Entering a Transaction - Header
This page describes the fields in the Header of the Transaction record. Please follow the links below for descriptions of the other parts of the Transaction record window:
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- No
- Paste Special
Select from another Number Series
- The number of the Transaction. The default will be chosen as follows:
- It will be taken from the number sequence allocated to the current user on the 'Number Series' card of their Person record.
- It will be taken from the number sequence specified in the Number Series Defaults setting in the System module.
- It will be taken from the first valid row in the Number Series - Transactions setting.
- It will be the next number following on from the last Transaction entered.
You may change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Transactions setting, the number you change to must be inside a valid number sequence.
- You will not be able to save a Transaction if the No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Transaction Date of the Transaction falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year. If you change number sequences each year, remember to update your Person records and Number Series Defaults setting if you are using them (steps 1 and 2 above) so that they refer to the new number sequences.
- If you are working in a multi-user environment, the Transaction Number will be assigned when you first save the Transaction, chosen as described above and providing you have not already specified a number yourself. If you have left the Number Series - Transactions setting empty, the Transaction Number sequence will be restarted from 1 at the beginning of each financial year.
- If you are using the Warn on non-sequenced Transaction Number option in the Transaction Settings setting, you will be given a warning if you enter a new Transaction whose Transaction Number is lower than the previous Transaction Number used. You will still be able to save the Transaction (assuming the new Transaction Number has not already been used, and assuming it is in a valid Number Series).
- In the case of a Transaction that was created from a Sub System, the No. will be the same as the No. of the Sub System record. For example, a Transaction generated from a Sales Invoice will have a Transaction Number that is the same as the Invoice Number of the Invoice.
- Trans. Date
- Paste Special
Choose date
- The date when the Transaction took place. The last used Transaction Date is offered as a default.
- Reference
- An optional reference field whose contents will be shown in the 'Transactions: Browse' window.
- Text
- A short description of the Transaction.
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The Transaction register in Standard ERP:
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