Transaction Entry

In Transaction Entry, you create transaction files and the records within them, modify the contents of existing transaction files, set control totals, and establish recurring transactions. You can also delete transaction files, if needed, and unlock locked transaction files.

Multiple Companies

If your enterprise uses multiple companies, it is important to understand the following:

  • The company that you select at login, or when you switch to a different company, is the active company. All of the transactions that you create while logged in to this company will belong to this company. You can modify or post only those transaction files owned by the active company.

    For timesheet, labor adjustment, expense report, and expense payment transactions, only employees that are associated with the active company are available for entry.

  • Your role's security access rights impact the types of transactions that you can enter. The role must have access to enter the selected transaction type for the active company. If the active company does not have access to enter transactions, an alert displays. Contact your system administrator for more information.

Multiple Currencies

If your enterprise uses multiple currencies, each transaction amount is stored in the following currencies:

  • The transaction currency, which is the one that you select in Transaction Entry.
  • The functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction.
  • The project currency and billing currency for 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.

If you need to override this exchange, you can:

  • Override the exchange rate for a full transaction.
  • Override the exchange rate for a single line item.

Concepts

For related background materials, see the discussions about transaction entry and posting, and the processing cycle concepts in the Concepts section of the help.

Related Topics:

  • Process Overview for Transaction Entry
    Use Transaction Entry to create new transaction files or open existing files, depending on your system configuration and security access rights.
  • Transaction Entry Form
    Before you open a transaction file on the Transaction Entry form, you see a standard set of toolbar options and a set of common fields.
  • AP Disbursements
    When you enter Accounts Payable (AP) Disbursements, you simultaneously enter a manual payment and an Accounts Payable voucher for the vendors in your database.
  • AP Vouchers
    You can enter or modify accounts payable vouchers for the vendors in your database. You can enter new vouchers with one or more detail lines, and you can also modify amounts on previously entered and posted vouchers.
  • Cash Disbursements
    Use Cash Disbursements if you want to record a manual check that is not associated with a vendor and will not be tracked with any vendor history.
  • Cash Receipts
    Use cash receipt transactions to record the individual receipts that make up one deposit. Each deposit can consist of many receipts.
  • Employee Expenses
    Use Employee Expenses to record travel and automobile expenses, or use whenever an employee needs to file an expense report.
  • Employee Repayments
    Use Employee Repayments to record repayments for travel and automobile expenses, or whenever an employee needs to file a repayment report.
  • Invoices
    Use Invoices to create invoices to send to your clients. If you use Billing, DPS automatically creates an invoice file.
  • Journal Entries
    Use journal entries to record salaries, withholdings, bonuses, or accruals. You can also perform reclassifications and reallocate account activity.
  • Labor Adjustments
    Enter labor adjustments in the Transaction Center to make changes to labor detail while keeping a tight audit trail on the changes.
  • Miscellaneous Expenses
    Use Miscellaneous Expenses to charge expenses that do not fit into one of the other transaction entry types to your projects, and to distribute overhead costs to projects.
  • Prints and Reproductions
    Use Prints and Reproductions to record costs for photocopying, blueprints, and other printing expenses.
  • Timesheets
    Use Timesheets as the basis for all labor costing and billing. Usually, timesheets are entered at the same frequency as payroll, such as weekly or monthly. To be able to generate accurate and up-to-date costing reports, you can enter timesheets more often.
  • Units
    Use units to bill labor and expense charges as unit transactions.
  • Units by Project
    Use Units by Project to enter units for a single project or for multiple projects.
Parent Topic: Transaction Center Overview