After you open a miscellaneous expenses transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The grid fields represent individual transaction line items.
Header Fields
| Field | Description |
|---|
| Reference
|
Enter a number by which to reference this transaction. If you enter fewer than seven characters,
Deltek adds leading zeros to the number that you enter.
|
| Date
|
Specify the date for this transaction. For labor adjustment and timesheet transactions, enter a date for each detail line. For expense transactions, enter a date for the entire file.
|
| Description
|
Enter a text description for the miscellaneous expense record. For miscellaneous expenses there are two descriptions:
- This
Description field, in the top portion of the miscellaneous expenses file, is a required field, and applies to the whole record.
- The
Description field listed at the beginning of each detail line is an optional field, and applies just to that line item.
Descriptions display on invoices,
Accounts Payable reports, and General Ledger reports.
|
| Diary
|
This field displays only if you have set up a diary on the Diary AutoNumbering tab of
for the fiscal period or fiscal year in which you are entering transactions.
Use this field to select a diary code for the current transaction, or the group of transactions if you are processing a group of transactions, such as in an accounts payable payment processing run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions.
The
Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type.
The drop-down list contains all the diaries that you set up on the Diary AutoNumbering tab that have the same fiscal period or fiscal year in which you are entering transactions, or that have no fiscal period or year entered for them.
If you use multiple companies, the
Diary drop-down list includes only the diary codes that are set up for the current company. The list also includes
IC - Intercompany Diary to capture intercompany transactions.
You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
|
| Diary Number
|
This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted.
The next number to use for a diary is specified in the
Next Diary Number field on the Diary Auto Numbering.
|
| Status
|
This field displays the current status of the transaction file.
|
| Approved By
|
If the transaction file has been approved, then this field displays the approver.
|
Grid Fields
| Field | Description |
|---|
| Description
|
Enter a description. Descriptions display on invoices,
Accounts Payable reports, and General Ledger reports.
|
| Project
|
Enter the
project number or select a
project from the
Project lookup.
|
| Phase
|
Enter the
phase number or select a
phase from the
Phase lookup.
|
| Task
|
Enter the
task number or select a
task from the
Task lookup.
|
|
Account
|
The
project type and
account number
must be compatible. If the disbursement is for a regular
project, enter a reimbursable or direct
account. If the disbursement is for an overhead
project, enter an indirect
account.
Enter the
account number in the
Account field or select an
account on the
Account lookup.
If you use multiple currencies and a currency has been specified for this
account (on the General tab of the
Accounts Info Center), the
account is a foreign denominated
account. All transactions affecting a foreign denominated
account must be in the same currency.
|
| Amount
|
Enter the amount of the transaction line or detail line. For expense transactions, this amount will be charged to the
project,
task, and
account combination.
|
| Exchange Override Rate
|
If you use multiple currencies, you can use this field to override the exchange rate for a single line item.
Deltek stores each transaction amount that you enter in the currency that you selected on the New File dialog box.
Deltek also stores the amount in the functional currency of the company that owns (via
organization structure) the
project,
phase, or
task charged for the transaction. If the transaction currency and functional currency differ,
Deltek uses the daily exchange rates that you establish in Settings to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
|
