Manual Payment Record View
A Manual Payment allows users to manually record previously written payments and choose whether or not the payment needs to be updated in the General Ledger. From here, users can enter new, edit un-posted, delete un-posted, and/or post manual payment transactions. When Manual Payments set to update the GL are posted, the General Ledger is updated from the transaction's Journal Entry and the Checkbook Balance is updated. Journal Entries are only created once the Manual Payment is Posted.
Software Version: 2024.12.16 and newer
Page Header
Header Toolbar
Toolbar Icons | Description |
|---|---|
Delete | |
Help | |
Journal Details | This icon is only visible after the transaction is 'Posted'. |
New | |
Notes | |
Save | |
Save & Close |
Home Tab
Fields | Description |
|---|---|
Amount | An editable text box to enter the amount of the payment, in the checkbook's currency. Once the 'Checkbook' has been selected and the transaction has been saved, this will display in the format of the checkbook's currency. This defaults to 0.00 but must be a non zero value to Approve or Post. If not, the message "Amount is required and must not be zero." will appear on Save.
This 'Amount' will be the value that is auto-assigned to the first line of the Manual Payment grid as either a Debit or Credit. Database Field: ERPx_MFCheckbookTransaction.Amount |
Checkbook | A single-select lookup to select the Checkbook the payment is being made for. This field is editable when the Status is "New". If the Checkbook is changed, the GL Account on the auto-assigned row (first row in the grid) will be updated to be the new Checkbook's Cash Account. The data for manually entered lines will remain unchanged but the currency format of the Debit and Credit columns will be updated to match the currency format of the checkbook. This defaults to blank but is required, 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:
Database Field: ERPx_MFCheckbookTransaction.CheckbookSK |
Comment | A text box to enter a short comment pertaining to the payment. This field defaults to blank, is always editable (even after the transaction is posted) and is not required. If a Comment is entered, it will become the Comment on the Journal Entry. However, if this is changed for a "Posted" Manual Payment, the new 'Comment' will only be visible in the record view and on inquiries, it will not be updated in the posted journal entry. If a Comment is entered, it will also become the Line Comment for the Checkbook's Cash Account (if Update GL is set to 'Yes') after initial Save, however, if this value is changed/updated after this it will not update the Line Comment. The 'Comment' must be <= 60 characters. Database Field: ERPx_MFCheckbookTransaction.Comment |
Payee | A text box to enter a name of the recipient of the payment. This is an editable textbox that defaults to blank and is required. If missing, the message "Payee is required." will be displayed on Save. This is editable while the transaction is in a status of 'New' and must be <=150 characters. Database Field: ERPx_MFCheckbookTransaction.PayeeName |
Payment Date |
Database Field: ERPx_MFCheckbookTransaction.TransactionDate |
Payment Number | Identifies the transaction number of the payment. This is an editable textbox that defaults to blank but is required. If missing, the message "Payment Number is required." will be displayed on Save. After Save this will be used as the transaction ID and the field will be disabled. This field is editable while in 'New' status and prior to the initial Save, then it is disabled. The Payment Number does not need to be unique but must be <=20 characters. Database Field: ERPx_MFCheckbookTransaction.TransactionID |
Payment Type | Identifies the method of the payment. This is a single select lookup that defaults to blank but is required. If missing, the message "Payment Type is required." will be displayed on Save. This is editable while in 'New' status. The lookup contains the values "ACH", "Check", "Draft" and "Wire". Database Fields: ERPx_MFModuleTransaction.TransactionName, ERPx_MFCheckbookTransaction.PaymentTypeSK |
Reference | A text box to enter a 3rd party reference number for the payment. This field defaults to blank, is always editable (even after the transaction is posted) and is not required. If a Reference is entered, it will become the Reference on the Journal Entry. However, if this is changed for a "Posted" Manual Payment, the new 'Reference' will only be visible in the record view and on inquiries, it will not be updated in the posted journal entry. The 'Reference' must be <= 60 characters. Database Field: ERPx_MFCheckbookTransaction.Reference |
Status |
Database Field: ERPx_MFCheckbookTransaction.Status |
Update GL | Identifies if the General Ledger will be updated with the payment details or not. This is a Yes/No lookup that defaults to "Yes" and is required. If set to "Yes", after Save, a line item will be added to the grid with the Account details for the Checkbook's Cash Account and the Amount (either Debit, or Credit depending on if it is a positive or negative amount) will populate in the grid and the "New" and "Delete" buttons on the toolbar will be enabled. If set to "No", after Save, the grid will be blank and the "New" and "Delete" buttons will remain disabled. Database Field: ERPx_MFCheckbookTransaction.UpdateGL |