Embedded Files
Overview
Overview
Transactions have two interfaces: List View which lists the transactions and Edit View which is used to create new transactions or edit existing transactions.
When viewing lists of transactions, users can switch between various displays.
Transactions: Lists the transaction header information and transaction totals.
Items: Lists the transaction items and amounts per item.
Summary: Depicts the transaction information as a customisable chart (pivot table).
Board: Displays the transactions in columns by Status (Pending or Active) or Due Dates.
Table of Contents
List View
List View
Buttons Explained
Buttons Explained
View: Generates a list of transactions based on the selected data filters.
Arrow on View:
Provides shortcuts to predefined views.
Allows new defined views to be created.
Allows a default view to be selected.
New: Creates a new transaction.
Output: Generates forms and reports that can be previewed, printed, or emailed depending on the templates that are added to the transaction type.
Actions:
Option to update all the selected records using Batch Update.
Options to copy the transactions to create the next transaction.
Save: Saves any changes. Only appears if there are fields that can be edited.
Menu:
Reset Data Filter
View Changelog
Views
Transactions
Items
Summary
Board
Set Default View
Export
Email Excel
Export Grid
Layout & Grids
Save
Save (All Users)
Restore Default (All Users)
Filters Explained
Filters Explained
ℹ️ Filters are used to only display specific information. Most filters default to All to include all the records.
Filters differ per transaction type.
Set: Provides pre-set date options such as No Date (displays all the transactions), Today, Yesterday, This Week.
Arrows: Adjust the dates in the direction of the arrows.
Date Fields: Allows users to select specific dates.
Transaction (radio button): Displays entries that have transaction dates within the selected dates.
Updated (radio button): Displays entries that were updated within the selected dates.
Required Date (radio button): Displays entries that are required within the selected dates.
Due Date (radio button): Displays entries that are due within the selected dates.
User: Provides a dropdown list of users to display transactions created by a certain user.
Rep: Provides a dropdown list of reps to display transactions allocated to a certain rep.
Customer: Provides a dropdown list of customers to display transactions for a specific customer.
Supplier: Provides a dropdown list of suppliers to display transactions for a specific supplier.
Category: Provides a dropdown list of categories to display transactions for a specific category.
Status checkboxes: If one or more boxes are checked, only transactions with those statuses are displayed. If all or none of the checkboxes are checked, all the transactions are displayed.
Fields Explained: Transactions View
Fields Explained: Transactions View
Field Chooser (*): Adds or removes columns (fields).
Acc No.: The customer or supplier's account number.
Actions (Menu ...): A context menu with the following options:
Open Transaction: Opens the transaction.
Open Notes & Attachments: Opens the attached notes and attachments.
Customer / Supplier Summary: Displays a customer or supplier summary whichever is applicable.
Linked Transactions: Displays a list of linked transactions.
Outstanding: Displays a list of outstanding items. Includes a dropdown list of transaction types and of possible outstanding items.
Audits: Displays the audit trail for the changes made to the transaction.
Emails: Opens the email interface filter to the selected transaction. Displays all the emails sent related to the transaction.
Copy to ...: Inserts all the relevant copy options available to the selected transaction.
Assign to: The user to whom the transaction is assigned.
Attachments: Displays a paperclip if there is an attachment.
Category: The transaction's category (Setup > Transactions > Categories (tab)).
Contact: The customer or supplier's contact person.
Currency: The transaction's currency.
Cus Category: The customer's category.
Customer: The customer involved in the transaction.
Date: The transaction's date.
Deliver to: The name of the delivery address.
Deposit: The deposit amount.
Deposit %: The deposit as a percentage of the total.
Department: The department that the transaction belongs to.
Deposit: The deposit amount that must be paid.
Deposit %: The percentage deposit that must be paid.
Due Date: The due date selected on the transaction.
Due Time (@): The due time selected on the transaction.
Entity: The entity selected for the transaction.
From: The source transaction that the transaction was copied from.
Head: The head that can approve the transaction.
ID: The system-generated number allocated to the transaction.
Last (d): The number of days since the transaction was last edited.
Linked No./s: The numbers of linked documents.
Manager: The manager that can approve the transaction.
NCR No.: The number of the non-conformance ticket.
Note: The note entered in the note block on the transaction.
Notes (icon): Displays an icon if there is a note attached to the transaction.
Open (d): The number of days that the transaction has been open.
Order No: The customer's order number.
Out CUR: The amount outstanding in the transaction's currency.
Out ZAR: The amount outstanding in the local currency (where ZAR depicts the local currency).
Priority: A checkbox. If checked the transaction is a priority transaction.
Reference: The reference on the transaction.
Region: The region selected for the transaction.
