Transactions Edit View Interface

Enter a transaction number and press Enter to open that transaction of the same Transaction Type. Any changes to the current transaction are saved first.

If no transaction has that number, “Transaction not found.” appears.

A dropdown list of recently viewed records for quick access to those records.

The button does not appear if there are no recent records.

A dropdown list with the Abbreviation and Number of documents in the same transaction flow for quick access to those documents. It lists the first 20 linked transactions; More… (always the last entry) opens View Linked Transactions with the full list.

If an Asset is selected on the transaction, the asset is listed at the bottom (Asset: followed by its name). Click it to open the asset.

Creates a transaction.

If General > Transaction Number is Generate (Entity) and the Transaction Type is not limited to one entity, New is a dropdown list of entities. Select the entity to create the transaction for. The Entity field is then read-only.

Available if a default Complete Status was selected. Sets the transaction to the specified status.

If the warning bar shows an error, Done shows the error in a message and does not change the status. A warning that is not an error does not block it.

If the transaction was copied from a transaction of another Transaction Type that posts to the ledger, and nothing is allocated yet, Done asks “Allocate the outstanding amount to” followed by the source transaction. Click Yes (button) to allocate the transaction to it, or No (button) to continue without allocating. The question only appears if allocations are enabled and the transaction amount is not zero. See Transaction Allocations.

Applies to customer invoices. Copies the transaction to a customer receipt.

See Copy Rules for more information.

Select the transaction’s language from the dropdown list.

Read-only once the transaction has items, because the item descriptions are in that language.

Selecting a customer or supplier sets the language from the contact, but only while the transaction has no items.

A calendar to select an applicable date.

The field’s caption and use depend on the related setting.

If no caption is set, the field does not appear.

A calendar to select an applicable date.

The field’s caption and use depend on the related setting.

If no caption is set, the field does not appear.

A time chooser for you to select the time for the due date.

Appears only with the due date.

The number of the document.

The version number of the document where applicable.

Enter or select a reference.

Lookup lists for the reference field are created on the Transaction Type’s Settings.

Select from a dropdown list of assets linked to the customer or supplier.

A copied transaction keeps the asset of its source transaction, even when the asset is not linked to the selected customer or supplier.

Enter a note.

With the General Setting General > Enable Rich-Text in Note fields checked, click Edit next to the box to format the note in the HTML editor. A formatted note is shown read-only in the box: double-click it or click Edit to change it, or right-click it and select Clear Formatting to make it plain text again.

Select from a dropdown list of entities.

Does not appear if there is only one entity.

The caption and the list follow the Transaction Type setting General > Enable Entities:

• Entity: Registered entities.
• Branch: Branches.
• Till (PoS): Tills.

A new transaction always gets an entity of that kind.

A dropdown list of the address descriptions. The addresses can be edited directly on the popup.

If a contact is selected on a transaction, and a location is entered for that contact on the customer’s record, the location is automatically filled in as the delivery address. If there is no contact or location, the default delivery address is used.

Only appears if General > Enable Address includes Delivery.

A dropdown list of the address descriptions. The addresses can be edited directly on the popup.

When a customer is selected, the customer’s address with Default = Billing is filled in automatically. For supplier transactions, the entity’s billing address is used. If there is no billing address, the field is left blank.

Only appears if General > Enable Address includes Billing.

A dropdown list of inventory locations to select the location the items are transferred from.

When it appears, the items’ Location column is read-only.

Only appears if Inventory > Enable Transfer Issue or Inventory > Enable Transfer Receive is checked.

Select the location the items are transferred to from the dropdown list.

Only appears if Inventory > Enable Transfer Issue or Inventory > Enable Transfer Receive is checked.

Read-only. The number of the bank import and the imported bank statement line that the transaction is matched to.

Only appears if Accounting > Update Bank is not None.

The transaction attributes selected in the Transaction Type setting Attributes to show in Edit View, in the fourth column of the header (after Entity, Category and Terms), in the order selected. Each attribute has its own caption.

