The Process Checks record view box is used to manage details of ACH payments and checks printed out to vendors. Users may print ACH and check payments, view Journal Details, generate reports, Post or Void batches.
Software Version: YYYY.MM.DD and newer
Page Header
| Toolbar Icons | Description |
| Generate ACH File | Generates a .txt file with the ACH information. |
| Grid Layout | Opens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).
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| Help | Opens the online WIKI help page for the current page.
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| Journal Details | Opens the Journal Details window showing the Journal Entry for this transaction.
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| Post Batch | Sets the Batch Status to "Posted". This indicates that the checks have been printed successfully, and the printed checks are valid for use. Once the batch is posted, the Posted Balance and Net Balance for the Account will be updated. Note: If the payment pays the Posted Balance in full, the vendor's Settlement Balance line item will no longer appear. |
| Print Payments | Allows users to select "Print ACH" or "Print Checks" and opens a PDF allowing users to view the selected payments. Once the Print Payments button has been clicked, the Batch Status field will be updated to "Checks Printed", "ACH" or "ACH & Checks Printed". |
| Reports | Opens the Print dialog window showing all available reports. |
| Save | Saves all changes. |
| Void Batch | Sets the Batch Status to "Void". This indicates that the checks have not been printed successfully, and the printed checks are invalid for use. Some examples of when a check may be voided would be if the check paper got jammed in the printer, printed on the wrong side or upside down on the check paper, or if an incorrect paper was used to print the check. Once voided, the check is destroyed in the system and cannot be used. |
| Fields | Description |
| # of ACH | Identifies the total number of ACH payments to be printed on the batch. This is a non-editable text box that is required. It is automatically defaulted when the page is first opened, or on Save, or when another Batch ID is selected. This field is never editable by the user and is not stored in the database. |
| # of Checks | Identifies the total number of checks to be printed on the batch. This is a non-editable text box that is required. It is automatically defaulted when the page is first opened, or on Save, or another Batch ID is selected. This field is never editable by the user and is not stored in the database. |
| # of Payments | Identifies the total number of checks and ACH payments to be printed on the batch. This is a non-editable text box that is required. It is automatically defaulted to the sum of the '# of ACH' field and '# of Checks' field when the page is first opened, or on Save, or when another Batch ID is selected. This field is never editable by the user. Database Field: ERPx_MFTransactionBatch.TransactionCount |
| ACH Total | Identifies the total amount of all ACH payments included on this payment batch. This is a non-editable text box that is required. This number is automatically calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. This field is never editable by the user. Database Field: ERPx_MFTransactionBatch.ACHTotal |
| Batch ID | Displays the name of the batch. This is a single-select standard lookup that defaults to the system generated Batch ID if there are no existing batches associated with the user, formatted as [User First Name] + [User Last Name] + [Batch Number + 1]. This field defaults the most recent payment batch, if one exists. A batch may contain a list of multiple Accounts whose payment(s) are being processed. Selecting the Batch ID refreshes page to display the associated values. This field is required and is never editable by a user. The lookup contains a list of all non-posted Batch IDs associated with the user. Database Field: ERPx_MFTransactionBatch.BatchID |
| Batch Status | Identifies the Status of the Batch. This field is required, defaults to "New" and is never editable by the user. Database Field: ERPx_MFTransactionBatch.TransactionStatusSK |
| Batch Total | Identifies the total amount of all checks and ACH payments included on this payment batch. This is a non-editable text box that is required. This number is automatically calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. This field is never editable by the user. Database Field: ERPx_MFTransactionBatch.TransactionTotalAmount |
| Checkbook | Identifies the Checkbook assigned to the transaction. This is a single-select standard lookup that allows users to select the checkbook used to distribute the ACH and/or check payments in the settlement batch. This is required and defaults to the Fisherman Accounting Settlement Default preference 'Default Fisherman Checkbook ID'. Changing the Checkbook will automatically update the 'Next Check #' field. This field is editable prior to clicking Print Payments. Checkbooks represent individual bank accounts (checking, savings, petty cash) that have funds deposited into, or payments made out of, that are reconciled to a bank statement. They are used in the Financial, Fisherman Accounting, Grower Accounting, Purchasing, and Sales Functional Areas to support receiving payments from customers, making payments, deposits, and other bank transactions. The lookup contains a list of all the 'Active' Checkbooks. Database Fields: ERPx_MFCheckbook.CheckbookDescription, ERPx_MFTransactionBatch.CheckbookSK |
