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Transaction Type Tutorials

These tutorials explain how to create Transaction Types.

After a transaction type is created, it must be added to a Menu. However, transaction types that post to the ledger (accounting is enabled) can be accessed and created from the ledger interface. Therefore, adding them to a menu is optional.

Brief Overview of the Process

QuickEasy BOS makes it simple to set up various transaction types like customer invoices, supplier invoices, journal entries, and more. This guide briefly explains the process needed to successfully create transaction types tailored to your business needs.

Step 1: Access the Transaction Types Setup

To start creating a new transaction type, you first need to navigate to the correct area within QuickEasy BOS:

  1. Open QuickEasy BOS and log in with your credentials.
  2. Go to the Main Menu and select Setup.
  3. From the Setup menu, choose Transaction Types to open a list of existing transaction types.

Step 2: Create a New Transaction Type

Once you are in the Transaction Types section:

  1. Click New (button). This action opens a form where you can define the details of your new transaction type.
  2. Enter a Code and a Description for your transaction type. The code is a short identifier (like INV for invoices), and the description should clearly state what the transaction type is used for (e.g. Customer Invoices).
  3. Select whether this transaction can be used by all entities or is locked to a specific registered entity.

Step 3: Configure Settings

Here, you specify the details that determine how the transaction type functions:

Under the Settings tab, fill out necessary details such as General > Enable Company which determines if the transaction type is related to customers, suppliers, or neither.

Step 4: Edit the Statuses

Default statuses are automatically created, but you can change them to suit your purposes. Statuses determine if the transaction is posted to the ledger (Accounting), can be edited, and affects inventory.

Step 5: Define Copy Rules

In the Copy Rules tab, establish rules for copying data from this transaction type to another, which is crucial for maintaining data consistency and flow between processes like converting a quotation to an invoice.

Step 6: Add Output Templates

Output templates are used to generate forms and reports based on the transaction type:

  1. Navigate to the Output Templates tab.
  2. Click Add/Edit (button) to select a template for your transaction type, such as a customised invoice form for customer invoices.

Step 7: Set User Access

Control who can do what with this transaction type:

  1. Click Menu (button) and select User Access. Define which users or groups can View, Edit, or Delete these transactions.

Step 8: Review and Save

Before finishing:

  1. Review all the settings and configurations to ensure everything is set up according to your needs.
  2. Click Save button unless it is greyed out. If it is greyed out, all the changes have been saved.

Conclusion

By following these steps, you can create a customised transaction type in QuickEasy BOS that fits your business’s specific requirements. Whether you set up a simple bank receipt or a complex customer invoice system, QuickEasy BOS streamlines the process, making it accessible to users of all skill levels. With this new transaction type, you can efficiently manage business transactions tailored to your operational needs.

Detailed Instructions

How to Create a Transaction Type

  1. Navigate to Transaction Types.
  2. Click New (button).
  3. Description = Type a description of the transaction type (e.g. Payroll Expenses, Customer Credit Notes).
  4. Code = Type a brief description of the transaction type (e.g. PAY-EXP / CCN).
  5. Entity = Select All or select an Entity from the dropdown list.
    • Transactions must link to a Registered Entity. Entities are assigned to new transactions as follows:
      • Entity linked to the User (via Staff link) if allowed in Transaction Type.
      • Entity linked to Transaction if not set to All.
      • First Entity by Order.
  6. Note = Type a note if required.
  7. Complete Settings (tab).
  8. Complete Status (tab).
  9. Complete Categories (tab).
  10. Complete Copy Rules (tab).
  11. Complete Output Templates (tab).
  12. Set the Transaction Numbering Sequence.
  13. Set the User Access.

How to Complete Settings (tab)

  1. From editing a Transaction Type, click Settings (tab).
  2. Click Add/Edit (button) if it is not greyed out.
  3. Next to Add, click Settings (button) to add more settings.
  4. Click the setting that is applicable to the transaction type you want to create and click Add/Update (button). Use Ctrl left click to select multiple settings.
    • Note: The settings automatically apply with their default values. You only need to add a setting if you want to change its default value.
  5. Close the popup.
  6. Edit the settings, by changing the options in the Value column.
  7. Click Save (button).

