Transactions List View Interface
In BOS, transactions (e.g. Customer Invoices, Quotations, Supplier Invoices) have two interfaces. The first lists the transaction with details such as the Status, Date, Customer, or Supplier, and the transaction amounts. This is known as the List View. List View is further divided into two views: Items which lists every item on the transaction and Transactions which only lists the transaction totals. The second, known as Edit View, is where transactions are captured.
A transaction type must be added to a menu before transactions can be entered. Transaction types can be added to any menu. User access is set per transaction type.
The available columns and filters depend on the setup of the Transaction Type.
List View: Transactions
Buttons Explained
| Button | Description |
|---|---|
| View | Generates a list of entries as per the selected data filters. |
| Arrow on View Button | Includes additional view filters, and an option to reset the filters. Today This Month Pending Active Pending & Active _________________ Reset Data Filter |
| Recent | A dropdown list of recently viewed records for quick access to those records. The button is supressed if there are no recent items. |
| New | Creates a new transaction. |
| Output | Prints, previews, or exports the selected report if Output Templates are added. Provides for list reports to be exported in .xlsx format in List Views. |
| Actions | The Actions button includes features to update multiple records, and to copy transactions. Batch Update: The following features (if they exist on the transaction) can be updated for all the selected records: – Status: The statuses are changed to the one selected on the dropdown list. – Entity: The entities are changed to the one selected on the dropdown list. – Category: The categories are changed to the one selected on the dropdown list. – Due Date: Changes the due dates to the one selected on the calendar. The caption Due Date can be changed. If changed this setting reflects the new name. – Required Date: Changes the required dates to the one selected on the calendar. The caption Required Date can be changed. If changed this setting reflects the new name. |
| Menu | Open Calendar (if a calendar is linked) Views – Transactions – Transactions – Items Views – Production (if production is enabled) – Jobs – Materials – Tasks – Outwork Settings – User Access – Edit Transaction Type – Edit Accounting (VAT Types, Currencies, Credit Terms, Accounts) Layout |
Filters Explained
- The active filters are displayed in a blue bar at the top of the screen.
- Not all the filters are available for every transaction. For example, Supplier Invoices have a Supplier filter but no Customer filter. Only transactions involving Customers have the Rep filter.
| Filter | Description |
|---|---|
| Set | Allows users to select a date from the dropdown list (e.g. No Date, Today, This year). |
| Navigational Arrows | Navigates to the next or previous entry. |
| Date … to … | Allows users to select a date from the dropdown list (e.g. No Date, Today, This year). |
| Date Radio Button | If selected shows transactions Created on the selected date. |
| Expires Radio Button | If selected shows transactions that Expire on the selected date. |
| Updated Radio Button | If selected shows transactions Updated on the selected date. |
| Due Date | If selected shows transactions that are due on the selected date. This is a custom date field and likely to have a different name (e.g. Payment Due, Order Due). |
| Req Date | If selected shows transactions that are required on the selected date. This is a custom date field and likely to have a different name (e.g. Order Required). |
| User | A dropdown list of Users to select All or a specific User. |
| Rep | A dropdown list of Reps to select All or a specific Rep. |
| Customer | A dropdown list of Customers to select All or a specific Customer. |
| Supplier | A dropdown list of Suppliers to select All or a specific Supplier. |
| Entity | A dropdown list of Entitiesto select All or a specific Entity. |
| Status options | Checkboxes. Only entries with the checked statuses are displayed. If no boxes are checked, all the entries are displayed. |
Fields Explained
| Column Header | Name of Field | Description |
|---|---|---|
| @ | Time Due | The Time when the customer wants the goods. |
| Category | The Category selected for the transaction for reporting purposes. | |
