Transaction Setup

Overview

  • There are no fixed Transactions in BOS Enterprise.
  • Transaction Types are created and customised as needed.
  • If a Transaction Type is created for each function, it makes it easier to set up and capture transactions.
  • When changes are made to Transaction Setups, a Warning icon appears on the Rebuild button.
  • Click Rebuild (button) to rebuild all the accounting transactions to incorporate the new settings.
Navigation Example

Main Menu > Setup > Transactions

Transaction Types (tab): List View

Info

Transaction Types are listed in a grid view with their properties on the right. The grid view is not editable, only the properties on the right.

Buttons

  • New: Creates a new Transaction Type.
  • Menu:
    • Update all Generators: Resets the transaction numbers to the last number. If all transactions are deleted before using this button, it resets to zero.
    • Show Notes: Toggles showing or hiding notes.
    • Layout & Grids

Fields

  • Field Chooser (*): Add or remove columns.
  • ID: The system-generated number allocated to the Transaction Type.
  • RID: The system-generated number allocated to the Transaction Type in its module.
  • Description: The Transaction Type's description (e.g. Customer Invoices, Other Income).
  • Code: An abbreviation of the description that appears on reports and links.
  • Versions: A checkbox. If checked, versions of the transaction can be created. Mostly applicable to Quotations.
  • Item Pricing: The pricing option chosen for the items on a transaction (e.g. Quotations = Sell Price and Purchase Orders = Supplier Price).
  • Item Resolve: The Resolve option chosen for the item. Applicable to physical inventory items. Specifies what action must be taken (e.g. Sales Orders can have resolves of Reserve (items in stock are reserved for the order), Purchase (items or services must be purchased from suppliers) and Produce (items are manufactured in-house).
  • Estimating: A checkbox. If checked, an Estimate button is placed on the transaction for you to create and link an estimate.
  • Est Pricing: Only applicable if Estimating is enabled. Specifies which price is used for estimating.
  • Est Resolve: The Resolve option chosen for the Estimate.
  • VAT Type: The default VAT Type chosen for the transaction.
  • Accounting: A checkbox. If checked, the transaction is posted to the Ledger.
  • Forex: A checkbox. If checked, Multiple Currencies are allowed.
  • Events: A checkbox. If checked, Events are enabled.
  • Calendar: A checkbox. If checked, the transaction is added to a Calendar.
  • Updated: The date and time on which the Transaction Type was updated.
  • Checklist: The checkbox is checked when a checklist if created for the Transaction Type.
  • Updated by: The name of the user who last updated the transaction.
  • Menu (...): A submenu with the following options:
    • View/Edit User Access: Opens an interface to allocate user access for the specific Transaction Type.
    • View/Edit Note: Create, edit and view any notes.
    • Copy to new Transaction Type: Creates a Transaction Type with the same settings and user access.
    • Delete Transaction Type: Deletes the Transaction Type if it is not yet used.

User Access Window

Info
  • The window lists the users who have access to the selected Transaction Type, with their rights.
  • What each right allows is explained on Transaction Access Allowed.
  • Click Edit before changing the rights. The arrows move to the previous or next Transaction Type.
Navigation Example

Main Menu > Setup > Transactions > Menu (...) on a Transaction Type > View/Edit User Access

User Access Buttons Explained

Button Description
EditTurns editing of the rights on or off.
SaveSaves the changes. Changes are also saved when the window closes.
ActionsOpens a menu with these options:
  • Batch Update: Sets one right for all the selected users (see Batch Update below).
  • Add/Remove Users: Opens the list of active users. Move users to the selected list to give them access, or back to remove it.

User Access Fields Explained

Field Description
UserThe user.
ViewNone, All, Own (Rep) or Admin.
New / Edit / DeleteCheckboxes for creating, editing and deleting transactions.
Est (Form only)Checkbox. Limits what the user sees on estimates.
Status (Up only)Checkbox. Limits status changes to the next status, not back.
Menu (...)Click the button to delete the user's access after you confirm ("Delete User Access?").

Batch Update

  • Select the users in the list (or the focused user is used).
  • Select the right in Update (View, New, Edit, Delete, Est (Form only) or Status (Up only)), then the value: a View option or a checkbox.
  • Click Update and confirm the message, for example "Set View = All" followed by "3 Items will be updated. Continue?".
  • Without a value, the message "No updates have been selected." appears.

Status (tab)

Info

Statuses are created for the Header (e.g. Customer or Supplier) and Line Items (items that are invoiced) of each Transaction.

  • You may create an unlimited number of statuses. Each status must be allocated to a fixed Status Group. Status Groups cannot be changed.
  • Certain functions such as Accounting and Editing are set for the header only but control all items on the transaction.

Buttons and Filters

Button Description
Module dropdown listA dropdown list of all the Transaction Types for you to select one.
Add Header Status (button)Adds another header status.
Add Item Status (button)Adds another item status.

Fields

Info

Fields marked in blue (✎) can be edited.

