Transactions

5 screens.

Enter Sales Orders / Enter Purchase Orders

Transactions → Sales → Enter Sales Orders (or → Purchases → Enter Purchase Orders)

The one blank form in the system. Everything else is raised from a document that already exists.

What you see

A header with the type and the button row; then Primary Information; then Classification; then a single tab, Items, with the line table and the totals underneath.

The form opens with one blank line already there, quantity 1.

Fields

Field	What goes in it
Customer / Vendor	Required. Type and pick from the matches; each shows the currency and payment terms underneath. It searches the whole list on the server, so it is never capped at the first hundred.
Memo	Optional note on the order.
Subsidiary	Greyed out and fixed to your company (the parent subsidiary).
Department, Class	Optional. Both default to — None —.
Location	Where the goods go from, or come to. Always set; there is no blank option.
Item	Type and pick. Each match shows the SKU, the name and how many are on hand.
Quantity	Defaults to 1.
Rate (blank = price level default)	Leave blank to use the customer's or supplier's normal price. Only type here to override it.
Amount	Calculated, not typed.

Buttons

Button	When you can use it	What it does
Save	Only once a customer or vendor is chosen and at least one line has an item and a quantity above zero. Until then the reason is written beside it: Add at least one item line.	Saves the order and opens it. It goes to the approval queue.
Cancel	Always.	Goes back. Nothing is saved.
An item under Add items	Always. Enter adds the first match.	Adds it as a line, or one more to its quantity if it is already on the order. The list stays open for the next item.
✕	On every line.	Removes that line straight away.

Rules this screen enforces

• An order with no lines used to save, total zero, and enter the approval queue. That is why Save is greyed rather than the emptiness being caught afterwards.
• Lines with no item are dropped on save; only lines carrying an item are sent.
• The Subtotal, Tax and Total under the lines are worked out by the server with the same calculation that saves the order, so they cannot disagree with the saved figures.

The document screen

opens whenever you click a document anywhere

One screen for every document — order, invoice, bill, delivery, receipt, payment, journal, credit note. It shows what the document says, what it posted, what it is joined to, and carries every action that moves it on.

What you see

The type and number at the top with a coloured badge saying where it has got to — a sales order at "approved" reads Pending Fulfillment; a purchase order at "received" reads Pending Bill.

Then Primary Information (date, party, status, currency, rate, source, memo), Classification (company, department, class, location) and Summary (subtotal, tax, total; amount paid if any; amount due on invoices and bills).

Then five tabs: Items, Accounting, Related Records, Custom and System Information.

On the Items tab the column to read is Processed — how much of each line has already gone out, come in, or been billed.

The Accounting tab shows the bookkeeping entries. On an order it says instead: Non-posting transaction — no GL impact. (Sales orders and purchase orders post when fulfilled / received / billed.)

Related Records is how you get from an invoice back to its order, or from an order to the delivery.

Buttons

Button	When you can use it	What it does
Back	Always.	Goes back.
Print	On documents that have a printed form. Absent on the rest rather than failing when pressed.	Opens the printable page.
Edit	Only while the document may still be changed.	Opens the edit panel below the header.
Void	Only while the document may be voided.	Asks why, in a box you must fill in — Voiding cannot be undone. Why is this being cancelled? Cancelling or leaving it empty abandons the void. On success it reports how many ledger entries were reversed.
Actions ▾	Only when there is an action available on this document.	Opens a small menu. Every entry in it now asks before acting — see below.
+ Add line	In the edit panel.	Adds a blank line to the draft.
Save changes	In the edit panel, unless you have deleted every line.	Replaces the lines and reloads. If the change withdrew an approval it says so.
Cancel	In the edit panel.	Throws the edits away.
✕	On each line in the edit panel.	Removes that line from the draft.

Rules this screen enforces

• The Actions menu holds the next step, and only the ones that apply: Approve, Fulfill, Bill (Create Invoice) on a sales order; Receive and Bill on a purchase order; Accept Payment on an invoice and Pay Bill on a bill, each with the outstanding amount printed on the button.
• Every entry on that menu now asks first, naming the document, the party and the amount. They used to act on a single click, on a menu where the entries sit directly under one another — and Fulfill issues stock while Accept Payment settles an invoice.
• Accept Payment and Pay Bill record the whole outstanding amount. There is no part payment here, and the dialog says so.
• Editing the figures on an approved document withdraws the approval and sends it back to the queue. The edit panel warns you before you save and tells you afterwards that it happened.
• Voiding reverses the entries with new ones rather than deleting them, so last month's reports do not change underneath somebody who has already read them.

When there is nothing to show

Where	What it says
Related Records	No linked documents
Edit panel, all lines deleted	No lines. Add one, or cancel and void the document instead.

Document lists and worklists

Transactions → any list; also Lists → Items, Customers, Vendors, Leads

One filtered, paged list per document type. Seven of the menu items open the same screen in worklist mode, showing only the documents waiting for a particular action.

