Transaction Type Settings

Select a date. Transactions of this type dated on or before it are closed off: on the Transactions screen they open read-only, show Closed off up to dd/mm/yyyy in the warning bar, and cannot be set to Done or deleted, and a date cannot be changed to a date on or before it.

Blank means not closed. Every change is recorded in the Changelog. Set it for several Transaction Types at once with Actions > Batch Update in the Transaction Setup list.

To change a closed transaction, move the date back first; correct a closed period with a new transaction (for example, a credit note or journal) in an open period.

Applies to all Transaction Types.

Batch updates, allocations and payments, Bank, PoS, asset depreciation runs and imports do not check the Close-off Date yet.

Limits the accounts that can be selected to those that include the letters entered.

The filter is case-insensitive.

Applies to all Transaction Types that are posted to the ledger.

For example, if you prefix all sales accounts with SLS and enter SLS in the Value column, then only the sales accounts appear when you select an account to credit.

Select the applicable account type from this list:

• Customer
• Supplier
• Ledger
• Inventory

Inventory works like Ledger, and the entry’s credit account is also set to the Inventory Account of the entry’s location whenever the location is set or changed (a location without an Inventory Account keeps the account). An account changed by hand stays until the location is changed again.

Applies to all Transaction Types.

Examples:

• Customer: Select for Credit Notes (Cr Customer, Dr Sales).
• Supplier: Select for Supplier Invoices (Cr Supplier, Dr Purchases or Inventory).
• Ledger: Select for Other Income, Sales and VAT Refunds (Cr Other Income, Dr Bank).
• Inventory: Select for stock issued from a location with its own Inventory Account (for example, a Transfer Issue: Cr the Location From account).

Select a currency option from this list:

• Local Currency: The Transaction Type can only use the local currency.
• Company Currency: The Transaction Type can use the customer’s or supplier’s currency.
• All Currencies: The Transaction Type can use all the currencies set up for the organisation.

Limits the accounts that can be selected to those that include the letters entered.

The filter is case-insensitive.

Applies to all Transaction Types that are posted to the ledger.

For example, if you prefix all Cost of Sales accounts with COS and enter COS in the Value column, then only the Cost of Sales accounts appear when you select an account to debit.

Select the applicable account type from this list:

• Customer
• Supplier
• Ledger
• Inventory

Inventory works like Ledger, and the entry’s debit account is also set to the Inventory Account of the entry’s location whenever the location is set or changed (a location without an Inventory Account keeps the account). An account changed by hand stays until the location is changed again.

Applies to all Transaction Types.

Examples:

• Customer: Select for Customer Invoices (Dr Customer, Cr Sales).
• Supplier: Select for Supplier Debit Notes (Dr Supplier, Cr Purchases or Inventory).
• Ledger: Select for Expenses, Purchases, VAT Payments (Dr Expense, Cr Bank).
• Inventory: Select for stock received at a location with its own Inventory Account (for example, a Transfer Receive: Dr the Location To account).

Checkbox. If checked, the prices include VAT for calculation purposes.

Prices are calculated as follows:

• Exclusive (unchecked) = VAT is added to determine the VAT-inclusive price.
• Inclusive (checked) = VAT is subtracted to determine the VAT-exclusive price.

Select a VAT Category from these options:

• N/A
• Output + (e.g. Customer Invoices)
• Output – (e.g. Customer Credit Notes)
• Input + (e.g. Supplier Invoices)
• Input – (e.g. Supplier Debit Notes)

Applies to all Transaction Types on which VAT is either charged or claimed.

Determines whether the VAT Control account is debited or credited and how VAT is treated in the VAT reconciliation.

A checkbox.

If checked, accounting is enabled.

If unchecked, transactions are created in the module and not posted to the ledger.

Should be unchecked for Transaction Types that relate to internal procedures (e.g. Purchase Orders, Work Orders, Quotations, Sales Orders).

Should be checked for all other Transaction Types.

Checked for inventory transactions that must be posted to the ledger.

If enabled, transactions can be created from the Ledger.

Select one of these options:

• None
• Invoice: The customer or supplier invoice from which the amount is calculated.
• Payment: The customer receipt or supplier payment from which tax is withheld.

