Settings for Transactions

General Settings

Navigation: Main menu > Setup > Settings > General (tab)

ℹ️ This page only explains the General Settings that directly affect transactions.  

• Accounting >Enable Override on Trial Errors: Checkbox. If checked the option to override trial errors is displayed on transactions. This setting applies to all transaction types.

  • A trial error is when the debits and credits of a transaction are not equal. When that happens a red warning bar is displayed alerting users to the error. These transactions are also displayed on the Dashboard to Financial Statements. Although, transactions should always be in balance, an exception may occur if a user creates a debit transaction and a separate credit transaction. To remove the warnings, users can apply this setting.

• Accounting > Exclude Transaction IDs from VAT Reconciliation (e.g. <> 2, not in (1,2,3)): The transaction type used for VAT Payments or Refunds should be excluded from the VAT reconciliation.  For example, if the ID for the VAT Payments Transaction Type is 24, the entry is: <> 24.

• Accounting > Password to edit read-only Transactions in Ledger: If a password is typed in the Value column, it can be used to edit transactions regardless of their statuses. This setting applies to all transaction types.

• CRM > Transaction Type IDs for Customer Credit Notes (e.g. = 2, in (1,2,3)): Type the transaction IDs in the Value column as per the example.

• CRM > Transaction Type IDs for Customer Invoices (e.g. = 2, in (1,2,3)): Type the transaction IDs in the Value column as per the example.

• CRM > Transaction Type IDs for Customer Orders (e.g. = 2, in (1,2,3)): Type the transaction IDs in the Value column as per the example.

• CRM > Transaction Type IDs for Quotations (e.g. = 2, in (1,2,3)): Type the transaction IDs in the Value column as per the example.

• Cashups > Filter - Transaction Type (e.g. = 2, in (1,2,3)): Type the transaction IDs in the Value column as per the example.

• Cashups > Transaction Type - Cashup Shortfall: Provides a dropdown list of all the transaction types for users to select one.

• Cashups > Transaction Type - Cashup Surplus: Provides a dropdown list of all the transaction types for users to select one.

• Items & Inventory: Decimals used to display Inventory quantity (0-4): Type a number in the Value column. This setting also affects the number of decimals displayed in transactions.

• Item & Inventory > Item Costings - Transaction Type: Provides a dropdown list of all the transaction types for users to select one.

• Items & Inventory > Transaction used for Inventory Adjustments:  Provides a dropdown list of all the transaction types for users to select one.

• Mobile App > Inventory: Transaction Type - Goods Issued:  Provides a dropdown list of all the transaction types for users to select one.

• Mobile App > Inventory: Transaction Type - Goods Received:  Provides a dropdown list of all the transaction types for users to select one.

• Output (Print, PDF, Email) > BCC emails to the following address: Type an email address in the Value column.

• Output (Print, PDF, Email) > Output Templates: Provides an interface to link output templates to the various modules, including transaction types. (Output refers to the forms or reports generated from transactions e.g. Quotations, Invoices.)

• Payments - Transaction Type - Customer Payments: Provides a dropdown list of all the transaction types for users to select one.

• Production > Projects Transaction:  Provides a dropdown list of all the transaction types for users to select one.

• Production > Tasks Transaction: Provides a dropdown list of all the transaction types for users to select one.

• Supplier Payments > Transaction Type - Accruals - Foreign Currency Payments: Provides a dropdown list of all the transaction types for users to select one.

• Supplier Payments > Transaction Type - Supplier Discounts: Provides a dropdown list of all the transaction types for users to select one.

• Supplier Payments > Transaction Type - Supplier Payments: Provides a dropdown list of all the transaction types for users to select one.

Transaction Settings

Navigation: Main menu > Setup > Settings > Transactions (tab)

ℹ️ These settings are applied to specific Transaction Types and only affect the transaction type they are added to. Settings may be added to multiple transaction types.

The list below is a comprehensive explanation of all the available settings.

Procedure:

1. Click Add/Update (button) to open a popup.

2. Click the Transaction Type you want to add the setting to under Module.

3. Click the setting/s on the list of setting.

4. Click Add/Update (button) on the popup.

5. Close the popup.

• Accounting > Set Transaction Complete when allocated: Applicable to transaction types that deal with customer receipts and supplier payments. Changes the transaction's Status to Complete if the payment or receipt is allocated to outstanding invoices.

• Accounting > Use VAT Type IDs (e.g. = 2, in (1,2,3)) - Include -1 for NO VAT: Allows users to specify which VAT Types can be used in the transaction. If this setting is not added, all VAT Types can be used. Can be added to any transaction type.

