Contents of the Units by Project Form

Enter a reference number for the transaction file. You can also enter the project, transaction date, quantity, or description for a transaction line item.

Header Fields

Field Description
Transaction Filename This field displays if the active company uses files to group transactions. This field displays the filename of the transaction file.
Active Company This field displays if you have multiple companies in Vantagepoint. This field displays the active company to which the individual transaction or transaction file belongs to.
Status This field displays the current status of the transaction or transaction file.
Approved By/Rejected By If the transaction file has been approved, then this field displays the approver. If the transaction has been rejected, this displays the employee who rejected and the reason.
Reference Number Enter the reference number for the units by project file.
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 of the Transaction Settings form in Settings > Accounting > 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 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 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. All 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, are available for selection. The list also includes IC - Intercompany Diary to capture intercompany transactions.

If you use multiple companies, you can select only those diary codes that are set up for the current company.

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 of the Diary Auto Numbering Options section on the Transaction Settings form, in Settings > Accounting > Transactions.

Project Information Grid Fields

Field Description
Transaction Date Specify a date for the unit period.
Project After you select the project number, the Unit Table field displays the associated unit number as follows:
  • If the project has an associated unit table, then the Unit Table number automatically displays in the Unit Table field.
  • If multiple projects are associated with one unit table, then the Unit Table field remains blank. Use the drop-down to select the appropriate table name.
Phase This field displays the phase identifier.
Task This field displays the task identifier.
Unit Enter the unit number or select a unit on the Units lookup.
Unit Table

If a project-specific or referenced table was entered on the Accounting tab of the Projects form for the selected project, that table automatically displays in this field. Or, if multiple projects were related to one unit table, you can select the associated unit table from the drop-down in this field.

Unit tables with a dormant status do not display in this field, nor are they available for selection from the drop-down list.

Account

If a project-specific or referenced table was entered on the Accounting tab of the Projects form for the selected project, that account automatically displays in this field.

If an account does not display, you can enter the account to which you are charging this item.

Quantity Enter the number of units to charge to this project. The quantity will be multiplied by the rate (billing or cost) for this unit, as defined in Units Settings, to determine the extended billing or cost amount for this unit.
Description Enter a description for the account.
Single Label This column displays the label for the unit as it should display for a singular quantity. For example, it displays day if the unit charge is based on one day of labor.

If you use the Purchasing application and you created the unit table from an inventory item, this column displays the purchasing unit of measure for the row entry.

Exchange Override Rate If you use multiple currencies, you can use this field to override the exchange rate for a single line item. Vantagepoint stores each transaction amount that you enter in the currency that you selected when creating the transaction file or on the Exchange Override dialog box. Vantagepoint 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, Vantagepoint uses the daily exchange rates that you establish in Currency 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.
Currency If you use multiple currencies, this field displays the currency for the transaction line item.
Employee An entry is required in this field if you use the Employee Realization Reporting feature and a unit has been designated for employee-specific revenue (the Employee-specific Revenue check box is selected in Units Settings). Enter the employee for whom this unit's revenue will be applied as realization.
Document

Contact your system administrator to enable FileStream in Weblink if this field does not display.

This field displays a Document button for each transaction item. The button is displayed in two ways:
  • : This button represents a transaction record with no associated supporting documents.
  • : This button represents a transaction record with existing supporting documents. If there are associated supporting documents for the transaction record, a tool tip displays the description of the associated supporting documents when you hover your mouse pointer over the Document button.

Click the Document button to display the Supporting Document dialog box, on which you can add, view, or modify existing supporting documents for the corresponding transaction. On the Supporting Document dialog box, supporting documents that are associated with a transaction record that is posted to a reimbursable account will be marked as "print with invoice" in Billing > Interactive Billing by default. Supporting documents that are associated with a transaction record that is posted to a direct or indirect account will not be marked as "print with invoice" in Billing > Interactive Billing by default.

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.
Phase Name This column displays the phase number associated with the line item.
Project Name This column displays the project number associated with the line item.
Task Name This column displays the task number associated with the line item.