| Contact | The name of the Contact person selected in the transaction. | |
| Created | Date Created | The date on which the entry was created. |
| Currency | The Foreign Currency. | |
| Customer / Supplier | The name of the Customer or Supplier involved in the transaction. | |
| Date Due (custom) | Date Due | This field is activated by a setting. The caption is user provided. |
| Date Expires (Custom) | Date Expires | This field is activated by a setting. The caption is user provided. |
| Date | Date Trans | The Date of the transaction. |
| Deliver To | The customer’s Delivery Address. | |
| Deposit | The Deposit Amount to be paid (suppliers) or received (customers). | |
| Deposit % | The Percentage Deposit to be paid (suppliers) or received (customers). | |
| Entity | The Entity that the transaction is linked to. This field is suppressed if there is only one registered Entity. | |
| Field Chooser (*) | * | Allows users to add or remove columns. |
| Fixed Cost | The transaction’s Fixed Cost. | |
| Flow | The system-generated number for the Transaction Flow (e.g. if a Quotation is copied to a Sales Order, they are part of the same transaction flow). | |
| From | The number of the source document (e.g. if a quotation is copied to a sales order, the From field displays the quotation number). | |
| GM% | The Gross Margin Percentage earned on the transaction. | |
| Gross Margin | The Gross Margin Amount earned on the transaction. | |
| ID | The system-generated number for the entry. | |
| Order No. | The customer’s Order Number. Supressed if it is not a customer transaction. | |
| Profit | The profit earned on the transaction. Applicable if the transaction uses Sell Prices. | |
| Reference | The transaction’s Reference. | |
| Rep | The name of the Rep selected in the transaction. Only applies to transactions with Customers. | |
| Req Date | Date Expires | The Date on which the goods are required. |
| RoE | The Rate of Exchange. | |
| Status | The current Status of the entry. | |
| Status Note | The Note typed on the Status Bar. | |
| Terms | The customer or supplier’s Terms. | |
| Ticket No. | The Service Type’s ticket number. | |
| Total (exc cur) | The transaction Total Excluding VAT in the Foreign Currency. | |
| Total (exc) | The transaction Total Excluding VAT in the local currency. | |
| Total (inc cur) | The transaction Total Including VAT in the Foreign Currency. | |
| Total (inc) | The transaction Total Including VAT in the local currency. | |
| Total Cost | The transaction’s Total Cost in the local currency. | |
| Trans No. | The system-generated number allocated to the transaction or the number typed in by the user. | |
| Trans Setup | The system-generated number allocated to the Transaction Type. | |
| Updated | Date Updated | The date on which the entry was updated. |
| Updated By | The User who last updated the entry. | |
| VAT | The VAT Amount on the transaction in the local currency. | |
| VAT (cur) | The VAT Amount in the foreign currency. | |
| Ver No. | The transaction’s Version Number if version numbers are enabled. | |
| Widget | A context menu that can also be accessed by right clicking the transaction. The contents of this menu depend on the User’s access rights and the transaction’s setup. Typically, it contains commands to Edit, Delete, or Copy the transaction For example: – View / Edit Notes & Attachments – Edit Transaction – Delete Transaction Copy Transaction – Copy to … |
List View: Items
Buttons Explained
| Button | Description |
|---|---|
| View | Generates a list of entries as per the selected data filters. |
| Arrow on View Button | Includes additional view filters, and an option to reset the filters. Today This Month Pending Active Pending & Active _________________ Reset Data Filter |
| Recent | A dropdown list of recently viewed records for quick access to those records. The button is supressed if there are no recent items. |
| New | Creates a new transaction. |
| Output | Prints, previews, or exports the selected report if Output Templates are added. Provides for list reports to be exported in .xlsx format in List Views. |
| Menu | Views – Transactions – Transactions – Items Views – Production (if production is enabled) – Jobs – Materials – Tasks – Outwork Settings – User Access – Edit Transaction Type – Edit Accounting (VAT Types, Currencies, Credit Terms, Accounts) Layout |
Filters Explained
- The active filters are displayed in a blue bar at the top of the screen.
