Overview

The Purchase Transactions page is the accounts payable handoff point for the workshop. It lists all supplier invoices and credit notes recorded through purchase order goods receipts, and lets you export them to Excel for import into your accounting system.

Navigate to Workshop → Purchase Orders → Purchase Transactions.

This is distinct from the Purchase Orders list: Purchase Orders tracks what has been ordered and received, while Purchase Transactions is specifically for exporting the financial records for accounts payable processing.

Viewing purchase transactions

The Purchase Transactions page lists all invoices and credit notes recorded within the system. Each row represents a supplier invoice or credit note linked to a goods receipt on a purchase order.

Use the filters to narrow results by:

• Start Date and End Date: the invoice or credit note date
• Supplier
• Category: transactions that include a part in that part category
• Stock Destination and Ship To Address: from the purchase order
• Export Failed: Yes for records whose last Export to Xero failed. They show a red warning in the Exported column, and the reason is in the purchase order's activity log.
• Exported: No for records not yet marked as exported (not yet sent to accounts payable), Yes for those already marked

Exporting transactions to Excel

1. Navigate to Workshop → Purchase Orders → Purchase Transactions.
2. Apply filters to show the records you want to export, typically unexported records within the current period.
3. Open the Triple Dot Menu and click Export To Excel. Answer "Do you want to mark these records as exported" (see below), then click Ok.
4. The export file is downloaded containing all transactions matching the current filter.

The Excel file is formatted for import into your accounts payable system. Each row includes the supplier name, invoice number, invoice date, line items, quantities, and amounts.

Marking records as exported

Records can be marked as exported so they can be left out of future exports. This prevents the same invoices from being double-processed in accounts payable.

• With the export: answer Yes to "Do you want to mark these records as exported" when you click Export To Excel. Every record in the current filter is marked. There is no row selection on this page.
• One record at a time: open the goods receipt or credit note from the Number column, then click Mark as Exported on its Triple Dot Menu. Remove Exported Indicator on the same menu clears the mark.

On subsequent exports, set the Exported filter to No to show only records not yet marked, giving you a clean view of what still needs to be processed.

❕Note: Marking records as exported does not affect the purchase order or stock records. It only flags the transaction for accounts payable tracking purposes.

Exporting to Xero

Where Triple D has switched on the Accounts Payable integration with Xero, an invoice or credit note can be sent straight to Xero instead of through the Excel file.

1. Open the goods receipt from the Number column, or from the purchase order.
2. On the Triple Dot Menu, click Export to Xero, then Export.

• The supplier must first be linked to its accounting contact with External Billing Customer on the supplier. Until it is, Export to Xero opens Cannot Export to Accounting instead.
• A successful export marks the record as exported. Credit notes already recorded on that goods receipt follow the invoice to Xero.
• A credit note recorded later is exported from its own page, with Export to Xero, once its invoice has been exported.
• While an export runs the page shows Exporting…. A failed export shows Export Failed and can be tried again with Export to Xero.

Relationship to purchase orders

Purchase transactions are created automatically when goods are received on a purchase order and an invoice number is entered. You do not create transactions manually — they flow through from the purchase order goods receipt workflow.

🧠 Learn more: Purchase Orders

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