Managing Transactions

Updated on: 01/26/2025

With AENTE, managing your transactions becomes much easier. Income and expense entries are properly cataloged, and combined with payment functionalities, they bring greater transparency and accessibility to your company’s accounts.

Creating Transactions

To begin creating a Transaction, certain prerequisites must be met, as outlined below:

1. You must have a provider account.
2. Active partner companies, registered, and located in the same area as the person creating the transaction.
3. Raw items properly created and active within the account.
4. Your provider account must be assigned a role with the appropriate permissions for creating Transactions, including the following:

Click here to view the permissions.

1. Supply Chain Purchase Order Get All
2. Supply Chain Purchase Order Show
3. Supply Chain Purchase Order Create
4. Supply Chain Purchase Order Approval Users List
5. Supply Chain Purchase Order Get Trackings
6. Supply Chain Purchase Order Get Payments
7. Supply Chain Purchase Order Approval Get All
8. Supply Chain Purchase Order Change Status
9. Supply Chain Purchase Order Update All
10. Supply Chain Purchase Order Verify
11. Supply Chain Purchase Order Download PDF
12. Supply Chain Raw Item Get All
13. Supply Chain Raw Item Create
14. Supply Chain Raw Item Search
15. Supply Chain Raw Item Get Added Meta Key Lists
16. Supply Chain Raw Item Get Brands
17. Supply Chain Raw Item Get List
18. Supply Chain Raw Item Get Scan Data
19. Supply Chain Raw Item Get Size
20. Vendor Get List
21. Vendor Get Types

Once all necessary configurations are in place, you can proceed with the steps below to create a Transaction:

1. Click on the module labeled “Supply Chain”.
2. After entering the module, select the option “Transactions”.
3. Click the blue button ”+” to initiate the creation of a new Transactions.
4. Click on the “Transactions Type” field.

Note: After completing step 4, a list of types will be displayed for selection. It is IMPORTANT to understand that, depending on the selected type, the other fields of the resource will adapt to the chosen option. Examples of these impacts include:

• When the Purchase type is selected, only companies (classes) of the following types can be attached to the transaction: Distributor, Supplier, Reseller, and Government.
• When the Sale type is selected, only companies (classes) of the following types can be attached to the transaction: B2B Customer and Government.
• When the Tax Payment type is selected, only companies (classes) of the Government type can be attached to the transaction.
• When the Loan type is selected, only companies (classes) of the following types can be attached to the transaction: Bank and Shareholder.
• When the Provided Service or Provider Payment types are selected, there will be no need to attach any company (class).

5. Click on the “class” field and view the list of partner companies that match the selected company type.

Note: If the transaction type is Provided Service or Provider Payment, the 5th step does not need to be executed.

6. Click on the “Locations” field and select the location to which the transaction will be directed.

Note: This step is very important to define which location, among all those registered in the system, will be responsible for that income or expense transaction.

7. Click on the “Transaction Date” field and fill it in with the date the transaction is being or will be carried out.
8. Fill in the “Delivery” field with the estimated delivery date of the item that will be added to the transaction.
9. Click on the “Attach File” field to attach the invoice of the item or any important document related to the transaction.
10. Add an item to the transaction.

Note: This part is very important, as it is where we will define which item will be purchased or sold, and which payment will be made or received. There are two ways to attach an item to the transaction:

• The first method is by filling in the Item Code field (which can be found in the raw item resource of the supply chain module) and clicking the SCAN button.
• The second method is by clicking the Add Item button and filling in the text field with the name of the item.

Note: If an item of the RAW type is added, the “Brand”, “Size”, “Quantity”, and “Value” fields will be made available for filling in.

Note: More than one item and even different types can be added to the same transaction.

11. Fill in the “Discount”, “Tax”, and “Transportation Cost” fields (if necessary).
12. Click on the “Payment Type” field and select one of the options depending on your needs (Cash Payment or Deferred Payment).

Note: If the Deferred Payment option is selected, it will be necessary to fill in the “Times” field to represent the number of installments. If the Cash Payment option is chosen, the “Payment Date” field must be filled in.

13. Click on the “Create Transaction” button.

Approving/Rejecting a Transaction

The process of approving a transaction is crucial, as only transactions authorized by a user can be finalized in the system and recorded as income or expense. To approve a transaction, certain prerequisites must be met first:

1. You must have transactions in the system, created by you or another user.
2. You must have a provider account authorized to approve transactions with the following permissions:

Click here to view the permissions.

