1.5
Enter Transactions
Use the Enter Transactions (ET) program to enter transactions or journal entries. Depending on the answer to Show ET Program Menu in program LI, Menu Selection 3 (1), you may also enter a Trial Balance (and let CLS create a set of current period entries for you), a Summary Journal by
Account, Pro Forma Journal Entries, or Formal Journal Entries.
Tip: You can access the CLS pop-up calculator during transaction entry by pressing the Alt-C
hot-keys. You must have installed the calculator as instructed in Chapter 2 of the CLS Getting Started Guide.
Enter ET from the CLS Main Menu. If you indicated in LI, Menu Selection 3 (1), that you would like to Show ET Program Menu, you will see the menu below. Otherwise, the Enter Transactions (ET) Source Code Table will appear, as shown below.
Enter Transactions
CLS validates each field to minimize errors. Features such as Autofill, Entry Mode and
Add/Decimal Mode increase transaction entry speed. Press F1 in the appropriate field to pop-up a
Chart of Accounts or an employee/vendor list.
Notes:
• You must use the Post Transactions (PT) program to post any transactions you have
entered.
• When unposted transactions are present or there are pending trial balance entries, an
asterisk (*) appears next to the ledger I.D. on all menus.
• Transactions must be in balance before you can print financial statements.
Source Code (0-19)
Select the source code for the transactions you are going to enter, or press Enter to accept the default value. The default source code is set in program SI, Menu Selection 1 (1). Although not shown, you may also use Source Codes A, P, Q or R, which are assigned to transactions imported from other accounting packages.
Month/Year (mm/yy)
Enter the month and year for the transactions. After you make this entry, you will only need to enter the day for each transaction, unless the month differs from what you entered here.
Batch No. (0-99)
You may tag transactions with an optional batch number and then prepare Transaction Registers for selected batches using the TR program.
Entry Mode (1-6)
Select the Entry Mode, or press Enter to accept the default value. The default entry mode is set in program SI, Menu Selection 1 (1). Press F1 to select the entry mode from a pop-up list.
Transaction Entry Modes
Mode 1 Return to Description or Employee field after each entry. Mode 2 Return to Day field after each entry.
Mode 3 Return to Ref. field after each entry. Mode 4 Return to Account field after each entry. Mode 5 Return to Amount field after each entry. Mode 6 Auto-prompting payroll mode.
Add/Decimal Mode (A,D)
Select the decimal mode for the transactions you will be entering, or press Enter to accept the default value. The default mode is set in program SI, Menu Selection 1 (1). Press F1 to select the decimal mode from a pop-up list.
A Add Mode: If no decimal point is entered in the Amount field, the A mode places the decimal two digits to the left of the last digit (e.g., 1234 = 12.34).
D Decimal Mode: If no decimal point is entered in the Amount field, the D mode places the decimal point after the last digit (e.g., 1234 = 1234.00).
Plus (+)/Minus (-) (0-2)
Press 0 if you want to enter the sign (+ or -) before the amount. Press 1 if you want to enter a sign after the amount in program ET; the sign will also act as the Enter key. Press 2 if you want to enter a sign after the amount throughout CLS. The default mode is set in program SI, Menu Selection 1
(1). Press F1 to select from a pop-up list of options.
Shortcut: If the Source Code Table default settings (Source Code, Month/Year, Batch No., etc.) are correct, you may press Esc to move directly to Continue? (Y,N).
Enter Transactions (ET) 1-41
Continue? (Y,N) Y
Press Enter to accept the Y default and the ET transaction entry screen appears with the current transaction number displayed. Press N to exit the ET program.
Description or Employee
Enter the transaction description (up to 25 characters) or an employee or vendor number. Entering a zero or decimal point repeats the previous description, day and reference fields and moves the cursor to the account field. Press F1 to select from a pop-up list of employees or vendors for this ledger (an asterisk indicates employees/vendors without balances or transactions).
Note: Depending on your response to the Memorize Descriptions (0-5) prompt in program LI, Menu Selection 3 (1), CLS will memorize and autofill transaction descriptions and
accounts. If you choose to memorize and/or autofill accounts, CLS will also autofill
corresponding amounts entered in the DM program. New amounts entered in ETwill not
be memorized. Press F4 to select a memorized description from a pop-up list.
Day
Enter the transactionday. Use a zero, a decimal point or the plus (+) key to increment the previous value in the day field; use the minus (-) key to decrement it. You may also change the transaction
month in this field, but you must return to the Source Code Table (previous ET screen) to change
the year. To change the month, enter the new month and day (mmdd format); do not use a leading
zero on the month. When the month is entered along with the day, two digits must be used for the day (e.g., March 9 should be entered as 309).
Reference
Enter the check or reference number, up to eight characters. The reference may be numeric or alphanumeric. Use a zero or a decimal point to increment the reference field.
Account
Enter the account number or payroll journal column number (for employee or vendor transactions).