• Alerts > Warning Message: Provides an interface to write a SQL query to display a warning message. (Click Edit in Value column.) Can be added to any transaction type.

• Browser App > Enable in Supplier Portal: The options are:

  • N/A

  • View/Edit (All)

  • View/Edit (Exc. Pending)

• Email > BCC emails to the following address: Type an email address in the Value column. All emails sent from the Output (button) for the transaction type are blind copied to the email address provided. Can be added to any transaction type.

• Email > Default: Send emails to: Applicable to transaction types that involve customers, suppliers, or tasks.  Allows users to specify the default email recipients for the Output from the transaction. The options are:

  • Transaction Contact

  • Accounting Contact

  • Assign To

  • Rep

  • User 

• Estimating > Default: Markup on Estimates (%): Applicable to transaction types that deal with estimates. Allows users to type a default markup for the estimates.

• Inventory > Default Inventory Location Transaction Estimates: Provides a dropdown list of locations for users to select a default location. Should only be added to transaction types that use estimates.

• Inventory > Default Inventory Location Transactions: Provides a dropdown list of locations for users to select a default location. Can be added to all transaction types that deal with inventory.

• MRP > Purchase Order Transaction (MRP - On Order):  Checkbox. If checked Material Requirement Planning is used. Should only be added to the relevant Purchase Order transaction type.

• Mobile App > Timekeeping: Enable Transaction: Checkbox. If checked timekeeping for the transaction can be recorded from the Mobile App. 

• NCR > Transaction used for 'Customer Complaints': Checkbox. If checked the transaction is used to resolve customer complaints as per a non-conformance report (NCR). Added to transaction types such as Credit Notes.

• NCR > Transaction used for 'Direct Costs':  Checkbox. If checked the transaction is used to record additional costs incurred as per an NCR. Added to transaction types such as Supplier Invoices.

• NCR > Transaction used for 'Production Related':  Checkbox. If checked the transaction is used to record additional tasks needed as per an NCR. Added to transaction types such as Work Orders.

• NCR > Transaction used for 'Supplier Returns - Rework':  Checkbox. If checked the transaction is used to return goods to suppliers as per an NCR. Added to transaction types such as Supplier Debit Notes and Supplier Invoices.

• NCR > Transaction used for 'Supplier Returns':  Checkbox. If checked the transaction is used to return goods to suppliers as per an NCR. Added to transaction types such as Supplier Debit Notes.

• POS: Cash Sales Customer: Provides a dropdown list of all customer accounts for users to select the account in which cash sales are recorded. Only applicable to transaction types that are used for Point of Sale.

• POS: Transaction limit for Cash Sales (VAT No. not required): Field to type a limit. This limit could be the government-imposed limit for invoices that do not require a VAT registration number or an internal limit set by the organisation.  Only applicable to transaction types that are used for Point of Sale.

• Payments > Enable Customer Payments (Link to Invoices): Enables the direct capture of customer receipts in cases where customers walk in or phone to pay their accounts. Should be added to customer-related transaction types such as Customer Invoices. 

• Payments > Payments - Item ID - Cash (Link to Receipts): A field to type the Item ID that is used to record cash payments if cash is received. If customers do not pay with cash, this setting is unnecessary.  If used, an Item must be created for cash receipts.

• Payments > Payments - Item ID - Change (Link to Receipts):  A field to type the Item ID that is used to record change given if cash is received. If customers do not pay with cash, this setting is unnecessary.   If used, an Item must be created for change.

• Payments > Payments - Item ID - Tips (Link to Receipts):  A field to type the Item ID that is used to record tips if applicable. If customers do not tip staff, this setting is unnecessary.  If used, an Item must be created for tips.

• Periodic Ledger > Purchases Delivered and not Invoiced: Goods Received: Checkbox. If checked the transaction type is used to record Goods Received.

• Periodic Ledger > Purchases Delivered and not Invoiced: Purchase Order: Checkbox. If checked the transaction type is used for Purchase Orders.

• Periodic Ledger > Purchases Delivered and not Invoiced: Supplier Invoice: Checkbox. If checked the transaction type is used for Supplier Invoices.

• Periodic Ledger > Transaction used to Decrease Inventory: Checkbox. If checked the transaction type is used to record stock losses. 

• Periodic Ledger > Transaction used to Decrease Purchases Delivered and not Invoiced: Checkbox. If checked, the selected transaction is used for this function (e.g. Purchase Returns).

