Enter Transactions screen

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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.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

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 list includes all transactions for the selected journal and posting period (in Journal mode) or the selected bank account (in Bank Account mode), and it may include transactions created from other parts of the application, including:

Notes

  • You can customize this screen by specifying options in the Enter Transactions Options dialog that make transaction entry faster and more efficient while also allowing you to match data-entry behavior with your preferred workflow.
  • You can use the Journal mode Journal mode icon button and the Bank Account mode Bank acct mode icon button to quickly switch between modes, without having to open the Enter Transactions Options dialog.
  • You can print a single unprinted check (payroll, regular, or AP) or a single deposit slip (regular or AR) from the Enter Transactions screen.

    Use any of the following methods to print a single check.

    • Choose File > Print Current Check.
    • Press CTRL + P.
    • Click the Print Current Check Print check button on the toolbar.

    Use any of the following methods to print a single deposit slip.

    • Choose File > Print Current Deposit Slip.
    • Press CTRL + D.
    • Click the Print Current Deposit Slip Print deposit slip icon button on the toolbar.

    The application opens the Print dialog, where you can select print options for the selected check or deposit slip.

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 primary filter, and you can further limit the number of transactions by applying a common filter.

    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.

    The common filter fields are available when you click the Filter button button above the Transactions list. See searching and filtering data for details.

  • 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.
  • If you entered any information in the Notes tab for a transaction, the application displays an icon in the Notes Note icon column.

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 Online import
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  • 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, minus the sum of all unprinted checks.
  • Balance. Displays the balance of all activity in the currently selected bank account.
  • 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.
  • Void button. (Checks, AP Checks, Payroll Checks, Payments, and AP Payments only) Changes the transaction's status to Void. The application retains all amount and unit fields on the voided transaction and displays the word "VOID" for the transaction amount. Unlike deleting a transaction, voiding leaves a paper trail showing that the transaction was voided.

    When you create a transaction (not including payroll checks) and distribute amounts to a GL account that is associated with a bank account, the application automatically creates a transaction (payment or addition) to ensure that the balances are correct. If the application created a payment transaction for any of the related distributions on the voided transaction, it voids the transaction, too. If the application created an addition transaction for any of the related distributions, it removes the transaction because addition transaction types cannot have a Void status.

  • Reverse button. (Checks, AP Checks, Payroll Checks, Payments, and AP Payments only) Changes the transaction's status to Reversed. The application creates a separate transaction with offsetting negative amounts and a status of Reversal.

    When you click the Reverse button, the Reversal Transaction Information dialog opens, and you must enter a date that is either on or after the original transaction date and a posting period that is either on or after the original posting period for the transaction being reversed. You can reverse transactions that have been cleared through bank account reconciliation, but you cannot delete or void them.

Opens the Edit Multiple Transactions dialog, where you can delete, void, reverse, edit, or transfer multiple transactions at the same time.

Opens the Generate Liabilities dialog, where you can generate liabilities for handwritten payroll checks, such as those created to enter historical payroll data.

Related topics

Entering or modifying accounting transactions

Entering dates in Accounting CS

Searching and filtering your data

Enter Transactions Options dialog

Event tracking

Transferring transactions to a different bank account

Adjusting taxable wages for employees

Refreshing payroll check information

Correcting a Chart of Accounts that is out of balance

Account balance workflow and adjustments via the Trial Balance screen

Adding a workpaper link in the Enter Transactions and Enter Trial Balance screens

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