Transaction Type Statuses Tutorials

Transactions can have header and item statuses. Item statuses are only available when General > Enable Item Status is checked, and each status must be allocated to a Status Group (see Transaction Type Statuses Interface).

The same procedure is followed for all Transaction Types.

💡These tutorials explain how to create, edit, delete and reorder the header and item statuses of a Transaction Type.

How to Create Statuses for Transactions#

1. From editing a Transaction Type, click Statuses (tab).
2. Click Add/Edit (button).
3. In the Status Header section, click the top row and fill in the details as follows:
   1. Code = Enter a brief description for the status (e.g. Pending).
   2. Description = Enter an explanation of when the status is used (e.g. Pending Approval).
   3. Accounting = Check the box if the transaction should be posted to the ledger when that status is selected (e.g. Active, Complete). Otherwise, leave it unchecked (e.g. Pending, Cancelled).
   4. Inventory = Check the box if the inventory movement should be recorded (e.g. if stock should be issued or received).
   5. Editing = Select an editing option for the transaction from the dropdown list. The options are:
      • None: No editing is allowed (e.g. transactions that are Complete or Cancelled).
      • All: The transaction can be edited (e.g. Pending transactions).
      • Status only: Only the status can be changed (e.g. transactions that must be approved or reconciled).
   6. Default =
      • Select New from the dropdown list if the status applies to newly created entries. This default is normally selected for the Pending status.
      • Select Output from the dropdown list if the transaction must be changed to this status after it is output (printed, previewed, or emailed). Normally selected for a status in the Complete group.
      • Select Complete from the dropdown list for the final status. If this default is selected, you can click Done (button), which changes the transaction’s status and saves any changes.
   7. Group = Select a group from the dropdown list of groups. The options are:
      • Pending: Use for transactions that are incomplete and can be changed.
      • Active: Use for transactions that are active but may be waiting for an extra step (e.g. to be reconciled).
      • Complete: Use for transactions that are complete and should no longer be edited.
      • Cancelled: Use to cancel transactions instead of deleting them.
   8. Colour = Click inside the colour block and select a different colour from the available colours.
4. In the Status Item section, click the top row and fill in the details as follows:
   1. Code = Enter a brief description for the status (e.g. Pending, Active).
   2. Description = Enter an explanation of when the status is used (e.g. New Transactions).
   3. Default = Select New from the dropdown list next to the status that new transactions should default to. This default is normally selected for the Pending status.
   4. Group = Select a group from the dropdown list of groups. The options are:
      • Pending: Use for entries that are incomplete and can be changed.
      • Active: Use for entries that are active but could change.
      • Complete: Use for entries that are complete and should no longer be edited.
      • Cancelled: Use to cancel entries instead of deleting them.
   5. Colour = Click inside the colour block and select a different colour from the available colours.

How to Edit Statuses#

1. From editing a Transaction Type, click Statuses (tab).
2. Click Add/Edit (button).
3. Edit any of the fields.
4. Click Save (button).

How to Delete a Status#

1. From editing a Transaction Type, click Statuses (tab).
2. Click Add/Edit (button).
3. Right-click the status to remove and select Delete.
4. Confirm the deletion on the popup.

How to Change the Order of Statuses#

1. From editing a Transaction Type, click Statuses (tab).
2. Right-click the status to move and select Move Up or Move Down.
   • Note: The shortcuts Ctrl + U (Move Up) and Ctrl + D (Move Down) only work when you are not in edit mode (when Add/Edit (button) is not blue).