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.
Summaries
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.
Summaries
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.
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 Item: The item's due date (i.e. when production should be complete).
Due Date: The due date selected on the transaction.
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.
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.
Edit View
Edit View
Menu Buttons
Menu Buttons
ℹ️ Certain functions will 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.
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
Item Summary
Linked Transactions
Outstanding
Audits
Emails
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
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 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.
See Fields Explained: Items View (above) for details about the fields.
Fields Explained: Edit View
Fields Explained: Edit View
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.
Context Menus
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
Related Topics
Reference: Transactions (overview)
Reference: Transaction Types Accounting Setup
Transaction Examples
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