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Learn to work with Financial Transactions

Back to Financial Transactions Main Page

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Rejected transactions cannot be edited and do not affect the Accounts Receivable Balance.
Navigate to Financial Transactions and explore existing records via the Summary page.
Click on the number of the record of your interest to enter the Data Entry page and see more detail.
Use the Actions Menu to create a NEW Financial Transaction or modify (EDIT) an existing one. Financial Transactions cannot be deleted but can be rejected or cancelled, depending on their Life Cycle State.
Use the PRINTOUTS link to extract or email information related Financial Transactions to the customer.
Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Financial Transactions.
Click on ACTIONS to discover other possibilities available for Financial Transactions.

Check the Validations & Restrictions Table below for a list of available Actions when working with Financial Transactions including each Action's related restrictions, validations and a description of its system process. View the Attributes Table for a comprehensive description of Financial Transactions fields.

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validations
validations
Validations & Restrictions

Action

Restrictions

Validations

System Processing

Create

Mandatory Configuration Entities must be configured before you start using Financial Transactions. Check out Financial Transactions - Configuration Requirements.

Not Applicable

Not Applicable

Save Invoice

Not Applicable

SAVE AS DRAFT
- Validates that:
  - All mandatory fields are specified
  - Accounts Receivable is not 'Terminated.'
  - Validates the category against the Financial Transaction's Type
SAVE (POSTED)
- Validates that:
  - The VAT percentage against the selected VAT rate
  - The Due Date, (if defined) meets the Credit Period Rules defined on the Accounts Receivable Credit Period and 'Active' Accounts Receivable Definitions
SAVE AS DRAFT & SAVE (POSTED)
- Back Office Code Validation
  - If the Back Office Code is specified, the System will validate that the code is unique for that Type of Financial Transaction
  - If a Back Office Code is not specified, then no validation takes place

SAVE AS DRAFT
- Life Cycle State is set to 'Draft'
- Issued Date is set
- Reference Number is set
- Invoice Items sub amounts and total amounts are calculated
SAVE (POSTED)
If the Invoice is created and 'Posted' at the same time then
- Life Cycle State is set to 'Posted'
- Posted Date is set
- Transaction number is set
- Due Date is calculated and set, if not already set
- Un-allocated Credit Notes are allocated against this Invoice based on the allocation principle specified in the 'Active' Accounts Receivable Definition
- Invoice Items sub amounts and total amounts are calculated

Save Credit Note

Not Applicable

SAVE AS DRAFT
- Validates that:
  - All mandatory fields are specified
  - Accounts Receivable is not 'Terminated'
  - Validates the category against specified 'Financial Transaction' type
SAVE (POSTED)
- Validates the VAT percentage against the selected VAT rate
SAVE AS DRAFT & SAVE (POSTED)
- Back Office Code Validation
  - If the Back Office Code is specified, the System will validate that the code is unique for that Type of Financial Transaction
  - If a Back Office Code is not specified, then no validation takes place

SAVE AS DRAFT
- Life Cycle State is set to 'Draft'
- Issued Date is set
- Reference Number is set
- Credit Note Items sub amounts and total amounts are calculated
- Invoice Items sub amounts and total amounts are calculated
SAVE (POSTED)
If the Credit Note is created and posted at the same time then the:
- Life Cycle State is set to 'Posted'
- Posted Date is set
- Transaction Number is set
- Credit Note is allocated against anyun-allocatedInvoices based on the allocation principle specified in the 'Active' Accounts Receivable Definition
- Invoice Items sub amounts and total amounts are calculated

Save Payment

Not Applicable

- Validates that:
- All mandatory fields are specified
- Accounts Receivable is not 'Terminated'
- Validates the category against Financial Transaction Type
- Validates the payment method against Financial Transaction Type
SAVE AS DRAFT & SAVE (POSTED)
- Back Office Code Validation
  - If the Back Office Code is specified, the System will validate that the code is unique for that Type of Financial Transaction
  - If a Back Office Code is not specified, then no validation takes place

SAVE AS DRAFT
- Life Cycle State is set to 'Draft'
- Issued Date is set
- Reference Number is set
- Invoice Items sub amounts and total amounts are calculated

