Entering transactions using Transaction Entry

After creating the transaction batch, you can enter the transactions (invoices, credit or debit memos) to the batch. In this procedure, you will learn the different methods of entering transactions manually.

When you enter invoices or debit memos, the program debits the general ledger account assigned to the receivable code and credits the general ledger accounts that you assign to the distributions. Credit memos do the opposite.

Before you can enter transactions, you must create the batch in Transaction Header (AR42.1).

Procedure flow: transaction entry

Use this procedure to enter transactions.

  1. Access Transaction Entry (AR42.2). Transaction numbers must be unique by Transaction Type/ Transaction number within a company.
  2. Use this form to create invoice, debit memo, or credit memo transactions. Use these guidelines to specify the field values:
    Transaction Type

    Select which type of transaction you are entering:

    • Credit memo

    • Debit memo

    • Invoice

    • Mixed (positive or negative signs)

    Invoice Number

    Specify a code to identify the invoice. This can be up to 22 characters. The application will give you an error message if there is a duplicate invoice.

    Alternative Transaction Type

    Required for transactions that are Mixed type. Select an alternate transaction type. The alternate transaction type indicates the main transaction type.

    Trans Date and Post Date

    If this field is left blank, then the batch date and post date from the transaction header is set as default.

    Trans Amount

    If this field is left blank, when select Total form action, then this field will be populated with the total from the sum of distributions.

    Terms Code

    Select a terms code to the transaction. This is used to calculate transaction due dates and discount information.

    Reason Code

    Required for debit or credit memo entry.

    Category

    Select a category code for the distribution. This code will default the general ledger account. Optionally you can select your activity, and tax information. If an accounting unit is present at the process level, then it will override the accounting unit defined in the category code -- if the category code setup allows override.

  3. Click Expanded to open Expanded (AR42.4) in order to define and maintain information for the transaction. For bills of exchange, be sure to enter a bill of exchange payment transaction code in the Payment Code field. Use these guidelines to specify the field values:
    AR Code

    Select the accounts receivable code that identifies the accounts receivable general ledger account to be credited during cash application.

    Currency

    Change the currency that defaults from the customer if needed.

    Exchange Rate

    Change the currency exchange rate used to convert a non-base currency transaction amount to the company base currency.

    Currency Revalue

    Select whether a currency revaluation is needed for this non-base invoice or debit memo.

    Sale Representative

    The sales representative. Defaults from AR Company Customer file.

    Payment Code

    A transaction code representing a type of cash payment with attributes for either receiving AP payments, or creating EFT payments.

    Tax Exempt

    Select whether a customer is tax exempt or not.

    Sum Line Items

    Select whether to display open items in summary. If you have assigned a multiple payment terms code to the transaction, then you must select No in the Sum Line Item field.

    Note: A credit memo can be automatically applied to a specific invoice or debit memo using Automatic Memo Application (AR131) if it is cross referenced and the auto apply option is selected.
  4. Click Line Item to open Line Item Entry (AR42.8). This allows you to assign line item detail if needed, such as assigning activities to distribution lines for use in the Project Accounting application or assigning sort names. The sum of the line items must equal the transaction amount.

    Click More to access More (AR43.3) and specify user sort names for a line item.

  5. Click Totals to open Batch Totals (AR42.3). It will display the control and entry totals for the batch.
  6. Click Obligations to open Obligations (AR42.6). You can review payment obligations associated with the invoice.
  7. Click Intrastat to open Intrastat (AR41.1). You can add Intrastat data to the transaction. See Adding Intrastat Data to a Transaction.
  8. Click * More to open Distribution Accounts (AR42.5). You can define additional distribution information for an invoice, if needed.
  9. Click User to open Transaction User Fields (AR43.2).
  10. Specify user defined data in the fields. The information entered here is for reference only. The value of the field is defined on Company (AR01.1).
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