Chapter 6. Entering transactions
Data entry for various transaction types is performed through the Input menu. HandiBiz 2015 provides you with a large number of data entry options. Some of these cover general tasks, such as the input of a Cash Receipt. Other data entry options are specific to a type of transaction, such as clearing the Suspense Account.
HandiBiz 2015 provides special menu options that may be used to perform a number of data entry operations. These menu options increase the speed of data entry and help ensure that data is entered into HandiBiz 2015 correctly. The operations that should be performed using the special options are:
Clearing the suspense account
Performing recurring entries
Setting the data entry year
Before entering information into HandiBiz 2015, you must ensure you are in the correct data entry year. The bottom right-hand corner of your screen displays the current data entry year.
Tip: If you have the financial year of 1/7/2015 to 30/6/2016 selected, the bottom right corner of your screen will display 2016.
To change to the previous year: - from the Entity menu, click Prior Years Accounts.
To change to the following year - from the Entity menu, click Next Years Accounts.
Please note that:
For the HandiBiz 2015 program, you are only able to do data entry for the 2015 and 2016 data entry years.
You are able to enter data for the financial years for which your accountant has not yet provided a data disk. However, you will only have opening balances once you obtain a disk from your accountant.
Some terminology
Before discussing the specific data entry options that are available to you in the HandiBiz 2015 program, we must define some terms that will be used throughout this chapter.
What is a transaction?
A transaction is a group of ledger entries which, when added together, equal zero. Each ledger entry forms part of a transaction. Each transaction is assigned a unique transaction number.
Every ledger entry is linked to a specific transaction number.
All transactions and the corresponding ledger entries are created in HandiBiz 2015 in either of the following ways:
Manual data entry.
Automatically created by HandiBiz 2015 (for example, Recurring Entries).
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Chapter 6. Entering transactions
Imported from your accountant.
Transactions may be viewed from the "Transactions" window.
HandiBiz 2015
Open the "Transactions" window
To open the "Transactions" window:
Press F4; or
From the View menu, click Transactions.
The "Transactions" window has two parts. The top half of the window displays individual transactions, each comprising number of ledger entries, which are shown on the lower half of the window.
You can view the individual ledger entries in the "Ledger Entries" window, which is accessed through View / Ledger Entries. Each ledger entry has a transaction number recorded against it, indicating the transaction to which it belongs.
Figure 17: The "Transactions" window
What is a ledger entry?
A single ledger entry is a component of a transaction. This is best displayed using the following example.
Example:
Trans Account Date
1
1
Description DR CR
1615 30/9/2015 Depreciation Expense
2869 30/9/2015 Accumulated Depreciation
$10
$10
The above displays a transaction that records an annual Depreciation Expense. This single transaction is made up of two ledger entries. Notice the following:
You are able to see which ledger entries belong to a certain transaction by looking at the transaction number in the Trans column. All ledger entries from the same transaction will be displayed with the same transaction number.
If you add together all ledger entries that make up a transaction, the balance will be zero.
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