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.

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 short 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.

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How to Edit a Transaction Type

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

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How to Copy a Transaction Type

The Transaction Type will be 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 will be opened for you to edit as needed.

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How to Complete Settings (tab)

1. Navigate to Settings (tab).
2. Click Edit (button) if 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 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. Change any of the Settings in the Value column.
6. Click Save (button).

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How to Complete Status (tab)

1. Navigate to Status (tab).
2. Click Edit (button) if not greyed out.
3. To use the statuses from another Transaction Type:
   1. Select a Transaction Type from the dropdown list next to: Use From and click Save (button) (top row). 
      • Note: These statuses cannot only be edited from the original transaction type they were created for.
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 final status 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 (on order) the inventory for the sales order when it is pending or active. 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 = If the Status is the default for New Transactions, select New from the dropdown list. Otherwise, leave it blank.
      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.
      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).

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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. Navigate to Categories (tab).
2. Click Edit (button) if not greyed out. 
3. To use Categories from another Transaction Type: Select a Transaction Type from the dropdown list next to: Use Categories From and click Save (button) (top row). 
   • Note: These Categories cannot be edited except from the original transaction type they were created for.
4. To set up Categories from scratch:
   1. Click anywhere in the top row where it shows: Click here to add a new row.
   2. Code = Type a Code for the category (brief description).
   3. Description = Type a Description for the category.
5. Click Save (button).

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How to Complete Copy Rules (tab)

See Copying Transactions (tab) for detailed instructions.

1. Navigate to Copy Rules (tab).
2. Click Edit (button) if not greyed out.
3. (Optional) Select a Filter if needed from the dropdown list that shows From. The options are: All, From, or To.
4. To edit a rule, make any changes as needed (see Step 5).
5. To create a new rule, click anywhere in the top row where it shows: Click here to add a new row and fill in the details as follows:
   1. Copy To = Select the Transaction Type to copy to.
   2. Allow Status (H) = Select the Status the header must be in to allow the copy to happen.
   3. Allow Status (I) = Select the Status the items must be in to allow the copy to happen. Leave blank to included all statuses. 
   4. Set Status (H) = Select the Status the header must be changed to once the transaction is copied. Leave blank to not change the status.
   5. Set Status (I) = Select the Status the items must be changed to once the transaction is copied. Leave blank to not change the status.
   6. Execute = Select an execution option from this 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 (Production – Material): The option is listed under Actions (button) on the material section.
      4. Actions (Production – Outwork): The option is listed under Actions (button) on the outwork section.
      5. 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 (Action) = Type a caption for Actions (button) if one of the Actions options were chosen for Step 6.
   8. Trigger Status = Select a Status that will automatically trigger the copy if Trigger was chosen for Step 6. 
   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 = A checkbox. If checked allows outstanding items to be copied (applicable to transactions with multiple items that might have different statuses).
   11. Price From = Select a transaction type from the dropdown list for the price (e.g. if you copy a delivery note to an invoice, you might want to copy the price from the quotation or sales order if the delivery note does not include prices).
   12. Reset Flow = A checkbox. If checked the transaction flow is reset (i.e. the copied transaction is not linked to the existing transactions).
   13. Copy Date = A checkbox. If checked the transaction date is copied to the new transaction. If unchecked, the current date is entered on the new transaction.
   14. Confirm = A checkbox. If checked users must confirm the copy action.
   15. Open Transaction = A checkbox. If checked the new transaction is opened.
6. Click Notes (button) if you want to add Notes.
7. Click Save (button).

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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. Navigate to Output Templates (tab).
2. Click Edit (button) if 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. Follower = Select an option from the dropdown list to determine the email recipients:
      1. All: Both internal and external followers will receive the email.
      2. Internal: Only followers marked as internal (e.g. staff) will receive the email.
      3. External: Only followers marked as external (e.g. customers or suppliers) will receive the email.
   3. 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.
   4. 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.
   5. Email Subject: When a custom email subject is created, the checkbox is checked.
   6. Email Body: When a custom email body is created, the checkbox is checked. 
   7. Template: When a template is created, the checkbox in the Template column is checked.

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How to Set Transaction Numbering Sequences

Once a new transaction is created, follow these steps, else you may receive an error (e.g. relation ‘trans_10006’ does not exist).

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.

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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.

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