A Manual Payment allows users to manually record previously written payments and choose whether or not the payment needs to be updated in the General Ledger. From here, users can enter new, edit un-posted, delete un-posted, and/or post manual payment transactions. When Manual Payments set to update the GL are posted, the General Ledger is updated from the transaction's Journal Entry and the Checkbook Balance is updated. Journal Entries are only created once the Manual Payment is Posted.
Software Version: 2023.XX12.XX 19 and newer
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Home Tab
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| Amount | An editable text box to enter the amount of the payment, in the checkbook's currency. Once the 'Checkbook' has been selected and the transaction has been saved, this will display in the format of the checkbook's currency. This defaults to 0.00 but must be a non zero value to Approve or Post. If not, the message "Amount is required and must not be zero." will appear on Save.
This 'Amount' will be the value that is auto-assigned to the first line of the Manual Payment grid as either a Debit or Credit. Database Field: ERPx_MFCheckbookTransaction.Amount | ||||||||||||||||||||||||||||||||||||||||
| Checkbook | A single-select lookup to select the Checkbook the payment is being made for. This field is editable when the Status is "New". If the Checkbook is changed, the GL Account on the auto-assigned row (first row in the grid) will be updated to be the new Checkbook's Cash Account. The data for manually entered lines will remain unchanged but the currency format of the Debit and Credit columns will be updated to match the currency format of the checkbook. This defaults to blank but is required, 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:
Database Field: ERPx_MFCheckbookTransaction.CheckbookSK | ||||||||||||||||||||||||||||||||||||||||
| Comment | A text box to enter a short comment pertaining to the payment. This field defaults to blank, is always editable (even after the transaction is posted) and is not required. If a Comment is entered, it will become the Comment on the Journal Entry. However, if this is changed for a "Posted" Manual Payment, the new 'Comment' will only be visible in the record view and on inquiries, it will not be updated in the posted journal entry. If a Comment is entered, it will also become the Line Comment for the Checkbook's Cash Account (if Update GL is set to 'Yes') after initial Save, however, if this value is changed/updated after this it will not update the Line Comment. The 'Comment' must be <= 60 characters. Database Field: ERPx_MFCheckbookTransaction.Comment | ||||||||||||||||||||||||||||||||||||||||
| Payee | A text box to enter a name of the recipient of the payment. This is an editable textbox that defaults to blank and is required. If missing, the message "Payee is required." will be displayed on Save. This is editable while the transaction is in a status of 'New' and must be <=150 characters. Database Field: ERPx_MFCheckbookTransaction.PayeeName | ||||||||||||||||||||||||||||||||||||||||
| Payment Date |
Database Field: ERPx_MFCheckbookTransaction.TransactionDate | ||||||||||||||||||||||||||||||||||||||||
| Payment Number | Identifies the transaction number of the payment. This is an editable textbox that defaults to blank but is required. If missing, the message "Payment Number is required." will be displayed on Save. After Save this will be used as the transaction ID and the field will be disabled. This field is editable while in 'New' status and prior to the initial Save, then it is disabled. The Payment Number does not need to be unique but must be <=20 characters. Database Field: ERPx_MFCheckbookTransaction.TransactionID | ||||||||||||||||||||||||||||||||||||||||
| Payment Type | Identifies the method of the payment. This is a single select lookup that defaults to blank but is required. If missing, the message "Payment Type is required." will be displayed on Save. This is editable while in 'New' status. The lookup contains the values "ACH", "Check", "Draft" and "Wire". Database Fields: ERPx_MFModuleTransaction.TransactionName, ERPx_MFCheckbookTransaction.PaymentTypeSK | ||||||||||||||||||||||||||||||||||||||||
| Reference | A text box to enter a 3rd party reference number for the payment. This field defaults to blank, is always editable (even after the transaction is posted) and is not required. If a Reference is entered, it will become the Reference on the Journal Entry. However, if this is changed for a "Posted" Manual Payment, the new 'Reference' will only be visible in the record view and on inquiries, it will not be updated in the posted journal entry. The 'Reference' must be <= 60 characters. Database Field: ERPx_MFCheckbookTransaction.Reference | ||||||||||||||||||||||||||||||||||||||||
| Status |
Database Field: ERPx_MFCheckbookTransaction.Status | ||||||||||||||||||||||||||||||||||||||||
| Update GL | Identifies if the General Ledger will be updated with the payment details or not. This is a Yes/No lookup that defaults to "Yes" and is required. If set to "Yes", after Save, a line item will be added to the grid with the Account details for the Checkbook's Cash Account and the Amount (either Debit, or Credit depending on if it is a positive or negative amount) will populate in the grid and the "New" and "Delete" buttons on the toolbar will be enabled. If set to "No", after Save, the grid will be blank and the "New" and "Delete" buttons will remain disabled. Database Field: ERPx_MFCheckbookTransaction.UpdateGL |
Properties Tab
The fields sorted at the bottom of this section, prefixed with "MC:" are only visible on multi-currency Manual Payment transactions.
