The purpose of the Checkbook Transfer Record View is to add, edit, and remove transactions that record the movement of money from one Checkbook to another. From here, users can create a new transfer, edit an un-posted transfer, or delete an un-posted transfer. Deleting a transfer transaction removes the associated journal entry. When Checkbook Transfers are posted, the Checkbook Balances for both checkbooks are updated, a journal entry is created and posted, and a transaction for each checkbook is added to the Checkbook Transaction Inquiry. Transfers make a Journal Entry that Debits the GL Account assigned to the 'To Checkbook' (the receiving checkbook) and Credits the GL Account assigned to the 'From Checkbook' (the sending checkbook). Transfers do not create a 'Currency Gain/Loss' journal entry.
Software Version: YYYY.MM.DD and newer
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Header Toolbar
| Toolbar Icons | Description |
|---|---|
| Delete | Error rendering macro 'excerpt-include' : No link could be created for 'Delete LV - Global'. |
| Grid Layout | Error rendering macro 'excerpt-include' : No link could be created for 'Grid Layout'. |
| Help | Error rendering macro 'excerpt-include' : No link could be created for 'Help - Global Icon'. |
| Journal Details | Error rendering macro 'excerpt-include' : No link could be created for 'Journal Details - Record View Header Icon'. The Journal Entry for this transaction will:
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| New | Error rendering macro 'excerpt-include' : No link could be created for 'New - Record View Header'. |
| Notes | Opens the Notes dialog, filtered for the appropriate Note Type(s). From here, users can add, review, or edit Notes associated with the record. This icon is always enabled. |
Error rendering macro 'excerpt-include' : No link could be created for 'Print - Record View Header'. | |
| Save | Error rendering macro 'excerpt-include' : No link could be created for 'Save - Record View Header'. |
No matter what Currencies belong to the Checkbooks, the 'Transaction Currency Debit' and 'Transaction Currency Credit' will always be in the 'Home Currency'.Home Tab
| Fields | Description |
| Comment | A text box to enter a short comment pertaining to the Deposit. This field 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_#####.##### |
| From Checkbook | A single-select combo box to select the Checkbook the money is being withdrawn from. This is editable when the Status is "New". If the 'From Checkbook' is changed, and a journal entry was already created, the journal entry will be updated. This defaults to blank but is required to Approve or Post. If missing, the message "From Checkbook is required." will be displayed on Save. This must also be different than the 'To Checkbook'. If not, the message "The 'From Checkbook' and 'To Checkbook' must be different." 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_#####.##### |
| From Reference | A text box to enter a 3rd party reference number that applies to the 'From Checkbooks' bank. This field is always editable (even after the transaction is posted) and is not required. If a 'From Reference' is entered, it must be <= 60 characters. Linked Database Field: ERPx_#####.##### |
| 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". This defaults to 'New' and is always required. This field is editable until the transaction is 'Ready to Post'. Updating the Status does the following:
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| To Checkbook | A single-select combo box to select the Checkbook the money is being deposited into. This is editable when the Status is "New". If the 'To Checkbook' is changed, and a journal entry was already created, the journal entry will be updated. This defaults to blank but is required to Approve or Post. If missing, the message "To Checkbook is required." will be displayed on Save. This must also be different than the 'From Checkbook'. If not, the message "The 'From Checkbook' and 'To Checkbook' must be different." 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_#####.##### |
| To Reference | A text box to enter a 3rd party reference number that applies to the 'To Checkbooks' bank. This field is always editable (even after the transaction is posted) and is not required. If a 'To Reference' is entered, it must be <= 60 characters. Linked Database Field: ERPx_#####.##### |
| Transfer Date | A date field to enter the date the Transfer was generated on the sending side. This defaults to the current date and is required to Approve and/or Post. If not, the message "Transfer Date is required." will be displayed. This field is only editable while the transaction Status is "New". Linked Database Field: ERPx_ARTransactionHeader.TransactionDate. |
| Transfer From Amt. | An editable text box to enter the amount of the Transfer, in the transfer's 'From Checkbook' currency, displayed in the currency format. This defaults to 0.00 but must be a positive amount to Approve or Post. If not, the message "Transfer from Amt. must be positive." will appear on Save. Linked Database Field: ERPx_#####.##### |
| Transfer To Amt. | A non editable text box that displays the transfer amount, in the transfer's 'To Checkbook' currency, displayed in the currency format. This defaults to 0.00 but is updated on Save, after the 'Transfer From Amt.' is entered.
