Record and Revise Payments and Deposits

On some regular basis, you should record your deposits and payments with the software. How often you record this financial information depends on how many payments and deposits your business has. How often can be every day, once a week, or at least once a month.

To record, revise, or delete a transaction, click the appropriate button. If you click Revise or Delete, you must also click on a cell in the displayed grid to identify the transaction you want to revise or delete. When the Record, Revise, or Delete selection is made, the remaining items become available to either record a new transaction, or click a table cell (for Revise and Delete) to automatically enter the corresponding information in the appropriate places.

The current date is always displayed when this screen is first displayed. If you click on the small calendar graphic, a larger graphic is displayed allowing to to change the date (month, day and year). When you click OK to leave the larger graphic, the date is automatically entered. You can also manually enter the date.

The check number is limited to 6 characters. You can use both letters and numbers for a check number.

When starting a new checkbook, usually there is a starting balance. This starting balance value is used to calculate the running balance. This amount was entered on the SetUp Menu - Common Settings. Sometimes the Starting Balance is assigned an asset account number from the Chart of Accounts so the value is always available for reports. In this case the Starting Balance for the Common Settings would be $0.00.

The pull-down list includes all payees entered on the SetUp Menu - Payee Information. If the Payee is included in the list, just click on the name of the payee. If the payee is not listed, you can enter the payee in the edit box above the pull-down list. All transactions require a payee be either selected from the pull-down list or from the edit box.

The account pull-down list includes all accounts from your Chart of Accounts. If you can not see all your accounts, use the small scroll bar on the right side of the list to show more accounts. Click the account to select it.

Enter an amount in either the Payment or Deposit edit box.Determining is a transaction is a payment or a deposit is identical to determining if money is added or subtracted from a checking account balance. If the amount will increase the checking account balance, it is a Deposit. If the amount is being withdrawn from the checking account balance, it is a Payment.

The memo edit box is used to enter additional information about the transaction. The memo ban be left blank.

Click the Save Transaction button to save the information displayed at the top of this screen. The saved information will be displayed in the register grid, and the edit boxes at the top will be blanked out, ready to select Record, Revise, or Delete the next transaction.

Click Revise or Delete Transaction. Then click on a cell in the displayed grid. All information from that cell row will be entered in the top part of the screen. All information from the clicked cell row will be entered. If you are revising the information, complete the revision, then click the save transaction button. If you are deleting the transaction, verify the correct information is displayed, then click Save transaction.