Transaction Entry Solver
Transaction Numbers
Transaction number can be changed at any time but not to a transaction number that already exists. You can automatically assign a unique transaction number sequence to each transaction type if you wish.
For Sales Orders, Quotations, Purchase Orders, Stock Receipts and Stock Returns and Requisitions, the transaction number can be set under Install|Transaction Numbers found in INSTALLATION Workshop.
For Invoicing, transaction number can be set under Install|Advanced|Transaction Sequences in INSTALLATION Workshop.
Stock
receipts and stock
returns cannot share the same transaction numbers. For example, you cannot have a stock receipt and
stock return both numbered 5000. For this reason you may wish to pre-fix either your return or receipt
numbers with a letter. For example, a stock receipt number might be R5000.
Invoicing
The drop down list to the left of the transaction number displays the transaction type. Use this to change the transaction to an invoice, tax adjustment note, cash sale, etc. Click on the down arrow button next to the transaction type to display a look-up table of current choices. Transaction type descriptions can be changed in INSTALLATION Workshop. However, it is not recommended that you change them once you begin assigning transactions to them.
Changing Transaction Number Sequences On-The-Fly
To lock in a new transaction number sequence without having to reset it within the INSTALLATION Workshop program, do the following:
1. Change the number in the transaction.
2. Leave the transaction.
3. Re-enter the transaction.
Do
not simply change the transaction number and then save the transaction if you wish to lock in a new sequence.
The three step procedure is a precaution to prevent operators from changing transaction numbers that may disrupt the data entry work of other operators in a network environment.
Linking Comments & Special Instructions With Product Items
If you want comment lines and special instructions to be 'connected' to your product items, then they must be entered on your transactions in a specific way. Comment comments and special instructions can be useful when you wish to include this information in such areas as:
applicable reports
picking lists (see next section)
transfer them onto automatically generated purchase orders
from sales orders onto final invoices
For example, if you link special instructions to a product item on a stock return--for a stock item that will be sent back to a supplier for repair--then the special instructions (e.g., information on the fault) will optionally be available when you print a Repair Tracking Report.
To link comments and special instructions to a report do the following:
1. Move to the Description column on your transaction.
2. Press the (insert) key. A box will appear.
3. Press and add your special instructions under the product description. (You may also edit or change the product description if you wish.)
4. When you are finished, press the key to save your changes.
Comments, Special Instructions & Pick Lists
If you want comment lines and special instructions to appear on pick lists, edit and extend the product descriptions on your sales orders. This will cause CAPITAL to associate your lines of text with the product item and this will be carried onto your picking instructions. To achieve this do the following:
1. Move to the Description column on your transaction.
2. Press the (insert) key. A box will appear.
3. Press and add your special instructions under the product description. (You may also edit or change the product description if you wish.)
4. When you are finished, press the key to save your changes.
____________________________
Related Topics:
 |