Shortened/Detailed Transactions Retrieval

This report is designed to retrieve a list of journal transactions (entries) for a particular Filtering.

WizCount offers two report formats for journal entry retrieval – shortened format and detailed format. The type of format required depends on whether you would like to search for transactions by Totals or by Account Cards. The shortened report allows you to search by the transaction Total Amount and by Main Accounts, while the detailed report allows you to search by any of the amounts and by any of the accounts included in the transaction. For example, to search for a Tax Invoice Transaction by the invoice total amount – use the shortened report, but to search for the transaction by the invoice VAT amount, use the detailed report.

 

Header: The serial number of the journal transaction. WizCount runs two sets of serial numbers – one for the Journal Entry Headers, and another for the Accounts and Amounts within the journal entries. For example, when a journal transaction is recorded for an invoice, a single Header is recorded containing the tax invoice data, including the Total Amount and Main Accounts. In addition, the following three transactions are recorded: Debit transaction for the customer account, Credit transaction for the Income Account and a Credit transaction for the VAT account. As mentioned earlier, the Shortened Transactions Retrieval report is intended for searches by the complete transaction data, so only the Header number can be limited.

 

Batch: Journal Transactions are recorded in batches. Each batch can contain an unlimited number of journal transactions. WizCount monitors the batch numbering and maintains the consecutive order of batch numbers. Each time a new batch is opened, WizCount continues the numbering. In this section, the search can be restricted by the batch serial number.

 

In addition to the batches recorded by the user, the following batch numbers are reserved for Automatic Records:

Batch 9999 includes transactions that are automatically recorded when invoices, checks, etc. are issued.

Batch 9998 includes transactions created when you run a Yearend Routines Program (Or end of period routines program)

Batch 9997 includes closing differential transactions recorded when executing a Bank reconciliation or Internal Matching process.

Batch 9996 includes transactions created when posting interfaces and data from Hand-held PCs.

Batch 9995 includes transactions recorded when executing a data reduction program.

 

Main Debit/Credit Account: The Journal transaction can include an unlimited number of debit and credit accounts. The first two accounts (according to the transaction type setting) are also recorded in the Transaction Header. Therefore, Journal Entries can be searched by the Main Debit Account and by the Main Credit Account. For example, when a tax invoice is recorded, the Main Debit Account is usually the Customer Account and the Main Credit Account is the Income account. Therefore, you can search for transactions by either account. However, if you want to search by VAT Account, use the Detailed Transaction Retrieval format.

 

Amount: This field is used to record the total amount of the transaction in local currency. As previously mentioned, to search for transactions by a split amount (such as: VAT amount), the Detailed Transaction Retrieval format should be used.

 

Note: If you do not limit Account Keys and Amounts, the report WILL only include the total transaction amount. If you limit the search by Account Keys or Amounts, the report will list the Account Keys and Amounts.

 

Date / Due Date / Date 3: A Journal Entry contains 3 date fields. Typically, the Reference Date specifies the document’s date of issue, and the Due Date indicates the Payment Date. Here are some examples of how to use these dates:

 

Document Date Due Date
Tax Invoice to Customer Invoice issue date The date on which the customer is expected to pay the invoice
Customer Receipt Receipt issue date Check payment date
Tax Invoice from Vendor Invoice issue date The date in which the invoice should be payed
Vendor Payment Check issue date Check payment date

 

Date 3 is added to the Reference date and the Due Date of the Transaction. In cases where a vendor invoice is received after the VAT payment, you can use the Reference Date to enter the original date of the document, and use an additional Date to specify when it was reported to the VAT authorities. Those issuing quarterly balance sheets can use this date to indicate the end of the quarter.

 

Reference / Reference 2 / Reference 3: A journal entry contains 3 reference fields. The first two Reference fields are usually used as follows:

 

Document Reference Reference 2
Tax Invoice to Customer Invoice Number Delivery Note/Order Number (the order corresponding to the invoice)
Customer Receipt The invoice number repaid by the customer Receipt Number
Tax Invoice from Vendor Delivery Note/Order Number (the order corresponding to the invoice) Invoice Number
Vendor Payment Check Number The vendor invoice number that was repaid with this check

Reference 3 is intended to resolve cases where there are more than 2 references to a document. For example: The delivery note number and the customer’s order number can be saved in the tax invoice record. In this case, the record will be made as follows: Reference 1 – Invoice Number, Reference 2 – Delivery Note Number, Reference 3 – Order Number.

 

Details: This field may be used for recording additional details associated with this transaction. Transactions can be limited in two ways: (1) Limit From one value To another (as in other fields). (2) Containing: limit by characters found somewhere in the Details field. For example: If you write the name: Cohen, the software will pull out transactions that include that name in the Details field. The name does not have to appear at the beginning but can rather be found anywhere within the field. For example: Invoice for Cohen – Commission. When searching by a partial value (as in the “Cohen” example), an asterisk (*) must be added before and after the search value.

 

Transaction Type: The Transaction Type determines which accounts participate in the journal transaction and how the transaction amount is split between these accounts. For example, assuming the VAT rate is 17%, the Transaction Type for a “raw material purchase invoice” will split the total amount of the invoice as follows: the Raw Material Purchase Expense Account will be charged 100%, the VAT On Input Account will be charged 17%, And the Vendor Account (recorded upon transaction posting) will be credited 117%. (117% indicates the amount of the invoice including VAT). In this section the transactions can be limited by the Transaction Type Code Type.

 

Quantity: This field allows to keep quantitative information of non-inventory items. For example: F gold business, you can record the weight sold in the transaction in the Quantity field and issue a report indicating how much gold was sold during a particular period.

 

F/X Amount / Currency Amount: WizCount is a multi-currency software. In addition to the amount in NIS, you can record the amount in F/X. In the Currency field, select the currency of the F/X amount. For example: When an Export Account to Europe is registered in Euros, the Currency section should be used to indicate that the currency is Euro. In transactions without foreign currency the default is left unchanged. In the F/X Amount field, enter the amount in foreign exchange (in the currency entered in the previous section). If foreign exchange currency is not used, this field may be ignored. The foreign currency amount does not have to be the exact revaluation of the amount in NIS.

 

Costing: WizCount can be used for costing management. To do this, for each expense or income transaction, the costing department that the transaction belongs to should be specified. There are two types of costing departments: Cost Centers and Overhead Costs. In the costing report, WizCount calculates the direct income and expenses of each costing center and burdens the indirect expenses and income on the various cost centers according to predetermined criteria.

 

Include IFRS transactions: Check this checkbox to include IFRS batches in the report.

 

Sort and Subtotal Settings: This section is used to determine how transactions are sorted. For example: You can set the transactions to be sorted by batch number, date, etc. On the left side of the screen the software lists Sort Fields – these are all fields by which transactions may be sorted. Go to the desired field row, and select the related arrow button. You can correct the selection by using the Delete button or by making a new selection using the arrow. The software ensures that the sort fields are made in sequence (for example: it prevents a second sort field from being selected without selecting a primary sort field).

 

 

Printing Properties

 

Print Transactions: Select Yes to have the report list all the Account Cards and Amounts in each Journal Entry. If you select No, the software will display the transaction Total Amount.

 

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