- Not all the filters are available for every transaction. For example, Supplier Invoices have a Supplier filter but no Customer filter. Only transactions involving Customers have a Rep filter.
| Filter | Description |
|---|---|
| Set | Allows users to select a date from the dropdown list (e.g. No Date, Today, This year). |
| Navigational Arrows | Navigates to the next or previous entry. |
| Date … to … | Allows users to select a date from the dropdown list (e.g. No Date, Today, This year). |
| Date Radio Button | If selected will show transactions Created on the selected date. |
| Expires Radio Button | If selected will show transactions that Expire on the selected date. |
| Updated Radio Button | If selected will show transactions Updated on the selected date. |
| Due Date | If selected shows transactions that are due on the selected date. This is a custom date field and likely to have a different name (e.g. Order Due, Payment Due). |
| Req Date | If selected shows transactions that are required on the selected date. This is a custom date field and likely to have a different name (e.g. Order Required). |
| User | A dropdown list of Users to select All or a specific User. |
| Rep | A dropdown list of Reps to select All or a specific Rep. |
| Customer | A dropdown list of Customers to select All or a specific Customer. |
| Supplier | A dropdown list of Suppliers to select All or a specific Supplier. |
| Entity | A dropdown list of Entitiesto select All or a specific Entity. |
| Status options | Checkboxes. Only entries with the checked statuses are displayed. If no boxes are checked, all the entries are displayed. |
Fields Explained
| Column Header | Name of Field | Description |
|---|---|---|
| Calendar End – Date | The user-defined caption for the calendar end date. | |
| Calendar End – Time | The user-defined caption for the calendar end time. | |
| Calendar Start -Date | The user-defined caption for the calendar start date. | |
| Calendar Start – Time | The user-defined caption for the calendar start time. | |
| Calendar Name | The name of the calendar linked to the transaction. | |
| Category | Trans Category | The Category selected for the transaction. |
| Company | The name of the Customer or Supplier involved in the transaction. | |
| Contact | The Contact Person selected for the transaction. | |
| Cr Account | The account that was credited. | |
| Date | The transaction Date. | |
| Description | The item’s Description. | |
| Dr Account | The account that was debited. | |
| Due Date | This field is a user-defined and the caption may differ. | |
| Due Time | The time for the due date. This field is a user-defined and the caption may differ. | |
| Entity | The Entity selected for the transaction. | |
| Field Chooser (*) | * | Allows users to add or remove columns. |
| Flow | Item Flow | The system-generated number for the transaction flow (e.g. if a quotation is copied to a sales order, they are part of the same transaction flow). |
| From | Item From | The number of the source document for the item on the transaction (e.g. if items from a quotation are copied to a sales order, the From field shows the quotation’s number). |
| From | Trans From | The number of the source document for the transaction (e.g. if a quotation is copied to a sales order, the From field shows the quotation’s number). |
| GM% | The gross margin earned on the line item. | |
| Group | The item’s group. Groups are created per transaction. They help to sort items. | |
| ID | The system-generated number for the entry. | |
| Item | The sequential number allocated to the Item on the transaction. | |
| Item Category | The item’s Category. | |
| Location | The inventory item’s Location. | |
| Note | The Item’s Note. | |
| Profit | The profit earned on the line item. | |
| Qty | The Quantity of the item in the transaction. | |
| Reference | The transaction’s Reference. | |
| Resolve | The inventory item’s resolve (e.g. issue, receive, order). | |
| Required Date | This is a user-defined date field. | |
| Status | Item Status | The item’s Status. |
| Status | Trans Status | The transaction’s Status. |
| Total (exc cur) | The transaction Total Excluding VAT in the Foreign Currency. | |
| Total (exc) | The transaction Total Excluding VAT in the Local Currency. | |
| Total (inc cur) | The transaction Total Including VAT in the Foreign Currency. | |
| Total (inc) | The transaction Total Including VAT in the Local Currency. | |
| Trans ID | The system-generated number allocated to the transaction entry. | |
| Trans No. | The system-generated or user-defined number for the transaction (e.g. Invoice number). | |
| Type | An abbreviation that indicates the Type of entry that was added. | |
| VAT | The VAT Amount on the transaction in local currency. | |
| VAT (cur) | The VAT Amount in the Foreign Currency. | |
| Ver No. | The Transaction’s Version Number if version numbers are activated. | |
| Widget | A context menu that can also be accessed by right-clicking an item. The contents of this menu depend on the User’s access rights and the transaction’s setup. For example: – View Item Summary: Displays a summary of the item’s activity on the right. – Edit Transaction: Opens the transaction’s editing interface. |
