Transactions

1. In the Batch Code field, select a batch code for the transaction from the drop-down list. The description of the batch appears for verification. This field only appears if you elect to use batch processing in the Business Rules function.
2. If you entered a default Location ID when you set up company information in System Manager, that Location ID appears and can be changed; otherwise, select the location ID you are purchasing the items for. Leave this field blank for transactions that do not involve an inventory item.
3. Select the Vendor ID you are purchasing goods from or returning goods to. The vendor’s name, default terms code, distribution code, tax group ID, and currency (if you use multicurrency) appear.

To enter a vendor you plan to deal with only temporarily, use the Maintenance command (F6) to define the vendor as a temporary vendor in the Vendors screen. Temporary vendors that have balances of zero may be removed when you perform periodic maintenance.

4. If you selected Yes to the Use Transaction Allocation Business Rule, the Default Allocation ID box is available. Use the Vendors function to assign allocation IDs to vendor records.
5. Enter the vendor’s Invoice Number for the items you purchased or returned. A warning message appears if you enter the number of an open invoice or an invoice that is in history.

If you selected Yes to the check for duplicate invoice numbers, you will be prompted to enter a different invoice number.

6. Use the default workstation date, or enter the date of the vendor’s invoice. If you change the Invoice Date, an invoice message appears stating that the due date has been adjusted.
7. Enter your Notes about the transaction. Notes are saved in history information. If you selected Yes to the option to print notes on remittance, the text in the notes field will be printed on the check stub or check saver remittance report.
8. Select the Terms and Distribution Codes. Code descriptions appear.

If you use multicurrency, you can change the distribution code only if no open invoices or transactions exist for the vendor and if the Payables account associated with the new distribution code is in either the vendor’s or the base currency.

9. The Tax Group ID from the vendor's record appears. If you change this ID, sales tax for the transaction is recalculated. You set up tax location group IDs using the System Manager Tax Location Groups function.
10. Mark the Taxable check box if the transaction is taxable. Clear the check box if the transaction is nontaxable.
11. If the vendor is set up to receive a 1099-MISC form, the 1099 Invoice check box is marked. If you want the purchase to update the 1099 Payments Year-to-Date field in the vendor’s record, leave the box selected; if not, clear the check box. This check box appears only if the vendor is set up to receive a 1099-MISC form.
12. The Fiscal Period and Year are calculated from the invoice date but can be changed.
13. In the PO Number field, enter the purchase order number.
14. The Currency ID read-only field that appears if you use multicurrency. If you use multicurrency and want to enter a transaction for a vendor in a different currency, set up a second vendor. If the vendor currency is not the same as the base currency, use the Base Currency check box to toggle currency amounts between the vendor’s currency and the base currency.
15. Use the Exchange Rate field, if available and applicable, to edit the exchange rate before saving the transaction. Once you save the transaction, you cannot change the exchange rate.
16. Click the Save button on the toolbar to save your changes.

Use the following command buttons on the menu bar to work with the line items on the transaction.

Line Items Summary - Grid View

1. Select or enter the Item ID of the item you are purchasing or returning. An item ID is not required for items not used in Inventory or System Manager.

You cannot select an Inventory service item. Service items are specifically defined as not having physical characteristics or quantity. The intent of service items are to be used for purposes of pricing and standardized reporting. I could set up a service item called Training with a UOM of hours with a certain price per hour. I don’t ‘stock’ training hours. Now I can use this item to sell 6 hours of TRAINING to someone and have the pricing be done correctly and know that I can query on history using TRAINING as a keyword and get consistent results regarding how much TRAINING I’ve sold.

