Contents of the New File Dialog Box

Use these fields to create new files for accounts, timesheets, taxes, and journal entries as well as set up and manage your recurring transactions.

Fields

Field	Description
File Name	Enter the file name for the transaction. If you use multiple companies, transaction file names must be unique across the enterprise.
Start Date	Specify the start date for the transaction file.
End Date	Specify the end date for the transaction file.
Currency	If you use multiple currencies, select the currency to use for the transaction file. This currency serves as the file's default currency. You can specify a different currency during transaction entry (either for a transaction record or, in the case of Employee Expenses, for an individual line item within a transaction record).
Control Total	Enter a control total amount for the transaction file. The control total is the total monetary amount that will be entered in this batch. For example, if entering a deposit with three transactions: 8000.00, 6000.00, and 4000.00, the control total would be 18000.00. Control totals are final totals for all of the information that you enter into a specific transaction file. Accountants also refer to this as a batch total. As you enter data, DPS keeps running totals for the data that you enter; these running totals should equal the control totals before you post the file. For example, you can calculate timesheet control totals by adding up all of the regular hours and overtime hours on all of the timesheets that you are about to enter. DPS uses the control totals to verify that the total amounts you enter during transaction entry are equal to the total amounts that you planned to enter.
Control Totals Advance Amount	For employee expense transactions, enter the total monetary amount of employee expense advances that you will enter for all the expense transactions in this transaction file batch.
Payment Method	This field applies for AP Disbursement transactions. The field is visible only if you have the Credit Card feature enabled (in Settings > Accounting > Company) and you set up at least one primary credit card that has at least one secondary credit card (in Settings > Advanced Accounting > Credit Cards) with the Available to AP check box selected for it. Select one of the following options from the drop-down list: Bank: Select this option if you are paying for vendor invoices with payments from a bank. Credit Card: Select this option if you are paying for vendor invoices with a credit card. To use a credit card for the payment, the credit card must have the Available to AP check box selected.
Default Liability	This field applies for AP Voucher transaction entries. Select the default liability code for the transaction file. The codes that are available in this list are created on the Liability Codes tab in Settings > Accounting > Company AP.
Default Bank	This field applies when you enter AP vouchers or AP disbursements. Select the default bank code to prefill in the Bank field on the AP Vouchers form or the AP Disbursements form for each voucher or disbursement that you enter in the transaction file. You can change the prefilled bank as needed for any transaction that you enter. This is the bank from which the disbursement or voucher payment will be drawn. This field is not enabled if you use the Credit Card feature and you selected Credit Card in the Payment Method field on this dialog box.
Default Voucher Date	Select the default voucher date if you are entering a new transaction file for an AP voucher.
Reg Hours	Enter the total number of regular hours for the transaction. You do not charge hours to an account, as all postings are automatic.
Ovt Hours	Enter the total number of secondary overtime hours reported for the W-2 year and quarter. You do not charge hours to an account, as all postings are automatic.
Ovt 2 Hours	Enter the total number of second overtime hours. In Labor Adjustment transaction entry and Timesheet transaction entry, you do not charge hours to an account. All postings are automatic.
Reg Amount	Enter the total regular monetary amount of the adjustment for the transaction.
Ovt Amount	Use this field to adjust the overtime amount posted to the cost rate for the labor item.
Ovt-2 Amount	Use this field to adjust the second overtime amount posted to the cost rate for the labor item.
Billing Ext	Enter the billing extension for the transaction.
Realization Amt	Enter the monetary amount to include in an employee's realization calculation. This field displays only when you enter labor adjustments and only if the Reporting Realization by Employee check box is selected on the Reporting tab in Settings > Accounting. If you use multiple currencies, the realization amount uses the currency that is entered as the billing currency for a project.
