Transactions Edit View Tutorials

Transactions are captured in the Edit View. A Transaction Type must be added to a menu before transactions can be entered, and user access is set per Transaction Type (see General Transaction Features).

Also see Transaction Allocations.

💡These tutorials explain how to create, edit, copy and delete transactions, change an item's unit, link transactions and assets, and add notes and Followers.

How to Create a Transaction#

1. Navigate to a transaction.
2. Click New (button).
3. Fill in the Header details as follows:
   1. Status Bar = Complete the information as follows:
      1. Status = The status is the default status for new transactions as per the setups. Statuses can be updated manually or automatically (e.g. when the transaction is copied to another transaction). Change the status when the transaction is complete. It can be set automatically by clicking Done (button) if a default complete status was set.
      2. Blank field = Enter a Status Note (optional). Status notes are useful to explain why a transaction is cancelled, or to leave a note to the person approving the transaction.
      3. Req Date = Click the arrow and select the date on which the items are required (e.g. when the customer wants the goods).
         • Note: The caption for this field is determined by the Transaction Type’s setting. If a caption is not provided, this field does not appear.
      4. Due Date = Click the arrow and select the date by which the items are due (e.g. when production must be finished).
         • Note: The caption for this field is determined by the Transaction Type’s setting. If a caption is not provided, this field does not appear.
      5. @ = Click the arrow and select the time by which the items are due (e.g. the time when production must be finished).
         • Note: The caption for this field is determined by the Transaction Type’s setting. If a caption is not provided, this field does not appear.
   2. No.: The transaction number is generated automatically. However, for documents such as Supplier Invoices, a Transaction Type setting lets you enter the number manually.
   3. Date = The date defaults to today. Click the arrow and select a different date if needed.
   4. Customer/Supplier = Select a customer or supplier from the dropdown list and press Enter to auto-complete some of the other linked fields.
   5. Contact = Select a contact from the dropdown list if a contact is not automatically filled in.
   6. Rep = Select a rep from the dropdown list (customer transactions only).
   7. Assign To = Select a user to assign the transaction to.
   8. Reference = Enter a reference for the transaction (e.g. project name).
   9. Note = Enter any additional notes for the transaction.
   10. Entity = Select an entity from the dropdown list. The field is hidden if you have only one entity.
       • Note: The caption may be Branch or Till (PoS) instead, depending on the Transaction Type setting General > Enable Entities.
   11. Category = Select a category from the dropdown list for reporting purposes.
   12. Order No. = Enter an order number (e.g. the customer’s order number).
   13. Terms = Select the terms from the dropdown list (customer transactions only).
   14. Deliver To: This field is usually filled in automatically.
       • If a contact is selected and a location was allocated to the contact (on the customer record), that location is filled in as the delivery address.
       • If a contact is not selected or has no location, the customer’s default delivery address is entered.
       • If no address is auto-filled, you can select or enter an address.
4. To add the details of the transaction, click one of the buttons next to Add. The setting Transaction Items > Enable Adding Items determines which items can be added:
   • Item
     1. On the popup, select a category from the dropdown list or enter a search term in the box next to View (button).
     2. Click View (button) to create a list of items based on the selected filters.
     3. Select the items you want to add. Use Ctrl + left-click to multi-select.
        • Note: On supplier transactions, only the items with a price for the transaction’s supplier are listed while the checkbox with the supplier’s name is checked. Uncheck it and click View (button) to list all the items.
     4. Click Add (button).
        • Note: If Confirm Quantity is checked (the default), a popup opens for each item. Enter the quantity and click Add (button). Click Cancel (button) to stop adding the rest of the selected items.
     5. When you finish adding items, close the popup or press Esc.
     6. For each item that was added, fill in the details as follows:
        1. Qty = Enter the applicable quantity.
        2. Fixed Cost = Enter a fixed cost if applicable (a fixed cost applies regardless of the quantity).
        3. Unit Cost = Enter a unit cost if applicable (a unit cost is multiplied by the quantity).
   • Custom
     1. A new entry is opened in the detail section. Fill in the details as follows:
        1. Qty = Enter the applicable quantity.
        2. Description = Enter a description.
        3. Fixed Cost = Enter a fixed cost if applicable (a fixed cost applies regardless of the quantity).
        4. Unit Cost = Enter a unit cost if applicable (a unit cost is multiplied by the quantity).
   • Estimate
     1. Select an Estimate Type from the dropdown list.
     2. See Estimates for how to fill in the details.
     3. Click the arrow next to Edit to return to the transaction when the estimate is complete.
     4. The entry is filled in from the estimate.
   • Trans
     1. Transaction = Select a transaction from the dropdown list. Only transactions that are linked by Copy Rules appear.
     2. Check the Active box to include only transactions in the Active status. Uncheck it to include all the transactions.
     3. Click View (button).
     4. Click the items you want to copy.
     5. Click Add (button).
     6. Confirm that you want to add the items.
     7. Close the popup.
5. Continue to add items until the transaction is complete.
   • Note: You can copy an item by right-clicking the item you want to copy and selecting Copy Item.
6. Click Save (button) or click Done (button).
   • Note: Done (button) appears only if a default Complete status is set for the Transaction Type. Clicking the button saves any changes and sets the status as per the setting (that is, it marks the transaction complete).

