Transactions can be maintained from either of the following views:
To open a Statement of Account View, select the required accounts from the Account List and select-click on the Statement of Account Button. A new view will be opened for each account selected.
The Statement of Account can be configured differently for each Account. In other words an Account has it's own set of view settings. While it is also possible to open multiple views onto a single account, only one set of settings can be saved per Account. The first view for each account is known as the Primary View.
Verify selected Transactions against Statement.
Cancel Verified Status of selected Transactions.
Add a Filter (See Query Module).
Run Filter (See Query Module).
Current Statement Number.
The value of the transaction in Local, aka Transaction, currency.
Note: any selection criteria applied to this column as part of a Query is currency blind. That is, selecting a value equal to 10 would include all values that were '10' in their local currency. For example: $10, 10 and £10.
A debit value is shown, in Display Currency, where the From Account of a transaction matches the parent Account for the view.
Note: any selection criteria applied to this column is stated in terms of the current Display Currency. That is, Local Currency is first converted to Display Currency before been checked for a match.
A credit value is shown, in Display Currency, where the To Account of a transaction matches the parent Account for the view.
Note: any selection criteria applied to this column is stated in terms of the current Display Currency. That is, Local Currency is first converted to Display Currency before been checked for a match.
The balance column provides a running total for the account balance.
It is shown in Display Currency.
It can not be used for sorting or as part of a query.
To verify transactions against a statement:
Each Current Transaction in the selection is marked as Verified and allocated the Current Statement Number. Any Transactions encountered that have already been Verified, are ignored.
The following applies to all verified transactions:
For verified transactions that originated in a currency other than that of the account:
A Statement of Account view is considered 'Primary' if, when it was opened, there were no other SOA views for the same account. Subsequent views are known as 'Secondary' views.
Primary views differ from secondary views in that:
Both primary and secondary views are opened using the saved settings for the parent account.
To open a Transaction Audit View, select-click on the Transaction Audit button.
The Transaction Audit view is not Account specific. Transactions for all Accounts, to which the current user has access, are included. A user account must have full access to at least one of the accounts referenced by a transaction for it to be included here.
Other differences between this, and the Statement of Account view, are:
Add a Filter (See Query Module).
Run Filter (See Query Module).
The value of the transaction in Local, aka Transaction, currency.
Note: any selection criteria applied to this column as part of a Query is currency blind.
The value of the transaction in Display Currency.
Due to the fact that the Audit view has no Account focus, Display Currency is always derived directly from Transaction Currency.
Any Selection Criteria applied to this column is stated in terms of the current Display Currency. Care should be taken when using this column to provide selection criteria for a query that is to be used for an Analysis View. If the Display Currency for the Audit view and the Analysis view differ then your results may not be as expected.
As per the Statement of Account view an Audit view is considered 'Primary' if, when it was opened, there were no other Audit views. Subsequent views are known as 'Secondary' views.
Primary views differ from secondary views in that:
Both primary and secondary views are opened using the saved Audit settings.
Transactions are added via the Transaction Maintenance Dialogue.
To open the dialogue you can either:
Double-click on a Transaction entry with select to launch the Transaction Maintenance Dialogue in update mode for that transaction.
Once a transaction has been verified, you can not change:
Projections can not be modified. The only option available is Clone. Select-click the Clone button to use the projection as a template for a new transaction.
Select the transactions you wish to delete then either:
When a transaction is deleted it is physically removed from file and all accounts referenced are updated accordingly. Removal of a Current value from an account will change the accounts Current Balance accordingly. However, for a Verified value the Current Balance remains unchanged and the Balance Brought Forward, BBF, for the account is adjusted to compensate.
You can not delete Projections.
Transactions can be exported to file from either the Transaction Audit or Statement of Account views. The Export Data Dialogue is opened as a submenu of the Export Data option of the view menu. The dialogue is the same for both views, however, the exported data mirrors the view columns.
The available data formats are:
Please note that Quicken Interchange files can only be produced from the Statement of Account view and require a licensed base unit.
The options are:
To save the file:
For archiving transactions it is recommended that you use the Transaction Audit View to export your data.
Values are written to file as numbers and not formatted monetary values.
Any fields that contain the field separator will be encapsulated in quotation marks irrespective of the Quote Text Fields setting.
Transactions can be imported from file by dragging the file's icon to the Account List View. When a file, in a suitable format, is dropped onto the Account List the Transaction Import View is launched. From this view you can manipulate the data prior to importing it.
The Transaction Import View is discussed in more detail in the next chapter.
The Transaction Maintenance Dialogue is accessible from both the Transaction Audit and Statement of Account views.
The Transaction Type is primarily for reference purposes, it does not effect how a transaction is processed once posted. However, it does have an impact on the preparation of a transaction within the Transaction Maintenance Dialogue.
Available types are:
Selecting a Type of Cheque will change the Transaction Number field to reflect the next cheque number for the From Account.
Changing to, or from, a Type of Credit swaps the current contents of the From Account and To Account fields over. This is done purely to maintain the correct defaults and both fields can subsequently be changed.
Select the Account ID of the account to be debited when the transaction is posted. Only accounts to which the current user has full access are available for selection.
Changing the From Account for a Cheque will change the Transaction Number field to reflect the next cheque number for the new account.
Select the Account ID of the account to be credited when the transaction is posted. Accounts to which the current user has at least Credit Access are available for selection.
Reference number for the transaction.
For Cheques, this field is populated automatically with the next sequential cheque number for the From Account. For new accounts this will be 000001, type the correct cheque number into this field to synchronize the Account with your actual cheque book.
For all other transaction Types this field can be used manually for reference purposes.
The date that the transaction occurred.
You can either:
The display format for date input fields is set via the Date Formatting section of the Choices Dialogue.
Textual description for the transaction.
Further, free-format, information can be stored against the transaction via it's scratch-pad.
Select the required Analysis Group from the pop-up menu.
Analysis Groups are maintained through Analysis Code Maintenance.
Select the required Analysis Class from the pop-up menu.
Analysis Classes are maintained through Analysis Code Maintenance.
Transaction value in local currency.
The Currency Code and Exchange Rate Type specify what currency the value is in and what exchange rate type to use when converting the value to other currencies. Both currencies and exchange rates are maintained via the Currency & Exchange Rate Maintenance application: !EnCurr.
The Exchange Rate Type is used to select which type of exchange rate is used for:
These fields are only available if the multi-currency extension has been enabled.
[1] Whether Transaction values in Converted Account Currency are reflected in Currency Total Summaries will depend on your Currency Settings.