Transaction Type Tutorials

💡These tutorials explain how to create Transaction Types.

Brief Overview of the Process#

QuickEasy BOS makes it simple to set up various Transaction Types like customer invoices, supplier invoices, journal entries, and more. This guide briefly explains how to create Transaction Types tailored to your business needs.

Step 1: Access the Transaction Types Setup#

To start creating a Transaction Type, first navigate to the correct area within QuickEasy BOS:

1. Open QuickEasy BOS and log in with your credentials.
2. Go to the Main Menu and select Setup.
3. From the Setup menu, choose Transaction Types to open a list of existing Transaction Types.

Step 2: Create a Transaction Type#

Once you are in the Transaction Types section:

1. Click New (button) to open a form where you define the details of the new Transaction Type.
2. Enter a code and a description for your Transaction Type. The code is a short identifier (like INV for invoices), and the description should clearly state what the Transaction Type is used for (e.g. Customer Invoices).
3. Select whether this Transaction Type can be used by all entities or is locked to a specific registered entity.

Step 3: Configure Settings#

Here, you specify the details that determine how the Transaction Type functions:

Under the Settings tab, fill in the necessary details, such as General > Enable Company, which determines whether the Transaction Type is related to customers, suppliers, or neither.

Step 4: Edit the Statuses#

Default statuses are automatically created, but you can change them to suit your purposes. Statuses determine whether the transaction is posted to the ledger (Accounting), whether it can be edited and whether it affects inventory.

Step 5: Define Copy Rules#

On the Copy Rules tab, set up rules for copying data from this Transaction Type to another. These rules are crucial for maintaining data consistency and flow between processes like converting a quotation to an invoice.

Step 6: Add Output Templates#

Output Templates generate forms and reports based on the Transaction Type:

1. Navigate to the Output Templates tab.
2. Click Add/Edit (button) to select a template for your Transaction Type, such as a customised invoice form for customer invoices.

Step 7: Set User Access#

Control who can do what with this Transaction Type:

1. Click Menu (button) > Edit User Access.
2. Click Actions (button) > Add/Remove Users.
3. Move the users you want to grant access to from the Available to the Selected section.
   • Note: To remove a user’s access, move them from the Selected to the Available section.
4. Click Save (button).
5. Close the popup with the X in the corner.
6. Set each user’s access (see How to Edit User Access).
7. Click Save (button) if it is not greyed out.

Step 8: Review and Save#

Before finishing:

1. Review all the settings and configurations to ensure everything is set up according to your needs.
2. Click Save (button) if it is not greyed out. If it is greyed out, all the changes are already saved.

Conclusion#

By following these steps, you can create a customised Transaction Type in QuickEasy BOS that fits your business’s specific requirements. Whether you set up a simple bank receipt or a complex customer invoice system, QuickEasy BOS streamlines the process, making it accessible to users of all skill levels. With this new Transaction Type, you can efficiently manage business transactions tailored to your operational needs.

Detailed Instructions#

How to Create a Transaction Type#

1. Navigate to Transaction Types.
2. Click New (button).
3. Description = Enter a description of the Transaction Type (e.g. Payroll Expenses, Customer Credit Notes).
4. Code = Enter a brief description of the Transaction Type (e.g. PAY-EXP / CCN).
5. Entity = Select All or select an entity from the dropdown list.
   • Note: Transactions must link to a registered entity. Entities are assigned to new transactions as follows:
     • The entity linked to the user (via the Staff link), if allowed in the Transaction Type.
     • The entity linked to the Transaction Type, if it is not set to All.
     • The first entity by Order.
6. Note = Enter a note if required.
7. Complete Settings (tab).
8. Complete Statuses (tab).
9. Complete Categories (tab).
10. Complete Copy Rules (tab).
11. Complete Output Templates (tab).
12. Set the Transaction Numbering Sequence.
13. Set the User Access.

