Transactions - Streamline Your Accounting Process With Accurate General Ledger Transactions

General Ledger Transactions Overview

General Ledger Transactions are how journal entries are recorded in your organisations accounts. General Ledger journals consist of raw accounting entries that directly affect the General Ledger and do not effect any sub-ledger. Every transaction that gets entered into your General Ledger starts with a journal entry that includes the date of the transaction, amount, affected accounts, and description. The journal entry may also include reference numbers.

General Ledger Transactions Inquiry Overview

There are four Inquiry screens within the SapphireOne General Ledger menu that allow the user to access main General Ledger Journal information, with the first one being the Transaction Inquiry screen. The Transaction Inquiry screen displays a list of all the users current General Ledger transaction records. Journal entries are recorded in the SapphireOne General Ledger Transaction Inquiry screen in sequential order by date.

How to Modify a Transaction

Within the Transaction Inquiry screen transactions are initially listed in order of entry with the most recently dated transaction at the top. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.

You can also adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List Windows in SapphireOne, you can re-organise the information displayed by highlighting and using functions from the Options Menu. 

From this list you can also View or Look at all Transactions. You may also Modify transactions that are currently un-posted.

If the  button is selected from a standard Inquiry, the screen will split in two. As a line is selected in the top section, the lines that go to make up the selected transaction will be displayed in the lower section. It is a toggle and will alter to display . This option is not available when the customised list is being used.

The Delete option is only available for un-posted and un-allocated items. A pop up will ask if you want to Delete One or Delete All. There is also a Cancel One or Cancel All option. If you attempt to delete either Posted or Allocated items a pop up will be displayed warning the user that the transactions are either Posted or Allocated.3

Delete actions are only available on un-posted items. All of the items listed in the screenshot above have a status of ent, signalling that the transaction is correctly entered but not yet posted. SapphireOne performs additional checking upon posting transactions, and if an error is found the transaction status will be changed to err and the error will need to be resolved before Posting.

How to Customise a List of Transactions

All inquiries screens have the ability to be viewed as a Custom Inquiry Screen.

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.

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From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

Posting Transactions in the Transaction Inquiry Screen

A Posting option is also available from this Transaction Inquiry List screen from the Sapphire Tools drop-down menu. The tool is named Post Transactions.

NOTE that this will post ALL transactions in the list, not just the highlighted ones. To post a selection of transactions only, you can highlight the transactions you would like to post and hit the ‘Command/Ctrl G‘ keys to Show Subset, or use the Options Tool and select ‘Show Subset’ to show the transactions you have selected to post.

Transaction Inquiry Status Codes

Each transaction has a Posted Status code attached. These are detailed below and are held in the Control Tab of a Transaction.

Name.  Status Nº.  Details. 
Ent:  -2  Un-posted Lines updated (Modifiable). Line entered correctly and is ready to be posted. 
No:  Un-posted (Modifiable). SapphireOne is preparing to post transaction. 
Yes:  Posted. The line has been correctly entered and has been successfully posted. 
Wait:  Waiting to be posted. 
Err:  -1  Error in posting (Modifiable). System will not post until the error has been corrected. 
Work:  12  Currently Processing un-posted. The line is being posted now. 
Lock:  Record in use while trying to update. Will post in next posting run. 
Hist:  Record is now in History. 
Rec:  Waiting to be Reconciled but already posted. 
Later:  Waiting to be posted via the activity Queue button. 

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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