There are two basic ways of influencing what fields are visible and how they work: the Column selector (for the Worklist and for the lines of an invoice), and Transaction Setup which is part of Admin. Individual users can adapt their screen making fields visible or invisible, changing the order in which they appear, but they cannot override existing settings in Transaction Setup.

In Transaction Setup as well as visibility, you can determine whether a field is Mandatory, or Read only. There are default setups for each module which you can edit and these will apply to all invoices. However, you can also create setups which you connect to a client, module and document type where it will be used. This means you can create one setup to use with incoming invoices in Bookkeeping, and another to use in Approval for credit notes. Transaction Setup enables you to create a working space for posting that will help ensure that your users process correctly.

Transaction Setup is selected for use by the system in this order:

If there is a setup for number 1, then that will be used. If neither number 1 or 2 exists, number 3 will be used.

1. Setups linked to Client, Role and Document Type.
2. Setups linked to Client and Role.
3. Default setup for Role (module).

Create a new Transaction Setup

You can create a custom Transaction Setup for posting lines and link them to Client, Role and Document Type. This means that you can create one setup for use with incoming invoices in Bookkeeping, and another for use in Approval for credit notes.

Create a new Transaction Setup: Posting lines

Steps:

1. Select Admin Module and click Transaction Setup.
2. Click the button  to create a new setup.
3. Enter a name for the setup and if you wish, select which existing setup you want to base yours on.
4. Click create.
5. Select the setup you just created.
6. Adjust the fields in the Posting lines.

Basic Principles for Changing Fields

The choices you make in the Transaction Setup will decide if and how an editable field can be customized in different ways by users in the Column selector. These are the criteria that determine what a user can do.

• is visible, but the user can hide it.
• is visible and the user cannot hide it.
• is not visible, but users can decide to show it
• is visible and users must fill in the field. The
• not be hidden.
• is visible, but the user cannot change it.

Preview - shows how the posting line will look with the choices you have made.

To change the order of fields, drag a field to the desired location in the

preview and drop it there.

Connecting a Setup to a Role and Document Type

Your setup must be connected to a module (Bookkeeper, Approver, Archive etc) and Document Type. You can connect the same setup to different combinations of Module and Document Type.

If you create a setup that you want to use with both incoming invoices and credit notes in both Approver and Bookkeeper, you need to create four connections.

Steps:

1. Click View transaction setup connections when your setup is done.
2. Click the icon  to add a new connection.
3. Select:
   1. Client
   2. Module
   3. Document Type
4. Click Create.

Default Transaction Setup

Each installation includes 4 default transaction setups for Archive, Approver, Bookkeeper and PO Match. The default setups include Header and Posting lines.

Basic Principles for Changing Fields

The choices you make in the transaction setup will decide if and how an editable field can be customized in different ways by users in the Column selector. These are the criteria that determine what a user can do.

• is visible, but the user can hide it.
• is visible and the user cannot hide it.
• is not visible, but users can decide to show it
• is visible and users must fill in the field. The
• not be hidden.
• is visible, but the user cannot edit it.

Preview - shows how the posting line will look with the choices you have made.

To change the order of fields, drag a field to the desired location in the

preview and drop it there.

Customize Default Header and Posting lines

Setup for the Header dictates what columns you see in the Worklist. They can be defined only in «Default setup» and will apply to all clients and document types. However,  you can change how the header line looks (and therefore the columns in the Worklist) in different modules.

Steps:

1. Select Admin Module and click Transaction Setup.
2. Click on the Default setup you want to customize.
3. Click Header to edit the columns in the Worklist.
4. Click Posting lines to edit fields you see when you work on an invoice.

Can only be changed by a Global admin. For client customers, Acubiz must be contacted to make changes.