General Transaction Features

In QuickEasy BOS, transactions (for example, Customer Invoices, Quotations and Supplier Invoices) have two interfaces:

• List View: Lists the transactions with details such as the status, date, customer or supplier, and the amounts. It has two views: Transactions, which lists only the transaction totals, and Items, which lists every item on the transactions.
• Edit View: Where transactions are captured.

After you create Transaction Types, you must set User Access (set per Transaction Type) and add the Transaction Type to a Menu Group so users can access it. Transaction Types can be added to any menu. Once that is done, you can capture transactions. Transactions that post to the ledger are the exception: they do not need a menu, because they can be accessed from the ledger interface.

Prices#

Stock Quantities#

• Zero quantities are allowed.
• Negative quantities are only allowed on Stock Adjustment transactions.
• To discount an item, use a negative unit price or adjustment instead of a negative quantity.
• BOS does not check the stock on hand: you can issue stock that you do not have, which results in negative stock quantities.

Statuses#

• Statuses are customised per Transaction Type.
• Use statuses to mark a transaction editable, active, reconciled or to use any other feature you need. For example, you can use quotation statuses to indicate why a quote was accepted or rejected (e.g. Accepted – no reason, Accepted – best price, Accepted – loyal customer, Lost – quality, Lost – price, Lost – service).
• Status setups include a column for Accounting:
  • If checked, in Edit View, you can click Menu (button) > View Accounting to see how the transaction is posted to the ledger.
  • If nothing appears on the report, the transaction is not in an accounting status, and a warning bar says so.
  • If the option is missing, the setting Enable Accounting was not added to the Transaction Type. If the report is empty, none of the statuses in the Transaction Type setup has the Accounting column checked.
• Status setups include a column for Inventory:
  • If checked, in Edit View, you can click Menu (button) > View Inventory to see how the transaction affects inventory.
  • If nothing appears on the report, the transaction is not in a status that affects inventory.
  • If the option is missing, the Transaction Type does not affect inventory. If the report is empty, none of the statuses in the Transaction Type setup has the Inventory column checked.
• Status setups include defaults for New and Output.
  • Every Transaction Type must have a status with the Default set to New.
  • The Output default is optional. It is set after output (for example, invoices or quotations) is generated. For example, the Output option can be used to prevent a transaction from being edited after it is printed.

Settings#

• The Menu button contains links to all the setups and access rights needed for that transaction.
• If there is a problem with the settings, the transaction cannot be opened, and a popup shows which settings are wrong.

Output#

• Output refers to the forms or reports you can generate for the Transaction Type.
• List views include Export, which saves the list in .xlsx, .htm or .csv format (see How to Export a List). If a List View does not have an Output button, it cannot be exported.
• Edit views include forms if templates were created and linked.
• Organisations can have multiple templates for the same Transaction Type. All the linked templates are listed under Output (button).
• Output is emailed to the customer’s or supplier’s designated contact person and to Followers.
• Followers are divided into internal (staff) and external (customers or suppliers). The rules are created along with the Output options to prevent you from accidentally emailing confidential information to customers or suppliers.