How to Complete Settings (tab)#

1. From editing a Transaction Type, click Settings (tab).
2. Click Add/Edit (button) if it is not blue.
3. Next to Add, click Settings (button) to add more settings.
4. Click the setting that applies to the Transaction Type you want to create and click Add/Update (button). Use Ctrl + left-click to select multiple settings.
   • Note: The settings automatically apply with their default values. You only need to add a setting if you want to change its default value.
5. Close the popup.
6. Edit the settings by changing the options in the Value column.
7. Click Save (button).

How to Complete Statuses (tab)#

1. From editing a Transaction Type, click Statuses (tab).
2. Click Add/Edit (button) if it is not blue.
3. By default, Pending, Active, Complete and Cancelled statuses are created. These statuses can be edited or deleted.
4. To set up Statuses from scratch:
   1. Status Header = Click anywhere in the top row where it shows: Click here to add a new row. Fill in the details as follows:
      1. Code = Enter a short description (e.g. Pending).
      2. Description = Enter an explanation (e.g. Pending – waiting for approval).
      3. Accounting = Check the box if the transaction should be posted to the ledger.
         • Note: Accounting should be checked for the final status (e.g. Complete or Reconciled) or the final two statuses if the transaction is reconciled (e.g. Complete and Reconciled).
      4. Inventory = Check the box if the transaction should update inventory (e.g. stock quantities).
         • Note: For permanent inventory updates, the status that completes the transaction should be checked. For temporary inventory updates, the final status should be unchecked (e.g. if a sales order is active, the inventory should be updated to reserve the inventory. Once the sales order is complete, inventory should no longer be updated).
      5. Editing = Select an editing option from the dropdown list:
         • None: No changes may be made.
         • All: The transaction may be freely changed.
         • Status Only: Only the status may be changed.
      6. Default = Select one of these options if they apply:
         • New:
           • Select this default for statuses that apply to New Transactions.
           • This default must be set for each Transaction Type.
           • It is normally selected for the Pending status.
         • Output:
           • The applicable status after Output is generated, which is normally a status that does not allow editing (read-only).
           • For example, if a quotation is printed or emailed, the transaction’s status can be set to a read-only status.
           • This status change triggers even if output is previewed (because it can be printed from the preview).
           • Output, as per the Output Templates tab, must be allowed for at least one status before this one.
           • If the transaction is in a status higher than the Output status, it is not changed when Output is generated.
         • Complete:
           • Select this default for one of the final statuses (other than cancelled).
           • If this default is selected, you can click Done (button), which changes the transaction’s status and saves any changes.
           • For example, if the statuses are Pending, Active, Complete, and Reconciled, select this default for Complete.
      7. Group = Select one of these groups from the dropdown list:
         • Pending: Used for transactions that are new or incomplete.
         • Active: Used for transactions that are in progress and require further processing.
         • Complete: Used for transactions that should no longer be changed.
         • Cancelled: Used to keep an audit trail of transactions that cannot or should not be deleted.
      8. Colour = Change the colours if applicable by clicking the colour bar twice and selecting a different colour.
   2. Status Item = Click anywhere in the top row where it shows: Click here to add a new row. Fill in the details as follows:
      1. Code = Enter a short description (e.g. Pending).
      2. Description = Enter an explanation (e.g. Pending – waiting for approval).
      3. Default = If the status is the default for New Items, select New from the dropdown list. Otherwise, leave it blank. The New default must be set. It is usually set for Pending statuses.
      4. Group = Select a Status Group from the dropdown list.
      5. Colour = Change the colours if applicable by clicking the colour bar twice and selecting a different colour.
5. Click Save (button).

How to Complete Categories (tab)#

1. From editing a Transaction Type, click Categories (tab).
2. Click Add/Edit (button) if it is not blue.
3. Click anywhere in the top row where it shows: Click here to add a new row.
4. Code = Enter a code for the category (brief description).
5. Description = Enter a description for the category.
6. Click Save (button).