Field Description
Field Chooser (*)Add or remove columns.
IDThe system-generated number for the status.
RIDThe system-generated number for the status in the module.
ColourThe colour allocated to the status.
OrderThe order in which the statuses should be applied.
DescriptionA description of the status.
GroupThe fixed Status Groups to which a Status must be allocated. The options are:
  • Pending: Used for new transactions.
  • Active: Used for transactions that are created but must be checked, or for jobs that are in progress.
  • Complete: Used for transactions that are complete.
  • Cancelled: Used for transactions that were made in error but cannot be deleted (due to user permissions or audit-trail reasons). It can also be used if an order gets cancelled.
DefaultDefaults determine when statuses are automatically applied:
  • None: No default is allocated.
  • New Transaction: Mandatory. New transactions receive this status.
  • Pending: Typically used for new transactions that must be edited.
  • Output: Used with the Output button. Sets the status when a transaction is printed or emailed.
  • Part Complete: Used to indicate that an order is partially complete.
  • Complete: Used to indicate when a transaction, order or delivery is complete. This status works in conjunction with the Done button where available (Ledger and Payment modules). Ideally, editing should no longer be allowed for this status.
  • Weighbridge: Used to indicate that items in an order must be weighed or are weighed.
  • Landing Cost: Used to indicate that Landing Costs must be allocated or are allocated.
  • Cancel: Used to indicate the transaction was cancelled.
  • Reconciled: Used with Ledger transactions to indicate the transaction is reconciled (e.g. bank or VAT reconciliations).
  • Planned: Used to indicate the transaction is used in production planning (e.g. Work and Sales Orders).
  • Version: Mainly used with Quotations. Lets you offer product variations as version numbers of the same quotation.
EditingSpecifies whether the transaction can be edited. The options are:
  • All: The transaction can be edited.
  • Status only: Only the transaction's status can be changed.
  • RFQ (Web App): 🚧
  • None: No editing is allowed.
AccountingA checkbox. If checked, the transaction is in an accounting status (that is, it is posted to the ledger).
InventoryA checkbox, if checked, the transaction affects inventory (e.g. inventory is reserved, issued, received).
Menu (...)A submenu with the following options:
  • Move Up: Moves the status one line higher. The order of statuses on the setup page must match the order in which they are applied to a transaction for certain features to work (e.g. applying the next or previous status).
  • Move Down: Moves the status one line lower.
  • Delete: Deletes the status if it is not used.

Copy Rules (tab)

Info

Transactions can be copied to create transactions. The new transaction can be a duplicate or the next transaction in a sequence (e.g. Quotation > Sales Order > Customer Invoice).

  • Rules governing when and what is copied are named Copy Rules.

VAT 

When transactions are copied, the VAT percentage is updated from the current VAT percentage setup under VAT Types, and not from the copied transaction.

Checklists

When a transaction is copied, the checklist on the source (from) Transaction is updated by default.

Currencies

When a transaction is copied, the new transaction's currency is converted to the customer or supplier's currency when:

  1. The new Transaction Type allows foreign currency.
  2. The source (from) transaction is in the local currency.
  3. The Customer or Supplier on the new transaction uses foreign currency.

Verifying Copy Actions

Info

Before a transaction is copied, the following is checked:

  1. The person copying the transaction has the necessary User Access on the copy-to transaction (View and Edit access).
  2. The person copying the transaction has access to the Entity on both transactions: copying from and copying to. 
  3. By default, the checklist on the Source (from) Transaction is updated when a transaction is copied.
  4. The transaction is in a Status that allows it to be copied.
  5. The Customer or Supplier is still active (e.g. if only active Customers/Suppliers are allowed.) These Statuses are not checked when multiple transactions are copied using Batch Updates.
  6. Which Items must be copied based on the Copy Rules and prior copies.

Buttons and Filters

Button Description
View all (checkbox)Displays Copy Rules for all entries affecting the selected Transaction Type.
From / To ( dropdown list)Only display the transactions copying from or to the selected Transaction Type.
Transaction Types (dropdown list)Select a Transaction Type.
NewCreates a Copy Rule for the selected Transaction Type.

Fields

Info

Fields marked in blue (✎) can be edited.

