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PASTEL EVOLUTION

TRANSACTION TYPES

Contents Accounts Payable Transaction Types ...................................................................................................... 2

Accounts Receivable Transaction Types ................................................................................................. 6

General Ledger Transaction Types ........................................................................................................ 11

Inventory Transaction Types ................................................................................................................. 12

Job Costing Transaction Types .............................................................................................................. 16

Point of Sale Transaction Types ............................................................................................................ 19

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Accounts Payable Transaction Types

Transaction types are critical elements of your processing. Each transaction type determines the sign of the transaction, whether it is a debit or credit, as well as the general ledger accounts into which the system writes balances.

Storing this information in the transaction type makes actual transaction processing a simple data entry process. Very little knowledge or experience is required in order to enter the transactions, because the transaction type setup determines what fields agents need to enter.

Transaction types also let you group similar transactions together. This is useful for reporting, because you can view similar transactions together. If you do this, you can easily extract these transactions and review them.

You should spend some time deciding on how many transaction types you need. If you create too few, then transaction enquiries will contain so many transactions the process becomes very tedious. If you create too many, then transaction enquiries will yield too few transactions to be meaningful.

When you create a company database, the system creates default transaction types for you. We list these at the end of this section. You should use these transaction types wherever possible.

You access this function via the Maintenance...Accounts Payable...Transaction Types menu option, or via the system tree Accounts Payable...Maintenance...Transaction Types function.

You maintain transaction types using the standard database editing facilities.

Once you start using a transaction type, you cannot delete it unless there are no remaining transactions that still use the transaction type.

Code

Each transaction type has a unique code of up to four characters long. You can use any combination of letters and numbers for the code.

Once you save the record, you cannot change the code.

Tip If you use numbers in the code, make each code the same length to ensure you can range properly. For example, if there are three digits in the code, make codes like "001" instead of "1."

Description

Enter an appropriate description for the transaction type. The description is important, because agents who process data need to select the correct transaction to ensure correct processing. Therefore, you should make the description as clear and unambiguous as possible.

In the Accounts Payable Defaults function, you can specify that this description becomes the default description for transactions you enter via the transaction type.

Debit / Credit

Choose whether the entry to the supplier is a debit or a credit by clicking the debit or credit option. Purchases would be credits, and payments, debits. When processing, agents only enter the transaction amount, and not the sign.

Once you choose this, the descriptions for the general ledger accounts change appropriately.

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Link another Transaction Type

Sometimes when you process, the system needs to create two separate sets of general ledger transactions. For example, when you process a payment to a supplier, the system creates two general ledger transactions to debit the payables control account and debit the bank. If you receive a discount, the system also needs to create a set of transactions to debit the payables account by the discount amount and credit the discount received account.

You accomplish this by linking a second transaction type to a transaction type. When the system processes the transaction, it automatically creates the second set of transactions as well.

Check the check box to link the transaction type to a second type. Uncheck the check box if you do not wish to link to another transaction type.

Transaction Type

If you choose to link to another transaction type, you enter the second transaction type here.

This is a standard database entry field. You can enter the transaction type code, choose the transaction type from a drop-down, customise the drop-down, and maintain transaction types if you have the requisite access level

Tax

You choose whether transactions that use this transaction type can have tax or not.

To disable tax processing for this transaction type, uncheck the Tax check box.

To enable tax processing for this transaction type, check the Tax check box. This enables tax. Note, however, that tax processing is optional for each transaction.

Default Tax Type

If most tax transactions have tax, and use the same tax type, choose the tax type in the list box.

This tax type will be the default for each new transaction, although you can change it. If you leave this field blank, you will need to choose a tax type for each transaction. If most transactions that use this transaction type do not have tax, you should also leave this field blank.

If you uncheck the Tax field, this field is inactive.

Settlement Discount

Check this check box if you wish to allow settlement discount processing for this transaction type. Uncheck the check box to disable this processing.

Usually, you enable this for payment transactions that allow discounts.

First (Topmost) General Ledger Account

The first (topmost) general ledger account is the asset account, which is usually the accounts payable control account.

This is a compulsory field.

