Transactions overview

 

The most important operation whilst working in Kladana is creation of transactions.
You can create Transactions from most of sections of the system: Sales Orders, Supplier Invoices, Payments, Stock Adjustments, Write Offs, etc.

You can view the report consisting of all transaction ever created in the section: Overview >  Transactions.

Working with transactions is based on mostly the same principles regardless of Kladana section you are using.
Let’s see an example based on Purchasing > Purchase Orders.

1. Go to the Purchasing section and click + Order. You will now be redirected to order creation page.
2. Choose your company (on which account the purchase would be made) and Counterparty (in this case – Supplier) – these are the mandatory fields required to save the transactions.
   You can leave the field with Transaction Number empty – it will be filled automatically upon saving.
3. Press Add from Catalog button to add items into transaction from Product and Services catalog. Define prices, taxes, discounts.
4. Save the transaction.

If the document is viewed by several users simultaneously you will see their names on top of the screen – this helps if you need to edit and process transactions together.

 

The main features of transaction are:

• Print
• Send 
• Statuses 
• Draft-status
• Items
• Files
• Related Transactions
• Manual Counting of items

Print

Using “Print” button you can print documents. Click Print, select desired Print Form and format to create a file.
Kladana team adds new print forms in transactions every 2 weeks.

Send

Using “Send” button you can send the documents in Print Forms to your partners and clients directly from Kladana.

Status

Transaction statuses are meant to help you track the lifecycle of the documents.
For instance, for Sales Order transactions we have pre-applied a status model which includes such statuses as New, Shipped, Delivered, etc.

 

You can set up your own set of Statuses for another types of transactions

Draft

Draft-status allows you to create transactions and keep them as drafts until further notice.
If you mark document as draft then this document won’t affect any inventory and financial, etc. statistics and reports.

Items

List of items contains products and services that are meant to be the subject of created transaction.

Addition of items
You can add items to transaction using following methods:

1. Using search by name, produce/service code or SKU.
2. Manually entering SKU or scanning the barcode.
3. Importing a list of items from Excel or CSV document (Please refer to the Template (ссылка на файл) when creating you document for import).
4. By browsing through the product catalog.

Sorting of items

By default items in transaction are sorted in the order of addition – the last added item will be at the end of the list.
You can sort the items by name or SKU if that is more convenient to you.
Just click on the title of Name column and choose the option to sort the list by.
You can also change the position of item in the list by simply moving it up or down.

Editing of items

You also can replace an item for another or duplicate it.
Press the bulleted button at the end of the item line and choose Replace or Duplicate.

You can change quantity, price, discount and tax values.
Just simply put the cursor inside the field and edit the value.

Deletion of items

You can delete items from the transactions one by one or use group deletion:

In order to delete one item you can use the menu button at the end of the item line and choose Delete.

If you would like to delete several items at once, please mark the checkboxes of required items in the beginning of the line and then click the Delete button which would appear above the items table.

Images of items

If you will put the cursor upon the item’s image a tile with image preview would appear.
You can click on the image to view it in full, pop-up window with image will open upon clicking on it.

Files

You can load various files to Kladana, such as product images, document scans or templates of price tags.
You can always check out the list of all uploaded files here: Overview > Files

Related transactions

Related transactions function is meant to help you understand and track the connections and dependencies between transactions, like Sales Invoice and Payment, or Sales Order and Shipment.

You can check all the related document and see connection scheme if you open Related Transactions tab next to the Items tab.
Once you overviewed the documents you can click through each one of them to see them in detail.

Let’s see an example of you can easily turn Related transactions into tracking advantage when it comes to your business processes:

Let’s imagine that we have received a Sales Order.

1. Create Sales Order transaction:
   • Fill in the required fields (company and customer)
   • Add some items to the transaction
   • Click “Save”

 

2. Click “Add related” button in top menu of transaction and add “Sales Invoice”.

• You will see that invoice already contains the positions from previously created “Sales Order”
• Click “Save” to save the transaction
• If you click on “Related transactions” tab, you will see that Sales Invoice is already connected with previously created Sales Order.
• Now you can Print the document or Send it directly to the customer in required format.
• Let’s move further let’s imagine that some time has passed and customer has paid for the order.

 

3. Open Sales Invoice transaction, click “Add Related” and choose “Incoming Payment”.

 

• You will see that “Incoming Payment” transaction already contains data that is required to register the received payment.
• Click “Save” and see the balance of customer being updated.
• If you check the Related Transactions tab you will see that Incoming Payment is connected to Sales Invoice and hence connected to Sales Order.
• If you now open the Sales Order, you will see that it is now marked as “Paid”.
• Now, the order has been paid, so it’s time to ship it to customer.

4. Open Sales Order transaction and click “Add related” and choose “Shipment”:
   1. Created Shipment will already contain all the items from the order.
   2. Click on Save and see the Customer’s balance being updated.
   3. Click on “Related transactions” to see that scheme now contains 4 transactions: Sales Order, Sales Invoice, Incoming Payment and Shipment.
   4. If you open Sales Invoice you will see that it is now marked as “Shipped”.

Congrats, you have shipped you first order in Kladana!

Adding related transactions is not the only way to create links between transactions,

You can also create a link if you open “Related transactions” tab and click “Link transaction”.
A pop-up with list of Transactions will open, you can mark the required transaction in the list and click “Link”.

In order to delete the Link put the cursor over transaction in the scheme and click the delete button.

A confirmation window will open where you can confirm the deletion of the link.

Please note that you cannot delete links with prepayments.