Transaction Type Properties

General

• Description: The transaction's name (e.g. Quotations).

• Code: The short name or code for the transaction (e.g. QT).

• Contacts: A dropdown list to specify what type of contact the transaction uses. The options are: 

  • N/A: No contacts are used (e.g. capturing running costs).

  • Customers - All: All customer accounts are available (e.g. Customer Receipts).

  • Customers - Active: Only active customer accounts can be selected (e.g. Sales Orders).

  • Suppliers - All: All supplier accounts are available (e.g. Supplier Payments).

  • Suppliers - Active: Only active supplier accounts can be selected (e.g. Purchase Orders).

  • Staff: Applicable if internal billing takes place. 

• Staff: Determines the fields available on the transaction regarding staff. The options are:

  • N/A: The transaction does not affect staff (e.g. Cashbook entries).

  • Rep: The transaction should be allocated to a rep (e.g. Customer Invoices or Delivery Notes). 

  • Assign to: The transaction should be assigned to a staff member.

  • Rep & Assign to: Both the Rep and Assign to fields should be created. 

• Disable Fields: Displays a list of standard transaction fields and checkboxes. If checked, the field is disabled on the transaction. The fields are:

  • Header - Date

  • Header - Company

  • Header - Credit Terms

  • Item - Description

  • Item - Code

  • Item - Prices

  • Header - Status

Items & Inventory 

ℹ️ This section defines how Items are used in the transactions.

• Item Type: Provides a dropdown list with the following options:

  • Items: Applicable to transactions that use pre-created or custom items (e.g. Customer and Supplier Invoices).

  • Default Item: Used for accounting transactions (e.g. Expenses, Journal entries).

  • Stock Transfer - Issue: Used for transactions that issue stock to a process, department, or customer.

  • Stock Transfer - Receive: Used for transactions that receive stock from a process, department, or supplier.  

• Pricing: Specifies what type of pricing is used for the transaction. Only applicable to transactions that use pre-created items. The price selection also determines which items can be added to a transaction: the dropdown lists only include items that have the particular price filled in.  The options are:

  • Sell Price: Used for transactions such as Quotations, Customer Invoices and Customer Credit Notes.

  • Cost Price: Used for transactions such as Work Orders.

  • Supplier Price: Used for transactions such as Purchase Orders and Supplier Invoices.

  • Costing Price: Used for transactions such as Costings and Work Orders.

  • Inventory Issue:  Used for stock-movement transactions that issue inventory (e.g. Goods Issued).

  • Inventory Receive (Estimated): Uses the Direct Cost on an Estimate (Materials and Outwork) if available, else the Total Cost from items that are not estimates. 

  • Inventory Receive (Actual): Requires a transaction with an estimate. The price is obtained from the estimate. Costing Rules must also be created.

• Resolve: Only applicable to inventory items. Specifies how the transaction affects inventory and identifies items that must be copied to the next transaction (e.g. Purchase > Purchase Order; Produce > Work Order). The options are:

  • Receive: Items are received into stock.

  • Issue: Items are issued from stock.

  • Order: Items are ordered.

  • Reserve: Items that are in stock are reserved for a specific order.

  • Purchase: Items must be purchased.

  • Produce: Items must be produced.

• Category Filter:  Allows users to control which item categories are included or excluded from the transaction type. If blank, all the item categories are available. The ID fields from Item Categories are entered along with basic commands such as = or [not]. Examples:

  • Only include categories 3,7,8: = 3,7,8

  • Exclude categories 5 and 6: = [not] in (5,6)

Estimating

ℹ️ This section determines if and how Estimating is used.

• Visible Tabs: Provides a list of estimating tabs. The checked tabs are included in the transaction. The tabs are:

  • Input

  • Costs

  • Description

  • Specification

  • Pricing

  • Update 

• Estimate Types: Limits the Estimate Types that can be used in the transaction. Estimate Types are included by moving them from the Available to the Linked section. Estimate Types are excluded by moving them from the Linked to the Available section. (Click the ellipses to popup the interface).

• Pricing:  Allows users to select Cost Price (e.g. for Work Orders) or Sell Price (e.g. for Quotations).

• Resolve: Specifies which resolves are used. The options are:

  • Receive: Items are received into stock.

  • Issue: Items are issued from stock.

  • Order: Items are not in stock but have been or must be ordered. 

  • Reserve: Items that are in stock are reserved for this order.

  • Purchase: Items must be purchased. Typically used for outsourced supplies.

Accounting 

ℹ️ When creating a transaction type, there is an Accounting section which determines how and if the transaction is posted to the ledger. 

Completing the Accounting information is the first step. The second step is to also select which transaction Statuses allow the transaction to be posted to the ledger by checking the checkbox in the Accounting column for those statuses.

• Accounting: Checkbox. If checked the transaction is posted to the Ledger. If unchecked, the transaction is only created in its module. Should only be unchecked for transactions that manage internal processes (e.g. requisitions, sales orders, work orders, purchase orders, and stock movements.)

• Currencies: Specifies which currencies apply to the transaction type. The options are:

  • Local only: Only the local currency is allowed.

