Manage Linked Transactions

1Overview #

Licence. Linked Transactions is a module of its own. Auto Set-Off (F4) is a feature of it, bought on its own: without it the button is not shown and F4 explains why; Set Off, Short Close and Reopen do not need it.

2Step by step #

1. Set the filters - Show (Pending or Closed), the voucher type(s) (F2, blank = all), party and dates - and press Apply . Nothing is read before that.
2. In the grid, each column's menu filters, sorts and groups; drag a column header to the bar above the grid to group by it. The footer counts the rows and totals the amount, per group too.
3. Click a row to act on it: the bar above the grid shows its actions. Double-click opens the voucher.
4. To bill or receive against sources, tick them (one type, one party) and press Set Off (F5) . The target voucher opens with those sources loaded - check it and save it there, then Refresh here.
5. To give up a whole voucher, tick it and press Close voucher… ; to give up some lines, pick the row and press Short-close… . Both ask for a reason .
6. Show: Closed lists what has been closed - here or on the desktop. Tick lines and Reopen ticked… to put a balance back.

3Actions #

• Set Off (F5) - opens the Link To voucher type with the ticked sources (or the picked row) loaded. Asks for the type when the rows name none or several. An accounting target takes one source at a time.
• Auto Set-Off (F4) - creates the vouchers for you: one per party, from the ticked sources. A preview shows each voucher with its lines and totals first; answer what it asks (the transaction class when the link settings leave it open, the voucher number when numbering is by hand), untick any party to leave it out, then Create (F5) . The result lists every voucher, saved or not - click a saved one to open it. Sources whose status the link settings exclude are left out and named. Types that need a member, cash / card collection, an original document, a job order, an AMC agreement or an instalment plan cannot be auto set-off - use Set Off.
• Item-wise pending - the lines still pending on the voucher: ordered, used, balance.
• Set-offed vouchers - every voucher that took from this one; one opens straight away.
• History / History chart - the chain below this voucher step by step, as a list or as a pivot. Type history chart shows every voucher of one type.
• Properties - the voucher's status history.
• Change status… - needs Change Status on the voucher type; offers only the statuses that type allows you, with remarks. F5 changes it.
• Reserve stock (F3) - reserve stock against an order's lines, where the voucher type allows reservation and does not itself move stock.
• Price comparison - the latest net price of each item from each party over the ticked vouchers.
• Print (Ctrl+P) and Export - the list as filtered.

4What a close changes #

• Close voucher gives up everything still pending on it; Short-close gives up the lines you tick. Both need a reason from the list (Linked Transactions -> Short-Close Reasons), and remarks when the reason asks for them.
• The balance leaves this list, the link picker on bill and challan entry, the sales-order credit check and the order reports' pending figures.
• Nothing already delivered changes: bills, stock and the ledger are untouched.
• A voucher with no item lines (pending by its amount only) shows nothing under Item-wise pending and cannot be short-closed line by line; Close voucher closes it whole, and it then shows in Closed as one row.
• Reopen puts the balance back; the close stays in the log.

5Who may do what #

• The module : the company's licence must include Linked Transactions . Without it the menu hides the page and every request is refused.
• The page : Execute on Manage Linked Transactions (User Manager -> Tools) - the right the desktop screen asks for. Without it the menu hides the page, and every request is refused.
• Close, short-close and reopen : also Can Close Link Source on each voucher type involved (User Manager -> Vouchers). A type you hold no right on is refused and named.
• Change status : Change Status (Approve) on the voucher type; a locked voucher or your period limit refuses it too.
• Reserve stock : Stock Reserve on the voucher type.
• Set Off and View entry : the voucher screen that opens applies its own rights.
• Administrators hold every right through the permission function.

6Fields #

• Vh. No - the internal voucher number; Ref No - the number printed on the document; Row ID - the voucher's link id.
• Link To - the voucher type this row sets off into. A source that several types can take shows once per type.
• Amount - the source voucher's amount (the footer sums the list).
• Status colours the row: Approved green, Cancelled red and struck through, Rejected red, Altered blue, On Hold magenta.
• Is Closed - the voucher's own closed flag. (IsErp) {
• Branch - the source voucher's branch (ERP edition). }

7Why is the list empty? #

• The filters: clear the party and dates, untick the voucher types, and Apply .
• The switch: with Remove after a single set-off on, a source partly set off is gone. Turn it off to see it.
• Only posted , not-cancelled vouchers appear. (IsErp) {
• Your branches: the list shows your branch, plus sources whose link settings share them across branches (the line under Apply names your scope). }

8Rules and integrity #

• The balance is re-read when you close: a line set off, closed or cancelled since the list was read refuses the whole close - nothing is closed on a stale screen.
• A close is all or nothing , and every close and reopen is logged (line, reason, remarks, balance given up, who, when). The log is never edited.
• Every problem is listed at once, numbered; a refusal names what you lack.
• Auto Set-Off saves each party's voucher on its own: one that fails (credit limit, stock, a missing class) is reported and the rest still save. Each voucher links only its own party's sources.
• The pending figures here are what each source still has, whatever the warehouse has done. A receiving voucher type that waits for the warehouse (Voucher Manager -> Linked Transaction properties -> Warehouse Condition) takes only what is put away or picked: Set Off loads only that much, and a voucher Auto Set-Off creates beyond it is refused at its save (the rest still save) - put away or pick the rest first.
• The desktop's custom query setting does not apply here.

9If something does not work #