• Periodic Ledger > Transaction used to Increase Inventory: Checkbox. If checked the transaction type is used to record stock gains.

• Periodic Ledger > Transaction used to Increase Purchases Delivered and not Invoiced: Checkbox. If checked, the selected transaction is used (e.g. Purchase Orders).

• Pricing > Use in Pricing > Supplier Prices > Last Purchase: Applicable to Supplier Invoices or transactions dealing with suppliers. Checkbox. If checked changes the Supplier Price on the item's setup to the price on the most recent invoice.

• Production Planning > Enable Materials in Production Planning: Applicable to transaction types such as Work or Sales Orders. Checkbox. If checked, raw materials are used and managed in production.

• Production Planning > Enable Outwork in Production Planning: Applicable to transaction types such as Work or Sales Orders. Checkbox. If checked, outwork is used and managed in production.

• Production Planning > Enable Tasks in Production Planning: Applicable to transaction types such as Work or Sales Orders. Checkbox. If checked, tasks are used and managed in production.

• Production Planning > Transaction used for Goods Issues: Checkbox. If checked, the transaction type is used for Goods-Issued transactions. Multiple transactions can be linked.

• Production Planning > Transaction used for Purchases: Checkbox. If checked, the transaction type is used for Purchases (e.g. Purchase Orders or Supplier Invoices). Multiple transactions can be linked.

• Service Manager > Transaction used for Progress Invoices: Checkbox. If checked the transaction type is used to issue invoices for jobs based on the progress made (e.g. can be added to Customer Invoices).

• Service Manager > Transaction used for Quotations: Checkbox. If checked, the transaction type is used to issue quotations from the service manager. Should be added to the transaction type used for Quotations.

• Supplier Payments > Transaction used for Supplier Invoices: Checkbox. If checked the transaction type is used to record invoices that are paid using the Supplier Payments module.  Only applicable to Supplier Invoices.

• Timekeeping > View/Edit in Timekeeping Module: Checkbox. If checked, any timekeeping records can be viewed and edited in the Timekeeping module. Can be added to any transaction type that involves a task for which timekeeping is recorded.

• Tracker > Module: Deliveries: Applicable to delivery notes. Checkbox. If checked, the transaction type integrates with the tracker app to manage the deliveries.

• Tracker > Module: Field Service: Applicable to transaction types that involve tasks (e.g. Work Orders). Checkbox. If checked, the transaction type integrates with the tracker app to manage tasks.

• Tracker > Module: Issue Goods (Select the Issue Transaction): A dropdown list of Transaction Types for users to select one. Applicable to Goods-Issued transactions.

• Tracker > Module: Issue Inventory (Select the Issue Transaction):  A dropdown list of Transaction Types for users to select one. Applicable to Goods-Issued transactions.

• Tracker > Module: Receive Goods (Select the Receive Transaction):  A dropdown list of Transaction Types for users to select one. Applicable to Goods-Received transactions.

• Tracker > Module: Receive Inventory (Select the Receive Transaction):  A dropdown list of Transaction Types for users to select one. Applicable to Goods-Received transactions.

• Tracker > Module: Timekeeping: Applicable to transaction types that involve tasks (e.g. Work Orders). Checkbox. If checked, the tracker app is used to manage timekeeping for that transaction type.

• Transactions > Add Items to Transactions: Checkbox. If checked, items are used in the transaction. Can be added to any transaction type that deals with items.

• Transactions > Add to Inventory Replenishment Actions (Produce): Checkbox. If checked, the transaction type is used to produce goods.

• Transactions > Add to Inventory Replenishment Actions (Purchase): Checkbox. If checked the transaction type is used to purchase goods or services.

• Transactions > Caption for Check in: Field to type a caption. Applicable to transactions that record the time customers check in (e.g. in the hospitality or service industry).

• Transactions > Caption for Check out: Field to type a caption.  Applicable to transactions that record the time customers check out (e.g. in the hospitality or service industry).

• Transactions > Caption for Due Date: Field to type a caption. Can be added to any transaction where goods must be produced by a certain date (e.g. Work Orders). Allows users to change the default caption: Due Date.

• Transactions > Caption for Required Date: Field to type a caption. Can be added to any transaction where goods are required by a certain date (e.g. Quotations). Allows users to change the default caption: Required Date.

• Transactions > Caption for Start Date: Field to type a caption.  Can be added to any transaction that involves tasks (e.g. Work Orders).

