New File Dialog Box

On the New File dialog box, enter information about the new transaction file that you are creating for transaction data entry.

The fields on this dialog box vary, based on the type of transactions you are entering. The fields that are included in this topic are all the possible fields that you will see on the dialog box. Fields that appear on the dialog box only for certain transaction types are identified as such.

Location

To display the dialog box, complete the following steps:

1. From the Vision Navigation menu, click Transaction Center > Transaction Entry.
2. On the Transactions tab of the Transaction Entry form, select a transaction type in the Transaction Type field.
3. On the toolbar of the Transaction Entry form, click New.

Contents

Fields

Field	Description
File Name	Enter the file name for the transaction. If you use the Multicompany feature, transaction file names must be unique across the enterprise.
Start Date	Select the start date for the transaction file. Click the Calendar icon to open the calendar and select the appropriate date.
End Date	Select the end date for the transaction file. Click the Calendar icon to open the calendar and select the appropriate date.
Currency	If you use the Multicurrency feature, 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, Vision 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. Vision uses the control totals to verify that the total amounts you enter during transaction entry are equal to the total amounts 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 A/P Disbursement transactions. The field is visible only if you have the Credit Card feature enabled (in Configuration > Accounting > Company Settings) and you set up at least one primary credit card that has at least one secondary credit card (in Configuration > 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 for it in Configuration > Accounting > Credit Cards.
Default Liability	This field applies for A/P 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 Configuration > Accounting > Company AP Configuration.
Default Bank	This field applies when you enter A/P vouchers or A/P disbursements. Select the default bank code to prefill in the Bank field on the A/P Vouchers form or the A/P 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 Vision 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 A/P 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 Configuration > Accounting. If you use the Multicurrency feature, 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 Configuration > Accounting > Company Settings. 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 Configuration > 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 in Configuration > Accounting > Company Settings. Select this check box to enable tax auditing related columns—Total Tax Debit, Total Tax Credit, and Tax Type on the journal entry form.
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.
Recurring	Select this option if the transaction is recurring. 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 option and complete the associated fields.
• If the transaction requires automatic reversal, select the Reverse On option and complete the associated fields, including the date for the reversal.

Field	Description
Clear Amounts After Posting	This option 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 option 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 — Click the Calendar icon to open the calendar and select 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 firm 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 option 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 Vision Security role can access. Send Alert to Submitter — Select this option to have Vision send you an email message (alert) to indicate whether or not the submitted job completed successfully. Vision uses the email address saved in the Employee Info Center 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 option 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 — Click the Calendar icon to open the calendar and select 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 option 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 Vision Security role can access. Send Alert to Submitter — Select this option to have Vision send you an email message (alert) to indicate whether or not the submitted job completed successfully. Vision uses the email address saved in the Employee Info Center 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 Configuration > Accounting > Company Settings.

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 Vendor Info Center, 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 Vendor Info Center 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—add other tax codes or delete 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 on the grid toolbar	Click this option to insert a new blank row into the grid and add a default tax code.
Delete option on the grid toolbar	Click this 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 Configuration > 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.