Diary Field Locations in Vision

If you set up a diary on the Diary Auto Numbering tab in Accounting System Settings Configuration for the fiscal period or fiscal year in which you are entering transactions, a Diary field displays in various places throughout Vision.

You must enter a diary code for all transactions that you enter in all the various places throughout Vision.

A Diary Number field that prefills with an auto-assigned number also displays on the various transaction entry forms. For processing forms that do not display a Diary Number field (such as for accounts payable payment processing), diary numbers are automatically assigned to the transactions when you process the run.

Transaction Center

The Diary field and the Diary Number field are located on the transaction entry forms in Transaction Center > Transaction Entry for the following transaction types:

• AP Vouchers
• AP Disbursements
• Cash Disbursements
• Cash Receipts
• Employee Repayments
• Invoices
• Journal Entries
• Miscellaneous Expenses
• Prints & Reproductions

The Diary field and the Diary Number field are located on the File Control dialog box for the transaction file for the following transaction types:

• Employee Expenses
• Labor Adjustments
• Timesheets
• Units
• Units by Projects

In Transaction Center > Transaction Posting, the Diary field is located on the Timesheets tab and the Expense Reports tab.

Accounting

In the following Accounting programs, the Diary field is located on the processing forms:

• Accounts Payable » Create Voucher from PO
• Adjust Salaried Job Cost
• Consultant Accruals
• Gains/Losses and Revaluations
• Intercompany Billing (General tab)
• Labor Cross Charge
• Revenue » Revenue Generation

For Accounts Payable Payment Processing and Employee Expenses Payment Processing, the Diary field is located on the Assign Payment Number dialog box when you click the Assign Numbers option on the Payment Printing and Numbering form.

For Bank Reconciliation in Accounting, the Diary field is available only when you process cleared items for a bank that has the in-process account enabled in Bank Codes Configuration. The field is located on the Post Cleared Items dialog box that opens from the Payments tab on the Bank Statement Reconciliation form when you click Process Cleared Items on the grid toolbar.

In AP Invoice Approvals, the Diary field is on the Create Transaction Center AP Voucher Options dialog box and the Create Voucher From Purchase Order Options dialog box.

Billing

You enter diaries for the following Billing programs:

• Interactive Billing — On the Billing Session Options form.
• Interactive Billing — On the Billing Labor Transfer dialog box, Billing Expense Transfer dialog box, and the Billing Unit Transfer dialog box.
• Batch Billing — On the Billing Session Options form.

Inventory

In Inventory, the Diary field is on the following forms:

• Inventory Issues
• Quantity Adjustments
• Cost Adjustments

Data Import

On the Text File Fields Mapping tab of the Import Utility form, you can select whether or not to import the Diary field from a text file for the following tables that you select on the Main tab of the Import Utility form:

• Journal Entry Data Entry
• Miscellaneous Data Entry
• Prints and Reproductions Data Entry
• AP Voucher Data Entry
• Invoice Data Entry
• Cash Receipts Data Entry
• AP Disbursement Data Entry
• Cash Disbursement Data Entry
• FAS Depreciation Entry

You can specify a diary code to use for the following data when you import it into Vision using the Data Import utility:

• Timesheet Data Entry
• Employee Expense Report Data Entry
• Unit Data Entry
• Project Expense
• Project Invoice
• Project Receipt
• Account Balance
• AP Voucher Line
• AP Payment
• Unbilled Revenue

The Diary field is located on the Import Utility dialog box and the Please Specify the Batch Name to be Used for This Data Entry Import dialog box. These dialog boxes display after you validate and before you import.