Transaction Edit Views

Overview#

Transactions have two interfaces: List View which lists the transactions and Edit View for creating transactions or editing existing transactions.

This page explains the Edit View.

Menu Buttons#

• Output: Generates forms and reports that can be previewed, printed or emailed depending on the templates that are added to the Transaction Type.
• Links: Lists the Transaction Type codes and numbers of linked transactions and items. Transactions or items are linked when they are copied.
• New: Creates a transaction.
• Delete: Deletes the transaction.
• Save: Recalculates any fields and saves any changes.
• Actions: For example:
  • Batch Update: Provides actions to update multiple items.
  • Add Attachment/Link: Allows attachments to be created, edited and viewed.
  • Allocate Landing Costs: Allows landing costs to be added for accurate profit / loss calculations.
  • Clear Landing Costs: Clears the landing costs.
  • Update Transaction
    • Update Transaction from Setups: Updates the transaction to include changes since the transaction was created.
    • Update the 'From' Transaction: Select a different source transaction, or to update the transaction with changes made to the source transaction (the transaction that was copied to create this transaction).
    • Link Transaction to an SM: Links the transaction to a service manager ticket.
    • Reset Transaction Flow: Removes all the links, including service-manager links and starts a new transaction flow.
  • Order Items by Group: Rearranges the items by group, and then by description if items have group names.
  • Add Depreciable Assets: Adds depreciation entries.
  • Cancel Transaction: Changes the transaction's status to cancelled.
  • Copy to Version: Duplicates the transaction to create a version.
  • Copy to ...: Lists all the transaction options that the current transaction can be copied to.
• Approve: Applies if checklists are used.
• Pay: Applies to Customer Invoices only. Copies the invoice to a Customer Payment to record a receipt for it.
• Menu: For example:
  • Open in Production Planning: Displays the transaction in production planning. Only available if production planning is enabled for the transaction.
  • Open Transaction in Ledger: Displays the transaction in the ledger.
  • Open Notes & Attachments: Displays any notes or attachments and lets you create or edit them.
  • View/Edit Signatures: Displays any signatures (e.g. if customers signed for deliveries or signed timekeeping records). See Signatures Window.
  • View/Edit Payment Schedule: Allows a Payment Schedule to be created (e.g. for loans or hire-purchase agreements).
  • Enable Debit and Credit: Override the transaction's default accounts to enter different accounts.
  • Show Item Notes: Displays any notes below the items.
  • Show Item Specification: Displays any specification notes below the items.
  • Customer
    • Add New Customer
    • Edit Customer
  • Supplier
    • Add New Supplier
    • Edit Supplier
  • Summaries: Displays summary information. For example:
    • Customer Summary
    • Supplier Summary
    • Item Summary
    • Linked Transactions
    • Outstanding
    • Audits
    • Emails
    • Changelog
  • Layout & Grids
• View Checklist Icon: Displays the full checklist.
• Open Notes & Attachments Icon: Lets you create, edit or view notes and attachments.
• i: Displays information about the transaction including:
  • The transaction ID (system-generated number for the transaction).
  • User, date and time of creation.
  • User, date and time of the last update.
  • The user's access rights.
  • The Currency settings for the Transaction Type.
  • The available item Categories.
  • Read-only: Displays all the reasons a transaction is read-only (cannot be edited).
  • Settings: Displays key settings.
  • Output: Displays any Output Templates and the statuses in which output is allowed.

Interface#

• The Edit interface is reached by clicking New (button) or double-clicking an entry on a list of transactions or items.
• The Edit interface is where transactions are created or edited.
• The fields displayed depend on the setup of the Transaction Type.
• Statuses indicate whether a transaction is complete.
• Checklists can be created to manage transactions and their statuses.
• Edit Views are divided into two sections:
  • Header: 
    • Requires a Customer, Supplier, or Ledger accounts to be selected.
    • Provides Reference and Note fields to enter information about the transaction.
    • Provides fields for additional information such as categories, order numbers, reps and dates.
  • Items:
    • The items that apply to the transaction.
      • Items can be pre-created in which case prices are prefilled from the item's information.
      • Custom items can be created in which case you must enter all the information.
    • If items are not used, the item section provides for ledger accounts to be selected for the transaction.

Item Buttons Explained#

Fields Explained#

Context Menus#

Context menus are accessed by right-clicking an entry or clicking the column with the three lines which is mostly the final column.

• Entries found on Edit View context menus:
  • Open Estimate (applies to estimate items)
  • View/Edit Variables
  • View/Edit Note
  • View/Edit Specification
  • View/Edit Tracking
  • View/Edit Batch Items
  • View/Edit Signatures
  • Convert to Custom Item (applies to estimate items)
  • Convert to Estimate
  • Copy Item
  • Delete Item
  • Open linked Item
  • View Item Summary
  • View Purchase History
  • Move Up (items can also be moved using drag and drop)
  • Move Down (items can also be moved using drag and drop)

Signatures Window#

Signatures Buttons Explained#

Signatures Fields Explained#