Apply Documents Record View
- Tatum Garino (Unlicensed)
- Tom Williams
- Alexander Moritz (Unlicensed)
The purpose of the Apply Documents record view is to apply open Receipts, Returns, and negative Invoices to open sales transactions. The page header shows information pertaining to the Receipts, Returns, or negative Invoice and the page detail shows all the open sales transactions for the receipt customer, that are in the same currency as the Receipts, Returns, or negative Invoice, and that have an 'Open Amount' greater than 0.00. From here, users can apply the receipt to one or more open transactions, enter a Discount Taken, or record a Write Off Amt. When the application is saved, the Customer Balances and Customer Aging are updated. Applications that have an amount in either the 'Discount Amount' or 'Write Off Amount' will generate a journal entry. Applications where the Receipt is not in the 'Home Currency' have the potential to make a currency gain / loss journal entry.
Software Version: 2020.01.13 and newer
Page Header
Toolbar Icons | Description |
|---|---|
| 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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| Journal Details | Opens the Journal Details window showing the Journal Entry for this transaction.
The Journal Details Window for this transaction will include:
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| Save & Close / Save | Either saves your changes and closes the page or saves your changes and leaves you on the page.
On save, any potential journal entries are created. |
| Fields | Description |
| Applied Amt. | A non-editable text box to identify how much of the receipt, sales return, negative price adjustment, negative sales invoice, or negative quick sale has been applied. This defaults to 0.00 but will re-calculate as the receipt is applied. Receipts can be posted without applying, but if they have been applied, this amount will be >0.00. This is a calculated field. This field is not linked to a Database Field. |
| Customer | A non-editable text box to identify the Customer associated with the receipt, return, negative price adjustment, negative sales invoice, or negative quick sale, displayed as Customer Name (Customer ID). This is a looked-up value. Linked Database Field for Receipts: ERPx_ARTransactionHeader.CustomerSK Linked Database Field for SO Transactions: ERPx_SOOrderHeader.CustomerSK Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.CustomerSK |
| Orig. Amt. | A non-editable text box to identify the amount of the receipt, sales return, negative price adjustment, negative sales invoice, or negative quick sale. If the transaction was not in the 'Home Currency', then the currency ID of the source transaction will also be shown as a label. This amount does not change and is only used for information. This is a looked-up value that is not editable on this page. Linked Database Field for Receipts: ERPx_ARTransactionHeader.ExtendedAmount Linked Database Field for SO Transactions: ERPx_SOOrderHeader.ExtendedAmount Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.ExtendedAmount |
| Payment # | A non-editable text box to identify the Check# / Payment# of the payment you received. If the document being applied is a sales return, negative price adjustment, or negative sales invoice then this will be blank. This is a looked-up value that is not editable on this page. Linked Database Field: ERPx_ARTransactionHeader.DocNumber |
| Receipt Type | A non-editable text box to identify the type of the Receipt. If the document being applied is a sales return, negative price adjustment, negative sales invoice, or negative quick sale then this will be blank. This is a looked-up value that is not editable on this page. Linked Database Field: ERPx_ARTransactionHeader.CashReceiptTypeEN |
| Transaction | A non-editable text box to identify the Transaction ID that is the source for the applications. If applying from a 'Payment Receipt' it will be the Transaction ID of the receipt and if applying from a sales return, negative price adjustment, negative sales invoice, or negative quick sale it will be the Transaction ID of the source document. This is a looked-up value. Linked Database Field for Receipts: ERPx_ARTransactionHeader.TransactionID Linked Database Field for SO Transactions: ERPx_SOOrderHeader.OrderID Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.TransactionID |
| Trans. Date | A date field to show the date of the source transaction. This is a looked-up value that is not editable on this page. Linked Database Field for Receipts: ERPx_ARTransactionHeader.TransactionDate Linked Database Field for SO Transactions: ERPx_SOOrderHeader.OrderDate Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.TransactionDate |
| Unapplied Amt. | A non-editable text box to identify how much of the receipt, sales return, negative price adjustment, negative sales invoice, or negative quick sale still needs to be applied. This defaults from 'Amount' entered but will re-calculate as the transaction is applied. Receipts can be posted without applying, but if they have been applied, this amount will be >0.00 and < 'Amount'. This is a calculated field. This field is not linked to a Database Field. |
The bolded view is the default view, which will determine the view will automatically display in when opened. Page Detail
Open Transactions Grid
The purpose of the Open Transactions grid is to show all the sales transactions that have not been applied to the current receipt, as well as all the other sales transactions with an open balance. The sales transactions included are sales invoices, price adjustments with a positive extended amount, and quick sale transactions with a positive extended amount that belong to the receipt customer, the receipt currency, and that are posted. The fields sorted at the bottom of this section, prefixed with "MC:" are only visible on multi-currency transactions.