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This account receives the full value of the transaction. If the previous field is set to Debit, the value is a debit, and if the previous field is set to Credit, the value is a credit.

If you use multiple accounts payable control accounts, you can create sub accounts for each of these. You can then see your total accounts payable balance at the main account level. Note that if you do use multiple accounts payable control accounts, you should set these up in the accounts payable group. The ledger account in the group will override this ledger account.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

Second General Ledger Account

The second general ledger account varies depending on the function of the transaction type. For a purchase transaction, this would be a purchases account. See the table below for some examples.

This account receives the opposite signed value to the one in the previous account. If there is no tax on the transaction, the full value of the transaction goes to the account. If there is tax on the transaction, the exclusive value of the transaction goes to the account.

This is a compulsory field.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

Always Prompt for Ledger Account

Sometimes, you may wish to vary the second account on a transaction-by-transaction basis. If you wish to do this, check this check box. The account you enter here will then be the default account for each transaction, but the agent can change it. If you uncheck this check box, the system always uses the account you enter here.

Always Split Ledger Account

You may wish to allocate a single supplier transaction to more than one general ledger account. For example, you may wish to split a purchase transaction into different purchase categories on the general ledger.

To do this, check this check box. If you do so, you will have the option of entering multiple general ledger accounts and their respective values. If you uncheck the check box, you will not have the option to split general ledger accounts.

Tax Account

If you use tax, the system holds the tax value of the transaction in a general ledger account. When you process a payment to or a receipt from the tax authorities, you reverse these tax values out the account. In this field, you choose a general ledger account for the tax portion of the transaction. We suggest that you use one tax control account for all your tax activity. If you enable tax, this field is compulsory.

This tax account receives the tax value of the transaction, using the same sign as the Second General Ledger Account.

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This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

If you uncheck the Tax field, this field is inactive.

Standard Transaction Types

The following table shows default accounts payable transaction types the system creates when you create a new company database:

Code Link Code Description Sign Account1 Account2 Tax Account

BF

Opening Balance CR Payables Control Take on Suspense

CN

Credit Note DR Payables Control Purchases VAT Control

DS

Discount DR Payables Control Discount Received VAT Control

IN

Invoice CR Payables Control Purchases VAT Control

IT

Interest CR Payables Control Interest Charged

JC

Journal Credit CR Payables Control Suspense

JD

Journal Debit DR Payables Control Suspense

LEX

Loss on Exchange CR Payables Control Loss on Exchange

PEX

Profit on Exchange DR Payables Control Profit on Exchange

PM DS Payment DR Payables Control Current Account

PSPM

POS Payment DR Payables Control Cash Float

Note You need to ensure that the transaction types you use are set up correctly. They determine the sign of the transaction and the accounts into which the system writes balances.

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Accounts Receivable Transaction Types

Transaction types are critical elements of your processing. Each transaction type determines the sign of the transaction, whether it is a debit or credit, as well as the general ledger accounts into which the system writes balances.

Storing this information in the transaction type makes actual transaction processing a simple data entry process. Very little knowledge or experience is required in order to enter the transactions, because the transaction type setup determines what fields agents need to enter.

Transaction types also let you group similar transactions together. This is useful for reporting, because you can view similar transactions together. For example, you can create one or more transaction types for exceptional transactions such as writing off bad debts. If you do this, you can easily extract these transactions and review them.

You should spend some time deciding on how many transaction types you need. If you create too few, then transaction enquiries will contain so many transactions the process becomes very tedious. If you create too many, then transaction enquiries will yield too few transactions to be meaningful.

When you create a company database, the system creates default transaction types for you. We list these at the end of this section. You should use these transaction types wherever possible.

You access this function via the Maintenance...Accounts Receivable...Transaction Types menu option, or via the system tree Accounts Receivable...Maintenance...Transaction Types function.

You maintain transaction types using the standard database editing facilities.

Once you start using a transaction type, you cannot delete it unless there are no remaining transactions that still use the transaction type.

Code

Each transaction type has a unique code of up to four characters long. You can use any combination of letters and numbers for the code.

