Process Payments Record View
- Janice Dannenberg (Unlicensed)
- Emma Greenwood
- Tom Williams
The Process Payments record view is used to manage the details of ACH and/or check payments. Users may print ACH and check payments, view Journal Details, generate reports, Post or Void batches. There are two types of payments that can be processed on this page: Quick Payment or Payment Batch. Once posted, Quick Payments can to be manually applied to document using the Apply Documents button on Fisherman Balances list view. Posting Payment Batches automatically apply the payment to the transaction(s) included in the settlement batch.
Software Version: 2023.06.30 and newer
Page Header
| Toolbar Icons | Description |
| Generate ACH File | Generates a .txt file with the ACH information. This button only displays after the batch is successfully posted and there is at least one ACH payment that was processed. |
| 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 and ACH payments have been printed successfully, and the printed checks and ACH are valid for use. Once the batch is posted, the Posted Balance and Net Balance for the Account(s) will be updated. When posting a Payment Batch, the payment will automatically be applied to the included transactions on the settlement batch. Posting a Quick Payment will not result in any applications. Note: If the payment pays the Posted Balance in full, the Fisherman'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, showing any applicable printable reports to be printed, downloaded, and/or emailed. |
| Save | Saves the changes made to the record.
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| 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 in the batch. This is a non-editable calculated text box. It is automatically updated when the page is first opened, 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 in the batch. This is a non-editable calculated text box. It is automatically updated when the page is first opened, 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 Payments | Identifies the total number of checks and ACH payments in the batch. This is a non-editable calculated text box that summarized the '# of ACH' and '# of Checks' 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 Effective Date | The ACH Effective Date is the data that will be submitted to the bank as the Payment Date in the ACH text file. This is the date that the funds "should" leave your account and be sent to the recipient. This defaults from the 'Payment Date' used when the payments were posted but can be changed in the event the 'Payment Date' occurred in the past, on a holiday, or on a weekend. Database Field: ERPx_MFTransactionBatch.ACHEffectiveDate |
| ACH Total | Identifies the total amount of all ACH payments included on this payment batch. This is a non-editable calculated text box. For a manual payment, this amount is automatically calculated when the page is opened, or on Save, or another Batch ID is selected. For a Payment Batch, this is calculated once the check/ACH has been printed. 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 associated with the user, formatted as [User First Name] + [User Last Name] + [Batch Number + 1] + [Quick Payment or Payment Batch]. This field defaults the most recent payment batch, if one exists. A batch may contain a list of one or more Accounts whose payment(s) are being processed. Selecting a different Batch ID refreshes page to display the associated Account(s) and payment details. 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 is a non-editable text box that defaults as 'New' and is required. This is never editable by the user. 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 record 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. ACH: User clicked the Print Payments button and selected Print ACH. ACH & Checks Printed: User clicked the Print Payments button and selected both Print Checks and Print ACH. Checks Printed: User clicked the Print Payments button and selected Print Checks. Posted: User clicked the Post Batch button and Posted Balance and Net Balance for the Account(s) have been updated. When posting a Payment Batch, the payment will be automatically applied to the included transactions on the settlement batch. Posting a Quick Payment will not result in any applications. Void: User clicked the Void Batch button and payments were cancelled for all Account(s) on the Payment Batch or Quick Payment. Posted Balance and Net Balance for the Account(s) will remain unchanged. 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 calculated text box. For a Quick Payment, this is calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the check/ACH has been printed. 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 checkbook of the same currency as the payments being processed for AP batches and from the 'Default Fisherman Checkbook ID' Fisherman Accounting Preference for Fisherman Accounting batches. Changing the Checkbook will automatically update the 'Next Check #' field. If the payment includes one or more ACH payments, changing the Checkbook to one that does not have ACH set up will result in the message "This checkbook is not set up for ACH. Clicking 'Confirm' will set the Payment Type of all the records in this Batch to Check, or you can click Cancel and set up the checkbook to support ACH." to be displayed. 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 where the Currency is USD. 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. The range is not stored in the database. |
| Check Total | Identifies the total amount of all checks included on this payment batch. This is a non-editable calculated text box. For a manual payments, this is calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the check/ACH has been printed. 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, but can be edited. This field is required and if edited, 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". Database Field: ERPx_MFTransactionBatch.NextTransactionID |
| Payment Date | Identifies the date the payments will post to the General Ledger, the data that will be printed on the checks, and the date assigned to the ACH record. This is a text box that is required. It defaults to the current date. The payment 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. For payments processed from a Settlement/Payment Batch page this field is disabled and for Quick 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
The Process Checks grid allows users to view or manage the details of all ACH/check payments being written as part of a payment batch or quick payment. From this grid, users are also able to update Address and Payee information and separate a single payment into multiple payments.
