Transactions - Extra Datasets Tutorial

Overview#

• Extra datasets add a fixed set of fields to a transaction's header:
  • Contract Billing: Meter and billing days, billing method, escalation and who services the contract.
  • Procurement: Requestor, Department, Manager, Head and Priority.
  • Import/Export: The fields for a commercial invoice, which change with the Inco term.
• Each dataset is switched on per Transaction Type with a transaction setting.
• For every field, see Transactions - Extra Datasets.

💡These tutorials explain how to add an extra dataset to a Transaction Type, fill in the procurement fields, and update contract billing fields on many transactions at once.

How to Add an Extra Dataset to a Transaction Type#

1. Navigate to Main Menu > Setup > Settings > Transactions (tab).
2. Click Edit (button) if it is not greyed out.
3. Click Add/Update (button).
4. On the popup, select the setting and the Transaction Types to add it to:
   • Transactions > Enable Contract Billing
   • Transactions > Enable Procurement/Purchasing
   • Transactions > Enable Import/Export
5. Click Add/Update Settings (button), then Yes at Add/Update all the selected?.
6. Click Close (button).
7. Check the setting's Value for each Transaction Type.
8. Click Save (button).
9. Close and reopen the transaction list. The new fields appear in the header of the Edit View.

How to Fill In the Procurement Fields#

1. Open or create the transaction, for example, a Requisition.
2. Fill in the fields:
   • Requestor = Select the staff member who asks for the goods.
   • Department = Select the department from the Organigram.
   • Manager = Select the manager who approves the request.
   • Head = Select the head of department, if their approval is needed.
   • Priority = Check it for an urgent request.
3. Click Save (button).
4. Note: A checklist can ask the Requestor, Manager and Head to approve the transaction (see Transaction Approvals and Checklists Tutorial).

How to Update Contract Billing Fields on Many Transactions#

1. Navigate to the transaction list, for example, the contracts' Sales Orders, and list the transactions.
2. Select the transactions (hold down Ctrl and click each one).
3. Click Actions (button). The Batch Update dropdown list opens on the left.
4. Select the field to update: Meter (DOM), Billing (DOM), Billing Method, Escalation, Month or Serviced by.
5. Enter or select the new value.
6. Click Update (button) and confirm (see Batch Updates).