Entering Transactions

Owned by John Nairn
Last updated: Nov 11, 2015
2 min read

Transaction headers 

  • Transactions typically have a header and lines. 
  • Some of the main features of transaction headers include : 
  • A transaction number. Originally zero. Only set when the transaction is posted. 
  • Status : 
    •  Outstanding transactions have a status of 'OPEN'.  
    • Transactions that are being worked on, such as a stock transfer that is being picked may have a status of 'IN PROGRESS' 
    • Transactions that are completed have a status of 'POSTED'.  
    • Once a transaction is posted it becomes read only. If you try to change a transaction but can't. The transaction probably has a status of 'POSTED' 
  • Workflow status is a property of transactions where a particular set of steps is required for the transaction. The workflow steps can be changed in system administration. Service orders have a workflow status as there are a number of required steps before an open service order can be posted. 

Transaction lines 

Transactions have lines shown as a list under the transaction header. You can search for any part of a product name when entering products into transactions such as purchase orders. 

Totals display above the lines as totals are at a more summary level of detail than the lines. Detail increases from the top of the screen down and from left to right. You can use report footer and sum functions to show totals under lines just like any list. 

Batch transactions are a variation on the normal transaction flow, as you don't enter lines manually, the system extracts the lines 

Some transactions are built in groups. Such as suggested purchase order runs. Such transactions have a batch header, a transaction header and transaction lines. 

No transactions are ever deleted. You can always go back to the source when required. 

Entering a purchase order as an example of a transaction 

  • Click new then save. The validation error window shows the fields that have to be filled in. Select a supplier than try to save. Then enter a line. Now you can save the purchase order. 
  • Use show in report to print the purchase order. 
  • Enter a product line and use part of name search to search the line. 
  • Add a report footer and total to the purchase order lines. 
  • Use save and close button to save and close the tab.