Select a pricing option from this list:

• None
• Cost Price
• Sell Price
• Sell Price (Any Currency)
• Stock Price
• Supplier Price
• Accounting

If you select Stock Price, an item is added at the Stock Price of the entry’s location on the transaction date, converted to the entry’s unit and the transaction currency, or at its cost price when there is no location or no Stock Price. The price is read again when the entry’s location or unit changes. Otherwise, it works like Cost Price. See Item Prices Explained.

If you select Sell Price (Any Currency), the item’s sell prices in every currency are listed, not only those in the transaction’s currency. A price in another currency is converted to the transaction’s currency at the transaction’s exchange rate.

Applies to all Transaction Types.

A price must be selected to enter an amount on a transaction.

Select Supplier Price for supplier transactions (e.g. Purchase Orders, Supplier Invoices).

Select Sell Price for customer transactions (e.g. Quotations and Customer Invoices).

Select Cost Price for Work Orders and inventory transactions (e.g. Goods Issued), or Stock Price for stock documents that must be valued at the Stock Price (e.g. Goods Issued, Transfer Issue and Stock Adjustments).

Select Accounting for Bank Payments, Bank Receipts, and Journal Entries (e.g. Payroll, General Journal).

Items can only be added to transactions if the matching prices are filled in on their Prices tab.

Checkbox.

If checked, the credit terms prefill due dates.

Checkbox.

If checked, the Customer Age Analysis shows customer transactions with Active statuses as work in progress.

Specifies how to treat entries imported from a bank statement:

• None
• Debit
• Credit
• Both

Any transaction that updates a bank account using a Bank Import.

For example:

• Bank Payments = Credit (Dr Expenses, Cr Bank)
• Bank Receipts = Debit (Dr Bank, Cr Income Received)

Checkbox. If checked, the durations on transactions are automatically changed to the working hours between the end and start calendar dates.

The quantity is rounded to the calendar’s smallest scale.

Days are calculated on a check-in/check-out model: 12/10/25 – 13/10/25 = 1 day.

Transaction update method:

• Update Start Date: Qty is updated.
• Update End Date: Qty is updated.
• Update Qty: End Date is updated.

Select the Transaction Types with entries that are added to the cost, for example, Goods Issued.

Set on the Transaction Type with the cost being measured (for example, a Sales Order or Work Order).

An entry counts when it is in the same transaction flow (copied from the measured entry, or from a document copied from it), on a selected Transaction Type, and not cancelled or deleted. It counts at its price, excluding VAT, in local currency.

Used by the Cost of Sales module and the Copy Rule Actual Cost box (see Copying Transactions (Copy Rules)).

Select the Transaction Types with entries that are added to the cost, for example, Supplier Invoices.

Select the Transaction Types with entries that are subtracted from the cost, for example, Goods Returned.

Select the Transaction Types with timekeeping that is added to the cost (work plus travel amount).

Select the default filter for viewing a list of transactions:

• Today
• This Month
• Pending
• Active
• Pending & Active

Checkbox.

If checked, Actions (button) > Depreciation > Add Depreciable Assets is added to the transaction. It adds a custom item for each active depreciable asset with a Book Value greater than its Residual Value, linked to the asset. It also updates the Status in each asset’s Depreciation attribute set (the asset’s own status is not changed). See Transactions Edit View Interface and Setup Example – Depreciation Journal.

Enable it on only one Transaction Type. A warning appears if it is enabled on more than one.

Checkbox.

If checked, assembly and costing items are automatically converted to estimates when added to transactions that use estimating.

This process automatically generates the Bill of Materials (BOM) and Routing necessary for production.

If unchecked, assembly and costing items can be converted manually to estimates on transactions that use estimating.

Select an option to enable estimating:

• None: Estimating is not used.
• Quotations: Use estimating to quote for jobs.
• Production (Tasks): Enables the production planning modules for the Transaction Type, with Jobs and Tasks only.
• Production (Tasks & Materials): Jobs, Tasks and Materials.
• Production (Tasks & Outwork): Jobs, Tasks and Outwork.
• Production (Tasks, Materials & Outwork): Jobs, Tasks, Materials and Outwork.

The Materials and Outwork buttons, menus and production statuses appear only when the option includes them. Transaction Types that used Production before Ver 2.6.0 became Production (Tasks, Materials & Outwork).

Limits the items that can be added to those in the selected categories.

Click Edit in the Value column and select the item categories.

