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Transaction Document Fields |
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Topic: Miscellaneous > Working with Transactional Documents NOTE: This page contains descriptions of the fields on all types of Sales/Purchase Transactional Documents.
Customer/Supplier The unique name of the customer/supplier's company. This field is automatically populated. This field is a link to the Customer/Supplier Document.
Customer/Supplier # The unique Ref # you assigned to the associated Customer/Supplier.This field is a link to the Customer/Supplier Document. See Customer fields.
Owner This is the Worker who owns the Document. By default this is the name of the Worker that 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. You can change the date on this field. Depending on the Tax Date and the Terms, the Due Date is automatically calculated. See Working with Payment Terms for more details.
Ref # See Working with Reference numbers (Ref #).
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.
Authorised by The name of the person who has authorised the Transaction. SeeSubmitting and Approving Sales Orders, Submitting and Approving Purchase Orders.
USEFUL TIP: When searching Lists of Documents you can filter by the Document Status.
Template See Working with Document Templates.
Currency
Exchange Rate The Currency Exchange Rate. For more information see Working with Currencies.
Terms The transaction payment terms. See Working with Payment Terms for more details.
Due Date The date that a payment is due to be received or made. Note that this date is calculated automatically from the Tax Date field. See Working with Payment Terms for more details.
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/Warehouse in which the document's line items are located. See Multi-Site/Warehouse for more details.
Customer/Supplier Ref Use this field to record a reference number given to you by the Customer/Supplier. For example a Purchase Order number.
Contact Use this field to 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 E-Mail fields are automatically populated with the related information. See Working with Contacts.
Telephone You can either type in the Contact's telephone number here or select a Contact from the Contact List and the field will be automatically be populated with the Contact's telephone number.
You can either type in the contact's e-mail address here or select a Contact from the Contact List and the field will be automatically be populated with the Contact's e-mail address.
Our Ref This field is automatically populated with the Ref # of the related parent Document, such as Sales Quote or Sales Order. For more information see Creating related Documents.
Sales Order This field is 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. For more information 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 use the Find control (magnifying glass), and select the appropriate Job.
A/C Memo
Tax Code
Sub Total The sum of the 'Amount' column on the Item Table.
Tax The total amount of tax incurred.
Total Sometimes referred to as 'Balance', this is the gross or original amount due to you by the customer. Remember this is not the amount paid, its 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.
The fields on this tab are used 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 pay/get paid.
Reference Any unique reference or id (for example the cheque 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 for more details.
Pay From Specify which account the amount has been paid 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.
See Working with Billing and Shipping Addresses.
The main purpose of the fields on this tab is to store a record of the shipping details and transfer the information to the printed document. If you make more than one shipment associated with this Document then you should not record the Shipping details here. Just use the Shipping tab fields on the associated Delivery Note Document.
Ship Date The date the item(s) shipped to the Customer or from the Supplier.
Ship Via The default Shipping Carrier together with the preferred shipment method and 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, the specific Shipping Terms for the 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.
On some printed documents, in particular Sales Invoices, you may wish to include a message to your Customer. For example, 'Pay early and get a 10% Discount', or '10% discount on all purchase in September'.
The text entered in this field will be displayed on the associated printed Document.
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