Customising the Transactions Table

The Transactions table is the hub of accounting and can be customised to support a multitude of functions, such as entering quantities and prices, VAT, cost and profit centres and much more.

The table can be customised by displaying or adding columns, so that certain functions are only activated when needed.

Default settings

The Transactions table is set up with standard columns, such as Date, Description, etc., which are already visible when the file is opened. The user can decide which columns to make visible and customise with the command from the menu Data > Columns setup.
There are specific columns for the type of file opened. For example, in double-entry accounting, there are Debit and Credit columns, whereas in Income and Expense accounting, there are Account and Category columns.

The columns common to all accounts are fully explained on the page Columns of the transactions table - Double-entry, as listed:

• Columns for entering different dates
  Currency date, document date, due date or estimated date
• Documents
  Columns to insert references to documents or protocol.
• Remarks and observations
  To add additional information of all kinds.
• Links to digital documents
  To immediately display the movement receipts.
• Document type.
  To indicate the type of entry (e.g. 01 means opening balance.)
• Invoice number
  • To keep track of invoices sent to customers.
  • To issue invoices to customers (integrated invoicing).
  • To keep track of invoices received from suppliers.
• Cost and Profit centers
  To subdivide costs and revenues into specific accounts for projects or other
• Segments
  To obtain branch or business sector reports.

Here listed the columns only present in certain types of accounts:

• VAT management
  Columns only present in accounts with VAT.
• Multi-currency accounting
  Columns only present in double-entry accounting with multi-currency.

Customising the display

You can adapt the table display to your specific needs, as follows:

• With the command Data > Column setup 
  • By changing the width and formatting of columns.
  • By changing the order in which columns are displayed.
  • By making visible or hiding columns already present.
• By creating or modifying new views with display settings (Tables setup)

Adding additional columns

You can add additional columns according to your needs. The options are:

• Add preset columns with specific functionalities
  For example, columns for quantities, unit price (as explained in the next section).
• Add free columns (Data > Columns setup)
  To insert any other information required.
• Add columns and link them to tables added by the user
  You can add additional tables, e.g. the Projects table, and then create a column where you can enter the name of the project.

Additional columns quantities and prices

You can enter quantities and prices directly in the accounting file.

Specific columns are displayed from the menu Tools > Add / Remove Functionality. The following columns are added in bulk:

• Article identifier
  Which is linked to the Items table
• Quantity. A numerical value
• Unit price
• Descriptive quantity.

If you enter a value in the quantity or price column, the programme automatically calculates the amount by multiplying the two values.

These columns can be used for various purposes:

• Manage quantities and prices for cost accounting.
• Specify the elements of an invoice.
• Enter the movements of items indicated in the Items table or to manage the purchase and sale of securities (see Portfolio extension).

Link to the Items table

The Items table is a kind of mini-warehouse integrated into the accounting , where: 

• You can enter the list of products, quantities and prices.
• When you enter an item in a line in the transactions table, the programme automatically takes over the description and sales price.
• If you enter transactions in the Transactions table by entering quantities, the programme updates the current quantity in the Items table.

Additional Payment Management Columns

They are added from the menu Tools > Add / Remove Functionality
Please refer to the explanation in the Payment Management page.

Additional columns end date, repeat

You can also add specific columns to insert automatic movements in the Recurring Transactions table.

They are added from the menu Tools > Add / Remove Functionalities
Please refer to the explanation Automatic Transactions.

Recurring Transactions table

The Recurring Transactions table has the same columns and arrangements as the Transactions table. If you change the display of columns in the Recurring Transactions table, this will also be changed in the Recurring Transactions table.