Once you save the record, you cannot change the code.

Tip If you use numbers in the code, make each code the same length to ensure you can range properly. For example, if there are three digits in the code, make codes like "001" instead of "1."

Description

Enter an appropriate description for the transaction type. The description is important, because agents who process data need to select the correct transaction to ensure correct processing. Therefore, you should make the description as clear and unambiguous as possible.

In the Accounts Receivable Defaults function, you can specify that this description becomes the default description for transactions you enter via the transaction type.

Debit / Credit

Choose whether the entry to the customer is a debit or a credit by clicking the debit or credit option. Sales would be debits, and receipts, credits. When processing, agents only enter the transaction amount, and not the sign.

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Once you choose this, the descriptions for the general ledger accounts change appropriately.

Link another Transaction Type

Sometimes when you process, the system needs to create two separate sets of general ledger transactions. For example, when you process a receipt from a customer, the system creates one set of general ledger transactions to credit the receivables control account and debit the bank. If you give a discount, the system also needs to create a set of transactions to credit the receivables account by the discount amount and debit the discount given account.

You accomplish this by linking a second transaction type to a transaction type. When the system processes the transaction, it automatically creates the second set of transactions as well. For examples of this, see the table of default transaction codes below.

Check the check box to link the transaction type to a second type. Uncheck the check box if you do not wish to link to another transaction type.

Transaction Type

If you choose to link to another transaction type, you enter the second transaction type here.

This is a standard database entry field. You can enter the transaction type code, choose the transaction type from a drop-down, customise the drop-down, and maintain transaction types if you have the requisite access level.

Tax

You choose whether transactions that use this transaction type can have tax or not.

To disable tax processing for this transaction type, uncheck the Tax check box.

To enable tax processing for this transaction type, check the Tax check box. This enables tax. Note, however, that tax processing is optional for each transaction.

Default Tax Type

If most tax transactions have tax, and use the same tax type, choose the tax type in this list box.

This tax type will be the default for each new transaction, although you can change it. If you leave this field blank, you will need to choose a tax type for each transaction. If most transactions that use this transaction type do not have tax, you should also leave this field blank.

If you uncheck the Tax field, this field is inactive.

Rep

When you process transactions, you can assign them to a sales representative code. Usually, this applies to sales transactions only. These transactions would then form part of the commission calculation. However, you may decide to use the sales representative code for different types of analysis, and then want to attach them to any type of transaction.

In this field, you specify whether an agent can enter a sales code for transactions that use this transaction type. If you check this check box, agents can (but do not have to) enter sales codes when processing transactions. If you uncheck the check box, agents cannot enter sales codes.

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Settlement Discount

Check this check box if you wish to allow settlement discount processing for this transaction type. Uncheck the check box to disable this processing.

Usually, you enable this for payment transactions that allow discounts.

Sales Transaction Type

You use this field to exclude or include transactions you process with this transaction type in three reports:

The Sales Analysis Report

The Slow Movers Report

The Top Sales Report

Check the check box to include the transaction type, and uncheck the check box to exclude the transaction type.

Note that when you produce the report, you will be able to range on all the transaction types you check. You can still therefore exclude one or more transaction types from these reports, even if you check this check box.

First (Topmost) General Ledger Account

The first (topmost) general ledger account is the asset account, which is usually the accounts receivable control account.

This is a compulsory field.

This account receives the full value of the transaction. If the previous field is set to Debit, the value is a debit, and if the previous field is set to Credit, the value is a credit.

If you use multiple accounts receivable control accounts, you can create sub accounts for each of these. You can then see your total accounts receivable balance at the main account level. Note that if you do use multiple accounts receivable control accounts, you should set these up in the accounts receivable group. The ledger account in the group will override this ledger account.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

Second General Ledger Account

The second general ledger account varies depending on the function of the transaction type. For a sales transaction, this would be a sales account. See the table below for some examples.

This account receives the opposite signed value to the one in the previous account. If there is no tax on the transaction, the full value of the transaction goes to the account. If there is tax on the transaction, the exclusive value of the transaction goes to the account.

This is a compulsory field.

