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Copy Recent Transactions

Save yourself time by copying the details from a previous purchase or invoice. Copying transactions help you enter consistent information each time you do a similar transaction for the same supplier or customer. The ability to copy complex rows (splits) into a new transaction also ensures more reliable reports. Rather than entering the date from scratch, you can copy the previous transaction by using the Recent F6 function.  

The Recent F6 function allows you to search for past records and copy the details (including splits) to the transaction entry window.  

It locates the transaction by using the name entered and the time period chosen. This feature can save you time spent on searching and data entry. 

As well as using the Recent F6 function for copying a previous transaction, you can also use it to:

  • Repeat a transaction you have previously created
  • Enter periodical payments 

You cannot create a recurring transaction in Agrimaster, however Recent F6 makes it quick and easy to enter the same thing.

How to copy a transaction

  1.  Click on Home
  2.  Click on Cash Book
  3.  Click on Transactions
  4. Click on the Add New icon to open the Enter Cashbook Transactions window
  5. Enter the Format, Bank Account, Reference and Date
  6. Type the Name of the supplier (Transaction) or customer (Invoicing)

    Stay in the Name field
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  7.  

  8. Click Recent F6 button or press the F6 key on your keyboard. 

  9. A list of transactions, for the Name entered, for the past 3 months will be displayed. Click on the start of the detail that matches what you need

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    • mceclip3.png Click on the time periods to list transactions within that time period. 
    • mceclip4.png Click on the First Line of the transaction to select it for copying to the transactions entry window. 
    • mceclip5.png Click 'Copy splits from record number XX' to create a template of the historical transaction to use as a current transaction.    
  10. At the Import Splits window
    • Click Yes to copy the previous dollar amounts
    • Click No to only get the Codes and Descriptions

  11. The splits are then copied; you can edit them as required (i.e.: dollar amounts, allocation, description etc). 

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  12. Click on Save and click on  Close

 

Included/Excluded GST 

Split amounts can be entered "excluding" or "including" GST, depending on how the data is shown on an invoice or statement. The default method can be set in the Options window (press F8) but can be switched for the current split (while in the amount field) by using the * (asterisk) key. 

Amounts entered with a code that has a GST category of "No Claim" should be entered with GST included regardless of this setting. 

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Example of GST Excluded. Here Agrimaster calculates the GST on top of the split amounts given. 

  • mceclip8.png $1799 has been entered as an amount on Wool Sales 
  • mceclip9.png The cashbook is on Exclude (Agrimaster has calculated the GST on top of the amount entered.) 

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Above is an example of GST Included. Here the GST has been included in the transaction but for reporting purposes Agrimaster must separate the GST portion.

  • mceclip8.png $1799 has been entered as an amount of Wool Sales 
  • mceclip9.png The cashbook is on Exclude (Agrimaster has calculated the GST on top of the amount entered.)

 

Column Abbreviations Shown in Transactions Screen 

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  • The CD column tells you if it is a debit or credit cashbook entry (i.e. receipt or payment) 
  • The I/E column stands for GST Included/Excluded in a Tax Invoice
  • The A/M column stands for Auto/Manual calculation of GST
  • The GST$ column is where the GST portion of the amount will be shown for each split. If the code for the split is one with a zero GST rate such as "GST Free" or "No Claim" then this will be zero.
  • The Net of GST column shows the non-GST portion of the split amount. If the code for the split is one with a zero GST rate such as "GST Free" or "No Claim" then this will be the same as the amount entered. The same will apply if the amount is entered with GST excluded. If the amount is entered with GST included then the sum of the “Tax $” and “Net of GST” columns will be equal to the “Amount” column. 
  • The Category column will show the GST category for each code. 
  • The column shows the GST rate for this split.
  • The Status column is either blank or has 'Closed' written for each split. All transactions are given a cashbook status. Once a GST period has been closed, the transactions will have a closed status. 
  • The O/D column indicates if you have used the default GST category or overridden it.
  • Under the payee name is a summary of the transaction showing the non-GST, GST and total. These figures should match your invoice totals (if these are shown separately on the invoice). If not, you must assess where an error has occurred or your Business Activity Statement will not be correct.
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