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Unposted Transactions


Manage Unposted Transactions allows you to create, edit, and save Accounts Payable transactions.

This Section Includes:

Filters

Preferences

Transaction Grid

Import Transactions

Transaction Edit Report

Change Bank Account

Post Transaction

 

Filters

 

The options available in the Filters area are:

Vendor: Select the Vendor by clicking the (not set) link or the Search  icon. This displays the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the vendor for which you are creating the transaction and click the Select button. Alternately, click the Close link to return to the previous page without selecting a vendor.
Note: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of vendors by searching for just a comma.

Invoice Number

Invoice Date: Select the invoice date range from which you want to view unposted transactions. Additional date filters may appear depending on what option you choose.

Due Date: Select the due date range from which you want to view unposted transactions. Additional date filters may appear depending on what option you choose.

Projects: Select the projects to view.

ACH: Select to view All Transactions, Only ACH Transactions, or No ACH Transactions.

EFT (Electronic Fund Transfer): Select to view All Transactions, No EFT, or Only EFT.

Import Type: Select to vies All Transactions, or Import Type Only.

User: Options include Select all and every user who has unposted transactions.

Order By: Select to order by Vendor Name or Sequence Entered.

Click the Search button to display the results or the Clear Filters link to reset all filters.

Preferences

The Preferences option allows you customize your entry preferences for faster entry.  Check-mark just the fields you want to show on the entry screen in the first column, “Show”. In the second column, “Skip”, just check-mark any fields that you want to tab over, but still use when needed. Save your settings. Test the results when entering a transaction. Return to Preferences to modify anytime you want to make a change.

 

Transaction Grid

 

The grid displays transactions matching the selected filters with the following columns:

Vendor

Invoice #

Type

1099: Displays the 1099 status (if any) of the invoice. If the invoice has detail lines with different 1099 status types, the grid shows Multiple. Hover over this column to see the full 1099 status type or, if multiple, all 1099 status types associated with detail lines on the invoice.

Invoice Date

Due Date

ACH

Sep: Displays an icon if the invoice is set to print on a separate check.

Amount

Attach: Attachments for the invoice.

Note: Hover over the Note  icon to preview the note.

Setup: Hover over the Information  icon to display user and time information for when the transaction was set up and last updated.

Double-click on a transaction or click the Edit  icon to edit a transaction in the grid. You can also click the Add New Transaction link to add a new transaction (More Information). Click the Delete  icon by a transaction in the grid to be prompted to delete that transaction.

(Optional) Import Transactions

The Accounts Payable Transaction Import reads an Excel file that you specify and then imports each row of that file as unposted transactions.


NOTE: This option can also be accessed from Utilities > Import Transactions.


1.          Select Import Transactions.

2.          File Name: Click Choose File.  Browse to the folder where the file is located and select the file to import.

3.          Click Import to continue or Cancel to return to the Transactions page.

 

File Layout:

The order of the columns below does not matter, but the first field in each column must contain the descriptions listed below.

Required columns are shown with an asterisk (*). However, only the account structure levels that you are using need to be specified. For example, if you are only using funds and departments in your chart of accounts, you only need to specify "FundNumber" and "DepartmentNumber" columns in your Excel file. Also, the AccountSub field only needs to be specified if you are using Sub-Accounts.

CompanyNumber*

Vendor* (duplicate Vendor and Invoice# creates 1 invoice with multiple detail lines)

InvoiceDate*

RegionNumber*

SuperFundNumber*

FundNumber*

LocationNumber*

CostCenterNumber*

DepartmentNumber*

AccountNumber* (expense account)

AccountSub*

Description*

Amount*

Type

“I” or [blank] = Invoice

“Q” = Quick Check

“M” = Manual Check (requires two additional columns: PaymentDate and CheckNumber)

“A” = Adjustment

“E” = Electronic Funds Transfer (requires two additional columns: PaymentDate and ConfirmationNumber)

“S” = Send EFT to Manage Payments

Invoice#

DueDate

Project (project number)

Campaign

BoxOn1099 (use “short name” from table below)

Note


NOTE: The header names are case-sensitive (e.g., “date” or “DATE” will not work, must be “Date”).


List of 1099 options:

Short Name

Description

Int

Interest

Box 1

Misc. Box 1 - Rents

Box 2

Misc. Box 2 - Royalties

Box 3

Misc. Box 3 - Other Income

Box 4

Misc. Box 4 - Federal Income Tax Withheld

Box 5

Misc. Box 5 - Fishing boat proceeds

Box 6

Misc. Box 6 - Medical and health care payments

Box 8

Misc. Box 8 - Substitute payments in lieu of dividends or interest

Box 10

Misc. Box 10 - Gross proceeds paid to an attorney

Box 13

Misc. Box 13 - Excess golden parachute payments

Box 14

Misc. Box 14 - Nonqualified deferred compensation

Box 15

Misc. Box 15 - State Tax withheld

NEC 1

NEC Box 1 - Nonemployee compensation

NEC 4

NEC Box 4 - Federal Income Tax withheld

NEC 5

NEC Box 5 - State Tax withheld

R

Retirement - R - Used for non-taxable retirement

R2

Retirement - R2 - Used for taxable retirement

R3

Retirement - R3 - Used for capital gains

R4

Retirement - R4 - Used for Federal tax withheld from retirement

R5

Retirement - R5

R9

Retirement - R9

 

 

Transaction Edit Report

 

Select the transactions you want to view and click Transaction Edit Report to display a preview of the Transaction Edit Report. Click Report Preferences on the blue bar above the report preview to select from the following options:

Print Notes

Print Setup Information

Print Project Information

Print Recap By Account

Print Recap By Project

You can then customize the sort order on the report by dragging options horizontally between Available Options and Selected Options. You can also drag options vertically to re-order the Selected Options column. We recommend you drag items between the columns rather than using the ">>" and "<<" buttons since those buttons move all items.

All detail for the selected transactions is displayed along with Final Totals.

If you have changed the selected options click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click the Close Report button to return to the Unposted Transactions page.

 

Change Bank Account

 

Select the transactions you want to assign to a different bank account and click the Change Bank Account button to display the Change Bank Account window. Select the bank account to which you wish to assign the transactions and click the Continue button. Click the Close link to return to the previous page without changing the assigned bank account.

 

Post Transactions

 

Posting your transactions moves all invoices and adjustments to Payment Processing and marks them as unpaid so that they may later be selected and paid. Any manual checks are marked as paid and any quick checks give you the opportunity to print checks.

Select the transactions you wish to post within the grid. You can also select the top box to select all transactions in the grid. Click the Post Transactions button to begin the posting process (More Information).