After you open a miscellaneous expenses 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, using up to seven alphanumeric characters. If you enter fewer than seven characters, Vision adds leading zeros to the number you enter.
|
| Date
|
Enter the date for this transaction or click the calendar icon to display the calendar lookup and then select the appropriate date.
For labor adjustment and timesheet transactions, enter a date for each detail line. For expense transactions, enter a date for the entire file.
|
| Description
|
Enter a text description for the miscellaneous expense record. For miscellaneous expenses there are two descriptions:
- This
Description field, in the top portion of the miscellaneous expenses file, is a required field, and applies to the whole record.
- The
Description field listed at the beginning of each detail line is an optional field, and applies just to that line item.
Descriptions display on invoices, Accounts Payable reports, and General Ledger reports.
|
| 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. Descriptions display on invoices, Accounts Payable reports, and General Ledger reports.
|
| Project
|
Perform one of the following actions to enter the project number:
- In the
Project field, enter all or part of the project 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 project from the list.
- Click
 to display the lookup and select the project record.
|
| Phase
|
Perform one of the following actions to enter the phase number:
- In the
Phase field, enter all or part of the phase 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 phase from the list.
- Click
to display the lookup and select the phase record.
|
| Task
|
Perform one of the following actions to enter the task number:
- In the
Task field, enter all or part of the task 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 task from the list.
- Click
to display the lookup and select the task record.
|
| Account
|
The project type and account number
must be compatible. If the disbursement is for a regular project, enter a reimbursable or direct account. If the disbursement is for an overhead project, enter an indirect account.
Perform one of the following actions to enter the account number in this field:
- In the
Account field, enter all or part of the account 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 correct account from the list.
- Click
to display the lookup and select the account record.
If you are using the Multicurrency feature and a currency has been specified for this account (on the General tab of the Accounts Info Center), the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency.
|
| Amount
|
Enter the amount of the transaction line or detail line. For expense transactions, this amount will be charged to the project, task, and account combination.
|
| Exchange Override Rate
|
If you use the Multicurrency feature, you can use this field to override the exchange rate for a single line item.
Vision stores each transaction amount that you enter in the currency that you selected on the New File dialog box. Vision also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ, Vision uses the daily exchange rates that you establish in Configuration to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
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