Transaction Setup

Transaction Types (tab): List View

ℹ️ Transaction Types are listed in a grid view with their properties on the right. The grid view is not editable, only the properties on the right. 

Buttons

• New: Creates a new Transaction Type.

• Menu: 

  • Update all Generators:  Resets the transaction numbers to the last number. If all transactions are deleted before using this button, it resets to zero.

  • Show Notes: Toggles showing or hiding notes.

  • Layout & Grids

Fields

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

• ID: The system-generated number allocated to the transaction type.

• RID: The system-generated number allocated to the transaction type in its module. 

• Description: The transaction type's description (e.g. Customer Invoices, Other Income).

• Code: An abbreviation of the description that appears on reports and links.

• Versions: A checkbox. If checked, versions of the transaction can be created. Mostly applicable to Quotations.

• Item Pricing:  The pricing option chosen for the items on a transaction (e.g. Quotations = Sell Price and Purchase Orders = Supplier Price).

• Item Resolve: The Resolve option chosen for the item. Applicable to physical inventory items. Specifies what action must be taken (e.g. Sales Orders can have resolves of Reserve (items in stock are reserved for the order), Purchase (items or services must be purchased from suppliers) and Produce (items are manufactured inhouse). 

• Estimating: A checkbox. If checked, an Estimate button is placed on the transaction for users to create and link an estimate.

• Est Pricing: Only applicable if Estimating is enabled. Specifies which price is used for estimating.

• Est Resolve: The Resolve option chosen for the Estimate.

• VAT Type: The default VAT type chosen for the transaction.

• Accounting: A checkbox. If checked the transaction is posted to the Ledger.

• Forex: A checkbox. If checked, Multiple Currencies are allowed.

• Events: A checkbox. If checked Events are enabled.

• Calendar: A checkbox. If checked, the transaction is added to a Calendar.

• Updated: The date and time on which the Transaction Type was updated.

• Checklist: The checkbox is checked when a checklist if created for the transaction type.

• Updated by: The name of the user who last updated the transaction.

• Menu (...): A submenu with the following options:

  • View/Edit User Access: Opens an interface to allocate user access for the specific transaction type.

  • View/Edit Note: Allows users to create, edit, and view any notes.

  • Copy to new Transaction Type: Creates a new transaction type with the same settings and user access.

  • Delete Transaction Type: Deletes the transaction type if it has not yet been used. 

Status (tab)

ℹ️ Statuses are created for the Header (e.g. Customer or Supplier) and Line Items (items that are invoiced) of each Transaction. 

- Users may create an unlimited number of statuses. Each status must be allocated to a fixed Status Group. Status Groups cannot be changed.

- Certain functions such as Accounting and Editing are set for the header only but control all items on the transaction.

Buttons and Filters

• Module dropdown list: A dropdown list of all the transaction types for users to select one.

• Add Header Status (button): Adds another header status. 

• Add Item Status (button): Adds another item status.

Fields

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

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

• RID:  The system-generated number for the status in the module.

• Colour: The colour allocated to the status.

• Order: The order in which the statuses should be applied.

• Description: A description of the status.

• Group: The fixed status groups to which a Status must be allocated. The options are:

  • Pending: Used for new transactions.

  • Active: Used for transactions that are created but must be checked, or for jobs that are in progress.

  • Complete: Used for transactions that are complete.

  • Cancelled: Used for transactions that were made in error but cannot be deleted (due to user permissions or audit-trail reasons). It can also be used if an order gets cancelled.

• Default: Defaults determine when statuses are automatically applied:

  • None: No default is allocated. 

  • New Transaction:  Mandatory. New transactions receive this status.

  • Pending: Typically used for new transactions that must be edited.

  • Output:  Used with the Output button. Sets the status when a transaction is printed or emailed.

  • Part Complete: Used to indicate that an order is partially complete. 

  • Complete: Used to indicate when a transaction, order or delivery is complete. This status works in conjunction with the Done (button) where available (Ledger and Payment modules). Ideally, editing should no longer be allowed for this status.

  • Weighbridge: Used to indicate items in an order must be weighed or has been weighed.

  • Landing Cost: Used to indicate that Landing Costs must or have been allocated.

  • Cancel: Used to indicate the transaction was cancelled.

  • Reconciled: Used with Ledger transactions to indicate the transaction is reconciled (e.g. bank or VAT reconciliations).

  • Planned: Used to indicate the transaction is used in production planning (e.g. Work and Sales Orders).

  • Version: Mainly used with Quotations. Allows product variations to be offered as version numbers of the same quotation.

