Transaction Types - Setup Tutorials

Overview#

QuickEasy BOS Enterprise has default Transaction Types for recording transactions. You may also create additional Transaction Types.

Transaction Type settings determine whether the transaction affects accounting.

This tutorial explains how to create and edit Transaction Types.

💡These tutorials explain how to create, edit, copy and delete Transaction Types and set their default accounts.

How to Create a Transaction Type#

1. Navigate to Main Menu > Setup > Transactions.
2. Click New (button) to open a form on the right. Enter the fields as follows:
3. General
   1. Enter a Description of the transaction.
   2. Enter a short code for the Transaction Type to identify it on reports.
   3. Select an option next to Contacts to create a lookup list on the Transaction Type. (e.g. select Customers – Active for a Customer Invoice, select N/A for a Ledger entry). The options are:
      • N/A
      • Customers – All
      • Customers – Active
      • Suppliers – All
      • Suppliers – Active
      • Staff
   4. Select an option next to Staff to create a lookup list on the Transaction Type (e.g. Rep for Customer Invoice). The options are:
      • N/A
      • Rep (the sales representative)
      • Assign to (e.g. a staff member that must handle the invoice)
      • Rep & Assign to
   5. Select any fields to disable next to Disable Fields. The options are:
      • Header – Date
      • Header – Company
      • Header – Credit Terms
      • Header – Status
      • Item – Description
      • Item – Code
      • Item – Prices
4. Items & Inventory (These fields only apply to inventory-related transactions.)
   1. Select an Item Type from the dropdown list. The options are:
      • Items
      • Default Item (Applies to Ledger entries)
      • Stock Transfer – Issue
      • Stock Transfer – Receive
   2. Select a Pricing option from the dropdown list. The options are:
      • Sell Price (e.g. Customer Invoices)
      • Cost Price (e.g. Other Income)
      • Supplier Price (e.g Purchase Orders)
      • Costing Price (e.g. Work Orders)
      • Inventory Issue (e.g. Goods Issued)
      • Inventory Receive (Estimate)
      • Inventory Receive (Actual) (e.g. Goods Received (WO))
   3. Select how to Resolve the item (that is, what must happen to the item)
      • Receive
      • Issue
      • Order
      • Reserve
      • Purchase
      • Produce
   4. Create a Category Filter (optional) – e.g. in (51,52,58,59,62,66,69,68)
5. Estimating (these fields only apply to costing transactions, and generally do not affect your accounting records)
   1. Choose which tabs to show from the dropdown list next to Visible Tabs:
      • None selected
      • Input
      • Costs
      • Description
      • Specification
      • Pricing
      • Update
   2. Select an Estimate Type (if any exist).
   3. Select a Pricing option:
      • Cost Price (e.g. Quotation)
      • Sell Price
   4. Choose how to Resolve stock items by selecting an item from the dropdown list:
      • Receive
      • Issue
      • Order
      • Reserve
      • Purchase
6. Accounting 
   1. Check the Accounting checkbox if the transaction must appear in the Ledger and on the Financial Statements. 
   2. Select an option to set how the Transaction Type handles Currencies. The options are:
      • Local only
      • Company and Local (Show RoE) (RoE = Rate of Exchange)
      • Company and Local (Edit RoE)
      • All Currencies (Edit RoE )
   3. Select a default VAT Type (Default) for this Transaction Type from the dropdown list.
      • The dropdown list contains all the created VAT Types.
   4. Select whether the transaction amount will exclude or include VAT.
   5. Select whether this Transaction Type is the default for any of these transactions:
      • Customer Discount Allowed
      • Supplier Discount Received
      • Customer Overpayment
      • Supplier Overpayment
      • Customer Forex Loss
      • Customer Forex Gain
      • Supplier Forex Loss
      • Supplier Forex Gain
      • Purchase Orders
      • Supplier Invoice
      • Work Orders
      • Delivery Notes
   6. Select whether the Landing Costs must be Allocated from or Allocated To (e.g. Goods Received are Allocated To).
   7. Select an Entity, if applicable.
7. Payment Schedule
   1. Tick a block to Use Payment Schedule (e.g. for quotations).
   2. Select a Default Payment Schedule to create a Payment Schedule (Ideal for Projects).
      • Click the New (button) and capture the required fields. Continue to add until you reach 100%.
8. Link to Item: Provides additional features to link items to transactions in the header.
   1. Enter a Caption.
   2. Select a Position from the dropdown list:
      • Hide
      • Left
      • Centre
      • Right
   3. Refine the lookup list by creating a Category Filter e.g. in (51,52,58,59,62,66,69,68).
9. Options & Defaults: Tick the blocks to activate any of these features:
   1. Enable Versions – Lets a user copy a transaction to a new version.
   2. Show Logout Button.
   3. Update Calendar.
   4. Use Events – Lets you select start and end dates on transactions.
   5. Use Images.
   6. Use Item Tracking – Used for Serial Number and Batch Tracking.
10. Reference:
    1. Enter a customised Caption for this field (used when the Reference field does not apply and you require a custom field).
    2. Create a customised Lookup list for the Reference dropdown list in the transaction.
11. Text Fields 1, 2 and 3 are optional fields for you to create additional lookup items.
    1. Enter a Caption.
    2. Select a Position from these options:
       • Hide
       • Left
       • Centre
       • Right
    3. Create a customised Lookup list, if applicable.

How to Edit a Transaction Type#

1. Navigate to Main Menu > Setup > Transactions.
2. Click Edit (button).
3. Click any entry and change the fields on the right (see above for more information on the fields).
4. Click Save (button).

How to Copy a Transaction Type#

1. Navigate to Main Menu > Setup > Transactions.
2. Click Edit (button).
3. Right-click the transactions and select Copy to New Transaction Type.
4. Edit the new Transaction Type as required.
5. Click Save (button).

How to Delete a Transaction Type#

1. Navigate to Main Menu > Setup > Transactions.
2. Right-click the transactions and select Delete Transaction Type.
3. Confirm the deletion on the popup.
   • Note: Transaction Types that are in use cannot be deleted.

How to Set Up Default Accounts for Transaction Types#

1. Navigate to Main Menu > Setup > Accounting > Transaction Types (tab).
2. Click Edit (button).
3. Click a Transaction Type on the list to edit it.
   1. Select a VAT Type from the dropdown list of all created VAT Types.
   2. Select whether the Transaction Type should be part of Input or Output VAT by selecting an option from the dropdown list under VAT Control.
      • e.g. a Customer Invoice = + Output (Cr), Customer Credit Note = - Output (Cr)
   3. Select a Dr Category. 
      • Note: This field limits the accounts that can be selected to that category when creating a transaction. Leave this field blank if any account can be selected.
   4. Select a Dr Account.
      • Note: This forces the Transaction Type to only debit that account when creating a transaction. Leave this field blank if any account can be selected.
   5. Select a Cr Category.
      • Note: This field limits the accounts that can be selected to that category when creating a transaction. Leave this field blank if any account can be selected.
   6. Select a Cr Account.
      • Note: This forces the Transaction Type to only credit that account when creating a transaction. Leave this field blank if any account can be selected.
   7. Select a default from the dropdown list in the Default column, if applicable.
      • Note: Leave this field blank if none of the options on the dropdown list apply.

How to Find Transaction Type IDs#

1. Navigate to the Main Menu > Setup > Accounting >Transaction Types (tab).
2. Click the Field Chooser (*) in the first column.
3. Select ID to display the number.