General Transaction Features

After Transaction Types have been created, User Access must be set, and the transaction type must be added to a Menu group so users can access it. Once that is done, transactions can be captured.

This page explains some of the transaction fields in more detail.

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Prices

• The prices are selected under the Transaction Type’s settings.
• If no price is selected, there will be no column to enter an amount.

Price	Description
None	No price or amount is available.
Cost Price	Uses the Cost Price as entered on the item’s Prices tab. Only items with Cost Prices are available for selection when clicking Item (button) next to Add.  All the Cost Price options are available: – Fixed Price: The price is applied in full regardless of the quantity. The price is divided by the quantity and added to the unit price to determine a total cost per unit for the line item. – Unit Price: The price is multiplied by the quantity. – Adj %: Entered numbers are treated as percentages. A positive number adds that percentage to the price (mark-up). A negative number deducts the percentage from the price (discount).
Sell Price	Uses the Sell Price as entered on the item’s Prices tab. Only items with Sell Prices are available for selection when clicking Item (button) next to Add. All the Sell Price options are available: – Fixed Price: The price is applied in full regardless of the quantity. The price is divided by the quantity and added to the unit price to determine a total cost per unit for the line item. – Unit Price: The price is multiplied by the quantity. – Adj %: Entered numbers are treated as percentages. A positive number adds that percentage to the price (mark-up). A negative number deducts the percentage from the price (discount).
Supplier Price	Uses the Supplier Price as entered on the item’s Prices tab. Only items with Supplier Prices are available for selection when clicking Item (button) next to Add. All the Supplier Price options are available: – Fixed Price: The price is applied in full regardless of the quantity. The price is divided by the quantity and added to the unit price to determine a total per unit cost for the line item. – Unit Price: The price is multiplied by the quantity. – Adj %: Entered numbers are treated as percentages. A positive number adds that percentage to the price (mark-up). A negative number deducts the percentage from the price (discount).
Accounting	Used for ledger transactions, customer receipts and customer payments. Has an amount column for the price. Includes the Dr Account, Cr Account, and VAT Category columns by default.

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Quantities 

• Zero quantities are allowed.
• Negative quantities are only allowed on Stock Adjustment transactions.
• Unit prices and adjustments can be negative (if you need to discount a line item) instead of using a negative quantity.
• There are no checks to the actual stock on hand: you can issue stock that you do not have which will result in negative stock holding quantities.

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Statuses 

• Statuses are customised per transaction type.
• Statuses can be used to mark an item editable, active, reconciled or to use any other feature you need. For example, quotation statuses can be used to indicate why a quote was accepted or rejected (e.g. Accepted – no reason, Accepted – best price, Accepted – loyal customer, Lost – quality, Lost – price, Lost – service).
• Status setups include a column for Accounting:
  • If checked, in Edit View, users can click Menu (button) > View Accounting Report to see how the transaction is posted to the ledger.
  • If nothing is shown on the report, the transaction is not in an accounting status, and a red warning bar should display that information.
  • If the option is missing, the setting Enable Accounting was not added to the transaction type or the accounting column was not checked for any of the statuses.
• Status setups include a column for Inventory:
  • If checked, in Edit View, users can click Menu (button) > View Inventory Report to see how the transaction affects inventory.
  • If nothing is shown on the report, the transaction is not in a status that affects inventory. 
  • If the option is missing, the inventory column was not checked for any of the statuses.

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Settings 

• The Menu button contains links to all the setups and access rights needed for that transaction.

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Output 

• Output refers to the forms or reports you can generate for the transaction type.
• List Views include an option to export the view in .xlsx format. The report opens formatted in Excel.
• Edit Views include forms if templates were created and linked.
• BOS includes several templates which can be customised. Examples are shown for each transaction below.
• Organisations can have multiple templates for the same transaction type. All the linked templates are listed under Output (button).
• Output is emailed to the customer or supplier’s designated contact person, and to Followers.
• Followers are divided into internal (staff) and external (customers or suppliers). The rules are created along with the Output options to prevent users from accidentally emailing confidential information to customers or suppliers.

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