Deltek Vantagepoint Help

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Set Up Diary Autonumbering

Set up diary autonumbering if you want 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.

Note: The PSA module does not include the diary feature, so this procedure does not apply if that module is activated.

To set up diary autonumbering:

  1. In the Navigation pane, select Settings > Accounting > Transactions.
  2. Select Yes for the Include Diaries Assigned to Closed Periods option to include diaries that are assigned to closed periods in the Diary Auto Numbering grid.
    Use the Diary Autonumbering grid to set up diaries for the fiscal period or fiscal year in which you are entering transactions. The Diary field displays in various places throughout Vantagepoint. 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.

  3. Select a Diary Type.
    You set up diary types in the Diary Code table in Settings > Labels and Lists > Lists. This allows you to produce different diary reports for different types of transactions.

    The description for the diary type that you selected in the Diary Type field displays in this field.

  4. Use the Period 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 Vantagepoint when you have that fiscal period or fiscal year open. 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.
  5. Enter an alphanumeric diary code (up to 10 digits).
    This is the code that you select from the drop-down list in a Diary field in various places throughout Vantagepoint when you assign a diary to a transaction or processing run.
  6. Enter the diary number to be automatically assigned to the next transaction.
    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.
  7. Click Save.