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This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

Tax Account

If you use tax, the system holds the tax value of the transaction in a general ledger account. When you process a payment to or a receipt from the tax authorities, you reverse these tax values out the account. In this field, you choose a general ledger account for the tax portion of the transaction. We suggest that you use one tax control account for all your tax activity. If you enable tax, this field is compulsory.

This tax account receives the tax value of the transaction, using the same sign as the Second General Ledger Account.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

If you uncheck the Tax field, this field is inactive.

Always Prompt for Ledger Account

Sometimes, you may wish to vary the second account on a transaction-by-transaction basis. If you wish to do this, check this check box. The account you enter here will then be the default account for each transaction, but the agent can change it. If you uncheck this check box, the system always uses the account you enter here.

Always Split Ledger Account

You may wish to allocate a single customer transaction to more than one general ledger account. For example, you may wish to split a sales transaction into different sales categories on the general ledger.

To do this, check this check box. If you do so, you will have the option of entering multiple general ledger accounts and their respective values. If you uncheck the check box, you will not have the option to split general ledger accounts.

Allow Sub Account Transactions

The Linked Accounts add-on module allows you to link customer accounts on a head office / branch basis.

If you wish to allow the processing of journal transactions via the Standard Transactions function to branch / sub accounts, using this transaction type, check this check box.

If you uncheck this check box, agents cannot select sub accounts if they use this transaction type.

Standard Transaction Types

The following table shows default accounts receivable transaction types the system creates when you create a new company database:

Code Link Code Description Sign Account1 Account2 Tax Account

BF

Opening Balance DR Receivables Control Take on Suspense

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CN

Credit Note CR Receivables Control Sales VAT Control

DS

Discount CR Receivables Control Discount Allowed VAT Control

IN

Invoice DR Receivables Control Sales VAT Control

IT

Interest DR Receivables Control Interest Received

JC

Journal Credit CR Receivables Control Suspense

JD

Journal Debit DR Receivables Control Suspense

LEX

Loss on Exchange CR Receivables Control Loss on Exchange

PEX

Profit on Exchange DR Receivables Control Profit on Exchange

PM DS Payment CR Receivables Control Undeposited Funds

PSPM

POS Payment CR Receivables Control Cash Float

RF

Refund DR Receivables Control Cash Float

Note You need to ensure that the transaction types you use are set up correctly. They determine the sign of the transaction and the accounts into which the system writes balances.

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General Ledger Transaction Types

You enter values into the general ledger by means of transactions. You classify these transactions by creating transaction types. You can then view all transactions of a particular type together.

You should spend some time deciding on how many transaction types you need. If you create too few, then transaction enquiries will contain so many transactions the process becomes very tedious. If you create too many, then transaction enquiries will yield too few transactions to be meaningful.

You access this function via the Maintenance...General Ledger...Transaction Types menu option, or via the system tree General Ledger...Maintenance...Transaction Types function.

You maintain transaction types using the standard database editing facilities.

Once you start using a transaction type, you cannot delete it unless there are no remaining transactions that still use the transaction type.

Transaction Code

Each transaction type has a unique code of up to four characters long. You can use any combination of letters and numbers for the code.

Once you save the record, you cannot change the code.

Tip If you use numbers in the code, make each code the same length to ensure you can range properly. For example, if there are three digits in the code, make codes like "001" instead of "1."

Description

Enter an appropriate description for the transaction type.

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Inventory Transaction Types

Transaction types are critical elements of your processing. Each transaction type determines the sign of the transaction, whether it is a debit or credit, as well as the general ledger accounts into which the system writes balances.

Important Note You can also set up general ledger accounts in the Inventory Groups function. If you do so, the general ledger codes in the inventory group are stronger than the general ledger codes you enter here.

Storing this information in the transaction type makes actual transaction processing a simple data entry process. Very little knowledge or experience is required in order to enter the transactions.

Transaction types also let you group similar transactions together. This is useful for reporting, because you can view similar transactions together. For example, you can create one or more transaction types for exceptional transactions such as processing stock losses. If you do this, you can easily extract these transactions and review them.