2. If you elect to post detail information to General Ledger in the Business Rules function, the description entered will appear in the Description field in the GL journal. If you select an item from SM or IN the item description is filled in. Enter or edit the item Description, as necessary.
3. If you entered a Location ID on the Header tab, it appears here as a default; otherwise, the first location ID set up for the item defaults. Accept the default, or select the ID of the location you are purchasing the items for. If you are not selecting an inventory item, this field may be left blank.
4. Enter or select a GL Account to post the transaction to. If Inventory interfaces with Accounts Payable, the GL account defaults from the Account Codes screen in Inventory. If the item is a System Manager item, then the GL account defaults from the Description Items. If the item is not an Inventory or System Manager item, the GL account defaults from the Vendors screen. If you don’t have an account set up in the vendor, the Inventory account defaults from the business rules, GL account default section.
5. Enter the Quantity of items purchased or returned. If you want to see more details about the item, use the Items section of the Task Pane.
6. If applicable, change the default unit of measure in the Unit field. You can change it for non-inventory items or for inventory items set up with alternate units of measure.
   Note: You can only change the default unit of measure if an alternate unit of measure exists for the item and if the record has not yet been saved.
7. The Unit Cost of the item appears, or enter the unit cost. If Accounts Payable interfaces with Inventory, the last cost of the inventory item appears. You can change the unit cost if necessary.
8. The Extended Cost, which is the unit cost multiplied by the quantity purchased, appears. If you change it, the system adjusts the unit cost automatically.
9. When you select a lotted item, click the Lot No Entry button to enter lot number information.
10. When you select a serialized item, click the Ser No Entry button to enter serialized item information.
11. When you select a lotted and serialized item, click Lot/Ser No Entry button to enter lot and serial number information.
12. Click the Save button, on the toolbar, to save your changes.

Use the Toggle button () to switch to field view.

Line Items Details - Field View

1. Select or enter the Item ID of the item you are purchasing or returning. An item ID is not required for items not used in Inventory or System Manager.
2. If you selected an inventory or system manager item, accept or edit the Description. If you did not select an item from inventory or system manager, enter a description of what you are purchasing or returning.

If Accounts Payable interfaces with General Ledger, the description you enter appears in the Description column of the GL Journal when you post the transaction. If you do not enter a description, the invoice number and the item description appear in the Description column of the GL Journal when you post the transaction. If you selected the option to default the vendor name in the GL description, then the vendor’s name will be put in the GL journal when posted.

3. Enter Additional Descriptions for the item, as necessary. This field is available only if you elected to use additional descriptions in the Business Rules function. If you elected to copy additional descriptions from System Manager or Inventory, the default additional descriptions for the item appear.
4. If you entered a Location ID on the Header tab, it appears here as a default; otherwise, the first location ID set up for the item defaults. Accept the default, or select the ID of the location you are purchasing the items for. If you are not selecting an inventory item, this field may be left blank.
5. If Accounts Payable interfaces with System Manager or Inventory, the Tax Class for the selected item appears as a default. Accept it or select the tax class of the item.
6. Enter or select a GL Account to post the transaction to. If Inventory interfaces with Accounts Payable, the GL account defaults from the Account Codes screen in Inventory. If the item is a System Manager item, then the GL account defaults from the Description Items. If the item is not an Inventory or System Manager item, the GL account defaults from the Vendors screen. If you don’t have an account set up in the vendor, the Inventory account defaults from the business rules, GL account default section.
7. If Accounts Payable interfaces with General Ledger, the description you enter in the GL Description field, appears in the Description column of the GL Journal when you post the transaction. If you do not enter a description, the item description appears in the Description column of the GL Journal when you post the transaction. If you selected the option to default the vendor name in the GL description then the vendor’s name will be put in the GL journal when posted.
8. Enter the Quantity of items purchased or returned. If you want to see more details about the item, use the Items section of the Task Pane.
9. If applicable, change the default unit of measure in the Unit field. You can change it for non-inventory items or for inventory items set up with alternate units of measure.
   Note: You can only change the default unit of measure if an alternate unit of measure exists for the item and if the record has not yet been saved.
10. The Unit Cost of the item appears, or enter the unit cost. If Accounts Payable interfaces with Inventory, the last cost of the inventory item appears. You can change the unit cost if necessary.
11. The Extended Cost, which is the unit cost multiplied by the quantity purchased, appears. If you change it, the system adjusts the unit cost automatically.
12. When you select a lotted item, click the Lot No Entry button to enter lot number information.
13. When you select a serialized item, click the Ser No Entry button to enter serialized item information.
14. When you select a lotted and serialized item, click Lot/Ser No Entry button to enter lot and serial number information.
15. Click the Save button, on the toolbar, to save your changes.

