Data-Entry Forms
All Data-Entry Forms work exactly the same way. Data-Entry Forms are used when entering
journals that create transaction against the general ledger. This could be a journal
entry, recording a vendor's invoice, entering a sales receipt, among other things.
We will discuss recording a vendor's invoice as an example. When you select the menu option to record a vendor's invoice, you are prompted with a screen that shows
you the current company and current accounting period you are working in. If all
looks well, you simply press Enter to continue. If you need to change your accounting
period or company, you can enter the correct values into the corresponding fields
and then press the OK button.
Once you enter a Data-Entry form, you will be looking at an empty form with the
cursor at the top. At this point, you will need to enter a unique key and press
Enter to continue filling out the rest of the form. Each data-entry form requires
a unique key. For instance, to record a vendor's invoice, the key consists of the
Vendor ID and an Invoice Number. When entering timecards, the key consists of the
Payroll Batch ID and the Employee ID. When recording cash receipts the key consists
of the Customer ID, Check Number, and Receipt Date. When you finish filling
in all the required fields in the Data-Entry Form, save the record by pressing Ctrl S.
All Data-Entry Forms must be posted before the transactions are saved to the general
ledger. Most often, you will enter all your invoices, timecards, or journals in
a group (or batch) in order to increase data-entry speed. After you have entered
the entire batch of invoices, you will then want to run reports to verify the accuracy
of the data you just entered. These reports are called Edit Listings in EZJOB. Once
you are satisfied, you will then look under the General Ledger menu and select the
Post Journals sub menu item. When the form loads, you will see a checkbox for every
Data-Entry Form. If you have journals to post, the checkbox for that Data-Entry
Form will be enabled so that you can click it with your mouse. Please note that
it will only look for journals that match your current accounting period. For instance,
if you enter journals into the period 200808 and then change your accounting period
to 200809 before you enter the Post Journals form, you will not be allowed to post
the journals you entered. You will need to change your accounting period back to
200808 before you enter the Post Journals form and then you will be allowed to check
the Journals checkbox and post the journals you entered. Once you have posted the
journals, you will be asked to review the transactions that were just created in
the general ledger. |
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