SAVE (POSTED)
If the Payment is created and posted at the same time then the:

Life Cycle State is set to 'Posted'
Posted Date is set
Transaction Number is set
Payment is allocated against anyun-allocatedInvoices based on the allocation principle specified in the 'Active' Accounts Receivable Definition

Invoice Items sub amounts and total amounts are calculated

Note

Status

colour	Yellow
title	Available from CRM.COM R11.0.0

- If the Payment is related to a Payment Gateway then the Life Cycle State will be set to "Pending Verification" and not "Posted" until is handled successfully by the Gateway

Save Refund

Not Applicable

Validates that:
- All mandatory fields are specified
- Accounts Receivable is not 'Terminated'
- Validates the category against Financial Transaction Type
- The Balance of the customer is negative and equal to or less than to the Refund amount
SAVE AS DRAFT & SAVE (POSTED)
- Back Office Code Validation
  - If the Back Office Code is specified, the System will validate that the code is unique for that Type of Financial Transaction
  - If a Back Office Code is not specified, then no validation takes place

SAVE AS DRAFT
- Life Cycle State is set to 'Draft'
- Issued Date is set
- Reference Number is set
SAVE (POSTED)
If the Refund is created and posted at the same time then the:
- Life Cycle State is set to 'Posted'
- Posted Date is set
- Transaction Number is set

Edit

Life Cycle State = 'Draft'

Mandatory Information is provided

"Pending Verification" Payments cannot be modified and no actions can be applied manually on them

Delete

Financial Transactions cannot be deleted

Mandatory Information is provided

Post

Life Cycle State = 'Draft'

Validation is only applied on Invoices
- If defined, the Due Date is validated against the Accounts Receivable Credit Term
Validation is only applied on Refunds
- The Balance of the related Accounts Receivable is negative and equal to or less than the Refund amount.

Posted Date is set
Transaction Number is generated (Until a Financial Transaction is 'Posted' only a Reference Number is available)

Allocations are performed, and the Financial Transactions are validated based on the 'Active' Configuring Financial Transaction Definitions and their Financial Transaction Type.

Note

Status

colour	Yellow
title	Available from CRM.COM R11.0.0

- If the Transaction is Payment or Payment Cancellation related to a Payment Gateway then the Life Cycle State will be set to "Pending Verification" and not "Posted" until is handled successfully by the Gateway

Reject

Life Cycle State = 'Draft'

Validates that
- A reason for the Rejection is specified
- The Rejection Reason is included in the 'Allowed Rejection Reasons' specified in the 'Active' Financial Transactions Definitions
- The related Accounts Receivable is not 'Terminated'

The Life Cycle State of the Financial Transaction is updated to 'Rejected'

Cancel Payment

Life Cycle State = 'Posted'

Back Office Code Validation
- - If the Back Office Code is specified, the System will validate that the code is unique for that Type of Financial Transaction
  - If a Back Office Code is not specified, then no validation takes place

A new Financial Transaction is created with a "Payment Cancellation" classification
- Life Cycle State of the Payment Cancellation Type is set to 'Posted'
- Posted Date is set equal to current date
- Transaction Number is set
- Payment Cancellation number is set on the cancelled Payment

If the Payment is allocated against one or more Invoices then it is de-allocated

Note

Status

colour	Yellow
title	Available from CRM.COM R11.0.0

- If the Payment is related to a Payment Gateway then the Life Cycle State will be set to "Pending Verification" and not "Posted" until is handled successfully by the Gateway

Move Payment

Life Cycle State = 'Posted'

Validates that
- The intended Accounts Receivable (destination) for the Payment is not 'Terminated'

A Payment Cancellation is created against the initial Accounts Receivable, referencing the original Payment
- The Payment Cancellation is created with a 'Posted' Life Cycle State
- The Payment Cancellation amount is the same as that of the original Payment
An identical Payment is created against the Accounts Receivable provided
- the Payment is created with a 'Posted' Life Cycle State
- the Payment amount and method are same as that of the original Payment
A Financial Transaction Type is provided by the user as input for each Financial Transaction. Payment movements are allowed to and from Accounts Receivable that are not 'Terminated'.

