Transactions Overview

After completing your setup procedures, you can process transactions either online or in batch. Online transactions are immediately posted to ledgers, while batches are not. The advantage of using a batch is that you can review your transactions and make changes before posting the records.

You can process transactions using the menus and options:

• Use the Encumbrances menu options to enter purchase orders and encumbrance transactions.

  • Batch Encumbrances - Enter your encumbrances in batch, generate an edit list, make corrections as needed, then post the transactions.

  • POs/Encumbrances/Commitments - Add and change purchase orders and encumbrances if you are not using the Purchasing System.

• Use the Payable Entry menu options to process accounts payable transactions.

  • Batch Accounts Payable - Enter accounts payable in a batch file, generate an edit list, make corrections as needed, then post the transactions.

  • Change Accounts Payable - Edit records entered with the Post Accounts Payable option or posted from the Batch Accounts Payable option.

  • Post Accounts Payable - Record vendor invoices and credit memos.

  • Standard Payables - Create templates for rapidly entering accounts payable transactions that include recurring data.

• Use the Receipts menu options to process accounts receivable transactions.

  • Fund Accounting - Batch Receipts - Enter receipts in batch, generate an edit list, make corrections as needed, then post the transactions.

  • Batch Receivables - Enter anticipated revenue in batch, generate an edit list, make corrections as needed, then post the transactions.

  • Post Receipts - Post payments you collect, with or without referencing an existing receivable.

  • Post Receivables - Record anticipated revenues.

• Use the Accounts Payable Reports menu options prior to processing payments:

  • Cash Requirements - List and verify your accounts payable before issuing checks.

  • Cash Requirements in Check Format - Generate a version of the Cash Requirements report showing invoices along with the checks and credit memos being combined in payments.

  • Vendor Payment History - Generate a report for reviewing previous payments to vendors, as well as any unpaid invoices.

• Use the Vendor Checks menu options to process payments.

  • Batch Manual Checks - Record manual checks in batch. As with other batch options, you can generate an edit list, make corrections, then post the check information to your database.

  • EFT Prenotes - Create an ACH file containing prenote data for all EFT vendors in your database with a prenote transaction code.

  • Manual Checks - Record payment information for issuing manual checks to vendors.

  • Vendor Checks - Generate checks and EFT vouchers for vendors whose payments meet the minimum check requirement and are not on hold for other reasons.

  • Void Checks - Void checks issued to vendors.

• Use the Accounts Payable Reports menu options prior to reconciling checks.

  • Check Register - Generate a check register to review checks that have been issued, including manual checks and user-voided checks.

  • Check Register with System Voids - Generate a version of the Check Register that also includes checks that were voided by the system because of printer errors and interruptions.

  • Outstanding Checks Report - Generate a report showing cleared and outstanding checks.

  • Vendor Payment History - Generate a report showing payments to selected vendors.

• Use the Vendor Checks menu to reconcile checks.

  • Post Cleared Vendor Checks - Post cleared vendor checks.

  • Unclear Vendor Checks - Reverse the clearance of checks that were posted in error.

  • Reconcile Checks from File - Reconcile vendor checks from a file provided by your bank.

• Use the Bank Transmission File to create a data file containing vendor check information to send your bank.

• Use Bank Account Reconciliation to verify items on your bank statement against transactions stored in Fund Accounting.

• Use the Accounts Payable Reports menu options to verify information from accounts payable transactions.

  • Use Tax Report - Generate and review a report on the use taxes from vendor invoices.

  • Year to Date Discounts Report - Generate and review a report on vendor discounts that have been taken and lost.

• Use the General Ledger menu options to enter Expenditure, Revenue, and General Ledger adjustments.

  • Batch Journal Entries - Post or reverse the journal entries in a batch.

  • Journal Entry Templates - Set up templates for creating journal entries that contain recurring data.

  • Post Journal Entries - Adjust general ledger, expenditure budget, and revenue budget accounts.

• Use the Daily Transaction Listings menu options to balance and verify daily posting activities.

  • Encumbrance Activity - List all purchase order and encumbrance activity.

  • Expenditure Budget Activity - List the budgeted expenditure accounts and any activity that has been charged against them for the period and year specified.

  • Interfaced Payroll Activity - List all payroll records posted from the Human Resources System.

  • Journal Entry Activity - List journal entries by Journal Entry number.

  • Journal Entry Report - List information about journal entries for specific dates.

  • Manual Check Activity - List manual and void checks.

  • Payable Activity - List payable activity by account or vendor.

  • Project Budget Activity - List the budgeted projects and any activity that has been charged against them for the period and year specified.

  • Receipt Activity - List all receipt activity.

  • Receivable Activity - List receivable activity by receivable number.

  • Receiving Report - List information for all received shipments.

  • Revenue Budget Activity - List the budgeted revenue accounts and any activity that has been charged against them for the period and year specified.

  • Transaction Status Report - List transaction information.

  • Vendor Audit Report - List additions, changes, and deletions made to the Vendor table.