SOURCE OF ENTRY MAINTENANCE

DESCRIPTION:  The method for saving your data requires that transactions be easily identifiable for reporting purposes. Since you will now be working with one transaction file, there must be a way to identify which transactions were generated by what type of entry. This is accomplished by setting up Source of Entry (SOE) records.

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To start, click the GENERAL LEDGER button on the Main Screen , then click the SOURCE OF ENTRY MAINTENANCE button.  

The following screen will appear:

VIEWING SOURCE OF ENTRY RECORDS

If you want to examine and/or modify an existing record click the FIRST, NEXT, PREV, or LAST keys to locate the record requiring modification.

To edit the record...

1. Click the EDIT button

2. Make your changes

3. Click SAVE to save the record. 

- If you decide you don’t want to save the changes made, click CANCEL and the record will be returned to its original information.

LOCATING SOURCES OF ENTRY

To quickly locate a source of entry record, click EDIT, then click this icon  to display a list of records on your screen.

Locate the source of entry you want to review or modify by using the up- and down-arrows or the scroll bar on the right-hand side. When you have found the one you want, either highlight it and click OK, or double-click the record to automatically select it and close the list.

SETTING UP A NEW SOURCE OF ENTRY RECORD

Setting up a Source of Entry record is a two-step process.

Step 1:

1. Click the NEW button.

2. SOE CODE: 

Enter a short SOE code (such as RJ for Receipts), then press the TAB key to get to the next field.

3. NAME: 

Enter a name for the code (e.g.,

re) and press TAB.

4. LAST JOURNAL NUMBER: 

Leave the Last Journal Number field as zero since this is a new entry, and press TAB.

5. CONTROL NUMBER: 

Skip over the Control Number field. 

(The Control Number is used internally by the various posting programs and contains the last number used for (1) Customer Invoices and (2) Receipts (non-accounts receivable receipts).

6. DESCRIPTION:

Enter a Description for this Source of Entry.

(Description can be lengthy. Pressing the ENTER key while you're typing will cause the cursor to go down to the next line in the Description field.)

7. SAVE: 

Click the SAVE button to save the record.  (Record will be saved and still displayed on your screen.)

Step 2:

1. EDIT: 

Click the EDIT button to add the Relevant Fields information.

2. RELEVANT FIELDS - ORDER FIELD:

Position your cursor in the Order field and click.

3. ORDER NUMBER: 

Enter the order number in which you want this question to be asked during posting. Press TAB.

For example, if you want this to be the third piece of information asked for, enter a 3 in the Order field.

4. FIELD NAME: 

Enter the Field Name.  You may only use valid Field Names in this column.

- - To see a list of valid field names, double-click inside the Field Name box, then click on drop-down arrow.

- - Select a Field Name from the list that drops down by clicking on it. Press Tab.

6. BRIEF CAPTION: 

Enter a brief caption for the field. (This is what will be displayed during posting, so make it easy to understand.) Press Tab.

7. TRUE/FALSE: 

Enter TRUE or FALSE.  (True = Is required; False = Not Required)

8. Continue entering relevant field information by pressing TAB and entering the next line of information.

9. SAVE: 

Click the SAVE button to save the record.  (Record will be saved and still displayed on your screen.)

TO DELETE A SOURCE OF ENTRY

BE CERTAIN THE SOURCE OF ENTRY YOU ARE DELETING IS NOT ONE OF PRO FUND'S PRE-PROGRAMMED SOURCE OF ENTRY (eg.  PR, AP, etc.)  DOING SO WOULD MAKE IT IMPOSSIBLE FOR THE SOFTWARE TO FUNCTION PROPERLY!

1. Locate the record you want to delete using the FIRST, NEXT, PREV, and LAST buttons.

2. When the record is displayed, click DELETE. 

3. A warning box will pop up asking you if you're sure you want to delete the Source of Entry.

4. Click YES to delete; No to cancel the delete request.