Balance Transfer Record View (FA)
- Tatum Garino (Unlicensed)
- Emma Greenwood
- Tom Williams
Balance Transfers allow for the movement of funds between Fishermen, Tenders, and Loan accounts. This is a net neutral transaction for the company since it just moves a Fisherman Payable from one fishing account to another. The 'Transfer Balance From' account is moving funds owed to them to the 'Transfer Balance To' account. These Balance Transfers show on the Fisherman Statement for both accounts.
Software Version: 2023.08.31 and newer
Page Header
| Toolbar Icons | Description |
|---|---|
| Delete | Deletes the transaction or master file record. When clicked, users will be prompted with: "Are you sure you want to delete this record?". Click "OK" to confirm, or "Cancel" to return without deleting. WARNING: Records cannot be recovered once they are deleted! |
| 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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| New | Opens a new blank record for data entry. Users can select the type of transaction they want to add. The drop-down includes: Adjustment (all Adjustment Classes), Balance Transfer, and Payment Receipt. |
| Notes |
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| Save | Saves the changes made to the record.
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The bolded view is the default view, which will determine the view will automatically display in when opened. 
Home Tab
| Field | Description |
|---|---|
| Date | Identifies the date the transaction posted (or will post) to the general ledger. This defaults to the current date but can be edited while the transaction is set to a status of 'New.' This is required and must be within a Fiscal Period open to both Purchasing and Financial. Database Field: ERPx_APTransactionHeader.TransactionDate |
| Doc No | An editable field that identifies the Doc No (document number) such as a Vendor's Invoice # or a reference number that you assign for the transaction. This defaults to blank, not required, and is always editable, even after the transaction is posted. If entered, it must be <= 50 characters and be unique across all Balance Transfer transactions. Database Field: ERPx_APTransactionHeader.DocNumber |
| Status | A single-select lookup to identify the Status of the transaction. This defaults to "New" but can be edited until the transaction is Posted. Identifies the Status of the transaction. This is required and can be edited while in a Status of New or Approved. Status is used to identify where a transaction, Purchase Order, Price List, BOM, or Master File record is in its life cycle. Records start in a Status of 'New' and progress sequentially through additional statuses until they are 'Posted' or 'Closed'. The list of potential Statuses changes depending on the transaction type. The Statuses that apply to transactions in this List View include: New: This is the default Status for all new Transactions. While in the Status of 'New' transactions are considered open and all editable fields are open for edit, no posting or approval validations are performed, GL Dates are not assigned, and journal entries are not created. If the transaction was moved back from Approved to New, the GL Date will be assigned and a Journal Entry will exist. Approved: Performs all the data validations required to post the transaction and applies to all Transactions. While in the Status of 'Approved' transactions are considered open but have limited fields open for edit. If one or more validations fail, messages are provided indicating what needs to be corrected. If all the validations pass, then all the fields are disabled except for the Status lookup (and any fields that are always editable), journal entries are created/updated, journal ID's are assigned to the journal entry, and blank 'GL Dates' are assigned. Ready to Post: Runs the Approval validations and applies to all transactions. While in the Status of 'Ready to Post' transactions are considered closed and all the fields are disabled with the exception of a few fields that are always editable. If one or more validations fail, messages are provided indicating what needs to be corrected. If all the validations pass, then all the fields are disabled with the exception any fields that are always editable and updates the Transaction Status to "Posted". Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APTransactionHeader.TransactionStatusSK |
Properties Tab
| Property Name | Description |
|---|---|
| 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. Database Field: ERPx_APTransactionHeader.CreatedBy |
| Created Date | 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. Database Field: ERPx_APTransactionHeader.CreatedDate |
Currency ID | Identifies the Currency assigned to the transaction. This defaults to the Home Currency of the company and is not editable. Database Field: ERPx_APTransactionHeader.CurrencySK |
| 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. Database Field: ERPx_APTransactionHeader.GLDate |
| Last Updated | Identifies 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. Database Field: ERPx_APTransactionHeader.LastUpdated |
| Last User | 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. Database Field: ERPx_APTransactionHeader.LastUser |
