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: YYYY.MM.DD and newer
Page Header
| Toolbar Icons | Description |
|---|---|
| Delete | Error rendering macro 'excerpt-include' : No link could be created for 'Delete RV - Global'. When a Deposit is deleted, all tagged Receipts are untagged (released) so they can be used on a different deposit. |
| 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 - Icon'. For Checkbook Deposits, this icon is only visible for 'Posted' Deposits that resulted in a currency gain/loss journal entry. |
| New | Opens a new blank record for data entry. |
| 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. |
| Opens the Print dialog window, where transaction and/or analysis reports can be downloaded, printed and/or emailed. | |
| Save | Saves all changes. |
Home Tab
| Fields | Description |
|---|---|
| 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 |
| Deposit Amount | A non-editable text box to show the total amount of the deposit, in the checkbook's currency, displayed in the 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 as Payment Receipts are selected and/or un-selected. 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' for each "Included" Receipt from the 'Receipt Currency' to the currency of the deposit Checkbook. This field is not linked to a Database Field. |
| Deposit 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. Linked Database Field: ERPx_MFCheckbookTransaction.TransactionDate |
| 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". 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:
Linked Database Field: ERPx_MFCheckbookTransaction.TransactionStatusSK |
Properties Tab
The fields sorted at the bottom of this section, prefixed with "MC:" are only visible on multi-currency deposit transactions.
| Fields | Description |
|---|---|
| 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 | 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_MFCheckbookTransaction.CreatedDate |
| 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_MFCheckbookTransaction.CreatedBy |
| 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. ERPx_MFCheckbookTransaction.GLDate |
| 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_MFCheckbookTransaction.LastUpdated |
| 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_MFCheckbookTransaction.LastUser |
| Transaction HeaderSK | 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 | 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 for the Checkbook Transaction Inquiry. This is formatted as: "From [Checkbook Currency] to [Home Currency]". This is required when the Deposit Checkbook's currency is not in the 'Home Currency'. |
| MC: Exchange Rate | A non-editable text box to show the 'Calculation Method' and 'Rate' being used to convert the 'Deposit Amount' to the 'Home Currency' amount for the Checkbook Transaction Inquiry. This is 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". |
| MC: Exchange Rate Date | 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 for the Checkbook Transaction Inquiry. This is required when the Deposit Checkbook's currency is not in the 'Home Currency'. The 'Rate' is looked-up using the 'Deposit 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 10/01/19 to 10/07/19". |
| MC: Exchange Table | A non-editable text box that displays the 'Exchange Table ID' used to convert the 'Deposit Amount' to the 'Home Currency' amount for the Checkbook Transaction Inquiry. This is 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. |
Page Detail
Open Payment Receipts Grid
The purpose of the Open Payment Receipts grid is to show all the "Posted" Payment Receipts that have not been deposited and that are not currently tagged on another deposit. For un-posted Deposits, the grid contains all the "Posted" Payment Receipts, received against the Deposit Checkbook, that have not been assigned to another deposit. For posted Deposits, the grid contains all the Payment Receipts that were included on the Deposit. Fields prefixed with "MC: " are sorted at the bottom of the list and are only applicable to multi-currency transactions. The column headers in the interface do not include the MC: prefix. This page does not support paging, it is designed to show all un-posted receipts in a single list.
| Toolbar Icons | Description |
| Excel | Error rendering macro 'excerpt-include' : No link could be created for 'Excel - Global'. |
| Include Transactions | Error rendering macro 'excerpt-include' : No link could be created for 'Include Transactions (Multi-Select) - RV'. 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 | Error rendering macro 'excerpt-include' : No link could be created for 'Remove Transactions (Multi-Select) - RV'. 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 |
|---|---|
| Checkbox | Used to select one or more records for Mass Update or Delete. |
| 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: ERPx_APTransactionHeader.ExtendedAmount ERPx_ARTransactionHeader.ExtendedAmount |
| Receipt Currency | Displays the Currency ID of the 'Payment Receipt'. Linked Database Field: ERPx_APTransactionHeader.CurrencySK ERPx_ARTransactionHeader.CurrencySK |
| Receipt Date | Displays the 'Receipt Date' from the Payment Receipt. Linked Database Field: ERPx_APTransactionHeader.TransactionDate ERPx_ARTransactionHeader.TransactionDate |
| 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: ERPx_APTransactionHeader.CashReceiptType ERPx_ARTransactionHeader.CashReceiptTypeEN |
| 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". |
| 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/R Payment Receipts: ERPx_ARTransactionHeader.CustomerSK Linked Database Field for A/P Payment Receipts: ERPx_APTransactionHeader.VendorSK |
| Trans. # | Error rendering macro 'excerpt-include' : No link could be created for 'Trans. ID - List View/Inquiry Field'. ERPx_APTransactionHeader. ERPx_ARTransactionHeader. |
| MC: Deposit Currency | A non-editable text box that displays the currency that the receipt will be deposited in. This will always be the Currency ID from the Deposit Checkbook. Linked Database Field: ERPx_MFCheckbook.CurrencySK |
| MC: Deposit Currency Gain / Loss | A non-editable text box to show the calculated amount of the Currency Gain/Loss. This defaults to 0.00 and is updated for each 'Payment Receipt' added to the Deposit, where the 'Receipt Currency' does not match the Deposit Checkbook's Currency, calculated as ([Receipt Amount] * [Deposit Exchange Rate]) - ([Receipt Amount] * [Receipt Exchange Rate]). This field will be 0.00 for all 'Payment Receipts' that were posted in the Deposit Checkbook's Currency. This column has a total at the bottom.
|
| MC: Deposit Exchange Rate | A non-editable text box that displays the 'Rate' (exchange rate) that applies to the 'Deposit Date' from the from the 'Exchange Table' assigned to the 'Payment Receipt'. This is set to 1.00 for all 'Payment Receipts' where the 'Receipt Currency' matches the Deposit Checkbook's Currency. Linked Database Field: ERPx_MFCheckbookDetail.ExchangeRate |
| MC: Exchange Calc. Method | A non-editable text box to show the 'Calculation Method' being used to convert each 'Payment Receipt' currency (the 'From Currency') to the Deposit's Currency (the 'To Currency'). This will either be "Multiply" or "Divide" and is set as follows:
This is a looked-up value. Linked Database Field: ERPx_MFCheckbookDetail.ExchangeRateCalculationMethodEN |
| MC: Exchange Table | A non-editable text box that displays the 'Exchange Table ID' being used to convert between the Deposit Checkbook's Currency and the Receipt Currency. This field will be blank for all 'Payment Receipts' that are in the same currency as the Checkbook they are being deposited into and for 'Payment Receipts' that have been selected for the deposit. This field is required for all 'Payment Receipts' that are not in the same currency as the Checkbook they are being deposited into. This value is auto-assigned and not editable by users. It is assigned as the first Exchange Table containing both the 'Receipt Currency' and the 'Deposit Currency' 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 Deposit Currency then this will be blank and the message "A valid exchange does not exist between [ReceiptCurrencyID] and [DepositCurrencyID]." will be displayed on Save after the Status is changed to Approve and/or Ready to Post. Linked Database Field: ERPx_MFCheckbookDetail.ExchangeSK |
| MC: Receipt Exchange Rate | A non-editable text box that displays the 'Rate' (exchange rate) that applies to the 'Receipt Date' from the from the 'Exchange Table' assigned to the 'Payment Receipt'. This is set to 1.00 for all 'Payment Receipts' where the 'Receipt Currency' matches the Deposit Checkbook's Currency. Linked Database Field: ERPx_MFCheckbookDetail.ReceiptExchangeRate |