Set Up User Defined Fields - Transaction Sources Tab

Access this tab with Administrative user rights using Organization>Set Up User Defined Fields. This requires exclusive access to the organization and system databases.

Use this tab to determine where to assign Transaction Document and Transaction Line type user defined fields that were created on the Setup tab.

• If the field was set up as a Document type, the fields display on a new tab named "User Defined Fields." For example, if you create a user defined field for a CR transaction source code, the existing Cash Disbursements entry form changes to a tab entitled "Transaction Entry," and the system adds a new tab named "User Defined Fields."
• If the field was set up as a Transaction Lines type, the fields display as columns added to the existing transaction entry/detail table on the form designated here. For example, if you create a user defined field for a CR transaction source code, new columns are added to the transaction entry table (Transactions>Enter Cash Receipts).

If you own the MIP Advance system and get the message that you do not have exclusive access, be sure to review the System>Manage Concurrent Users and System>Manage Services forms; sending emails to the users accessing the system and explaining the need for exclusive access, remind them to save their changes and log out of the system quickly. Afterwards, if you still need to establish exclusive system access, open System>Manage Services. Click the Set Maintenance Mode button and set the organization and system databases offline. This will set the system into maintenance mode and prevent others from logging on to the system but it will also kick the logged on user's out of their databases; thus losing any unsaved work. Once the User Defined Field is created, you will need to clear these check boxes on the Set Maintenance Mode form and place the organization and system databases back online.

 

Transaction Sources Available Items, Selected Items: The system displays all available transaction source codes and their descriptions. Use the Mover ( > ) to move a code from the Available Items box to the Selected Items box.

The BD Transaction Source can only be used for Transaction Line type user defined fields that are assigned a number. Furthermore, it must be selected with at least one other Transaction Source. This allows you to capture "actual" amounts that can then be tracked using the Activities>Budget Worksheet.

Depending on the Transaction Source code selected here, the user defined field appears on the following forms. (You may not see all transaction sources, depending on the modules you have installed.)

Transaction Source	Transaction Document and Transaction Line Forms
APC	Transactions>Accounts Payable>Enter Manual A/P Checks
API	Transactions>Accounts Payable>Enter A/P Invoices
APM	Transactions>Accounts Payable>Enter A/P Credits
APS	Transactions>Accounts Payable>Edit Pay Selected A/P Invoices
ARB	Transactions>Accounts Receivable>Enter A/R Invoices
ARC	Transactions>Accounts Receivable>Enter A/R Receipts
ARP	Transactions>Accounts Receivable>Enter A/R Receipts - Prepayments
ARM	Transactions>Accounts Receivable>Enter A/R Credits
ARS	Transactions>Accounts Receivable>Edit A/R Invoices
BD	Transactions>Enter Budget
CD	Transactions>Enter Cash Disbursements
CDS	Activities>Check Writing>Write Checks
CR	Transactions>Enter Cash Receipts
CRS	Activities>Receipt Writing
ENC	Transactions>Encumbrances>Enter Encumbrances
ENL	Transactions>Encumbrances>Enter Encumbrance Liquidations
JV	Transactions>Enter Journal Vouchers