add:

  • Items: Opens an interface from which items can be selected.

  • Timekeeping: Opens an interface from which timekeeping records can be selected.

  • Copy Items from xxx (e.g. Sales Orders): Opens an interface to copy items on preceding transactions.

• Search: Allows users to search for an item.

• Item dropdown list: Provides a dropdown list of available items that meet the transaction and search criteria.

• Qty: Specifies how many of the selected item to add.

• Add: 

  • Adds the item selected from the preceding dropdown list at the quantity specified if the Add (Popup) setting is enabled. 

  • Alternatively provides a dropdown list with these options:

    • Items

    • Timekeeping

    • Copy Items from xxx (e.g. Sales Orders, Costings)

• Custom: Adds a custom item (i.e. the user must complete all the fields).

• Estimate: Adds an estimate. Only available if estimates are enabled for the transaction.

• View: Provides a dropdown list to view several interfaces depending on the transaction. For example:

  • Items: Returns to the transaction's item view if one of the other views were activated.

  • Linked Transactions: Displays a list of linked transactions.

  • Estimate Costs: Displays a list of estimate costs.

  • Materials and Outwork: Displays a list of materials and outwork.

  • Inventory: Displays the inventory that is In Stock, On Order, Reserved, Available, and Required at the location that is specified for the item.

  • Checklist: Displays a list of checklist items and the users who are authorised to approve them (same as the checklist icon on the top row menu buttons).

Fields Explained

• Field Chooser (*): Adds or removes columns (fields).

• /Qty: The quantity included in one unit.

• /Unit: The price per unit.

• Adj %: The adjustment percentage.

• Adjustment: The adjustment amount.

• Assign to:  The user to whom the item is assigned.

• Bin No.: The inventory item's bin number.

• Category: The transaction's category.

• Check in: The check in date.

• Check out: The check out date.

• Code: The item's code. 

• Cost Centre: The item's cost centre.

• Costing Status: The item's costing status.

• Credit: The account that is credited.

• Debit: The account that is debited.

• Department: The department that the transaction belongs to.

• Description: The item's description.

• Due Date: The item's due date (i.e. when production should be complete).

• Due Time (@): The due time selected for the item.

• Expires: Applicable to batch tracking. The expiry date.

• Fixed Cost: The item's fixed cost.

• Fixed Price: The item's fixed price.

• Fixed Qty: The item's fixed quantity.

• Flow: The system-generated number for the item flow.

• From: The source transaction that the transaction was copied from.

• GM%: The gross margin percentage.

• Group: The name of the group if custom groups were created for the transaction items.

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

• Image: A checkbox. Checked if an image is available.

• In Stock: The quantity in stock which is displayed in the same unit as the one used in the transaction item. If the In Stock qty is less than the item Qty, the In Stock field is highlighted in red. This field is only updated when the item is linked to an inventory location.

• Item: The number of the item on the transaction.

• Item Type: The item's type.

• Landing Cost: The amount of landing costs.

• Lead Days: The number of days it takes to receive an order.

• Location: The inventory item's location.

• Note: The note created using the context menu (View / Edit Note).

• Out Amt: The amount outstanding in the transaction's currency.

• Out Qty: The quantity that is outstanding.

• Profit:  The profit earned on the line item. Negative amounts indicate a loss was made.

• Progress: The percentage completion.

• Qty: The item's quantity.

• Qty From: The quantity on the source transaction.

• Reference: The reference on the transaction.

• Resolve: The action that is taken for inventory items (e.g. Order, Purchase, Produce).

• Serial No.: The inventory item's serial number.

• SM No. (Item): The item's service ticket number.

• Specification: The specification created using the context menu (View / Edit Specification).

• Start Date: The production or timekeeping start date.

• Start Time: The production or timekeeping end date.

• Status: The item's status.

• Subgroup: The name of the subgroup if custom groups were created for the transaction items.

• Supplier: The supplier linked to the price.

• TK ID: The timekeeping system-generated number.

• Total (exc): The transaction total excluding VAT.

• Total (inc): The transaction total including VAT.

• Total Cost: The total cost of the item.

• Total CUR: The total in the transaction's currency. CUR is replaced with the currency's abbreviation.

• Total CUR (inc): The VAT inclusive total in the transaction's currency. CUR is replaced with the currency's abbreviation.

• Tracking: The tracking information added from the context menu (View/Edit Tracking).

• Type: The line item's type (e.g. EST for estimate, or ITM for item).

• Unit: The item's unit.

• Unit Cost: The item's unit cost.

• Unit Price: The item's unit price.

• User: The user who created the transaction.

• VAT: The VAT amount on the transaction.

• VAT In/Ex: Whether the price was entered as an exclusive or inclusive price.

• VAT Type: The VAT Type selected for the line item.

• VAT%: The percentage VAT on the line item.

• WHT: The tax withholding amount.

• WHT %: The tax withholding percentage.

Context Menus

ℹ️ Most Edit and List Views include context menus. 

Context menus are accessed by right clicking an entry or clicking the column with the three lines which is mostly the final column.

• Entries found on Edit View context menus:

  • Open Estimate (applies to estimate items)

  • View/Edit Variables

  • View/Edit Note

  • View/Edit Specification

  • View/Edit Tracking

  • View/Edit Batch Items

  • View/Edit Signatures

  • Convert to Custom Item (applies to estimate items)

  • Convert to Estimate

  • Copy Item

  • Delete Item

  • Open linked Item

  • View Item Summary

  • View Purchase History

  • Move Up

  • Move Down

Related Topics

• Reference: Approvals & Checklists

• Reference: Batch Updates

• Reference: Copying Transactions

• Reference: Examples

• Reference: Extra Datasets

• Reference: Payment Schedules

• Reference: Point of Sale

• Reference: Summaries (Context Menu)

• Transaction Setup

  • Reference: Creating & Editing

  • Reference: Data Pipelines

  • Reference: Properties

  • Reference: Setup Guide (Tutorials)

  • Reference: Transaction General Settings

  • Reference: Transaction Type Settings

  • Reference: Transaction User Settings

• Reference: Transaction Summaries(customisation)

• Reference: Transaction List Views