Transaction Interface

This topic covers the Transaction interface and functionality within BOSEnterprise.

1. Data Filter - The Data Filter enables users to filter on and search for Transactions. After the Data Filter has been set, click the View button to display the Transactions. The default filter will show all the transactions for Today. To change the default filter, click the drop-down arrow on the View button and select one of the other default filters which are based on the Transaction Status. Click Menu > Reset Data Filter to reset the Data Filter to the selected default.

2. Menu - Clicking the Menu button opens a menu which contains general functions including:

   • Reset Data Filter - This resets the Data filter to the currently selected default.

   • View Transactions - This changes the Data Grid to display a list of Transaction Headers (screenshot above)

   • View Items - This changes the Data Grid to display a list of Transaction Items

   • View Summary - This opens a view that displays a Pivot Grid with an accompanying Chart.

   • View Items Panel - This opens a side view showing Items that can be added to the Transaction.

   • View Settings - This opens a side view that shows all the settings for the selected Trans type including Copy Rules and User Access.

   • Show Data Filter - This shows the Data Filter that allows you to view by Date, User, Rep, Customer, Category and Status.

   • Export Grid - This provides the functionality to Export the Data Grid to an Excel, HTML or Text file.

   • Save Grid - This saves the Transaction and Item Grid layouts.

   • Restore Grid - This restores both the Transaction and Item Grid layouts - this function is executed by default when the Transaction is opened.

3. Data Filter - This allows you to select certain criteria for sorting, viewing, finding records.

4. Date Grid - This shows the data according to Status, From Transaction, User, Transaction Date, Rep, Customer/Supplier, Contact, Entity, Category, Reference, and Totals.

Using the Edit Interface

When you right-click Open Transaction, the selected Transaction is opened in the editing Interface where you are able to edit the Header fields and add/update items to the Transaction.

1. Status bar - This shows the Status, Note, Assigned, Due Date and Time for the Transaction. The colour of the bar matches the Status.

2. Actions - If Actions have been setup, this will appear here, with additional functionality linked to it to carry out certain instructions.

3. Approve - If Approval has been setup, then this will appear here, where a Supervisor is needed to approve a Transaction before it can move to the next stage.

4. Menu - To open a menu that relates to the selected Transaction, users can right-click on a Transaction record or click the '...' button in the right of the Data Grid. Transaction related Menu items include functionality such as:

   • Select Delivery Address - This allows you to select a delivery address for the Transaction.

   • Update Transactions - This function is used to update prices on the Transaction Items from the current prices in Items.

     • Update Transactions from Items - This will update the Transaction from the Items module.

     • Add all Items from SO - This will add all the Items from the Sales Order.

     • Update Items from SO - This will update the Items from the Sales Order.

     • Update the 'From' Transaction - This will update the Transaction based on the origin or 'From' Transaction.

   • Customer/Supplier - This allows you to add or edit a Customer or Supplier while in the Module.

   • Synchronise - This shows various Summaries that automatically update as you scroll through the Transactions.

     • Customer Summary - This opens the Customer Summary in the side panel and shows a summary of the Customer's Detail, Account and Transactions.

     • Job Summary - This opens the Job Summary in the side panel and shows a summary of the Job - Detail, Planning, Costing, Timekeeping, and Transactions.

     • Linked transactions - Opens a dialog in the Workspace that displays all Transactions that are linked to the selected Transaction. A From field displays the transaction from which the selected transaction was created - this field is hidden by default.

     • Outstanding - This opens a dialog in the Workspace that displays all Outstanding quantities and values for the selected Transaction.

     • Timekeeping - This opens a dialog to View and Record Timekeeping for the selected Transaction.

   • Summaries - This shows the Summaries that are linked to this Transaction.

     • Customer Summary - This opens the Customer Summary in the side panel and shows a summary of the Customer's Detail, Account and Transactions.

     • Job Summary - This opens the Job Summary in the side panel and shows a summary of the Job - Detail, Planning, Costing, Timekeeping, and Transactions.

     • Linked transactions - This opens a dialog in the Workspace that displays all Transactions that are linked to the selected Transaction.

     • Outstanding - This opens a dialog in the Workspace that displays all Outstanding quantities and values for the selected Transaction.

     • Timekeeping - This opens a dialog to View and Record Timekeeping for the selected Transaction

     • Audits - This shows an audit trail of changes made to the Status.

   • Open Item - This allows you to drilldown to the item from the Transaction Item menu.

   • Refresh lookups - This will update the Customer, Supplier, Rep, Status, etc. lookup lists.

   • Transaction View - This is the default view.

   • Scheduling View - This allows you to set Due Date and schedule the tasks of the Transaction.

   • Save grid to - This allows you to save the Transaction or Scheduling View to grid.

5. Transaction header - This shows the Transaction details such as Customer, Contact, Rep, Reference, Note, Entity, Category, Order No, Terms, and Delivery details.

6. Items Search - This allows you to search for Items.

7. Add - This allows you to add Items by searching for them in the text field, or adding them by clicking on the Add button.

