Use the Diary Auto Numbering tab to manage diaries and set up automatic numbering for the diaries.
Contents
Diary Auto Numbering Grid
Use this grid to set up diaries and automatic numbering for them. This allows you to assign diaries to transactions and produce diary reports that contain a subset of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or fiscal periods.
You can set up different types of diaries to assign to a different group of transactions, such as purchase transactions or sales transactions. You set up diaries by diary type and company (if you have multiple companies), and you assign each diary either a fiscal period or fiscal year for which it applies.
When you set up a diary in this grid for the fiscal period or fiscal year in which you are entering transactions, a Diary field displays in various places throughout
DPS. You must enter a diary code for all transactions entered in these various places.
If you have multiple companies:
- You must set up diaries and diary auto numbering by company in this grid.
- You must set up a diary using the Deltek-provided
IC (Intercompany Diary) diary type to capture intercompany transactions.
Deltek recommends that you post all open transaction files and payment processing runs before you set up diaries.
After you set up a diary in the grid, you cannot change any information in the grid for it. Instead, you can delete the diary row in the grid if no transactions have been assigned a diary number for the diary.
| Field | Description |
|---|
| Diaries Drop-down
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Click the drop-down arrow on a grid header to complete any of the following actions:
- To print grid data, click
Print. On the Print Preview form, click
to send the grid data to your default printer.
- To export grid data to an Excel spreadsheet, click
Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
- To turn on grouping for a grid, click
Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.
Not all options are available on all grids.
|
 Insert
|
Click this option to enter a new row on the grid and set up a diary.
|
 Delete
|
Select a row and click this option to delete the diary from the grid. You cannot delete a diary after a transaction has been assigned a diary number for the diary.
|
| Company
|
If your firm uses multiple companies, use the drop-down list to select the company for which you are setting up the diary.
|
| Diary Type
|
Use the drop-down list to select a diary type, such as purchases diary or sales diary. You set up diary types in the Diary Code table in
in the browser application. This allows you to produce different diary reports for different types of transactions.
|
| Diary Description
|
The description for the diary type that you selected in the
Diary Type field displays in this field.
|
| Period
|
Use this drop-down list to select the fiscal period or fiscal year for which the diary applies. After you set up a diary for a fiscal period or fiscal year, a
Diary field displays in various places throughout
DPS when you have that fiscal period or fiscal year open in
DPS. You must enter a diary code for all the various transactions that you enter in that fiscal period or fiscal year. This ensures that diary reports contain the transactions from specific fiscal periods or a fiscal year.
In the drop-down list, fiscal periods are designated as
<period>/<year>, such as 01/2016 and 02/2016 for January 2016 and February 2016. A fiscal year is designated as 0/<year>. For example, 0/2016 is the fiscal year for 2016. Only active periods and fiscal years display in the list.
When you select the fiscal year for a diary, the diary contains transactions for the whole year. When you select a specific fiscal period for a diary, the diary contain transactions for only the specific period.
For diaries that you create with the same diary type and company within the same fiscal year, you must set up either one fiscal-year diary or multiple diaries for each fiscal period of the fiscal year. You cannot have a mix of both fiscal year and fiscal periods within the same fiscal year.
If you select
IC- in the
Diary Type field in this grid, you must select a fiscal year in the
Period field. IC (Intercompany Diary) is a diary type that comes with
DPS if you have multiple companies.
|
| Diary Code
|
Enter an alphanumeric code (up to 10 digits) for the diary. This is the code that you select from the drop-down list in a
Diary field in various places throughout
DPS when you assign a diary to a transaction or processing run.
You can use the same diary code only for another diary of the same diary type and same company. For example, you can use the same diary code for a diary for company A that has a Sales diary type for period 01/2016 and a diary for company A that has a Sales diary type for period 02/2016. You cannot use the same diary code for different diary types or different companies.
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| Next Diary Number
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Enter the diary number to be automatically assigned to the next transaction for which the diary is entered. The diary number is assigned to a transaction when you save the transaction or when you process a run such as for
accounts payable payment processing. When a diary number is assigned to a transaction, the number in this field updates appropriately. You can change the number in this field at any time.
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Option Below the Grid
| Field | Description |
|---|
| Include Diaries Assigned to Closed Periods
|
Select this check box to include diaries that are assigned to closed periods in the Diary Auto Numbering grid.
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