Quick Entries

Purpose

Many transactions you enter for your business are repetitive. If you find yourself regularly entering similar types of bank deposits or payments, journal entries or supplier payments and credits a "Quick Entry" is what you need.
A Quick Entry pre-populates fields in the relevant transaction screen for you, although you can override values while entering the transaction you wish. Quick Entries also allow you to allocate a transaction amount to different fixed accounts. Setting up a Quick Entry involves defining the entry first, then creating numerous transaction lines that adjust the remaining balance and apply it to the correct accounts.
Quick Entries are also known as Preset Transactions.

Procedure

You can find it in Banking and General Ledger -> Maintenance Menu -> Quick Entries.

Enter/Modify existing entries. Choose a name for your quick entry and default amount used as a base for calculations. Determine type of entry i.e. page for which the quick entry is designed for. Last two input fields defines default base amount used at the start of calculations, and description of base amount used as remainder during quick entry usage.

If you press the Edit link on a Quick Entry you get a new form below where you can edit the sequence of operations performed on base amount (Quick Entry Lines).

Every operation defines how the amount posted to selected account is calculated.

Currently following type of operations are defined:

Post constant amount to selected GL account.
Post percent part of base amount to selected GL account
Post remainder from previous calculations to selected GL account.

VAT taxes haven't been implemented as yet. Don't use Tax items.

Enter values:

positive for Debit
negative for Credit

After most operations the base amount can be increased, decreased or not changed depending on option selected. For every operation you can also select a dimension(s) if you want to keep track of a dimension.

Operation

In the "Banking and General Ledger" tab, in forms Payments and Deposits you can find the Pay to and Paid from fields that have an option for selecting Quick Entries (if you have defined some). After that a list shows up with the quick entries for the respective Payments / deposits and an amount field.

Here you enter the base amount for calculations performed during the quick entry to make ready for you. Then press the Go button to enter GL lines.

Advanced

The quick entries can do a lot more than just simple kind of entry. You can define them to be used in the GL entry form as well by selecting type Journal. Then they will show up in the Journal Entry page.

Tips and Tricks

Let us start with a simple example. You want to make a Quick Entry to pay for a bank account charge.

First go into Quick Entries and create a new Quick Entry. Select Bank Payment and call it for instance "Bank Charge". Don't set a fixed amount. Save it and select it again. Create 2 Quick Entry Lines.

Select Amount. Select the bank account.
Select Remainder and select the expense account for bank account expenses.

Go into Bank Payments, select Quick Entries and select the "Bank Charge". Add the amount from the charge and press Go. Your lines should be there ready for processing.

Here is a more advanced one. If you only have a few employees you probably don't have a payroll program. You can preset a couple of Quick entries for that.

Say your employee has a sallary of 2000 PLN. First create a Quick Entry, Type: Journal Entry. Call it "Salary X". Eventually preset the amount of 2000. And some entry lines:

Amount, select a salary account (or create one, expense), 2000, Save
Amount, increase base, select a salary tax account (say there is 18% tax), -360, Save
Reminder, select a salary liability account (or create one, liability), Save.