Toolbar Icons | Description |
| Excel |  Clicking the Excel toolbar icon exports the current contents of the grid to an Excel file that is automatically downloaded. The contents that export are only those currently visible. If the grid is filtered, only the filtered contents will be exported. |
Fields | Description |
|---|---|
| Applied Amount | A text box to enter/override the amount that you want applied to an invoice. This defaults to 0.00 and will auto-fill if the 'Apply' checkbox is checked. This is not required but if entered it must be <= to the Transaction's 'Unapplied Amount'. If not, the message "You cannot apply more than the 'Unapplied Amount'." each time you tab out of the field or when the Save icon is clicked. This field is editable, even for posted receipts unless it is already being applied on a separate unposted receipt. If the invoice you are applying to is on a separate unposted receipt, the message "Transaction [Sale TransactionID] is on an open Payment Receipt: [Receipt TransactionID] and cannot be applied until that Receipt is Posted." will be displayed on Save. Linked Database Field: ERPx_ARSettlementApplication.AppliedAmount |
| Apply Date | A date field to enter the date the sales transaction is applied to the source Receipt transaction (Payment Receipt, Return, negative Price Adjustment, negative Sales Invoice, or negative Quick Sale). This defaults as follows:
This is required for any record with a positive amount in either the 'Applied Amount', 'Discount Amount', or 'Write Off Amount' fields. On Save, the 'Apply Date' is validated to ensure:
This field is editable for all unposted applications Linked Database Field: ERPx_ARSettlementApplication.ApplicationDate |
| Apply | A check box to auto fill or clear the 'Applied Amount' of the selected invoice. This defaults to unchecked and is not required to be used. When clicked, the 'Applied Amount' of the selected sales invoice will be auto-filled using the 'Unapplied Balance' from the receipt in the header. If the Receipts 'Unapplied Balance' >= 'Open Amount' of the sales invoice, then clicking this will fully apply the 'Open Amount' to the sales invoice, otherwise it will apply the Receipts 'Unapplied Balance' to the 'Open Amount' of the sales invoice. When un-checked, the 'Applied Amount' of the sales invoice returns to 0.00. This will also change to selected if a user manually enters an amount in 'Applied Amount' field. This is always enabled. This field is not Linked to a Database Field |
| Avail. Discount. | A non-editable text box to display the calculated discount amount that the sales invoice is still eligible for. This is calculated for all sales invoices that were posted with a Payment Term that contained a discount (e.g. 2%10 Net 30). If the 'Trans. Date' of the document being applied falls within the discount days of the sales invoice date then an amount will be shown, otherwise it will be 0.00. This value in this field is informational only, a user is still able to override the actual 'Discount Amount'. This is a calculated amount and not linked to a Database Field. |
| Description | A non-editable text box to display the 'Description' that was entered on the header of a Quick Sale transaction, this is blank for sales invoices and price adjustments. This field is not editable from here but can be edited on the source transaction even after it was posted. Linked Database Field: ERPx_ARTransactionHeader.Description. |
| Discount Amount | A text box to enter a discount for a specific sales invoice. This defaults to 0.00. This is not required and can be any value >= 0.00 and <= the 'Unapplied Amount'. If a value is entered exceeds the 'Unapplied Amount', the message "You cannot enter a 'Discount Taken' that is more than the 'Unapplied Amount'." each time you tab out of the field or when the Save icon is clicked. This field is editable, even for posted receipts unless it is already being applied on a separate unposted receipt. If the invoice you are applying to is on a separate unposted receipt, the message "Transaction [Sale TransactionID] is on an open Payment Receipt: [Receipt TransactionID] and cannot be applied until that Receipt is Posted." will be displayed on Save. If the 'Discount Amount' is changed, then on Save, a journal entry will be created that Debits the "Terms Discounts Taken" and Credits the "Accounts Receivable" GL Accounts assigned to the Customer, in the amount of the difference between the previous amount and the new amount of the Discount Taken. Linked Database Field: ERPx_ARSettlementApplication.TakenDiscountAmount |