• Editing: Specifies whether the transaction can be edited. The options are:

  • All: The transaction can be edited.

  • Status only: Only the transaction's status can be changed.

  • RFQ (Web App): 🚧

  • None: No editing is allowed.

• Accounting: A checkbox, if checked the transaction is in an accounting status (i.e. it is posted to the ledger).

• Inventory: A checkbox, if checked, the transaction affects inventory (e.g. inventory is reserved, issued, received).

• Menu (...): A submenu with the following options:

  • Move Up: Moves the status one line higher. The order of statuses on the setup page must match the order in which they are applied to a transaction for certain features to work (e.g. applying the next or previous status).

  • Move Down: Moves the status one line lower.

  • Delete: Deletes the status if it has not been used.

Copy Rules (tab)

ℹ️ Transactions can be copied to create new transactions. The new transaction can be a duplicate or the next transaction in a sequence (e.g. Quotation > Sales Order > Customer Invoice). 

- Rules governing when and what is copied are named Copy Rules.

VAT 

When transactions are copied, the VAT percentage is updated from the current VAT percentage setup under VAT Types, and not from the copied transaction.

Checklists

When a transaction is copied, the checklist on the source (from) Transaction is updated by default. 

Currencies

When a transaction is copied, the new transaction's currency is converted to the customer or supplier's currency when:

1. The new transaction type allows foreign currency.

2. The source (from) transaction is in the local currency.

3. The Customer or Supplier on the new transaction uses foreign currency.

Verifying Copy Actions

Before a transaction is copied, the following is checked: 

1. The person copying the transaction has the necessary User Access on the copy-to transaction (View and Edit access).

2. The person copying the transaction has access to the Entity on both transactions:  copying from and copying to. 

3. The Checklist, if applicable, is resolved. By default, the checklist on the Source (from) Transaction is updated when a transaction is copied. 

4. The transaction is in a Status that allows it to be copied.

5. The Customer or Supplier is still active (e.g. if only active Customers/Suppliers are allowed.) These Statuses are not checked when multiple transactions are copied using Batch Updates.

6. Which Items must be copied based on the copy rules and prior copies.

Buttons and Filters

• View all (checkbox): Displays copy rules for all entries affecting the selected transaction type.

• From / To (dropdown list): Allows users to only display the transactions copying from or to the selected transaction type.

• Transaction Types (dropdown list): Allows users to select a transaction type.

• New: Creates a new copy rule for the selected transaction type.

Fields

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

• Copy From: The transaction type to copy from. 

• Menu Caption: The caption for the action in the Menu button.

• Button Caption: The caption for the action on a standalone button.

• Status: The statuses the transaction must be in before it can be copied.

• Type: Controls which items can be added to the Transaction you have copied to or from. The options are: 

  • N/A: No items are copied. 

  • All: All the items are copied.

  • Flow: Items are only copied if the copy involves the same transaction flow (e.g. Quotation > Delivery Note > Customer Invoice).

  • Parent: Only items from the Parent Transaction are added (the first transaction in the transaction flow).

  • Contact: Items can be copied from any Transaction linked to the same Customer or Supplier.

• Header Status:  The status the transaction's header must be set to after it has been copied. If left blank, the status is not changed. The status options are: Pending, Active, Complete, Credited, or Cancelled.

• Item Status: The status that the copied items must be set to after thy are copied. If left blank the statuses are not changed. The status options are: Pending, Active, Complete.

• Copy To: The Transaction to copy to.

• Caption To:  The caption for the action in the Menu (button) or context menu.

• Adjustment: A dropdown list to select whether the adjustment must be copied or not. The options are Copy, Don't Copy.

• Copy Item Types:  Determines which Items can be copied. The options are:

  •  All: All the items are copied.

  • Receive: Only items with the Receive resolve are copied.

  • Issue: Only items with the Issue resolve  are copied.

  • Order: Only items with the Order resolve are copied.

  • Reserve: Only items with the Reserve resolve are copied.

  • Purchase: Only items with the Purchase resolve are copied.

  • Produce: Only items with the Produce resolve are copied.

  • None (Header Only): Only the header is copied. Not the items.

• Qty & Amount: Determines which item quantities are copied. The options are:

  • Total: The total quantities on the original transaction are copied.

  • Outstanding: Only the outstanding quantities or items are copied each time the transaction is copied.

  • Qty = 1:  The items are copied but all their quantities are set to one. 

• Confirm: A checkbox. If checked users must confirm that they want to copy the transaction.

• Open Trans: A checkbox. If checked, the new transaction is opened for editing. 

