Transaction ID (Customer Deposit Payment ID)

• This is a unique identifier that represents a transaction.
• This is a system generated field when a transaction is initially recorded.

Workflow Type

• DEFAULT is the default value on add mode.
• This is a required field and used to determine the business process of the transaction, whether it requires approval or not.

Customer

• This is a required field. This is automatically filled in and non-editable if Sales Invoice is populated. Otherwise, user can use the magnifying glass to search for existing customer ID or Customer Name

• If the user knows already the Customer ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the customer ID entered is valid.
• The blue hyperlink next to the magnifying glass is the Customer Name which allows users to easily navigate to the Customer page if he has access to view customer Information.

Note
• Customer record must exist prior to creating a customer payment transaction.
• After selecting a customer, the contact person (if present), billing address, shipping/delivery address, currency, exchange rate, and payment terms fields are automatically filled in based on the customer information configuration.

GL Account

• This is a required field. User can use the magnifying glass to search for existing sub account number.

• GL Account Number record must exist in Admin Chart of Accounts page.
• The blue hyperlink next to the magnifying glass is the GL account number description which allows users to easily navigate to the Chart of Accounts page if he has access to view chart of accounts information.

External Receipt No.

• This is an optional field. As a reference you may indicate the external receipt number that has been issued to the customer.

Remarks

• This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information.
• This field is visible in the printed document.

Notes

• This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
• This field is not visible in the printed document.

Currency

• This is a required field and is automatically filled in after selecting a sales invoice. The field is just grayed and non-editable However, if the Sales Invoice is not populated user has an option to change / update the currency.
• User can also use magnifying glass to search for existing currency ID or currency name.

• Currency record must exist in Currency page prior creating customer deposit payment.
• If the user opts to change the currency and he knows already the currency ID, he should first delete any existing value in the field, input the new value and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the currency ID entered is valid.

• The blue hyperlink next to the magnifying glass is the currency description which allows users to easily navigate to the Currency page if he has access to view currency Information.

Exchange Rate

• This is a required field and is automatically filled in after selecting a customer. However, user has an option to change / update the exchange rate.
• Value should be based on the current exchange rate, particularly when converting from foreign to local currency.

Document Date

• This is an optional field which may contain the date when the payment takes place.

Posting Date

• This is an optional field which contains the date when the user posts the transaction.

Total Deposit Amount

• This is a read-only field and is automatically populated based on the value provided in the Amount Paid.

Applied Amount

• This is a read-only field and is automatically populated based on the value provided in the Amount Paid.

Unapplied Amount

• This is a read-only field and is automatically computed based on the values provided in the Total Payment Amount and Amount Paid fields. The Total Payment Amount less Amount Paid equals the Unapplied Amount.

Status

• This is a system generated field based on the selected workflow which indicates the specific phase / process of the transaction.

Sequence Number

• This is a primary key used to sort the products in ascending order.
• In add mode, this is editable. This cannot be edited after it has been saved.

Customer Deposit Invoice

• This is a required field. This will be the transaction reference on how much the customer has paid.

• An Open status customer deposit invoice record must exist prior to creating a customer deposit payment.
• This field is used to identify what specific customer deposit invoice that the customer has paid.
• If the user knows already the customer deposit invoice ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the customer deposit invoice entered is valid.

• The blue hyperlink next to the magnifying glass is the Customer Deposit Invoice ID which allows users to easily navigate to the Customer Deposit Invoice page to view the transaction information.

Remaining Balance

• This is a required field that allows number with two decimal places. It is used to indicate the number of products that a customer has purchased.
• This field displays the remaining amount from the total amount less the downpayment made by the customer. If no downpayment has been made, then the whole invoice amount will be displayed.

Amount Paid

• This is a required field that allows number with two decimal places. It is used to indicate the amount of money that the customer has paid.

Payment Date

• This is a required field which may contain the date when the payment takes place.

Payment Mode

• This is a required field. User may select the mode of payment for the refund process.
• User should only select from the available list.

Account Number

• This is an optional field if the payment mode selected is cash the field is grayed and non- editable. Otherwise, the field is required.
• Account Number record must exist in Admin Chart of Accounts page.
• User should only select from the available list.

Bank Details

• This is an optional field. This field is automatically filled in after selecting non-cash payment mode (e.g. Bank-To-Bank/Check/Letter Of Credit) with the corresponding account number. The field above is populated with Bank Name and the one below is the Account Name.

Check No.

• This is an optional field. However, if the payment mode is check, it’s recommended to populate this field with the check number details.

Credit Card

• This is an optional field. This field is automatically filled in after selecting credit card payment mode with the corresponding account number. The field above is populated with Credit Card Name and the one below is the Provider Name.

Transaction Ref. No.

• This is an optional field. As a reference to this particular charge, you may indicate the external reference number that has been issued to the customer.

Transaction Charge

• This is an optional field. Transaction charges are costs charged by banks to process transactions. These are the expenses that businesses need to pay to their payment service provider every time the provider processes an electronic payment.

Transaction Charge Account Number

• This is an optional field. However, if a transaction charge amount is applied then a transaction charge account number must be provided. User can use the magnifying glass to search for existing transaction charge account number.

• Transaction charge account number record must exist in Admin Chart of Accounts page.
• The blue hyperlink next to the magnifying glass is the transaction charge account number description which allows users to easily navigate to the Chart of Accounts page if he has access to view chart of accounts information.