How to Complete Status (tab)

  1. From editing a Transaction Type, click Statuses (tab).
  2. Click Add/Edit (button) if it is not greyed out.
  3. By default, Pending, Active, Complete, and Cancelled statuses are created. These statuses can be edited or deleted.
  4. To set up Statuses from scratch:
    1. Status Header: Click anywhere in the top row where it shows: Click here to add a new row. Fill in the details as follows:
      1. Code = Type a short description (e.g. Pending).
      2. Description = Type an explanation (e.g. Pending – waiting for approval).
      3. Accounting = Check the checkbox if the transaction should be posted to the ledger.
        • Note: Accounting should be checked for the final status (e.g. Complete or Reconciled) or the final two statuses if the transaction is reconciled (e.g. Complete and Reconciled).
      4. Inventory = Check the checkbox if the transaction should update inventory (e.g. stock quantities).
        • Note: For permanent inventory updates, the status that completes the transaction should be checked. For temporary inventory updates, the final status should be unchecked (e.g. if a sales order is active, the inventory should be updated to reserve the inventory. Once the sales order is complete, inventory should no longer be updated).
      5. Editing = Select an editing option from the dropdown list:
        1. None: No changes may be made.
        2. All: The transaction may be freely changed.
        3. Status Only: Only the status may be changed.
      6. Default = Select one of these options if they apply:
        • New:
          • Select this default for statuses that apply to New Transactions.
          • This default must be set for each Transaction Type.
          • It is normally selected for the Pending status.
        • Output:
          • The applicable status after Output is generated which is normally a status that does not allow editing (read-only).
          • For example, if a quotation is printed or emailed, the transaction’s status can be set to a read-only status.
          • This status change triggers even if output is previewed (because it can be printed from the preview).
          • Output, as per the Output Templates tab must be allowed for at least one status prior to this one.
          • If the transaction is in a status higher than the Output status, it is not changed when Output is generated.
        • Complete:
          • Select this default for one of the final statuses (other than cancelled).
          • If this default is selected, users can click Done (button) which changes the transaction’s status and saves any changes.
          • For example, if the statuses are Pending, Active, Complete, and Reconciled, select this default for Complete.
      7. Group = Select one of these groups from the dropdown list:
        1. Pending: Used for transactions which are new or incomplete.
        2. Active: Used for transactions that are in progress and require further processing. 
        3. Complete: Used for transactions that should no longer be changed.
        4. Cancelled: Used to create an audit trail for transactions that cannot or should not be deleted.
      8. Colour = Change the colours if applicable by clicking the colour bar twice and selecting a different colour.
    2. Status Item: Click anywhere in the top row where it shows: Click here to add a new row. Fill in the details as follows:
      1. Code = Type a short description (e.g. Pending).
      2. Description = Type an explanation (e.g. Pending – waiting for approval).
      3. Default = If the Status is the default for New Items select New from the dropdown list. Otherwise, leave it blank. The New default must be set. It is usually set for Pending statuses.
      4. Group = Select a status group from the dropdown list.
      5. Colour = Change the colours if applicable by clicking the colour bar twice and selecting a different colour.
  5. Click Save (button).

How to Complete Categories (tab)

Categories are optional. However, categories must be created for the feature to appear on transactions (users can only select existing categories when entering transactions).

  1. From editing a Transaction Type, click Categories (tab).
  2. Click Add/Edit (button) if not greyed out. 
  3. Click anywhere in the top row where it shows: Click here to add a new row.
  4. Code = Type a Code for the category (brief description).
  5. Description = Type a Description for the category.
  6. Click Save (button).

How to Complete Copy Rules (tab)

See Copying Transactions for more information.

