Viewing project transaction cards

You can filter the required transactions by clicking Filter to define one or more search criteria and clicking Refresh. The transactions that match the defined search criteria are then displayed. A list of options will be displayed when you click the Browse button at the GL account, Debtor, Creditor, Journal, Person, Item, Item group, Serial/batch, Cost center, Cost unit, Warehouse, Currency, Transaction type, and Selection code fields. From the list, make a selection and click Select.

Project

This field displays the code and description of the selected project. This information cannot be edited.

Type

This field displays the type of the selected project. This information cannot be edited.

Show button

Click this to hide or display the extra criteria. Once clicked, the Transaction, Range, P&L,B/S, and Type fields, and the Include: Children check box will be displayed.

Note: Clicking the Show and Filter buttons will hide the financial information displayed at the bottom of the screen.

Date

Type or select a date or a range of dates to display transactions entered on this date or within this period. Select the All check box to display transactions entered on any date.

Note: This field is available only if you select Date at Range. Typing or selecting only the start date will display transactions entered on and after the selected date. Typing or selecting only the end date will display transactions entered on and before the selected date.

Reporting date

Type or select a reporting date or a range of reporting dates to display transactions reported on this date or within this period. Select the All check box to display transactions reported on any date.

Note: This field is available only if you select Reporting date at Range. Typing or selecting only the start date will display transactions reported on and after the selected date. Typing or selecting only the end date will display transactions reported on and before the selected date.

Financial year

Type or select a financial year to display transactions entered in this year. Then, type a range of periods from 1 to 12 to display transactions entered within these periods in the selected year.

Note: This field is available only if you select Period at Range.

Group by

Select Our ref., Your reference, Payment reference, Cost centre, Cost unit, G/L, Debtor, Creditor, Journal, Item, Item group, Person, VAT code, Period, Date, Week, Month, Quarter, or Year to group the transactions accordingly. Select None to group the project transaction cards by transaction entry or reporting date, depending on your selection at Range.

Note: Selecting None will enable the Type field.

Transaction

Select Sales invoice, Sales credit note, Charge (financial), Purchase invoice, Purchase credit note, Payment, Cash receipt, Fulfillment, Returns: fulfillment, Receipt, Returns: receipts, Counts, Payroll, Revaluation, Disposal, or Reversal entry to display the corresponding transaction types. Select Other to display other types of transactions that are not listed, or All to display all types of transactions.

Range

Select one of the following types of dates:

• Date — Select this option to display the transactions registered on this date or within this period. Once selected, the Date field is available.
• Reporting date — Select this option to display the transactions reported on this date or within this period. Once selected, the Reporting date field is available.
• Period — Select this option to display the transactions entered within a period in a financial year. Once selected the Financial year field is available.

P&L,B/S

Select one of the following layouts:

• P&L,B/S — Select this option to display the transactions in the Profit & Loss and Balance Sheet layouts.
• P&L — Select this option to display the transactions in the Profit & Loss layout.
• B/S — Select this option to display the transactions in the Balance Sheet layout.

Type

Select one of the following transaction types:

• Standard — Select this option to display the standard transactions.
• All — Select this option to display all types of transactions.
• Fiscal — Select this option to display transactions that affect the fiscal reports.
• Correction — Select this option to display correction transactions which are used for correcting other transactions with errors.
• Budget — Select this option to display budget transactions.

Note: By default, Standard is selected. This is enabled only when None is selected at Group by.

Unprocessed

Select this check box to display both the processed and unprocessed transactions.

Include: Children

Select this check box to include the transactions of the child projects.

Filter button

Click this button to hide or display more criteria. Once clicked, the Filter, Our ref., Your reference, Order, Payment reference, Entry number, Description, GL account, Debtor, Creditor, Journal, Person, Item, Item group, Serial/batch, Cost center, Cost unit, Warehouse, Currency, Transaction type, Selection code, and Amount fields will be displayed.

Note: Clicking Show and Filter buttons will hide the financial information displayed at the bottom of the screen.

Filter

Select starts with or contains to display the transactions with numbers and descriptions that start with or contain the text defined at Our ref., Your reference, Order, Payment reference, Entry number, or Description, respectively.

Our ref.

Type a full or partial reference number given to an external party to display transactions linked to this number.

Your reference

Type a full or partial reference number given by an external party to display transactions linked to this number.

Order

Type a full or partial purchase order number to display transactions linked to this purchase order.

Payment reference

Type a full or partial payment reference number of sales or purchase order to display transactions linked to this number.

Entry number

Type a full or partial journal entry number of a general ledger account to display transactions linked to this entry.

Description

Type a full or partial project description to display transactions linked to projects with this description.

GL account

Type or select a general ledger account to display transactions linked to this general ledger account.

Debtor

Type or select a debtor to display transactions linked to this debtor.

Creditor

Type or select a creditor to display transactions linked to this creditor

Journal

Type or select a journal to display transactions linked to this journal.