Enter or select a value. 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.

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

Only appears if attributes are selected in that setting.

Opens the Add Items window, to add items to the transaction. It has these filters and options:

• Category: A main category or subcategory.
• Location: On transactions with inventory (a stock adjustment, or a Resolve with inventory) only:
  • Lists only the items linked to the selected location (default All), and the items added get that location.
  • In Stock shows the quantity in stock at that location on the transaction date, and Available shows In Stock less Reserved, in the price unit.
  • With All, every price is listed and In Stock and Available are empty.
• Search: Searches on one or more words.
• Barcode: Finds the item by its barcode.
• Supplier (checkbox, named after the supplier): On supplier transactions only. If checked (the default), only the items with a price for that supplier are listed. Entering a search term unchecks it.
• Price List (checkbox, named after the Price List code, or its description): Only when the customer is linked to an Active Price List and the Transaction Type uses the Sell Price. It is checked when the window opens and on Reset.
  • Checked: Only the items with a Price List price are listed.
  • Unchecked: Every item is listed. An item with a Price List price shows that price, and an item without one shows its Sell Price.
  • A Price List that is not Active is ignored.
• View (button): Lists the items for selection.
• Reset (button): Resets the category dropdown list.
• Confirm Quantity (checkbox, checked by default): If checked, a Confirm Quantity popup opens for each item you add, to enter its quantity. Clicking Cancel (button) on the popup stops adding the rest of the selected items. If unchecked, the items are added without asking. Hidden on stock adjustment transactions and on Transaction Types with Accounting > Pricing = Accounting.

Items cannot be added to a Transfer Receive transaction (Inventory > Enable Transfer Receive is checked). The message “Items may not be added to a Transfer Receive Transaction.” appears.

Adds a custom entry (not an item from the item master):

• Enter its description and prices, and select the accounts if the transaction posts to the ledger.
• Inventory does not apply to custom entries.
• A custom entry can be converted to an item from the right-click context menu.
• Custom entries cannot be added to a Transfer Issue or Transfer Receive transaction (Inventory > Enable Transfer Issue or Inventory > Enable Transfer Receive is checked). The message “Items may not be added to a Transfer Issue Transaction.” or “Items may not be added to a Transfer Receive Transaction.” appears.

Creates an Estimate from an Estimate Type.

The estimate summary appears as an entry on the transaction.

A setting determines whether estimates can be added.

Opens a window to copy items from other transactions onto this transaction. No new transaction is created. It has these options:

• Copy Rule (lookup): Lists the Copy Rules into this Transaction Type. Only transactions linked by a Copy Rule are listed, and the items follow the Copy Rule in the same way as the Copy dialog (items and resolve, item and header statuses, entity, outstanding quantity, pricing, Set From Item Status and the Copy Rule user access).
• Active (checkbox): Lists only the transactions in an Active status.
• Work Orders (Materials) / Work Orders (Outwork): Work Order Copy Rules with Execute Actions (Production - Material) or (Production - Outwork). They list the production materials or outwork with an outstanding quantity and copy them in the same way as Production.

The percentage adjustment (a markup or discount) applied to the entry.

Enter a negative adjustment to capture a discount (e.g. -10).

The entry’s batch number (one batch per entry). On a receive entry, enter the batch number. On an issue or reserve entry, select the batch from the dropdown list of the item’s batches with a balance at the entry’s location; on an order entry, enter it (see Inventory Tracking).

This field appears only if Inventory > Enable Tracking is set to Batches for the Transaction Type, and the type enables Receive, On Order, Reserve or Issue.

The end date for the calendar.

Calendar fields start with the word Calendar. In this example, the custom caption is End Date.

The end time for the calendar.

Calendar fields start with the word Calendar. In this example, the custom caption is End Date.

Shown as @.

The start date for the calendar.

