After you open an employee repayments transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The grid fields represent individual transaction line items.
Header Fields
| Field | Description |
|---|
| Reference
|
Enter a number by which to reference this transaction.
If the selected bank has automatic numbering for transactions set up, the reference number is automatically set to the next receipt reference number in this field and you cannot enter a number. In this case, the reference number is based on settings specified on the Transaction Auto Number tab in
.
|
| Date
|
Select the date for this transaction. For employee repayment and timesheet transactions, enter a date for each detail line. For expense transactions, enter a date for the entire file.
Enter the date or click
 and select the appropriate date.
|
| Comment
|
For employee repayments and timesheets, this is an optional field. You can enter a comment for the employee repayment/timesheet.
For cash receipts and employee repayments, this is a required field. You can enter a comment for the cash receipt/employee repayment.
|
| Diary
|
This field displays only if you have set up a diary in Accounting System Settings Configuration for the fiscal period or fiscal year in which you are entering 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 an accounts payable payment processing 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 Transaction Auto Numbering tab in Accounting System Settings that have the same fiscal period or fiscal year in which you are entering transactions, or no fiscal period or year entered for them.
If you have multiple companies, the
Diary 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 on the Transaction Auto Numbering Tab of Accounting System Settings.
|
| Status
|
This field displays the current status of the transaction file.
|
| Approved By
|
If the transaction file has been Approved, then this field displays the approver.
|
Grid Fields
| Field | Description |
|---|
| Description
|
Enter a description of this entry. Descriptions display on invoices, Accounts Payable reports, and General Ledger reports.
|
| Employee
|
Perform one of the following actions to enter the employee number:
- In the
Employee field, enter all or part of the employee number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the employee from the list.
- Click
 to display the lookup and select the employee record.
|
| Employee Name
|
When you enter an employee number in the
Employee field, Vision automatically enters the employee name in the
Employee Name field.
|
| Bank
|
When you enter an employee number in the
Employee field and the employee has a bank listed in Vision, Vision enters the name of the bank in the
Bank field. If Vision did not automatically enter the bank code, you can select the bank code to associate with this transaction. The bank code directs the implicit posting for the transaction entry file.
|
| Amount
|
Enter the amount of the transaction line item. For expense transactions, this amount is charged to the project, task, and account combination. For labor transactions, this amount is charged to the employee, project, task, and labor code combination.
|