Accounting Data Entry

Preferences for Accounting Data Entry
Date Formats
Date Ranges
Display Options
Document Browser
Line Browser
Open Item Browser
Queries
Time Format
Year 2000

Special Features
Allocation of Expenditures over multiple periods
Audit Trail
Check Writing
Check Writing explained
Distribution (pre-determined patterns)
GL Number look up
GL Prefix look up
Open Items window - automatic launch through data entry
Open Items window - manual launch from menu selection
Query
Subledger look up


The Window
Launch Run-time - Accounting Data Entry to display the Accounting Data Entry window. It will be devoid of any template image when starting Accounting Data Entry for the first time; or loaded with the template image which was used last.


The Title Bar
will display the Name and Description of the Source Document currently being entered (or, on start-up, that of the last Source Document entered or changed).

The scrollable view for the selected Input Template
will be filled with the template design associated with the Source Document and default GL account trigger, if applicable. The Common template is the default.  To load a Template for a specific Source Document:

If the Accounting Data Entry window displays a template and the Title Bar shows the name of the desired Source Document, you do not have to follow steps 1-2 below - simply start your data entry process.


The Running total area
will display the Running total of the amount field as the various document lines are being entered (see image below).

Upon clicking New-Line after completing the first data entry line, the Controls bar area will display the running total (net debits (+) and credits (-)) and increment the amount with each succeeding line entry. Until the running total comes to zero (assuming all other conditions have been met), the Document Status is set to Suspended. If upon completion of the Document the running total is zero and all mandatory data has been provided, the Document Status is changed to Completed. Completed Documents can be saved and posted. Suspended Documents can be saved but not posted. The Source definition process enables the automatic saving of Completed Documents.

Take Note:
Under certain conditions, it is possible that a series of transaction records achieve zero-balance status in its Running total prior to all records having been entered for a given document. Since the system has no way of telling what lies ahead, it will close off the partially entered but zero-balanced group of transaction records as a completed document. In such an  event, do not proceed with the next transaction line until you have first clicked on the last document listed in the Document browser on the bottom left of the Input window. This will re-open the just closed document, switch the input action into the Change mode and allow you to add additional transaction lines to the re-opened document. As soon as you reach zero-balance status again, the document will again be closed automatically. Repeat this cycle as often as necessary.


The Entered documents browser and Document lines browser column display is set with Preferences:

 

 

 

The Find button
will display the Find records panel which allows the loading of the specified document(s) into the Entered documents browser.

 

Please Note: The generated SQL WHERE clause can be modified; or, in lieu of making any Search Criteria and Sort Order specifications, the SQL WHERE clause can also be created manually.

After the Do button is clicked, the Find records panel is dismissed and the "Loading" panel is displayed:


The bank of buttons
displays three buttons (Source, Doc, Line) in the New mode or two buttons (Cancel, Enter) in the Change line mode (the Change line mode is triggered automatically when selecting a record from the Document lines browser:


The Entered documents browser
(located in the bottom left corner of the window) lists all Documents in volatile memory whether as a result of being part of a current input batch or because it was retrieved from the database using the Find option (for review, changes, or posting). Data displayed in the Entered document browser for a given Document is based on the Document's "header line" (see Document Line Browser explained in the next section).

The Status icon is shown, when applicable, on the right side of the Document column. Status icons show four conditions:

The Status column indicates the document to be either Completed or Suspended. The Document and Status columns are mandatory components in the Entered documents browser; however, their positions within the browser can be defined through Preferences.


The Document lines browser
will display all records as a new document is being entered, or display all the records of an already completed document by clicking on one of the documents displayed in the Entered documents browser.

The data columns and the order in which they are to be displayed are specified by the user as part of Preferences. The Status column is a mandatory component in the Line browser.

During New mode
new records are added to the browser in sequential order. The first line is deemed to be the "header line" (see Entered Document Browser explained above).

You may reposition the sequential order of any record by holding the Control key down and dragging the desired record up or down.

To switch to Change line mode
select a record. This will load all data fields into the template area of the window. However, if the selected Document is Posted, changes are not possible. After making changes to a record, press the Enter button. To exit the Change line mode and switch back to the New group of buttons, press the Cancel button.


Entering An Incorrect Subledger Number
When entering a Subledger account which does not find a valid match, the Invalid account panel will be displayed, enabling the options: Lookup, Add, or Retype.


If Add is selected, the Subledger window is displayed.
If Lookup is selected, the Subledger and Find records windows will be displayed.
If Retype is selected, the incorrectly entered Subledger number's text is selected (ready for retyping).




Cross-period Balancing
It is sometimes desirable to record a transaction line where the Document date and the applicable accounting period do not match e.g. a company, whose fiscal year ends on December 31st,  has received an invoice dated on March 5, 1998 for services rendered in January, 1998. You wish to set up the payable in March but record the expenditure in January, without having to perform any complicated maneuvers. Utilizing the Zero-balancing by Period option, you can make the following entry:

Document Date Period
Credit Accounts Payable March 5, 1998 98/03
Debit Specific Expenditure March 5, 1998 98/01

When entering the Expenditure Transaction line, do not change the Document date (that is a historical, unalterable fact); instead:

Please Note:
Account 3336 was selected in the Accounts > Prototypes > Open / Zero Balancing by > Period...  after selecting Generate balancing entries automatically from the Cross-period balancing options.  The generated transactions are disabled - they cannot be edited; however, if you would edit the second record (GL Number 8036) and change the Period from 98/01 to 98/03 (effectively negating the zero-balancing requirement), the two generated entries will be dropped.


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