Frequently Asked Questions

1. How do I retrieve a job by job number rather than using the surgeon history list?
   
   On a Blank Document Form type the job/document number into the Doc. No. box and press Enter.
   
   
2. I'm trying to select a different surgeon onto the Document Form but the ‘select - surgeon' menu item is greyed out. Why?
   
   The main form has a job on it which is being modified after it was booked in or out so Transactor won't allow you to change the surgeon. If you have booked in a job onto the wrong account you will need to delete the job and start a new one.
   
   
3. Transactor is running, I can see the menu bar but my main booking form isn't visible.
   
   Someone has accidentally closed the inner window which displays the main document form. click ‘View - Form A' on the menu bar, or click the Form button top left on the toolbar.
   
   
4. If you book out a job and charged for it, can you still bring it back and modify the details?
   
   It depends on the circumstances. The answer is yes if you've just booked the job out and haven't performed and end-of-month posting. Transactor will warn you though, because if you printed an invoice and sent it, you should discuss the changes with the surgeon and reissue that invoice.
   The answer would be no if an end-of-month posting had been performed.  See the question about ‘periodical postings'.
   
   
5. What is the Posting item under the tools menu, and when should I do this?
   
   When you perform a Posting, eligible jobs/documents will be marked as permanently finished and un-modifiable. Eligible jobs/documents are those which are Booked Out Charged and fall under the Tax Point Date you specify.
   Posted transactions appear in black in the Surgeon's Job History list. Items in blue are un-posted You can still retrieve and view Posted jobs/documents no matter how old they are, but you will not be able to modify them.
   
   
6. How often should I perform a posting?
   
   We recommend you do this a few days after your monthly statements are sent out, and set the ‘Post Documents dates upto' date to the end of the previous month. Doing things this way you get the best of both worlds, you get a chance to get feedback from the statements and save work by making adjustments, and protect older job/s documents from unwanted modifications.
   
   
7. When I look at the surgeon history it doesn't show recent jobs. How can I rectify this?
   
   You need to do a Posting. See above.
   
   
8. I've got a job/document which I've charged for. It's for the wrong amount and it's in a posted condition so I can't modify it. What can I do?
   
   Follow standard accounting practice by issuing a credit note against it. Then do a new one. You can save work by using the ‘Actin - New Credit note' menu item when the erroneous job/document is on the document form.
   
   
9. A surgeon overpaid me. How do I give him a refund?
   
   Select the surgeon account from the ‘Surgeons' menu. Choose ‘Payment'. In the ‘Payment' dialogue box, click on Debit/Refund in the top right corner. Then choose a payment method and the amount to refund, then click OK.
   
   
10. I need to restore my data from my last backup. How do I do this?
    
    Click on the Start button, then go to Programs / Transactor_V(x)/Mainenance Menu/Restore From backup. Where x is your version number (eg. v61).If you have an earlier version than v6 contact support .  
    
    
11. My data is becoming too big to fit on one floppy disk. Can I back up my data to a different kind of media such as a USB key\Flash Drive?
    
    Yes, in fact the backups will be much faster and more reliable. Go to Tools / Setup Wizard and click Next until you come to the Data Backups page. In the list box choose a drive letter corresponding to the required drive then click finish. When you exit Transactor you will be prompted to do the backup to the new location. You could just continue backing up onto floppy disks, as the backup will span across multiple disks but this is not recommended.
    
    
12. When I run the Aged Debtors Report I seem to have a lot of unallocated credits. Why is this?
    This could be that you have issued credit notes that haven't been allocated. To allocate these credits to invoices click on View / Jobs/Documents and change the Find drop down box to ‘Credit Notes'. If any credit notes do not have a tick in the Paid Column then right mouse click each one and select allocate credit. Then apply it to the appropriate invoice.
    Another possibility is you may have payments which were not allocated when entered.. select the relevant surgeon onto the main form and look at their history. If there are any payments which do not have a tick in the Paid column then right mouse click each one and select Allocate Credit and apply it to the appropriate invoice.
    
