Transaction Types

Because every business is different, it's important that the Transaction flow in your business software can be customised to match the Transaction flow that works best for your business. Transaction Types enables you to customise your transaction flow to work exactly the way you want it to work, simply by updating a few settings. There is no limit to how many Transaction Types can be included.

In addition to creating multiple Transaction Types, the custom Transaction Type model also provides functionality to create custom, ordered Status lists, at both a Header and Item level, to further manage the flow of Transactions in a specific Transaction Type.

There are no fixed Transaction Types - Transaction Types are created using Settings. Find out more about Transaction Types here.

Navigation

Main Menu > Setup > Transaction Types > Transaction Types

a. Data Grid

  • ID - This is an automatically generated ID number that identifies the unique Transaction Type.

  • Description - This is the name of the Transaction Type.

  • Code - This is the nickname for Transaction Type, and is referenced on Templates and Reports.

  • Entities - This specifies if this Transaction Type will use Business Entities.

  • Versions - This specifies whether a Transaction Type has versions or not. This is mainly used for Quotes.

  • Item Pricing -

  • Item Resolve -

  • Estimating - This specifies what tabs are visible when adding Estimates to the Transaction Type.

  • Est Pricing -

  • Est Resolve -

  • Accounting - This specifies whether or not the Transaction Type appears in the Ledger and affects other Accounting reports.

  • ForEx - This is to specify whether or not the Rate of Exchange and Currency can be changed on the Transaction Type.

  • Events - This is to specify whether or not the Transaction Type uses Events functionality.

  • Calendar - This is to specify whether or not the Transaction Type uses Calendar functionality.

  • Planning - This specifies whether or not the Transaction Type populates the Planning Board.

  • Updated by - This shows who updated the Transaction Type and serves as an audit trail.

b. Transaction Types Edit Panel

This is where each Transaction Type is edited and functionality is given. Explained below.

General

  • Description - This is the name of the Transaction Type.

  • Code - This is the nickname for Transaction Type, and is referenced on Templates and Reports.

  • Contacts - This allows the user to specify what type of contact can be selected on the Trans Type like Customer, Supplier, or Staff.

  • Staff - This is to specify what Staff selections are available on the Transaction Type, such as Rep or Production Staff.

  • Disable fields - This allows you to select certain fields that should remain visible in the Transaction Type, but not be editable. This is useful for Accounting Transaction Types, and also includes Status.

  • Create / Copy - This restricts or allows the user to create a new Transaction in the module, or only copy to it from an existing Transaction.

Items and Inventory

  • Item Type - This allows you to set what type of Item the Item is for this Transaction Type. You can select from these:

    • Items - These are standard items.

    • Default item - This allows you to only have access to default allocated items.

    • Payment - This allows the Transaction Type to have a payment interface visible like POS to process Items.

    • Point of Sale - All the POS settings will be applied.

    • Stock Transfer / Stock Issue - This allows you to issue stock from one location and push to another if a stock transfer flow is created.

  • Item panel - This allows you to add Items from upstream transactions such as Cost of Work Order, or Custom items.

  • Pricing - These relate to how an Item is priced in the Transaction Type.

    • Sell - This sets the Item's cost as the final selling cost.

    • Cost - This sets the Item's cost as the amount it cost you to purchase it.

    • Supplier - This sets the Item's cost as the highest Supplier cost. There may be several suppliers providing an item, and at times the lowest Supplier might not have stock of an Item. This business practice protects the business from potential under-budgeting.

    • Estimate - This sets the Item's cost at whatever the Estimator has set in the Estimate.

    • Inventory price - This is the unit price, updated automatically to average.

  • Resolve - This allows you to determine how items are resolved in cascading transactions. Where items need to be purchased or issued from stock. This applies typically for Sales Orders - eg Reserve (from stock), Purchase (from Supplier), Produce (from in-house manufacturing). Work Orders will be Order.

  • Category Filter - Restricts or excludes certain categories so that only selected items are available. Eg, not in (19) or in (19) or = (19)

Estimating

  • Visible Tabs - In Quotations Transaction Types, this allows you to select what tabs are visible. If one tab is visible, then Estimating is enabled.