How to Complete Copy Rules (tab)#

1. From editing a Transaction Type, click Copy Rules (tab).
2. Click Add/Edit (button) if it is not blue.
3. Click anywhere in the top row where it shows: Click here to add a new row.
4. Fill in the details as follows:
   1. Copy To = Select a Transaction Type from the dropdown list. Select the same Transaction Type to duplicate the transaction (e.g. to copy a quotation to a quotation).
   2. Allow Status (H) = Select a status from the dropdown list that the transaction must be in to allow the copy. Leave blank for any status.
   3. Allow Status (I) = Select a status from the dropdown list that the items must be in to allow them to be copied. Leave blank for any status.
      • Note: This field only appears if the Transaction Type uses item statuses.
   4. Set Status (H) = Select a status from the dropdown list that the transaction changes to once it is copied. Leave blank for no change.
   5. Set Status (I) = Select a status from the dropdown list that the items change to once they are copied. Leave blank for no change.
      • Note: This field only appears if the Transaction Type uses item statuses.
   6. Execute = Select how the rule runs from the dropdown list (see Copying Transactions (Copy Rules)).
   7. Caption (Actions) = Only applies if one of the Actions options is selected for Execute. The caption is generated automatically, but you can edit it. It is the name of the command that appears on the context menu or under Actions (button).
   8. Trigger Status (H) = Only applies if Trigger is selected for Execute. Select the trigger status from the dropdown list. This status should be the final status of the transaction.
   9. Items = Select which items must be copied from the dropdown list (see Copying Transactions (Copy Rules)).
   10. Outstanding = Check the box if you want to allow the transaction to be copied in parts. (For example, if only some items are selected, or if items have different statuses, the transaction can be copied again to copy the outstanding items.)
   11. Price From = Select a Transaction Type that the prices are copied from. For example, if you copy from a delivery note that does not include prices, you can select the preceding transaction (such as Sales Orders) to copy the prices from.
   12. Reset Flow = Check the box if you want to start a fresh transaction flow (e.g. if copying a quotation to a new quotation). Leave it unchecked if the copy is part of the current transaction flow (e.g. if copying a sales order to a customer invoice).
   13. Copy Dates = Check the boxes for the dates you want to copy.
   14. Confirm = Check the box if you want the action to be confirmed.
   15. Open Trans = Check the box if you want the new transaction to be opened. Leave it unchecked if you want to remain on the current transaction.
5. Set User Access.
6. Click Save (button).

How to Complete Output Templates (tab)#

1. From editing a Transaction Type, click Output Templates (tab).
2. Click Add/Edit (button) if it is not blue.
3. Click anywhere in the top row where it shows: Click here to add a new row and fill in the details as follows:
   1. Description = Enter a name for the template.
   2. Type = Select Reportbuilder (.rtm).
   3. Document = n/a.
   4. Follower = Select the Followers who are emailed the template from the dropdown list (see Transaction Types Output Tab).
   5. Output = Select an option from the dropdown list:
      • Print only: The template can only be previewed or printed.
      • Email only: The template can only be emailed.
      • Print & Email: The template can be previewed, printed, or emailed.
   6. Allow Status = Check all the Status Groups in which output is permitted.
      • Note: All the custom statuses that fall within a particular Status Group are selected.
4. Click Save (button).
   • Note: The other columns are filled in automatically (see Transaction Types Output Tab).

How to Set Transaction Numbering Sequences#

1. Navigate to Transaction Types.
2. Right-click the applicable Transaction Type and select Edit.
3. Click Actions (button) > Update Transaction Number (Trans No) Sequences.
4. Click OK on the popup “Generation Transaction No. completed”.

How to Delete a Transaction Type#

1. Navigate to Transaction Types.
2. Right-click the Transaction Type you want to delete and select Delete.
3. Confirm the deletion on the popup.
   • Note: Transaction Types with entries cannot be deleted.

How to Edit a Transaction Type#

1. Navigate to Transaction Types.
2. Right-click the Transaction Type you want to edit and select Edit.
3. Click Add/Edit (button) if it is not blue.
4. Make any changes.
5. Click Save (button) if it is not greyed out.
   • Note: Changes are saved as you make them and are not discarded if you do not click Save (button).

How to Copy a Transaction Type#

1. Navigate to Transaction Types.
2. Right-click the Transaction Type you want to copy and select Copy.
   • Note: The new Transaction Type opens for you to edit.