User Documentation for Financial Transaction Entry System

Overview

This documentation provides instructions on how to effectively use the Financial Transaction Entry System. The system facilitates the recording of financial transactions through a user-friendly interface that incorporates automatic account code suggestions, transaction templates, and recent transactions display.

Getting Started

User Requirements

• A valid user account with roles such as Admin, Accountant, or Viewer.
• Basic understanding of financial terms such as debit, credit, and accounting codes.

Logging In

1. Navigate to the login page of the application.
2. Enter your username and password.
3. Click the "Login" button to access the transaction entry interface.

Main Interface

Upon successfully logging in, you will be directed to the main interface, which is divided into several components:

1. Transaction Entry Form

This form allows users to record financial transactions, including details such as date, description, amount, debit and credit accounts, and optional customer or vendor information.

2. Tabs

The interface features tabs that allow users to switch between different functionalities:

• Entry Form: For entering new transactions.
• Recent Transactions: View a list of the most recent transactions recorded.
• Transaction Templates: Quickly access predefined templates for common transactions.
• Help GL Account: Quickly access to Help reagaring GL Account for common transactions.

How to Record a Transaction

Step-by-Step Guide

1. Select Transaction Type:
   • Choose either Debit (Money In) or Credit (Money Out) using the radio buttons provided.
2. Enter Transaction Date:
   • Input the transaction date. The default is set to the current date, but you can select a date from the calendar.
3. Describe the Transaction:
   • Provide a clear description of the transaction. This assists in automatic account code suggestions.
4. Input Amount:
   • Enter the transaction amount in the currency specified by your company’s settings.
5. Specify Reference/Invoice Number (Optional):
   • If applicable, add a reference or invoice number for tracking.
6. Select Accounts:
   • Debit Account: Choose an appropriate debit account from the drop-down list.
   • Credit Account: Choose a corresponding credit account from the drop-down list.
   • Note: The system may suggest accounts automatically based on keywords in your description (see below for details).
7. Assign Customer/Vendor (Optional):
   • You can select a customer or vendor related to this transaction from the provided lists.
8. Save the Transaction:
   • Click on the "Save Transaction" button to record the entry.
   • If the transaction amount exceeds the configured approval threshold, it will be marked as pending approval.

Automatic Account Code Selection

One of the key features in the transaction entry system is the automatic account code selection based on the description you provide.

How It Works

• As you type in the Description field, the system checks for specific keywords and suggests appropriate debit and credit accounts for your transaction.
• For example:
  • If your description includes "sale" or "sold", the system may suggest:
    • Debit Account: Cash or Bank Account
    • Credit Account: Sales Revenue
  • If your description includes "purchase" or "buy", the system might suggest:
    • Debit Account: Purchases
    • Credit Account: Cash or Bank Account

Example of Automatic Suggestions

Using Templates for Quick Entry

The system provides predefined templates for common transactions, allowing for quick and efficient data entry:

1. Navigate to the Transaction Templates tab.
2. Click on the appropriate template based on the type of transaction you wish to record:
   • Record Sale
   • Record Purchase
   • General Expense
   • Bank Transfer
3. The system will auto-fill the transaction entry form with predefined values. You can adjust the fields as necessary before saving.

Viewing Recent Transactions

Users can easily access recent transactions by clicking on the Recent Transactions tab:

• A list will be displayed showing the most recent entries along with the date, description, amount, account names used, status, and actions (like duplicating a transaction).
• From this list, you can also select and manage transactions as needed.

Help GL Account Section

If you need assistance regarding GL Account Debit Credit while using the system, click the Help GL Account button (question mark icon). A modal will open, providing a quick start guide, tips for using the application, and seach facility.

Important Notes

• Validation: Ensure you do not select the same account for both debit and credit fields, as this will generate an error when you attempt to save the transaction.
• Approval Process: Be aware that any transaction exceeding the approval threshold will require additional validation by an authorized user.

Conclusion

This system streamlines the financial transaction recording process while offering intuitive features aimed at reducing input errors and improving efficiency. Follow the above steps and take advantage of the automatic suggestions and transaction templates to make the most of this application. For any additional questions or troubleshooting, consult your system administrator or the help section.