Those transactions that are created manually (not those only created by system processes such as the Automatic Disbursement) can have one or more transaction templates created to assist in future transaction creation where a portion of the information is standardized. Transaction templates share the same structure and data entry fields as real transactions, but no processing of the data is allowed. That is, they always remain in the template phase.
When creating a transaction template, you enter the data that is relevant for most of the transactions that you typically create. Once you have created the template, you use it as the starting point for all transactions that you create for the same reason, thereby eliminating the need to enter the same information repeatedly.
For example, if you are a buyer who is charged with the task of frequently ordering office supplies, then you might create a template that contains all of the vendor and accounting information normally used to purchase these items. When you need to enter a new order for these items, you simply copy the template into a new transaction. This reduces the amount of data you need to enter to only the relevant commodity and cost information that is specific to this transaction.
Transaction templates are best suited for users or groups of users who repeatedly create transactions with the same information, or for those users who infrequently enter transactions and need a place to save the information that they will need for future work.
Helpful tips for using templates:
Create a template from an actual transaction that has validated successfully.
Enter a Transaction ID that is clearly identifies the use (e.g. PWRBILL).
For descriptive information that is required but varies by transaction instance, enter text to be replaced (e.g. “Enter address here for power bill location).
If there are optional fields that should be entered that are validated against reference data, entering an invalid value like TBD will ensure users enter a valid value. Leaving the field blank can result in the field being left blank. Putting in a common value can result in users not changing it when applicable.