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Transaction Entry Buttons

Transaction Entry Session Example

Transaction Entry Overview

Transaction Source Codes

Session Status and Processing Modes

Process to Settle Open A/P and A/R Transactions

General Ledger Checklists

General Ledger FAQs

Transaction Entry Session

Access this form using Transactions>{Any Session} or Transactions>{Any Module}>{Any Session}..

This form displays after you make a selection on the Transactions menu. Use it to enter a new session, edit an existing session with a status of Batch-To-Post or Batch-to-Suspend, or view an existing session with a status of Online. Sessions are used to identify a group of related documents; you must start a session before entering new documents or transactions.

Documents contain information from physical documents such as receipts, as well as related transactions. Some documents create a source document and record a financial event, while other documents only record a financial event. Typically, multiple documents are recorded and posted in a single session.

Once you have created or selected a session, click "Start" to continue to the transaction entry form where you will enter your documents. The following table displays the available transaction entry forms:

If you are entering a…

use the following form:

A/P Credits (On Account)

Enter A/P Credits

A/P Check (manually)

Enter Manual A/P Checks

A/R Credits

Enter A/R Credits

A/R Invoice

Enter A/R Invoices

A/R Receipt

Enter A/R Receipts

Auto-Close Encumbrances Document

Auto-Close Encumbrances

Budget Document

Enter Budget

Check (manually)

Enter Cash Disbursements

Encumbrance Document

Enter Encumbrances

Invoice

Enter A/P Invoices

Liquidate Encumbrance Document

Enter Encumbrance Liquidations

Receipt

Enter Cash Receipts

System Generated Check

Write Checks (Activities menu)

System Generated Receipt

Receipt Writing (Activities menu)

Voucher

Enter Journal Vouchers

When account level security is activated by the Administrator for the organization (Security>Set Up Account Level Segments) and enabled for the user (Security>Set Up Account Level Security), it is active for both the transaction entry Session and its Documents.

The Set Dates Close Encumbrances as of and Create Session Reversal as of fields are only available if you have installed and added the Encumbrances module.

The Currency and Rate Type fields are only available if you have installed and added the Multicurrency module. Keep in mind that the currency of the session determines what type of cash is changing hands. For example, if the session is USD, and the vendor is EUR, then USD Dollars are being disbursed to the EUR vendor because the session currency is USD. So, for an A/P Manual Check, the currency of the session determines the currency in which the check will be written. The Cash Acct drop-down list only contains cash accounts whose currency is the same as the currency selected on this form, or whose currency is the same as the organization's functional currency.

A transferred inventory session can be viewed, however, the session and document fields cannot be copied, edited, or deleted.

Session ID: Enter any sequence of characters to identify the batch of documents. Use a logical and consistent method of assigning the session IDs. This makes locating specific information much easier and provides a better audit trail.

The session ID is used to link each transaction to the session into which it was entered, making it possible to track the origin of any entry. For example, if you print a general ledger report and include the session ID column, the session ID for each debit or credit is listed in the report.

  • To create a new Session, enter a unique session ID representing the group of related documents, or press the "+" (plus) key to have the system assign a session ID.

    Note: If a Session ID is used one year, the same Session ID cannot be reused the following year.

  • To edit an existing unposted session with a status of BP or BS, select it from the drop-down list.
  • To view an existing posted session, enter the ID or search for it using the Find button.

We recommend using all numeric session IDs. Some users prefer other strategies such as a combination of date and session type (for example, CD for Cash Disbursements and CR for Cash Receipts). In such cases, we recommend limiting your entry to strictly alphabetic characters (A through Z) and numeric characters (0 through 9). Avoid the use of symbols in IDs whenever possible.

Status: The status appears in the drop-down list according to the processing mode that was chosen for the organization.

Description: Enter a session description. The session description can be included in many detail reports such as the general ledger.

Session Date: Enter a valid date for this session. The system defaults to the current date when a new session is created. However, you can enter any date, such as the date the session was created, the date the session was posted, or the date of the transactions. The session date also serves as the default document date for each transaction in the session.

Set Dates: Use these dates to create a transaction to close encumbrances on a global basis instead of liquidating the encumbrances one vendor at a time. You can close out the encumbrance ledger cleanly at the end of the budget cycle. Also, use the session reversal date to recreate the encumbrances you are closing, using the ending balance of the date indicated. Note that these fields are only available for the Auto-Close Encumbrances Session form, if all security rights were given to the user by the Administrator using Security>Set Up Organization Menus. (Select the user type and user ID, expand Accounting>Transactions>Encumbrances>Auto-Close Encumbrances. Check the Rights for this field, however, Edit Existing Records is not available.)

  • Close Encumbrances as of: Accept the default date of today or enter the date you want to use to liquidate and close all currently open encumbrances. This date is the Session, Documents, and Effective Dates for the Encumbrance Liquidation (ENL) session.
  • Create Session Reversal as of: Select this check box if you want to create a reversing session at the same time the closing session is created. If the Create Session Reversal check box is selected, enter the date for which you want to create the reversing session. This date will be used for the Session, Documents, and Effective Dates for the Encumbrance (ENC) session.
    By selecting this check box and entering a date, you are re-creating the formally closed encumbrances with the Ending balances (indicated on the Auto-Close Encumbrance Transaction form) based on the date entered.

Currency: Select a currency type from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form. Note that this field is not available on all Session forms.

Rate Type: Select an existing exchange rate type from the drop-down list. The system lists any custom types you created, along with two predefined rate types—Daily Spot Rate and Monthly Average Rate. Custom rate types were created using Maintain>Multicurrency>Exchange Rate Types. Note that this field is not available on all Session forms.

Cash Acct: Select the General Ledger cash account for this batch of checks. You cannot change this account after the first check prints. This option is only available on the Enter Cash Disbursements and Enter Manual A/P Checks (Transactions>Accounts Payable>Enter Manual A/P Checks) Session forms.

Version: Select a budget version from the drop-down list for the current session. If you change the session's budget version, the change effects all documents including any copied documents in that session. Budget versions were created by the Administrator using Organization>Set Up Modules>Budget>Budget Versions and selected when the budget worksheet was created using Activities>Budget Worksheet. This fields is only available on the Enter Budget Session form.

Session Totals: The system displays the total number of documents and total amount (the total identified on each document) entered during the current session. Some sessions (such as Budget, Journal Vouchers, Encumbrances, and Encumbrance Liquidations) do not have a total amount.

  • Rather than manually entering a session ID each time, you can have the system assign the next available session ID. With the cursor in the Session ID box, simply press the "+" key to automatically increment the session ID from the last session ID used. To change the last session ID, with Administrative user rights, use the Organization>Organization Preferences>Session tab.
  • Once you begin entering documents, use Session Information to change session information.
  • If you changed the size of a form or modified the columns in a table, you can restore any form back to its original state by right-clicking on the form and selecting Restore Form Layout or Resize Form. You can also access the Options>Customize Workstation Settings form by right-clicking on the form and selecting Customize Workstation.
  • Cash accounts must have been previously created using Maintain>Chart of Accounts Codes.
  • Account currency was assigned when the account was created (Maintain>Chart of Accounts Codes), while the organization's currency was assigned by the Administrator when the organization was created (File>New Organization wizard).