Transaction Options
Each transaction has a set of transaction options that controls the way in which it is entered and processed.
The Options icon, found on the transaction header window, opens the option selection window.
The options available will vary according to the ledger you are working with and the type of transaction you are entering.
You will not be able to select inappropriate options, for example if the transaction is being sent to the batch queue you will be unable to select the Enter Receipt Now and Allocate Transaction Now options.
Any changes you make to the options for a transaction will remain in effect until you close your login session. On exiting, you are asked if you wish to keep the options you have set.
Sales/Purchase Transaction Options
Transactions are the activity of the system and their entry is similar for all modules.
Each transaction has a set of transaction options that controls the way in which the transaction is entered and processed.
The Options icon, found on the transaction header window, opens the option selection window. The options vary for each type of transaction, those for Sales and Purchase Ledger transactions are listed here.
Sales Ledger
Enter Receipt Now - This facility is only available to Invoices. If selected, the receipt or payment transaction entry window is opened after the invoice is saved so that you can process the receipt/payment transaction immediately.
The Customer/Supplier code and financial details from the invoice will be transferred to the receipt or payment transaction automatically.
You can also select to activate the allocation routine automatically.
Allocate Transaction Now - Allocate now is not available when Batching transactions, it will give you the chance to allocate the Invoice as soon as it is posted.
Enter Gross/Currency Amounts - Toggles between the system prompting for entry of Gross transaction values, (whereupon the system calculates the Net and the VAT), or entering Net values, (whereupon the system calculates the VAT and the Gross). Note that 'Currency' is only shown when Currency is unlocked. See also VAT Settlement Discount Method.
Archive Transaction - The system will not remove these transactions when you run a Period/Year or Purge. This archive option gives you the flexibility to retain transactions for capital items while removing those for smaller or sundry items.
Batch Transaction - Saves entry time by holding these Transactions in a queue, delaying the actual posting to Accounts. The Transactions are then posted using the Post Batch function. Batched transactions can be amended before they are processed. See also VAT Settlement Discount Method.
Enter Due Date and Receipt Date - This facility is only available for Invoices and displays two extra Date fields on the Invoice Header.
The Anticipated Receipt/Payment Date is calculated by the system from the Anticipated Pay Days entered on the Terms window of the Customer/Supplier record.
Bypass Costing on Detail window - Stops the cursor from tabbing through the Project Code and Cost Code fields on the Detail window. thus saving time and keystrokes if you are not using the Costing module.
Purchase Ledger
Make Payment Now - This facility is only available to Invoices. If selected, the payment transaction entry window is opened after the invoice is saved so that you can process the payment transaction immediately. See also VAT Settlement Discount Method.
The Customer/Supplier code and financial details from the invoice are transferred to the receipt or payment transaction automatically.
You can also select to activate the allocation routine automatically.
Allocate Transaction Now - Allocate now is not available when Batching transactions, it will give you the chance to allocate the Invoice as soon as it is posted.
Enter Gross/Currency Amounts - Toggles between the system prompting for entry of Gross transaction values, (whereupon the system calculates the Net and the VAT), or entering Net values, (whereupon the system calculates the VAT and the Gross). Note that 'Currency' is only shown where Currency is unlocked. See also VAT Settlement Discount Method.
Archive Transaction - The system will not remove these transactions when you run a Period/Year or Purge. This archive option gives you the flexibility to retain transactions for capital items while removing those for smaller or sundry items.
Batch Transaction - Saves entry time by holding these Transactions in a queue, delaying the actual posting to Accounts. The Transactions are then posted using the Post Batch function. Batched transactions can be amended before they are processed. See also VAT Settlement Discount Method.
Enter Due Date and Payment Date - This facility is only available for Invoices and displays two extra Date fields. One for the Date that Payment is due, The other is for the Date Payment can actually be expected.
The Anticipated Receipt/Payment Date is calculated by the system from the Anticipated Pay Days entered on the Terms window of the Customer/Supplier record.
Remember Supplier Details - The Supplier will be re-selected on the next header window.
Put Invoices on Dispute - The 'Dispute' flag can be set against a Transaction to indicate it is under dispute. This will be indicated in Enquiry windows by an ‘*’. You can set or clear the Dispute flag from various windows. When flagged as being Disputed then when you save an Invoice/Credit Note, and when a Purchase Query Type has been saved, a Query Details for Invoice dialog prompts you for the Query Type. The Query Type allows you to flag, and therefore group outstanding transactions for later analysis. You are able to amend the Notes which will leave an update date/time stamp. You can also close the dialog without selecting a Query Type, or you can cancel/remove the Disputed status on ther Terms window.
Bypass Costing on Detail window - Stops the cursor from tabbing through the Project Code and Cost Code fields on the Detail window. thus saving time and keystrokes if you are not using the Costing module.
Enter Date Received - This is only available for invoices. When selected, an additional Date Received field is available on the header, which defaults to the system date and becomes a mandatory field. The date is saved with the transaction.