{"id":589,"date":"2026-03-25T17:08:44","date_gmt":"2026-03-25T17:08:44","guid":{"rendered":"https:\/\/www.sikasoftonline.net\/?p=589"},"modified":"2026-03-26T10:37:29","modified_gmt":"2026-03-26T10:37:29","slug":"data-capture","status":"publish","type":"post","link":"https:\/\/www.sikasoftonline.net\/index.php\/2026\/03\/25\/data-capture\/","title":{"rendered":"Data Capture"},"content":{"rendered":"\n

The\u00a0Data Capture<\/strong>\u00a0page is a versatile transaction entry module designed for recording various manual financial movements across the system. It supports both\u00a0Customer Ledger<\/strong>\u00a0and\u00a0General Ledger (GL)<\/strong>\u00a0accounts, allowing staff to post debits and credits, manage multi-item batches, and enforce physical cash verification for cash-based <\/p>\n\n\n\n

accounts.<\/p>\n\n\n\n\n\n\n\n

PURPOSE<\/h3>\n\n\n\n
    \n
  • Provide a unified interface for manual transaction entries (debits and credits).<\/li>\n\n\n\n
  • Enable discovery of accounts regardless of type (Customer vs. GL).<\/li>\n\n\n\n
  • Enforce strict accounting balance (Total Debit<\/strong> must equal Total Credit<\/strong>) for multi-item batches.<\/li>\n\n\n\n
  • Safeguard against insufficient funds by automatically checking customer account balances before debits.<\/li>\n\n\n\n
  • Mandate physical currency breakdowns via the Cash Denomination<\/strong> modal when cash-based accounts are involved.<\/li>\n<\/ul>\n\n\n\n

    STEP-BY-STEP GUIDE<\/h3>\n\n\n\n

    Step 1 \u2014 Start the Session<\/strong><\/p>\n\n\n\n

      \n
    1. Navigate to the Teller Module or Back Office Module <\/strong>and <\/strong>select Data Capture<\/strong> page.<\/li>\n\n\n\n
    2. Click the New<\/strong> button in the bottom action bar to clear any old session data and initialize a fresh Batch ID and Transaction Date.<\/li>\n<\/ol>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Step 2 \u2014 Find and Select an Account<\/strong><\/p>\n\n\n\n

        \n
      1. Click the blue Find A\/C<\/strong> button.<\/li>\n\n\n\n
      2. In the popup modal:\n
          \n
        • Select either Customer Account<\/strong> or General Ledger Account<\/strong>.<\/li>\n\n\n\n
        • Type the name or account number in the Search<\/strong> box.<\/li>\n\n\n\n
        • Click the Action<\/strong> button next to the correct result.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
        • The Account No.<\/strong>, Account Name<\/strong>, and current Account Balance<\/strong> will automatically populate the main form.<\/li>\n<\/ol>\n\n\n\n

          Step 3 \u2014 Enter Transaction Details<\/strong><\/p>\n\n\n\n

            \n
          1. Amount:<\/strong> Enter the value of the transaction.<\/li>\n\n\n\n
          2. Entry Type:<\/strong> Select Debit<\/strong> (taking funds) or Credit<\/strong> (adding funds).<\/li>\n\n\n\n
          3. Description:<\/strong> Provide a clear reason for the entry (e.g., “Manual correction for service fee”). This field is mandatory<\/strong>.<\/li>\n<\/ol>\n\n\n\n

            Step 4 \u2014 Save and (Conditional) Cash Count (Anti-Fraud Check)<\/strong><\/p>\n\n\n\n

              \n
            1. Click the green Save<\/strong> button.<\/li>\n\n\n\n
            2. The “Cash Check”:<\/strong>\n
                \n
              • If you selected a standard account, the item is saved to the batch immediately.<\/li>\n\n\n\n
              • If the account is a Cash Account<\/strong>, the system will automatically trigger the Cash Denominations<\/strong> window. You must enter the physical breakdown of notes and coins matching your entered amount. Click Save [F6]<\/strong> in the popup to finalize.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
              • Once saved, a Voucher No.<\/strong> and Transaction No.<\/strong> are generated, and the item appear in the Transaction History<\/strong> table at the bottom.<\/li>\n<\/ol>\n\n\n\n
                \"\"<\/figure>\n\n\n\n

                Step 5 \u2014 Balancing the Batch<\/strong><\/p>\n\n\n\n

                  \n
                • A batch is considered “unbalanced” if the Difference<\/strong> in the summary box is not 0.00<\/code>.<\/li>\n\n\n\n
                • Continue adding as many items to the batch as needed until the Total Debit<\/strong> matches the Total Credit<\/strong>.<\/li>\n<\/ul>\n\n\n\n

                  Step 6 \u2014 Managing Entries<\/strong><\/p>\n\n\n\n

                    \n
                  • Recall Entries:<\/strong> Click Get Unauthorised Entry<\/strong> to search for and select pending transactions from the list.<\/li>\n<\/ul>\n\n\n\n
                    \"\"<\/figure>\n\n\n\n
                    \"\"<\/figure>\n\n\n\n
                      \n
                    • Edit\/Delete:<\/strong> To modify an item in the current batch, select it from the Transaction History<\/strong> table, click Edit<\/strong> to unlock the fields, make changes, and click Save<\/strong>. To remove a single item, use Delete Item<\/strong>.<\/li>\n<\/ul>\n\n\n\n

                      KEY NOTES<\/h3>\n\n\n\n
                        \n
                      • Insufficient Balance:<\/strong> The system will block any Debit<\/strong> attempt on a customer account if the amount exceeds their current balance.<\/li>\n\n\n\n
                      • Persistent Batching:<\/strong> The system remembers your current Voucher Number during a session, allowing you to build complex multi-leg transactions easily.<\/li>\n\n\n\n
                      • Live Summary:<\/strong> Always watch the Transaction Summary<\/strong> box (right side) to track your progress toward a zero difference.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

                        The\u00a0Data Capture\u00a0page is a versatile transaction entry module designed for recording various manual financial movements across the system. It supports both\u00a0Customer Ledger\u00a0and\u00a0General Ledger (GL)\u00a0accounts, allowing staff to post debits and credits, manage multi-item batches, and enforce physical cash verification for cash-based accounts.<\/p>\n","protected":false},"author":7,"featured_media":594,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[10,19],"tags":[],"class_list":["post-589","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-back-office","category-data-capture"],"_links":{"self":[{"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/posts\/589","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/users\/7"}],"replies":[{"embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/comments?post=589"}],"version-history":[{"count":2,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/posts\/589\/revisions"}],"predecessor-version":[{"id":645,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/posts\/589\/revisions\/645"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/media\/594"}],"wp:attachment":[{"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/media?parent=589"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/categories?post=589"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/tags?post=589"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}