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Transaction Document Fields

Descriptions of the fields on all types of Sale and Purchase Transactional Documents.

Customer/Supplier

The unique name of the Customer/Supplier’s company. This field is automatically populated and is a link to the Customer/Supplier Document.

Customer/Supplier #

The unique Ref # assigned to the associated Customer/Supplier.  This field is a link to the Customer/Supplier Document. See Customer fields.

Owner

The Worker who owns the Document. By default the Worker who first created the Document, however the Owner can be re-assigned at any time. The list of Owners is the current list of Workers that have login permission.

Approval

Current state of the Transactions approval. See Submitting and Approving Sales Orders, Submitting and Approving Purchase Orders.

Tax date/Date

Normally the date the Document was created. The date in this field can be changed. Depending on the Tax Date and the Terms, the Due Date is automatically calculated. See Working with Payment Terms.

Ref #

See Working with Reference numbers (Ref #).

Status

Transactional Documents have an associated Status which is a read-only field that indicates the current state of the Document. For example, when a Sales Invoice has not been paid, or has only been partially paid, its Status is OPEN. When it is fully paid the status is PAID.

NOTE:
When searching Lists of Documents you can filter by the Document Status.

Authorised by

The person who authorized the Transaction. See Submitting and Approving Sales Orders, Submitting and Approving Purchase Orders.

Template

See Working with Document Templates.

Currency

See Working with Currencies.

Exchange Rate

The Currency Exchange Rate. See Working with Currencies.

Terms

The Transaction payment terms.  See Working with Payment Terms.

Due Date

The date that a payment is due to be received or made. This date is calculated automatically from the Tax Date field. See Working with Payment Terms.

Cash Forecast Due Date

For non-posting Documents, such as Sales Quotes, Sales Opportunities, Purchase Orders etc. This field allows you to enter the date when you estimate the associated payment to be cleared in your bank account. This date is used by the Cash Flow Forecast Report to accurately forecast the cash balances of your accounts.

Default Site

The default Site or Warehouse in which the Document’s line items are located. See Multi-Site/Warehouse.

Customer/Supplier Ref

Can be used to record a reference number given to you by the Customer/Supplier. For example a Purchase Order number.

Contact

Either type in the Contact name or select a Contact from the Contacts List. If you choose a Contact from your Contacts List, the Telephone and email fields are automatically populated. See Working with Contacts.

Telephone

Either type in the Contact’s telephone number or select a Contact from the Contact List and the field will be populated with the Contact’s telephone number.

Email

Either type in the Contact’s email address here or select a Contact from the Contact List and the field will be populated with the Contact’s email address.

Our Ref

Automatically populated with the Ref # of the related parent Document, such as Sales Quote or Sales Order. See Creating related Documents.

Sales Order

Automatically populated with the Ref # of the related Sales Order. This occurs when you create a Purchase Order from a Sales Order when generating either a Drop Shipment or Special Order. See Drop Shipment and Special Orders.

Job

This field contains the unique Job Ref # (which cannot be edited) if the Document is created directly from the Job. To attach a Job Ref # to this field on the Document use the Find control button and select the appropriate Job.

A/C Memo

See Working with A/C Memo.

Tax Code

See Working with Tax Codes.

Sub Total

The sum of the ‘Amount’ column on the Item Table.

Tax

The total amount of Tax incurred or charged.

Total

Sometimes referred to as ‘Balance’, this is the gross amount due to you by the Customer. Remember this is not the amount paid, it’s the value of the Items on this Document. The value and the amount you get paid might be different.

Payments/Credits

The amount of the total already paid, or allocated from a Credit Note.

Balance Due

The amount currently owed.

Payment Method Tab

Fields to record details about the payment. For more details on entering payments see Entering Payment Details.

Payment Method

Select the method used by the Customer/Supplier to receive/make the payment.

Reference

Any unique reference or id (for example the check number or card transaction number). Filling in this field with the unique number that appears on your bank statement will make reconciliation of your Bank Account simpler.

Deposit to

If this field is left unchecked then the amount paid is recorded in the relevant currency Non-Deposited Funds account.

If this field is checked then the amount paid will be recorded into the Account you specify in the ‘To Account‘ field.

If the amount is sent to Non-Deposited Funds it can be deposited into a Bank Account at a later time. See Making Bank Deposits.

Pay From

Specify which Bank Account the payment has been made from.

To Account

Specify which Account the amount has been paid into. You should only use this feature where the amount associated with this document has been paid directly into an Account other than Non-Deposited Funds.

Addresses tab

See Working with Billing and Shipping Addresses.

Shipping tab

The main purpose of the fields in this tab is to keep a record of the shipping details and transfer the information onto the associated printed document. If you make more than one shipment associated with a single Sales or Purchase Document then you should not record the Shipping details here; use the Shipping tab fields on the associated Delivery Note Document instead.

Ship Date

The date the item(s) is shipped to the Customer or from the Supplier.

Ship Via

The default Shipping Carrier together with the preferred shipment method e.g. DHL Express 9.00. The default value can be specified in the associated Customer/Supplier.

Shipment Tracking #

The tracking code or id given to you by the carrier.

Shipping Terms

If required, specific Shipping Terms for an order can be entered here. For example this could be standard Incoterms (International Commercial Terms) such as FOB (Free on Board), CPT (Carriage Paid To) etc. together with any associated information. The default value can be specified in the associated Customer/Supplier.

Customer Message tab

On some printed documents, in particular Sales Invoices,  a message to your Customer can be included, such as ‘Pay early and get a 10% Discount’, or ‘10% discount on all purchases in September’.

The text entered in this field will be displayed on the associated printed Document.

Classification tab

See Working with Classifications