Field Description
ID / RIDThe system-generated number for the rule.
Copy FromThe Transaction Type to copy from.
Copy ToThe Transaction Type to copy to.
TypeControls which items are added when the transaction is copied. The options are:
  • All: All the items are copied.
  • Flow: Items are only copied if the copy involves the same transaction flow (e.g. Quotation > Delivery Note > Customer Invoice).
  • Parent: Only items from the Parent Transaction are added (the first transaction in the transaction flow).
  • Contact: Items can be copied from any Transaction linked to the same Customer or Supplier.
CaptionThe caption for the Actions button or context menu.
Allow StatusThe status the transaction must be in before it can be copied.
Change Status (H)The status the transaction's header must be set to after it is copied. If left blank, the status is not changed.
Change Status (I)The status that the copied items must be set to after thy are copied. If left blank the statuses are not changed.
Qty & AmountDetermines which item quantities are copied. The options are:
  • Total: The total quantities on the original transaction are copied.
  • Outstanding: Only the outstanding quantities or items are copied each time the transaction is copied.
  • Qty = 1: The items are copied but all their quantities are set to one.
    • Note: In version 26.07 this option does not set the quantities to one: copies made without the Copy window take the outstanding quantities, and the Copy window shows the full quantities.
Copy ItemsDetermines which Items are copied. The options are:
  •  All: All the items are copied.
  • Receive: Only items with the Receive resolve are copied.
  • Issue: Only items with the Issue resolve are copied.
  • Order: Only items with the Order resolve are copied.
  • Reserve: Only items with the Reserve resolve are copied.
  • Purchase: Only items with the Purchase resolve are copied.
  • Produce: Only items with the Produce resolve are copied.
  • None (Header Only): Only the header is copied. Not the items.
Copy DatesOption to select to copy any or all of these dates to the corresponding date fields:
  • Trans Date: The transaction's date.
  • Due Date: The transaction's due date.
  • Req Date: The transaction's required date.
    • Note: Be careful with copying due and required dates to transactions that set these dates based on specific criteria (like terms, or production planning).
Copy AdjA checkbox. If checked, the item adjustments are copied.
ConfirmA checkbox. If checked, you must confirm that you want to copy the transaction.
Open TransA checkbox. If checked, the new transaction is opened for editing.
ActionA checkbox, if checked, the Copy command is added to Actions (button) with the Caption as specified in the Caption field.
Menu (...)Lets you delete the Copy Rule. (Click to display an X. Click the X to delete the Copy Rule).

Input Fields (tab)

Note

Input Fields create additional fields that display or request information. Although the dropdown list contains all the Transaction Types, these fields are only available if the Transaction Type includes a Customer or Supplier.

Filter

  • A dropdown list of all created Transaction Types for you to select the one the Input belongs to.

Buttons

Button Description
NewCreates an input rule.
DeleteDeletes the input rule.
PreviewDisplays a preview of the input rule.
Menu > Create selectable Stored ProcedureCreates and copies the commands to the user's clipboard. It can be pasted into an SQL editor.

Fields

Note

Lookup lists and SQL queries are created from the context menu (right-click an entry). The context-menu option becomes available after a selection is made in the Editor column and Save (button) is clicked.

Info

Fields marked in blue (✎) can be edited.

Field Description
IDThe system-generated number for the entry.
NameThe system-generated name for the entry, which can be changed.
CaptionThe name that appears on the transaction.
EditorSpecifies the type of input the user should provide. The options are:
  • Checkbox: A yes/no checkbox is created.
  • ComboBox (Fixed list): A lookup list is created. You must select one of the entries.
  • ComboBox (Editable): A lookup list is created. You can select an entry or enter something else.
  • Customer: You must select a customer from a dropdown list of customers.
  • Date: A date must be selected.
  • Date (Read-only): A date is prefilled and cannot be edited.
  • Filename: The name of a file is entered.
  • Group Header: The applicable Group Header is filled in.
  • Image: The field requires an image.
  • Item: You must select an item from a dropdown list of items.
  • Memo: You can type a memo.
  • Number: A number must be entered.
  • Number (Read-only): Shows a specific number.
  • Supplier: You must select a supplier from a dropdown list of suppliers.
  • Text: You can input text.
  • Text (Read-only): Shows specific text.
  • Time: You can select a time from a time field.
  • Timestamp: You can select a date and time from the calendar and time fields.
  • Caption: Shows the caption.
  • Lookup (SQL): Creates a lookup list using SQL.
LayoutSpecifies where the input field is placed. The options are:
  • Below: Place the field below the input field listed above it.
  • Right: Place the field to the right of the input field listed above it.
  • Column: Starts a new column.
CaptionSpecifies where the caption is placed. The options are:
  • Hide: Hides the caption.
  • Left: Places the caption to the left of the input field.
  • Right: Places the caption to the right of the input field.
  • Top: Places the caption on the top of the input field.
WidthEnter the width of the input field.
DecimalEnter the number of decimals, if applicable.
ArrowsIndicates the order of the input field. Displays one if there is only one input field.
Menu (...)A submenu. The options available depend on the option selected in the Editor column. The options change when Save (button) is clicked. Possible options:
  • Insert: Inserts a new input field.
  • Edit Lookup List: Creates the lookup lists for the combo boxes.
  • Edit SQL: Opens an interface to create or edit an SQL query.
  • Move Up: Move the entry one line higher.
  • Move Down: Moves the entry one line lower.
  • Delete: Deletes the entry.

Output (tab)

  • See Output

Categories (tab)

Info

Categories are used for search and reporting purposes. Categories can be created for each Transaction Type separately. If a Transaction is copied, the category is copied only if the new Transaction has a category of the same name.

Filter

  • A dropdown list of all created Transaction Types for you to select the one to create Categories for.

Buttons

  • New: Creates a category.
  • Arrow on New (button):
    • Copy the categories from a different Transaction Type.
    • Opens a dropdown list of all the available Transaction Types for you to select from.

Fields

Field Description
IDThe system-generated number for the category.
NameThe user-defined name of the category.
Menu (...)Click to activate a cross, then click the cross to delete the entry.

Checklist (tab)

  • See Approvals

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