Lot No, Ser No, Lot/Ser No Entry screens

1. If Accounts Payable interfaces with Inventory, the Lot No Entry, Ser No Entry, or Lot/Ser No Entry button appears on the Transactions screen when you enter a transaction record for a serialized, lotted, or serialized and lotted inventory item. The Lot No Entry, Ser No Entry, or the Lot/Ser No Entry dialog box automatically appears.

The Lot/Ser No Entry dialog box, shown above to show all the fields possible, combines the Lot No Entry and Ser No Entry dialog box fields.

NOTE: If you do not enter information on this screen, the transaction line is deleted.

2. In the top portion of the dialog box, the Item ID, Location ID, Unit Of Measure, Total Quantity, and Quantity Remaining fields appear and are view-only.
3. Enter a Serial Number to work with a serialized item. Select Auto Gen if you need to add more than one serial number and the numbers are sequential.



Generate Serial Numbers Screen



• In the Quantity text box, use the default quantity, which is the number of serial numbers left to create for the item or enter a different quantity of serial numbers to generate.
• The first serial number you entered on the Lot/Ser No Entry screen appears in the First Serial Number text box.
• The next serial number appears in the Next Serial Number text box. You can generate serial numbers sequentially or in a way specified using the Next Serial Number text box; for example, you can choose even numbers only or use letters.
• To generate serial numbers sequentially, leave the serial numbers as they are and click Generate.
• To generate serial numbers in a way other than sequentially, change the Next Serial Number and click Evaluate. Serial numbers based on the first and next serial numbers appear in the box. If they are acceptable, click Generate. If not, continue making changes.
• Once you click Generate, the Generate Serial Number Entry screen reappears, with the generated serial numbers in the Serial Number field.

NOTE: The system ignores separator characters such as hyphens when serial numbers are generated. For example, generate five serial numbers beginning with 1-5 and 1-6. The system generates 1-7, 1-8, 1-9, 2-0, and 2-1. The system reads 1-5 as 15.

The system is also limited by the number of digits. For example, generate five serial numbers beginning with 6. Since 10 cannot be generated because the beginning serial number is one digit, the Generate Serial Number screen will not display a Next Serial Number. To generate 10 in this example, you must begin with 06.

4. Select a Lot Number to work with a lotted item. If you enter a new lot number, the New Lot Number dialog box appears.



New Lot Number dialog box



• Enter the Initial Date the lotted item was purchased or use the default workstation date.
• Enter the Expiration Date of the lot and Comments about the lot.
• Click OK or Cancel.
5. The Quantity Ordered and Backordered appear, if applicable.
6. The Quantity Filled appears and can be changed. If the item is lotted, the quantity shipped value appears. If the item is serialized, the value is changed to 1 and you cannot change it.
7. The Unit Cost of the item appears. If you entered a lotted or serial number, the last cost of the item defaults.
8. The Extended Cost of the item appears.
9. Click Close to save your changes and return to the Transactions screen.

Project Screen

• Enter an Item ID, Description, GL Account, Quantity, Unit, and Unit Cost for an item that is not in inventory.
• Select the Project/Task you are entering the transaction for.
• The Customer and Phase Code come in from the project setup and cannot be edited.
• Select the Type of expense for this item: Material, Expense or Other.
• The WIP Account associated with the distribution code of the project/task is displayed.

