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 Project Information grid contains individual transaction line items.
Header Fields
| Field | Description |
|---|
| 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.
|
| Reference Number
|
Enter a number by which to reference this transaction. If you enter fewer than seven characters,
DPS adds leading zeros to the number that you enter.
|
| Transaction Date
|
Select the date for this transaction.
|
| Description
|
Enter a text description for the miscellaneous expense record.
Description displays on invoices, Accounts Payable reports, and General Ledger reports.
|
| Diary
|
This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section in
.
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 a vendor payment 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 Auto Numbering Options section in Transactions Settings 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 have multiple companies in
DPS, the
Diary field 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 in the Diaries grid in the Diary Auto Numbering Options section on the Transaction Settings form in
.
|
| Currency
|
This field appears if you use multiple currencies. This field displays the currency used for the transaction.
|
| Exchange Override
|
This field appears if you use multiple currencies. This field displays any exchange override information including if you are overriding the exchange date or exchange rates. Click
 to update the transaction currency and the exchange rate for the transaction.
|
Project Information Grid Fields
| Field | Description |
|---|
| Description
|
Enter a description for the line item. Descriptions display on invoices, Accounts Payable reports, and General Ledger reports.
|
| Project
|
Enter the project number or select a project from the Project lookup.
|
| Project Name
|
This column displays the project number associated with the line item.
|
| Phase
|
Enter the phase number or select a phase from the Phase lookup.
|
| Phase Name
|
This column displays the phase number associated with the line item.
|
| Task
|
Enter the task number or select a task from the Task lookup.
|
| Task Name
|
This column displays the task number associated with the line item.
|
| Account
|
The project type and account number
must be compatible.
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 (in
), the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency.
|
| Account Name
|
This column displays the general ledger account name for the line item.
|
| Client Name
|
This column displays the name of the client associated with the project.
|
| Amount
|
Enter the amount of the transaction line or detail line.
|
| Exchange Override Rate
|
If you use multiple currencies, you can use this field to override the exchange rate for a single line item.
DPS stores each transaction amount that you enter in the currency that you selected on the New File dialog box.
DPS 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,
DPS 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.
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