  1. From editing a Transaction Type, click Copy Rules (tab).
  2. Click Add/Edit (button) if it is not greyed out.
  3. Click anywhere in the top row where it shows: Click here to add a new row.
  4. Fill in the details as follows:
    1. Copy To = Select a Transaction Type from the dropdown list. Select the same Transaction Type to duplicate the transaction (e.g. to copy a quotation to a quotation). 
    2. Allow Status (H) = Select a Status from the dropdown list that the Transaction should be in to allow the copy. Leave blank for any status.
    3. Allow Status (I) = Select a Status from the dropdown list that the Items should be in to allow them to be copied. Leave blank for any status.
      • Note: This field is supressed if the transaction type does not use item statuses. It is hidden if the transaction type does use item statuses.
    4. Set Status (H) = Select a Status from the dropdown list that the Transaction should change to once it is copied Leave blank for no change.
    5. Set Status (I) = Select a Status from the dropdown list that the Items should change to once they are copied Leave blank for no change.
      • Note: This field is supressed if the transaction type does not use item statuses. It is hidden if the transaction type does use item statuses.
    6. Execute = Select an option from the dropdown list:
      1. None: The rule is not currently active. 
      2. Actions (Transaction): The option is listed under Actions (button) for users to select manually. 
      3. Actions (Transaction – NCR): The option is listed under Actions (button) for users to select manually. 
      4. Actions (Production – Material): The option is listed under Actions (button) on the material section. 
      5. Actions (Production – Outwork): The option is listed under Actions (button) on the outwork section.
      6. Trigger: The transaction is automatically copied when a certain trigger is reached (e.g. when the source transaction is set to a specific status). 
    7. Caption (Actions) = Only applicable if one of the Actions options were selected for Step 6. The caption is auto generated but can be edited. It is the name for the command that appears on the context menu or Actions button.
    8. Trigger Status (H) = Only applicable if Trigger was selected for Step 6. Select the Trigger Status from the dropdown list. This should be the final status the transaction will be in.
    9. Items = Select which items must be copied. The options are:
      • None: The transaction is copied without the items. Only the header information is copied.
      • All: The transaction is copied with all the items.
      • Amt (inc): Copies all the items to a single line item on the new transaction (e.g. copies all the line items on a customer invoice to a single line item on a customer receipt). The VAT Inclusive amounts from the source transaction are added and copied to the amount on the destination transaction. Both transactions must have the same currency.
      • Purchase: Only items with the Purchase resolve are copied.
      • Produce: Only items with the Produce resolve are copied. 
      • Reserve: Only items with the Reserve resolve are copied.
      • Issue: Only items with the Issue resolve are copied. 
      • On Order: Only items with the On Order resolve are copied. 
      • Receive: Only items with the Receive resolve are copied. 
    10. Outstanding = Check the checkbox if you want to allow the transaction to be copied in parts. (For example, if only some items are selected, or if items have different statuses, the transaction can be copied again to copy the outstanding items.)
    11. Price From = Select a Transaction Type that the prices will be copied from (e.g. if copying from a delivery note that does not include prices, you can select the preceding transaction such as Sales Orders to copy the prices from).
    12. Reset Flow = Check the checkbox if you want to start a fresh transaction flow (e.g. if copying a quotation to a new quotation). Leave it unchecked if the copy is part of the current transaction flow (e.g. if copying a sales order to a customer invoice).
    13. Copy Date = Check the checkbox if you want to retain the transaction’s date. Do not check the checkbox if you want the new transaction to have today’s date.
    14. Confirm = Check the checkbox if you want the action to be confirmed.
    15. Open Trans = Check the checkbox if you want the new transaction to be opened. Leave it unchecked if you want to remain on the current transaction.
  5. Set User Access.
  6. Click Save (button).

How to Complete Output Templates (tab)

  • Creating Custom Output Templates is a service offered by QuickEasy.
  • Sequence:
    • Create a Template using this process.
    • Create a Form and save it under the name typed in the Description column.
  • More information: Output.
  1. From editing a Transaction Type, click Output Templates (tab).
  2. Click Add/Edit (button) if it is not greyed out.
  3. Click anywhere in the top row where it shows: Click here to add a new row and fill in the details as follows:
    1. Description = Type a name for the template.
    2. Type = Select Reportbuilder (.rtm) if the template was created in Form Designer or select Document if the template was created in Document Designer.
    3. Document = If the type is Document, select the relevant document from the dropdown list.
    4. Follower = Select an option from the dropdown list to determine the email recipients:
      1. All: Both internal and external followers are emailed the template.
      2. Internal: Only followers marked as internal (e.g. staff) are emailed the template.
      3. External: Only followers marked as external (e.g. customers or suppliers) are emailed the template.
    5. Output = Select an option from the dropdown list:
      1. Print only: The template can only be previewed or printed. 
      2. Email only: The template can only be emailed.
      3. Print & Email: The template can be previewed, printed, or emailed.
    6. Allow Status = Check all the Status Groups in which output is permitted.
      • Note: All the custom statuses that fall within a particular status group are selected.
    7. Email Subject: When a custom email subject is created, the checkbox is checked.
    8. Email Body: When a custom email body is created, the checkbox is checked. 
    9. Template: When a template is uploaded, the checkbox in the Template column is checked only if the Type is Reportbuilder (.rtm).

How to Set Transaction Numbering Sequences

Transaction number sequences are needed if there are multiple registered entities.

  1. Navigate to Transaction Types.
  2. Right click the applicable Transaction Type and select Edit from the context menu.
  3. Click Actions (button) > Update the Transaction Number (Trans No) Sequences.
  4. Click OK on the popup:  Generation Transaction No. completed.

How to Delete a Transaction Type

  1. Navigate to Transaction Types.
  2. Right click the Transaction Type you want to edit and select Delete from the context menu.
  3. Confirm that you want to delete the transaction type on the popup.
    • Note: Transaction types with entries cannot be deleted.

How to Edit a Transaction Type

  1. Navigate to Transaction Types.
  2. Right click the Transaction Type you want to edit and select Edit from the context menu.
  3. Click Add/Edit (button) if not greyed out.
  4. Make any changes. 
  5. Click Save (button) if it is not greyed out.
    • Note: Changes are saved as you make them and are not discarded if you do not click Save (button).

How to Copy a Transaction Type

The Transaction Type is copied with all its Settings.

  1. Navigate to Transaction Types. 
  2. Right click the Transaction Type you want to copy and select Copy from the context menu.
  3. The new Transaction Type is opened for you to edit.

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