Posting a New Transaction - Manual

Setup Options

1. District and School - Information will be based on your security settings.
2. NOTE If you are a district user, you will need to make a school selection.
3. Post Date - The default value for the first entry, but can be changed when posting a new transaction. The changed post date will become the default date.
4. Accounts - Which accounts to show in the Account Distribution window when creating a transaction.
5. Display Date Range - Select the From Date and To Date to limit the transactions that are to be displayed on the screen.

   For example if the date range is 02-01-2015 thru 02-04-2015 and you use 02-10-2015 as a post date for a new entry, the new entry will not be displayed until you return to the setup box and change the date range to include the 02-10-2015 date.

6. Print Options - Select Yes or No to print receipts.
7. Receipt No - Optional
   • NOTE - A receipt number does NOT have to be entered at this point. However, if the pre-printed receipt number needs to be skipped for any reason, be sure to change the number to the next available receipt number on the setup box before posting the next deposit.
   • Leave it blank and the system will automatically increment the number based on the last number used.
   • If using a pre-printed receipt set of receipt numbers, enter the first receipt number if changing to a new book of receipts.
8. Vendor Name - Show the 'Vendor Name' column or the 'Vendor Reference Number' column on the printout.
9. Vendor Ref No - Show the 'Account Name' column or the 'Cat', Div', 'PO', and 'RVP' column on the printout.
10. Ok - Click to continue.

Instructions for posting a new transaction

1. Ignore the Key column—It is used to store your school number, district number and posting date.
2. Select transaction type--TR column. Refer to the table at the bottom of this page for the description of each transaction type.
3. Select month--M column.
4. Click in the Vendor's Number or the Vendor Name field to select the vendor if required. A Vendor Name/Description popup will appear. You can use the search box to locate a vendor name and an account name. To make a selection, click the check box to the left of the Vendor name. Once the Vendor has been sorted to the end user preference, the system will save the sorted selection for future use.

   NOTE: If Transaction Type 12 is used, a popup will appear, enter name and address of check payee

   • Note--both vendor number and vendor name will appear on the post transaction screen.
5. Click the Vendor's Reference field and enter an invoice number. The system will run an internal audit to see if this invoice has already been paid. Using the audit feature requires that you enter only one invoice number per transaction; otherwise, it cannot run the audit successfully.
6. Ck No options
   • Information will be automatically created for an Adjustment (ADJ), a Deposit (DEP), a Transfer (TRA), a Debit Card (D CARD), and Interest (INT).
   • If you are using the check printing module leave the Ck No field blank for Transaction Type 10 or 12.
   • If you are manually writing checks or using transaction type 11, enter the check number in the Ck No field.
7. Click the Pay Date field to get the default post date to appear on the screen. Or click the calendar icon on the right to select a new post date. This will become the new default pay date.
8. Click in the Account cell and the Accounts Distribution window will appear on the screen.
9. Select the Account Name by highlighting the account name; enter amount to be posted to the selected account and enter a comment if needed.
10. If you have created Categories select the category for this entry.
    • Note--both account number and account name will appear on the post transaction screen.
11. Enter additional account(s) and amount(s) in the same distribution window for the same vendor.
12. Click the Total button to verify the total of the amounts being paid to this vendor.

    NOTE--If the transaction involves a credit entry on a vendor statement, click on the negative sign to highlight the sign; then, click the delete button on the keyboard, complete the remaining part of the entry as usual. If the net result of a credit is not a negative amount (the usual indicator that the entry is a payment) then no check will be printed on the next print checks process. These entries will be included on the next print checks process where the next result for unprinted checks is a negative.

13. Click OK on the distribution window.

    NOTE: Amounts will automatically be positive or negative depending on the transaction type selected in step 2 above.

    Do NOT type in account numbers as this will interfere with the record saving process.

14. Ignore the columns for Div, Po, and RPV.
15. Enter a BRIEF comment. You may enter invoice information here.

    NOTE: If you leave the comment field(s) blank, a pre-formated comment will be created that includes the date and a time stamp.

16. To the right of the Save cell is a check box. Use this check box to indicate any check that needs to be printed separately from a group of check transactions that would be included on the same check number.
17. Click the Save cell at the far right of the screen.

    The receipt number will be created at this time and will be displayed to the right of the comment field.

    NOTE: If you selected multiple accounts in the distribution window, all entries will be displayed after clicking the save cell.