| Discount Date | A date field to display the last day the Payment Terms discount is applicable. This is displayed for all Sales transactions that were posted with a Payment Term that contains a discount (e.g. 2%10 Net 30) and is calculated by adding the number of discount days to the invoice date for sales Invoices and to the Doc Date for Quick Sales. This field will be blank for all Sales Invoices, Price Adjustments, and Quick Sales that were posted with a Payment Terms that did not include a discount. This field is not editable from here but can be edited on the source transaction for Quick Sales even after they were posted, but not for Sales Invoices or Price Adjustments. This is a calculated field based on the payment terms assigned to the order and not linked to a Database Field. |
| Doc No | A non-editable text box to display the 'Doc No' of a Quick Sale transaction. This only applies to Quick Sales so it will always be blank for Sales Invoices and Price Adjustment transactions. This field is not editable from here but can be edited on the source transaction, even after it is posted. Linked Database Field: ERPx_ARTransactionHeader.DocNumber |
| Due Date | A date field to display the date the payment is due. This is displayed for all transactions in the grid and is calculated by adding the number of due days to the invoice date for sales Invoices and to the Doc Date for Quick Sales. This field is not editable from here, but can be edited on the source transaction for Quick Sales even after they were posted, but not for Sales Invoices or Price Adjustments. This is a calculated field based on the payment terms assigned to the order and not linked to a Database Field. |
Open Amount | A non-editable text box to display the open amount of the transaction. This is calculated by subtracting all previous Applied Amounts, Discount Amounts, and Write Off Amounts from the transactions 'Orig. Amount'. Only transactions with an 'Open Amount' > 0.00 will be shown in this grid This is a calculated amount and not linked to a Database Field. |
| Orig. Amount | A non-editable text box to display the sales transaction amount. This is looked up from the transaction and will always be > 0.00 as zero dollar transactions do not show in this grid. Linked Database Field for SO Transactions: ERPx_SOOrderHeader.ExtendedAmount Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.ExtendedAmount |
| Orig. Terms Discount | A non-editable text box to display the discount amount the transaction was eligible for when it was posted. This is calculated for all Sales transactions posted with a Payment Term that contained a discount (e.g. 2%10 Net 30). If the transaction contained a Payment Term with a discount, an amount will be shown, otherwise it will be 0.00. This is calculated by multiplying the Payment Terms Discount Amount by the Invoice Amount. This is informational only, a user is still able to override the actual 'Discount Taken' amount even if the transaction did not have an original discount. This is a calculated amount and not linked to a Database Field. |
| Payment Terms | A non-editable text box to display the Payment Term ID of the Payment Term the transaction was posted with. This defaults from the Customer but can be changed on the transaction prior to posting. Linked Database Field for SO Transactions: ERPx_SOOrderHeader.PaymentTermSK Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.PaymentTermSK |
| PO | A non-editable text box to display the Purchase Order number of the transactions. This field will be blank for all Sales Invoices, Price Adjustments, and Quick Sales that were posted without a PO. This field is not editable from here but can be edited on the source transaction for Quick Sales even after they were posted, but not for Sales Invoices or Price Adjustments. Linked Database Field for SO Transactions: ERPx_SOOrderHeader.PurchaseOrder Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.PurchaseOrderID |
| Remaining Amount | A non-editable text box to display the balance remaining after entry of any 'Applied Amount' and 'Discount Amount'. This is calculated as ([Original Amount]-[sum of all applied amounts including the current applied amount]-[Discount Amt.]). This field is not directly editable but changes as the 'Applied Amount' and 'Discount Amount' values are edited. This is a calculated amount and not linked to a Database Field. |
| Trans. Date | A date field to show the date of the transaction. For Sales Invoice and Price Adjustments this will be the Invoice Date and for Quick Sales this is the Doc Date. This field is not editable. Linked Database Field for SO Transactions: ERPx_SOOrderHeader.OrderDate Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.TransactionDate |
| Transaction | A hyperlink to show the Transaction ID for each transaction. Clicking on the hyperlink opens the transaction record view. Linked Database Field for SO Transactions: ERPx_SOOrderHeader.OrderID Linked Database Field for AR Transactions: ERPx_ARTransactionHeader.TransactionID |
