Transactions List View Tutorials

The transactions List View has two views: Transactions, which lists only the transaction totals, and Items, which lists every item on the transactions.

💡These tutorials explain how to view, filter, copy and batch update transactions and their items, and view allocations.

How to View a List of Transaction Entries#

1. Navigate to any transaction.
   • Note: If your interface shows Edit, you are in Edit View. Click the arrow next to the word Edit to return to List View.
2. Click Menu (button) > Transactions.
3. Apply any of the filters.
4. Click View (button).

How to View a List of Transaction Items#

1. Navigate to any transaction.
   • Note: If your interface shows Edit, you are in Edit View. Click the arrow next to the word Edit to return to List View.
2. Click Menu (button) > Items.
3. Apply any of the filters.
4. Click View (button).

How to Filter a View by Date#

1. When viewing a list of Transactions or Transaction Items, click the arrow on View (button) and select one of these options:
   • Today: Changes the date to today.
   • This Month: Changes the date range to the current month.
2. Alternatively, select one of these options next to Set:
   • No Date: Shows all the transactions.
   • User Date = Enter the From and To dates.
   • Today: Changes the date to today.
   • This week: Changes the date range to the current week from Monday to Sunday.
   • This month: Changes the date range to the current month.
   • This year: Changes the date range to the current calendar year.

How to Filter a View by Status#

1. When viewing a list of Transactions or Transaction Items, click the arrow on View (button) and select one of these options:
   • Pending
   • Active
   • Pending & Active
2. Alternatively, check one or more of the Status boxes in the header. If no boxes are checked, all the statuses are included.
   • Pending
   • Active
   • Complete
   • Cancelled

How to Filter a View by Customer or Supplier#

1. When viewing a list of Transactions or Transaction Items:
   1. Next to Customer or Supplier in the header, select the customer or supplier you want to view from the dropdown list.
   2. Click View (button).

How to Filter a View by User#

1. When viewing a list of Transactions or Transaction Items:
   1. Next to User in the header, select the user you want to view from the dropdown list.
   2. Click View (button).

How to Filter a View by Entity#

1. When viewing a list of Transactions or Transaction Items:
   1. Next to Entity in the header, select the entity you want to view.
   2. Click View (button).

How to Filter a View by Rep#

1. When viewing a list of Transactions:
   1. Next to Rep in the header, select the rep you want to view.
   2. Click View (button).

How to Copy a Transaction#

1. Navigate to the applicable list of transactions.
2. Right-click the transaction you want to copy and select the applicable copy option.
   • Note: The list of copy options depends on the Copy Rules setup for the transaction.
3. On the popup, select the items, groups of items and status options.
   • Note: If no items appear, either the transaction was already copied or no items qualify under the Copy Rule.
4. Click Copy (button).
   • Note: If the Open New Transaction box on the popup is checked, the new transaction opens.

How to Copy Multiple Transactions#

1. Navigate to the applicable list of transactions.
2. Select the transactions you want to copy (use Ctrl + left-click to multi-select).
3. Click Actions (button) > Copy to …
   • Note: The list of copy options depends on the Copy Rules setup for the Transaction Type.
4. Click Yes (button) to confirm the number of transactions to copy.
   • Note: A message shows the number of transactions copied, and you return to the list of transactions.

How to Update Multiple Transactions#

1. Navigate to the applicable list of transactions.
2. Select the transactions you want to update (use Ctrl + left-click to multi-select).
3. Click Actions (button) > Batch Update.
4. Select a batch update option on the left and enter the required information:
   • Options for List View > Transactions:
     • Category = Select a category from the dropdown list.
     • Due Date = Select a due date on the adjacent calendar. (The caption can be renamed, so yours may differ.)
     • Entity = Select an entity from the dropdown list. The option is named Branch or Till (PoS) when the Transaction Type setting General > Enable Entities is set to that.
     • Reference = Enter the new reference in the adjacent box.
     • Required Date = Select a required date on the adjacent calendar. (The caption can be renamed, so yours may differ.)
     • Status = Select a new status from the adjacent dropdown list.
   • Options for List View > Items:
     • Adj% = Enter the percentage by which to adjust the prices in the adjacent box. Adjustments can be positive (additional markup) or negative (discount).
     • 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.
     • 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.
     • Status = Select a new status from the dropdown list.
     • 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).
5. Click Update (button).
6. Confirm the change.

How to View Transaction Allocations#

1. Navigate to the applicable list of transactions.
2. Right-click a transaction and select View/Edit Allocation.
3. Use the scroll arrows on the allocation popup to scroll through all the transactions on the list.
   • Note: Allocations can be edited only if the transaction is in an editable status. Otherwise, most buttons are greyed out (see the screenshot below).