Fields in the Spend Money window

Fields in this window

Spend Money window

Account:

Select the account you wish to use for the cash disbursement.

The accounts in this list were assigned checking privileges in the Edit Accounts window.

Balance

This field displays the current balance of the account you selected in the left-hand corner of the window. If you wish to display the Inquiry Register window to view more detailed information about the account, click the zoom arrow.

Card:

Enter the name of the person or company in the Card File who will receive this cash disbursement, or click the search icon to display a search list of the people and companies in your Card File that you can select from.

After a card name is entered in this field, you can click the zoom arrow to display the Card Information window and view detailed information about the person or company.

If the person or company isn’t in the Card File and you don’t want to add them to the Cards List, press TAB to move the highlight to the Payee field, where you can enter "Pay to the Order of" information for the person or company. We recommend, however, that you include the person or company in the Card File, so you have more flexibility in tracking where your money is going.

Check No.:

The number of the transaction is entered in this field. The number will automatically increase by one number as each transaction is recorded. If you change the number and record the transaction, the new number will automatically increase by one number as each transaction is recorded. Alpha characters will not automatically increase.

If you click this field, Auto # will automatically display. If you’re using Accounting Plus on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # does not remain displayed once you enter a number in the field or move to another field.

Payee:

If you entered the name of a person or company from the Card File in the Card field, this field will display the name and address of the person or company that was entered in Address 1 of the Profile view of the Card Information window. If you wish, you can click the search arrow and choose one of five locations available for the card or you can enter new information for this transaction. The original information will remain in the Card Information window.

If you leave the Card field blank, enter the name and address of the person or company to whom you’re writing this transaction.

This information will be printed in the "Pay to the Order of" section of a check. If you use window envelopes, this information will show through the window.

Date

Enter the date of the transaction.

Dates that occur before your conversion date or in a prior fiscal year can’t be used.

Amount

Enter the total amount of the Spend Money transaction.

When you record this transaction, the balance of the account you selected in the left-hand corner of the window will be decreased by the amount you enter here.

Memo

Enter a description of the transaction. This description will appear on various Accounting Plus reports, as well as the Cash Disbursements Journal. If you don’t enter anything in this field, the first line of the Payee field will appear in the Cash Disbursements Journal.

We suggest you use the word "Spend Money" in the memo to remind you of the nature of the transaction.

Allocation Account columns

Enter the number of the account you want to assign to each line in the transaction. The name of the account you selected will also appear here. (If you don’t know the number of the account, press any key and then the Enter key; the Select from List window is displayed.)

The amount you entered in the Amount field is considered a credit amount. When you enter accounts and amounts in this list, the accounts will be debited by the amounts you enter.

Amount column

Enter the amount that you wish to assign to this account. If the total of the amounts in this column doesn’t match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can change the default, if you wish.

The amount you entered in the Amount field is considered a credit amount, and the amounts you enter in this column are considered debit amounts. If you want an amount in this column to be used as a credit instead, enter the amount as a negative number.

Job column

You can assign a job to each account in the list. To do so, enter the job number here. (If you don’t know the job number, press a key that is not used as the first character of any job number and then the Enter key; the Select from List window is displayed.)

If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you want to debit your Office Supplies account $100, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Office Supplies account number in the Acct # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Office Supplies account number again, enter $70 in the Amount column and 43 in the Job column.

Tax column

Enter the tax code for each line item. (If you don’t know the tax code, press a key that is not used as the first character of any tax code and then the Enter key; the Select from List window is displayed.)

Total Applied

This field displays the cumulative total of the amounts of the line items entered on the transaction.

Tax

This field displays the total of the tax calculated for the line items. Click the zoom arrow next to the Tax field to open the Tax Information window.

Total Paid

This field displays the amount entered in the Amount field at the top section of the Spend Money window.

Out of Balance

This field displays the difference between the amount in the Total Paid field and the Total Applied field. When the amount displayed is zero, you may record the transaction.

Already Printed

Mark this selection if you don’t plan to print this check transaction using Accounting Plus.

When you mark this selection, Accounting Plus will consider the check printed; when you select Unprinted Checks Only in the Print Checks window, this check won’t be printed.

If you’re viewing a check that’s been printed, this selection will be already marked.

Save Recurring

Click this button to open the Save Recurring Template window. If you wish, you can save the transaction as a recurring template.

Use Recurring

Click this button to open the Select a Recurring Transaction window. If you wish, you can select a recurring transaction template to use in the Spend Money window.

Currency:

This button displays the currency that is used for the transaction. Click the button to open the Exchange Rate window.

This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.

Journal button

Click this button to open the Transaction Journal window. The Disbursements view will be displayed. Recorded transactions can be found using this window.

Print

Click this button to print the transaction in the window.

Record button

Click this button to record the transaction you’ve entered in this window.

When the Out of Balance amount is $0.00 you may record the transaction.

Cancel button

Click this button to remove all the entries you’ve made and close the window.

