Supplier Bank Draft - Documentation Acosys

Used By

accounting or finance staff

Data Type

transaction

Search Keys

Code, Name, Date

When to Use This Form

When a supplier payment uses a bank draft and that draft needs to be monitored until its due date.
When finance needs to record whether the draft has been processed or is still waiting to be cleared.
When payable or supplier payment reports need to be traced by draft number.

Before You Start

Make sure the division, currency, payment type, and supplier data are correct.
Prepare the draft number, draft date, due date, and the source transaction reference if any.
Check the exchange rate if the draft is recorded in a currency other than the company's main currency.

Workflow

Open Finance / Giro & Cash Related / Supplier Bank Draft Report.
Fill in the code, invoice, date, division, draft type, currency, and exchange rate if needed.
Select the supplier, then check the supplier code, name, and address shown.
Fill in the payment type, incoming draft amount, due date, and processed date if the draft has been cleared.
Save once the processing status and journal reference match the draft's condition.

Key Fields

Field	Explanation for Users	Status
Code `id`	Code is the identifier of the supplier draft record.	Required
Date `transdate`	Date shows when the supplier draft was recorded.	Required
Division `division`	Division indicates the business unit that handles the supplier draft.	Required
Type `kind`	Type distinguishes the direction or status of the draft record according to the options available in the application.	Required
Currency `currtrans`	Currency determines the currency or exchange rate. This matters for multi-currency transactions.	Required
Default Rate `ratedefault`	Default Rate determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Rate Used `rateused`	Rate Used determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Supplier `hrsupplier`	Supplier identifies the supplier related to purchases, payables, or payments.	Optional
Code `supplierid`	The supplier code makes sure the draft is linked to the right supplier.	Required
Name `suppliername`	Name helps the user check the supplier before saving the data.	Optional
Address `supplieraddress`	Address identifies the supplier related to purchases, payables, or payments.	Optional
Payment Type `paymenttype`	Payment Type shows the method or category of the draft payment.	Required
Incoming Draft `giroin`	Incoming Draft records the amount or reference of the draft related to the supplier.	Required
Processed `accepted`	Processed shows whether the draft has been cleared or followed up by finance.	Required
Due date `duedate`	Due date is the date the draft can be cleared.	Required
Processed date `accepteddate`	Processed date is filled in once the draft has been processed by finance.	Required
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

This form has no detail table. The data is saved directly from the main fields.

What Happens After Saving

The supplier draft is saved for monitoring payments, payables, and finance reconciliation.
The processing status and due date help finance decide which drafts need follow-up.
The journal reference can be used to trace the accounting entries related to the draft.
If any required data or status is not valid, the application rejects the save and shows a validation message.

Common Problems

Draft cannot be saved: check the code, date, division, type, currency, supplier, incoming draft, and processing status.
Draft does not appear in reports: check the date, due date, processed status, and division filter.
Supplier balance is wrong: trace the source transaction, payment type, and the related journal reference.
Exchange rate is wrong: check the default rate and the rate used before saving the draft.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Code `id`	Code is the identifier of the supplier draft record.	Required
Invoice `transid`	Invoice is the draft transaction number used for tracing.	Optional
Source Transaction Invoice `transidref`	Source Transaction Invoice links the draft to its source transaction if the draft comes from a particular document.	Optional
Date `transdate`	Date shows when the supplier draft was recorded.	Required
Division `division`	Division indicates the business unit that handles the supplier draft.	Required
Type `kind`	Type distinguishes the direction or status of the draft record according to the options available in the application.	Required
Currency `currtrans`	Currency determines the currency or exchange rate. This matters for multi-currency transactions.	Required
Default Rate `ratedefault`	Default Rate determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Rate Used `rateused`	Rate Used determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Supplier `hrsupplier`	Supplier identifies the supplier related to purchases, payables, or payments.	Optional
Code `supplierid`	The supplier code makes sure the draft is linked to the right supplier.	Required
Name `suppliername`	Name helps the user check the supplier before saving the draft data.	Optional
Address `supplieraddress`	Address identifies the supplier related to purchases, payables, or payments.	Optional
Payment Type `paymenttype`	Payment Type shows the method or category of the draft payment.	Required
Incoming Draft `giroin`	Incoming Draft records the amount or reference of the draft related to the supplier.	Required
Outgoing Draft `giroout`	Outgoing Draft is used when an outgoing or cancellation process needs to be recorded on that draft.	Optional
Processed `accepted`	Processed shows whether the draft has been cleared or followed up by finance.	Required
Due date `duedate`	Due date is the date the draft can be cleared.	Required
Processed date `accepteddate`	Processed date is filled in once the draft has been processed by finance.	Required
Journal Reference `jtid`	Journal Reference links the draft to the accounting journal that was created.	Optional
Others `hrothers`	Others is used for additional parties or references that do not belong to the main supplier.	Optional
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Code, invoice, date, division, and supplier are correct. Currency, exchange rate, and payment type match the draft document. Due date and processed status have been checked. The journal reference or transaction reference is clear enough to trace.

Menu Location

Finance / Giro & Cash Related / Supplier Bank Draft Report
/form/suppliergiro