How to View Transaction Entries on a Calendar#

1. Create a transaction and add the items.
2. Click Field Chooser (*) and check the boxes next to the following fields if they are not already visible:
   1. Calendar End – Date: Shown as Calendar End (where End is the custom caption).
   2. Calendar End – Time: Shown as @ (where End is the custom caption).
   3. Calendar Start – Date: Shown as Calendar Start (where Start is the custom caption).
   4. Calendar Start – Time: Shown as @ (where Start is the custom caption).
   5. Calendar Transaction Calendar: Shown as Transaction Calendar (where Transaction Calendar is the user-defined calendar name).
3. Complete these fields for every entry as follows:
   1. Calendar Start – Date = Select the start date from the calendar.
   2. Calendar Start – Time = Select the start time from the time chooser.
   3. Calendar End – Date = Select the end date from the calendar.
   4. Calendar End – Time = Select the end time from the time chooser.
   5. Transaction Calendar = Select the resource from the dropdown list or leave it blank if the calendar provides for unallocated entries. A dropdown list is unavailable for Estimate items, but these entries can still be dragged on the actual calendar from unallocated to a resource. The dates and times must be filled in.
   6. Qty = Enter the quantity unless it is calculated automatically. The quantity must be the working hours between the start and end times.
4. Complete the rest of the transaction as you normally would.

How to Edit a Transaction#

1. Display a list of transactions.
2. Right-click the transaction you want to edit and select Edit.
3. Make the necessary changes.
4. Click Save (button).

How to Edit Multiple Items on a Transaction Simultaneously#

1. Display a list of transactions.
2. Right-click the transaction you want to edit and select Edit.
3. Click Actions (button) > Batch Update.
4. Select the items you want to edit by checking the boxes.
   • Note: The checkboxes appear after batch update is activated.
5. Select one of these options from the dropdown list next to Update:
   • Adj% = Enter the percentage by which to adjust the prices in the adjacent box. Adjustments can be positive (additional markup) or negative (discount).
   • Calendar Start = Select the start date and time.
     • Note: The option shows the caption entered in the Transaction Type setting Calendar > Enable Date Start (Enter Caption).
   • Calendar End = Select the end date and time.
     • Note: The option shows the caption entered in the Transaction Type setting Calendar > Enable Date End (Enter Caption).
   • Cr Account = Select the ledger account to credit from the dropdown list.
   • Dr Account = Select the ledger account to debit from the dropdown list.
   • Fix = Check or uncheck the box.
     • If checked, both the fixed and unit prices can be edited, and they override the markup percentage (MU%), which is calculated from the entered prices.
     • If unchecked, the MU% is applied to the cost price to determine both the fixed and unit prices. The MU% overrides any entered prices, which are adjusted to match it.
     • Changes on the transaction set this box automatically: entering a price checks it, and entering an MU% unchecks it.
   • Group = Enter a name for the group. Group names are specific to the transaction. Groups let you sort items.
   • Location = Select a location for the inventory item from the dropdown list. On Transaction Types with General > Enable Entities set to Branch, only the locations linked to the transaction’s branch are listed.
   • MU% = Enter a number in the adjacent box to change the markup percentage. This unchecks the Fix box automatically.
   • Resolve = Select a resolve option from the dropdown list of resolves selected for the Transaction Type.
   • Service No. = Select a service ticket number from the dropdown list.
   • Status = Select a new status from the dropdown list.
   • Transaction Calendar = Select a new resource from the dropdown list.
     • Note: The option shows the name of the Calendar Type selected in the Transaction Type setting Calendar > Resource Calendar (Transaction Items).
   • VAT = Select a VAT Type and whether prices are entered inclusive or exclusive of VAT.
   • VAT Category = Select a VAT Category.
   • WHT% = Enter the withholding tax percentage. Shown only when withholding tax is enabled for the Transaction Type.
   • WHT Section = Select a WHT section from the dropdown list, or the blank entry to clear it (see WHT Tutorials).
6. Click Update (button).
7. Confirm the change.