You should spend some time deciding on how many transaction types you need. If you create too few, then transaction enquiries will contain so many transactions the process becomes very tedious. If you create too many, then transaction enquiries will yield too few transactions to be meaningful.

When you create a company database, the system creates default transaction types for you. We list these at the end of this section. You should use these transaction types wherever possible.

You access this function via the Maintenance...Inventory...Transaction Types menu option, or via the system tree Accounts Receivable...Inventory...Transaction Types function.

You maintain transaction types using the standard database editing facilities.

Once you start using a transaction type, you cannot delete it unless there are no remaining transactions that still use the transaction type.

Code

Each transaction type has a unique code of up to four characters long. You can use any combination of letters and numbers for the code.

Once you save the record, you cannot change the code.

Tip If you use numbers in the code, make each code the same length to ensure you can range properly. For example, if there are three digits in the code, make codes like "001" instead of "1."

Description

Enter an appropriate description for the transaction type. You should make the description as clear and unambiguous as possible.

In the Inventory Control Defaults function, In the Adjustments tab, you can specify that this description becomes the default description for inventory adjustments you enter via this transaction type.

Debit / Credit

Choose whether the entry will be a debit or a credit. See the table of default transaction types below to get an indication how this works.

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Once you choose this, the descriptions for the general ledger accounts change appropriately.

Link another Transaction Type

Sometimes when you process, the system needs to create two separate sets of general ledger transactions. For example, when you sell inventory to a customer, the system creates one set of general ledger transactions to debit the receivables control account and credit sales. If you use the perpetual inventory method, the system also needs to create a set of transactions to debit the cost of goods account and to credit the inventory control account.

You accomplish this by linking a second transaction type to a transaction type. When the system processes the transaction, it automatically creates the second set of transactions as well. For examples of this, see the table of default transaction codes below.

Check the check box to link the transaction type to a second type. Uncheck the check box if you do not wish to link to another transaction type.

Transaction Type

If you choose to link to another transaction type, you enter the second transaction type here.

This is a standard database entry field. You can enter the transaction type code, choose the transaction type from a drop-down, customise the drop-down, and maintain transaction types if you have the requisite access level.

Tax

You choose whether transactions that use this transaction type can have tax or not.

To disable tax processing for this transaction type, uncheck the Tax check box.

To enable tax processing for this transaction type, check the Tax check box. This enables tax. Note, however, that tax processing is optional for each transaction.

Sales Transaction Type

You use this field to exclude or include transactions you process with this transaction type in three reports:

The Sales Analysis Report

The Slow Movers Report

The Top Sales Report

Check the check box to include the transaction type, and uncheck the check box to exclude the transaction type.

Note that when you produce the report, you will be able to range on all the transaction types you check. You can still therefore exclude one or more transaction types from these reports, even if you check this check box.

First (Topmost) General Ledger Account

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Choose the general ledger account to debit or credit as per the previous field. See the table of default transaction types below to get an indication how this works.

This is a compulsory field.

This account receives the full value of the transaction. If the previous field is set to Debit, the value is a debit, and if the previous field is set to Credit, the value is a credit.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

Second General Ledger Account

The second general ledger account varies depending on the function of the transaction type. See the table of default transaction types below for some examples.

This account receives the opposite signed value to the one in the previous account. If there is no tax on the transaction, the full value of the transaction goes to the account. If there is tax on the transaction, the exclusive value of the transaction goes to the account.

This is a compulsory field.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level

Tax Account

If you use tax, the system holds the tax value of the transaction in a general ledger account. When you process a payment to or a receipt from the tax authorities, you reverse these tax values out the account. In this field, you choose a general ledger account for the tax portion of the transaction. We suggest that you use one tax control account for all your tax activity. If you enable tax, this field is compulsory.

This tax account receives the tax value of the transaction, using the same sign as the Second General Ledger Account.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

If you uncheck the Tax field, this field is inactive.

Always Prompt for Ledger Account

Sometimes, you may wish to vary the second account on a transaction-by-transaction basis. If you wish to do this, check this check box. The account you enter here will then be the default account for each transaction, but the agent can change it. If you uncheck this check box, the system always uses the account you enter here.

