Transaction Header Area of Transaction Entry Prompts

Transaction Date

To accept the system date as the Transaction Date, press [Tab].  Or, to enter another date press [Delete] and enter the desired date.  (mmddccyy - slashes and century optional)

Batch Number

Enter the Batch Number for this transaction, if applicable.  A Batch Number is a unique identification used to track groups of transactions.  

Tip:  Batch Number defaults to zero.

Description

Enter text that more fully describes the transaction.

Reference Number

Enter a reference number that describes the whole transaction.  You might enter a receiving ticket number or a packing slip number that provides an audit trail.

Transaction Type

To specify the type of transaction, click to select a type in the drop-down list.  The Transaction Type specifies the type of transaction being entered and determines the fields and types of information to be entered.  The Type also determines how the quantity will update the item counts.

Valid Transaction Types are:

• Adjustment -  Use to correct inaccurate entries.  An adjustment constitutes a direct entry to the On Hand field only.  

• Order -  Use to signify that goods have been ordered from the vendor.

• Receipt -  Use to signify that the goods have been received from the vendor.  A Receipt Transaction type reduces inventory on order, increases inventory on hand, and updates the unit costs.

• Sale -  Use to signify that the goods have been sent to a job site and that the cost of those goods has been applied to the job.  This kind of transaction reduces inventory on hand and increases cost of goods sold.
  Tip:  Sales transactions are the only types of transactions that post to the General Ledger.

• Commit -  Use to signify that goods are to remain in the warehouse, but are dedicated to a certain job.  This type of transaction increases the Committed count.

• Transfer -  Use to signify that an item is moving from one location to another.  This Transaction Type does not change the net amount, but it changes the number of goods in the locations.  A Transfer decreases the on hand inventory in one location and increases the on hand inventory in another location.
  Note:  Transfers are only available when a company has multiple locations.  

Notes:

For transactions with serialized items:

• Adjustments, Receipts, Sales and Transfers require serial numbers.

• Orders and Commits do not require serial numbers as they are not available at the time of the transaction.

• Sales and Receipts indicate that the serial numbers will be removed from the item and require the selection of existing serial numbers.

• Transfers require the selection of existing serial numbers and positive quantities.

Vendor Number

Enter the Vendor ID associated with the item.

Tip:  To search for the vendor, click Search .

Job Number

Enter the job number associated with the item, if applicable.

Work Order

Enter the work order number if there is a work order associated with the inventory item.

Transaction #:

Displays New Transaction for your reference when entering a new transaction.  When the transaction is completed, a system generated Transaction Number is assigned to the transaction line.

To allow the current transaction header information to be reused for new transaction records during this session, click Use Current Header for New Transactions.  This will store the current header information in memory.  When a new transaction is created, the header will be automatically populated with the stored information. If information has been stored the following message displays above the header:

New records will use stored header data.

Note:  The header information is only used as long as the Transaction Entry screen is open.