How Ajera validates and assigns dates
To determine valid dates and assign accounting dates, Ajera uses the dates you enter in these fields:
- Beginning Balances Date field in:
- Don’t Allow Entries
Prior To field in
> Setup > Company > Preferences
Multi-company only. The Don't Allow Entries Prior To date must fall after the last beginning balance date of all your companies to prevent invalid general ledger entries.
How Ajera determines an accounting date depends on the task:
- Entering a transaction
- Changing a transaction
- Deleting a transaction
When you enter a new transaction
When you enter transactions for tasks from the Manage menu, Ajera makes the necessary debit and credit entries for financial reporting. It uses the date of the transaction as the accounting date. For example, when you enter a vendor invoice, Ajera uses the accounting date for the debit and credit entries.
The date you enter must not be earlier than the Don't Allow Entries Prior To date in > Setup >
> Setup > > Setup > 
Example
When you change a transaction
Certain changes to a transaction affect financial reporting. For example, when you change the account, department, or amount on a vendor invoice distribution, Ajera makes debit and credit entries to reverse the original entries. It also creates new entries to reflect your change.
Ajera determines the accounting date, as follows:
| If the original transaction date is |
Then for the accounting date |
||
|---|---|---|---|
|
Not earlier than the Don't Allow Entries Prior To date (Or if the Don't Allow Entries Prior To date is blank) |
Ajera uses the original transaction date for both the reversing and new entries. |
||
|
Earlier than the Don't Allow Entries Prior To date |
Ajera uses the Don't Allow Entries Prior To date for both the reversing and new entries
|
When you change the date on an existing transaction
You can change the date when:
- The transaction date is not before the Don't Allow Entries Prior To date.
- The Don't Allow Entries Prior To date is blank.
When you change a date on an existing transaction, Ajera creates financial entries to move the transaction to the new date. It creates debit and credit entries to reverse the original entries using the original date and creates new entries using the date that you entered.
When you delete a transaction
When you delete a transaction, Ajera creates reversing debit and credit entries.
| If the original transaction date is |
Then for the accounting date |
||
|---|---|---|---|
|
Not earlier than the Don't Allow Entries Prior To date (Or if the Don't Allow Entries Prior To is blank) |
Ajera uses the original date for the reversing entries. |
||
|
Earlier than the Don't Allow Entries Prior To date |
Ajera uses the Don't Allow Entries Prior To date for the reversing entries.
|
Deciding the accounting date
If you want to choose the accounting date, select the Enter
accounting dates check box in > Setup >
If you want Ajera to automatically use the earliest valid date, clear
the Enter accounting dates check
box in > Setup >
| Note: |
When performing
Beginning Balance tasks, you must use accounting dates earlier than the
Beginning Balances date in |
Concepts
Company preferences default accounts
Tasks
Entering bank register transactions
Entering an intercompany bank transfer
Changing bank register transactions
Deleting bank register transactions
Voiding a beginning balance entry in the bank register
Setting up general preferences
Setting up general preferences for multi-company
Setting up account preferences
Setting up project preferences
Setting up scheduling preferences
Setting up billing preferences
Setting up payroll preferences
Setting up time and expense entry preferences
Setting up integration preferences
References
