The purpose of the Checkbook Deposit Record View is to assign 'Payment Receipts' that make up a bank deposit. From here, users can create a new deposit, assign one or more payment receipts to it, remove payments receipts prior to posting, or delete the deposit. Deleting a deposit transaction does not delete the payment receipts that were assigned to it, it just puts them back in a status of open. When Checkbook Deposits are posted, the Checkbook Balances are updated. Deposits only have the potential of making a 'Currency Gain/Loss' Journal Entry (because the journal entry to record the receipt of funds was made from the Receipt). The 'Currency Gain/Loss' Journal Entry is the summarized total from each individual Receipt's Gain/Loss amount. A Deposit will have a Currency Gain/Loss if one or more of the Receipts are not in the 'Home Currency' AND the exchange rate for the Receipt Date is different than the exchange rate for the Deposit Date. The Currency Gain/Loss Journal Entry is always created as a manual journal entry since it must be in the 'Home Currency'.
Software Version: 2020.01.13 and newer
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| Fields | Description |
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| Amount | A non-editable text box to show the total amount of the deposit, in the checkbook's currency, displayed in the Checkbook's currency format. If the Checkbook is in a foreign currency, then the Currency ID will also be displayed. This defaults to 0.00 but updates on Save to show the amounts for the Payment Receipts that are "Included". The Deposit Amount must be > 0.00 to Approve or Post. If not, the message "The Deposit Amount must be > 0.00." will appear on Save. In multi-currency transactions, the 'Deposit Amount' is calculated by converting the 'Receipt Amount' from the 'Receipt Currency' to the currency of the deposit Checkbook. This field is not linked to a Database Field. |
| Checkbook | A single-select combo box to select the Checkbook the deposit is being made to. Once a value has been selected, the contents of the grid will be populated with all the un-deposited 'Payment Receipts' for the selected Checkbook. This field is editable when the Status is "New". However, if the Checkbook is changed, all tagged Payment Receipts will be un-selected and the contents of the grid will be refreshed to show un-deposited 'Payment Receipts' for the newly selected Checkbook. This defaults to blank but is required to Approve or Post. If missing, the message "Checkbook is required." will be displayed on Save. This lookup contains a blank value, the current assigned value, and a list of all the 'Active' Checkbooks, sorted by Checkbook, displayed as:
Linked Database Field: ERPx_MFCheckbookTransaction.CheckbookSK |
| Comment | A text box to enter a short comment pertaining to the Deposit. This field is is always editable (even after the transaction is posted) and is not required. If a Comment is entered, it must be <= 60 characters. Linked Database Field: ERPx_MFCheckbookTransaction.Comment |
| Reference | A text box to enter a 3rd party reference number for the Deposit. This field is is always editable (even after the transaction is posted) and is not required. If a Reference is entered, it must be <= 60 characters. Linked Database Field: ERPx_MFCheckbookTransaction.Reference |
| Status | A single-select standard lookup to assign the Transaction Status. This defaults to "New" but can be changed to "Approved" or "Ready to Post". Updating the Status does the following:
Linked Database Field: ERPx_MFCheckbookTransaction.TransactionStatusSK |
| Trans. Date | A date field to enter the date the Deposit posted to, or should post to, the bank account. This defaults to the current date and is required to Approve and/or Post. If not, the message "Deposit Date is required." will be displayed. This field is only editable while the transaction Status is "New". When the transaction status is changed to Approve and/or Ready to Post, this date will push to the 'GL Date' property if the 'GL Date' is blank. The date is formatted based on the User Preference for 'Date Format'. Linked Database Field: ERPx_MFCheckbookTransaction.TransactionDate |
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| Fields | Description | ||||||||
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| Checkbook Currency | A non-editable text box that displays the Currency ID of the Checkbook. Linked Database Field: ERPx_MFCheckbook.CurrencySK | ||||||||
| CheckbookSK | A non-editable text box that displays the SK value of the Checkbook that is assigned to the Transaction. Linked Database Field: ERPx_MFCheckbookTransaction.CheckbookSK | ||||||||
| Created |
Linked Database Field: ERPx_MFCheckbookTransaction.CreatedDate | ||||||||
| Created By |
Linked Database Field: ERPx_MFCheckbookTransaction.CreatedBy | ||||||||
| GL Date |
Linked Database Field: ERPx_MFCheckbookTransaction.GLDate | ||||||||
| Last Updated |
Linked Database Field: ERPx_MFCheckbookTransaction.LastUpdated | ||||||||
| Last Updated By |
Linked Database Field: ERPx_MFCheckbookTransaction.LastUser | ||||||||
| TransactionSK | A non-editable text box that displays the SK value of the Transaction ID. Linked Database Field: ERPx_MFCheckbookTransaction.CheckbookTransactionSK | ||||||||
| Transaction ID | A non-editable text box that displays the Transaction ID. Linked Database Field: ERPx_MFCheckbookTransaction.TransactionID | ||||||||
