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HansaManuals Home   >> Discontinued Products   >> HansaWorld FirstOffice Professional   >> Nominal Ledger   >> Transaction Register  

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This text refers to program version 4.3  

Introduction to the Transaction Register

In a company, all accounting events are entered as Transactions. Depending on the nature of the Transaction, this can be done directly to the Transaction register or remotely from the Sales and Purchase Ledgers or the Stock module.

In FirstOffice, you can decide which Transactions are to be entered directly and which are to be created remotely from other Ledgers (or 'Sub Systems'). This is done using the Sub Systems setting.

Typically, Transactions representing Sales and Purchase Invoices, Receipts and Payments will be generated remotely from the Sales and Purchase Ledgers. Other types of transactions will be entered directly to the Transaction register: these might include bank transfers, overhead costs, salaries etc.

Before you start entering Transactions, you must ensure that you have defined the current financial (accounting) year, using the Fiscal Years setting in the System module. You should also have defined a basic journal number series for Transactions using the Number Series - Transactions setting in the Nominal Ledger.

To open the Transaction register, ensure you are in the Nominal Ledger, then click the [Transactions] button in the Master Control panel. The 'Transactions: Browse' window is opened, showing a list of Transactions already entered.

Transactions that have been entered directly to the Transaction register are shown with their Transaction Numbers preceded by the financial year: the Transactions numbered 2005.2165 to 2005.2168 in the illustration are examples of this. The characters representing the financial year are taken from the Fiscal Years setting in the System module. Transactions that have been created from a Sub System are shown with their Transaction Numbers preceded by a code depending on their nature. In their case, the Transaction Numbers themselves are determined in the Sub System in which they were created. For example, Transactions generated from Sales Invoices have a Transaction Number that is the same as their Invoice Number, and are shown in the browse window with a prefix of S/INV.

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In FirstOffice you may separate Transaction Date and Registration Date. This is particularly important in relation to your external reporting, e.g. the VAT reporting, and your internal accounting, where you may wish Transactions to go into the correct month.


In the Text column you can see the short explanatory text that was entered for each Transaction. For those Transactions created from Sub Systems, the Text column usually shows details of the Customer or Supplier involved.

As in other lists you can change the sort order by clicking on the column headings. The current sort column is shown with its heading underlined. You can also scroll the list using the scroll bars. Finally, you can search for a record by entering a keyword in the field in the top right-hand corner. FirstOffice will search for the first record matching the keyword in the same column as the selected sorting order.

There are four things you can do with your Transactions:

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