Calendar fields start with the word Calendar. In this example, the custom caption is Start Date.

The start time for the calendar.

Calendar fields start with the word Calendar. In this example, the custom caption is Start Date.

Shown as @.

Select the resource (a contact or an asset) the task is assigned to on the calendar.

The field is named after the linked calendar, with the word Calendar in front. In this example, the linked calendar is named Transaction Calendar.

The account that should be credited.

If a Credit Account Filter is used, the caption is changed to the name of the filter (e.g. Bank Account instead of Cr Account). These filters are case-insensitive and apply only to ledger accounts.

The account that should be debited.

If a Debit Account Filter is used, the caption is changed to the name of the filter (e.g. Bank Account instead of Dr Account). These filters are case-insensitive and apply only to ledger accounts.

Enter the date on which the batch or the serial numbers on the entry expire (optional). It is shown in the batch list and the Available serial numbers when the stock is issued.

On receive and order entries, enter it. On reserve and issue entries it is read-only: with Batches, it is filled from the selected batch (the expiry date of its last Goods Received); with Serial Numbers, it is the earliest expiry date of the selected serial numbers.

This field appears only on Transaction Types that enable Receive, On Order, Reserve or Issue and have Inventory > Enable Tracking set to Batches, Serial Numbers or Serial Number (Unchecked).

Sets how the price is calculated:

• Checked: Both the fixed and unit prices can be edited, and they override the markup percentage (MU%), which is calculated from the entered prices.
• Unchecked: The MU% is applied to the cost price to set both the fixed and unit prices. The MU% overrides any entered prices, and the prices are adjusted to reflect the MU%.
• Changes on the transaction set the checkbox, in the order they are made: entering a price checks it, and entering an MU% unchecks it.

Enter a group to sort the items.

Groups are optional and entered per transaction (e.g. Labour, Materials).

Groups can be used to select items that are copied to the next transaction.

Read-only.

The item’s current quantity in stock at the entry’s Location, or the total of all the item’s locations when the entry has no location.

The type of item, which can be:

• ITM: General item
• CTM: Custom item
• EST: Estimate item
• WHT: Withholding tax item (added by Calculate Withholding Tax (WHT))

If a transaction that uses estimating (e.g. Quotations) is copied to a transaction that does not use estimating (e.g. Customer Invoice), the item type is changed (e.g. the item type is EST on the quotation and CTM on the invoice).

The location of the stock item.

• Only inventory items have a location. A Purchase or Produce resolve only directs the item to the next transaction (a Purchase Order or Work Order), so the location does not apply to it.
• Only appears if a Resolve option was selected for the Transaction Type, or Inventory > Enable Stock Adjustment is checked.
• Read-only if the From and To fields appear in the header.
• If there is only one inventory location, or only one location is added on the item’s Inventory tab, that location is selected by default.
• Only locations with an Active Status can be selected.
• On Transaction Types with General > Enable Entities set to Branch, only the locations linked to the transaction’s branch can be selected. The Transaction Type’s default inventory location is ignored, and if the branch has only one location the item can use, that location is filled in automatically.

The item’s quantity, which defaults to one.

On stock adjustments (Inventory > Enable Stock Adjustment), Qty is read-only: it is the Count Qty less the In Stock quantity, and can be negative.

Zero quantities are allowed.

The item’s resolve (e.g. Issue, Receive, Order).

If only one resolve option is selected for the Transaction Type, that option is entered by default.

Copy Rules may also change the resolve (e.g. if a sales order is copied to a work order, the resolve is set to Produce).

The entry’s serial numbers.

• Serial Number (Unchecked): Enter the serial numbers (any text).
• Serial Numbers: A list of the entry’s serial numbers (for example, SN1, SN2, SN3, up to 100 characters), edited with View/Edit Serial Numbers. On a reserve or issue entry, you can also select one serial number from the dropdown list of serial numbers in stock at the entry’s location (with their expiry date); to put several on an entry, use View/Edit Serial Numbers.