Always Split Ledger Account

You may wish to allocate a single transaction to more than one general ledger account. To do this, check this check box. If you do so, you will have the option of entering multiple general ledger

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accounts and their respective values. If you uncheck the check box, you will not have the option to split general ledger accounts.

Standard Transaction Types

The following table shows default inventory transaction types the system creates when you create a new company database:

Code Link Code Description Sign Account1 Account2 Tax Account

GRV

Goods Received Voucher CR Payables Control Stock VAT Control

RTS

Return to Supplier DR Payables Control Stock VAT Control

INV IS Invoicing DR Receivables Control Sales VAT Control

CRN RC Credit Note CR Receivables Control Sales VAT Control

ADJ

Adjustments DR Stock Stock Adjustment

IS

Issue Stock DR Cost of Goods Sold Stock

RC

Receive Stock CR Cost of Goods Sold Stock

WHT

Warehouse Transfer DR Stock Stock

BOMB

Bill Break Up DR Stock Stock Adjustment

BOMM

Bill Manufacture DR Stock Stock Adjustment

BOMU

Bill Update Costs DR Stock Stock Adjustment

Important Note The default transaction types assume that you are using the perpetual integration method. If you use the periodic integration method, you have to make changes to the default transaction types before you can use them.

Here is the table of default transactions types showing how you should set them up for periodic integration. Changes are in red. Note that you will have to create a general ledger account for purchase adjustments, which is a trading expense account:

Code Link Code

Description Sign Account1 Account2 Tax Account

GRV

Goods Received Voucher

CR Payables Control Purchases VAT Control

RTS

Return to Supplier DR Payables Control Purchases VAT Control

INV NONE Invoicing DR Receivables Control

Sales VAT Control

CRN NONE Credit Note CR Receivables Control

Sales VAT Control

ADJ

Adjustments DR Purchases Purchases Adjustment

IS

NOT USED

RC

NOT USED

WHT

Warehouse Transfer DR Stock Stock

BOMB

Bill Break Up DR Purchases Purchases Adjustment

BOMM

Bill Manufacture DR Purchases Purchases Adjustment

BOMU

Bill Update Costs DR Purchases Purchases Adjustment

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Job Costing Transaction Types

Transaction types are critical elements of your processing. Each transaction type determines the general ledger accounts into which the system writes balances.

Storing this information in the transaction type makes actual transaction processing a simple data entry process. Very little knowledge or experience is required in order to enter the transactions, because the transaction type setup determines what fields agents need to enter.

Transaction types also let you group similar transactions together. This is useful for reporting, because you can view similar transactions together. For example, you can create one or more transaction types for work done by sub-contractors. If you do this, you can easily extract these transactions and review them.

You should spend some time deciding on how many transaction types you need. If you create too few, then transaction enquiries will contain so many transactions the process becomes very tedious. If you create too many, then transaction enquiries will yield too few transactions to be meaningful.

When you create a company database, the system creates default transaction types for you. We list these at the end of this section. You should use these transaction types wherever possible.

You access this function via the Maintenance...Job Costing...Transaction Types menu option, or via the system tree Job Costing...Maintenance...Transaction Types function.

You maintain transaction types using the standard database editing facilities.

Once you start using a transaction type, you cannot delete it unless there are no remaining transactions that still use the transaction type.

Code

Each transaction type has a unique code of up to four characters long. You can use any combination of letters and numbers for the code.

Once you save the record, you cannot change the code.

Tip If you use numbers in the code, make each code the same length to ensure you can range properly. For example, if there are three digits in the code, make codes like "001" instead of "1."

Description

Enter an appropriate description for the transaction type. The description is important, because agents who process data need to select the correct transaction to ensure correct processing. Therefore, you should make the description as clear and unambiguous as possible.

Source

In this field, you specify the origin of the transaction. Choose one of the following:

Source Description

Inventory (ST)

You use this to link an inventory item to a job. You can link physical inventory items as well as service inventory items. The latter lets you use inventory items for labour or any

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other non-physical item.

