Tips & Troubleshooting

Transaction tips

Entering a transaction in a closed fiscal year

Your accounting software does not allow you to enter transactions for closed fiscal years.

If you need to make an adjustment in a closed period, you can restore the backup you made before closing the previous fiscal year, make the change in the backup files and reprint your reports. Before you do this, make sure you save a backup of your current company file.

Once you’ve printed reports for the previous year, restore your current backup and enter an adjustment journal entry that reflects the change you made in the closed period.

Note that you are not required to close the fiscal year at a specific time, so you can wait until you’re certain that all transactions and adjusting entries that affect the year have been entered.

Entering transactions that have a future date (post-dated transactions)

If you enter a transaction for a future date (a date that occurs after your computer’s current system date), a warning message appears. Click OK. You can then continue entering the transaction or change the date if you entered it in error.

Note that if you record a transaction with a future date, that same date will appear as the default entry for your next transaction and no alert message will appear.

tip : Run the Company Data Auditor before closing a fiscal year so that you can detect any future-dated transactions that need to be recorded or corrected.

 

The exchange rate for this transaction is different than for other transactions

To change the exchange rate for a transaction, click Rate in the transaction window. The Exchange Rate window appears. Edit the exchange rate as required. If you want to update the exchange rate for all future transactions using this currency, select the Update Current Exchange Rate in the Currency List with Transaction Exchange Rate option and click OK.

Finding out which accounts will be updated by a transaction

If you want to see exactly how your accounts will be affected by a transaction before you record it, choose Recap Transaction from the Edit menu. The Recap Transaction window appears showing the list of accounts that will be debited and credited if the transaction is recorded.

Choosing a different shipping address

If you are entering a sale or purchase and you want the items to be shipped to a different location, use one of the following options:

■	Click the down arrow next to the Ship to field.

■	If you want to select a different address from the selected card, choose Address 2, 3, 4 or 5.

■	If you want to send the goods to different recipient, choose Another Card. In the list that appears, select the card you want to use and click OK. The card’s Address 1 details appears in the Ship to field.

■	If you can’t find the address you want, type it directly into the Ship to field.

Keyboard shortcut—Find Transactions window

You can open the Find Transaction window using the keyboard shortcut, COMMAND+Y from any command centre.

Keyboard shortcut—Spend Money window

You can open the Spend Money window using the keyboard shortcut, COMMAND+H in any window.

Keyboard shortcut—Receive Money window

You can open the Receive Money window using the keyboard shortcut, COMMAND+D in any window.

Keyboard shortcut—To Do List window

You can open the To Do List using the keyboard shortcut, COMMAND+T in any window.