Financial - Transfer Book

To access and perform actions in the module:

Assign the permit Perform actions in Cashier and Update Bank Reference modules

This module is used to update a transfer receipt (TRC) with the bank reference for the TRC or with a reference from an external file that can be uploaded to the system. The bank reference is a reference number which is provided manually by the bank to the system operator.

Updating a TRC with a bank reference number indicates that money has been successfully deposited in the bank account. A transfer receipt is issued when payment is made directly to the bank by one of the following methods:

  1. Bank transfer

  2. Credit card

  3. Gift card

Upon accessing the module, only TRC receipts pending a bank reference update are displayed by default. In the Cashier module, as opposed to this module, only receipts for payment made by cash or check are displayed.

You cannot update the bank reference number on transfer receipts that have been refreshed in the  Export Data to General Ledger module.

You can cancel a transfer receipt that has been refreshed if in Setup - Database Definitions - Documents Receipt, the option Allow users to cancel transfer receipts bank reference that have been refreshed in the Export Data to General Ledger module is selected.

This module is used to perform the following actions:

  1. Update a TRC with a bank reference

  2. Search for an existing transfer receipt

To update a TRC with a bank reference

  1. Go to Financial – Update Bank Reference. By default, all transfer receipts pending a bank reference update are displayed in the results section.

  2. If required, locate a specific transfer receipt to update as described below.

  3. Select one or more transfer receipts to update by selecting the check box in the first column of the transfer receipt row.

    If required, click the Select All link at the bottom of the page to select all the transfer receipts on the page.

  4. Click Bank Reference at the top or bottom of the page.

    The Edit Bank Reference dialog window is displayed.

  5. In the Bank Reference field, enter the bank reference number with which the transfer receipts selected will be updated.

  6. Click OK.

    The Bank Ref. field in the transfer receipt row is updated with the bank reference number.

To search for an existing transfer receipt

  1. Go to Financial – Update Bank Reference.

    By default, all transfer receipts pending a bank reference update are displayed in the results section.

  2. Use one or more of the following search parameters:

    Field

    Description

    Issue Date

    Select the date range for the issue date of the transfer receipt.

    To select a specific issue date, select the same date in both the Issue Date and to fields.

    Value Date

    Select the date range for the value date of the transfer receipt.

    To select a specific value date, select the same date in both the Value Date and to fields.

    Receipt No.

    Enter a range for the transfer receipt number.

    To locate a specific transfer receipt, enter the same number in both fields.

    For example: to locate transfer receipt no. 18, enter the number 18 in both fields.

    Form of Payment

    Select one or more forms of payment (Bank Transfer, Credit Card, Gift Card) for which a transfer receipt has been issued.

    User

    Select the user who issued the transfer receipt.

    Currency

    Select the currency of the transfer receipt.

    Note that when updating a transfer receipt with a bank reference number, all transfer receipts must be of the same currency.

    Branch

    Select the branch(es) from which the transfer receipt was issued.

    Document Type

    Select Pending for Bank Ref. to locate only transfer receipts without a bank reference number.

    Select All documents to locate all transfer receipts.

    Select Items Matching Bank Ref. # to locate all transfer receipts associated with a specific bank reference number.

    After selecting Items Matching Bank Ref. #, enter the bank reference number.

  3. Click Find.

    Transfer receipts matching the search criteria are displayed in the results section.

    For each transfer receipt, the following fields will be displayed on this page:

    Field

    Description

    No.

    The transfer receipt number.

    The number is an active link. Clicking the link will display the transfer receipt.

    Issue

    The date on which the transfer receipt was issued.

    Value

    The date on which the transfer receipt goes into effect.

    Details

    Details regarding the payment method (e.g. last 4 digits of credit card number or name of bank account receiving the bank transfer).

    Payment By/Branch

    In this column you can select by clicking on the icon with the three bars () to display:

    • The account against which the transfer receipt was issued

    • The branch from which the transfer receipt was issued

    Bank Ref.

    The bank reference number (if updated).

    Amount

    The amount of the transfer receipt.

    Curr.

    The currency of the transfer receipt.

    To cancel a transfer receipt: Click the arrow at the end of the transfer receipt row and click Cancel document.

    The transfer receipt will be cancelled and Cancelled will be displayed in the Bank Ref. field.

    To cancel a transfer receipt, the permit Cancel credit card, bank transfer and check payment  receipts must be assigned to the user.

 

Within the results, you can choose between Bank Reference or Issue receipt from file.