Person

Type or select a person to display transactions linked to this person.

Item

Type or select an item to display transactions linked to this item.

Item group

Type or select an item group to display transactions linked to this item group.

Serial/batch

Type or select a serial or batch number to display transactions linked to this serial or batch number.

Cost centre

Type or select a cost center to display transactions linked to this cost center.

Cost unit

Type or select a cost unit to display transactions linked to this cost unit.

Warehouse

Type or select a warehouse to display transactions linked to this warehouse. Leave this blank to display transactions linked to any warehouse.

Currency

Type or select a currency type to display transactions linked to this currency type. Leave this blank to display transactions linked to any currency type.

Transaction type

Select Items, Direct costs, Labor hours, or Machine hours to display the corresponding transaction type.

Selection code

Type or select a selection code to display transactions linked to this selection code.

Amount

Select one of the following conditions, and then define an amount in the box or boxes next to it to display transactions with the amount that meet the conditions:

• All — Select this option to display transactions with any amount..
• equal to — Type an amount in the next box to display transactions with this amount.
• not equal to — Type an amount in the next box to display transactions with amounts other than this amount.
• less than — Type an amount in the next box to display transactions with amounts less than this amount.
• less than or equal to — Type an amount in the next box to display transactions with this amount or less.
• greater than — Type an amount in the next box to display transactions with amounts more than this amount.
• greater than or equal to — Type an amount in the next box to display transactions with this amount or more.
• between — Type two different amounts in the boxes next to the field to display transactions with amounts that are between this range of amounts.
• not between — Type two different amounts in the boxes next to the field to display transactions with amounts out of this range of amounts.

Note: If you select equal to, not equal to, less than, less than or equal to, greater than, and greater than or equal to, only one box will be displayed. However, if you select between and not between, two boxes will be displayed.

After you have defined the criteria, click Refresh to display the transactions that meet the defined criteria.

Note: It is possible that not all columns are displayed. You can add or delete columns as required. For more information, see Inserting and deleting columns.

At the bottom of the screen, a summary of the values of financial transactions of the project is displayed. This section is displayed only if you click either the Show or Filter button.

Note: If there is an allocated landed cost, it will be added to the summary of Pur./Production.

You will see different sets of buttons depending on your selection at Group by.

Refresh

Click this to refresh the results based on the latest criteria defined.

Export

Click this to export the results to a Microsoft Excel sheet.

Zoom

Click this to display the details of the entries of the selected transactions by date.

Note

Click this to add a new note to the transaction or view an existing one. For more information, see Creating and maintaining notes.

Note: This button is enabled only when one transaction is selected but is disabled if you select more than one transaction.

Attachment

Click this to attach a new document to the transaction or view an existing one. For more information, see Viewing attached documents.

Note: This button is enabled only when one transaction is selected but is disabled if you select more than one transaction.

Invoice

Click this to view the invoice history of the selected transaction.

Note:

• This button is enabled only if the account has a related invoice.
• This button is available only when Standard is selected at Type.

Debtor card

Click this to view the debtor card linked to the selected transaction. For more information, see Viewing debtor cards.

Note: This is enabled only when one transaction linked to a debtor is selected but is disabled if you select more than one transaction.

Creditor card

Click this to view the creditor card linked to the selected transaction. For more information, see Viewing creditor cards.

Note: This is enabled only when one transaction linked to a creditor is selected but is disabled if you select more than one transaction.

Maintain

Click this to view or maintain the corresponding project master card. For more information, see Creating and maintaining projects.

Change

Click this to simultaneously change one or more criteria in the selected transaction, or in other transactions with similar criteria as listed below:

• customer, and supplier,
• our ref. , customer, supplier, and your ref.
• journal and journal entry number, or
• customer/supplier, our ref. and journal entry number.

For more information, see Changing transactions.

Note:

• This button is enabled when one transaction is selected but is disabled if you select more than one transaction.
• This button is available only when Standard is selected at Type.

Entry

Click this to display the journal entries of the selected transaction. For more information, see Creating and maintaining general journal entries, Creating and maintaining bank or cash journal entries, Creating and maintaining purchase journal entries, or Creating and maintaining sales journal entries.

Note:

• This button is enabled only when one transaction is selected but is disabled if you select more than one transaction.
• This button is not available when Budget is selected at Type.

Our ref.

Click this to display the transactions linked to the same reference number given to an external party. For more information, see Viewing transactions.

Note:

• This button is enabled only when one transaction containing entries with your our ref. is selected. However, this button is disabled if you select more than one transaction.
• This button is not available when Budget is selected at Type.

Your ref.

Click this to display the transactions linked to the same reference number given by an external party. For more information, see Viewing transactions.

Note:

• This button is enabled only when one transaction containing entries with your ref. is selected. However, this button is disabled if you select more than one transaction.
• This button is not available when Budget is selected at Type.

Close

Click this to exit.