Viewing the Transaction History of an Account

You can view the transaction history of a creditor or debtor account on the Transactions tab of the account.

On this tab, you can also:

Create an invoice
Create a credit note
Create a payment
Allocate transactions for the account
Issue credit notes
Search for an invoice number
Email debtor invoices and statements

In this Topic

Field Descriptions | Menu commands | Shortcut Menu | Search Options | Transaction Age Numbering

The transaction history for a creditor or debtor is period-based, typically (but not always) monthly periods.

To view the transactions for a creditor or debtor:

In the Creditor/Debtor Account Details (search) window, double-clicking the name of the creditor or debtor account.
Click the Transactions tab on the Creditor or Debtor Account Details windows.

The Transactions tab displays:

Field Descriptions

The grid header fields are:

Field	Description
Trans #	The unique transaction ID.
Date	The date the transaction was created.
Pd stat seq	The unique period number for the period, also identifying the period as Creditors, Debtors, GL or Stock.
Age	The period number of the transaction. For example, if 0 is the current month of July, 1 is June, 2 is May, and so on.
Transaction	The transaction type, such as Invoice or Payment.
InvNo	The invoice number.
Ref 1	Reference text/number that varies according to the kind of transaction. For example, if a sales order, the sales order number displays. If a payment, the payment type displays.
Ref 2	Reference text/number that varies according to the kind of transaction. For example customer reference number if invoice, or cheque number if Ref 1 is Cheque.
Ref 3	Reference text/number that varies according to the kind of transaction. For example, if cheque payment type, then the bank name displays. If invoice, then invoice displays.
Branch Code	The branch code of the transaction, such as SYD or AKL.
Due Date	The due date of the invoice, based on the credit terms of the creditor account.
Amount	The total amount of the invoice.
Outstanding	The outstanding amount of the invoice.
Status	The allocation status of the invoice — for example, Unallocated, Partly Allocated, Allocated.
Branch Account	If this is a branch account, this is the branch account number. If not, this column displays -1.
GLBatchNo	The GL batch number if this was posted to GL as part of a GL batch.
Exchrate	If multiple currencies are being used, the exchange rate used for this transaction. The local currency is 1. Otherwise, the actual exchange rate used displays as a decimal — for example, 0.83.
Debtor transactions only
Gateway TrxID	Each transaction processed by the gateway service provider is issued a reference known as a TrxID. This is a long alphanumeric code.
Batch No	This is the batch number of the banking batch.
Gateway No	The is the number of the defined gateway for this transaction.
?	Right-click on the transaction line and choose Toggle Query Status to put a question mark on the transaction, to reflect that the transaction is in question. This can then be reported on.
Creditor transactions only
Auth	The authorisation status of the invoice
Paystatus	The payment status of this invoice, for example, Released, paid.

New Menu

These options are under the New menu on the toolbar:

New Invoice: Create a Creditor invoice or Debtor invoice.
New Payment: Enter a Payment on a Creditor invoice or receive a Debtor payment.
Generate Credit: Enter a credit note for a Creditor or create a credit note for a Debtor.

Actions Menu

These options are under the Actions menu on the toolbar:

Allocate: Enter a payment on a Creditor invoice or allocate a Debtor receipt to an invoice.
Automatically allocate payment to oldest invoice: (Debtors only). This will also allocate credits (negative value invoices) and refunds (negative payments) and zero value transactions.
Invoice search: Search for an invoice.
Refresh: Provides an updated transaction list.
Email Invoice: Click this button to email the selected invoice to the Debtor as a PDF attachment.
Email Statement: Click this button to email a statement to the Debtor as a PDF attachment.

Shortcut Menu

Right clicking on any invoice summary line opens the following shortcut window.


Creditor shortcut menu	Debtor shortcut menu

This table details what the shortcut commands do:

