When Transaction Maint is chosen from the menu, the system will go to a screen where a new transaction can be entered. Below is a sample of the screen, with field definitions following:
Transaction Date: The system will pre-populate this field with the current day’s date. The date can be changed to back-date a transaction, or to post-date a transaction to a future date.
Transaction Type: Choose from the list of pre-defined transactions types by clicking on the dropdown menu with the mouse and picking from the list. A shortcut method is to type the first letter of transaction type, and continue tapping that same letter until the type appears. See the Administrative Maintenance documentation for details on defining Transaction Codes.
There are many forms of deposits that can be made into the bookkeeping system. For that reason, there are many different types of transaction codes available to record different types of deposits. For example: DP – Cash; WT – Wire Transfer; DC – Deposit (personal) Check; CC – Cashier’s Check
When each type of deposit is recorded with the respective transaction code, reports can be generated to learn how much activity of a certain money type is flowing through the bookkeepers office. (The 'Deposit Register' and 'Structured Transaction Report' is useful for this purpose). Also ‘Hold Types’ can be applied to certain transaction types so that the money is recorded in the horsemen’s account, but is not available for use (such as claiming), until the money has had enough time to clear the bank.
Using specific deposit transactions types will aid in locating cash deposits for Currency Transaction Reporting (CTR).
Multiple Deposit Transaction Codes for Reporting Purposes
When recording deposits into the system, records
of how much actual cash verses cashier’s checks, money orders, personal
checks or wire transfers can be easily assessed by running a Transaction
Type report. We
suggest using different types of transaction codes for each type of deposit.
Printing a Transaction Type Report for all DP transactions will list all Cash that was handled by the bookkeeper's office.
Printing a Transaction Type report for all WT transactions will list all Wire Transfers received.
Multiple Deposit Transaction Codes for Holding money until Cleared
Some deposits, such as cash and wire transfers are recorded as ‘available’ money for the horsemen, while other deposits, such as Personal Checks, or out of state Cashier Checks, may have a 2 day, or 2 week hold before the transaction clears and the money becomes available for use.
Debit Account: Enter the account number, or scan for the name of the account that is to be debited. The account that is debited will have money removed from their account. After the account has been entered, the Balance of the account will be displayed at the right-hand side of the screen. Additional information about the debit account can be viewed by pressing the <Debit Acc Info> button. The <Debit Acc Info> button will go to the Horsemen Maintenance screen of the account. To return to the previous screen, press the <Exit> button and the system will go back to the Transaction Maint screen. A statement can be viewed for the account by pressing the <Debit Statement> button.
Credit Account: Enter the account number, or scan for the name of the account that is to be credited. The account that is credited will receive money into their account. After the account has been entered, the Balance of the account will be displayed at the right-hand side of the screen. Additional information about the credit account can be viewed by pressing the <Credit Acc Info> button. The <Credit Acc Info> button will go to the Horsemen Maintenance screen of the account. To return to the previous screen, press the <Exit> button and the system will go back to the Transaction Maint screen. A statement can be viewed for the account by pressing the <Credit Statement> button.
Amount: Enter the amount of the transaction. If entering a whole dollar amount, the proceeding cents can be eliminated and the system will format the number into a whole dollar amount. Example: fifty dollars can be entered as <50> and the system will format the numbers into $50.00 once the <Tab> key has been pressed.
Clear Date: The system will pre-populate this field with either the current day’s date, or a post-dated date as defined for the Transaction Type used. See documentation on Transactions Types under the Administrative Maintenance section.
Description: This is text field where information pertaining to the transaction can be entered. This information is available for display on the horsemen’s statement.