Knowledgebase articles
- Welcome to the Knowledge Base
- Introduction
- Training
- Getting Started
- Preferences
- Activities
- Cases
- Forecasts & Quotas
- Importing Data
- Leads
- Marketing
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Products
- Mailshots
- Upload Library
- Templates
- Event Management
- Compliance Records
- Spotler Integration
- What is Spotler?
- Navigating your Spotler homepage
- GatorMail
- GatorLeads / Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- GatorSurvey
- GatorWorkflow
- GatorPopup
- Opportunities
- Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
- Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
- Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
- Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
- RevenueGrid Intelligence and Engage
- Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
- Outreach
- Installation
- Outreach Authentication
- Sync People to Outreach Prospects
- Sync Organisations to Outreach Accounts
- Sync Workbooks Opportunities to Outreach
- Sync Tasks/Activities from Workbooks to Outreach
- Sync Outreach Sequences to Workbooks
- Sync Outreach Sequence States to Workbooks
- Sync Outreach Sequence Step Numbers to Workbooks
- Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
- Sync Outreach Tasks/Calls/Meetings to Workbooks
- Scribe/Workbooks Connector
- RingCentral
- Auditing
- Comments
- People & Organisations
- Reporting
- Introduction to Reporting
- Using Reports
- Introduction to Charts
- Exporting Reports
- Advanced Reporting
- Report Snapshots
- Dashboards
- Transaction Documents
- Introduction to Transaction Documents
- Displaying & Adding Transaction Documents
- Copying Transaction Documents
- Transaction Documents Fields Help
- Transaction Documents Line Items Help
- Printing & Sending Transaction Documents
- Managing Transaction Document Currencies
- Managing Transaction Document Statuses
- Setting a Blank Default Currency on Transaction Documents
- Credit Notes
- Customer Orders
- Invoices
- Quotations
- Supplier Orders
- Contract Management
- Sagelink
- Introduction to Transaction Documents
- Auditing
- Configuration
- Introduction to System Administration
- Users & Security
- Preferences
- Database
- Accounting
- Email & Integration
- Customisation
- Creating & Modifying Picklists
- Theme
- Record Types
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- Automation
- Contact Support
- Releases & Roadmap
Introduction to Transaction Documents
An overview of what the different Transaction Documents are and what you can do within them, such as managing pricing schemes, process orders in different currencies etc.
Workbooks includes a number of object record types relating to financial transactions, which can be printed to PDF so that they can be sent to Prospects, Customers and Suppliers. These records are commonly referred to as Transaction Documents. Transaction documents include:
NOTE: Transaction Documents are generated with a state of DRAFT and can be modified and deleted. Once a Transaction Document is set to a POSTED they can only be modified if a User has the correct Capabilities and cannot be deleted by any User.
You can generate new Transaction Documents easily by using the Copy Document functionality. In addition, you can see at a glance the gross margin amount and percentage for the transaction by using the Analysis Reveal. If the Transaction Document has been raised in a foreign currency you’ll see these figures in both your home and the foreign currency. (This makes it possible to report across all your transactions in one common, home currency.)
Custom fields can be created to appear on Line Items. These are particularly useful for recording information such as the serial number of a piece of equipment, who is to deliver a particular service and so on. If the custom field has been made ‘searchable’ it makes finding a particular piece of kit very easy.
Sales tax will be added to Transaction Documents based on the Tax Codes identified for the Tax Regime under which your Own Organisation operates. These can be managed by your System Administrator.
NOTE: A VAT number must have been entered on your Own Organisation record in order for you to activate Line Item columns for sales tax.
Workbooks is pre-configured with default templates for each document type. You can tailor these documents by changing the colour of the font, uploading your company logo and controlling which fields from the document record are displayed on the PDF. Click here for more information on customising document templates.
Tip
Remember that you can control which columns are visible in the Line Items grid (and can add custom fields to the grid to record specifics such as the serial number of equipment, the location of a piece of kit, the consultant involved in delivering a service, and so on).
Using Transaction Documents you can:
- Track cost prices, sales prices and gross margins.
- Manage special pricing using Pricing Schemes and Supply Schemes.
- Process orders in different currencies.
- Track your order approval and fulfilment processes.
In addition, if you have a SageLink licence you can synchronise Orders, Credit Notes, Invoice and account information from Workbooks directly with Sage Line 50 or Sage Line 200.
You can control whether Transaction Documents display People, Organisations or both using the Customer Transaction Type Setting here.