How to Change an Item’s Unit#

1. Edit the transaction.
2. If the Unit (Select) column is hidden, click Field Chooser (*) and check Unit (Select).
3. Click the item’s Unit (Select) cell and open the dropdown list.
   • Note: The list shows the item’s prices in each unit, with the Qty the entry has in that unit and the Unit Price.
4. Select the unit.
   • Note: The Qty is converted to the new unit (for example, 30 ea becomes 3 box when a box is 10 ea), and the prices and cost are set from the selected price. If the unit has no convert quantity, the Qty is kept.
5. Click Save (button).
   • Note: Stock is updated when the transaction is saved.

How to View a Transaction’s Accounting Report#

1. Create a transaction.
2. Set the transaction’s status to a final status (e.g. Complete).
3. Click Menu (button) > View Accounting.
   • Note: The transaction’s accounting report appears (see the example below). For its columns, see Menu Button Explained.
4. Click the X to close the report.

How to View a Transaction’s Inventory Report#

1. Create a transaction.
2. Click Menu (button) > View Inventory.
   • Note: The transaction’s inventory report appears (see the example below). For its columns, see Menu Button Explained.
3. Click the X to close the report.

How to View a Transaction’s ID and Editable Status#

1. Edit a transaction.
2. Click Menu (button) > View Transaction Info.
3. A popup message displays the transaction’s ID and read-only status.
   • Note: If the transaction is read-only for you, the popup lists the reasons under Read-only:
     • Edit Access = No: Your user access to the Transaction Type does not allow editing.
     • The Transaction Status is a Read-only Status (Status Setting): The transaction’s status does not allow editing.

How to Copy a Transaction: List View#

1. Display a list of transactions.
2. Right-click the transaction you want to copy and select the applicable Copy option.
3. Confirm the copy on the popup.
4. Click Save (button).

How to Copy a Transaction: Edit View#

1. Edit a transaction.
2. Click Actions (button) and select the applicable Copy option from the dropdown list below Actions.
   • Note: All the manual copy options that were created are listed there.
3. Select the statuses on the top right (optional). Under Status, the dropdown lists set the status of the transaction you copy from:
   • Header = Select the status for the transaction (Set Transaction Status).
   • Items = Select the status for the copied items (Set Item Status).
     • Note: Each dropdown list starts with the status set on the Copy Rule, or no status if the rule has none. To keep the current status, click the button next to the dropdown list (Status To Remain Unchanged). If item statuses are disabled on the Transaction Type, the Items dropdown list is hidden and Header is named Status.
4. If you copy a customer transaction to a supplier transaction, select the supplier from the Supplier dropdown list.
   • Note: The field is required. If it is blank, “Please select a Supplier.” appears when you click Copy (button). The new transaction is created for the selected supplier.
5. Check the boxes of the items to copy, and uncheck the rest.
   • Note: The caption above the items depends on the Items option on the Copy Rule:
     • Amt (inc): Amount (inc VAT)
     • Purchase: Items to Purchase
     • Produce: Items to Produce
     • Reserve: Reserved Items
     • Issue: Items to Issue
     • Issue (BoMs): BoMs to Issue (the Outstanding checkbox is hidden)
     • On Order: Items On Order
     • Receive: Items to Receive
     • All: Items
6. Click Copy (button).
7. Confirm that you want to copy the transaction.

How to Delete a Transaction#

1. Display a list of transactions.
   • Note: You can also delete a transaction from Edit View, using Actions (button).
2. Right-click the transaction you want to delete and select Delete Transaction.
3. Confirm the deletion on the popup.

How to View Linked Transactions#

1. From Edit View, click Links (button).
2. Click any of the links listed there to open that document. The links consist of the Transaction Type’s code and the transaction number. Non-transaction items are also included (e.g. service tickets).
   • Note: The current document you are accessing Links from is also on the list and might be the only document available. 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. The list shows the first 20 linked transactions.
3. To see all the linked transactions with their status and totals, click More… (always the last entry). View Linked Transactions opens on the right (see View Linked Transactions).
4. Double-click a row (or select it and press Enter) to open that transaction on the left.

