Use the Write Up>Transaction Entry screen to enter multiple journal entries and easily post them to multiple journals. Transactions are automatically balanced to a pre-selected offset account to minimize data entry and reduce the possibility of errors.
From the Transaction Entry screen, you can select a journal to enter new transactions or review or edit unposted transactions for that journal. All unposted transactions for the journal you select are listed on the screen.
In addition, the Transaction Entry screen displays all unposted transactions imported by the Bank Feeds feature or from your bank statement. You can edit and post these transactions from this screen. Use the Cash Disbursements Journal to edit checks, and the Cash Receipts Journal to edit deposits. The Bank Feeds feature also imports check images that you can view from the Transaction Entry screen.
As you enter and save transactions, they appear on the screen. You can edit any of these transactions here before posting.
Note: Multiple transactions can be posted at a time (for example at the end of a period). To avoid data loss, we recommend posting at least after approximately every 150 transactions.
To enter transactions:
On the Transaction Entry screen,
select a radio button in the Select
Journal field to specify the
journal for which you want to enter transactions.
The number in parentheses beside each journal name (Cash
Disbursements, Cash Receipts,
Payroll, Sales,
or Purchase) indicates the
number of unposted transactions for that journal. Unposted journal
entries are listed on the Transaction
Entry screen for the journal you select.
View all transactions for the journal you select, or use the Search by field to locate a particular transaction quickly. For example, you can search by reference number or payer/payee.
Use the Sort by field to list transactions in the order of your choice.
For a transaction imported by the Bank Feeds feature, you can click View Image to review an image of a check.
Click the Add Transaction icon from the Action bar to open the Add/Edit Transaction dialog box, and enter transaction information into the fields as needed.
Enter a reference number for the first transaction you add. A reference number is automatically added for each transaction you enter after that. Using the number you enter as the first number, the system increases the reference number by one with each new transaction entered. You can edit these system generated reference numbers or add your own reference number each time you enter a transaction if you wish.
The Date field defaults to the last date a transaction was entered for the selected journal, but you can change this date, if necessary. (After posting, the date reverts to the first date of the open period.)
If you need to enter a transaction for a payer/payee who does not appear in the drop-down list of the Add/Edit Transaction dialog box, click the Add Payer/Payee link on the Add/Edit Transaction screen to add the payer/payee. Once you add the payer/payee, you can select them from the drop-down list of the Add/Edit Transaction dialog box while entering or editing transactions for that journal.
If you need to enter a transaction for an account that does not appear in the account drop-down list on the Add/Edit Transaction dialog box, click the New Account link to open the Add Account dialog box and add the account information. Once you add the account, you can select it from the drop-down list of the Add/Edit Transaction dialog box while entering or editing transactions for that journal
For the Cash Disbursement Journal, verify that the 1099 indicator is selected if the payee is a 1099 vendor. Alternatively, select the 1099 check box to generate a 1099 for a non-1099 vendor, or clear the check box if the payee is not a 1099 vendor or if this transaction does not affect the vendor's 1099 balance.
Verify the account displayed in the Offset Account field, or select the correct offset for this transaction from the drop-down list if you have assigned a category to more than one account of this type. Depending on the journal selected, this is either a Cash, Accounts Receivable, or Accounts Payable account that has been assigned to the appropriate category on your Chart of Accounts.
Verify the account displayed in the Expense Account (in the Cash Disbursement and Purchase journals), Revenue Account (in the Cash Receipts and Sales journals), or Payroll Account (in the Payroll journal) field or use the drop-down list to select another account for this transaction. The field displays the default account for the selected vendor or customer. If no default account was set up for a saved vendor or customer, the field displays the first revenue account from your chart for customers, or Suspense for vendors. When you select an account for a vendor, customer, or employee with no default account, the account you select becomes the default account for future transactions for that vendor, customer, or employee.
Enter the amount of the debit or credit in the Amount field. When you enter information on a line, a new line appears to enable you to enter additional lines for split transactions. Split transactions use the same date, payee or payor, reference number, and offset account for multiple line items. Save the entry only after entering all lines for a split transaction.
Enter as many transactions for the same payer/payee as needed in the Add/Edit Transaction dialog box. New lines automatically appear for entry of transaction information.
To add transactions for a different payer/payee, click the Save and Add New icon (the plus icon) in the dialog box.
To edit an existing transaction:
Click the three dots in the Edit column for the transaction you want to edit to open the Add/Edit Transaction dialog box for that transaction.
Make any changes necessary.
Note: You can edit any drop-down list field directly from the Transaction Entry screen. Simply open the drop-down list and select the option you need.
To change a payer/payee:
Select Change Payer/Payee from the action bar.
Select the former and new payer/payee from the drop-down lists.
Note: Select the Alias
Name checkbox if appropriate.
The Change Payer/Payee options is very useful when it is necessary to change the payer/payee for multiple transactions.
Use the options on the Action bar to post the unposted transactions. To post all transactions for:
The active journal, select Post
All journals at the same time, select Post All Journals
To see your posted transactions, click the Posted Transactions icon (the list icon) from the Action bar. Click Posted Transactions to open the Writer Up>Edit Transaction screen from which you can view, edit, or delete previously-posted transactions.