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Request And Approval

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This tab is used to initiate the bank transaction in the eft system and to prepare the transaction for payment.  All rejections of transactions must be done on this tab, even after an eft file has been created.

 

hmtoggle_plus1Action

The actions consist of 3 options:

 

BANK TRANSACTION TO BE EFT - This option will populate the grid with all eft that has a status of "EFT TO BE CREATED" (all bank transactions created but not in the eft process) and "APPROVAL REJECTED" (Efts which approval was rejected, but the bank transactions was not cancelled).

 

EFT COMPLETED - This will populate the grid with the efts that has a status of "EFT COMPLETE"

 

EFT WAITING FOR APPROVAL - The grid will be populated with all efts already assigned an eft number and with the statuses of "WAITING FOR APPROVAL" , "FIRST APPROVAL" and "SECOND APPROVAL".

 

These options can also be used in conjunction with the approval check boxes on the centre of the screen.

 

hmtoggle_plus1Apply

This will apply the record and insert into or update the table EFT Transaction.

 

A security profile linked to the function Electronic Fund Transfers are needed to apply transactions as well as the appropriate approval action specified on Authority Matrix of the electronic fund transfer configuration function.

 

Note:  If the status selected is "EFT REJECTED" and the eft is still in the approval process ONLY the bank transaction will be reversed, BUT if the eft has already been submitted for payment, the user will have the option of totally reversing the transaction (BOTH the bank transaction and all Creditor settlement linked to the bank transaction) or to revoke the approval status back to "SECOND APPROVAL" in which case the bank transaction and creditor settlement will not be reversed.

 

If the settlements is also reversed, a mail will be sent to the creditors Clark informing him/her of the reversal.

 

With this status, if the reason code selected id '0002' (EMPLOYEE/ORGANISATION BANK DETAILS INCORRECT) the banking details' status will be updated to "REQUESTED"  An employee with access to the Bank Internal function must then first confirm and approve the bank details for the employee/organisation before any further payments can be made to the employee/organisation.  However Bank transactions can still be put in the approval process.

 

hmtoggle_plus1Bank Code

This is the bank code as defined on the Bank Internal function.

 

hmtoggle_plus1Bank Code Description Text Box

This text box show the bank code description as it was defined on the Bank Internal function.

 

hmtoggle_plus1Beneficiary

This combo box will populate all beneficiaries (Employees and Organisations) for which transactions exists.  By selecting a beneficiary and selecting the inquiry button, all record for the selected beneficiary will be displayed.

 

hmtoggle_plus1By

This combo box will populate all employees from employee Master table. By selecting an employee and selecting the inquiry button; all records where the specific employee is the current Sent to person (approval person) will be displayed.

 

hmtoggle_plus1Employees And Organisations Option Buttons

These options buttons refines the eft searches.

 

If the Employees and organizations option is selected, both organizations and employees will be included in the inquiry.

 

If the Organisation only option is selected, only employees will be included in the inquiry.

 

If the Employees Only option is selected, only employees will be included in the inquiry.

 

hmtoggle_plus1Inquiry

This will populate the grid according to the options selected.

 

hmtoggle_plus1One Send To Person For All Transactions

If this check box is selected, the selected Send To Person in the grid will be defaulted to all the rows in the grid.  Once it is unchecked the Sent To Person can be set individually. This check box is by default checked.

 

hmtoggle_plus1One Status For all Selected Transactions

If this check box is selected, the selected status in the grid will defaulted to all the rows in the grid. Once it is unchecked the status can be set per individual selected row. This check box is by default checked.

 

hmtoggle_plus1Order By

This field specifies the order in which the grid must be sorted.  The default sort order is per Effective Date, Eft Number.