Shortcut Command	Description
View Invoice	View the invoice in a report format.
Print Invoice	Reprints the Debtor invoice.
Print Receipt	Prints a payment receipt. Only available for a payment transaction.
Edit Invoice	Opens the invoice to edit its details. This option is only available if the Permitted level of access to debtor transaction editing or Permitted level of access to creditor transaction editing User-level profile setting is set to Full invoice editing allowed.
Edit Ref Fields	Edit the transaction reference fields for the invoice. This option is only available if the Permitted level of access to debtor transaction editing or Permitted level of access to creditor transaction editing User-level profile setting is set to Full invoice editing allowed" or Invoice header fields editing allowed.
Duplicate Invoice	Select to create a duplicate of a Debtor invoice.
Generate Credit	Provides a copy of the negative invoice.
Reverse Payment	Reverses a Debtor payment.
Journal	Opens the Debtors Adjustment Entry window to make a Debtors journal adjustment entry transaction.
Margin Pie Chart	Displays a graph for the invoice showing margins.
View Allocation Info	Displays a list with the allocation information in a separate window.
Reverse Allocation	Reverse all allocations associated with this transaction (payment or invoice). This option is only available if the Allow reversal of debtor/creditor allocations User-level profile setting is enabled. This option is not available for transactions with deposits or foreign currencies.
Refresh	Updates the entire transaction list.
Authorise this Transaction	Where M-Powered Payments are used, this option authorises the selected transaction.
View Reconciliation Info	Provides a list with the reconciliation information.
View Scanned Original	This option is only available if a document has been attached to the transaction. Selecting it opens the document.
View Purchase Order Invoice History	Displays the Purchase Order History window.
Allocate To Oldest	Allocates a payment transaction to the oldest outstanding invoice.
Toggle Query Status (?)	Puts a question mark on the transaction, to reflect that the transaction is in question. This can then be reported on. You may need to add the ? column by right-clicking on the column header and selecting Select visible columns.
View Banking Batch	Opens the Debtors Banking Batches window.
View GL Batch Transactions	Opens the GL Batch Transactions window, showing all GL transactions associated with this transaction. This option is only available for transactions that have been posted to the GL, and requires the Allow Sub ledgers drill through to GL Transactions User-level profile setting to be enabled.
View Job	Where the Job Costing add-on module is used, displays the job associated with the transaction.
View Sales Order History	Displays the Sales Order History window.
View Analysis Codes	Displays the Analysis Codes associated with the transaction.
Preview Journals	Displays the GL Batch Transactions window, showing the Debtor Ledger and Stock Ledger transactions that will be generated for the transaction. This is a preview only - no transactions are saved when the window is closed.
Attach/Unattach Document	Enables you to select a document to attach to the transaction — for example, a scanned copy of the original transaction document. If a document has already been attached, this option lets you remove it.

Search Options

Group by Period

Checking the Group by Period checkbox groups the transactions by period:

Clicking on a period line lists all the transactions for that period in the grid in the area below the period groups. Once the group has been selected it can be minimised by clicking the minimise icon (). Maximise this view by clicking the icon again. Minimising this view provides a greater display area for the group's individual transactions in the grid below.

The transactions by Period grid has its own grid fields, which are defined in the table below:

Shortcut Command	Description
Age	In MYOB Exo Business, transaction ages are numbered from current (0) backwards. See for details on this numbering system.
Period Name	This is the period name that correlates to the
Invoices	This is a total for all invoices submitted over this period.
Credits	This is the total for the credits issued to this debtor over this period.
Payments	This is the total for all types of payments received from the debtor for this period.
Refunds	This is the total for all refunds issued to the debtor for this period.
Dr Adjustments	This is the total for all debtor adjustment transactions for the selected period.
Cr adjustments	This is the total for all creditor adjustment transactions for the selected period. Creditor adjustments are similar to Creditors Payment Entry, this function creates adjustment entries against a creditor account, with predefined reasons for the adjustment.
Balance	The current debtor account balance for the selected period.

Show Only Unallocated

Checking the Show only unallocated checkbox filters the transaction list to display only the transactions that are not allocated to an account. This is useful when it is necessary to allocate transactions that have not been previously allocated.

Transaction Page Numbering

While Exo Business stores transaction dates, it is not a purely date-based system. It does not rely on dates for critical procedures such as transaction ageing and posting between ledgers, nor are dates used by any of the standard reports to calculate control totals.

Exo Business tags all transactions with a nominated period number at the time of posting. As an extra validation, Exo Business can ensure that the transaction date given is valid for the period that the transaction is being posted to. This method is used to avoid the traditional problems associated with incorrectly entered dates and extra processing overhead required to ‘age’ transactions into periods which often makes purely date based solutions very limited in scale.

Transaction ages are numbered from current (0) backwards.

Example:

0 = current period

1 = One period ago (last month)

2 = Two periods ago

54 = Fifty-four periods ago etc.

Exo Business knows which period in the period table is the current one, and uses this as a point of reference to display the name of the period on reports and within data entry screens.