Cancel Invoice

Life Cycle State = Posted

Back Office Code Validation
- - If the Back Office Code is specified, the System will validate that the code is unique for that Type of Financial Transaction
  - If a Back Office Code is not specified then no validation takes place

A new Financial Transaction is created with an "Invoice Cancellation" classification
- Life Cycle State of the Invoice Cancellation Type is set to 'Posted'
- Posted Date is set equal to current date
- Transaction Number is set
- Invoice Cancellation is set against the cancelled Invoice
Any payments or Credit Notes which are already allocated against the cancelled Invoice are de-allocated

Quick Pay (Invoices)

Not available for invoices that are 'Settled'

Not Applicable

Not Applicable

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Attributes

An * indicates a field is mandatory

Invoice Attributes

Name

Description

Number

The transaction number of the Invoice which is automatically generated on posting the Invoice

Reference Number

The reference number of the Invoice which is automatically generated by creating the Invoice

Accounts Receivable*

The Accounts Receivable that the Invoice is created for

Financial Transaction Type*

The Financial Transaction Type. Only Financial Transaction Types classified as Invoices can be applied

Life Cycle State

The Life Cycle State of the Invoice which can be any of the following:

Draft
Posted
Rejected

Rejection Reason

The Rejection Reason is mandatory only if the Transaction is rejected while being in a 'Draft' Life Cycle State.

Category

The category of the Invoice. Only Categories listed as 'Allowed' on the related Financial Transaction Type can be applied.

Issued On

The date that the Invoice was issued on

Posted On

The date that the Invoice was 'Posted' on

Due On

The date on which the credit period for a 'Posted' Invoice ends.

Shared Notes

Notes for the Invoice. Each time the notes are amended, the user and the date are logged.

Back Office Code

A code which is used by external systems to refer to a specific Financial Transaction.
The Back Office Code is not mandatory, but if specified then it should be unique.

Invoice Items*

A list of items which are Invoiced by this Financial Transaction. The following aggregated amounts are also calculated dynamically:

Discount amount
VAT amount
Net amount
Total amount
Status
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title Available from CRM.COM R12.0.0
Tax Amount
Outstanding amount (AVAILABLE AFTER SAVING)
Unsettled amount (AVAILABLE AFTER SAVING)

Invoices must contain at least one item

Log Information

The standard set of Log Details information available in all entities

Credit Note Attributes

Name

Description

Number

The transaction number of the Credit Note which is automatically generated on posting the Credit Note

Reference Number

The reference number of the Credit Note which is automatically generated on creating the Credit Note

Accounts Receivable*

The Accounts Receivable that the Credit Note is created for

Financial Transaction Type*

The Financial Transaction Type. Only Financial Transaction Types classified as Credit Notes can be applied

Life Cycle State

The Life Cycle State of the Credit Note which can be any of the following:

Draft
Posted
Rejected

Rejection Reason

The Rejection Reason is mandatory only if the Transaction is rejected while being in a 'Draft' Life Cycle State

Category

The category of the Credit Note. Only Categories listed as 'Allowed' on the related Financial Transaction Type can be applied.

Issued On

The date that the Credit Note was issued on

Posted On

The date that the Credit Note was 'Posted' on

Issue Reason

A description of the reason that the Credit Note is issued

Shared Notes

Notes for the Credit Note. Each time the notes are amended, the user and the date are logged.

Back Office Code

A code which is used by external systems to refer to the specific Financial Transaction.
The Back Office Code is not mandatory, but if specified then it should be unique

Invoices to credit

The Invoices that were intended to be credited

Credit Note Items*

A list of items which are credited by this Financial Transaction. The following aggregated amounts are also calculated dynamically:

Discount amount
VAT amount
Status
colour Blue
title Available from CRM.COM R12.0.0
Tax Amount
Net amount
Total amount

It is mandatory to specify at least one Credit Note item

Log Information

The standard set of Log Details information available in all entities

Payment Attributes

Name

Description

Number

The transaction number of the Payment which is automatically generated on posting the Payment

Reference Number

The reference number of the Payment which is automatically generated by creating the Payment

Accounts Receivable*

The Accounts Receivable that the Payment is created for

Financial Transaction Type*

The Financial Transaction Type.Only Financial Transaction Types classified as Payment can be applied

Life Cycle State

The Life Cycle State of the Invoice which can be any of the following:

Draft
Posted
Rejected
Pending Verification
Status
colour Yellow
title Available from CRM.COM R11.0.0
Note
"Pending Verification" Life Cycle State is set whenever a Payment with a Payment Method processed by a Generic Payment Gateway is posted.