Applies to inventory, customer, and supplier transactions.

Useful if multiple Transaction Types were created for the same function (e.g. work orders), to set which items apply to which Transaction Type.

Select one or more Follower options from the dropdown list:

• N/A (automatically appears if no selection is made)
• Contact (Transactions)
• Contact (Accounts)
• Rep
• Assign To
• User

Applies to any transaction that someone wants to be notified of.

Followers must be contacts and have email addresses.

Select the transaction attributes that appear in the transaction header, in the fourth column after Entity, Category and Terms.

Click Edit in the Value column and move the attributes from Available to Selected. Available lists the attributes of every attribute set for Transactions or All modules, sorted by set code (before Ver 2.5.0, only the sets selected in Default – Attribute Sets). The attributes appear in the order you select them.

Each attribute gets an editor. Changes are saved when you save the transaction. If the attribute’s set is not on the transaction yet, entering a value adds the set with its defaults. An attribute marked Read Only in the Attributes setup cannot be edited.

Applies to any Transaction Type that uses transaction attributes.

Each Transaction Type has its own selection.

Transaction attributes are shared across the workflow, so the Quotation, Sales Order, Invoice and the other transactions in it all show and edit the same values.

Select the transaction attributes that appear as columns in the transaction list.

Click Edit in the Value column and move the attributes from Available to Selected. Available lists the attributes of every attribute set for Transactions or All modules, sorted by set code (before Ver 2.5.0, only the sets selected in Default – Attribute Sets). The attributes appear in the order you select them.

Each attribute becomes a read-only column. You can hide or move the columns, and your saved layout keeps them.

Applies to any Transaction Type that uses transaction attributes.

Each Transaction Type has its own selection.

Select how to find the company from this list:

• Name
• Code
• Name (Code)
• Code – Name

Select the contact fields to include from this list:

• Name
• Name (Position)
• Name (Location)
• Name (Position & Location)

Select the custom attributes created for transactions that apply.

To show attributes in the transaction list or header, use Attributes to show in List View and Attributes to show in Edit View.

This feature is optional.

It can be added to any transaction if you want additional fields to be entered.

Select which addresses are enabled on the transaction from the dropdown list. You can select one or both:

• Delivery: Enables the Deliver To address, which you can select and edit.
• Billing: Enables the Bill To address, which you can select and edit. It defaults to the customer’s address with Default = Billing.

Checkbox.

If checked, artwork is enabled and can be attached to an item on a transaction.

Checkbox.

If checked, an asset can be selected in the transaction header.

Applies to transactions that involve assets.

The transactions depend on the type of business.

Businesses that lease out or maintain assets would include this setting in most transactions.

Businesses that only occasionally buy assets would include this setting only on transactions like supplier invoices.

When transactions are copied, the assets are also copied if both the source and target transactions have assets enabled.

Select what type of company should be in the header:

• N/A
• Customers (All)
• Customers (Active)
• Suppliers (All)
• Suppliers (Active)

Applies to all Transaction Types that involve customers or suppliers.

• Use Customers (All) and Suppliers (All) for transactions that involve payments so that all the payments can be recorded.
• Use Customers (Active) and Suppliers (Active) for transactions that involve purchases or sales to stop doing business with suspended customers or suppliers.

Applies to inventory, customer, and supplier transactions.

Can be used to indicate the date on which production should finish the job.

Can also be used to indicate when the payment is due.

Select an option from this list:

• Registered: Allocates transactions to a registered entity.
• Branch: Allocates transactions to a branch and its registered entity. The selected branch must be linked to a registered entity.
• Till (PoS): Allocates transactions to a specific till. Used for Point of Sale (PoS) transactions.

The setting also decides:

• The entity of a new transaction: A new transaction always gets an entity of the selected kind. If the default entity from user access or the Transaction Type is of another kind, the matching one is used (for example, the first branch under a registered entity, or the branch of a till). Cancelled entities, and branches or tills that are not linked to a registered entity, are not selected by default.
• The Entity caption and list: The transaction’s Entity field and filter, and the Entity list in user access, show Entity, Branch or Till (PoS).
• User access: When you change the setting, the user access Entity of this Transaction Type is reset to All for every user, because the previous entity is no longer the right kind. See Access and Entities Explained.
• Item locations: With Branch, an item’s location can only be one of the locations linked to the transaction’s branch (see Inventory > Default – Inventory Location (Transactions)).