Use a zero or decimal point to increment the previous account field. If you selected the auto-create function in the LI program, you may also create new postable accounts on-the-fly while entering transactions. Press F1 to select from a pop-up Chart of Accounts for this ledger.
Amount
Enter the transaction amount. If this is a credit entry, the amount should be entered as a negative number. You may use a plus (+) or minus (-) sign by itself to repeat the amount of the previous transaction as a debit or credit.
In Entry Mode 6, the signs (+ or -) assigned to columns 1-16 on the Payroll Journal in program PF
are automatically applied to an amount entered without a sign. To override an automatic credit, enter a plus sign; to override an automatic debit, enter a minus sign.
Note: The total amount posted to each employee/vendor per quarter must not exceed ± $21 million. Amounts posted to a ledger account must not exceed ± $2.5 billion.
Ref-Total
The balance shown here is the total for the current check or reference number. This total clears when the reference number changes or you return to the Source Code Table.
Press Enter in the last field to accept a transaction. To correct a field, enter N to return to the first field on this line, or press F6, Shift-Tab or @ to back up field-by-field.
To change the Entry Mode, enter the new mode (1-6) in the Y/N field. CLS will assume you would like to accept the current transaction and change the entry mode as well.
You may entera C in the Y/N field to cancel consecutive transactions for the current reference number.
When you enter Y or a number in the Y/N field, CLS returns to the field corresponding to the current
Entry Mode so you can enter the next transaction.
Special characters that can speed up the transaction entry process are discussed below:
. or 0
Entered in the Description or Employee field, this repeats the Description, Day, and Reference
fields and moves the cursor to the Account field.
Entered in the Day, Reference,or Account fields, this increments the previous value of the field and moves the cursor to the next field.
+
Entered in the Amount field, this repeats the previous amount as a debit. Entered in the Day field, this increments the previous value.
-
Entered in the Amount field, this repeats the previous amount as a credit. Entered in the Day field, this decrements the previous value.
Arrows (←,→)
Move the cursor within a field.
C
Entered in the Y/N field, this cancels consecutive transactions for the current reference number.
Enter or Tab
Enter Transactions (ET) 1-43
Home
Moves the cursor to the beginning of a field.
End
Moves the cursor to the end of a field.
Insert
Toggles the input mode between insert and typeover.
Delete
Deletes the character indicated by the cursor.
Backspace
Deletes the character to the left of the cursor.
Alt-B
Deletes all characters from the cursor position to the end of the field.
Alt-R
Restores a field to its original value if you have not left it.
Esc
Entered in any field, this displays the transaction file totals for the current period and prepares to exit to the Source Code Table. CLS ignores any partially entered transaction and warns you if the totals are out of balance.
Debits = (Total of transaction debits) Credits = (Total of transaction credits) Net = (Net of transaction entries)
You will see the prompt: Is this acceptable? (Y,N). Press N to continue with the next transaction. If you are satisfied with the totals, press Y or Esc to return to the Source Code Table. You may then select another source code, month and year, batch number, entry mode or decimal mode, or press Esc to leave the ET program.
F1
You may press F1 in the following fields:
• In the Description or Employee field, this lists employees and vendors for this ledger. (An asterisk (*) indicates employee/vendors without balances or transactions).
• In the Account field, this lists the Chart of Accounts for this ledger.
F2
Changes transaction entry to the Edit Mode. You may edit all unposted transactions regardless of source code. Move around the edit screen using the arrow keys (↑,↓), Page-Up, Page-Down,
Home and End keys. Select the transaction to edit, and press Enter or Tab to select the field to correct. Press F6, Shift-Tab or @ to back up one field at a time. Edited transactions will be revised after you enter Y to accept the transaction. If you change an amount, the reference totals for any
following entries with the same reference number are changed. Press Esc to cancel the change or
to return to the transaction entry mode. While in the Edit Mode, press F3 to block a group of transactions to be deleted or added back to the file. You may also assign a new batch number, month, source or year to any block of transactions.
F3
You may press F3 in the following fields:
• In the Description or Employee field, you will be prompted to enter an employee number.
You may then edit information entered for the selected employee/vendor.
• In the Account field, you will be prompted to enter an account number. You may then edit
information entered for the selected account.
F4
In the Description or Employee field, this lists memorized transaction descriptions for this ledger. With the description list displayed, press the first letter of a description and CLS will advance to that section of the list.
F5 or ?
Entered in any field, this displays the transaction file totals for the current period.
F6, Shift-Tab or @
Backs up one field in the current line. Use this to correct errors in the current line.
F7
Press F7 to change the Source Code to be used for subsequent transactions.
F8
Press F8 to change the batch number to be used for subsequent transactions.
F9
Press F9 to change the year to be used for subsequent transactions.
F10
Press F10 to display a help screen showing time-saving keystrokes available for use in the ET
program.