| Toolbar Icons | Description |
| New | Adds new blank lines in the grid section to allow for data entry. On a Quick Payment, this button is enabled until payment has been printed. On a Payment Batch, this button is always disabled. |
| Split Payment | Opens the Split Payment record view to add, edit or view split payments for the selected Account. The checkbox must be checked next to the Account for the Split Payment record view to open. |
| Fields | Description |
|---|---|
| Checkbox | Used to select one or more records. |
Account | Identifies the name of the Fisherman, Fisherman & Tender, Tender or Loan. This is a single-select lookup that is required. It defaults the 'Vendor Name' + '(Vendor ID)' fields for the specific Account associated with the payment. On a Quick Payment, once the payment has been split for an Account, this field will be disabled. Else, this field is editable until the payment batch is printed. For a Payment Batch, this field is never editable. The lookup contains the current assigned value and a list of all the 'Active' Fishermen, Fishermen & Tenders, and Tenders and Loans not on hold. Database Fields: ERPx_APVendor.VendorName, ERPx_APVendor.VendorID |
| Address 1 | Displays the Address 1 line of the Account address. This is a text box that is not required. It defaults from the 'Address 1' field saved for the selected Address ID. If entered, this must be <= 75 characters. This field is editable until the payment batch is printed. Database Field: ERPx_MFCheckbookTransaction.Address1 |
| Address 2 | Displays the Address 2 line of the Account address. This is a text box that is not required. It defaults from the 'Address 2' field saved for the selected Address ID. If entered, this must be <= 75 characters. This field is editable until the payment batch is printed. Database Field: ERPx_MFCheckbookTransaction.Address2 |
| Address 3 | Displays the Address 3 line of the Account address. This is a text box that is not required. It defaults from the 'Address 3' field saved for the selected Address ID. If entered, this must be <= 75 characters. This field is editable until the payment batch is printed. Database Field: ERPx_MFCheckbookTransaction.Address3 |
| Address ID | Identifies the ID of the Address for the associated Account. This is a single-select lookup that allows users to specify the Address ID to which to make the payment. It is required and defaults from the selected Account record. If the Account is changed, this field will default to blank. Once an Address ID is selected, the corresponding Address fields will default. If the Payment Type is set to "ACH", changing the Address ID to one not set up with ACH will change the Payment Type to "Check" and disable to Payment Type field. This field is editable until the payment batch is printed. The lookup contains the current assigned value, "None", and a list of all the 'Active' Fishermen Addresses or Loan Addresses associated with the Account. Database Fields: ERPx_APVendorAddress.AddressID, ERPx_MFCheckbookTransaction.EntityAddressSK |
| Amount | Identifies the amount to be paid to the associated Account. This is a text box that is required. For a Quick Payment, this amount defaults from the Payment value entered on the Fisherman Balances list view. For a Payment Batch, this amount defaults from the 'Amount to Settle' total for the associated Account on the Build Settlement Batch page. If changed, the new amount will override the defaulted amount when the batch is saved. Negative and zero dollar amounts are not permitted. If the field contains a negative amount, the message "Checks must be greater than zero." will be displayed on Save. If the field contains a zero dollar amount, the associated row will be removed on Save. For a Quick Payment, this field is editable until the payment batch is printed. For a Payment Batch, this field is never editable. Database Field: ERPx_MFCheckbookTransaction.Amount |
| City | Displays the City associated with the Account address. This is a text box that is not required. It defaults from the 'City' field saved for the selected Address ID. If entered, this must be <= 35 characters. This field is editable until the payment batch is printed. Database Field: ERPx_MFCheckbookTransaction.City |
| Description | Displays a description of the payment. This is a text box that is not required. It defaults to blank, but if entered, this must be <= 250 characters. This field is editable until the payment batch is printed. Database Field: ERPx_MFCheckbookTransaction.Description |
| Payee | Displays the individual to whom the check will be written out. This is a text box that is not required. This field defaults from the 'Payment Name' field associated with the Account's Address ID and must be <= 150 characters. This field is editable until the payment batch is printed. Database Field: ERPx_MFCheckbookTransaction.PayeeName |
| Payment Number | Displays the check number or ACH number for the payment. This is a non-editable text box that is required to post the payment batch. This field defaults to blank and is auto-generated when the check or ACH is printed. This field is never editable by the user. Database Field: ERPx_MFCheckbookTransaction.TransactionID |
| Payment Type | Identifies how an Account will get paid. This is a single-select standard lookup that is required. If defaults from the 'Default Payment Type' field saved for the Address ID. If ACH has been set up on the Fisherman ACH list view for the Address ID, then this field is editable until the payment batch is printed. Else, "Check" will be defaulted and the field will always be disabled. If the Payment Type is set to "ACH", changing the Address ID to one not set up with ACH will change the Payment Type to "Check" and disable to Payment Type field. The lookup contains "Check" and "ACH". Database Field: ERPx_MFCheckbookTransaction.TransactionTypeSK |
| State | Displays the State associated with the Account address. This is a text box that is not required. It defaults from the 'State' field saved for the selected Address ID. If entered, this must be <= 30 characters. This field is editable until the payment batch is printed. Database Field: ERPx_MFCheckbookTransaction.State |
| Zip | Displays the Zip Code associated with the Account address. This is a text box that is not required. It defaults from the 'Zip' field saved for the selected Address ID. If entered, this must be <= 15 characters. This field is editable until the payment batch is printed. Database Field: ERPx_MFCheckbookTransaction.Zip |