• Transactions > Convert new Items to Estimates when Pricing = Sell Price:  If the checkbox is checked, linked Costings are converted to Estimates.  Enabling this feature allows users to edit the variables on the estimate.

• Transactions > Create new Transactions: Checkbox. By default, new transactions can be created. This setting is only needed if new transactions should no longer be created for that transaction type in which case the checkbox should be unchecked.

• Transactions > Default: Batch Issue Transaction: Checkbox. If checked the transaction type is used to issue a batch of goods. Applicable to Goods-Issued transaction types. 

• Transactions > Default: Batch Transfer Transaction (Select Staging Location): Provides a dropdown list of all locations for users to select a default location for batch transfers. Applicable to stock-movement transaction types.

• Transactions > Default: Deposit percentage (Control is hidden when set to default of 0%): Field to type a percentage. Applicable to Customer or Supplier invoices if deposits are routinely paid. The deposit amount is calculated and shown at the bottom of the transaction.

• Transactions > Default: Due Date (Days from Transaction Date): Field to type the number of days to automatically calculate Due Dates. Applicable to any transaction type that requires goods to be produced by specific dates.

• Transactions > Default: Required Date (Days from Transaction Date): Field to type the number of days to automatically calculate Required Dates. Applicable to any transaction type where goods are required on specific dates.

• Transactions > Default: Show Item Notes: Can be added to any transaction type. The options are:

  • None: Nothing is displayed by default.

  • Note: Notes are displayed by default.

  • Specification: Specification (notes) are displayed by default.

• Transactions > Default: Set Deu Date from Credit Terms: Checkbox. If checked, the due date is automatically set based on the credit terms.

• Transactions > Editing of Totals allowed: Checkbox. If checked, totals can be edited. Can be added to any transaction type.

• Transactions > Enable 'Clear Overpayment' function in Ledger: Checkbox. If checked the feature to clear overpayments is activated. Applicable to Customer and Supplier payment transactions. This feature is used to write off small overpayments that are not refunded.

• Transactions > Enable 'Discount Outstanding' function in Ledger: Checkbox. If checked the feature to discount the remaining balance is activated. Applicable to Customer and Supplier transactions. Writes off small balances or settlement discounts.

• Transactions > Enable 'Record Foreign Exchange Gain' function in Ledger: Checkbox. If checked the feature to automatically record a forex gain is activated. Applicable to Customer and Supplier transactions

• Transactions > Enable 'Record Foreign Exchange Loss' function in Ledger: Checkbox.  If checked the feature to automatically record a forex loss is activated. Applicable to Customer and Supplier transactions

• Transactions > Enable Contract Billing: Checkbox. If checked, contract billing is enabled. 

• Transactions > Enable Import/Export: Checkbox. If checked, certain import and export functions are enabled. Applicable to transaction types such as Customer and Supplier Invoices.

• Transactions > Enable Procurement/Purchasing: Checkbox. If checked, certain procurement or purchasing functions are enabled. Applicable to transaction types such as Sales or Work Orders.

• Transactions > Enable Signatures:  Works with the Tracker of Mobile App. Requires a manager or customer to sign the app. The options are:

  •  None: Signatures are not captured (default)

  • Transaction: Signatures are only shown on the document that is signed (e.g. a Delivery Note). 

  • Transaction Flow: Signatures are shown on all the documents in the transaction flow (e.g. Delivery Note, Customer Invoice). 

• Transactions > Group Transaction Items by: The options are:

  • N/A

  • Class

  • Category

  • Subcategory

• Transactions > Hide Header column 3: Checkbox. If checked the header in the third column is hidden.

• Transactions > Link Meter Data to Transaction Items: Checkbox. If checked meter data is linked to the items and must be recorded. Applicable to transaction types such as Customer Invoices.

• Transactions > Online Documentation (URL): A field to type a URL for the online documentation. For Version 25 the link is: https://sites.google.com/quickeasysoftware.com/bosentlearningv25

• Transactions > Search Items by Code: Checkbox. If checked, items are searched using their codes and not their descriptions. Can be added to any transaction that uses items.

• Transactions > Show Delivery Address: Checkbox. If checked, the delivery address is shown. Typically used for Customer Invoices and Delivery Notes.

• Transactions > Show Linked Trans No./s from (Select the Transaction): A dropdown list of Transaction Types for users to select one. Can be added to any transaction type that is linked to another transaction type (e.g. Customer Invoices and Delivery Notes.)

