Transaction Entry Form

Before you open a transaction file on the Transaction Entry form, you see a standard set of toolbar options and a set of common fields.

When you select a transaction type in the Transaction Type field and either create a new transaction file or open an existing one, the form specific to that transaction type displays. For example, if you select A/P Disbursements in the Transaction Type field and then open a transaction file, the A/P Disbursements form displays.

Location

To display the form, complete the following step:

From the Vision Navigation menu, click Transaction Center > Transaction Entry.

Contents

Toolbar Options Before you Open a Transaction File

Use the toolbar to work with transaction files and the records in the files. The options available on the toolbar depend upon whether or not you have opened a transaction file on the form.

Field Description
New Click this option to display the New File dialog box and create a new transaction file.
Open Click an existing transaction file and then click this option to open the file.
Transaction List Click this option and then select one of the following:
  • Print — Print a file to your default printer using the Print Transaction List dialog box.
  • Preview — Preview a file on screen before you print it.
  • Print - Errors Only — Print a file to your default printer using the Print Transaction List dialog box. This file includes errors for the current transaction batch.
  • Preview - Errors Only — Preview a file on screen before you print it. This file includes errors for the current transaction batch.
  • Print - Unapproved Line Items — Print a file to your default printer using the Print Transaction List dialog box. This file includes unapproved line items for the current transaction batch.
  • Preview - Unapproved Line Items — Preview a file on screen before printing. This file includes unapproved line items for the current transaction batch.
Delete Select a transaction and then click this option to delete the transaction.
Help Click this option to display online help.

Toolbar Options After you Open a Transaction File

Field Description
Save Click this option to save your entries.
New Click this option to add a new transaction record to the current transaction file.
Delete Select a transaction and click this option to delete it.

If you use diaries, after you save a transaction to which a diary has been assigned, you cannot delete the transaction. If you entered the wrong diary for a transaction and you need to change it, you must enter zero amounts for the transaction or enter a reversing transaction. Then, enter the correct transaction.

Submit File Use this option to submit a transaction entry file from the file currently open. You do not have to return to the Transaction Entry form to submit a file.
Currency Click this option to display the Currency Override dialog box, which you can use to override the exchange rate for the current transaction, or to select a different transaction currency for the current transaction.
File Click this option and then select one of the following:
  • New File — Display the New File dialog box, on which you create a new transaction file.
  • Open File — Use the Transaction grid to select and open an existing transaction file.
  • Control Totals — Display the Control Totals dialog box, where you can view or modify control totals for the current transaction, specify that the file is recurring, and set defaults for tax codes and bank codes.
  • Change Dates — Change the transaction date and, if transaction date validation is implemented, the file end date for the current transaction file. The Change Dates option is only available if the transaction file is recurring.
  • Clear Amounts — Clear (zero out) the amounts entered for a recurring transaction.
  • Reverse Amounts — Reverse all amounts (multiply by negative one) in a recurring transaction.
  • Recreate File — Recurring files that were already posted must be recreated in order for correct posting to occur.

Fields

The fields that display on the Transaction Entry form before you open a transaction file are common across transaction types.

Field Description
Transaction Type From the drop-down list, select the type of transaction that you want to work with.
Type This field displays the type of transaction file.
File This field displays the name of the transaction file, as entered on the New File dialog box when the file was created.
Creator This field displays the username of the person who created the transaction file.
End Date This field displays the end date of the transaction file, as entered on the New File dialog box.
Period This field displays the transaction period, which is determined by the transaction file end date.
Show only transaction files created by me Select this option to view only the transactions that you created.