 

hmtoggle_plus1Status Check boxes

The check boxes are used to refine the search for efts.  The grid will be populated according to the statuses selected.  That can be:

Waiting for Approval
First Approval
Second Approval
Approval Rejected
Transfer File Created
EFT Completed
EFT Rejected

 

hmtoggle_plus1The Grid

The grid will display all bank transactions with a method of "Transfer".  All rows in red indicate that the Beneficiaries' bank detail does not exist or that it is not approved. Bank details can be loaded or approved on the Bank Branch function.

 

ACTION

When the row is selected, the next logical approval action is inserted in the field.  However the combo box on the field will display all the approval actions that can follow on the current Approval status.

 

E.g.  If an eft has a status of "First Approval", Second Approval will be defaulted into the field, and the combo will have the approval options of "SECOND APPROVAL", "APPROVAL REJECTED" and "EFT REJECTED".

 

APPROVAL HISTORY

Selecting the button in the grid will open a new window with the complete approval history for the selected eft.

 

BANK ACCOUNT DETAILS

Selecting the button in the grid will open a new window with the current banking details of the Organization/Employee displayed.

 

BANK TRANSACTION AMOUNT

This displays the amount paid to the Employee or Organisation from the Bank_Transaction table

 

BANK TRANSACTION COMMENTS

This displays the comments from the Bank_Transaction table

 

BENEFICIARY

This displays either the Employee or Organisation from the Bank_Transaction table.

 

EFFECTIVE DATE

This displays the Effective Date from the Bank_Transaction table.

 

EFT NOTES

This field will display the Notes for the Eft_Transaction table and can be overwritten.

 

EFT NUMBER

The eft number column displays the eft number already assigned to a bank transaction or where there is no eft number this means that the bank transaction exists, but no eft has been created.

 

REASON CODE

The reason code will be populated from Finance_Reason_Code Table with reason codes specified as "Allow for EFT". The reason code will only be open for editing when an eft is "APPROVAL REJECTED" or "EFT REJECTED".  It will then be mandatory to give a Reason Code.

 

REASON CODE DESCRIPTION

This field will display the description of the reason code selected.

 

REFERENCE NUMBER

This will be determined as follow:

 

When an eft is created and no reference number exists on the bank transaction the following process will be used to assign a reference number.

1.If a reference number exists on External_Org_Bank_Details table for the employee/organisation it will be defaulted in. This can be setup using the Bank Branch function.

 

2.If no reference number was found on the Bank_Transaction or External_Org_Bank_Details  tables, the reference number will be generated using the Eft Ref. Number Format and Eft Ref. Number Current Value fields on the Electronic Fund Transfer Configuration function for the spesific bank.

 

The Reference number can however still be overwritten before the actual payment is made on the Electronic Fund Transfer Screens second tab i.e.  Eft File Creation.  After the eft was added to the bottom grid, the reference number will be changeable.

 

REQUESTED BY

This field will display the person who performed the last action on the eft.

 

STATUS

This display the current status of the eft.

 

SEND TO AND APPROVE BY

Every approval taken on an eft must be supplied by a "Send To" person. This field will populate all employees who is linked to the "ELECTRONIC FUND TRANSFERS" profile.  The only exceptions is if the current approval status is 'WAITING FOR APPROVAL" and "FIRST APPROVAL"

 

For the current "WAITING FOR APPROVAL" status, the combo box will only populate with those employees that is currently authorised to do first approval.  (This can be setup in the Electronic Fund Transfer Configuration Function)

 

For the current "FIRST APPROVAL" status, the combo box will only be populated with those employees currently authorised to do second approvals.  (This can be setup in theElectronic Fund Transfer Configuration Function)

 

Mail will also be sent to the send to person informing him/her of the action to be taken on the eft.

Although mail will be sent to a specific person, any employee authorised to perform the next action will be able to do so.

 

SETTLEMENT DETAILS

Selecting the button in the grid will open a new window with all creditor settlements linked to the bank transaction.

 

TRANSACTION DATE

This displays the Bank_Transaction_Date from the Bank_Transaction table.

 

hmtoggle_plus1Total Amount Selected

This field displays the total amount selected to be paid out.