*Account:*	Select the account you wish to use for the cash disbursement. The accounts in this list were assigned checking privileges in the Edit Accounts window.
*Balance*	This field displays the current balance of the account you selected in the left-hand corner of the window. If you wish to display the Inquiry Register window to view more detailed information about the account, click the zoom arrow.

*Card:*	Enter the name of the person or company in the Card File who will receive this cash disbursement, or click the search icon to display a search list of the people and companies in your Card File that you can select from. After a card name is entered in this field, you can click the zoom arrow to display the Card Information window and view detailed information about the person or company. If the person or company isn’t in the Card File and you don’t want to add them to the Cards List, press TAB to move the highlight to the Payee field, where you can enter "Pay to the Order of" information for the person or company. We recommend, however, that you include the person or company in the Card File, so you have more flexibility in tracking where your money is going.
*Check No.:*	The number of the transaction is entered in this field. The number will automatically increase by one number as each transaction is recorded. If you change the number and record the transaction, the new number will automatically increase by one number as each transaction is recorded. Alpha characters will not automatically increase. If you click this field, Auto # will automatically display. If you’re using Accounting Plus on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # does not remain displayed once you enter a number in the field or move to another field.
*Payee:*	If you entered the name of a person or company from the Card File in the Card field, this field will display the name and address of the person or company that was entered in Address 1 of the Profile view of the Card Information window. If you wish, you can click the search arrow and choose one of five locations available for the card or you can enter new information for this transaction. The original information will remain in the Card Information window. If you leave the Card field blank, enter the name and address of the person or company to whom you’re writing this transaction. This information will be printed in the "Pay to the Order of" section of a check. If you use window envelopes, this information will show through the window.
*Date*	Enter the date of the transaction. Dates that occur before your conversion date or in a prior fiscal year can’t be used.
*Amount*	Enter the total amount of the Spend Money transaction. When you record this transaction, the balance of the account you selected in the left-hand corner of the window will be decreased by the amount you enter here.
*Memo*	Enter a description of the transaction. This description will appear on various Accounting Plus reports, as well as the Cash Disbursements Journal. If you don’t enter anything in this field, the first line of the Payee field will appear in the Cash Disbursements Journal. We suggest you use the word "Spend Money" in the memo to remind you of the nature of the transaction.
*Allocation Account columns*	Enter the number of the account you want to assign to each line in the transaction. The name of the account you selected will also appear here. (If you don’t know the number of the account, press any key and then the Enter key; the Select from List window is displayed.) The amount you entered in the Amount field is considered a credit amount. When you enter accounts and amounts in this list, the accounts will be debited by the amounts you enter.
*Amount column*	Enter the amount that you wish to assign to this account. If the total of the amounts in this column doesn’t match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can change the default, if you wish. The amount you entered in the Amount field is considered a credit amount, and the amounts you enter in this column are considered debit amounts. If you want an amount in this column to be used as a credit instead, enter the amount as a negative number.
*Job column*	You can assign a job to each account in the list. To do so, enter the job number here. (If you don’t know the job number, press a key that is not used as the first character of any job number and then the Enter key; the Select from List window is displayed.) If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you want to debit your Office Supplies account $100, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Office Supplies account number in the Acct # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Office Supplies account number again, enter $70 in the Amount column and 43 in the Job column.
*Tax column*	Enter the tax code for each line item. (If you don’t know the tax code, press a key that is not used as the first character of any tax code and then the Enter key; the Select from List window is displayed.)
*Total Applied*	This field displays the cumulative total of the amounts of the line items entered on the transaction.
*Tax*	This field displays the total of the tax calculated for the line items. Click the zoom arrow next to the Tax field to open the Tax Information window.
*Total Paid*	This field displays the amount entered in the Amount field at the top section of the Spend Money window.
*Out of Balance*	This field displays the difference between the amount in the Total Paid field and the Total Applied field. When the amount displayed is zero, you may record the transaction.
*Already Printed*	Mark this selection if you don’t plan to print this check transaction using Accounting Plus. When you mark this selection, Accounting Plus will consider the check printed; when you select Unprinted Checks Only in the Print Checks window, this check won’t be printed. If you’re viewing a check that’s been printed, this selection will be already marked.
*Save Recurring*	Click this button to open the Save Recurring Template window. If you wish, you can save the transaction as a recurring template.
*Use Recurring*	Click this button to open the Select a Recurring Transaction window. If you wish, you can select a recurring transaction template to use in the Spend Money window.
*Currency:*	This button displays the currency that is used for the transaction. Click the button to open the Exchange Rate window. This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.
*Journal button*	Click this button to open the Transaction Journal window. The Disbursements view will be displayed. Recorded transactions can be found using this window.
*Print*	Click this button to print the transaction in the window.
*Record button*	Click this button to record the transaction you’ve entered in this window. When the Out of Balance amount is $0.00 you may record the transaction.
*Cancel button*	Click this button to remove all the entries you’ve made and close the window.