    
13. I have some surgeons who I give ‘special' prices. How can I make sure that they are always charged the agreed price?
    
    There are two ways:
    1 - If you give a set discount, e.g. 10%, bring the surgeon onto the main Transactor screen and from the menu bar click on Surgeon / View/Modify. Enter the discount amount in the ‘Discount %' field. Click OK. Every job you create for that surgeon will now have a 10% discount applied which you can see one the job\document
    2 - You can set up a new price band for a specific surgeon. Click on Tools / Setup Wizard and click next until you come to the Price Bands page. Click on ‘Add New, enter the ID letter and add a name for the price band. click on OK. If most of the prices are the same as one of the other bands then you an copy the prices over using the ‘Copy prices from one band to another' button. Click next until you come to the products and services page. Select a product in the list and click modify. Set the price for each new price band then click OK. Repeat for each product in the list and click on finish when completed. Bring the surgeon onto the main Transactor screen and from the menu bar click on Surgeon / View/Modify. Set the Usual Prices drop down box to the correct price band. Click finish. the surgeon will now be charged by the selected price band on every job.
    
    
14. I would like to increase my prices by a certain percentage. How do I do this without modifying each product line?
    
    Click on Tools / Setup Wizard and click on next until you come to the Price Bands page. In the top right click on the button ‘Change price band by percentage', select the appropriate band from the drop down box, enter the percentage and click on ‘Yes'. Click finish when done
    
    
15. When I try and run a report or print an invoice I get the error message “Print server is busy”.
    How can I clear this?
    
    Click on Tools / Utilities then click on the third button down, Clear ‘Print Server is Busy' then click on close.
    
    
16. Will Transactor run on Windows XP and Vista?
    
    Yes. For Vista there may be Administrator Rights issues so read the installation guide that comes with v6.1 upwards.
    
    
17. I need a report that isn't on the reports menu. How can this be set up?
    
    Let us know what kind of report you would like and we can add it to our wish list. Alternatively, if it is required urgently, we may be able to do this for a standard charge. Please contact us for a quote. 
    
    
18. I want to run Transactor on another PC in my lab. Is this possible?
    
    Yes. You need to ensure that both or all PCs are networked. Then you need to upgrade to a multi-user licence. See our price list. Please contact the help desk for more information.  
    
    
19. I would like to print my own letter heading onto blank paper, perhaps including my logo. How do I do this?
    
    Step 1:- you need to create your letterhead and save it in .wmf or .bmp format then copy the file to c:\tran52\lab\exe.
    Step 2:- Click on Tools / Printing Setup / Printout Type Properties. In the Print Type drop down box select the document or report you would like to modify then under print options uncheck ‘Your Lab Name and Address'. You need to insert your logo. Under the pictures option you need to enter the file name and extension and insert the x and y
    co-ordinates. Repeat this for all the documents and reports you want to change. Click on Close when you have finished.
    
    
20. How do I link Transactor to my accounts package, e.g. Sage?
    
    Transactor handles the whole of the sales ledger ie taking payments, issuing invoices and credit notes, controlling debtors and producing aged debtors statements for surgeons. Because of this built in functionality you need only enter the monthly Sales/Nominal totals into your accounts package. This takes just a few minutes and is perfectly safe. Go To Reports / Transaction Analysis by Category.
    
    
21. Can I print off A5 invoices?
    
    Yes. When you print out an invoice select Invoice A5 from the Confirm Action Box.
    
    
22. If my Computer Crashes will I lose all the jobs I have entered?
    
    If your computer restarts normally your data should be intact. If you were adding or modifying a job when the computer crashed, you may be notified of this by Transactor. If your computer does not restart or Transactor behaves unexpectedly, please contact support before doing anything. You should ask your local IT supplier to check your computer hardware, power supply reliability and other operating software because your system should not crash at all under normal circumstances.