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Creating, Editing and Closing a Transaction

Purpose

It creates and edits transaction records for trucking, transload, chassis and scale-ticket work, and it closes them.

Who does this

Office and billing staff who record charges, correct them, and mark them ready for invoicing.

Before you start

  • You have the right account (see Permissions and Access).
  • The record and date you are working on are correct.
  • Words you do not know are in the Glossary.

Access

Accounting, then the AP or AR list for the kind of work you are billing.

Before you start

  1. Open the list and check the account, source, company, reference and rate on the rows.
  2. Find the rows you mean. Make sure you are not mixing rows from different companies.
  3. Check you can see the menu you are billing from. Being able to open a page does not mean you are allowed to change every row on it.

Creating or editing

  1. Create the transaction, or open the one you are correcting.
  2. Fill in or change the header and the lines.
  3. Save, then reopen the record and check the values took.

Closing transactions

  1. Select only the rows that should get the same values. See the warning below.
  2. Check the status, completion date, invoice or cheque number, and remark.
  3. Submit once.
  4. Refresh the list and reopen every row you selected. Confirm each one reads as you intended.

The first row you select sets the company used for all of them. If your selection spans two companies, split it. Close one company's rows, then the other's.

Closing does not check whether a row was already handled. Check before you close a second time.

If something goes wrong

Situation What to do
The rows are from different companies Stop. Split the selection and close each company separately.
The save timed out or the result is unclear Reopen every row you selected before trying again. A repeat can change rows that already succeeded.
A row says "no matching containers" or similar The source is incomplete. Fix the source record first, then create the transaction.
The closed values are wrong Correct them through the usual accounting correction. There is no single undo for a close.
You cannot open a row you expected to change Ask for access. Do not work around it.

Who owns the next step

Billing owns the close. From there the invoice is a separate job — see Billing and close review. Attach any supporting document separately — see Attaching a Document to a Transaction.