Rejection Reason

The Rejection Reason is mandatory only if the Transaction is rejected while being in a 'Draft' Life Cycle State

Payment Method*

The method of Payment for the specific Transaction. Only Payment methods listed as 'Allowed' in the Financial Transaction Type can be applied.

(Payment) Amount*

The amount of the Payment

Payment Preference

Status

colour	Yellow
title	Available from CRM.COM R11.0.0

The Accounts Receivable Payment Preference that will be used to process the payment.

Note
The field which is displayed and also used to search and retrieve the Accounts Receivable Payment Preference is the field which is set as the field identifier, through the related Payment Preference.This is applicable and mandatory only if the selected Payment Method is processed by a Generic Payment Gateway.

Category

The category of the Payment. Only Categories listed as 'Allowed' on the related Financial Transaction Type can be applied.

Issued On

The date that the Payment was issued on

Posted On

The date that the Payment was 'Posted' on

Received On*

The date on which the Payment was received

Received By User*

The user who received the Payment

Received By Unit*

The unit that received the Payment

Shared Notes

Notes for the payment. Each time the notes are amended, the user and the date are logged.

Back Office Code

A code which is used by external systems to refer to the specific Financial Transaction.
The Back Office Code is not mandatory, but if specified then it should be unique.

Invoices To Pay

The Invoices that the Payment was intended for

Bills to Pay

The Bills that the Paymentwereintended for

Voucher

The voucher that was used for the Payment and resulted in its creation and posting. This information is available only if the Payment was created by using a voucher.

Payment Gateway Information
Status
colour Yellow
title Available from CRM.COM R11.0.0

Provides information related to the Payment Gateway Provided that processed the Payment.

Payment Gateway Provider
Payment Gateway Reference Number
Payment Gateway Request Number
Payment Gateway Request Life Cycle State
Payment Gateway Request Executed On
Note
This section is applicable only if the specified payment method is processed by a Payment Gateway Provider

Log Information

The standard set of Log Details information available in all entities

Refund Attributes

Name	Description
Number	The transaction number of the Refund which is automatically generated on posting the Refund
Reference Number	The reference number of the Refund which is automatically generated by creating the Refund
Accounts Receivable*	The Accounts Receivable related to the Refund
Financial Transaction Type*	The Financial Transaction Type. Only Financial Transaction Types classified as Refund can be applied.
Life Cycle State	The Life Cycle State of the Refund which can be any of the following: Draft Posted Rejected
Refund Amount*	The amount to be Refunded
Category	The category of the Refund. Only Categories listed as 'Allowed' on the related Financial Transaction Type can be applied.
Issued On	The date that the Refund was issued on
Posted On	The date that the Refund was 'Posted' on
Issue reason	A description of the reason for the Refund
Shared Notes	Notes for the refund. Each time the notes are amended, the user and the date are logged.
Back Office Code	A code which is used by external systems to refer to the specific Financial Transaction. The Back Office Code is not mandatory, but if specified then it should be unique.
Log Information	The standard set of Log Details information available in all entities

Invoice Cancellation Attributes

Name	Description
Number	The transaction number of the Invoice Cancellation which is automatically generated on posting the Invoice Cancellation
Reference Number	The reference number of the Invoice Cancellation which is automatically generated on creating the Invoice Cancellation
Accounts Receivable*	The Accounts Receivable related to the Invoice Cancellation
Financial Transaction Type*	The Financial Transaction Type. Only Financial Transaction Types classified as Invoice Cancellations can be applied
Life Cycle State	The Life Cycle State of the Invoice Cancellation which can be any of the following: Posted Rejected
Rejection Reason	The reason that the Transaction was rejected. It is mandatory only if the Transaction is rejected while being in a 'Draft' Life Cycle State.
Invoice Cancelled	The Invoice that is cancelled
Category	The category of the Invoice Cancellation. Only Categories listed as 'Allowed' on the related Financial Transaction Type can be applied.
Issued On*	The date that the Invoice Cancellation was issued on
Posted On*	The date that the Invoice Cancellation was 'Posted' on
Issue Reason	A description of the reason for which the Invoice Cancellation is issued
Shared Notes	Notes for the Invoice Cancellation. Each time the notes are amended, the user and the date are logged.
Back Office Code	A code which is used by external systems to refer to the specific Financial Transaction. The Back Office Code is not mandatory, but if specified then it should be unique.
Invoice Items	The list of items which were included in the cancelled Invoice
Log Information	The standard set of Log Details information available in all entities