| Unapplied Amount | A non-editable text box to display how much is still open for each transaction. This is calculated as ([Remaining Amount]-[Write Off Amount]). This field is not directly editable but changes as the values in 'Applied Amount', Discount Amount', or 'Write Off Amount' change. This is a calculated amount and not linked to a Database Field. |
| Write Off Amount | A text box to enter an amount you wish to write off for a specific transaction. This defaults to 0.00. This is not required and can be any value >= 0.00 and <= the 'Unapplied Amount'. If not, the message "You cannot apply more than the 'Unapplied Amount'." each time you tab out of the field or when the Save icon is clicked. This field is editable, even for posted receipts unless it is already being applied on a separate unposted receipt. If the invoice you are applying to is on a separate unposted receipt, the message "Transaction [Sale TransactionID] is on an open Payment Receipt: [Receipt TransactionID] and cannot be applied until that Receipt is Posted." will be displayed on Save. If the 'Write Off Amount.' value is changed, then on Save, a journal entry will be created that Debits the "Write Off GL Account" and Credits the "Accounts Receivable" GL Accounts assigned to the Customer, in the amount of the difference between the previous amount and the new amount of the Write Off Amount. Linked Database Field: ERPx_ARSettlementApplication.WriteoffAmount |
| Write Off GL Account | A single-select load on demand lookup to select the GL Account used for the Write Off. This defaults from the "Writeoffs" GL Account assigned to the Customer but is only required for records that have an amount in the 'Write Off Amt.' field. When saved as blank with a Write Off Amount the message "Write Off GL Account cannot be blank when a Write Off Amount is provided." is displayed. When a Write Off Amount and Write Off GL Account is provided and saved, the Write Off GL Account field will be disabled, to edit this field remove the Write Off Amount and save. The lookup contains the list of all 'Active' GL Accounts where "Use in SO" = Yes. Linked Database Field: ERPx_ARSettlementApplication.WriteoffAccountSK |
| MC: Exchange Table | A non-editable text box to show the ID of the 'Exchange Table' that was assigned to the sale transaction when it posted. This field will be blank for sales transactions that were posted in the Home Currency. |
| MC: From Currency | A non-editable text box that displays the Currency ID from the Sales transaction. |
| MC: Receipt Exchange Rate | A non-editable text box that displays the 'Rate' (exchange rate) that applies to the 'Receipt Date' from the header source transaction being applied (most often a Payment Receipt but could also be a return, negative price adjustment, negative sales invoice, or negative quick sale transactions) on the 'Exchange Table' assigned to the record. This is set to 1.00 for all 'Payment Receipts' where the 'Receipt Currency' matches the 'Home Currency'. This is a looked-up value that is not editable from here. |
| MC: Receipt Exchange Rate Calc. Method | A non-editable text box to show the 'Calculation Method' being used to convert each application's currency (the 'From Currency') to the Home Currency (the 'To Currency'). This will either be "Multiply" or "Divide" and is set as follows:
This is a looked-up value. |
| MC: Receipt Gain / Loss | A non-editable text box to identify if the application results in a currency gain or loss. This value is always in the Home Currency and is calculated by: (([Applied Amount]+[Discount Amount]+[Write Off Amount]) * [Receipt Exchange Rate]) - (([Applied Amount]+[Discount Amount]+[Write Off Amount]) * [Sale Exchange Rate]). If the result is positive then we have a currency gain, if it is negative we have a currency loss, and if it is 0.00 then this line is not part of the gain/loss journal entry. If any of the line items have a non-zero value in this field then a currency gain/loss journal entry will be made on save. This will always be a separate Journal Entry because it must be made in the Home Currency. The journal entry is created, using the Apply Date of each transaction that had a non-zero value as follows: If the transaction results in a currency gain:
If the transaction results in a currency loss:
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| MC: Sale Exchange Rate | A non-editable text box that displays the 'Rate' (exchange rate from the currency exchange table) that applied to the sale transaction when it posted. This is set to 1.00 for all Sale transactions that were posted in the 'Home Currency'. This is a looked-up value that is not editable from here. |
| MC: Sale Exchange Rate Calc. Method | A non-editable text box to show the 'Calculation Method' being used to convert each sale transaction's currency (the 'From Currency') to the Home Currency (the 'To Currency'). This will either be "Multiply" or "Divide" and is set as follows:
This is a looked-up value. |
| MC: To Currency | A non-editable text box that displays the Home Currency ID. |