Transaction Entry

1. Batch Selection.
   Transactions are assembled in batches. The active batches appear in the Batch Register. Select an existing batch or create a new batch. An existing batch must have an active status before it can be selected. You can select the Batch from a list.
2. Batch Set Up.
   This is done only the first time entry is done to a new batch. The period definition then remains unchanged until the batch is posted.
3. Year and Period Number.
   The corresponding period end date is displayed. End the job immediately if it is in error. The first balance displayed is the difference between debits and credits already entered for the batch.
4. Effective Date.
   All transactions entered at this time will have this date. Entry must be restarted if the date changes.
5. Account Number.
   The account number is checked against the Chart of Accounts immediately and the account name is displayed for a valid account. The cursor is positioned at the subsection that commonly changes, as defined in the system parameters. You can select the Account Number from a list.
6. Description, Reference and Amount.
   Each transaction must have a description, reference, and amount before it is valid. Once entered, the description and reference are copied from one transaction to the next until they are changed. For non-disbursements, only the amount needs to be entered -- either debit or credit. For disbursements, the description and reference can easily be changed with each entry. You may change to disbursement processing at any time during this step. Then return to other processing.
7. Transaction Accept.
   After the amount is entered, the full transaction is redisplayed for final acceptance. Enter an N if the transaction is to be rejected. The prompt for input then returns to the account number. Reenter data or tab to the field in error to make corrections. This process may be repeated as many times as necessary. When the transaction is correct Enter a Y to save it and go on to the next one. Normally, each new transaction is entered on a new line. Once the screen is full, entry returns to the first line. This leaves the latest entries always on the screen for reference.
8. Use F3 to end entry at any time.
   If this is done before a transaction is fully entered and saved, that transaction is lost. The batch does not have to be balanced when the entry function is terminated. This allows a batch to be assembled in sections, as well as allowing the operator to take a break.