Transactions

To access the Transactions topics, select Transactions from the navigation menu

 

The types of transactions available to you will depend on your access rights.

All types of transaction entries consist of the following steps:

1. Create or select an unposted session.
2. Enter one or more transactions into the session.
3. Save and close the session.

 

When you select a transaction type from the Transactions menu (for example, Journal Vouchers or Budget Transactions), you will be taken to the sessions page for that transaction type.

Sessions are used to identify a group of related transaction documents. When a session is posted, all documents contain in the session are processed. You must start or open a session in order to enter new documents or transactions.

 

Sessions

The sessions page for each transaction type consists of two parts, divided horizontally:

• A data entry form for creating a new session or editing an existing unposted session. This form varies from one transaction type to another.
• A table of all the existing unposted sessions for the transaction type. The format and function of this table is similar for all transaction types.

 

Tips for Creating or Editing Sessions

• To create a new session, enter a new Session ID in the first entry field of the form, or select the "+" button to have the system assign a Session ID. After entering values for all data fields, select Start to proceed to the transaction entry page.
• To edit an existing session, select it from the Unposted Sessions table to load its data into the transaction entry form. You can then use the Open button to proceed to the document page. To save the changes without opening the session, select the down arrow on the right-hand side of the button and select the Save option.

Note: Empty sessions can only be saved with a status of BS (Batch-to-Suspend). An unposted session whose status is BS cannot be posted until its status is updated to BP (Batch-to-Post). You can add additional documents or transactions to a BP session up until you post it.

 

Transaction Entry

The transaction entry page for each transaction type consists of two parts, divided vertically:

• A list of the existing documents, if any, for the session, along with a tool for quickly searching the list.
• A data entry form for creating a new document or editing an existing one. The form consists of a set of document-level fields and a Transactions table. The specifics of the data entry form vary from one transaction type to another; for details, see the Document help page for the appropriate transaction type.

 

Tips for Entering Transactions

• To edit an existing document, click or tap it in the left-hand list to load its data into the data entry form. Any transactions that have been entered for the document automatically appear in the Transactions table, where you can edit them or add more.
• To create a new document, enter a new document ID in the first entry field of the form, or select the "+" button to use auto-increment. Use the Tab key to confirm the document number and activate the remaining data entry fields.
• For non-Budget transaction types, Credit and Debit transactions must balance before you can save a document.
• If your organization has Distribution Codes defined for your transaction type, you may be able to use them to simplify the transaction entry process.