Mclowd has been designed to make data entry easy and to protect against error to the greatest extent possible.
Fields typically take one of three forms:
- Text/number fields into which data is simply typed
- Selection lists (indicated by an arrow on the right of the field
- Date fields (indicated by a calendar icon on the right of the field)
Fields shaded in grey are for data calculated by Mclowd and are blocked to data entry by users.
Mclowd remembers recent values entered and will display these for optional selection when you click on a field to save you typing. If none of the recent values are appropriate, simply type a new value.
Mclowd provides a popup calendar on date fields.
Clicking the calendar will pop up both a calendar and a list of recently entered dates.
Select a recently entered date, or select from the calendar by selecting the year, the month, then the day.
NOTE: For transaction dates, if you select the current year, Mclowd will only display months up to the current month and will not allow selection of any date in the future. When entering maturity dates, future dates are valid.
Mclowd also checks, as far as practicable, to ensure dates entered are valid dates on which the relevant transaction could have occurred. For example, once setup is complete, it will not allow assets to be purchased or expenses paid in previous years.
You can also simply type the date into the field. Be sure to use the English/Australian convention of typing the day first. Separate the day, month and year with a / character.
If necessary, Mclowd will reformat the date typed to dd/mm/yyyy (for example, if you typed a single digit for the day and/or month or a two-digit year).
Entering Monetary Values
When entering monetary values, do not type the dollar sign and do not type commas. Type the number only.
When entering whole dollar amounts, there is no need to type the decimal point and zeroes.
Type the number, including decimal points if relevant. There is no need to type the percent sign. If you do so, Mclowd will remove it.
Names and Descriptions
When typing names and descriptions, most characters are permitted. It is good practice to use names and descriptions that will be easily recognized later and that your accountant or auditor will readily recognize and understand. Mclowd offers generous space for detailed descriptions where appropriate.
Changing a Value
After a value has been entered, a small cross displays at the right of the field. Clicking the cross will clear the value from that field and allow re-entry.
Editing Saved Data Records
To ensure integrity, most transactions records are protected from editing once saved. However, when transaction records are displayed, a REVERSE button will allow you to delete the transaction. It can then be re-entered. In accordance with accounting convention, reversed transactions appear in reports as the opposite of the originally entered transaction.
When generating reports, you can usually select whether to include or exclude reversed transactions.
NOTE: An upgrade to Mclowd to be released in the near future will expand the options for editing transactions, allowing changes to be made to some types of transaction entry without reversing.
When viewing data, underlining indicates that more detail is available. By clicking on underlined data in a field, you can access further detail or the original transaction entry.
Mclowd provides some automation for amending incorrect entries, but maintains integrity by restricting your ability to change an earlier entry without leaving an audit trail.
The simplest method of correcting an incorrect entry is to REVERSE it and re-enter correctly. When viewing transactions, a REVERSE button appears at bottom left. Pressing this reverses the original transaction. Although both the transaction and the reversal will be visible in some reports, the reversed transaction has no effect on the balance.
It is also possible to make limited changes to transaction detail for some types of transaction.
If an UPDATE button displays at bottom left when you are viewing a transaction, you are able to make changes to the entry and press UPDATE to save the changes.
For more detail on Mclowd’s editing methodology and ways to correct errors, please refer to 2.4.1 Mistakes and Corrections. Mclowd developers are working on a software upgrade that will expand options for editing, allowing direct editing of certain types of transactions without the need for reversing.