Payment Cancellation Attributes

Name

Description

Number

The transaction number of the Payment Cancellation which is automatically generated on posting the Payment Cancellation

Reference Number *

The reference number of the Payment Cancellation which is automatically generated on creating the Payment Cancellation

Accounts Receivable*

The related Accounts Receivable

Financial Transaction Type*

The Financial Transaction Type. Only Financial Transaction Types classified as Payment Cancellation can be applied.

Life Cycle State*

The Life Cycle State of the Payment Cancellation which can be any of the following:

Posted
Rejected
Pending Verification
Status
colour Yellow
title Available from CRM.COM R11.0.0

Rejection Reason

The reason that the Transaction was rejected. It is mandatory only if the transaction is rejected while being in a 'Draft' Life Cycle State.

Payment Cancelled

The payment affected by the Payment Cancellation

Payment Amount

The amount of the cancelled Payment

Category

The category of the Payment Cancellation. Only Categories listed as 'Allowed' on the related Financial Transaction Type can be applied.

Issued On*

The date that the Payment Cancellation was issued on

Posted On*

The date that the Payment Cancellation was 'Posted' on

Issue reason

A description of the reason for which the Payment Cancellation is issued

Shared Notes

Notes for the Payment Cancellation. Each time the notes are amended, the user and the date are logged.

Back Office Code

A code which is used by external systems to refer to the specific Financial Transaction.
The Back Office Code is not mandatory, but if specified then it should be unique.

Payment Gateway Information
Status
colour Yellow
title Available from CRM.COM R11.0.0

Provides information related to the Payment Gateway Provided that processed the Payment Cancellation

Payment Gateway Provider
Payment Gateway Reference Number
Payment Gateway Request Number
Payment Gateway Request Life Cycle State

Payment Gateway Request Executed On

Note
This section is available only if the cancelled Payment was previously processed by a Payment Gateway Provider and the Payment Cancellation Type selected is related to the same Payment Gateway Provider

Log Information

The standard set of Log Details information available in all entities

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Additional Actions for Financial Transactions

The following actions are used to perform additional amendments on Financial Transactions that cannot be achieved using EDIT. Some of the actions are available for all Financial Transaction Classifications, while others are only available for specific Classifications.

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Posting Draft Financial Transactions

Follow the steps below to Post an existing 'Draft' Financial Transaction

Navigate to MANAGE FINANCIAL TRANSACTIONS
Search for the Financial Transactions with a 'Draft' Life Cycle State
Click on the number/name of the record you would like to access, to go to the Data Entry page
From the Action Menu click on ACTIONS > POST. A confirmation message is shown to confirm the Posting.
Click on YES to Post the Transaction

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reject
Rejecting Draft Financial Transactions

Follow the steps below in order to reject an existing 'Draft' Financial Transaction

Navigate to MANAGE FINANCIAL TRANSACTIONS
Search for the 'Draft' Financial Transaction you would like to Reject
Click on the number/name of the record you would like to access, to go to the Data Entry page
From the Action Menu click on ACTIONS > REJECT to open the Reject Financial Transaction modal. Select a reason for the rejection from the drop-down list.
Click on SAVE

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Cancelling Invoices

Follow the steps below to cancel an Invoice that has already been 'Posted'

Navigate to MANAGE FINANCIAL TRANSACTIONS
Search for the Invoice you would like to cancel
Click on the number/name of the record you would like to access, to go to the Data Entry page
From the Action Menu click on ACTIONS > CANCEL to open the Invoice Cancellation modal. Provide the required information.
Click on SAVE