Payables (AP)

You use this to link a supplier to a job. Usually, you would use this to pay a sub-contractor.

Ledger (GL) You use this to enter a transaction that you link directly to a general ledger account. You do this for allocating internal costs such as overheads, and for any other miscellaneous expense. You can also use this to process a discount to the customer.

Payroll (PR) If you link job costing to payroll, you can allocate hours to jobs from within the Payroll module. The system requires a transaction type with this source to link the hours into the job.

% Overhead

This field is only available for transaction types whose Source field is Inventory or Payables. It allows you to allocate overheads automatically as a percentage of the transaction's cost value.

If you specify a percentage here, then, when you complete a new line that uses this transaction type, the system generates an additional transaction line for this amount.

If you use this feature, the system needs a transaction type to use for the additional line. You set this up in the Defaults function, in the General Tab.

Sales Transaction Type

This field does not apply if the Source field is Payroll.

You use this field to exclude or include transactions you process with this transaction type in three reports:

The Sales Analysis Report

The Slow Movers Report

The Top Sales Report

Check the check box to include the transaction type, and uncheck the check box to exclude the transaction type.

Note that when you produce the report, you will be able to range on all the transaction types you check. You can still therefore exclude one or more transaction types from these reports, even if you check this check box.

Default Tax Types

In these fields, you specify default tax types for the transaction. You can override these tax types for each line.

The system uses the invoicing tax type when you invoice the job line to the customer. The system uses the goods received voucher tax type when you process a supplier invoice. Therefore, the latter default only enables for transaction types whose Source field is Payables.

Tip If most tax transactions have tax, and use the same tax type, choose that tax type in this list box. If most transactions that use this transaction type do not have tax, you should leave this field blank.

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This is a standard database entry field. You can enter the tax type code, choose the tax type from a drop-down, customise the drop-down, and maintain tax types if you have the requisite access level.

Ledger Accounts

In the Completed Contract and % Of Completed Contract tabs, you enter general ledger accounts the system uses when processing.

When you create a job, you can specify one of two processing methods to use:

Method How it Works

% Of Completed Contract

This is the normal method - the system posts entries as it does in normal invoicing. As you invoice the customer, the system posts sales, cost of sales, and inventory entries into the general ledger. This occurs whether you invoice fully or partially.

Completed Contract

The system posts general ledger sales values whenever you invoice, including partial invoicing. However, until you complete the job, the system does not update cost of sales or inventory values. These latter values update in full when the job completes.

You can set up different general ledger accounts for the system to use for each of these methods. The general ledger accounts are as follows:

Work in Progress

Recovery

Tax

Sales

Cost of Sales

Accounts Receivable

These are standard database entry fields. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

Tip You can set up default accounts for the system to use in the Defaults function. If you do so, the system copies these accounts into the account fields when you create a new transaction type.

Standard Transaction Types

The following table shows default job costing transaction types the system creates when you create a new company database:

Code Description Source

DEL Delivery Ledger

DIS Discount Given Ledger

OC Overhead Costs Ledger

PAY Payroll Payroll

SC Sub Contractors Payables

ST Stock Inventory

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Point of Sale Transaction Types

Transaction types are critical elements of your processing. Each transaction type determines the sign of the transaction, whether it is a debit or credit, as well as the general ledger accounts into which the system writes balances.

Storing this information in the transaction type makes actual transaction processing a simple data entry process. Very little knowledge or experience is required in order to enter the transactions, because the transaction type setup determines what fields agents need to enter.

Transaction types also let you group similar transactions together. This is useful for reporting, because you can view similar transactions together. For example, you can create one or more transaction types for exceptional transactions such as till shortages. If you do this, you can easily extract these transactions and review them.

You should spend some time deciding on how many transaction types you need. If you create too few, then transaction enquiries will contain so many transactions the process becomes very tedious. If you create too many, then transaction enquiries will yield too few transactions to be meaningful.

When you create a company database, the system creates default transaction types for you. We list these at the end of this section. You should use these transaction types wherever possible.

Note The system uses accounts receivable and accounts payable transaction types in this module as well.

