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Max2: Overview |
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[ Overview ]
Transactions are the basic units of input to the Max2 system. Examples of transaction types include glider flights, cash received transactions, account creations and deletions and changes to the charging rules.
Transactions are stored by Max2 in the form in which they are input. This ensures that all information entered remains available and any changes to the way in which the information is processed can be made retrospectively.
The information in a transaction is stored as a set of fields. For example, a glider flight transaction includes, amongst others, the following fields:
The transaction does not contain any "derived" values such as the fee for the flight. These are recalculated whenever they are required - such as when the transaction is applied to the state file and when it is included in a report.
For reporting purposes the sums of money involved in a transaction are classified under various headings. There are two types of headings:
Perhaps the simple term "Heading" should really be "Sales Heading".
The headings apply to all transactions which update an account's balance except for cash received transactions. In most cases there is only one heading for each transaction (for example, for a glider flight the launch fee and the soaring fee do not have a separate heading, the heading is applied to the total fee) but for a few transactions there are separate headings. For example, in a membership sale transaction the joining fee and membership fee can be classified by separate headings.
Cash headings apply to cash received transactions. If we ever felt it necessary to introduce refund transactions (i.e., to separate out "negative" cash received transactions) then they too would be classified under the cash headings.
Trial lesson sale transactions are somewhat unusual in that they are both sale transactions and cash received transactions. They therefore have both a sale heading and a cash received heading.
A major function of the heading scheme is to separate out transactions for accountancy purposes, in particular, to indicate which transactions are subject to which levels of VAT.
Some transactions, such as membership sales, contain the heading(s) directly in individual fields. Other transactions, such as glider flight transactions, use the charging rules to determine the heading.
Normally once a transaction has been entered it remains in the system without further modification. However, if the transaction is entered in error and the error is detected soon enough (before the month is closed) then it can be deleted and a replacement can be entered.
The transaction is not actually deleted - it is only marked as deleted. It is therefore possible to print a report of deleted transactions for audit purposes and to undelete a transaction if the deletion was made in error.
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