| Check # Range | Identifies the beginning and ending number of the check numbers for printing. This is a non-editable text box that is only required when there are checks in the payment batch. It is auto-populated after the check payments have been printed and is never editable by the user. Linked Database Field: ???? what is the table we use to store the check and ach payments? |
| Check Total | Identifies the total amount of all checks included on this payment batch. This is a non-editable text box that is required. This number is automatically calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. This field is never editable by the user. Database Field: ERPx_MFTransactionBatch.CheckTotal |
| Next Check # | Displays the next check number to be printed. This is a text box that auto-populates based on the 'Next Check #' field for selected Checkbook. This field is required and if updated, it must be <= 20 characters. Duplicate check numbers are not allowed, else the message "One of the Check Numbers has already been used. Please change the Next Check Number." will be displayed when "Print Checks" is clicked. This field is editable if there are checks on the batch and only prior to clicking "Print Checks". Linked Database Field: ERPx_MFTransactionBatch.NextTransactionID |
| Payment Date | Identifies the date that will be printed on the checks. This is a text box that is required. It defaults to the current date. The check date entered must reside within an open fiscal period, else the message "This Fiscal Period is not open." will be displayed when user attempts to Print Payments. This field is editable prior to posting the batch. Database Field: ERPx_MFTransactionBatch.BatchDate |
The bolded view is the default view, which will determine the view will automatically display in when opened. Page Detail
Payment Grid
| Toolbar Icons | Description |
| New | Adds new blank lines in the grid section to allow for data entry. |
| Split Payment | Opens the Split Payment record view to split payments for the selected Account. |
| Fields | Description |
|---|---|
| Checkbox | Used to select one or more records to Split Payment. |
Account | This field displays a drop-down menu of all active vendors without a Master Vendor account assigned and not on hold for the user to identify the vendor account being paid. This field is editable until the check batch is printed and is required. |
| Address 1 | Displays the Address 1 line of the vendor address. Defaults from the Vendor address selected in the Address ID field. The field supports up to 75 characters and is editable until the check batch is printed. |
| Address 2 | Displays the Address 2 line of the vendor address. Defaults from the Vendor address selected in the Address ID field. The field supports up to 75 characters and is editable until the check batch is printed. |
| Address 3 | Displays the Address 3 line of the vendor address. Defaults from the Vendor address selected in the Address ID field. The field supports up to 75 characters and is editable until the check batch is printed. |
| Address ID | This field displays a drop-down menu of all Address IDs for the selected account for the user to select the address ID to which to make the payment. Once an Address ID is selected, the corresponding fields will default. This field is editable until the check batch is printed and is not required. |
| Amount | This field displays a text box for the user to identify the amount to be paid. This amount can be different than the original check total and will override that original value once changes are saved. Negative and zero dollar amounts are not permitted. This field is editable until the check batch is printed. |
| City | Displays the City of the vendor address. Defaults from the Vendor address selected in the Address ID field. This field supports up to 35 characters and is editable until the check batch is printed. |
| Description | This field displays a text box for the user to describe the payment, aka the “Memo” field. This field defaults from the selected Address ID. This field supports up to 250 characters, is editable until the check batch is printed and is not required. |
| Payee | This field displays a text box for the user to enter the individual to whom the check will be written out. This field defaults from the selected Address ID. This field supports up to 150 characters, is editable until the check batch is printed and is not required. |
| Payment Number | |
| Payment Type | |
| State | Displays the State of the vendor address. Defaults from the Vendor address selected in the Address ID field. This field supports up to 30 characters and is editable until the check batch is printed. |
| Zip | Displays the Zip of the vendor address. Defaults from the Vendor address selected in the Address ID field. This field supports up to 15 characters and is editable until the check batch is printed. |