This field appears only if Inventory > Enable Tracking is set to Serial Numbers or Serial Number (Unchecked), on Transaction Types that enable Receive, On Order, Reserve or Issue (see Inventory Tracking).

The item’s unit name (e.g. ea, kg, hrs).

Editable only for custom entries. To change the unit of an item from the item master, use Unit (Select).

Select another unit of the item from the dropdown list. The list shows the item’s prices of the same price type (supplier, cost, sell or Price List price) and currency as the transaction, with these columns:

• Unit: The unit of the price.
• Qty: The quantity the entry has in that unit.
• Unit Price: The unit price in that unit.

When the unit changes:

• The Qty is converted to the new unit (for example, 30 ea becomes 3 box when a box is 10 ea). If the unit has no convert quantity, the Qty is kept.
• The prices and cost are set from the selected price in the same way as when the item is added: VAT inclusive or exclusive, the Price List, converted to the transaction’s currency, and the cost from the item’s cost price.
• Stock is updated when the transaction is saved.

Only for items from the item master (ITM); custom items keep the free-text Unit column. Editable only if your user access to the Transaction Type has Edit Prices set to Yes and the transaction is not read-only.

A submenu, also opened by right-clicking the entry. The options depend on the type of transaction and the type of entry:

• Open Estimate: Opens the entry’s estimate (estimate entries only).
• View/Edit Artwork: Opens the entry’s artwork attachment, or adds one if the entry has none.
• View/Edit Note: Opens the entry’s note.
• View/Edit Serial Numbers: Opens the entry’s serial numbers (serial number tracking only; see Item Tracking).
• Copy Item (Shift + Alt + Down): Adds a copy of the entry to the transaction.
• Convert to Estimate: Converts an Assembly (ASM) entry into an estimate and opens it.
• Convert to Item: Creates an item and its price from a custom (CTM) entry, and changes the entry to an ITM entry linked to the new item. Select the item type from the submenu (e.g. Standard (MAT), Tasks (TSK), Outwork (OWK), Costing (CST), Substrate (Sheet) (SHT), Substrate (Reel) (REL), Assembly (ASM), Substrate (Square Metres) (SQM)). Only the item types enabled under General Settings > Items > Enable Item Types are listed. The new item opens for editing.
• Create an Asset: Creates an Equipment asset from the entry, linked to the transaction and the item, and opens it. Only on Transaction Types with General > Enable Assets checked, and only for items from the item master (not custom items). If the item is already linked to an asset, no asset is created and you can open that asset instead. See Assets Tutorials.
• Set Item defaults (Accounts, Resolve and Location): After you confirm, saves the entry’s accounts, resolve and location as the item’s Transaction Defaults for this Transaction Type. Items from the item master only.
• Move Up (Ctrl + U) and Move Down (Ctrl + D): Move the entry up or down. Entries can also be moved by drag and drop.
• Delete (Ctrl + Delete): Deletes the entry.
• Open Linked Item: Opens the item with limited features. On the popup, click Menu (button) > Open in Items Module for all the features.
• View Item Summary: Opens the Item Summary of the item, at the entry’s location.
• Open Linked Asset: Opens the asset that the entry is linked to. Only appears for items linked to an asset.

The currency’s exchange rate.

The rate is 1 if the transaction is in the local currency, and is then read-only.

Changing the rate on a foreign currency transaction also updates the other rate (Local > Cur and Cur > Local) and recalculates the local totals of the items, also on Transaction Types without a customer or supplier. See How to Change the Exchange Rate on a Transaction.

Select the applicable WHT section as used in Thailand from the dropdown list.

The options are:

• Wages 40(1)
• Commissions 40(2)
• Royalties 40(3)
• Interest & Dividends 40(4)
• Rent & Services 40(5)
• Other Services 40(6)

To clear the section, select the blank entry at the top of the list.

On payments, the WHT section is read-only (see below).