All OMS Transactions

All OMS Transactions allows you to view and manage all individual billing transactions generated for OMS accounts. Each transaction represents a specific service charge, showing details such as service type, description, cost value, and its relationship with statements and billing cycles.

This tool is essential for 3PL administrators who need to review individual transactions, identify specific charges, edit or delete unfactured transactions, and export data for detailed analysis. It provides a granular view of all charges that make up billing statements.

Why use All OMS Transactions?

Detailed Transaction View

View each individual transaction that makes up billing statements, allowing you to review specific charges in detail.

Unfactured Transaction Management

Edit or delete transactions that haven’t been invoiced yet (ID_Invoice = 0) to correct errors before generating statements.

Advanced Filtering by Year

Filter transactions by period (last month, last 3 months, or by specific year) to focus on relevant periods.

Complete Search and Filtering

Search and filter by account, statement, date, service type, description, statement number, or hub to quickly find specific transactions.

CSV and Excel Export

Export all visible transactions to CSV or Excel for external analysis, custom reports, or integration with accounting systems.

Automatic Totals

The system automatically calculates cost totals for visible transactions, showing precise sums with up to 8 decimal precision.

Accessing All OMS Transactions

You can access All OMS Transactions from:

1. 3PL Billing Menu: Navigate to 3PL Billing > Transactions > All OMS Transactions
2. Directly: Access /all_transactions.php
3. From OMS Client Statements: Click the “All Transactions” link at the top of the page

Required Permissions

All OMS Transactions requires:

• Warehouse administrator permissions (UserLevel = 2 and UserWH = 1) OR listing permissions
• The 3PL Billing module must be enabled (3pl_billing = 'Y') for warehouse administrators
• For UserLevel = 1 (OMS clients): Only see their own transactions and don’t see Company Name or Actions

Information Shown in the Table

The All OMS Transactions table shows the following columns for each transaction:

Basic Information

• Company Name: Company name (OMS account) - hidden for UserLevel = 1
• Statement Name: Name of the statement to which the transaction belongs
• Date: Transaction registration date (RegisterDate)

Volume Information

• Total Items: Total number of items in the transaction
• Total Sku: Total number of unique SKUs in the transaction
• Total Qty: Total quantity of units in the transaction

Service Information

• Service Type: Type of service billed (ID_ServiceType)
  • Shows the descriptive name of the service type
  • You can filter by specific service type
• ID Reg: Identifier of the related record (ID_Reg)
• Description: Detailed transaction description

Financial Information

• Cost Value $: Transaction cost value
  • Shown with 2 decimals for readability
  • Calculations are performed with 8 decimals for precision
  • Negative values indicate credits or adjustments

Billing Information

• Statement Number: Statement number (ID_Invoice)
  • If 0, the transaction hasn’t been invoiced yet
  • If it has a value, the transaction is already included in a statement
• Cycle ID: Billing cycle identifier (ID_Cycle)
• Hub: Hub or warehouse where the transaction originated (warehouse_hub)

Actions

• Actions: Available actions for the transaction
  • Edit: Edit the transaction (only if ID_Invoice = 0)
  • Delete: Delete the transaction (only if ID_Invoice = 0)
  • Hidden for UserLevel = 1

Filter Transactions by Period

You can filter transactions by period using the year dropdown menu:

1. Locate the Year Filter

   At the top of the table, you’ll find a dropdown menu with the current period selected.

2. Select a Period

   Click the dropdown menu and select:

   • Last month: Last month of transactions
   • Last 3 months: Last 3 months of transactions
   • Transactions [Year]: A specific year (e.g., Transactions 2024)

3. Apply the Filter

   The filter applies automatically and the table updates showing only transactions from the selected period.

Default Filter

The default filter is saved in your user configuration. Next time you access, the last filter you used will automatically apply.

Past Years

If you select a past year, the button will show a warning icon to indicate you’re viewing historical data. Consider changing to the current year to see recent transactions.

Search and Filter Transactions

You can search and filter transactions using multiple methods:

General Search

1. Use the Search Field

   Enter terms in the general search field at the top of the table.

2. Apply the Search

   The search applies automatically after 1 second of inactivity (1000ms delay).

Column Filters

You can filter by specific columns using filters below each header:

1. Company Name: Filter by company name (text)
2. Statement Name: Filter by statement name (text)
3. Date: Filter by date range using the date picker
4. Service Type: Select a specific service type from the dropdown menu
5. Description: Search in descriptions (text)
6. Statement Number: Filter by statement number (text)
7. Hub: Filter by hub or warehouse (text)

Search with Delay

Text filters have a 1-second delay before applying the search, allowing you to type complete terms without executing multiple searches.

Edit a Transaction

You can edit transactions that haven’t been invoiced yet (ID_Invoice = 0):

1. Locate the Transaction

   Find the transaction you want to edit using search filters if necessary.

2. Verify it’s Editable

   Verify that the transaction has Statement Number = 0 (not yet invoiced). Only these transactions can be edited.

3. Open the Editor

   Click the Edit link in the Actions column.

4. Modify the Fields

   Update the fields you want to change in the edit form.

5. Save Changes

   Save the changes. The transaction will update with the new values.

Invoiced Transactions

Transactions that already have a Statement Number assigned (ID_Invoice > 0) cannot be edited because they’re already included in a generated statement. You can only edit unfactured transactions.

Delete a Transaction

You can delete transactions that haven’t been invoiced yet:

1. Locate the Transaction

   Find the transaction you want to delete using search filters if necessary.

2. Verify it’s Deletable

   Verify that the transaction has Statement Number = 0 (not yet invoiced). Only these transactions can be deleted.

3. Confirm Deletion

   Click the Delete link in the Actions column.

   A confirmation dialog will appear warning that original data will be permanently lost.