• Transactions > Start a new Transaction flow: Checkbox. If checked, creating a new transaction (even by copying another transaction) always starts a new transaction flow. (A transaction flow is a list of linked transactions (e.g. Quotation > Sales Order > Delivery Note > Customer Invoice).) 

• Transactions > Status: Serial Numbers (Produce): Allows statuses to be created for serial numbers by clicking Edit in the Value column and setting up statuses on the popup.

• Transactions > Transaction Board View - Custom field (SQL):   Checkbox. If checked, users can create a custom text field on the Transaction Board. The Template (button) on the SQL Editor generates sample SQL with the valid fields and parameters. Applicable to transaction types such as Work Orders.

• Transactions > Use Serialised Stock:  The options are:

  • N/A: Stock is not tracked by serial number.

  • Issue (Scan Serial No.): Stock is issued, and the serial number is scanned. Applicable to Goods-Issued transaction types.

  • Receive/Issue (Scan Code):  Stock is issued or received, and the item's code is scanned. Applicable to stock-movement transaction types.

  • Return (Scan Serial No.): Stock is returned, and the serial number is scanned. Applicable to Goods-Returned transaction types.

  • Produce: Serial numbers are produced. Applicable to transaction types such as Work Orders where finished goods are produced. Allows serial numbers to be added.

• Transactions > Use for Material Requirements Planning (MRP):  Checkbox. If checked the transaction is used for material requirements planning (e.g. Work and Sales Orders).

• Weighbridge > Create Transaction from Purchase Order for Weighbridge (ln):  Checkbox. If checked the transaction type is used to create a specific weighbridge transaction.

• Weighbridge > Purchase Order Transaction for Weighbridge (ln):  Checkbox. If checked, the transaction type is used to create purchase orders for the weighbridge. Applicable to Purchase-Order transaction types.

• Weighbridge > Update Transaction from Weighbridge by Del No. (Out):  Checkbox. If checked the transaction is updated based on the weight as per the weighbridge data. 

User Settings

Navigation: Main menu > Setup > Settings > Users (tab) > Double-click a Username

ℹ️ User Settings are divided into two sections. The first grants access to general features. Only a few key settings are explained below.

The second grants access to transaction types. 

User Settings for Transactions

• Accounting > Ledger - Access Allowed: Checkbox. If checked access is allowed. Accounting transactions are created and viewed in the ledger.

• Accounting > Transaction Close off Dates - Access Allowed: Checkbox. If checked access to edit the transaction close off dates is granted. Close off dates prevent historical transactions from being edited when the period has been closed off.

• General > Actions - Access Allowed: Allows access to custom actions which can be added to transactions or reports. Provides an interface to grant or revoke access to specific actions.

• General > Approvals - Access Allowed: The options are:

  • None: The user cannot approve transactions using the Approvals module.

  • View Only: The user can only view transaction that require approval.

  • Full Access: The user can approve transactions using the Approvals module.

• Setups > Setup Transaction Types - Access Allowed: Checkbox. If checked the user can create or edit Transaction Types.

Transaction Access

ℹ️ 

- Access can be set individually per transaction type by clicking the checkboxes or selecting a view option from the dropdown list. 

 - Access can be set for multiple transaction types by using Actions (button) > Batch Update. 

 - Modules can be added or removed using Actions (button) > Add/Remove Modules. If a module is removed from a user, their access is revoked.

- Copying transactions: Users must have View and Edit rights to the target transaction. They do not require New access rights. 

- If a Transaction Type is copied, these user access settings are also copied.

- If a user does not have access to a Transaction Type, the information is hidden in the ledger.

• View: Options are:

  • None: The user has no rights to view the transaction and cannot receive any of the other rights either. They will not see the transactions in the ledger either.

  • All: The user may view all the transactions.

  • Own (Rep): The user may view transactions if they are the rep.

  • Admin: The user has full rights to view all the transactions and may change the Status on read-only transactions to any other status.

• New: The user may create new transactions. If users have access rights to copy a transaction, they can still create a new transaction by copying a transaction. View and Edit rights are required. Users without new rights are shown an error message if they try to create new transactions.

• Edit: Allows users to edit the transaction. View rights are required.

• Delete: Allows users to delete the transaction. View rights are required. Users without delete rights are shown an error message if they try to delete a transaction.

• Est (Form only): Only applies to estimates. Limits the information users can see (e.g. users cannot see the profit break-down).

• Status (Up only): Users can only change the status of a transaction to the next status, not to the previous status (e.g. Pending to Active but not Active to Pending). Users with Admin rights can change the statuses regardless of this setting. 

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