With Transaction Number set to Generate (Entity), a transaction with an entity that has no registered entity shows an error.

Checkbox.

If checked, transaction items can have statuses.

If unchecked, only the overall transaction has a status (referred to as the transaction header status).

Checkbox.

If checked, transactions can be marked as problem transactions for NCR purposes.

Checkbox.

If checked, proposals can be created from the transaction.

Only works if Accounting > Pricing is Sell Price or Sell Price (Any Currency).

Applies to inventory, customer, and supplier transactions.

Normally used to indicate the date on which customers require the goods.

Select an option from this list:

• None: Transactions are not assigned.
• All: Transactions can be assigned to users, and a rep can be selected.
• Rep: Transactions can only be linked to a rep.
• Assign To: Transactions can only be assigned to a user.

A checkbox.

If checked, version numbers are enabled (e.g. Quotation versions).

Locks a transaction by setting the checked fields to read-only:

• Transaction Date
• Company
• Status

Specifies how transaction numbers are allocated when the Transaction Type is first created.

• Edit: Enter or edit the number yourself, using digits only (e.g. 456 for a supplier invoice).
  A warning appears on the orange warning bar if a duplicate transaction number is entered.
• Edit (Text): Enter text and numbers (e.g. SI456). The number you enter appears everywhere in place of the numeric transaction number (e.g. in lists, links and reports).
• Generate: The system automatically generates numbers in sequence.
• Generate (Entity): The system automatically generates numbers in sequence for each entity.

Applies to all transactions.

• Customer documents:
  • Generate or Generate (Entity) ensures invoices and credit notes are issued in sequence.
• Supplier documents:
  • Edit lets you enter the supplier’s document number in the document number field. (You can also enter the number in the reference field.)

Select the location that is filled in under From when a new transaction is created.

Only applies if Inventory > Enable Transfer Issue is checked.

Select a default inventory location for production materials.

(Inventory locations are created under Entities.)

Select a default inventory location for the Transaction Type.

(Inventory locations are created under Entities.)

Ignored on Transaction Types with General > Enable Entities set to Branch. On those Transaction Types, an item’s location can only be one of the locations linked to the transaction’s branch, and if the branch has only one location the item can use, it is filled in automatically.

A warning appears if this setting is set and General > Enable Entities is not Registered (see Incorrect Mix of Settings Warnings).

Select the location that is filled in under To when a new transaction is created.

Only applies if Inventory > Enable Transfer Issue is checked.

Select one of these options to enable replenishment:

• N/A: The feature is not used.
• Produce: Use the feature to produce items.
• Purchase: Use the feature to purchase items.
• Transfer: Use the feature to transfer items between inventory locations. The From and To locations must be selected on the transaction, and the items due for replenishment are filtered by the To location. The Supplier filter is disabled.

Specify what must happen to inventory items.

Multiple options may be selected from this list:

• Purchase: The inventory must be purchased. This resolve is used for copying transactions and does not affect inventory.
• Produce: The inventory must be produced. This resolve is used for copying transactions and does not affect inventory (e.g. Work Orders).
• Reserve: The inventory is reserved for an order (e.g. Sales Orders).
• Issue: The inventory is issued to a job or customer (e.g. Work Orders, Sales Orders, Customer Invoices).
• On Order: The inventory is ordered, but not yet received (e.g. Purchase Orders, Work Orders).
• Receive: The inventory is received (e.g. Supplier Invoices, Work Orders).

Checkbox.

If checked, the transaction is used for stock adjustments when a stock count is done.

The following fields are enabled:

• In Stock: Shows the quantity at the end of the day of the transaction’s date.
• Count Qty: Enter the counted quantity.
• Qty: The amount by which stock is adjusted (counted quantity less what is in stock).

Select a tracking option from this list:

• None: Items are not tracked.
• Batches: A batch number is recorded on each entry.
• Serial Numbers: A serial number is recorded for each unit of the item.
• Serial Number (Unchecked): Serial numbers are entered in the Serial No. column (any text), without View/Edit Serial Numbers, quantity checks or serial number warnings.

See Inventory Tracking.

Checkbox.

If checked, enables the From / To fields in the transaction header and assigns the location selected under From to items.