    • Input - This is tree view of costs, components, services.

    • Costs - Cascades to grid of costs that can grouped, filtered, etc.

    • Description - This is where Description is generated.

    • Pricing - This allows you to view pricing and grouping.

    • Updates - This allows you to view any differences in input and setup. I.e an Item can be the same as Estimate, or Estimate can be same as Item.

  • Estimate Types - This opens a selection window that allows you to select which Estimate Types are enabled on this Transaction Type. This is where you customise the form that will generate the input. Estimate Types must be linked to Transaction Types in order for them to appear in a Transactions Est drop-down menu. This allows you to create different Estimate Types for different Transaction Types (see image below).

  • Pricing - This allows you to select if the Pricing on the Estimate is from Cost Price (if you're manufacturing from raw materials, with markup applied after) or from Sell price (when the various items that are on the Estimate are exactly as per item costs).

  • Resolve - This allows you to set what the Resolve will be for the Items on the Estimate. All transactions that are Resolved will be copied as Items.

    • Receive - Items are received into stock.

    • Issue - Items are issued from stock.

    • Order - Items are ordered from a Supplier.

    • Reserve - Items are reserved from inventory. This is a typical selection for a Work Order

    • Purchase - Items are purchased from a Supplier. This is a typical selection for a Work Order

Production

  • Planning board - If checked, then the Transaction Type (typically a Work Order) will update the Planning Board.

  • TImekeeping - This allows you to select what information you will see on the timekeeping list:

    • Transaction - Eg logging time against picking a GI.

    • Items on Transaction - Track time against producing an item.

    • Services on Estimate - Track time against providing a service.

  • Timekeeping - This allows you to add a note on Timekeeping.

Accounting

  • Accounting - If checked, then the Transaction Type will update Accounting. Only one account can be updated per Transaction Type, so if multiple accounts need to be updated, each will need its own Transaction Type.

  • Forex - This is for Foreign Exchange.

    • N/A - Local currency applies.

    • Show RoE - Rate of Exchange can be viewed only.

    • Edit RoE - Rate of Exchange can be edited.

  • VAT Type (Std) - This allows you to set what the standard VAT type is for this Transaction Type. You can select if it is Standard (15%), Exempt, Zero-rated, Bad debt, or VAT.

  • VAT - This allows you to set the default VAT setting - either Excluding or Including VAT.

  • VAT Type (Forex) - This allows you to determine the VAT Type for Foreign Exchange. You can select Exempt, Zero-rated, Bad Debt, Standard, or VAT.

  • Vat Type filter - This allows you to allow or restrict certain VAT Types from being selectable, so that you cannot select an invalid VAT Type.

  • Default for - This allows you to determine which Transaction will be used for Supplier discounts, over-payments, etc. Each selection will allows certain, specific functionality based on the selection. Eg Purchase Order - this will allow you to view purchase history, and defaults are particular to PO.

    • Customer Discount Allowed - This identifies the transaction type which is used to 'Discount Outstanding' when creating a Customer Receipt.

    • Supplier Discount Received - This identifies the transaction type which is used to 'Discount Outstanding' when creating a Supplier Payment.

    • Customer Overpayment - This identifies the transaction type which is used to 'Clear Overpayment' when creating a Customer Receipt.

    • Supplier Overpayment - This identifies the transaction type which is used to 'Clear Overpayment' when creating a Supplier Payment.

    • Customer ForEx Loss - This identifies the transaction type which is used to 'Record Forex Loss' when creating a Customer Receipt on a foreign currency account.

    • Customer ForEx Gain - This identifies the transaction type which is used to 'Record Forex Gain' when creating a Customer Receipt on a foreign currency account.

    • Supplier ForEx Loss - This identifies the transaction type which is used to 'Record Forex Loss' when creating a Supplier Payment on a foreign currency account.

    • Supplier ForEx Gain - This identifies the transaction type which is used to 'Record Forex Gain' when creating a Supplier Payment on a foreign currency account.