Fields | Description | ||||||||
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| Group: Transaction | |||||||||
| GL Date |
Database Field: ERPx_MFCheckbookTransaction.GLDate | ||||||||
| Transaction ID |
Database Field: ERPx_MFCheckbookTransaction.TransactionID | ||||||||
| Created |
Database Field: ERPx_MFCheckbookTransaction.CreatedDate | ||||||||
Created By |
Database Field: ERPx_MFCheckbookTransaction.CreatedBy | ||||||||
| Last Updated |
Database Field: ERPx_MFCheckbookTransaction.LastUpdated | ||||||||
| Last Updated By |
Database Field: ERPx_MFCheckbookTransaction.LastUser | ||||||||
| TransactionSK |
Database Field: ERPx_MFCheckbookTransaction.CheckbookTransactionSK | ||||||||
| CheckbookSK | A non-editable text box that displays the SK value of the Checkbook that is assigned to the Transaction. Database Field: ERPx_MFCheckbookTransaction.CheckbookSK | ||||||||
| Group: Multi Currency | |||||||||
| MC: Exchange Table | A non-editable text box that displays the 'Exchange Table ID' used to convert the Manual Payment amount from the Checkbook's Currency to the Home Currency for the Journal Entry and to populate the 'Home Amount' column for this transaction, on the Checkbook Transaction Inquiry. This will be blank for all Manual Payments where the Checkbook's currency is in the 'Home Currency'. This is required for all Manual Payments where the Checkbook's currency is in a foreign currency. This is assigned as the first Exchange Table containing both the 'Home Currency' and the foreign currency on the payment, with a valid 'Rate' (exchange rate) for the 'Trans. Date'. If there are no Rates that cover the 'Trans. 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 [TransactionCurrencyID] and [HomeCurrencyID]." will be displayed on Save after the Status is changed to Approve and/or Ready to Post. | ||||||||
| MC: Currency Conversion | A non-editable text box that displays the currencies on the 'Exchange Table' being used to convert the payment 'Amount' to the 'Home Currency' amount. This is formatted as: "From [Checkbook Currency] to [Home Currency]". | ||||||||
| MC: Exchange Date | A non-editable text box to show the date range of the 'Rate' (Exchange Rate) on the 'Exchange Table' assigned to this transaction. This is required to identify which exchange 'Rate', on the exchange table, is used to create the Journal Entry and to populate the 'Home Amount' column for this transaction, on the Checkbook Transaction Inquiry. The 'Rate' is looked-up using the 'Payment Date', not the 'GL Date'. This field is only visible, and required to Approve and/or Post, when the Checkbook's currency is NOT in the 'Home Currency'. This is displayed as: From [Rate From] to [Rate to]. For example, "From 12/01/23 to 12/07/23". | ||||||||
| MC: Exchange Rate | A non-editable text box to show the 'Calculation Method' and 'Rate' being used to convert the Adjustment to the 'Home Currency'. This conversion is required to create the Journal Entry and to populate the 'Home Amount' column for this transaction, on the Checkbook Transaction Inquiry. It is set as follows:
This is formatted as: [Calculation Method] by [Rate]. For Example, "Multiply by 1.0250" or "Divide by 1.0250". | ||||||||
| MC: Home Currency Amount | A non-editable text box that displays the calculated amount of the Manual Payment in the 'Home Currency' amount. | ||||||||
Page Details
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| Fields | Description | ||||||||
| Checkbox |
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| Account |
Database Field: ERPx_MFCheckbookDetail.AccountSK | ||||||||
| Credit | A text box to enter/edit the Credit amount of the line item, in the checkbook's currency, displayed in the currency format. This defaults to 0.00 and is enabled while the transaction is in a Status of "New" AND there is not a value in the 'Debit' column. Once a value has been entered, the 'Debit' amount will be disabled. The grand total of the Debits must equal the grand total of the Credits in order to Approve and/or Post the transaction. If not, the message "Total Debits do not equal total Credits." will be displayed on Save.
Database Field: ERPx_MFCheckbookDetail.CreditAmount | ||||||||
| Debit | A text box to enter/edit the Debit amount of the line item, in the checkbook's currency, displayed in the currency format. This defaults to 0.00 and is enabled while the transaction is in a Status of "New" AND there is not a value in the 'Credit' column. Once a value has been entered, the 'Credit' amount will be disabled. The grand total of the Debits must equal the grand total of the Credits in order to Approve and/or Post the transaction. If not, the message "Total Debits do not equal total Credits." will be displayed on Save.
Database Field: ERPx_MFCheckbookDetail.DebitAmount | ||||||||
| Line Comment | A text box to enter a comment pertaining to the payment line. This field is editable while the transaction is in a Status of "New". The Line Comment is not required. If a Comment is entered, it must be <= 500 characters. If a Line Comment is entered, it will become the Line Comment on the Journal Entry. Database Field: ERPx_MFCheckbookDetail.Comment |
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