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Last updated on Aug 26, 2026
Use this reference to configure Transactions with confidence. It defines every field on the Add/Edit Transaction screens, from required basics (Item, Start/End Dates, Amount) to advanced options for renewals, revenue recognition, invoicing, MRR/ARR, and analytics, so admins and finance users can capture consistent, report-ready data.
| Field | Description |
|---|---|
| Number | Leave blank to have Maxio generate a unique number. A unique field that identifies the Transaction. You can enter one manually, but it must be unique. The generated number format adds a sequential number to the Generated Number Prefix in your Account Settings. |
| Customer, Contract, and Register | A Transaction must belong to a Contract, which is linked to both a Customer and a Register. |
| Item (Required) | A Transaction must have a selected Item. If supported by your browser, Items are color-coded by their recurrence property: blue for recurring and orange for non-recurring. |
| Class | An optional field you can use as a filter in Analytics Reports. Classes must be created by an admin user. |
| Start Date (Required) | For recurring and other subscription Transactions, this is the first day of the subscription term. For non-recurring Transactions, it often represents the Invoice date or delivery date, or the start of a non-recurring engagement, like a professional services project. |
| Duration | Pre-populated based on the associated Item's duration. Choose an option from the drop-down to have Maxio calculate a new End Date automatically. The selected duration is stored with the Transaction and can be used in reporting, unless you edit the End Date manually. |
| End Date (Required) | For recurring Transactions, this is the last day of the term or subscription period. For non-recurring Transactions (one-time fees), the End Date is often the same as the Start Date, but can be the last day you record revenue. The End Date is populated using the Start Date and the associated Item's default duration. You can override it by editing directly, using the date selector, or using the Duration drop-down. |
| Amount (Required) | See Amount below. |
| Quantity | Used in reporting and to populate the Invoice Quantity field, a separate field. Typically records seats or units. Quantity is used to calculate the Rate and MRR Rate fields, which can't be edited directly and are available in Analytics Reports. |
| Order Number | Use this field to group Transactions for the same Invoice or order, such as an Invoice number. It's optional but useful for grouping Transaction information, especially when sending records to your CRM. |
| Order Date | An optional field used in reporting. The Order Date is typically the booking date, which can fall in a period before the Start Date, and can be used for the "committed" calculation in the Subscription Momentum report. |
| Renewal Factor | Select from the Renewal Factor drop-down options maintained by your Administrator. When the Transaction renews, the renewal Transaction's Amount is set to the previous Transaction's Amount multiplied by the Renewal Factor value. |
| Renewal amount | Complete this field to have the Transaction renew at this value instead of its Amount. Use this when you have known step-up values for renewal terms. For example, if a Transaction is 10000.00 but should renew at 12000.00 in term 2, enter either 12000.00 or 1.20. Any value with an absolute value less than 2.00 is interpreted as a percentage applied to the Amount to calculate the Renewal Amount. Any value with an absolute value of 2.00 or greater is interpreted as the actual Renewal Amount. |
| Renew using Item | Select this if you want to use a different Item when renewing the Transaction. If left blank, the renewal uses the Transaction's own Item. |
| Renewal quantity | Select this if you want to use a different Quantity when renewing the Transaction. If left blank, the renewal uses the Transaction's own Quantity. |
| Renewal duration | Select this if you want to use a different duration when renewing the Transaction. If left blank, the renewal uses the Renewal Item's configured default duration. |
| Renewal Billing Method | Select a Billing Method for Maxio to automatically assign when this Transaction renews, so you don't have to remember which one to use when you process the renewal. |
| Auto-renew | If enabled, choose one of the values in the drop-down to auto-renew the Transaction. These values are managed in Auto-Renewal Profiles in Admin. |
| Renews | Generally applies only to Transactions with a recurring Item type. You can select one or more Transactions this one renews. A Transaction can renew a Transaction in any Contract associated with the Customer. |
| Canceled | Check this to mark the Transaction as canceled, so it doesn't appear in any Expired Transactions lists. |
