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Transactions Module Settings

  • Updated

Settings_-_6_Transactions.png

 

Default Search Field

In Artsystem5 the default setting for Search, in any module, is All Fields for the most efficient and comprehensive record gathering. However, a specific field can be selected here to pre-set the module search parameter for a more targeted starting point.

EXAMPLE: If the user is engaged in a project requiring repeated queries of Transactions by "Shipping Date", the default Transactions module Search In field can be set to Shipping Date.

search_In_Transactions.png

To return again to the original default setting, set the Default Search Field to the empty option (as shown in the screenshot at the top of the page).

NOTE: The Default Search Field is a local Setting, which will reset to the original default setting when the browser cache or cookies are cleared. See also Settings Overview: Making Changes.

 

Transaction Numbering

The Transactions module Settings includes a grid of all Transaction types with their currently assigned  Prefix, Next Number, and Leading Zeros. To manage, customize, and adjust these components of the module numbering system, double click in the desired field and edit the value.

NOTE: Adjustments made in this grid are not retroactive, and will be applied when subsequent Transaction records are generated.

 

Upon changing Retail Price on Transaction

This option governs how the application behaves when the Retail value of a Work record is edited directly on a Transaction.

  • Automatically update - will AUTOMATICALLY update the Work Retail value, without prompting, when the Transaction is saved.
  • Prompt for update - will PROMPT the user to update the Work Retail value when the Transaction is saved. This is the default selection.
  • Never change - will NEVER update the Work Retail value, without prompting, when the Transaction is saved.

changing_retail_price_prompt.png

 

Payable when Received in Full?

Checkmark this option if all monies due to the artist/consignor will be payable to them ONLY after payments have been received in full from the purchaser/client listed on the Invoice Transaction.

NOTE: This option will affect display of various Financial Reports.

 

Prompt for Artist Categories

This option will enable a prompt asking to Assign Artist Categories to Contact upon saving a Transaction. This feature can be used as an extremely useful marketing tool by facilitating ViewSets based on client purchase history.

Categories can be assigned to Artist records, and if Works by artists with assigned categories are added to a Transaction, the prompt allows the user to select and transfer those categories to the recipient Contact record.

When prompted, checkmark any desired categories that should be transferred; then click OK to apply the selected categories to the Contact, or click Cancel to close the prompt without transferring any categories.

NOTE: Even if previously canceled, the prompt will always be displayed when a Transaction is edited and re-saved.

 assign_artist_categories_to_contact.png

 

Verify Shipment on Save

This option is used to enable an additional prompt when clicking on the Shipped checkbox. Some items, like Location and Status, are adjusted when a Transaction is marked as Shipped, and cannot be easily reverted. The prompt serves as a reminder to double check the Transaction details before saving.

 

Show Accounts

This option reveals financial accounting related fields within different areas of Artsystem5, as well as enabling the General Chart of Accounts found in the Transactions>Edit List Fields menu. The accounts work with the Quickbooks export feature. For additional information about Quickbooks integration or using the Account fields, please reach out to Artsystems Support.

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