Transaction Entry Overview

After completing the session form, click the Start button to display a transaction entry form. The transaction entry form is made up of two parts: the document information section and the transaction entry table.

Document Information

In this section, enter descriptive information about the document you are creating, such as a document number, date, and description. The document is associated with the session that was set up previously. The amount entered in the Amount box, must equal the net of debits and credits to all cash type accounts (or A/P type accounts, depending on what type of transactions your are entering). This total must be zero if no cash type accounts are entered. Additionally, you can enter zero to record transfers between bank accounts and banks.

Transaction Entry Table

In this table, enter actual transactions that make entries to the ledgers. The transaction line items contain segments, debits, credits, and so on. The total debit amount must equal the total credit amount. For Budget and Encumbrance documents, you will enter increase/decrease amounts.

There are a number of checks or edits the system performs before a particular entry can be saved or posted. Segment entries must balance a debit to a credit using the following:

• Effective Date,
• Fund (if Fund is designated as one of the account segments),
• Entry Type, and
• Balancing Segments (if any of the account segments are designated as balancing segments), except for sessions with a status of Batch-to Suspend.

Because an effective date can be indicated at the line item level, a single document can have line items that post to more than one fiscal period.

In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, a debit or credit amount (increase or decrease amount if appropriate), an effective date, an entry type, and a description. The following example displays the transaction entry table:

Transaction Entry Rules

The General Ledger account codes determine what other segment codes are required. For revenues and expenditures, all segment codes are required. For balance sheet accounts, the system verifies that segments designated as Fund and/or Balancing have codes. See the table below for complete information:

GL Account Type Entered	Segments
	Fund	Balancing	Non-Balancing	Restrictions
Revenue and Expense	Required	Required	Required	Required
Net Assets/Equity	Required	Required	Optional	Required
Other Balance Sheet Accounts	Required	Required	Optional	Optional

Fund, General Ledger, and other segments: Enter a segment code, or select one from the drop-down list. The system displays all available segments in this table. Segments were set up when the organization was created by the Administrator (File>New Organization>Account Segments panel).

Debit, Credit/Increase, Decrease: Enter an amount in either the debit or credit (increase or decrease) column for each line, but not in both. This amount must be greater than or equal to zero. After the first transaction line is entered, the system automatically calculates and displays the offsetting debit or credit (increase or decrease) on the next line.

Entry Type: Enter an entry type or accept the default, Normal. All entry types are allowed; however, you cannot use Beginning Balance or Adjust Opening Balance if the General Ledger account is Revenue or Expense. Either change the entry type or the General Ledger account. Valid session types and their descriptions are shown below:

• Normal (N) - This entry type is used to indicate daily and month-end transactions.
• End of Year Adjustment (A) - This entry type is used to indicate adjustments made on the last day of the organization's fiscal year. It requires that the line's effective date is the last month and day of the fiscal year.
• Adjust Opening Balance (AO) - This entry type is used to indicate that an adjustment is being made to opening balances for an entry made to any fiscal year. It requires that the line's effective date is the first day and first month of the fiscal year you are adjusting.
• Beginning Balance (UO) - This entry type is used to indicate that opening balances are being entered for the first day and first month of the organization's fiscal year.

Effective Date: Accept the default effective date, or enter a new one for this line item. This is the effective date that posts to the ledgers.

Description: Accept the default description, or enter a new one for this line item.