Transaction Actions

Transaction level actions are actions that apply to the entire transaction. Some of these actions are available via the transaction-level menu and some are available as buttons directly on the transaction. Some actions are only displayed based on the Phase of the transaction and may be prohibited based on transaction/security role setup.

• Archive –This action archives a transaction to the Transaction Archive Catalog. As part of that process, an XML file can be created that enables viewing or restoring from there, or the action can alternatively purge the transaction by not creating the XML file or updating the Transaction Archive Catalog. Please refer to the Transaction Archiving topic in this user guide for more information.

• Additional Transaction Information – This action opens the Additional Transaction Information page, allowing you add or update additional information at the transaction level. Refer to the “Additional Transaction Information” topic in this user guide for more information.

• Approve - When you apply approval to a routed transaction, the level of approval applied to the transaction is based on the level of approval that has been assigned to you. The Approval action is only available on transactions that are Pending. In many cases multiple levels of approval are required on a transaction so if you are not the final approver, the transaction will remain Pending after you have applied your approval. If you are the last approver, the transaction will undergo another submit action which will result in the transaction going to Final unless a new error is encountered in which case it will go to Draft.

• Bypass Approvals - Allows authorized users to skip the remaining approvals required for the transaction. All edits are still applied and the bypass action will be tracked in the Approval Log. Security to perform this action is rare. The action is only available in Draft and Pending.  

• Cancel –If the transaction is Final, the system displays the Cancel action that will create a Cancellation Draft, transitioning you to the Header of that cancellation where very few fields will be editable.

• Close - Closes the currently opened transaction. If any unsaved changes have not been made to the transaction, you are prompted to save the changes before the transaction is closed.

• Collaborate - Used to send a draft transaction for collaboration down a pre-defined path or to an ad hoc path you choose. Please see the Workflow and Collaboration Guide for more information on this feature.  

• Comments - Transaction comments can be added to transactions in Advantage regardless of the transaction phase. You may also attach external files as supporting documentation or notes to the transaction comments. Refer to the "Transaction Comments" topic in this user guide for more information.

• Copy - Used to create a new transaction from an existing transaction of the same transaction code.

• Copy Forward - Allows you to create a new transaction based on an existing transaction. This is different than the Copy action in that the source transaction has to be Final and the target transaction will contain some form of reference to the source transaction. The source and target transactions have to be defined as a valid copy forward for this action to complete.

• Discard – When the transaction is Draft, the system displays the Discard action that deletes the draft after you confirm that is the action you intended to take.

• Download Transaction - Allows you to download data from any Advantage transaction into a user-selected template (for example a Microsoft Excel spreadsheet) which can then be saved as an external file and is available for use outside of Advantage. Refer to the "Transaction Download" topic in this user guide for more information.

• Edit – If the transaction is Draft and not already editable, the system displays the Edit action that will transition to the edit mode.

• Future Transaction Triggering - Future Transaction Triggering allows you to set up, maintain and trigger the creation of one or more transactions in the future on a defined frequency. Refer to the "Future Transaction Triggering" topic in this user guide for more information.

• Mark Hold - Indicates you do not want the transaction to be selected by batch processing.

• Mark Ready - Indicates you want the transaction to be selected by batch processing.

• Modify – If the transaction is Final and allows modifications, the Modify action will create the next version of the transaction. If a modification is needed to a transaction in Pending, then either that transaction must be rejected back to Draft or pushed through the approval process to be modified.

• Override - Allows authorized users to apply their defined level of override to a transaction with one or more overrideable errors. Once an override level is applied that is greater than or equal to the override level required for a given error message, then the severity of that error is changed to warning. This action is only available on Draft versions of transactions.

• Print - Prints the current version of the transaction using a pre-formatted form for the Transaction Type or Code.

• Recall from Workflow – This action allows only the submitter of a transaction to move a workflow transaction from Pending to Draft limited by the Recall Maximum Routing Sequence field set on the Approval Rules page. For example, if the Recall Maximum Routing Sequence is set to 7, then the submitter of the transaction can recall the transaction from workflow up to Routing Sequence 7.

• Reject - Indicates that an authorized user does not want to approve a Pending transaction. When the assigned transaction is rejected for approval, the rejection is applied at the approval level that has been assigned to the user. The transaction is then routed back to the user who previously approved the transaction for reconsideration, if applicable. If the first approver in the workflow routing sequence rejects the transaction, it is returned to Draft and is routed back to the submitter for corrections. A transaction comment may be required as part of the action.

• Reject All - An administrative action that rejects the transaction completely out of workflow regardless of the approval level or routing sequence level of the transaction. The action returns the transaction to Draft phase and routes it back to the submitter for corrections. A transaction comment may be required as part of the action.

• Remove Override - Allows authorized users to remove their override applied to a transaction. This action is only available on Draft transactions.

• Schedule - Used to request overnight processing of a transaction on a certain date that you define on the Transaction Schedule page.

• Send Page - Allows you to email a link to the transaction page. As you view transaction pages, you may find information that you'd like to email to other people. When selected, you are presented with a Compose Email Message page.

• Submit - Applies the business rules to the current transaction version and attempts to commit all updates. For modified transactions, only lines that have been modified in the new version will be re-processed (for example, business rules re-applied).

• Unapprove - When this action is taken to a transaction still Pending, all levels of approval applied by that authorized approver are removed.

• Validate - Applies the business rules to the current transaction version to verify whether or not the transaction will be accepted. It does not result in any updates. In the event that the transaction does not pass all the business rules, the transaction remains in a Draft phase, and displays the appropriate error messages.

• View PDF - Allows you to view a transaction in a pre-defined PDF format.

• Take Task - This action moves a transaction from an approval role to the personal worklist of an approver. This action can be selected only when the transaction is in a Pending state.

• Return Task - When this action is taken on a transaction that was still Pending, it puts the transaction back into the approval role from which a user took the task or returns it to the original approval user.

• Change Priority - Select this action to change the priority of a selected transaction.

• Reassign - This action allows you to assign the transaction to another approver. This will remove the transaction from your worklist and add it to the selected user’s worklist. This is different from the Manual Route action, which will keep the transaction in your worklist while also adding it to the selected user’s worklist.

• Manual Route - This action routes the transaction to the personal worklist of another approver. The routed transaction will continue to exist in the original worklist also, as opposed to the Reassign action.

The following links are available via the transaction level menu and transition you to another page for additional research. Some links are only displayed based on the phase of the transaction and may be prohibited based on transaction/security role setup. Some links cannot be viewed in all Advantage applications. Any links to reference or inquiry pages in the functional area of a transaction will appear in the Tab Level Actions menu of the header and not here in this common transaction listing of links.

• Forms – This link transitions to the View Forms page allowing users to easily access system-generated BIRT PDF forms from within CGI Advantage.

• Track Work In Progress – This link transitions to the Track Work In Progress page allowing users to review the progress/status of a workflow item. It shows the complete approval process for Final and Pending transactions. Multiple routings with identical sequence numbers indicate parallel routings. From this page you can also access the approval log.

• Transaction History – This link transitions to the Transaction History Query allowing users to view a list of all versions of processed transactions, including archived transactions that are in the Final or Historical (Final) Phase. Refer to the "Transaction History Query" topic in this user guide.

• Transaction References – This link transitions to the Transaction Reference Query is used to track the various transaction chains that are created as part of the normal business process. Refer to the "Transaction Reference Query" topic in this user guide.

• Posting Line Inquiry - This action transitions to the Posting Line Inquiry (PLINQ) to view all posting lines within the transaction in a single presentation. This is an alternative to viewing posting lines within the transaction where the presentation is for a single accounting line.