How Transactions Work

This topic offers an overview of how transactions work.

Transaction Types are created using settings (there are no fixed transactions). The Transaction Flow should emulate the Process Flow in your business.

The Flow is created by copying Transactions from one to the next.

Transactions integrate with

• Production Planning

• Tracking and Timekeeping

• Inventory

• Accounting

Rule of thumb for creating Transaction Types

The Process Flow is controlled by Transactions and by Transaction Status

Transactions emulate a Process and the Transaction Status reflects the Progress and Copy Rules create the Flow

Rule of thumb for creating Transaction Types:

• Only part of a transaction might be copied to the next process (eg. Part Invoicing a SO).

• To measure the outstanding Qty/Amount from one process to the next (eg. Goods Issued for a SO).

• Price type changes to the next process (eg. A SO (Selling Price) copies to a PO (Cost Price).

• Not all transactions move to the next process (eg. Not all Quotes are copied to SO).

• Item Type differs from one process to the next (eg. a SO copies to a Deposit).

• Currency can differ (eg. a forex SO copies to a local currency GI).

• Different Accounts need to be updated (eg. GI updates Stock on Hand and CI updates Sales).

Sample Transaction Flow

Core Transaction settings

• Contact type (Customer, Supplier, Staff, N/A)

• Currency (Foreign or Local only)

• Use Estimating

• Updates the Planning Board

• Integrates with Accounting (Set default Debit/Credit Accounts)

• Inventory resolve options (Receive, Issue, Order, Reserve)

• Pricing and VAT Type (Sell Price, Cost Price, Inventory Price, Etc. - VAT / No VAT)

Status

The Transaction Status can be used to control when the Transaction:

• Updates Accounting

• Updates the Planning Board

• Updates Inventory

• Becomes read-only or editable

Various Defaults can be set (eg. the default Status for new transactions).

Settings can be used to limit users to a minimum or maximum status.

Colour is used to visually identify the Transaction Status.

Status is grouped by Pending, Active, Complete, Cancelled.

Process Flow

The process flows by copying one Transaction to the next

The copy functionality is set by

• Copy Rules (eg. Copy Adjustment, Copy Outstanding only)

• Alerts and Blocks (eg. Insufficient Stock, No Credit available)

• Transaction Status (eg. Can only copy Active Transactions)

• Resolve (Eg. Can only copy Reserved items)

• Create New / Copy to New only

Items can be added from different Transactions (Including from: Parent, Flow, All).

The copy function can update the Status on the from Transaction.