8. Data Grid - This shows the data according to Status, From Transaction, User, Transaction Date, Rep, Customer/Supplier, Contact, Entity, Category, Reference, and Totals. Worth noting:

   • Resolve - The Resolve column has a validation rule on Items that will display a warning if the Resolve setting is not accurately set.

   • Serial No - This can be added from the Field Chooser in order to facilitate tracking.

9. Elipsis (...) - This provides additional functionality to View / Edit the Item.

10. From - This shows you where the transaction originated.

11. Update Summary - This shows you when and by whom the Transaction was updated.

12. Summary - This shows the totals for the Transaction.

Transaction Enhancements

• Add Item Panel - A setting Transaction Types > Items & Inventory > Item Panel has been added to Transaction Types. This setting allows users to set the default list for which items are displayed in the Item Panel. If a default is set, the Item Panel opens when the Transaction is opened.

• Copy Transaction Type - When a Transaction Type is copied, the Status and Copy Rules are now also copied.

• Copy Rules - Qty & Amount - an option Qty = 1 has been added to this setting. This will cause the Qty to default to 1 when an item is added to a transaction - eg. when adding items using a barcode scanner.

• Copy Rules - New fields have been added to the Copy Rule Settings as follows:

  • Confirm - Determines whether or not the Copy dialog is opened - if unchecked, the transaction is copied without the confirmation window.

  • Open Trans - Determines whether or not the new transaction is opened or not. When the Confirm = True, this setting sets the default for the Open Transaction checkbox.

  • Action - Determines whether or not the Copy Rule is used as an Action - ie. listed under the Actions button on the Transaction.

• Copy Rules - Type = Contact - A new option Contact has been added to the Type. When Contact is selected, you are able to copy from all upstream transactions that have the same contact (Company). See image below.

• Copy Rules - Copy Header only - A new option has been added to the Copy Item Typessetting - None (Header only). Use this option to only copy the Transaction Header.

• Copy Dialog docked - The Copy Dialog now opens docked in the main application window. See image below.

• Transactions - Edit Note/Edit Tracking - Functionality has been added to scroll through the transaction items in the Note and Tracking dialog. See image below:

• Transactions - VAT column - All the VAT Settings (VAT Type, VAT % and Inc/Exc) have been consolidated into one column named VAT. The individual fields are available when the dropdown button is clicked. See image below:

• Transactions - Payments - Functionality has been added to create a payment schedule linked to a transaction. Payments can be set by Percent or by Amount, for a specific date or for a condition and will update when the Transaction total is updated. A setting 'Payments' has been added to Transaction Types to turn this feature on/off for a Transaction Type. Click Menu > Open Payment Scheduleto view/edit the payment schedule for a transaction. Payments can be displayed on a template (See image below) - at present, that is really the only functionality for this feature. Payments are not copied when a Transaction is copied.

• Transactions - Linked Emails - When Transactions are e-mailed, an explicit link to the transaction is now added to the e-mail. E-mails linked to a transaction can be viewed by selecting Menu > Summaries > E-mails. See image below:

• Transactions - Data Filter - Transaction data filters can now be customised using View Button > Actions. The Actions menu item is only visible for users with Full Access to the Transaction Type. See image below:

• Add a new Filter - Set the Data Filter and click Actions > Add, enter the name of the Filter and press Enter.

• Update a Filter - Select the filter, change the Data Filter the way you want it and click Actions > Update

• Delete a Filter - Select the filter to be deleted, click Actions > Delete

• Set a Filter to be the Default -Select the filter and click Actions > Set Default. The Default Filter is set when the transaction is opened.

• Add/Edit Cus/Sup- When a Customer/Supplier is added/edited from a transaction, the back button on the Customer/Supplier Edit form now takes you back to the Transaction from which the Customer/Supplier was added/edited.

• Transaction - Refresh - The Menu > Refresh Lookups function has been removed from Transactions in favour of using the global Refresh button at the top right of the application window.

• Transaction Item Images - The Items_Images data pipeline now also includes the item’s NOTE field. Eg. You can now use this pipeline to display Notes with images only for the items that have a linked Image.

• Item Costings - Estimates on the Costing module are no longer restricted to adding root items only. Nb. This functionality has been changed to cater for scenarios where you have single-level Costings (one complete costing per product). When you create cascading costings, however, you need to restrict each costing to contain root items only.

• Transaction Types - Approvals - When an Approval record is added, the amount now defaults to 0.

• Custom Items - A Custom button has now been added next to the Add button - Clicking this button will add a custom item and set focus to the Description column. See image below.

• VAT Popup Edit - The VAT Popup editor has been removed and replaced by individual fields in the Transaction Items grid. By default only the VAT Type field is visible (ps. The popup editors are returning errors when working in Winflector).

• Price Popup Edit - The Price popup editor has also been removed.

• Estimate - Costs - a View button has been added on the right above the Transaction Items gid. This button opens a dropdown menu that enables you to view a summary of all the Costs linked to Estimates on the selected Transaction - see image below. The dropdown menu also contains the function to view the Estimate Resolve Items (Items that need to be Issued or Purchased)