What you see

A chip reading List, or Worklist on the intent-driven ones, then the title, then any New button.

A filter bar: a status dropdown starting at Status — All, and a box reading Number contains….

Columns: Edit and View links, Date, Number, Name, Status, Amount and Source. Clicking anywhere on the row opens the document.

At the foot, the count and — above fifty records — a pager with arrows, a page chooser and the range. Beyond two hundred pages the chooser becomes a number box rather than a dropdown with thousands of entries.

A worklist adds a grey paragraph under the title saying what is in the list and what to do with it.

Buttons

Button	When you can use it	What it does
New Sales Order	On the sales-order list.	Opens the blank order form.
New Purchase Order	On the purchase-order list.	Opens the blank order form.
New Journal	On the journal list.	Opens the blank journal form.
◀	Above the first page.	Previous page.
▶	Below the last page.	Next page.

Rules this screen enforces

• An order that is half sent appears in both Orders to Fulfil and Orders to Invoice — correctly: it has stock still to send and value already delivered.
• A worklist filter is only honoured on the list it was written for. Asking for the receive worklist on the invoice list gives a plain invoice list, rather than an empty table under a confident heading.
• A failure and an empty list are never confused. An empty list says something reassuring; a failure says, in red, "Could not load this list — … This is a failure, not an empty list: there may well be records here." This exists because a list that hid its error once told somebody every bill was paid while the server was down.

When there is nothing to show

Where	What it says
Orders to Fulfil	Nothing is waiting to be fulfilled.
Orders to Invoice	Nothing is waiting to be invoiced.
Invoices to Collect	Every invoice is paid.
Orders to Receive	Nothing is on order.
Orders to Bill	Nothing has arrived that is not yet billed.
Bills to Pay	Every bill is paid.
Credit Memos	No credit memo has been issued.
Any ordinary list	No records to show / Nothing to show.

Make Journal Entries

Transactions → Financial → Make Journal Entries

A manual double-entry journal, for anything that is not a document: accruals, corrections, bank charges.

What you see

A memo box, then the currency and company (both fixed), then the lines table, which opens with two blank lines.

The last row of the table is always the Totals row: the debit total, the credit total, and either ✓ In balance or Out of balance by ….

Fields

Field	What goes in it
Memo	What the entry is for. Worth filling in — it is what somebody reads a year later.
Subsidiary, Currency	Both greyed out. Journals are entered in Singapore dollars for the Singapore company.
Account	The chart of accounts, shown as number and name.
Debit / Credit	Typing in one clears the other. A line is one or the other, never both.
Memo (per line)	Optional description for that line.

Buttons

Button	When you can use it	What it does
Save	Only when debits equal credits and the total is above zero. Until then Debits must equal credits before saving is written beside it.	Posts the journal and opens it.
Cancel	Always.	Goes back without saving.
+ Add Line	Always.	Adds another line.
✕	On every line.	Removes that line.

Rules this screen enforces

• A journal of all zeros is not saveable. Balanced means two things: debits equal credits, and the total is more than nothing.
• Lines with no account chosen are dropped on save.

Approvals

Approvals → Approval Queue and Approval Limits

The single gate every sales order and purchase order passes through, and the policy that decides which roles may bypass it.

What you see

Two tabs, Queue and Limits.

On Queue: a Type filter (All, Purchase orders, Sales orders), a Refresh button, and the standing policy — every purchase order and sales order is held here until the Admin role approves it — no value threshold, no self-clearing. A held order cannot be received, fulfilled, billed or invoiced; a rejected one never can.

The queue lists Document, Type, Date, Party, Requested by, Total, Flags and Decision. The document number is a link that opens the audit trail below, rather than navigating away.

On Limits: every role and document type with its limit, and what that limit means in words — always needs approval, or self-clears up to ….

Fields

Field	What goes in it
Type	Filters the queue. Starts at All.
note (optional)	A reason recorded with your decision.
Limit	On the Limits tab, admins only. A number box whose grey text is the current limit.

Buttons

Button	When you can use it	What it does
Refresh	Always.	Re-reads the queue.
Approve	On each row, for approvers.	Asks first, naming the document, the party and the amount, and warning when the customer is over their credit limit. On confirming, the order is approved and the row leaves the queue.
Reject	On each row, for approvers.	Asks first, warning that a rejected order can never be fulfilled, received or billed. The confirm button is red.
Close	On the audit-trail panel.	Closes it.
Save	On the Limits tab, for admins.	Writes the new limit. Refuses with Enter a number if the box is empty.

Rules this screen enforces

• An order approved by the person who raised it is marked self-approved in the audit trail. It is not blocked, but it is visible.
• A limit of 0 means everything of that type comes here. Every role is currently set to 0, which is why nothing self-clears — that is a policy someone can change on the Limits tab, not a limitation.
• Viewing the queue and acting on it are different permissions. A role that can see it but not act on it is told so.

When there is nothing to show

Where	What it says
Queue	Nothing is waiting for approval.