Deltek Vantagepoint Help

Using the Help Search

Contents of the Prints and Reproductions Form

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 Project Information grid contains individual transaction line items.

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	If the transaction file has been Approved, then this field displays the approver.
Reference	Enter a number by which to reference this transaction.
Transaction Date	Select the date for this transaction.
Description	Enter a description for this printing expense.
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
Originals	Enter the number of originals.
Copies	Enter the number of copies.
Project	Enter the project number or select a project from the list.
Project	This column displays the project number associated with the line item.
Phase	Enter the phase number or select a phase from the list.
Phase	This column displays the phase number associated with the line item.
Task	Enter the task number or select a task from the list.
Task	This column displays the task number associated with the line item.
Account	Enter the general ledger account for this disbursement item. 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 the account number or use the Account lookup to select an account. If you use multiple currencies and a currency has been specified for this account (on the General tab of Chart of Accounts Settings), 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.
Amount	Enter the amount of the transaction line item.
Client Name	This column displays the name of the client associated with the project.
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 you created the transaction file. `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.

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Contents of the Prints and Reproductions Form

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 Project Information grid contains individual transaction line items.

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	If the transaction file has been Approved, then this field displays the approver.
Reference	Enter a number by which to reference this transaction.
Transaction Date	Select the date for this transaction.
Description	Enter a description for this printing expense.
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
Originals	Enter the number of originals.
Copies	Enter the number of copies.
Project	Enter the project number or select a project from the list.
Project	This column displays the project number associated with the line item.
Phase	Enter the phase number or select a phase from the list.
Phase	This column displays the phase number associated with the line item.
Task	Enter the task number or select a task from the list.
Task	This column displays the task number associated with the line item.
Account	Enter the general ledger account for this disbursement item. 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 the account number or use the Account lookup to select an account. If you use multiple currencies and a currency has been specified for this account (on the General tab of Chart of Accounts Settings), 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.
Amount	Enter the amount of the transaction line item.
Client Name	This column displays the name of the client associated with the project.
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 you created the transaction file. `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.