| Flagged | An optional field used in reporting to identify Transactions that need attention. If this field has any value, the Transaction is counted and appears on the list available through the "Flagged" link in the Transactions Needing Attention alert on the Transaction page. |
| Notes | A large text field for notes and other details about the Transaction. |
| Permit Imbalance | See Permit Imbalance below. |
| Permit Different Invoice Item | Check this to disable the warning that appears when an associated Invoice Line Item uses a different Item than the Transaction. This can cause issues with reporting. See Understand and Resolve Invoice Alerts for more information. |
| Project | Select from the list to add or remove the Transaction from an existing Project. |
| Generate Revenue | See Generate Revenue below. |
| Revenue Start Date | The date the revenue schedule is calculated from. Defaults to the Transaction's Start Date, but you can edit it. |
| Modify Date Range (Revenue) | The revenue date range is set automatically using the Revenue Start Date and the Duration. Check this box to edit the Revenue End Date instead. Revenue is generated using the selected revenue recognition method between the Revenue Start and End Dates, not the Transaction's Start and End Dates. |
| Revenue Recognition Method | Defaults to the method set on the selected Item. You can change the revenue recognition method from the drop-down. |
| Existing Revenue Schedule | When editing an existing Transaction, shows its current revenue schedule. Only available on the Edit Transaction screen, not Edit Transactions. |
| Revenue Schedule Preview | Shows the revenue that will be generated when you save the Transaction. |
| Recognize Revenue | See Recognize Revenue below. |
| Generate Invoices | See Generate Invoices below. |
| Invoice Start Date | The date for the Invoice if you select the All on Start Date Billing Method, or the date the Invoice schedule is calculated from if you select an option that results in more than one Invoice (monthly, quarterly, or annual for a multi-year agreement). Defaults to the Transaction's Start Date, but you can edit it. |
| Modify Date Range (Invoice) | If you bill monthly, quarterly, or annually for a multi-year agreement, you can set the date range for the Invoices. It's set automatically using the Invoice Start Date and the selected Duration, but you can check this box to edit the Invoice End Date. |
| Billing method | The selected Billing Method is used to generate Invoices for the Transaction. Choosing Inherit from Item uses the Billing Method set on the Item, which is displayed to the right of the drop-down. |
| Existing Invoice Schedule | When editing an existing Transaction, shows its current Invoice schedule. |
| Invoice Schedule Preview | Shows the Invoice(s) that will be generated when you save the Transaction. |
| Sync Immediately | When checked, the generated Invoice Line Items sync to your connected GL during the next sync, regardless of the Invoice date, as long as other sync criteria are met. Invoices normally only sync once their date arrives. Use this setting if you need to send an Invoice to your GL before then. |
| Quantity (Invoice Line Item) | The Quantity field for an Invoice Line Item. |
| Invoice Line Item Description | When Invoice generation is on, new Invoice Line Items use the description entered here. If blank, the Item's description is used instead. See Reference Placeholder Fields for placeholder options you can use. |
| MRR and ARR | See MRR and ARR below. |
| Generate MRR/ARR |
|
| MRR Rate | A view-only, calculated field equal to MRR divided by Quantity. You can't edit this field directly. |
| Term Number | See Term Number below. |
| Renewal Probability | Used in Projection Reports. Typically used when you have a manageable number of Term Contracts, and ignored for monthly subscription models. Enter the rate as a decimal between -1.9999 and 1.9999. For example, a 98% renewal rate is entered as .98 or .9800. A rate greater than 1.0000 creates compound growth in a Projection Report. Renewal rates for non-recurring Items are ignored. |
| Sales Rep | An optional field used in reporting. |
| Sales Manager | An optional field used in reporting. |
| Conversion | An optional field used in reporting. Typically used to identify an upgrade, upsell, downgrade, or other characteristic related to converting from one Item type to another. |
| Custom Fields | Optional fields you can use to track information unique to your business. You can rename these fields' labels in Admin settings. |
| Salesforce Opportunity ID | Links the Transaction to its corresponding Opportunity ID in Salesforce. Use caution when editing this field. |
| Salesforce Opportunity Line Item ID | Links the Transaction to its corresponding Opportunity Line Item ID in Salesforce. Use caution when editing this field. |
This is the contracted value specific to this Transaction's Item. For example, a one-year subscription invoiced at 1,000 per month should have an Amount of 12000.00. Enter a number with no commas, no currency symbol, and up to two optional decimals.