• Action: A checkbox, if checked, the Copy command is added to Actions (button) with the Caption as specified in the Caption fields.  

• Description: Determines how the item description is displayed on the Copy Dialogue. The options are:

  • Code - Description

  • Description (Code)

  • Description (Reference)

  • Description

  • Code

• Menu (...): Allows the copy rule to be deleted. (Click to display an X. Click the X to delete the copy rule).

Input Fields (tab) 

ℹ️ Input Fields create additional fields that display or request information. Although the dropdown list contains all the transaction types, these fields are only available if the transaction type includes a Customer or Supplier.

Filter

• A dropdown list of all created Transaction Types for users to select the one the Input belongs to.

Buttons

• New: Creates a new input rule.

• Delete: Deletes the input rule.

• Preview: Displays a preview of the input rule.

• Menu > Create selectable Stored Procedure: Creates and copies the commands to the user's clipboard. It can be pasted into an SQL editor.

Fields

ℹ️ Lookup lists and SQL queries are created from the context menu (right-click an entry). The context-menu option becomes available after a selection is made in the Editor column and Save (button) is clicked.

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

• Name: The system-generated name for the entry, which can be changed.

• Caption: The name that is displayed on the transaction.

• Editor: Specifies the type of input the user should provide. The options are:

  • Checkbox: A yes/no checkbox is created.

  • ComboBox (Fixed list): A lookup list is created. Users must select one of the entries.

  • ComboBox (Editable): A lookup list is created. Users can select an entry or enter something else.

  • Customer: Users must select a customer from a dropdown list of customers.

  • Date: A date must be selected.

  • Date (Read-only): A date is prefilled and cannot be edited.

  • Filename: The name of a file is entered.

  • Group Header: The applicable Group Header is filled in.

  • Image: The field requires an image.

  • Item: Users must select an item from a dropdown list of items.

  • Memo: Users can type a memo.

  • Number: A number must be entered.

  • Number (Read-only): A specific number is displayed.

  • Supplier: Users must select a supplier from a dropdown list of suppliers.

  • Text: Users can input text.

  • Text (Read-only): Specific text is displayed.

  • Time: Users can select a time from a time field.

  • Timestamp: Users can select a date and time from the calendar and time fields.

  • Caption: The caption is displayed.

  • Lookup (SQL): SQL is used to create a lookup list.

• Layout: Specifies where the input field is placed. The options are:

  • Below: Place the field below the input field listed above it.

  • Right: Place the field to the right of the input field listed above it.

  • Column: Starts a new column.

• Caption: Specifies where the caption is placed. The options are:

  • Hide: Hides the caption.

  • Left: Places the caption to the left of the input field.

  • Right: Places the caption to the right of the input field.

  • Top: Places the caption on the top of the input field.

• Width: A field to type the width of the input field.

• Decimal: A field to type the number of decimals, if applicable.

• Arrows: Indicates the order of the input field. Displays one if there is only one input field.

• Menu (...): A submenu. The options available depend on the option selected in the Editor column. The options change when Save (button) is clicked. Possible options:

  • Insert: Inserts a new input field.

  • Edit Lookup List: Creates the lookup lists for the combo boxes. 

  • Edit SQL: Opens an interface to create or edit an SQL query.

  • Move Up: Move the entry one line higher.

  • Move Down: Moves the entry one line lower.

  • Delete: Deletes the entry.

Output (tab)

• See Output

Categories (tab)

 ℹ️ Categories are used for search and reporting purposes. Categories can be created for each Transaction Type separately. If a Transaction is copied, the category is copied only if the new Transaction has a category of the same name.

Filter

• A dropdown list of all created Transaction Types for users to select the one to create Categories for.

Buttons

• New: Creates a new category.

• Arrow on New (button): 

  • Allows users to copy the categories from a different transaction type. 

  • Opens a dropdown list of all the available Transaction Types for users to select from.

Fields

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

• Name: The user-defined name of the category.

• Menu (...): Click to activate a cross, then click the cross to delete the entry.

Checklist (tab)

• See Approvals

Related Topics

• Reference: Transactions (overview)

• Reference: Transaction Types Accounting Setup

• Reference: Approvals and Checklists

• Reference: Batch Updates

• Reference: Extra Datasets

• Reference: Transaction Payments

• Reference: Point of Sale

• Reference: Transaction Type Properties

• Reference: Transaction Settings

• Reference: Creating Transaction Types

• Reference: Transaction Signatures

• Reference: Transaction Data Pipelines

• Reference: Transaction Views

• Transaction Examples