    • Purchase Orders - This identifies the transaction type/s from which you can drilldown from the Items to 'View Purchase History'

  • Landing costs - This determines if the Transaction Type is taking landing costs into account. Eg, Goods Received - Allocate to. Supplier Invoice - Allocate from. All the costs from this supplier will be allocated to the related stock / inventory.

  • Business entities - This provides you with multi-branch functionality where you can set separate Transaction Type to link to separate Business Entities.

Payment Schedule

  • Use payment schedule - If checked, this allows you to create Payment Schedules, typically on a Quotation. These are defaults that are set according to percentages, or amount, or fixed amount. It can be shown on quote letter.

  1. Description - This is the name of the Payment Schedule, and can be Deposit, COD, On Installation, 60 Months, 30 Months, etc. Whatever the Payment breakdown is for the business.

  2. Date - This can be manually set, but leaving it blank will allow the app to determine the date.

  3. Update - This determines what the Payment Schedule is updated by.

  4. Percent - This is the percentage value linked to the Description - eg, Description: Deposit; Percent: 50, for a 50% Deposit.

  5. Amount - This is the value that is required for the Payment Schedule and can be manually entered. The balance / breakdown will need to be manually calculated.

  6. Balance - This shows what the balance outstanding will be.

Item Entities

This is anything that is used to generate income, eg a vehicle, or plant hire company, or property renting.

  • Caption - This is the name used in Item Entity Summary, Supplier Invoices, etc.

  • Position - This allows you to select the placement of the Caption. Your options are Hide, Left, Right, and Centre.

  • Category filter - This allows you to select which Category is selected or relevant to this Transaction Type. Eg, = 55

Options & Defaults

  • Enable versions - This allows the Transaction Type to have Version numbering eg 258/1 or 258/2. This is useful when there are several versions for the same job.

  • Show Data Filter - This allows you to select if you wish to view or hide the Data Filter on the grid. This is typically used for POS - it removes the filter and is set to view Active only.

  • Show Logout button - Functionality to emulate touch screen POS. Selecting Show allows user to see a logout button. The user can be set to touchscreen.

  • Update Calendar - This allows you to update the Calendar from this Transaction Type. This is useful for hotels or rental businesses. Setup > Calendar. User > Edit calendar. Add Resources, eg Rooms. Resource is anything you can rent, like Rooms, or car. In Calendar, View Resource, Eg Rooms.

  • Use Events - This allows you to activate Events in the Transaction Type and is useful for allocating dates / times to a Transaction. This is useful for hotels or rental businesses. Item Category > New > right click > User Access. Enables an Event tab in an Item. Set by days / hours / 24 hrs. In Sales Order, Event will be a field, with selected options such as hours, days, Rooms (if Rooms was created as a Resource).

    • Calendar and Events are linked. If I update the Calendar by moving the booking to another day, or extending it, or cancelling it, it will update the Sales Order Event, Amount, duration, etc.

  • Use images - This allows you to use images in the Transaction Type, eg Quotations. Open Transaction, Menu > Edit images. These images can be printed on template, or if PDF they can be linked on the quotation email. There is an option to store image on the local PC or on the BOS DB. Ideally, a single image can be linked to multiple Quotations, so each Quotation does not need a new image uploaded all the time. This optimises storage and speed. To set where images are stored: Settings & Setup > General Settings > Image > Folder path. Images can be linked to Transactions or to a Work Flow. To output: Right click > Output email as attachments.

  • Item Tracking - This enables tracking of an item, typically in a Sales Order. This can be used for batch numbers / serial numbers. You can also add Serial Number with the field chooser in the Sales Order Item.

Custom Fields

How to create a new Transaction Type

The Transaction Types are created and managed in the Transaction Types setup window which can be opened from Main Menu > Setup > Transaction Types > Add.

Transaction Numbers

Every Transaction type has its own number sequence which can individually be set as needed.

Categories

Job Categories can be edited under the Categories tab of the Transaction Types setup window. For more on setting up Job Categories, click here.

Menu Manager

For more on how to order Transaction Types on the Main Menu and Tile Menu, click here.