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Reading-in active transactions

When using intermediary transactions, such as quotes and orders, you should follow the correct process to move to the next step of the sales and purchasing cycles. This process ensures that data is transferred to the new document accurately and that the source document is appropriately flagged as being completed. Each fully read-in line is marked as complete as it is generated and once all lines are read-in, the document is marked as complete. If documents are no longer required for look-up, it can be deleted using Delete Completed.

For example, when a customer accepts a quotation and raises an order, you should 'complete' the quotation and enter the order. For individual transactions, this can be done by "reading in" the active transactions. Alternatively, the transactions can be generated from the active transactions in bulk. When you read in or generate transactions this way, the source transaction (or individual lines from it) becomes "Complete". Also, the correct product quantities and general ledger postings are created. For example, when you create a new supplier invoice, the stock quantities are updated; however, if you converted a supplier goods received note into a supplier invoice, the stock quantities are not updated, because they would have already been updated when the goods received transaction was entered.

Reading-in active transactions

When entering individual transactions, Attaché checks if there are any active intermediary transactions for the customer/supplier. For example, when creating a new customer invoice, the system checks for any outstanding quotes and orders. When creating a supplier invoice, the system checks for any active purchase orders and goods received notes.


Click on the YES button to read in the transactions. A list of active transactions of the selected type is displayed.

 

Click on each required transaction in turn or use up/down arrows to highlight a transaction, then choose Select (F7).

To read in a part of a transaction, highlight a transaction, then choose Lines (F5) and select individual lines you wish to read in. This can be used when, for example, a part of the order has been fulfilled and is ready to be invoiced while a part of it is still outstanding.

When ready, choose Accept (F9). A confirmation message is displayed. Click Yes to the confirmation message to proceed. The lines from the source transactions are read in. You can add more lines, as required. However, you can only modify/delete the read-in lines in supplier transactions, not in the customer transactions.


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