After you open a prints and reproductions 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.
|
| Date
|
Specify the date for this transaction.
|
| Type of Print
|
Enter a description for this printing expense.
|
| Diary
|
This field only displays if you have set up a diary in Accounting System Settings Configuration for the fiscal period or fiscal year in which you are entering transactions. Use this field to select a diary type for the current transaction.
You can set up different types of diaries to assign to different types of transactions. The diaries are used in diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or for specific fiscal periods.
If you have multiple companies, the
Diary drop-down list only includes
IC - Intercompany Diary to capture intercompany transactions. If you do not have multiple companies, you can select a different diary type from the
Diary drop-down list.
|
| Diary Number
|
This field prefills with an auto-generated number when you save and post 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.
|
| 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 |
|---|
| Originals
|
Enter the number of originals.
|
| Copies
|
Enter the number of copies.
|
| 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 an 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 item.
|
| 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.
|