  • Company and Local (Show RoE): The Customer or Supplier's currency and the local currency is allowed. The Rate of Exchange is displayed.

  • Company and Local (Edit RoE): The Customer or Supplier's currency and the local currency is allowed. The Rate of Exchange can be edited.

  • All Currencies (Edit RoE): All the currencies setup for the organisation can be used. The Rate of Exchange can be edited.

• VAT Control: Determines the placement of the entry on the VAT Reconciliation. The options are:

  • + Input (Dr): Used for transactions that create an input claim (e.g. Supplier Invoices, Asset purchases, and Expenses).

  • -  Input (Dr): Used for transactions that reduce an input claim (e.g. Supplier Debit Notes).

  • + Output (Cr): Used for transactions that create an output obligation (e.g. Customer Invoices). 

  • - Output (Cr): Used for transactions that reduce an output obligation (e.g. Credit Notes).

• VAT Type (Default): A dropdown list of all the VAT types to select a default VAT type for the transaction. The VAT type may be changed when the transaction is entered.

• VAT: Option to select whether to enter a VAT inclusive (Inc) or exclusive (Exc) amount.

• Dr Category: A dropdown list of accounting categories to select one. Only accounts from the selected category may be selected for the Debit side of the entry.

• Dr Account: A dropdown list of all the accounts. Only the specific account selected may be debited. 

• Cr Category: A dropdown list of accounting categories to select one. Only accounts from the selected category may be selected for the Credit side of the entry.

• Cr Account: A dropdown list of all the accounts. Only the specific account selected may be credited. 

• Default for: Defaults are used to identify transaction types that fulfil specific roles. Default transaction types must be specified for the following functions:

  • Customer Discount Allowed

  • Supplier Discount Received

  • Customer Overpayment

  • Supplier Overpayment

  • Customer Forex Loss

  • Customer Forex Gain

  • Supplier Forex Loss

  • Supplier Forex Gain

  • Purchase Orders

  • Supplier Invoices

  • Work Orders

  • Delivery Notes

• Landing Costs: Option to select:

  • Allocate from: The transaction type pays for landing costs. It can be selected when landing costs are allocated (e.g. Expenses, Supplier Invoices).

  • Allocate to: The transaction type must include landing costs to set a price or determine the profit (e.g. Sales or Work Orders).

• Entities: If multiple entities are used, users can specify which entities can use the transaction type by moving the entities from the Available to the Linked section (when the ellipses are clicked). Entities are removed by moving them from the Linked to the Available section.

Payment Schedule

• Use Payment Schedule: Checkbox. If checked, payment schedules are enabled. 

• Default Payment Schedule: Allows user to create a default payment schedule for the transaction type by clicking the ellipses and filling in the required fields.

Link to Item 

ℹ️ Allows users to link the transaction type to an item for reporting or tracking purposes.

• Caption: A field to type a caption for the item (e.g. Product, Part, Asset). 

• Position: Determines where the selection is placed in the transaction header. The options are:

  • Hide

  • Left

  • Centre

  • Right

• Category Filter:  Allows users to control which item categories are included or excluded from the feature. If blank, all the item categories are available. The ID fields from item categories are entered along with basic commands such as = or [not]. Examples:

  • Only include categories 3,7,8: = 3,7,8

  • Exclude categories 5 and 6: = [not] in (5,6)

Options & Defaults

ℹ️ This section allows optional fields to be included in transactions. If the adjacent checkbox is checked, the feature is enabled.

• Enable Versions: Allows versions of a transaction by keeping the same transaction number but adding a version number. Typically used on transactions such as Requisitions or Quotations when the same customer is offered multiple variations of the same product. 

• Update Calendar: Allows the transaction to update the built-in calendar. 

• Use Events: Allows transaction items to create calendar events that can be scheduled in the built-in calendar.

• Use Images: Allows users to add images or image links to the transaction header or items.

• Use Item Tracking: Enables items to be tracked. Typically used to record items' serial numbers.

Reference

ℹ️ Every transaction has a reference field. The reference can be entered when the transaction is captured or customised as explained below.

• Caption: Replaces the caption, Reference, with the caption entered in the adjacent block. 

• Lookup:  Opens a plain-text editor. A lookup list is created by typing one entry per line. 

Text Fields

ℹ️ There are three text fields which can be used to input additional information. If no captions are provided, the fields are not displayed.

• Caption: Used to type a custom caption for the additional field.

• Position: Specifies where the field is displayed. The options are:

  • Hide

  • Left

  • Centre

  • Right

• Lookup:  Opens a plain-text editor. A lookup list is created by typing one entry per line.  This feature is used to make a custom drop-down lookup list for the custom field.

Related Topics

• Reference: Accounting Overview 

• Reference: Approvals

• Reference: Batch Updates

• Reference: Extra Datasets

• Reference: Payments

• Reference: Point of Sale

• Reference: Properties (Creating Transaction Types)

• Reference: Settings (Transactions, Users and Roles)

• Reference: Setup (Setting up Transaction Types)

• Reference: Signatures

• Reference: Transaction Data Pipelines

• Reference: Transactions Overview

• Reference: Views

• Examples