| MC: Currency Conversion | This field is used to convert the transaction total 'Deposit Amount' to the 'Home Currency' amount. This is a non-editable text box that displays the currencies on the 'Exchange Table' being used to convert the 'Deposit Amount' to the 'Home Currency' amount. This is formatted as: "From [Deposit Checkbook Currency] to [Home Currency]". This is only displayed and required when the Deposit Checkbook's currency is not in the 'Home Currency'. This value is a looked up from the 'Exchange Table' and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Exchange Date | This field is used to convert the transaction total 'Deposit Amount' to the 'Home Currency' amount. This is a non-editable text box to show the date range of the 'Rate' (Exchange Rate) on the 'Exchange Table' being used to convert the 'Deposit Amount' to the 'Home Currency' amount. This is only displayed and required when the Deposit Checkbook's currency is not in the 'Home Currency'. This is looked-up using the 'Deposit Date', not the 'GL Date'. This is displayed as: From [Rate From] to [Rate to]. For example, "From 10/01/19 to 10/07/19". The date values are formatted based on the User Preference for 'Date Format'. This value is a looked up from the 'Exchange Table' and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Exchange Rate | This field is used to convert the transaction total 'Deposit Amount' to the 'Home Currency' amount. This is a non-editable text box to show the 'Calculation Method' and 'Rate' being used to convert the 'Deposit Amount' to the 'Home Currency' amount. This is only displayed and required when the Deposit Checkbook's currency is not in the 'Home Currency'. It is set as follows:
This is formatted as: [Calculation Method] by [Rate]. For Example, "Multiply by 1.0250" or "Divide by 1.0250". This value is a looked up from the 'Exchange Table' and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Exchange Table | This field is used to convert the transaction total 'Deposit Amount' to the 'Home Currency' amount. This is a non-editable text box that displays the 'Exchange Table ID' used to convert the 'Deposit Amount' to the 'Home Currency' amount. This is only displayed and required when the Deposit Checkbook's currency is not in the 'Home Currency'. This is assigned as the first Exchange Table containing both the 'Home Currency' and the foreign currency assigned to the deposit checkbook, with a valid 'Rate' (exchange rate) for the 'Deposit Date'. If there are no Rates that cover the 'Deposit Date' then the last Rate will be used. If there are no Exchange Tables containing both the 'Home Currency' and the foreign currency then this will be blank and the message "A valid exchange does not exist between [DepositCheckbookCurrencyID] and [HomeCurrencyID]." will be displayed on Save after the Status is changed to Approve and/or Ready to Post. This value is a looked up from the 'Exchange Table' and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Home Currency Amount | This field is used to convert the transaction total 'Deposit Amount' to the 'Home Currency' amount. This is a non-editable text box that displays the Deposit Amount converted to the Home Currency. This is only displayed and required when the Deposit Checkbook's currency is not in the 'Home Currency'. This value is a looked up from the 'Exchange Table' and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. |
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| Toolbar Icons | Description | ||||||||
| Excel |
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| Include Transactions |
Selecting a receipt adds it to the deposit, updates the 'Deposit Amount' column in the grid, and updates the 'Deposit Amount' in the header. | ||||||||
| Remove Transactions |
Removing (un-selecting) a receipt removes it from the deposit, clears it from the 'Deposit Amount' column in the grid, and removes it from the 'Deposit Amount' in the header. | ||||||||
| Fields | Description | ||||||||
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| Checkbox |
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| Deposit Amount | Displays the amount that the Payment Receipt will add to the deposit, in the checkbook's currency, displayed in the checkbook currency format. The 'Deposit Amount' defaults to 0.00 and is updated for each selected record. This column has a total at the bottom. If the 'Receipt Currency' matches the Checkbook's Currency, the 'Deposit Amount' will be the 'Receipt Amount'. If the 'Receipt Currency' does not match the Checkbook's Currency, the 'Deposit Amount' will be the 'Receipt Amount' converted to the Checkbook's Currency. The deposit Amount is calculated as either:
Linked Database Field: ERPx_MFCheckbookDetail.DebitAmount | ||||||||
| Included | A checkbox that identifies if the Payment Receipt is included on the Deposit. This value is updated from the 'Include Transactions' and the 'Remove Transactions' icon on the grid toolbar. | ||||||||
| Payment # | Displays the 'Payment #' from the 'Payment Receipt' (e.g. for Receipt Types of "Check", this represents the Check #). This field is not editable from the grid but is editable from the record view of the Payment Receipt transaction by clicking on the Trans. # hyperlink, even after the transaction is posted. Linked Database Field: ERPx_#####.#####. | ||||||||
| Receipt Amount | Displays the amount of the 'Payment Receipt' in the 'Currency' and currency format it was received in. This column has a total at the bottom. Linked Database Field for A/P Payment Receipts: ERPx_APTransactionHeader.ExtendedAmount Linked Database Field for A/R Payment Receipts: ERPx_ARTransactionHeader.ExtendedAmount | ||||||||