1. If you are prepaying a portion of the purchase, select the Payments tab and enter the amount in the Prepayment field.

If you use multicurrency and you selected the Base Currency check box, the Prepayment, Discount, and Net Due values are recalculated based on the value you enter here and in the Exch Rate field. Any gain or loss amount appears in the Gain/Loss field on the Total tab. This (Gain/Loss) value plus the Net Due value minus the prepayment value equals the value in the total field on the total tab.

2. Traverse calculates any discount based on the vendor’s terms and lists that value in the Discount text box. Change it, if necessary.

When you edit transactions, discounts are recalculated if you selected the Automatic Discount Update option in the Business Rules function. Otherwise, verify your discount change.

3. The Discount Date is determined by adding the number of discount days established on the Terms Codes screen to the invoice date. The resulting date appears in the Disc Date field. For example, if the invoice date is 11/13 and the discount days field is 10, the discount date is 11/23.
4. If you entered a prepayment, enter the check number, credit card number, or electronic funds transfer number in the Payment Number field. A warning icon will remind you that a Payment Number is required for prepayments.

The Payment Number field is available only if you enter a prepayment. Enter the number of the check issued. If you paid cash or are going to print an online check, leave this field blank. The check number is updated when you print an online check.

5. The Payment Date field is available only if you enter a prepayment. The first Payment Date is calculated from the number of due days you entered. Accept the date that appears or enter a different date.
6. The Bank Account ID field is available only if you enter a prepayment. Use the default Bank Account ID or select one from the list box.
7. If you use multicurrency, the currency assigned to the bank account must match either the vendor’s or the base currency. If you use multicurrency, the bank account’s Currency ID appears and cannot be changed. If you do not use multicurrency, this box does not appear.

8. The Fiscal Period/Year field is available only if you enter a prepayment. Use the default period and year or enter the period and year of the prepayment.

9. Click Print then select Check, to print a check for the prepayment amount. This button is available only if you chose to allow online checks in the Business Rules function.
   Note: If you select a credit card type bank in the Bank Account ID field, the Print button will be inactive.
Print Check Dialog box



1. Use this screen to print a check for the prepaid amount of the purchase. The Transaction Number, Vendor ID, Invoice Number, Invoice Date, Check Amount, and Currency (if you use multicurrency) appear.
2. Enter the Check Number and the Check Date.
3. If you use multicurrency, the currency assigned to the bank account appears and cannot be changed. If you do not use multicurrency, the Currency field is not available.
4. Accept the Fiscal Period/Year defaults or change them, if necessary.
5. Select a Bank Account ID from the list to assign a bank account ID to prepaid checks, if available.
6. If you use multicurrency, the currency assigned to the bank account must match either the vendor’s or the base currency.
7. Select a command button:

Click	To
Print	Process the online check.
Output	Output the check as a PDF.
Preview	View a preview of the check.
Reset	Set all fields to their default values.
Activity	Display the Activity Log to view printing activity.
Search Document	Open the Archived documents search dialog box. This button is only available when you select 'Yes' to Use Archive in the Business Rules.

10. The second and third Payment Dates (if any) are calculated from the first due date and the terms code. Change these dates, if necessary.
    Note: These boxes are not available if you are working with a debit memo.
11. The purchase total minus the prepayment, cash discount, and first payment appears in the first Payment Amounts text box.
12. To split payments, enter an amount for the first payment (it must be less than the amount that appears); the remaining payment and its due date appears in the second Payment Dates and Payment Amounts fields. To split the payments further, enter an amount for the second payment (it must be less than the amount that appears); the remaining payment and its due date appears in the third Payment Dates and Payment Amounts fields.
    Note: These boxes are not available if you are working with a debit memo.

NOTE:To split an invoice into more than three payments, post the purchases and then use the Hold/Release Invoices function.

13. The Net Due amount in the upper right corner of the screen is calculated from the total, any prepayment or discount amounts, and any payments you enter.

