Use this screen to record journal entries and bank account transactions (payroll, regular, and AP checks, regular and AP payments, and deposits). When you save a transaction, the application immediately posts it to the proper accounts.
See also: Write-up process workflow
Choose Actions > Enter Transactions.
The transactions included in the Transactions list depend on the data-entry mode selected for the client, and it may include transactions created from other parts of the application, including:
Transaction types
The fields and tabbed pages in the Enter Transactions screen change dynamically as you select different transaction types. Click a transaction type in the list below for detailed information on that type.
Fields & buttons
The Transactions list displays information for all transactions for the selected journal and posting period or for the selected bank account, depending on the data-entry method selected for the client in the Enter Transactions Options dialog.
Notes
- You can unlock and resize this frame and also dock it in other locations on the screen or on another monitor. To move the list back to the top of the screen, double-click the title bar. To move it to the last location, double-click the title bar again.
- You can limit the number of transactions displayed by selecting a , and you can further limit the number of transactions by applying a .
The primary filter fields (located in the upper-right corner of the screen) that are available depend on the data-entry method selected in the Settings tab of the Enter Transactions Options dialog.
- Journal data-entry method: The Journal and Posting Period primary filters are available.
- Bank Account data-entry method: The Bank Account primary filter is available.
- To sort any of the items in the transaction grid, click the column headings for that item.
- To display the running balance in the Balance column (when the Bank Account method is selected in the Enter Transactions Options dialog), you must sort the transactions by date and remove any searching or filtering criteria that may eliminate bank transactions. If your security permissions do not allow you to view specific transaction types, the application will not display the running balance.
- If you entered any information in the Notes tab for a transaction, the application displays an icon in the Notes column. Use the notes to record miscellaneous information that may be helpful when you are reviewing the transaction.
- If you're having trouble locating a transaction in the list, see Transactions missing from the Enter Transactions screen for more help.
The fields and tabbed pages displayed in the Transaction Detail section vary depending on the transaction type selected.
The grid in the Distributions tab includes an Account Description column. When you select a GL account, the application automatically enters the GL account description (as entered in the Setup > Chart of Accounts screen) in this column, and you cannot modify that description. You can, however, enter a different description for the distribution in the Description column.
When you press TAB (or ENTER, if you marked the Use Enter key to move between fields checkbox in the System tab of the Setup > User Preferences dialog) in the Reference, ID, Payee, and Description fields, the application automatically enters the data in those fields from the last saved transaction. If you do not want to repeat the information from the last saved transaction, you can enter or select new information, press CTRL+Spacebar on your keyboard to leave the field blank and move to the next field, or disable the auto-filling behavior by marking the Do not auto-fill values from previous transaction checkbox in the Enter Transactions Options dialog.
The application automatically uses the date from the last saved transaction for subsequent transactions, but you can override that date as necessary.
- Type. Select the transaction type.
- Bank Account. For bank account transactions, select the applicable bank account or enter a unique description to add an account on the fly. The drop-down list for this field includes all active bank accounts set up in the Setup > Bank Accounts screen.
- Subtype. For journal entries, select the applicable subtype. For a standard client, the drop-down list for this field includes Adjusting, Other, Potential, Reclassifying, Regular, and Tax Adjustment. For a consolidated master client, the drop-down list for this field includes Eliminating, Potential, and Tax Adjustment.
- Journal. Select the applicable journal or enter a unique description to add a journal on the fly. The drop-down list for this field includes all journals set up in the Setup > Journals screen.
- Posting Period. Select the applicable posting period. The drop-down list for this field includes dates that are entered or automatically created by the application in the Period End Dates dialog (accessed by clicking the Edit Dates button in the Accounting Information tab of the Setup > Clients screen).
The status bar at the bottom of the Transaction Detail section provides easy access to important information about the highlighted transaction and certain calculations that include all transactions in the list.
- Transaction status. Displays the status of the current transaction — Printed, Unprinted, Handwritten, Voided, Deleted, Reversed, Reversal, Historical Check, Cleared on <date>, or Partially cleared on <date>.
- Source. Displays the original source of the transaction.
Note: If you enabled the Accounting CS Client Access service for the current client, the application includes a “Firm” notation for transactions that originated in Accounting CS and a “Client” notation for transactions that originated in Accounting CS Client Access.
Bank account reconciliation |
QuickBooks import |
Bank Feeds Import |
QuickBooks Online import |
CSA conversion |
Spreadsheet import |
Data entry |
Remote Payroll |
Fixed Assets CS import |
Time clock import |
Practice CS import |
Transaction template |
- Funding status. Indicates whether or not this transaction is funded by the firm's impound bank account.
- Bank reconciliation status. Indicates if this transaction has been cleared or partially cleared through bank account reconciliation and the statement ending date for the statement on which it was cleared or selected to clear.
- Tentative balance. Displays the balance of all activity in the currently selected bank account, including the sum of all unprinted checks.
- Balance. Displays the balance of all activity in the currently selected bank account, excluding the sum of all unprinted checks.
- Net income effect. Displays the effect that the current transaction has on the year-to-date net income for the current client. The net income effect is the total of the balances for all revenue and expense accounts included in the current transaction.
- A credit to a Revenue or Expense type account increases net income.
- A debit to a Revenue or Expense type account decreases net income.
- Hash totals. Displays the sum of selected values across all transactions in the list. To display the Hash total, mark the applicable checkboxes in the Enter Transactions Options dialog for the items to include.
- Add button. Opens a new transaction record.
- Delete button. Deletes the selected transaction record.
Opens the Generate Liabilities dialog, where you can generate liabilities for handwritten payroll checks, such as those created to enter historical payroll data.