1. Supply Chain Purchase Order Get All
2. Supply Chain Purchase Order Show
3. Supply Chain Purchase Order Create
4. Supply Chain Purchase Order Approval Users List
5. Supply Chain Purchase Order Get Trackings
6. Supply Chain Purchase Order Get Payments
7. Supply Chain Purchase Order Approval Create
8. Supply Chain Purchase Order Approval Get All
9. Supply Chain Purchase Order Change Status
10. Supply Chain Purchase Order Update All
11. Supply Chain Purchase Order Verify
12. Supply Chain Purchase Order Download PDF
13. Supply Chain Raw Item Get All
14. Supply Chain Raw Item Create
15. Supply Chain Raw Item Search
16. Supply Chain Raw Item Get Added Meta Key Lists
17. Supply Chain Raw Item Get Brands
18. Supply Chain Raw Item Get List
19. Supply Chain Raw Item Get Scan Data
20. Supply Chain Raw Item Get Size
21. Vendor Get List
22. Vendor Get Types

Once all necessary configurations are in place, you can proceed with the steps below to approve Transactions:

1. Click on the module labeled “Supply Chain”.
2. After entering the module, select the option “Transactions”.
3. Select or search for a transaction that you wish to authorize.

Note: It is not necessary to have a transaction already created in the system. It is possible to create a transaction and approve it right after

4. Click on the “Approvals” tab.
5. Click on the “Add Approval” button.
6. Click on the “Status” field.
7. Select the Accept option to approve the transaction, or click Reject to reject the transaction.
8. Click “Save”.
9. Click on the button that will appear with the name “Verify” to confirm the action performed
10. Select one of the available options (Bill or Reject)
11. Click “Save”.

Note: After the action is taken, the status of the transaction will be changed, and it will either be available or not in the system. It is IMPORTANT to know that the action cannot be undone or edited.

Requesting Transaction Approval

The process of requesting approval for a transaction allows different people or departments to communicate and assess all aspects of that transaction. For this reason, it is possible to request approval from multiple responsible parties for any transaction in the system. To request approval for a transaction, certain prerequisites must be met:

1. You must have transactions in the system, created by you or another user.
2. You must have a provider account authorized to request approval for transactions with the following permissions:

Click here to view the permissions.

Once all necessary configurations are in place, you can proceed with the steps below to request transaction approval:

1. Click on the module labeled “Supply Chain”.
2. After entering the module, select the option “Transactions”.
3. Select or search for a transaction that you wish to request approval for.

Note: It is not necessary to have a transaction already created in the system; you can create a transaction and approve it right after.

4. Click on the “Approvals” tab.
5. Click on the “Add Approval” button.
6. Click on the “Status” field.
7. Select the “Accept” option to approve the transaction or click “Reject” to reject the transaction.
8. Click on the option “Select any other user approval needed”.
9. Fill in the text field with the name of the user whose account should review and provide approval or rejection of the transaction.

Note: Multiple reviews can be selected for different people. Simply fill in the text field with all the names you wish (one after the other).

10. Click on “Save”.
11. Done! The desired user can now access their account, locate the transaction that has been requested for review, and follow the steps to approve or reject it.

Reconciling a transaction

The process of reconciling a transaction is very important because through it it is possible to confirm receipt of the items for that transaction, attaching invoices and even specifying the quantity received. For payments the behavior is similar. To reconcile a transaction, some prerequisites must be met:

1. Transactions must be created and approved in the system.
2. You must have a provider account authorized to request approval for transactions with the following permissions:

Click here to view the permissions.

Once all necessary configurations are in place, you can proceed with the steps below to reconcile a transaction:

1. Click on the module labeled “Supply Chain”.
2. After entering the module, select the option “Transactions”.
3. Search for a transaction that you wish to reconcile.
4. Look for the blue button in the actions section called “Reconcile PO”.

Note: This button will only appear if your transaction has been approved.

5. Click on the “Receive Goods” button.
6. Fill in the “Invoice Number” field with the invoice number.
7. Attach the invoice in the “Attach File” field.
8. Check item information, including size, quantity received, among others.

Note: If any information is not consistent with what it should be, the transaction may be rejected following the manual from step 11 onwards Note: If the item(s) attached to the transaction are of the Basic type, steps 9 and 10 below will not need to be performed.

9. Click on the “Stock Details” button.
10. Register those items in stock by clicking the Generate button in the respective fields (Lot Number, Serial Number, Manufacturing date and Expiry Date).
11. Fill in the “Invoice Notes” field if necessary.
12. Click on the “Create receive goods” button.
13. Click on the “Check” button.
14. Click the “Verify” button (This action can be performed by another authorized person).
15. Click on one of the available options below (Accept or Reject).
16. Click on “Save”.
17. Done! Your transaction has been successfully received in the system.