Checkbook Adjustment Record View
- Tom Williams
- Emma Greenwood
- Alexander Moritz (Unlicensed)
- Janice Dannenberg (Unlicensed)
A Checkbook Adjustment is a transaction to enter adjusting/correcting entries that impact a checkbook balance. Checkbook Adjustments specify the overall adjusting amount as either a positive (DEBIT) or negative (CREDIT) amount. The overall adjustment amount posts to the Checkbooks associated 'Cash' GL Account and is offset to one or more GL Accounts. From here, users can enter new adjustments, edit un-posted adjustments, delete un-posted adjustments, and/or post an adjustment transaction. When Checkbook Adjustments are posted, the General Ledger is updated from the transaction's Journal Entry and the Checkbook Balance is updated.
Software Version: 2024.05.20 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. |
| Notes | Opens the Notes dialog, filtered for the appropriate Note Type(s). From here, users can add, review, or edit Notes associated with the record. This icon is always enabled. |
| Opens the Print dialog window, where transaction and/or analysis reports can be downloaded, printed and/or emailed. | |
| Save | Saves all changes. On Save, if there are values in the 'Trans. Date', 'Checkbook', and 'Amount' fields but no lines in the Adjustment Lines Grid, then the first row for the checkbook GL Account and 5 blank rows will be added. |
The bolded view is the default view, which will determine the view will automatically display in when opened. Home Tab
| Fields | Description |
|---|---|
| Amount | An editable text box to enter the amount of the adjustment, 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 cannot be 0.00." will appear on Save.
This 'Amount' will be value that is auto-assigned to the first line of the Adjustment Lines Grid as either a Debit or Credit. Database Field: ERPx_MFCheckbookTransaction.Amount |
| Checkbook | A single-select combo box to select the Checkbook the adjustment 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 GL 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 to add detail rows to the grid and to Approve or Post. If missing, the message "Checkbook is required." will be displayed when the 'New' icon in the Adjustment Lines Grid is clicked. 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 adjustment. This field 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" Adjustment, the new 'Comment' will only be visible in the record view and on inquiries, it will not be updated in the posted journal entry. The 'Comment' must be <= 60 characters. Database Field: ERPx_MFCheckbookTransaction.Comment |
| Reference | A text box to enter a 3rd party reference number for the adjustment. This field 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" Adjustment, 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 | A single-select standard lookup to assign the Transaction Status. This defaults to "New" but can be changed to "Approved" or "Ready to Post". Updating the Status does the following:
Database Field: ERPx_MFCheckbookTransaction.TransactionStatusSK |
| Trans. Date | A date field to enter the date the adjustment posted to, or should post to, the bank account. This defaults to the current date and is required to add detail rows to the grid and to Approve or Post. If missing, the message "Trans. Date is required." will be displayed on Save. This field is only editable while the transaction Status is "New". When the transaction status is changed to Approve and/or Ready to Post, 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 |
Properties Tab
The fields sorted at the bottom of this section, prefixed with "MC:" are only visible on multi-currency adjustment transactions.
| Fields | Description |
|---|---|
| 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 |
| 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 |
| 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 |
| 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 |
| MC: Currency Conversion | A non-editable text box that displays the currencies on the 'Exchange Table' being used to convert the 'Adjustment Amount' to the 'Home Currency' amount. This is formatted as: "From [Checkbook Currency] to [Home Currency]". This is required when the Deposit Checkbook's currency is not in the 'Home Currency'. |
| 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: 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 'Trans. 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 10/01/19 to 10/07/19". |
| MC: Exchange Table | A non-editable text box that displays the 'Exchange Table ID' used to convert the Adjustment 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 Adjustments where the Checkbook's currency is in the 'Home Currency'. This is required for all Adjustments 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 adjustment, 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: Home Currency Amount | A non-editable text box that displays the calculated amount of the Adjustment in the 'Home Currency' amount. |
Page Detail
The purpose of the Adjustment Lines grid is to assign the GL Account(s) that will be used on an adjustment. In order to Approve and/or Post the transaction, the grand total of the Debits must equal the grand total of the Credits. This first line in the grid is auto-assigned from the 'Amount' on the header. The additional lines are used to code the adjustment offset to the correct GL Account(s). The auto-added line will always sort to the top and the rest of the lines will be sorted by GL Account, Debit Amount, and Credit Amount.
| 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'.
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| 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. |
| New | Adds new blank lines in the grid section to allow for data entry. New lines cannot be added unless both the 'Trans. Date' and 'Checkbook' header fields have been entered. If not, the message "Trans. Date and Checkbook are required." will be displayed when the 'New' icon is clicked. |
| Fields | Description |
|---|---|
| Checkbox | Used to select one or more records for Mass Update 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 |
| 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 |
| 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 |
| Line Comment | A text box to enter a comment pertaining to the adjustment 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 |