Process Overview for Transaction Entry

Use Transaction Entry to create new transaction files or open existing files, depending on your system configuration and security access rights.

When you open the Transaction Entry application, you first select the type of transaction for which you will be entering transactions. This allows you to create a new transaction file in which to save the transactions. You create a new transaction file on the Transactions Tab of the Transactions Entry form and enter the information for the new file on the New File dialog box.

Based on the transaction type that you select, a specific transaction form displays. For example, the AP Vouchers form includes fields and a grid where you enter vendor and associated voucher information, while the Journal Entries form includes fields and a grid where you enter labor or expense transactions and their associated information.

Either create a new transaction or open an existing transaction file:

• To create a new transaction file, click the New toolbar option. The New File dialog box displays. The options on this dialog box are specific to the type of transaction you are creating. You must complete the fields on this dialog box to create a new transaction file. When you save your entries, the specific transaction's entry form displays based on the type of transaction you selected (such as the AP Voucher form, Journal Entry form, and so on).
• To open an existing transaction file, select one on the Transactions grid, which lists all existing transactions for the selected transaction type. If you want to limit the results in the grid, select from the filter options that display below the grid. For example, select the Show Only Transactions Created by Me option to display only the transactions that you were responsible for creating and that match the selected transaction type. To view or update an existing transaction file, select the file name from the grid. The specific transaction's entry form displays based on the type of transaction you selected (such as the AP Voucher form, Journal Entry form, and so on) .

After you create the transactions, you can post the transaction file. Posting updates your general ledger, subsidiary ledgers, and project files; it also allows you to generate up-to-date reports. Because posting permanently updates the database, it is important to first review the data to confirm it is correct.

You can open an existing transaction file that has not yet been posted to continue working in it or view it by selecting it from the list of files on the Transactions tab of the Transactions Entry form.

For more detailed information, refer to the online help for each transaction type.