Setting up transaction templates

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Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

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Accounting CS enables you to set up transaction templates that contain default information for journal entry, deposit, check, AP check, payment, or AP payment transactions. When the application creates transactions from a template, it automatically enters the information saved in the template in the appropriate fields of the transaction record.

  1. Choose Setup > Transaction Templates and select the appropriate client in the client selection field.
  2. In the Transaction Detail section, select the applicable transaction type from the drop-down list in the Type field, and then enter the remaining information based on the transaction type you select.
    • Check or AP check
      • Bank account – Select or add on the fly the default bank account to use for checks created from this template. The drop-down list includes all active bank accounts set up for this client in the Setup > Bank Accounts screen.
      • Journal – Select or add on the fly the default journal to use for checks created from this template. The drop-down list includes all journals created for this client in the Setup > Journals screen.
      • Handwritten/Check # – If this is a handwritten check, mark this checkbox to enable the field below, where you can optionally include a check number. If not, the field below remains disabled, and this will be an unprinted check template.
      • Vendor ID – Select or add on the fly the default vendor to use for checks created from this template. The drop-down list includes all vendors created for this client in the Setup > Vendors screen.
      • Description – If you select a vendor ID, the application automatically enters the vendor name in this field. To create a template for a payee without creating a vendor record, enter the payee's name in this field.
      • Amount – Enter the default check amount.
    • Deposit
      • Bank account – Select or add on the fly the default bank account to use for deposits created from this template. The drop-down list includes all active bank accounts set up for this client in the Setup > Bank Accounts screen.
      • Journal – Select or add on the fly the default journal to use for deposits created from this template. The drop-down list includes all journals created for this client in the Setup > Journals screen.
      • Reference – Enter the default reference to use for deposits created from this template.
      • Description – Enter the default description to use for deposits created from this template.
      • Amount – Enter the default deposit amount
    • Journal entry
      • Subtype – select the default subtype to use for journal entries created from this template.
        • Adjusting – to post entries to unadjusted balances so that they become part of the adjusted trial balance, to correct an error in recorded sales, or to set up prepaid expenses.
        • Eliminating – to calculate adjusted balances for the client in a consolidated master client, similar to an Adjusting journal entry for a regular client.
        • Other – to prepare financial statements on another comprehensive basis of accounting to combine with the adjusting trial balance to create the other basis trial balance.
        • Potential – to record journal entries that may be needed at a later date. Potential journal entries can easily be converted to any other journal entry type.
        • Reclassifying – to change the classification for financial statement purposes. Many firms use reclassifying journal entries to move amounts from one GL account to another. However, in Accounting CS, you can use it for any purpose. By default, reclassifying journal entries affect only the Report, Tax, and Other balance. But you can change this in the Setup > Balance Definitions dialog.
        • Regular
        • Tax Adjustment – to modify the presentation of account balances to comply with taxing authority regulations. The tax adjustment subtype does not flow to the General Ledger and does not carry forward from one period to the next. The adjusted balance is carried forward each period and becomes the unadjusted balance for the next period.
      • Journal – Select or add on the fly the applicable journal to use for journal entries created from this template. The drop-down list includes all journals created for this client in the Setup > Journals screen.
      • Reference – Enter the default reference to use for journal entries created from this template.
      • Description – Enter the default description to use for journal entries created from this template.
      • Auto-reverse next period – (For Adjusting and Regular subtypes) Mark this checkbox to have the application reverse the journal entry when advancing to the next posting period.
      • WP reference – (For Adjusting, Other, Potential, Reclassifying, and Tax adjustment subtypes) Enter the default workpaper reference number to use for journal entries created from this template.
      • Difference – (For Other, Reclassifying, and Tax adjustment subtypes) Select the default difference type – Permanent or Temporary – to use for journal entries created from this template.
      • Misstatement – (For Potential subtypes) Select the default misstatement type – Known classification, Known misstatement, Projected classification, or Projected misstatement – to use for journal entries created from this template.
    • Payment or AP payment
      • Bank account – Select or add on the fly the default bank account to use for payments created from this template. The drop-down list includes all active bank accounts set up for this client in the Setup > Bank Accounts screen.
      • Journal – Select or add on the fly the default journal to use for payments created from this template. The drop-down list includes all journals created for this client in the Setup > Journals screen.
      • Reference – Enter the default reference to use for payments created from this template.
      • Vendor ID – Select or add on the fly the default vendor to use for payments created from this template. The drop-down list includes all vendors created for this client in the Setup > Vendors screen.
      • Description – If you select a vendor ID, the application automatically enters the vendor name in this field. To create a template for a payee without creating a vendor record, enter the payee's name in this field.
      • Amount – Enter the default payment amount.
  3. Enter information in each of the applicable tabbed pages below, based on the transaction type selected.
  4. Click Enter to save the template. The template is now available for selection in the Template field in the Actions > Enter Transactions screen.

Related topics

Setting up and using transaction templates

Using transaction templates to create transactions

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