Transactions

Entering Transactions

Transactions must be entered in the Transactions table.

The columns of the Transactions table

The columns listed hereunder and preceded by an * are usually not visible.
In order to make them visible, use the Columns setup command from the Data menu.

Date
The date the program uses to attribute the transaction to a certain time frame. The date should be within the limits of the accounting period defined in the Basic data of the accounting. In the Options tab, one can indicate whether the transaction date is required, if not this value can also be left empty.
If there are locked transactions, the program gives an error message when an equal or earlier date than the one of the lock is being entered. 

*Date Document
The date of the document can be entered, for example the date of issue for an invoice.

*Date Value
The value date of the bank operation can be indicated. This value is being imported from an electronic bank statement.

Document
The number of the voucher that serves as a base for the accounting transaction. When entering transactions, it is advisable to indicate a progressive number on the document, so that the accounting document can be easily traced from the transaction.
The autocomplete feature proposes progressive values as well as transaction codes that have been defined earlier in the Recurring transactions table.

The program proposes the next document number, that can be resumed with the F6 key.

  • In case of a numeric numbering, the program simply increases the highest value found in the Doc column.

  • Alphanumeric numbering: the program increases the final numeric part; this is useful when one would like to keep a separate numbering for cash and bank movements.
    If earlier Doc number C-01 has been entered, and one starts to type C, the program proposes C-02.
    If earlier Doc number B104 has been entered, and one starts to type B, the program proposes B-105.
    If earlier Doc number D10-04 has been entered, and one starts to type D, the program proposes D10-05.

In the recurring transactions you can setup transactions groups that can be reloaded with a single code.

In order to add a large number of document numbers, you can also use Excel. You can create in Excel the desired quantity of document numbers and then copy and paste it into Banana, in the bcolumn of the Transactions Table.

*Document Protocol
An extra column in case an alternative numbering for the transactions or for the document is needed.
The autocomplete feature proposes progressive values that function in the same way as the ones in the Document column.

*Document Type
Contains a code that the program uses to identify a type of transaction. If you prefer to use your own codes, it is advisable to add a new column.

  • 01 In the reports, this transaction is considered an opening transaction, so it doesn't show in the period but in the opening balances.
  • from 10 to 19: codes for customers' invoices
  • from 20 to 29: codes for suppliers' invoices
  • from 30 to 1000: codes reserved for future purposes.

*Document Invoice
A number of an issued or paid invoice that will be used together with the invoice control feature for customers/suppliers

*Document Original
The reference number present on a document, to enter, for example, the number of a credit note.

*Link to external file
Serves to enter a link to an external file, usually the accounting voucher.
Pressing on the little arrow on the upper part of the cell, the program opens the document.

*External reference
Any reference number all ocated by a program that generated this operation. This value can be used to check whether a given task is imported twice.

Description
The text of the transaction.
The autocomplete feature proposes the text of an already entered transaction, or of one that has been entered in the preceding year when the appropriate option has been activated. When pressing the F6 key, the program retrieves the data of the preceding row with the same description and completes the columns of the active row.

In case the description begins with #CheckBalance, the transaction is being considered as one that serves to checkup the balance.
Please consult our page Check accounting for more information on the subject.

*Notes
Useful to add notes to the transaction.

Debit Account
The account that will be charged.
It is possible to also enter a segment in the Debit account column. These are usually separated by a ":" or a "-".
In the accounts list, pressing the key with the segment separator symbol, one goes immediately to the next segment.
If instead the Enter key is being pressed, the input finishes and one moves to the next column.
The autocomplete feature proposes the accounts and segments. One can also enter a search text and the program shows all the accounts that contain that text in one of the columns.

*Debit Account Description
The description of the entered account retrieved from the Chart of accounts.

Credit Account
The account that will be credited. We refer to the explanation under Debit account for the rest of the information.

*Credit Account Description
The description of the entered account retrieved from the Chart of accounts.

Amount
The amount that will be entered unto the debit- and credit account.

VAT columns
Information on the VAT columns can be found att the VAT columns in the Transactions table page

CC1
The Cost center account preceded by "."

*CC1 Description
The description of the Cost center, retrieved from the Chart of accounts.

CC2
The Cost center account preceded by ","

*CC2 Description
The description of the Cost center, retrieved from the Chart of accounts.

CC3
The Cost center account preceded by ";"

*CC3 Description
The description of the Cost center, retrieved from the Chart of accounts.

*Expiry date
The date before which the invoice has to be paid.

*Payment date
Used in combination with the Show Expiry dates command.
When instead using the invoices customers/suppliers control feature in order to check on the payments, a transaction has to be entered for an issued invoice and another one for the payment thereof.

*Lock Number, Lock Amount, Lock Progressive, Lock Line
More information at the Lock Transactions page.


Adding new columns

With the Columns setup command, it is possible to display, hide or move the order of columns, add new ones, or indicate that a column should not be included in the printout.

  • The added columns in the Transactions table will be added also in the Recurring transactions table, in the Account card and in the VAT report, without being made visible.
    In order to display these columns in the other tables, use the Columns setup command.
  • If a column of the "amount" type is being added, the entered amounts will be added up in the Account card. 


Views

When a new accounting is being created, the following views are being automatically created as well: 

  • Base: the main columns are being displayed
  • Cost centers:  the CC1, CC2 and CC3 columns are being displayed
  • Expiry dates:  the columns Expiry date and Payment date are being displayed
  • Lock: the columns relative to the Lock function are being displayed.

With the Views setup command, the views can be customized and personal, added views can be created.
With the Page setup command, you can modify the print mode of the view.


Info window

In the Information window at the bottom part of the screen, error messages and extra information about the used accounts and VAT codes are being displayed.
For the accounts, the Account number, the Description, the Amount of the transaction (debit or credit) and the Current balance of the account is being indicated.

 

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