| Receipt Currency | Displays the Currency ID of the 'Payment Receipt'. Linked Database Field for A/P Payment Receipts: ERPx_APTransactionHeader.CurrencySK Linked Database Field for A/R Payment Receipts: ERPx_ARTransactionHeader.CurrencySK | ||||||||
| Receipt Date | Displays the 'Receipt Date' from the Payment Receipt. The date is formatted based on the User Preference for 'Date Format'. Linked Database Field for A/P Payment Receipts: ERPx_APTransactionHeader.TransactionDate Linked Database Field for A/R Payment Receipts: ERPx_ARTransactionHeader.TransactionDate | ||||||||
| Receipt Source | Identifies which Functional Area the 'Payment Receipt' was posted from. Payment Receipts from customers will have a Source of "Sales". Payment Receipts from Fishermen or Loans will have a Source of "Fisherman Accounting". | ||||||||
| Receipt Type | Displays the 'Receipt Type' of the Payment Receipt. The options available in this field include all the values in the MFCashReceiptType Enumeration Class. Linked Database Field for A/P Payment Receipts: ERPx_APTransactionHeader.CashReceiptType Linked Database Field for A/R Payment Receipts: ERPx_ARTransactionHeader.CashReceiptTypeEN | ||||||||
| Received From | Displays the name of the account that the Payment Receipt was received from. Most Payment Receipts are from customers, but they can also be from Fishermen and Loan Accounts. Linked Database Field for A/P Payment Receipts: ERPx_APTransactionHeader.VendorSK Linked Database Field for A/R Payment Receipts: ERPx_ARTransactionHeader.CustomerSK | ||||||||
| Trans. # |
Linked Database Field for A/P Payment Receipts: ERPx_APTransactionHeader.TransactionID Linked Database Field for A/R Payment Receipts: ERPx_ARTransactionHeader.TransactionID | ||||||||
| MC: Deposit Amt: Currency Conversion | This is used to convert the 'Receipt Amount' to the 'Deposit Amount' for each Receipt that is "Included" on the Deposit. This is a non-editable text box that displays the currencies on the 'Deposit Amt: Exchange Table' being used for the conversion. This is formatted as: "From [Receipt Currency] to [Deposit Checkbook's Currency]". This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is different from the Deposit Checkbook's Currency. This value is a looked up from the 'Deposit Amt: Exchange Table' and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Deposit Amt: Exchange Date | This is used to convert the 'Receipt Amount' to the 'Deposit Amount' for each Receipt that is "Included" on the Deposit. This is a non-editable text box to show the date range of the 'Rate' (Exchange Rate) on the 'Deposit Amt: Exchange Table' being used for the conversion. This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is different from the Deposit Checkbook's Currency. This is looked-up using the 'Deposit Date', not the 'GL Date'. This is displayed as: From [Rate From] to [Rate to]. For example, "From 10/01/19 to 10/07/19". The date is formatted based on the User Preference for 'Date Format'. This value is a looked up from the 'Deposit Amt: Exchange Table' and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Deposit Amt: Exchange Rate | This is used to convert the 'Receipt Amount' to the 'Deposit Amount' for each Receipt that is "Included" on the Deposit. This is a non-editable text box to show the 'Calculation Method' and 'Rate' being used for the conversion. This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is different from the Deposit Checkbook's Currency. It is set as follows:
This is formatted as: [Calculation Method] by [Rate]. For Example, "Multiply by 1.0250" or "Divide by 1.0250". This value is a looked up from the 'Deposit Amt: Exchange Table' and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Deposit Amt: Exchange Table | This is used to convert the 'Receipt Amount' to the 'Deposit Amount' for each Receipt that is "Included" on the Deposit. This is a non-editable text box that displays the Exchange Table used for the conversion. This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is different from the Deposit Checkbook's Currency. This is assigned as the first Exchange Table containing both the 'Receipt Currency' and the currency assigned to the Deposit Checkbook, with a valid 'Rate' (exchange rate) for the 'Deposit Date'. If there are no Rates that cover the 'Deposit Date' then the last Rate will be used. If there are no Exchange Tables containing both the 'Receipt Currency' and the currency assigned to the Deposit Checkbook then this will be blank and the message "A valid exchange does not exist between [DepositCheckbookCurrencyID] and [ReceiptCurrencyID]." will be displayed on Save after the Status is changed to Approve and/or Ready to Post. This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Currency Conversion | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non-editable text box that displays the two currencies involved in the Exchange. This is formatted as: "From [Receipt Currency] to [Home Currency]". This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is not in the 'Home Currency'. This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Deposit Amount | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non editable field that displays the 'Receipt Amount' converted to the 'Home Currency' based on the exchange rate for the Deposit Date on the 'Gain/Loss: Deposit Exchange Table'. This is formatted in the Home Currency format. This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is not in the 'Home Currency'.
