Transaction Types
Transaction Types are a generic catalog of tags you define yourself (for example, "Wholesale", "Retail", "Export" or "Warranty") to classify your documents according to your own internal criteria, on top of the system's regular document type (invoice, sales order, purchase order, service request, etc.). The same transaction type can, if you set it up that way, apply to virtually any transactional document in AdmCloud.
What is it and what is it for?
Many companies need to group or distinguish their documents by a criteria of their own that doesn't map exactly to the system's document type: for example, separating retail sales invoices from wholesale ones, or flagging certain service requests as covered under warranty. Transaction Types let you build that catalog and assign it, through the Transaction Type field, on practically any document in the system: invoices, sales orders, quotes, notes, expenses, receptions, purchase orders, inventory adjustments, service requests and many others.
Each type can be left available on every document in the system, or restricted to a single document type (for example, only Service Requests). In addition, when a transaction type is used to classify Service Requests, it has extra options to flag it as warranty, to let customers pick it when creating a request from the Customer Portal, and to show them an explanatory note about that type.
How to use it
- Go to Transaction Types, under the System Administration menu, and create the types your company needs.
- Enter a clear Name, exactly as every user will see it when choosing it on a document.
- If this type should only show up on a specific document type (for example, only on Service Requests), pick it in the Document Type field. Leave it blank to make the type available on every document in the system.
- If the type will be used to classify Service Requests, decide whether to flag it as Mark Requests of this Type as Warranty, whether customers will be able to pick it from the Customer Portal when creating a request, and what note (if any) the customer will see when selecting it.
- Save the record. From then on, the Transaction Type field automatically appears on the header of the matching documents, letting users pick any of the types you've created.
- Use this field later to filter your lists and reports by the transaction type assigned to each document.
Key fields
| Field | What it's used for |
|---|---|
| Name | The type name as every user will see it when picking it (for example, "Wholesale"). It's required and can't be repeated. |
| Notes | An optional free-text field to explain what this type means or when it should be used, as an internal reference for your team. |
| Document Type | Restricts this transaction type to a single document type in the system (for example, only Credit Invoices). If left blank, the type is available on every document. |
| Mark Requests of this Type as Warranty | Applies only to Service Requests: flags requests assigned this type as covered under warranty. |
| Allow Creating Requests with this Status from the Customer Portal | Applies only to Service Requests: when enabled, customers can pick this type when creating a new request from the Customer Portal. When disabled, only internal users can assign it. |
| Notes Visible in Customer Portal | Optional text the customer sees in the Customer Portal when this type applies to their request, useful for explaining what choosing it means. |
Validations when saving
- The Name is required and can't be left blank.
- The Name can't be duplicated: you can't create two transaction types with the same name.
- The Name allows up to 200 characters.
- If you change the Document Type of a transaction type that already has documents assigned to it, the system rejects the change; you must first reassign those documents to another type (or clear it).
- A transaction type can't be deleted while it's still assigned to any document; the system lists the documents using it so you can reassign them to another type (or none) first.
Availability and permissions
- This feature is only available on the Enterprise plan; on any other plan, neither the catalog nor the "Transaction Type" field on documents appear.
- Requires the "Transaction Types" permission on your user group: browse to view the catalog, add to create new types, edit to modify existing types, and delete to remove a type.
- The "Transaction Type" field only shows up on a document if at least one transaction type is available for that document (unrestricted, or specifically restricted to it).
Tips and common mistakes
"I don't see the Transaction Type field on my document". First check that your company is on the Enterprise plan and that at least one Transaction Type exists with no Document Type restriction, or restricted specifically to the document you're using.
"I can't change the Document Type of an existing type". This happens when that transaction type is already assigned to existing documents. Reassign those documents to another type before trying the change again.
"I can't delete a transaction type". A type can't be removed while it's still assigned to any document. The error message tells you which documents are using it; reassign them before trying to delete it again.
If you need a type to apply only within one module (for example, only to Service Requests), use the Document Type field instead of leaving it available for every document — that keeps it from showing up where it doesn't belong.