You access this function via the Maintenance...Point of Sale...Transaction Types menu option, or via the system tree Point of Sale...Maintenance...Transaction Types function.

You maintain transaction types using the standard database editing facilities.

Once you start using a transaction type, you cannot delete it unless there are no remaining transactions that still use the transaction type.

You use these transaction types by linking them to transaction processing in the Till Transactions tab of the Defaults function.

Code

Each transaction type has a unique code of up to four characters long. You can use any combination of letters and numbers for the code.

Once you save the record, you cannot change the code.

Tip If you use numbers in the code, make each code the same length to ensure you can range properly. For example, if there are three digits in the code, make codes like "001" instead of "1."

Description

Enter an appropriate description for the transaction type. The description is important, because agents who process data need to select the correct transaction to ensure correct processing. Therefore, you should make the description as clear and unambiguous as possible.

Debit / Credit

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Choose whether the entry is a debit or a credit by clicking the debit or credit option. Credits increase the cash float, and debits decrease the cash float.

Once you choose this, the descriptions for the general ledger accounts change appropriately.

First (Topmost) General Ledger Account

For credit transactions, the first (topmost) general ledger account is usually the Cash Float account. For debit transactions, this account is usually an expense account.

This is a compulsory field.

This account receives the full value of the transaction. If the previous field is set to Debit, the value is a debit, and if the previous field is set to Credit, the value is a credit.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

Second General Ledger Account

The second general ledger account varies depending on the function of the transaction type. See the table below for some examples.

This account receives the opposite signed value to the one in the previous account. If there is no tax on the transaction, the full value of the transaction goes to the account. If there is tax on the transaction, the exclusive value of the transaction goes to the account.

This is a compulsory field.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

Always Prompt for Ledger Account

Sometimes, you may wish to vary the second account on a transaction-by-transaction basis. If you wish to do this, check this check box. The account you enter here will then be the default account for each transaction, but the agent can change it. If you uncheck this check box, the system always uses the account you enter here.

Always Split Ledger Account

You may wish to allocate a single transaction to more than one general ledger account. For example, you may wish to split a sales transaction into different sales categories on the general ledger.

To do this, check this check box. If you do so, agents will have the option of entering multiple general ledger accounts and their respective values. If you uncheck the check box, agents will not have the option to split general ledger accounts.

Tax

You choose whether transactions that use this transaction type can have tax or not.

To disable tax processing for this transaction type, uncheck the Tax check box.

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To enable tax processing for this transaction type, check the Tax check box. This enables tax. Note, however, that tax processing is optional for each transaction.

Default Tax Type

If most tax transactions have tax, and use the same tax type, choose the tax type in this list box.

This tax type will be the default for each new transaction, although you can change it. If you leave this field blank, you will need to choose a tax type for each transaction. If most transactions that use this transaction type do not have tax, you should also leave this field blank.

If you uncheck the Tax field, this field is inactive.

Tax Account

If you use tax, the system holds the tax value of the transaction in a general ledger account. When you process a payment to or a receipt from the tax authorities, you reverse these tax values out the account. In this field, you choose a general ledger account for the tax portion of the transaction. We suggest that you use one tax control account for all your tax activity. If you enable tax, this field is compulsory.

This tax account receives the tax value of the transaction, using the same sign as the Second General Ledger Account.

This is a standard database entry field. You can enter the general ledger account, choose the account from a drop-down, customise the drop-down, and maintain accounts if you have the requisite access level.

If you uncheck the Tax field, this field is inactive.

Standard Transaction Types

The following table shows default point of sale transaction types the system creates when you create a new company database:

Code Description Sign Account1 Account2 Tax Account

BNK POS Banking CR Cash Float Current Account

EXC POS Till Excess CR Till Shortages Cash Float

FLT POS Float DR Cash Float Current Account

PTY POS Petty Cash CR Cash Float General Expenses Vat Control

SHT POS Till Shortage DR Till Shortages Cash Float

Notes

1. The system uses accounts receivable and accounts payable transaction types in this module as well.

2. You need to ensure that the transaction types you use are set up correctly. They determine the sign of the transaction and the accounts into which the system writes balances.