Linked Database Field: ERPx_#####.##### |
Properties Tab
Fields prefixed with "MC: " are sorted at the bottom of the list and are only visible to multi-currency transfer transactions.
| Fields | Description |
| CheckbookSK - From Checkbook | A non-editable text box that displays the CheckbookSK of the 'From Checkbook'. This is a looked-up value, that is primarily used for support. Linked Database Field: ERPx_MFCheckbook.CurrencySK. |
| CheckbookSK - To Checkbook | A non-editable text box that displays the CheckbookSK of the 'To Checkbook'. This is a looked-up value, that is primarily used for support. Linked Database Field: ERPx_MFCheckbook.CurrencySK. |
| Created | A non-editable text box to identify the Created Date & Time of the Transaction, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. Linked Database Field: ERPx_. |
| Created By | A non-editable text box to identify the name of the user that created the Transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. Linked Database Field: ERPx_ |
| GL Date | The date the transaction posted (or will post) to the general ledger. If unassigned when the transactions Status is changed to "Approve" or "Ready to Post", it will default from the Transaction Date. To Approve or Post, the GL Date must be in a valid period that is open for posting. If not the message, "The Fiscal Period is not open." will be displayed on Save. Linked Database Field: ERPx_ |
| Last Updated | A non-editable text box to identify the Last Updated Date & Time of the Transaction, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. Linked Database Field: ERPx_. |
| Last Updated By | A non-editable text box to identify the name of the user that last updated the Transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. Linked Database Field: ERPx_. |
| Transaction ID | A non-editable text box to identify the Transaction #. This is a system assigned value that is not editable by a user. Linked Database Field: ERPx_. |
| TransactionSK | Error rendering macro 'excerpt-include' : No link could be created for 'TransactionSK - RV'. Linked Database Field: ERPx_. |
| MC: Currency - From Checkbook | A non-editable text box that displays the Currency ID of the 'From Checkbook'. Linked Database Field: ERPx_MFCheckbook.CurrencySK. |
| MC: Currency - To Checkbook | A non-editable text box that displays the Currency ID of the 'To Checkbook'. Linked Database Field: ERPx_MFCheckbook.CurrencySK. |
| MC: Exchange Rate Date | A non-editable text box to show the date range of the 'Rate' (Exchange Rate) on the 'Exchange Table' assigned to this transaction. The 'Rate' is looked-up using the 'Transfer Date', not the 'GL Date'. This field is only visible, and required to Approve and/or Post, when the Currency for BOTH the 'From Checkbook' and 'To Checkbook' are NOT in the 'Home Currency'. This is displayed as: From [Rate From] to [Rate to]. For example: "From 10/01/19 to 10/07/19". |
| MC: Exchange Rate: Journal Entry | A non-editable text box to show the 'Calculation Method' and 'Rate' being used to convert the Transfer to 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". |
| MC: Exchange Rate: To Checkbook Amount | A non-editable text box to show the 'Calculation Method' and 'Rate' being used to convert the 'Transfer From Amt.' to the 'Transfer To Amt'. 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: Exchange Table: Journal Entry | A non-editable text box that displays the 'Exchange Table ID' used to convert the transfer amount to the 'Home Currency'. This will be blank for all Transfers where the Currency for BOTH the 'From Checkbook' and 'To Checkbook' are in the Home Currency. This is required for all Transfers where either the 'From Checkbook' or the 'To Checkbook' are assigned a foreign currency. This is assigned as the first Exchange Table containing both the 'Home Currency' and the foreign currency on the transfer, with a valid 'Rate' (exchange rate) for the Transfer Date. If there are no Rates that cover the Transfer 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: Exchange Table: To Checkbook | A non-editable text box that displays the 'Exchange Table ID' used to convert the 'Transfer From Amt.' to the 'Transfer To Amt'. This will be blank for all Transfers where the Currency for BOTH the 'From Checkbook' and 'To Checkbook' are in the same Currency. This is required for all Transfers where the 'From Checkbook' and 'To Checkbook' are not in the same currency. This is assigned as the first Exchange Table containing both the 'Home Currency' and the foreign currency on the transfer, with a valid 'Rate' (exchange rate) for the Transfer Date. If there are no Rates that cover the Transfer 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: From Currency: Transfer Currency | A non-editable text box that displays the Currency ID of the foreign currency on the Transfer. This will be blank for all Transfers where the Currency for BOTH the 'From Checkbook' and 'To Checkbook' are in the 'Home Currency'. This is required for all Transfers where either the 'From Checkbook' or the 'To Checkbook' are assigned a foreign currency. Linked Database Field: ERPx_#####.#####. |
| MC: To Currency: Home Currency | A non-editable text box that displays the Home Currency ID. Linked Database Field: ERPx_#####.#####. |
| MC: Transfer Amount - Home Currency | A non-editable text box to show the total amount of the Transfer, in the 'Home Currency', displayed in the 'Home Currency' format. The Transfer Amount must be > 0.00 to Approve or Post. |