1. In the Freight text box, enter the shipping charges. Select the Tax Class for the freight charges.
2. Enter Miscellaneous charges, such as handling. Select the Tax Class for the miscellaneous charges.
3. The subtotal for Taxable items appears. If the tax class percentage is greater than zero, the subtotal is updated with the extended cost of the items.
4. The subtotal for the Nontaxable items appears. If the tax class percentage is zero, the subtotal is updated with the extended cost of the items.
5. If you use multicurrency and the vendor’s currency is a currency other than the base currency, mark the Base Currency check box at the top of the screen to view and enter totals in your company’s base currency. When this box is cleared, amounts are presented in the vendor’s currency.

If you elect to display the amounts in the customer currency all the amounts on the totals tab are displayed in that customer’s currency. If you elect to display the amounts in the company base currency, all the numbers on the Totals tab are displayed in the base currency.

6. The Sales Tax amount appears.
7. Note: Click the Print button and choose Check, if you selected to allow online checks in the Business Rules function, to print the check. If you use multicurrency and you selected the Base Currency check box, the Prepayment, Discount, and Net Due values recalculate based on the values you enter here and in the Exch Rate field. Any gain or loss amount appears in the Gain/Loss field. This value plus the Net Due value beside it equals the Net Due value.

You can indicate that a transaction should be allocated when you enter transactions by clicking the Allocation button and then defining the amounts you want to distribute among the specified accounts. When you post, the system creates entries as specified. Use this function to save data entry time by automatically splitting the amount to allocate to the segments defined.

• From the Item Detail section of the Transactions screen, click the Allocation button. This button appears only if you select Yes for the Use Transaction Allocations option on the Business Rules screen. The Transaction Allocation screen appears.
• Accept the default allocation ID or select a different one from the list box. The allocation description, any notes on the allocation, and the allocation expiration date appear. See the General Ledger section for more information on entering transaction allocations into the system. Fill in the necessary segment information. What segments are available depends upon which required segments you select using the GL Transaction Allocations function. See the General Ledger section for more information defining required segments.
• Click Apply to apply the transaction allocation.
• Click Close to return to the Item Detail tab fields.

1. Select a transaction to delete from the Transaction No field.
2. Click the Delete button, on the toolbar, to delete the selected transaction.
3. Click Yes at the "Are you sure you want to delete selected record(s)?" prompt.

The Vendor task pane shows a snapshot of balances and history, including amounts for pending orders, year-to-date purchases, last year's purchases, and the current amounts owed.

This task pane shows the availability of items selected in the function for the chosen location, as well as the average, minimum, list, and base prices. You can also access the Price Calculator, from the Price tab, to determine the price of items before you enter transactions and to help you provide verbal price quotes to your customers.

Pinning/Unpinning the Task Pane

You can pin and unpin the task pane to the side of the Traverse window by clicking the pushpin icon. When the pushpin icon points down, , you can always access the task pane. When the pushpin icon points to the left, , you must hover your cursor over the Tasks tab on the right-hand side of the Traverse window to use the task pane.

Note: You can select True from the ShowTaskPanel field in the View > Preferences... screen to default task panes across the entire system to automatically expand when opening applicable functions. Selecting False in the ShowTaskPanel field defaults task panes to stay closed when opening applicable functions. Even when set to False, you can always use the pushpin icon to pin and unpin the task pane to the right-hand side of the Traverse window.

The Items task pane shows a snapshot of current on-hand quantities and bins in the selected location, as well as the last 10 transactions for that item.

Note: Quantity available = quantity on hand - quantity committed

Pinning/Unpinning the Task Pane

You can pin and unpin the task pane to the side of the Traverse window by clicking the pushpin icon. When the pushpin icon points down, , you can always access the task pane. When the pushpin icon points to the left, , you must hover your cursor over the Tasks tab on the right-hand side of the Traverse window to use the task pane.

Note: You can select True from the ShowTaskPanel field in the View > Preferences... screen to default task panes across the entire system to automatically expand when opening applicable functions. Selecting False in the ShowTaskPanel field defaults task panes to stay closed when opening applicable functions. Even when set to False, you can always use the pushpin icon to pin and unpin the task pane to the right-hand side of the Traverse window.