| Posted Date | Identifies the Date & Time the transaction was posted. Database Field: ERPx_APTransactionHeader.PostedDate |
| Transaction Class |
Attributes Tab
| Column Headers | Description |
|---|---|
| Attributes | A non editable text box that shows the name of the Attribute. Attributes are user-definable fields that are used on master files and transactions and are editable from the Attributes List View. The Attribute will only be displayed if the Applies property on the Assign Attribute Rules by page is set to either "Yes - Required" or "Yes - Not Required". Attributes set to "No" will not be displayed. The Attributes displayed here are setup and assigned in the Attributes section of the Company module (Company → Setup → Attributes → Fisherman Accounting). |
| Available | This field displays whether or not the attribute is available and required. Only available attributes will be displayed with a 'Yes' followed by whether or not it is a required attribute. Required attribute values must be entered before saving the transaction as Approved or Ready to Post. |
Value | Identifies the value assigned to the corresponding attribute. Because Attributes are configurable as either Text, List, Date, or Date/Time the data entry is either a text box, lookup, or date picker. The value defaults to blank and is only required if the Attribute's 'Applies' property is set to "Yes - Required" in the Assign Attribute Rules page. Attribute Values for Master Flies are always editable. Attribute Values for transactions are always editable for unposted transactions. |
Grid
| Toolbar Icons | Description |
| Delete | Deletes the selected line(s) from the transaction or master file. This icon is only enabled for transactions with a Status of 'New'. |
| Excel | Exports the contents of the grid to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view only the filtered contents will be exported. |
| New | Inserts blank lines that allow adding multiple new records. |
| Columns | Description |
|---|---|
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Date | A textbox to enter the date of the balance transfer line item. Although this field can be edited, it will default to match the header date upon save. Database Field: ERPx_APTransactionLine.PurchaseDate |
| Description | A textbox to enter the description of the transfer line. This defaults to blank, is required and can be up to 200 characters. This is always editable, even after the transaction is posted.
Database Field: ERPx_APTransactionLine.LineDescription |
| Extended | A Calculated field to show the extended amount of the transfer line. It is calculated/updated on Save as [Quantity] * [Price] and is never editable by the user. Database Field: ERPx_APTransactionLine.ExtendedAmount |
| Price | A textbox to enter the price of the transfer line. This defaults to 0.00, is required and must be > 0.00. This is only editable while the transaction is in a Status of "New". If missing or negative the message "Price is required and must be greater than zero." will be displayed on Save. Database Field: ERPx_APTransactionLine.Price |
| Quantity | A textbox to enter the quantity of the transfer line. This defaults to 1.00, is required and must be > 0.00. This is only editable while the transaction is in a Status of "New". If missing or < = 0, the message "Quantity is required and must be greater than zero." will be displayed on Save. Database Field: ERPx_APTransactionLine.Quantity |
| Transfer Balance From - Debit | A single-select lookup to identify the Fisherman, Tender, or Loan account that the receivable balance will be transferred from. This is required and editable while the transaction is in a Status of "New". If missing, the message "The Transfer Balance From is required." will be displayed on Save. The lookup contains a blank value, the current assigned value, and the list of all 'Active' Fishermen, Tender, and Loan Accounts that have not been excluded from the 'Balance Transfer (From)' transaction (as assigned on the Excluded Transactions Tab in the Fishermen & Tenders and Loans Record View. Database Field: ERPx_APTransactionLine.FromDistributionAccountSK |
| Transfer Balance To - Credit | A single-select lookup to identify the Fisherman, Tender, or Loan account that the payable balance will be transferred to. This is required and editable while the transaction is in a Status of "New". If missing, the message "The Transfer Balance To is required." will be displayed on Save. The lookup contains a blank value, the current assigned value, and the list of all 'Active' Fishermen, Tender, and Loan Accounts that have not been excluded from the 'Balance Transfer (To)' transaction (as assigned on the Excluded Transactions Tab in the Fishermen & Tenders and Loans Record View. Database Field: ERPx_APTransactionLine.ToDistributionAccountSK |
| UOM | Displays the unit of measure upon which the line item price is based. This defaults from the Purchasing Preference selection for "Default Fishing UOM". It is not required and can only be edited when the transaction is in a Status of "New". The lookup contains a list of all 'Active' UOMs. Database Field: ERPx_APTransactionLine.QuantityUOMSK |