Contents of the Miscellaneous Expenses Form
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 |
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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 | 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, Vantagepoint adds leading zeros to the number that you enter. |
Transaction Date | Select the date for this transaction. |
Description | Enter a description for the miscellaneous expense record. Description s display 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 of the Transaction Settings form 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 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. |
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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 . |
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 |
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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 list. |
Project Name | This column displays the project number associated with the line item. |
Phase | Enter the phase number or select a phase from the list. |
Phase Name | This column displays the phase number associated with the line item. |
Task | Enter the task number or select a task from the list. |
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 you specify a currency for this account on the General tab in , the account is a foreign denominated account. All transactions that affect 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. Vantagepoint stores each transaction amount that you enter in the currency that you specified when you created the miscellaneous expense. 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 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. |