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Cancelling Payments

Follow the steps below to cancel a Payment that has already been 'Posted'

Navigate to MANAGE FINANCIAL TRANSACTIONS
Search for the Payment you would like to cancel
Click on the number/name of the record you would like to access, to go to the Data Entry page
From the Action Menu click on ACTIONS > CANCEL to open the Payment Cancellation modal. Provide the required information.
Click on SAVE

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move_pay
Moving Payments to a different Accounts Receivable

CRM.COM allows the automatic movement of a Payment from one Accounts Receivable to another. Moving Payments can be accomplished through either customer or system accounts.

View /wiki/spaces/WIP/pages/10010218 for more information

Navigate to MANAGE FINANCIAL TRANSACTIONS
Search for the Financial Transactions you would like to relocate to another account
Click on the number/name of the record you would like to access, to go to the Data Entry page
From the Action Menu click on ACTIONS > MOVE TO ACCOUNT to open 'Move Payment From.'
1. Select the Destination Accounts Receivable you wish to move the Payment to
2. Click on SAVE

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quick_pay
Paying an Invoice using Quick Pay

Quick Pay is a process used to quickly pay the unsettled amount of Bills and Invoices. Follow the steps below:

Navigate to MANAGE FINANCIAL TRANSACTIONS
Search for the Invoice you would like to pay
Click on the number of the Invoice to go to the Data Entry page
From the Actions Menu click on ACTIONS > QUICK PAY to open the Quick Pay modal
1. The Amount is set to be equal to the unsettled amount of the Invoice.
2. The following information can be updated:
  1. Payment Type
  2. Payment Method
  3. Issued On
  4. Category
  5. Received By User
  6. Received by Unit
Click on SAVE

Note
View Understanding Financial Transactions for related business examples

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Versions Compared

Old Version 8

New Version 9

Key

Table of Contents

Navigating to Financial Transactions

Using Financial Transactions

Anchor
validations
validations
Validations & Restrictions

Anchor
attributes
attributes
Attributes

Invoice Attributes

Credit Note Attributes

Payment Attributes

Refund Attributes

Invoice Cancellation Attributes

Payment Cancellation Attributes

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additional
additional
Additional Actions for Financial Transactions

Anchor
post
post
Posting Draft Financial Transactions

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reject
reject
Rejecting Draft Financial Transactions

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cancel_inv
cancel_inv
Cancelling Invoices

Anchor
cancel_pay
cancel_pay
Cancelling Payments

Anchor
move_pay
move_pay
Moving Payments to a different Accounts Receivable

Anchor
quick_pay
quick_pay
Paying an Invoice using Quick Pay

Related Areas

Helpful Links

Page Comparison

Versions Compared

Old Version 8

New Version 9

Key

Table of Contents

Navigating to Financial Transactions

Using Financial Transactions

AnchorvalidationsvalidationsValidations & Restrictions

AnchorattributesattributesAttributes

Invoice Attributes

Credit Note Attributes

Payment Attributes

Refund Attributes

Invoice Cancellation Attributes

Payment Cancellation Attributes

AnchoradditionaladditionalAdditional Actions for Financial Transactions

AnchorpostpostPosting Draft Financial Transactions

AnchorrejectrejectRejecting Draft Financial Transactions

Anchorcancel_invcancel_invCancelling Invoices

Anchorcancel_paycancel_payCancelling Payments

Anchormove_paymove_payMoving Payments to a different Accounts Receivable

Anchorquick_payquick_payPaying an Invoice using Quick Pay

Related Areas

Helpful Links

Anchor
validations
validations
Validations & Restrictions

Anchor
attributes
attributes
Attributes

Anchor
additional
additional
Additional Actions for Financial Transactions

Anchor
post
post
Posting Draft Financial Transactions

Anchor
reject
reject
Rejecting Draft Financial Transactions

Anchor
cancel_inv
cancel_inv
Cancelling Invoices

Anchor
cancel_pay
cancel_pay
Cancelling Payments

Anchor
move_pay
move_pay
Moving Payments to a different Accounts Receivable

Anchor
quick_pay
quick_pay
Paying an Invoice using Quick Pay