Manual Payment Record View
- Emma Greenwood
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: 2024.05.20 and newer
Page Header
Header Toolbar
| Toolbar Icons | Description |
|---|---|
| Delete |
WARNING: Records cannot be recovered once they are deleted! |
| Help |  Opens the online WIKI help page for the current page. |
| Journal Details | Opens the Journal Details window showing the Journal Entry for this transaction.
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| New |
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| Notes |
Notes are used throughout the application to add additional details to Master Files and Transactions. Transactions and Master Files that support Notes store the text of the note in one or more 'Note Types' as a way to classify/organize notes. |
When clicked, all the Reports that launch from the Print Dialog that are assigned to this page, and that the user has rights to (if Report Data Access is enabled) are displayed. | |
Save |  Saves the changes made to the record. |
| Save & Close |  Saves your changes and closes the page. |
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 | Identifies the date of the transaction. This is a date picker to assign/edit a date for the transaction. This defaults to the current date on New and is required to save the transaction. If missing, the message "Payment Date is required." will be displayed on Save. This is editable while the transaction is in a Status of "New". This date will set the GL Date in the database and will always be the date used on the journal. 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 | Identifies the Status of the transaction. This is a single-select standard lookup that defaults as 'New' and is required. This is disabled until the initial Save, then it is editable while the transaction is 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. 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 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 |
Properties Tab
The fields sorted at the bottom of this section, prefixed with "MC:" are only visible on multi-currency Manual Payment transactions.
Fields | Description |
|---|---|
| Group: Transaction | |
| Transaction ID | A non-editable text box to identify the Transaction #. This is a system assigned value that is not editable by a user. Database Field: ERPx_MFCheckbookTransaction.TransactionID |
| 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. 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. Database Field: ERPx_MFCheckbookTransaction.CreatedBy |
| 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. 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. Database Field: ERPx_MFCheckbookTransaction.LastUser |
| TransactionSK | A non-editable text box to identify the SK value of the Transaction. This is a looked-up value, that is primarily used for support. Database Field: ERPx_MFCheckbookTransaction.CheckbookTransactionSK |
| CheckbookSK | A non-editable text box that displays the SK value of the Checkbook that is assigned to the Transaction. Database Field: ERPx_MFCheckbookTransaction.CheckbookSK |
| Group: Multi Currency | |
| MC: Exchange Table | A non-editable text box that displays the 'Exchange Table ID' used to convert the Manual Payment amount from the Checkbook's Currency to the Home Currency for the Journal Entry and to populate the 'Home Amount' column for this transaction, on the Checkbook Transaction Inquiry. This will be blank for all Manual Payments where the Checkbook's currency is in the 'Home Currency'. This is required for all Manual Payments where the Checkbook's currency is in a foreign currency. This is assigned as the first Exchange Table containing both the 'Home Currency' and the foreign currency on the payment, with a valid 'Rate' (exchange rate) for the 'Trans. Date'. If there are no Rates that cover the 'Trans. 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 [TransactionCurrencyID] and [HomeCurrencyID]." will be displayed on Save after the Status is changed to Approve and/or Ready to Post. |
| MC: Currency Conversion | A non-editable text box that displays the currencies on the 'Exchange Table' being used to convert the payment 'Amount' to the 'Home Currency' amount. This is formatted as: "From [Checkbook Currency] to [Home Currency]". |
| MC: Exchange Date | A non-editable text box to show the date range of the 'Rate' (Exchange Rate) on the 'Exchange Table' assigned to this transaction. This is required to identify which exchange 'Rate', on the exchange table, is used to create the Journal Entry and to populate the 'Home Amount' column for this transaction, on the Checkbook Transaction Inquiry. The 'Rate' is looked-up using the 'Payment 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 12/01/23 to 12/07/23". |
| MC: Exchange Rate | A non-editable text box to show the 'Calculation Method' and 'Rate' being used to convert the Adjustment to the 'Home Currency'. This conversion is required to create the Journal Entry and to populate the 'Home Amount' column for this transaction, on the Checkbook Transaction Inquiry. 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: Home Currency Amount | A non-editable text box that displays the calculated amount of the Manual Payment in the 'Home Currency' amount. |
Page Details
| Toolbar Icons | Description |
|---|---|
| Column Filter Show/Hide |  Toggles between displaying and hiding a filter row in the grid under the column headers. The filter row will be displayed by default if the Quick Column Filter is also implemented in the page. When enabled, this will allow users to type in text to filter by a specific column. |
| Delete |
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| 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, or excluded columns, only the contents in the grid will be exported. |
| Group By Show/Hide |  Toggles between displaying and hiding a row in the grid above the column headers to enable grouping by one or more column(s). Once displayed, users may drag and drop column headers to group by a specific column. Once the grid is grouped by a column(s), a subtotal footer row will display in the grouping for columns that have a page footer total. |
| New |  Inserts blank lines that allow adding multiple new records. |
| Quick Column Filter |
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| Saved Layouts |
Please note that existing saved grid layouts will display the Filter Row as hidden by default. |
| Fields | Description |
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Account | A lookup to select a GL Account. The lookup includes all the 'Active' accounts in the GL Accounts master file, the current selected value, and a blank value. The list is displayed in ascending order, as [Account]: [Account Description]. This is single-select load on demand style lookup where the user can type any part of the Account Number or Description and the list will update to only show records that match. This is enabled when the transaction status is "New" but is disabled when the transaction status is "Approved" and/or "Ready to Post". This defaults to blank but is required if either a Debit or Credit amount is entered.
Database Field: ERPx_MFCheckbookDetail.AccountSK |
| Credit | A text box to enter/edit the Credit amount of the line item, in the checkbook's currency, displayed in the currency format. This defaults to 0.00 and is enabled while the transaction is in a Status of "New" AND there is not a value in the 'Debit' column. Once a value has been entered, the 'Debit' amount will be disabled. The grand total of the Debits must equal the grand total of the Credits in order to Approve and/or Post the transaction. If not, the message "Total Debits do not equal total Credits." will be displayed on Save.
Database Field: ERPx_MFCheckbookDetail.CreditAmount |
| Debit | A text box to enter/edit the Debit amount of the line item, in the checkbook's currency, displayed in the currency format. This defaults to 0.00 and is enabled while the transaction is in a Status of "New" AND there is not a value in the 'Credit' column. Once a value has been entered, the 'Credit' amount will be disabled. The grand total of the Debits must equal the grand total of the Credits in order to Approve and/or Post the transaction. If not, the message "Total Debits do not equal total Credits." will be displayed on Save.
Database Field: ERPx_MFCheckbookDetail.DebitAmount |
| Line Comment | A text box to enter a comment pertaining to the payment line. This field is editable while the transaction is in a Status of "New". The Line Comment is not required. If a Comment is entered, it must be <= 500 characters. If a Line Comment is entered, it will become the Line Comment on the Journal Entry. Database Field: ERPx_MFCheckbookDetail.Comment |