Default Tax Code	This field displays only when you enter a new transaction file for invoices and the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Settings > Accounting > Company. After you enter a file name and file date on this dialog box, the Default Tax Code field prefills an input/output tax code with the lowest sequence number that is entered in the Default Tax Codes grid on the Tax Auditing tab in Accounting Company Settings. An input/output tax code has check boxes selected in both the Inputs section and Outputs section on the on the Tax Codes tab in Settings > Accounting > Taxes. If no input/output tax is entered on the Tax Auditing tab, then no tax code prefills in the Default Tax Code field. The default tax code is used to calculate taxes for all the transactions that you enter in the invoice transaction file. You can override the prefilled tax code on this dialog box and replace it with another tax code or delete it and leave the field blank. On the Invoice form in Transaction Entry, you can override the default tax code from the New File dialog box that prefills in the Tax Code field.
Allow Tax Entries	This check box applies for journal entries. It displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab. Select this check box to enable tax auditing related columns—Total Tax Debit, Total Tax Credit, and Tax Type on the journal entry form.
Allow Asset Entries	This check box applies for Journal Entries and AP Voucher transaction types. It displays on this dialog box if you have the Asset Management application activated and the following configuration settings are selected: The Allow asset entries for AP Vouchers and Journal Entries check box is selected for your security role on the Accounting tab in Settings > Security > Roles. For AP vouchers, the AP Voucher check box is selected for Asset Item Source on the General tab in Settings > Accounting > Asset Management. You can select the Allow Asset Entries check box only if you do not select the Recurring check box on this dialog box. Journal Entries For Journal Entries, select the Allow Asset Entries check box if you want to associate an existing asset item from the Equipment hub with a journal entry. DPS adds an Equipment column to the grid on the Journal Entries form, in which you can enter the associated asset item. This relationship is recorded on the History register for the transaction. See the History tab in Asset Management > Asset Review online help for more information. Transactions created through Depreciation Processing will automatically update this field. AP Vouchers For AP vouchers, select the Allow Asset Entries check box if you want to do either of the following: Create an asset item in the Equipment hub from a line item that you enter for an AP voucher. Associate a line item on an AP voucher with an existing asset item in the Equipment hub. This increases the depreciation basis for the existing asset item. When you select the check box, the following fields display in the AP vouchers grid on the AP Vouchers form, so you can create or associate asset items: Create Asset Asset Type Item Number Associate to Existing Asset For more information about these fields, see their descriptions in the AP Vouchers Form help topic. When you post an AP voucher with asset item entries, the Equipment hub is automatically updated with a new asset item or an existing asset item is updated with the associated AP voucher line item.
Diary	This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. The drop-down list contains all the diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions or that have no fiscal period or year entered for them. If you have multiple companies in DPS, the Diary field drop-down list includes only the diary codes that are set up for the current company. The list also includes IC - Intercompany Diary to capture intercompany transactions. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field in the Diaries grid, in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions.
Recurring	Select this check box if the transaction you want to enter is recurring. If the Allow Asset Entries check box displays on this dialog box, you can select the Recurring check box only if you do not select the Allow Asset Entries check box. If you have transactions that occur each accounting period with little or no difference in content, then you can create recurring transaction files to help speed your transaction entry for these items each month. Recurring transaction files do not get deleted after they are posted. After a recurring file is posted, you can select the file in transaction entry and "resubmit" it to make it available again for posting. Also, you can "change" the dates, "reverse" the amounts, or modify it just like any other transaction. You can create recurring transaction files for the following transaction types: Accounts Payable, Cash Receipts, Cash Disbursements, Employee Expenses, Journal Entries, Miscellaneous Expenses, and Prints and Reproductions.