The total Amount of all the Transactions you're adding appears at the bottom of the screen, which is useful for validating an order total when a Sales Order has multiple line items.
You can also use the Periodic Amount feature to automatically calculate the total Transaction Amount.
When a Transaction's Amount, revenue, and the total of its linked Invoice Line Items aren't equal, the Transaction is out-of-balance and subject to warnings. Check this field to exempt this Transaction from those warnings.
In Maxio, Contracts should always end in a balanced state, and unless you're using the Projects module, should generally stay balanced at all times. The best way to keep a Contract balanced is to keep each Transaction balanced and every Invoice Line Item associated with a Transaction.
Maxio performs best when Transactions, which hold revenue, are linked to their Invoice Line Items and stay balanced. That said, Transactions don't need to be balanced as long as the Contract itself is balanced. You can have Transactions without Invoice Line Items, and Invoice Line Items without Transactions, and still have a balanced Contract.
Caution: Permit Imbalance disables the alert that flags a Transaction as out-of-balance. Use this with caution, since it makes problems harder to identify.
When adding a Transaction, this checkbox defaults on or off depending on your admin settings. When updating a Transaction, it defaults off.
When on, Maxio generates revenue for the Transaction using the selected revenue recognition method and the Revenue Start and End Dates, which default to the Transaction's own Start and End Dates but can be changed manually. The revenue recognition method defaults to the one set on the associated Item.
Important: If you choose to regenerate revenue on an existing Transaction, the existing revenue schedule is deleted and replaced with a new one. Regeneration is disabled if the Transaction falls within the closing period set by your Administrator.
Caution: This setting affects Finance Reports.
Revenue only exists for Transactions. You might want to generate a revenue schedule for a Transaction where you can't yet report revenue, but still want to include it in Analytics Reports (for the few reports that show revenue instead of MRR/ARR).
If unchecked, revenue for the Transaction is excluded from all Finance Reports. Revenue with this setting off can optionally be included in Basic and Projection Reports.
When off, the Transaction appears in Revenue Recognition Off alert lists on the Home page, Transactions page, and Revenue page.
When adding a Transaction, this checkbox defaults on. When updating a Transaction, it defaults off.
When on, Maxio generates Invoices for the Transaction using the selected Billing Method, which defaults to the one set on the selected Item.
Important: If you choose to regenerate Invoices on an existing Transaction, the existing Invoices are deleted and replaced with a new invoice or schedule of invoices. Regeneration is disabled if the Transaction falls within the closing period set by your Administrator, or if any of the Invoices have already synced to QuickBooks.
MRR and ARR are independent fields used only in Analytics Reports. They aren't used in Finance Reports, and neither counts as recognizable revenue.
Maxio creates MRR and ARR whenever you create a Transaction through any function in the system, including Add Transaction, Add Transactions, Process Orders, renewing, and importing.
Maxio calculates MRR and ARR based on the associated Item's Generate MRR/ARR setting (see Item Fields for details), the rules described in Generate MRR/ARR above, and the MRR Tolerances set for your account.
You can override the calculated value by editing it directly (no currency symbol, no commas, and exactly two decimals, for example 5567.95).
Important: This is not the length of the term.
This numeric field represents the term number in which the Transaction takes place. A "term" is a period typically defined in the Contract. When importing or using the renewal functions, Maxio automatically generates term numbers for Transactions with a recurring Item. You can include the term number for non-recurring Items too, so they can appear in relevant Term Reports.
Example
A new Contract starts on 1/1/11 and ends on 12/31/11. That's Term 1. The Contract renews and upgrades, with the second term running 1/1/12 to 12/31/14. Even though the terms aren't the same length or value, they're still considered Term 1 and Term 2.
For a broader look at how Transactions work, see Understanding Transactions.
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