Setting up Transaction References (TRS)

Transaction Reference Format

An identifying code for this format.

Description

The full name or description of the data item or record. This is used to identify it on reports and inquiries.

Status

Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.

• Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
• Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
• Suspended/Held - a suspended record.
• Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

You can alter the status of a record at any time. You must use the options on the Action menu to change the status.

Lookup Code

A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.

Short Heading

The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.

The format of a transaction reference can be broken down into four parts, each of which has a separate section on the form so they can be defined individually. It is not mandatory that all four parts are used. Each of these sections contains the same fields:

Type

This defines the type of data of the part. The corresponding values are defined in the Value field. The options are:

• Number Stream
• Constant
• Operator Id
• Input by Operator at Run Time
• Journal Class
• Voucher Number Stream
• Not Used.

Note: 

• At least one of the part types must be either Number Stream or Voucher Number Stream. If either Journal Class or Voucher Number Stream is selected for one of the transaction reference parts, the other must also be selected as another part, as the two work in conjunction.
• You can only use non-numeric items for transaction references in payment documents. To use a date, period or any other non-numeric item it must be manually added to the payment document report within Report Designer (RED).

Use Analysis

Check this box if this part of the transaction reference is to be varied by referring to analysis held on the transaction.

Value

The value for the part, depending on the type of data defined in the Type field. That is:

• Number Stream - enter a valid Number Stream.
• Constant Value - enter the value.
• Operator Id - leave blank.
• Date/Period - specify a date or period using the correct value.
• User Input - leave blank.
• Journal Class - value is deactivated.
• Voucher Number Stream - enter a valid voucher number stream.

Length

The number of characters for the length of the part.

Delimiter

The character to be used between this part and the next part of the transaction reference. This field is optional.

Note:  If this field is left blank, the default value of space is inserted when this Transaction Reference is used. You must set the delimiter to '0' zero for no delimiter to be inserted.