4. Confirm the Action

   Click Yes to confirm deletion or No to cancel.

5. Verify Deletion

   The transaction will be deleted (CostValue will be set to 0 and description will be updated with deletion information) and the table will automatically update.

Permanent Deletion

IMPORTANT: Transaction deletion is permanent. Original data will be lost forever. The transaction is marked as deleted by setting CostValue = 0 and adding deletion information to the description.

Invoiced Transactions

Transactions that already have a Statement Number assigned (ID_Invoice > 0) cannot be deleted because they’re already included in a generated statement. You can only delete unfactured transactions.

Export Transactions

You can export visible transactions to CSV or Excel:

1. Apply Filters (Optional)

   If you want to export only a subset of transactions, apply the desired search filters first.

2. Select Format

   Click the CSV or EXCEL button at the top of the table.

3. Confirm Export

   If there are many transactions, a warning about export limits will appear. Confirm if you want to continue.

4. Download the File

   The file will automatically download with a name that includes the current date and time (e.g., all_transactions_2024_01_15__14_30_00.csv).

Exported Columns

Exported columns depend on your user level:

• UserLevel = 1: Excludes Company Name and Actions
• Other levels: Includes all visible columns

Export Limit

If there are many transactions, the system may show a warning about export limits. Consider applying more specific filters to reduce the number of transactions exported.

View Totals

The system automatically calculates cost totals for visible transactions:

• Total in Footer: Shown at the bottom of the Cost Value column
• Precision: Values are shown with 2 decimals, but calculations are performed with 8 decimals for precision
• Automatic Update: Totals update automatically when you apply filters

Calculation Precision

Although individual values are shown with 2 decimals for readability, the total is calculated with 8 decimal precision. This ensures the sum is exact even if there are visual differences in displayed decimals.

Refresh the Table

You can refresh the table to load the most recent data:

1. Click Refresh

   Click the Refresh button next to the records per page selector.

2. Wait for Update

   The table will automatically reload with the most recent data without losing applied filters.

Configure Records Per Page

You can adjust how many records are shown per page:

1. Select the Number

   In the Show [X] entries dropdown menu, select:

   • 10
   • 20
   • 50
   • 100
   • 200
   • 500
   • 1000
   • 1500
   • 2000
   • 2500
   • 5000

2. Apply

   The change applies automatically and the table updates.

Differences by User Level

Available functionalities vary according to your user level:

UserLevel = 1 (OMS Client)

Only sees transactions from their own account. Doesn’t see the Company Name column or Actions (Edit/Delete). Can search, filter, and export their own transactions.

UserLevel = 2 or Higher (Admin)

Sees all transactions from all OMS accounts. Can edit and delete unfactured transactions. Has access to all functionalities.

Related Links

At the top of the page you’ll find links to:

• Statement by Seller: Direct access to OMS Client Statements filtered by account (only visible for UserLevel != 1)

💡 Best Practices

Review Transactions Before Invoicing

Review unfactured transactions (Statement Number = 0) before generating statements to identify and correct errors in time.

Use Filters to Find Quickly

Use filters by date, service type, or statement to quickly find specific transactions without having to search manually.

Export Regularly for Analysis

Export transactions periodically for external analysis, custom reports, or integration with accounting systems.

Verify Totals Regularly

Review totals shown in the footer to verify that calculations are correct and detect discrepancies.

Document Deletions

When you delete transactions, the system automatically documents who deleted them and when, facilitating auditing.

Use Year Filters for Specific Periods

Use the year filter to focus on specific periods and improve table performance with large data volumes.

Troubleshooting

I can’t edit or delete a transaction

Problem: I don’t see Edit or Delete links for a transaction.

Solution:

• You can only edit or delete transactions that have Statement Number = 0 (not yet invoiced)
• If the Statement Number has a value, the transaction is already included in a statement and cannot be modified
• If you’re UserLevel = 1, you won’t see Edit/Delete actions (read-only)

Totals don’t match individual values

Problem: The sum of shown values doesn’t match the total.

Solution:

• Individual values are shown with 2 decimals for readability
• Totals are calculated with 8 decimal precision
• This difference is normal and doesn’t affect total precision
• The tooltip on the total explains this difference

I can’t find a specific transaction

Problem: I search for a transaction but it doesn’t appear in the results.

Solution:

• Verify that the year filter includes the transaction date
• Make sure search filters aren’t too restrictive
• Verify that the transaction has CostValue <> 0 (deleted ones have CostValue = 0)
• If you’re UserLevel = 1, you’ll only see transactions from your own account

The table loads very slowly

Problem: The table takes a long time to load or show results.

Solution:

• Use the year filter to reduce the number of transactions loaded
• Apply more specific filters before searching
• Reduce the number of records per page
• Consider using “Last month” or “Last 3 months” instead of full years

I can’t export all transactions

Problem: When trying to export, a warning about limits appears.

Solution:

• The system may have limits on the number of exportable transactions
• Apply more specific filters to reduce the number of transactions
• Export by shorter periods (months instead of years)
• Contact the system administrator if you need to export large volumes

I can’t access All OMS Transactions

Problem: I don’t see the “All OMS Transactions” option in the 3PL Billing menu.

Solution:

• Verify that you have warehouse administrator permissions (UserLevel = 2 and UserWH = 1) or listing permissions
• For warehouse administrators, verify that the 3PL Billing module is enabled (3pl_billing = 'Y')
• If you’re UserLevel = 1, you should be able to access from your account menu
• Contact the system administrator if the problem persists

Next Steps

• 3PL Billing Overview - Understand the complete 3PL Billing system
• OMS Client Statements - See how transactions are grouped into statements
• Service Summary - View service summary grouped by type
• Billing Adjustments - Create billing adjustments that will appear as transactions