Rep: The sales representative selected for the transaction.
Req Date: The date on which the order is required.
Req Time: The time by which the order is required.
Requestor: The user requesting the transaction.
SM No.: The linked Service Manager ticket number.
Status: The status of the transaction.
Status Note: Any note entered on the status bar.
Sup Category: The supplier's category.
Supplier: The supplier on the transaction (usually the first supplier column).
Supplier: The supplier linked to the price.
Terms: The customer or supplier's terms.
Total (exc): The transaction total excluding VAT.
Total (inc): The transaction total including VAT.
Total CUR: The VAT exclusive transaction total in the transaction's currency.
Total CUR (inc): The VAT inclusive transaction in the transaction's currency.
Trans No.: The transaction number.
Updated: The date on which the record was last updated.
Updated by: The user who last updated the transaction.
User: The user who created the transaction.
VAT: The VAT amount on the transaction.
Fields Explained: Items View
Fields Explained: Items View
Field Chooser (*): Adds or removes columns (fields).
/Qty: The quantity included in one unit.
/Unit: The price per unit.
Actions (Menu ...): A context menu with the following options:
View/Edit Note: Opens any attached note or allows one to be created.
Open Transaction: Opens the transaction.
Open Notes & Attachments: Opens the attached notes and attachments.
Customer / Supplier Summary: Displays a customer or supplier summary whichever is applicable.
Item Summary: Displays an Item Summary.
Linked Transactions: Displays a list of linked transactions.
Outstanding: Displays a list of outstanding items. Includes a dropdown list of transaction types and of possible outstanding items.
Timekeeping: Displays linked timekeeping records.
Audits: Display the audit trail for the changes made to the transaction.
Emails: Opens the email interface filter to the selected transaction. Displays all the emails sent related to the transaction.
Copy to ...: Inserts all the relevant copy options available to the selected transaction.
Adj %: The adjustment percentage.
Adjustment: The adjustment amount.
Assign Item: The user to whom the item is assigned.
Assign Trans: The user to whom the transaction 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.
Contact: The customer or supplier's contact person.
Cost Centre: The item's cost centre.
Costing Status: The item's costing status.
Credit: The account that is credited.
Currency: The transaction's currency.
Cus Category: The customer's category.
Customer: The name of the customer.
Debit: The account that is debited.
Department: The department that the transaction belongs to.
Due Date: The due date selected on the transaction.
Due Date Item: The item's due date (i.e. when production should be complete).
Due Date Time: The transactions' due time.
Due Time Item (@): The due time selected for the item.
Entity: The entity selected for the transaction.
Expires: Applicable to batch tracking. The expiry date.
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.
Item: The number of the item on the transaction.
Item Category: The item's category.
Item Reference: The item's reference.
Item Status: The item's status.
Item Subcategory: The item's subcategory.
Item Type: The item's type.
Lead Days: The number of days it takes to receive an order.
Location: The inventory item's location.
Order No: The customer's order number.
Out Amt CUR: The amount outstanding in the transaction's currency.
Out Amt Local: The amount outstanding in the local currency (where ZAR is the local 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.
Reference: The reference on the transaction.
Region: The region selected for the transaction.
Rep: The sales representative selected for the transaction.
Required Date: The date by which the goods are required.
Required Date Time (@): The time by which the goods are required.
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.
Start Date: The production or timekeeping start date.
Start Time: The production or timekeeping end date.
Subgroup: The name of the subgroup if custom groups were created for the transaction items.
Subtotal: The total before adjustments.
Sup Category: The supplier's category.
Supplier: The supplier on the transaction (usually the first supplier column).
Supplier: The supplier linked to the price.
Terms: The customer or supplier's terms.
Total (exc): The transaction total excluding VAT.
Total (inc): The transaction total including VAT.
Total Cost: The total cost of the item.
Trans Category: The transaction's category.
Trans Date: The transaction's date.
Trans No.: The transaction number.
Trans Status: The transaction's status.
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.
Ver: The version number of the transaction. Displays one if version numbers are not used.
WHT: The withholding tax amount.
WHT%: The withholding tax percentage.
Summary View
Summary View
This view displays transaction totals.
Fields and Groupings can be customised by dragging them to new locations or by using the context menu.
Includes a chart which can be customised using the buttons below the graph. Not all the diagram options display a meaningful chart.
Board View
Board View
This view displays a summary of the transactions by Status (only Active or Pending) or by Due Date depending on the option chosen from the Menu (button).
Transactions can be moved from one column to another to change their Status, depending on user-access settings.
The display can be filtered and customised using the onscreen filters and buttons.
Related Topics
Related Topics
Transaction Setup
Reference: Transaction Summaries(customisation)
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