| Field | Description |
|---|
| File Name
|
Enter the file name for the transaction.
If you use the Multicompany feature, transaction file names must be unique across the enterprise.
|
| Start Date
|
Select the start date for the transaction file. Click the
 Calendar icon to open the calendar and select the appropriate date.
|
| End Date
|
Select the end date for the transaction file. Click the
Calendar icon to open the calendar and select the appropriate date.
|
| Currency
|
If you use the Multicurrency feature, select the currency to use for the transaction file.
This currency serves as the file's default currency. You can specify a different currency during transaction entry (either for a transaction record or, in the case of Employee Expenses, for an individual line item within a transaction record).
|
| Control Total
|
Enter a control total amount 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.
|
| Control Totals Advance Amount
|
For employee expense transactions, enter the total monetary amount of employee expense advances that you will enter for all the expense transactions in this transaction file batch.
|
| Payment Method
|
This field applies for AP Disbursement transactions. The field is visible only if you have the Credit Card feature enabled (in
) and you set up at least one primary credit card that has at least one secondary credit card (in
) with the
Available to AP check box selected for it.
Select one of the following options from the drop-down list:
- Bank — Select this option if you are paying for vendor invoices with payments from a bank.
- Credit Card — Select this option if you are paying for vendor invoices with a credit card. To use a credit card for the payment, the credit card must have the
Available to AP check box selected for it in
.
|
| Default Liability
|
This field applies for AP Voucher transaction entries. Select the default liability code for the transaction file. The codes that are available in this list are created on the Liability Codes tab in
.
|
| Default Bank
|
This field applies when you enter AP vouchers or AP disbursements. Select the default bank code to prefill in the
Bank field on the AP Vouchers form or the AP Disbursements form for each voucher or disbursement that you enter in the transaction file. You can change the prefilled bank as needed for any transaction that you enter. This is the bank from which the disbursement or voucher payment will be drawn.
This field is not enabled if you use the Vision Credit Card feature and you selected
Credit Card in the
Payment Method field on this dialog box.
|
| Default Voucher Date
|
Select the default voucher date if you are entering a new transaction file for an AP voucher.
|
| Reg Hours
|
Enter the total number of regular hours for the transaction. You do not charge hours to an account, as all postings are automatic.
|
| Ovt Hours
|
Enter the total number of secondary overtime hours reported for the W-2 year and quarter. You do not charge hours to an account, as all postings are automatic.
|
| Ovt 2 Hours
|
Enter the total number of second overtime hours. In Labor Adjustment transaction entry and Timesheet transaction entry, you do not charge hours to an account. All postings are automatic.
|
| Reg Amount
|
Enter the total regular monetary amount of the adjustment for the transaction.
|
| Ovt Amount
|
Use this field to adjust the overtime amount posted to the cost rate for the labor item.
|
| Ovt-2 Amount
|
Use this field to adjust the second overtime amount posted to the cost rate for the labor item.
|
| Billing Ext
|
Enter the billing extension for the transaction.
|
| Realization Amt
|
Enter the monetary amount to include in an employee's realization calculation.
This field displays only when you enter labor adjustments and only if the
Reporting Realization by Employee check box is selected on the Reporting tab in
.
If you use the Multicurrency feature, the realization amount uses the currency that is entered as the billing currency for a project.
|
| Default Tax Code
|
This field displays only when you enter a new transaction file for invoices and the
Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in
.
After you enter a file name and file date on this dialog box, the
Default Tax Code field prefills an input/output tax code with the lowest sequence number that is entered in the Default Tax Codes grid on the Tax Auditing tab in Accounting Company Settings. An input/output tax code has check boxes selected in both the Inputs section and Outputs section on the on the Tax Codes tab in
. If no input/output tax is entered on the Tax Auditing tab, then no tax code prefills in the
Default Tax Code field.
The default tax code is used to calculate taxes for all the transactions that you enter in the invoice transaction file.
You can override the prefilled tax code on this dialog box and replace it with another tax code or delete it and leave the field blank.
On the Invoice form in Transaction Entry, you can override the default tax code from the New File dialog box that prefills in the
Tax Code field.
|
| Allow Tax Entries
|
This check box applies for journal entries. It displays only if the
Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in
.
Select this check box to enable tax auditing related columns—Total Tax Debit,
Total Tax Credit, and
Tax Type on the journal entry form.
|
| Allow Asset Entries
|
This check box applies for Journal Entries and AP Voucher transaction types. 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
.
- For AP vouchers, the
AP Voucher check box is selected for
Asset Item Source on the General tab in
.
You can select the
Allow Asset Entries check box only if you do not select the
Recurring check box on this dialog box.
Journal Entries
For Journal Entries, select the
Allow Asset Entries check box if you want to associate an existing asset item from the Equipment Info Center with a journal entry. Vision adds an
Equipment column to the grid on the Journal Entries form, in which you can enter the associated asset item. This relationship is recorded on the History register for the transaction. See the
online help for more information. Transactions created through Depreciation Processing will automatically update this field.
AP Vouchers
For AP vouchers, select the
Allow Asset Entries check box if you want to do either of the following:
- Create an asset item in the Equipment Info Center from a line item that you enter for an AP voucher.
- Associate a line item on an AP voucher with an existing asset item in the Equipment Info Center. This increases the depreciation basis for the existing asset item.
When you select the check box, the following fields display in the AP vouchers grid on the AP Vouchers form, so you can create or associate asset items:
- Create Asset
- Asset Type
- Item Number
- Associate to Existing Asset
For more information about these fields, see their descriptions in the AP Vouchers Form help topic.
When you post an AP voucher with asset item entries, the Equipment Info Center is automatically updated with a new asset item or an existing asset item is updated with the associated AP voucher line item.
|
| Diary
|
This field displays only if you have set up a diary in Accounting System Settings Configuration for the fiscal period or fiscal year in which you are entering 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 an accounts payable payment processing 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 drop-down 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.
The drop-down list contains all the diaries that you set up on the Diary Auto Numbering tab in
that have the same fiscal period or fiscal year in which you are entering transactions, or no fiscal period or year entered for them.
If you have multiple companies, the
Diary drop-down list includes only the diary codes that are set up for the current company. The list also includes
IC - Intercompany Diary to capture intercompany transactions.
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 on the Diary Auto Numbering tab in
.
|
| Recurring
|
Select this check box if the transaction you want to enter is recurring. If the
Allow Asset Entries check box displays on this dialog box, you can select the
Recurring check box only if you do not select the
Allow Asset Entries check box.
If you have transactions that occur each accounting period with little or no difference in content, then you can create recurring transaction files to help speed your transaction entry for these items each month.
Recurring transaction files do not get deleted after they are posted. After a recurring file is posted, you can select the file in transaction entry and "resubmit" it to make it available again for posting. Also, you can "change" the dates, "reverse" the amounts, or modify it just like any other transaction.
You can create recurring transaction files for the following transaction types: Accounts Payable, Cash Receipts, Cash Disbursements, Employee Expenses, Journal Entries, Miscellaneous Expenses, and Prints and Reproductions.
|
New.
Insert option on the grid toolbar
Delete option on the grid toolbar