Recurrence Fields

In addition to Recurring, the following options are available for journal entries, only. Use these fields to determine the recurrence pattern or reversal specifications for a journal entry transaction. You can select either Recurring or one of these options for journal entries:

• To schedule the frequency of the recurrence, select the Manage Recurring check box and complete the associated fields.
• If the transaction requires automatic reversal, select the Reverse On check box and complete the associated fields, including the date for the reversal.

Field	Description
Clear Amounts After Posting	This check box is enabled when you select the Recurring option. Select this option when the amounts of the recurring entries change for each recurrence. Clearing the amounts after posting will clear all amounts within the transaction file. For example, this is useful when a payroll journal entry's amount changes each month. It will clear the amounts after they are posted, but will maintain the projects and general ledger accounts of the actual recurring file.
Manage Recurring	Select this check box to schedule the frequency of the recurring journal entry. This activates the fields in this section, which work together to create the recurring entries. When you select this option, the following fields are enabled: First Recurrence: Specify the date of the first instance for the recurrence. If you select Monthly or Yearly as the frequency, the recurring entry will occur on the date specified in the First Recurrence field. For a monthly file, the first recurrence will define the day for each subsequent recurrence. For example, if the first recurrence is August 6, each subsequent file will use the 6th day of the month. Frequency: Use this drop-down list to select the frequency of the recurring entry: Monthly: The recurrence occurs once each month on the day that is specified in the First Recurrence field. Monthly is the default selection. Yearly: The recurring entry happens once each year on the day that is specified in the First Recurrence field. Custom: You can specify the exact dates for the recurring entries. When you select this option, the Custom Dates button is activated. Click this button to open the Custom Frequency dialog box and define custom dates for the recurring entries. This is useful when the recurrence does not happen on the same date each month or year. For example, if your enterprise uses a 4-4-5 accounting cycle (13 four-week periods), you might want to define the posting to occur on the first day of each accounting period. However, the actual date of the first day of each accounting period may be different. In addition, you could use a custom frequency for a file that needs to entered quarterly or semi-monthly. Custom Dates: Click this button to open the Custom Frequency dialog box and define custom dates for the recurring entries. Number of Recurrences: You can specify the number of times the recurrence will run, or you can select an expiration date for the recurrence. If you choose Number of Recurrences, you can enter a specific number for the recurring entries. For example, if you enter 8, the recurrence will run eight times. If you leave this option blank and you do not specify an Expiration Date, the recurrence will run indefinitely. Expiration Date: You can specify the number of times the recurrence will run, or you can select an expiration date for the recurrence. If you choose Expiration Date, you can enter a date or select one from the calendar to determine the date on which the recurring entries will expire. For example, if you enter June 1, 2016, the recurrence will run monthly or yearly until June 1, 2016. Schedule Posting: Select this check box to schedule the posting of the recurring entry and to define the process server for the posting. If you do not select this option, the recurring entry will be available for immediate review and posting. Queue: If you schedule the posting, you can use this drop-down list to specify the process server for the posting. This list includes queues that your Security role can access. Send Alert to Submitter: Select this option to have DPS send you an email message (alert) to indicate whether or not the submitted job completed successfully. DPS uses the email address saved in the Employee hub record of the employee who is currently logged in. For example, in the following scenario: Option Set to: Frequency Monthly First Recurrence August 6 Number of Recurrences 3 The recurring entry will occur on August 6, September 6, and October 6. You cannot schedule a recurring journal entry with a frequency and number of occurrences and also define the file to reverse.
Reverse On	Select this check box to create a reversing entry for the transaction on a specific date. The fields in this section work together to reverse the transaction. When you select this option, the following fields are enabled: Date: Specify the appropriate date to create the transaction's reversing entry. This is the date that is defined on the reversal file and on which the file will be posted through the process server (if it is scheduled to post). Schedule Posting: Select this check box to schedule the posting of the reversing entry and to define the process server for the posting. If you do not select this option, the reversing entry will be available for immediate review and posting. Queue: If you schedule the posting, you can use this drop-down list to specify the process server for the posting. This list includes queues that your Security role can access. Send Alert to Submitter: Select this check box to have DPS send you an email message (alert) to indicate whether or not the submitted job completed successfully. DPS uses the email address saved on the employee record of the employee who is currently logged in. You cannot schedule a recurring journal entry to reverse. For example, you create a journal entry for Salaries Payable accrual at the end of each month. This transaction will need to be reversed at the beginning of the new accounting period, so you select the Reverse On option and specify the date in the next accounting period. But you must review the new transaction prior to posting, so you do not select Schedule Posting. When you post the transaction, the new reversing transaction is automatically created and is available to review and post.

Default Taxes Grid

This grid displays on this dialog box when you enter a new transaction file for accounts payable vouchers, accounts payable disbursements, cash disbursements, and expense reports if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Settings > Accounting > Company.

The default tax codes are used to calculate taxes for all the transactions that you enter in the transaction file.

The grid prefills with the default tax codes that are entered on the Tax Auditing tab in Accounting Company Settings.

For accounts payable vouchers and accounts payable disbursements, if a vendor has a default tax code entered for it in the Firms hub, then the vendor's default tax code overrides the default tax code that has the first (or lowest) sequence number on the New File dialog box. Example: A vendor's default code entered in the Firms hub is XXX. The default tax codes that are entered on the Tax Auditing tab in Accounting Company Settings that prefill on the New File dialog box are AAA (with sequence 5), BBB (with sequence 30), and CCC (with sequence 45). Tax code XXX from the vendor record will override tax code AAA when accounts payable vouchers and disbursements are entered in the Transaction Center for that particular vendor. The tax codes that are used for the transactions for that vendor are XXX, BBB, and CCC.

In the Default Taxes grid, you can override the default tax codes by adding other tax codes or deleting some or all of the tax codes.

For any individual transaction in the transaction file, you can override the taxes that have been automatically calculated with the default tax codes by clicking the amount in the Total Tax Amount field on the transaction entry form. This opens the Tax Codes dialog box where you can add, remove, or change the tax amounts.

Field	Description
Insert option	Click this grid toolbar option to insert a new blank row into the grid and add a default tax code.
Delete option	Click this grid toolbar option to remove a default tax code from the grid.
Tax Code	From the drop-down list in this field, select a tax code. This list includes the tax codes that have been set up in Settings > Accounting > Taxes with an Active status and with the Transaction Entry check box selected in the Inputs section on the Tax Codes tab.
Description	This displays the description of the tax code that you entered in the Tax Code field.