Entering or modifying transactions in the Enter Transactions screen

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Use the Actions > Enter Transactions screen to enter and modify all general ledger and payroll transactions.

Note: To limit the number of transactions displayed in the transactions list, select a primary filter (journal, posting period, or bank account) from the fields in the upper-right corner of the screen. To further limit the number of transactions displayed, click the Filter Filter button button in the upper-left corner of the screen.

The primary filter fields are located in the upper-right corner of the Enter Transactions screen. The primary filters that are available depend on the data-entry method selected (Journal or Bank Account) in the Settings tab of the Enter Transactions Options dialog.

  • The Journal and Posting Period primary filters are available when the Journal data-entry method is selected.
  • The Bank Account primary filter is available when the Bank Account data-entry method is selected.

Entering accounting transactions

  1. Choose Actions > Enter Transactions.
  2. Select the client from the drop-down list in the client selection field.
  3. In the Transaction Detail section, select the applicable transaction type, journal, and posting period. The fields and tabbed pages displayed below may change, depending on the transaction type selected.
  4. For checks, deposits, payments, and payroll checks, select the bank account in the Bank account field. For journal entries, select the journal, the posting period, and the journal entry subtype.
    • Regular
    • 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.
    • Tax Adjustment. To modify the presentation of account balances to comply with taxing authority regulations. (For an 1120, 1120S, or 1065 client, you can create tax adjusting entries directly to a tax code from the Enter Tax Code Adjustments screen.
    • Reclassifying. For financial statement purposes only. 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.
    • Other. For preparing 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.
  5. Enter detailed transaction information in the applicable fields and tabbed pages. The available fields and buttons vary based on the transaction type selected.
  6. Click Enter to save the entry.

Notes

  • For an 1120, 1120S, or 1065 client, you can create tax adjusting entries directly to a tax code from the Enter Tax Code Adjustments screen.
  • Handwritten checks cannot be processed as direct deposit checks. If you saved a vendor or payroll check as handwritten but want to process it as a direct deposit check or payment, you need to delete the handwritten check transaction and then recreate it as an unprinted check.
  • For a vendor payment, the method selected in the vendor record determines whether the application creates a check or direct deposit payment when you enter a check transaction. To create a direct deposit allocation, the payment method must be Direct Deposit, and the Direct Deposit tab of the Vendors screen must contain valid direct deposit information with an Approved status. Otherwise the application creates a check.

Modifying accounting transactions

Follow these steps to modify a saved transaction.

  1. Choose Actions > Enter Transactions.
  2. Select the appropriate client in the client selection field.
  3. In the Transactions list, highlight the transaction to modify.
  4. Modify the transaction detail as necessary.
  5. Click Enter to save the updated transaction record.

Notes

  • You cannot modify voided check records, but you can delete them.
  • You cannot modify reversed or reversal transactions.
  • If a transaction has distributions that use a GL account that is assigned to a bank account, and the associated bank account transaction is cleared through bank account reconciliation, you can modify only the bank account, journal, and posting period for that transaction, as well as the account, description, and amount for the non-bank account related distributions. The original transaction shares data in the Journal, Posting period, Reference, Date, and Description fields with the associated bank account transaction. Because the application synchronizes the shared data for these fields, you cannot modify the associated bank account transaction if it has been cleared, and you cannot modify any of these fields for the original transaction.

Related topics

Entering dates in Accounting CS

Entering and modifying check and deposit summary memo transactions

Voiding, deleting, or reversing transactions in the Enter Transactions screen

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