Transaction entry

Transactions consist of header information, one or more transaction detail lines, and a set of totals.

Header information relates to the entire transaction and for most transactions you will enter header information on one window and detail line information on another.
The usual method of transaction entry is via a combined detail and total window where you can view the totals of the detail lines you have already entered whilst entering additional lines.

You can switch to having separate, but linked, windows for header, detail and totals if you prefer. This option can be found in System Options > Transactions Tab.

You can easily switch between the header window and the detail window using the icons on the toolbar of the entry window.
The date of the transaction is compared against the Ledger Defaults table to determine the Period to which the transaction relates.
The detail lines that have been entered are displayed in a grid on the Detail windows, which is summarised below the Header window.
When enabled and configured, you can assign Transaction User Keys to each of the Detail lines.
The detail lines are displayed in the sequence they are entered and they are also printed in this order. For some transactions, the order can be changed and new lines inserted.
Both the header and detail windows will contain additional information on tab cards. The contents of the tab cards will depend on the transaction type and access to the tab cards is controlled by your Security Profile.

Changing the order of the detail lines

The detail lines will be displayed in the detail line grid in the order they were entered. They will also be printed in the same order on any document (invoice, sales order etc.) that is produced.

For some transactions, you can change the order using the arrowhead buttons to the left of the detail line grid.

The forward/back buttons move the currently selected detail line up or down within the grid.

The order in which the detail lines are displayed can be changed when the transaction is entered and when editing the transaction in the batch.

This feature is available for the following transactions and the documents relating to them:

SOP Orders, Estimates, Quotations, Pro-Formas, Credit Notes and Progress Claims
POP Orders, Credit Notes and Self billing Invoices.

You can also select to Insert a line into the sequence.

Select a detail line in the grid and click Insert.
A new line will be inserted above the selected line.
The line type will be the default type for the transaction as set in System Control Options.
The cursor will be active in the Code field or the Quantity field.

Tab cards

The contents of the tab cards on the header and detail windows will depend on the transaction type.

For Nominal Journals the tab cards are only on the detail window and contain the Notes from the selected Nominal Account.
For Sales Invoices the tabs on the header window contain the Customer Notes and Aged Debtor details for the Customer.
For Sales Invoices and Sales Orders there will be a tab on the detail window containing the Nominal Update details for the Analysis code selected for the detail line.
For Sales Orders the tabs on the header window contain the Customer Notes, Order Info and Aged Debtor details for the Customer.
For Sales Orders for stock items there will be additional tabs to display the Stock Notes and Stock Picture.
For Sales Orders for price items there will be a tab for the Price Notes.

Nominal Update

If you are not using the Advanced Nominal Ledger system to create your own Chart of Accounts, the Nominal Update tab will depict the Nominal Ledger double entry for the selected Analysis code.

Note: If you are using the Advanced Nominal Ledger system to create your own Chart of Accounts using segmented or cost centre coding then the Nominal Update tab will depict the Nominal Ledger double entry for the selected nominal code.

The Nominal Update tab depicts the Nominal Ledger double entry for the selected Analysis Code:

If the transaction is a Credit Note, the codes shown will reflect that this is a reverse entry.
However, if a negative value is entered, the Nominal Ledger codes will only be reversed when the transaction is processed.
For transactions where the description of the analysis code is not displayed on the face of the transaction, the description appears at the top of the Nominal Update tab. This includes Sales Orders and Credit Notes and Purchase Orders and Credit Notes.

Examples

Sales Ledger Invoice -

The Header window shows tabs for the Accounts Notes and Aged Debtor information. Access to these tabs is controlled by your Security Profile. Visible below the header window is the totals grid, containing the detail lines that have already been entered.

If you are using the Advanced Nominal Ledger to create your own chart of accounts using segmented or cost centre coding then a Category drop-down list is displayed. This comprises of the names of all the Category lists (in the order specified in Data Entry Hierarchy in Nominal Ledger Options) up to the Number of Categories specified in Nominal Ledger Options plus a “None” entry.

Sales Ledger Invoice -

The Detail window shows a tab containing the Nominal Update details.

If you are not using the Advanced Nominal Ledger system to create your own Chart of Accounts, you are prompted to select the Analysis Code that will be used to post a transaction to the correct Nominal account

If you are using the Advanced Nominal Ledger to create your own chart of accounts using segmented or cost centre coding then you are prompted to select the Categories that identify the Nominal account that is to be updated.

Where a default Category has been defined on the transaction header, this will be pulled through to the detail line taking precedence over the Category that is specified by the relevant Analysis code. If a default has been pulled through from the Header then you may change this default provided that it is set to “Default” or “Select” in the Category Defaults List. If it is set to “Fixed” then it may not be changed.

The Nominal Tab displays the posting details. The totals grid is part of the detail line entry window and is updated as the detail lines are entered.

When your Financial Year End is not Calendar Year End -

If your Financial Year setup is not based on the Calendar Year, your Periods might be set up similar to the following. Note that you are able to specify precise start and finish dates as long as Next Year's start date is after the Current Year's end date, and that no dates overlap.

Current Year	Current Year	Current Year	Next Year	Next Year	Next Year
Pd	From	To	Pd	From	To
1	29/12/2014	25/01/2015	1	04/01/2016	31/01/2016
2	26/01/2015	22/02/2015	2	01/02/2016	28/02/2016
3	23/02/2015	29/03/2015	3	29/02/2016	03/04/2016
4	30/03/2015	26/04/2015	4	04/04/2016	01/05/2016
5	27/04/2015	24/05/2015	5	02/05/2016	29/05/2016
6	25/05/2015	28/06/2015	6	30/05/2016	03/07/2016
7	29/06/2015	26/07/2015	7	04/07/2016	31/07/2016
8	27/07/2015	23/08/2015	8	01/08/2016	28/08/2016
9	24/08/2015	27/09/2015	9	29/08/2016	02/10/2016
10	28/09/2015	27/09/2015	10	03/10/2016	30/10/2016
11	26/10/2015	22/11/2015	11	31/10/2016	27/11/2016
12	23/11/2015	03/01/2016	12	28/11/2016	02/01/2017

If today is 01/04/2015 and you were to enter a transaction for today, it would go into Period C4; however if you were to raise a transaction for 01/04/2016 it would go against N3.

Nominal Update Double Entry -

The following examples show, for the transaction type, the value and to where the double-entry is updated.

Example 1	Example 2
Sales Order : Analysis code 10110	Sales Credit Note : Analysis code 10110
> Value: 250.00	> Value: 100.00
Nominal Update tab:	Nominal Update tab:
> Analysis: Default Sales	> Analysis: Default Sales
> Debit Account: 73100 Debtors Control	> Debit Account: 10110 Default Sales
> Credit Account: 10110 Default Sales	> Credit Account: 73100 Debtors Control
> VAT Account: 83100 VAT Control	> VAT Account : 83100 VAT Control