Account |
Select the account you wish to use for the cash disbursement. The accounts in this list were assigned bank privileges in the Edit Accounts window. |
Balance |
This field displays the current balance of the account you selected in the left-hand corner of the window. If you wish to display the Find Transactions window to view more detailed information about the account, click the zoom arrow. |
VAT Inclusive |
Mark this check box only if you're required to show amounts on Spend Money transactions as VAT inclusive. If you are required, here's an example of what happens when the VAT Inclusive box is marked: If the amount of a line item you want to enter is £500.00 and the £500.00 amount already includes the VAT of 17.5%, you'll mark the VAT Inclusive check box. Enter $500.00 in the Amount field at the top of the Spend Money window and in the Amount column in the middle of the window. You'll see a VAT-inclusive amount of £500.00 in the Total Allocated field and the Total Paid field. An amount of £74.47 appears in the VAT field. (Select Recap Transaction from the Edit menu if you wish to see the transaction displayed showing the amount assigned to the account you entered in the Allocation Account columns.) Once you mark the VAT Inclusive check box, it remains marked until the end of your session or until you change it. Leave this check box unmarked if you wish the amount in the Total Paid field to increase by the VAT amount that is applied to line items. For example, if you enter £500.00 in the Amount column in the middle of the window and VAT is charged on the £500.00, the amount in the Total Paid field is £587.50. That is, £500.00 in the Total Allocated field and £87.50 for 17.5% VAT displayed in the VAT field for a total amount of £587.50 for the Spend Money transaction. |
Card |
Enter the name of the person or company in the Card File who will receive this cash disbursement, or click the search icon to display a search list of the people and companies in your Card File that you can select from. After a card name is entered in this field, you can click the zoom arrow to display the Card Information window and view detailed information about the person or company. If the person or company isn't in the Card File and you don't want to add them to the Cards List, press TAB to move the highlight to the Payee field, where you can enter "Pay to the Order of" information for the person or company. We recommend, however, that you include the person or company in the Card File, so you have more flexibility in tracking where your money is going. |
Cheque No. |
A default cheque number is displayed in this field. The number will automatically increase by one with each Spend Money transaction you record. If you change the number, that number will automatically increase by one as each new transaction is recorded. If you click this field, Auto No. will be displayed. If you're using Accounting Plus on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. If you move the highlight to another field without entering a number here, the default cheque number will be displayed again. |
Payee |
If you entered a name in the Card field, this field will display the name and address of the person or company you selected. (The address that appears was entered in Address 1 of the Profile view of the Card Information window.) If you wish, you can click the search arrow and choose one of five locations available for the card, or you can enter another address that will be used for this transaction only, if you like. If you left the Card field blank, enter the name and address of the person or company being paid. This information will be printed in the "Pay to the Order of" section of the cheque. If you use window envelopes, this information will appear in the window. |
Date |
Enter the date of the transaction. Dates that occur before your conversion date or in a prior financial year can't be used. |
Amount |
Enter the total amount of the Spend Money transaction. When you record this transaction, the balance of the account you selected in the upper left corner of the window will be decreased by the amount you enter here. |
Memo |
Enter a description of the transaction. This description will appear on various Accounting Plus reports, as well as the Cash Disbursements Journal. If you don't enter anything in this field, the first line of the Payee field will appear in the Cash Disbursements Journal. |
Allocation Account column(s) |
Enter each account that is affected by this transaction. Enter the number of each account that is affected by this transaction. For example, enter the number of your insurance expense account if you're writing a cheque to pay for your company's auto insurance. The name of the account you select will also be displayed. (If you don't know the number of the account, press the search arrow; the Select from List window will appear, displaying a list of all your accounts.) If you've marked the preference Select and Display Account Name, Not Account Number in the Windows view of the Preferences window, one allocation account column is displayed. You'll enter the name of each account that is affected by the transaction in this column. For example, enter the name of your insurance expense account if you're writing a cheque to pay for your company's auto insurance. (If you don't know the name of the account, click the search arrow; the Select from List window will appear, displaying a list of all your accounts in alphabetical order. |
Amount column |
Enter the amount that you wish to assign to this account. (If you're required to enter tax inclusive amounts, see VAT Inclusive.) If the total of the amounts in this column doesn't match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can enter another amount, if you wish, but you will have to enter additional line items until the Out of Balance amount is zero, since Accounting Plus doesn't allow unbalanced transactions to be recorded. The amount you entered in the Amount field is considered a credit amount, and the amounts you enter in this column are considered debit amounts. If you want an amount in this column to appear as a credit instead, enter the amount as a negative number. |
Job column |
You can assign a job to each account in the list. To do so, enter the job number here, or click the search icon to display a search list of cards to choose from. If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you've purchased £100, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Office Supplies account in the Allocation Account column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Office Supplies account again, enter £70 in the Amount column and 43 in the Job column. |
VAT column |
Enter the VAT code that applies to each line item. A default VAT code appears (Why is this the default VAT code?). Verify that the default is the right VAT code for each line item and change it if it is not correct. |
Total Allocated |
This field displays the cumulative total of the amounts of the line items entered on the transaction. If you marked the VAT Inclusive field, you'll notice the VAT inclusive total is reflected in both the Total Allocated and Total Amount fields. |
VAT |
This field displays the total VAT calculated for the line items. Click the zoom arrow next to the VAT field to open the VAT Information window. If you marked the VAT Inclusive field, the VAT amount allocated to the VAT account appears in this field, but it is dimmed to indicate that it is already included in the Total Allocated. |
Total Paid |
This field displays the amount entered in the Amount field at the top section of the Spend Money window. If you're viewing a previously recorded transaction, £0.00 will be displayed. |
Out of Balance |
This field displays the difference between the amount in the Total Paid field and the Total Allocated field. When the amount displayed is zero, you can record the transaction. |
Already Printed |
Mark this selection if you don't plan to print a cheque for this transaction using Accounting Plus. When you mark this selection, Accounting Plus will consider the cheque printed; when you select Unprinted Cheques Only in the Print Cheques window, this cheque won't be displayed. If you're viewing a cheque that's been printed, this selection will be marked already. |
Save Recurring button |
Click this button to open the Save Recurring Template window. Using that window, you can save the transaction as a recurring template if you wish. |
Use Recurring button |
Click this button to open the Select a Recurring Transaction window. Using that window, you can select a recurring transaction template to use in the Spend Money window if you wish. |
Currency button |
This button displays the currency that is used for the transaction. Click the button to open the Exchange Rate window. This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window. |
Print button |
Click this button to print a cheque for the transaction you've entered. Be sure that cheque forms are loaded in your printer. |
Register button |
Click this button to open the Bank Register window where you can enter and view all your transactions for asset accounts with bank privileges or liability accounts with credit card privilege from one window. |
Journal button |
Click this button to open the Transaction Journal window. You can use the Transaction Journal window to locate recorded transactions. |
Record button |
Click this button to record the transaction you've entered in this window. You can print a cheque for the transaction later using the Forms Selection - Print Cheques window if you wish. When the Out of Balance amount is zero, you can record the transaction. |
Cancel button |
Click this button to erase the entries you've made and close the window. |