How to Link a Transaction to a From Transaction#

1. From Edit View, click Actions (button) > Link to From Transaction.
2. Link to = Select the Transaction Type of the From transaction (e.g. Quotation). If only one Transaction Type can be selected, it is selected for you.
3. No. = Enter the number of the From transaction.
4. Click Load (button).
   • Note: The entries of the open transaction appear, each with a suggested From entry in the Link to From Item column. Entries are suggested by item.
5. Link to From Item = Check each suggestion. Select a different From entry from the dropdown list if needed, or press Delete to leave the entry unlinked.
6. Click Link (button).
7. Confirm the deletion on the popup.

How to Unlink a Transaction From Its From Transaction#

1. From Edit View, click Actions (button) > Unlink From Transaction.
2. Check the transactions listed in the confirmation. The transactions created from the open transaction are unlinked too.
3. Click Yes (button) to confirm.
   • Note: The transaction, and the transactions created from it, become a separate workflow.

How to View a Linked Estimate#

1. From Edit View, right-click an item with the type EST and select Open Estimate.

How to Create an Asset From a Transaction Item#

1. Edit the transaction.
2. Right-click the item and select Create an Asset.
   • Note: If the item is already linked to an asset, no asset is created. Click Yes (button) on the message “This item is already linked to an Asset. Open the Asset?” to open that asset.
3. Click Yes (button) to confirm. The message says where the new asset goes: “Create an Asset and link it to the transaction?” when the transaction header has no asset, or “Create an Asset and link it to [header Asset]?” when it has one.
   • Note: When the header has no asset, the new asset becomes the header asset. When the header already has an asset, the header keeps it and the new asset becomes its child asset (its Parent is the header asset). An Equipment asset is created, linked to the transaction and the item, and opens. See Assets Tutorials for what the asset takes from the item and the transaction.

How to Open a Transaction Item’s Linked Asset#

1. Edit the transaction.
2. Right-click an item that is linked to an asset and select Open Linked Asset.
   • Note: The option only appears for items linked to an asset.
3. The asset opens in a modal form (a popup with fewer options than the full screen). To use all the asset features, click Menu (button) > Open in Assets Module.

How to Show or Hide Notes#

1. From Edit View, click Actions (button) > Show Notes.
   • Note: If checked, the notes appear below the items. If unchecked, the notes do not appear.

How to Create a Note or Attachment#

1. From Edit View, click Menu (button) > View/Edit Notes & Attachments.
2. A panel opens on the right and shows any notes and attachments already created.
3. Click Add (button) and follow the instructions under Notes and Attachments Tutorials.

Batch and Serial Numbers#

The tutorials for recording and selecting batch and serial numbers are on Inventory Tracking Tutorials:

• How to Record Batch Numbers When Receiving Stock
• How to Select a Batch When Issuing Stock
• How to Issue an Item From More Than One Batch
• How to Record Serial Numbers When Receiving Stock
• How to Select Serial Numbers When Issuing Stock

Artwork Tutorials and Information#

How to Add Artwork to an Item: Upload#

1. From Edit View of an estimate, click Actions (button) > View/Edit Artwork.
2. Click Edit (button).
3. Click Upload from Device (tab) and select an upload option (the artwork is saved automatically):
   • Drag a file onto Drop File Here.
   • Click Select Files from Your Device. Click the file you want to upload and click Open (button).

How to Add Artwork to an Item: Capture#

1. From Edit View, click Actions (button) > View/Edit Artwork.
2. Click Edit (button).
3. Click Capture Image (tab).
4. If camera permission is granted, the image appears. Use the following functions to capture and save the image:
   • Click Switch (button) to switch to a different camera.
   • Click the Settings icon on the image to change the size or resolution.
   • Click Play (button) to start capturing the image.
   • Click Pause (button) to stop capturing the image.
5. Click Save (button) on the top row of buttons on the popup.

How to View an Item’s Artwork#

1. From Edit View, click Actions (button) > View/Edit Artwork.
2. Click Actions (button) > Open File.
   • Note: You can also click Actions (button) > Copy Link and paste the link in your browser.

How to Add Followers#

1. From Edit View, click Menu (button) > View/Edit Followers.
   • Note: The option does not appear if the Transaction Type setting Followers is set to N/A.
2. Click Edit (button).
3. Click the top row, Click here to add a new Follower, and fill in the details as follows:
   1. Contact = Select a contact from the dropdown list of contacts that have email addresses.
   2. Description = Describe the type of Follower.
   3. Type = Select Internal if the contact person is a staff member. Select External if the contact person is the customer’s or supplier’s contact person.
   4. Click Save (button).
4. Repeat step 3 to add more Followers.
5. To delete a Follower, click the X in the last column.