Control Totals Dialog Box

Use the Control Totals dialog box to specify control totals that Vision uses to check transaction entries.

The contents of this dialog box vary, depending on the type of transaction file. For example, when you work with Timesheet transaction files, this dialog box includes fields for overtime hours and amounts. When you work with AP disbursement files, this dialog box includes default bank, voucher date, and tax code fields. See the field descriptions provided for each type of transaction entry form for related information.

Parent Topic: Screens

Location

To display the dialog box, complete the following steps:

  1. From the Vision Navigation menu, click Transaction Center > Transaction Entry.
  2. Open a transaction file.
  3. On the toolbar of the Transaction Entry form, click File > Control Totals.

Contents

Field Description
File Name

This field displays the file name for the transaction file.

If you are using the Multicompany feature, transaction file names must be unique across the enterprise.

Allow Asset Entries This check box applies for AP voucher transactions. It displays on this dialog box if you have the Asset Management application activated and the following configuration settings are selected:
  • The Allow asset entries for AP Vouchers and Journal Entries check box is selected for your security role on the Accounting tab in Configuration > Security > Roles.
  • The AP Voucher check box is selected for Asset Item Source on the General tab in Configuration > Asset Management.

You can select the Allow Asset Entries check box only if you do not select the Recurring check box on this dialog box.

Select the Allow Asset Entries check box to automatically generate an asset item in the Equipment Info Center from an AP voucher line item or associate an AP voucher line item with an existing asset item in the Equipment Info Center when you post an AP voucher. When you select this check box, the following additional fields display in the AP vouchers grid on the AP Vouchers form:

  • Create Asset
  • Asset Type
  • Item Number
  • Associate to Existing Asset
Recurring This field indicates whether or not the transaction is recurring.
Start Date This field displays the start date for the transaction file.
End Date This field displays the end date for the transaction file.
Control Total Amount or Hours

Enter a control total for the transaction file.

The control total is the total monetary amount that will be entered in this batch. For example, if entering a deposit with three transactions: 8000.00, 6000.00, and 4000.00, the control total would be 18000.00.

Control totals are final totals for all of the information that you enter into a specific transaction file. Accountants also refer to this as a batch total. As you enter data, Vision keeps running totals for the data that you enter; these running totals should equal the control totals before you post the file.

For example, you can calculate timesheet control totals by adding up all of the regular hours and overtime hours on all of the timesheets that you are about to enter. Vision uses the control totals to verify that the total amounts you enter during transaction entry are equal to the total amounts you planned to enter.

File Total Amount This field displays the total amount for the transaction file.
Difference This field displays the difference between the control total amount and the transaction file amount.