Checkbox.

If checked, enables the From / To fields in the transaction header (read-only) and assigns the location selected under To to items.

Checkbox.

If checked, the Supplier Price is updated when the transaction’s status is changed to a Complete status.

The Supplier Price is matched on Supplier, Unit and Currency.

Checkbox.

If checked, the transaction can be accessed from the mobile app.

Specify which items can be added to transactions:

• None: No items can be added. Used when a transaction is copied from another and extra items should not be added.
• All: Can add items and custom items.
• Custom: Can only add custom items. Typically used for ledger transactions.
• Items: Can only add items. Typically used for invoicing, credit and debit notes.

All the buttons to add items still appear. A disabled feature shows an error message when clicked.

• General > Enable Company
• Accounting > Pricing

If General > Enable Company = Customers (All) or Customers (Active)

then Accounting > Pricing must equal Sell Price (invoices) or Accounting (payments).

• General > Enable Company
• Accounting > Pricing

If General > Enable Company = Suppliers (All) or Suppliers (Active)

then Accounting > Pricing must equal Supplier Price (invoices) or Accounting (payments).

• Accounting > Default – Price Includes VAT
• Accounting > Pricing

For work orders or sales orders, uncheck the box next to the setting Accounting > Default – Price Includes VAT.

For other transactions, check if the correct price is selected.

• Accounting > Default – VAT Type
• Accounting > Pricing

Cost Prices are used for internal transactions like stock transfers and work orders.

VAT does not apply to these transactions.

If the Cost Price is correct, select No VAT as the default VAT Type.

If VAT applies, select a different option under Pricing (e.g. Sell Price for Customer Invoices, or Supplier Price for Supplier Invoices).

• Estimating > Enable Estimating
• Estimating > Convert Assembly (ASM) Items to Estimates

Enable Estimating by selecting Quotations or Production from the dropdown list.

or

Uncheck the box next to the Convert Assembly (ASM) Items to Estimates setting.

• Accounting > Credit Type
• Accounting > Debit Type

You cannot create direct transactions between two customers, two suppliers, or between a customer and a supplier.

Either the Debit or Credit Type must be a ledger account.

To transfer an invoice that cannot be edited, issue a credit or debit note, and create an invoice.

To transfer a payment or receipt, cancel the wrongly allocated payment or receipt and enter a new one.

To offset a customer and supplier account, use an accrual or suspense account (e.g. Cr Customer, Dr Suspense and Dr Supplier, Cr Suspense).

• Accounting > Credit Type
• Accounting > Debit Type
• General > Enable Company

The selection made under Enable Company must match either the Debit or Credit Type.

You can ignore this warning if you specifically want to expose a customer field on a stock movement transaction to link the customer account.

If Enable Company = Customers (All) or Customers (Active), the following types are allowed:

• Debit Type = Customer, Credit Type = Ledger
• Debit Type = Ledger, Credit Type = Customer

If Enable Company = Suppliers (All) or Suppliers (Active), the following types are allowed:

• Debit Type = Ledger, Credit Type = Supplier
• Debit Type = Supplier, Credit Type = Ledger

• General > Enable Proposals
• Accounting > Pricing

Proposals are only available on transactions that use Sell Prices.

The warning does not appear for Sell Price (Any Currency), which also allows proposals.

• Accounting > Pricing

• Accounting > Credit Type
• Accounting > Debit Type
• General > Enable Company

Add the setting and select an option that matches the Credit or Debit Type selection.

For example, if the Debit or Credit Type = Customer, select either Customers (All) or Customers (Active) for this setting.

• Accounting > Enable Accounting
• Accounting > Credit Type
• Accounting > Debit Type

• Depreciation > Enable Depreciation

Enable Depreciation is checked on more than one Transaction Type.

The warning lists the other Transaction Types on which it is enabled.

• Header > Code

The Code of the Transaction Type is also used by other Transaction Types.

The warning lists those Transaction Types. The comparison ignores upper and lower case and leading and trailing spaces. Transaction Types without a code are not checked.

• General > Enable Entities
• Inventory > Default – Inventory Location (Transactions)

A default inventory location is set, but Enable Entities is set to Branch or Till (PoS).

On Branch Transaction Types, the default location is ignored, and an item’s location can only be one of the locations linked to the transaction’s branch.