This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Deposit Exch. Date | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non-editable text box to show the date range of the 'Rate' (Exchange Rate) on the 'Gain/Loss: Deposit Exchange Table'. This is only displayed and required for all "Included" Receipts that are not in the 'Home Currency'. This is looked-up using the 'Deposit Date', not the 'GL Date'. This is displayed as: From [Rate From] to [Rate to]. For example, "From 10/01/19 to 10/07/19". The date is formatted based on the User Preference for 'Date Format'. This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Deposit Exch. Rate | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non-editable text box to show the 'Calculation Method' and 'Rate' being used for the conversion on the 'Gain/Loss: Deposit Exchange Table'. This is only displayed and required for all "Included" Receipts that are not in the 'Home Currency'. It is set as follows:
This is formatted as: [Calculation Method] by [Rate]. For Example, "Multiply by 1.0250" or "Divide by 1.0250". This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Deposit Exchange Table | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non-editable text box that displays the Exchange Table used to calculate the 'Gain/Loss: Deposit Amount'. This is only displayed and required for all "Included" Receipts that are not in the 'Home Currency'. This will be the same Exchange Table the Receipt posted with (shown in the 'Gain/Loss: Receipt Exchange Table' field) unless that Exchange table is no longer the active exchange table being used. This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Receipt Amount | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non editable field that displays the 'Receipt Amount' converted to the 'Home Currency' using the Exchange Table the Receipt posted with (shown in 'Gain/Loss: Receipt Exchange Table' column). This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is not in the 'Home Currency'. This is formatted in the Home Currency format.
This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Receipt Exch. Date | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non-editable text box to show the date range of the 'Rate' (Exchange Rate) on the Exchange Table the Receipt posted with (shown in 'Gain/Loss: Receipt Exchange Table' column). This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is not in the 'Home Currency'. The Date is looked-up from the posted Receipt. This is displayed as: From [Rate From] to [Rate to]. For example, "From 10/01/19 to 10/07/19". The date is formatted based on the User Preference for 'Date Format'. This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Receipt Exch. Rate | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non-editable text box to show the 'Calculation Method' and 'Rate' the Receipt posted with (shown in 'Gain/Loss: Receipt Exchange Table' column). This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is not in the 'Home Currency'. This is formatted as: [Calculation Method] by [Rate]. For Example, "Multiply by 1.0250" or "Divide by 1.0250". This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Receipt Exchange Table | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is a non-editable text box that displays the Exchange Table that was assigned to the Payment Receipt (when it posted), to convert the 'Receipt Currency' to the 'Home Currency'. This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is not in the 'Home Currency'. This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. | ||||||||
| MC: Gain/Loss: Total | This is used to calculate the Currency Gain/Loss for each Receipt that is NOT in the 'Home Currency'. This is only displayed and required for all "Included" Receipts where the 'Receipt Currency' is not in the 'Home Currency'. This is a non-editable text box that is calculated as [Gain/Loss: Deposit Amount] - [Gain/Loss: Receipt Amount]. This is formatted in the Home Currency.
This value is a looked up and not stored in the database while the transaction is in a Status of "New". When the Status is changed to either "Approved" or "Ready to Post" the value is updated and written to the database. For posted transactions, this is the value that existed when the transaction posted. |
Related Topics
Voiding or correcting a posted Checkbook Deposit
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