check printing design

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Check Printing

For US Localization

Version 3.1

Stephanie Perreault

Transitional Data Services, Inc.

May 21, 2010

Copyright 2009-2010 Transitional Data Services, Inc. April 30, 2012

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Table of Contents

TABLE OF CONTENTS ....................................................................... 2

CHECK PRINTING ............................................................................. 3

OPENBRAVO PAYABLES WORKFLOW ................................................. 9

OPENBRAVO ENTITY RELATIONSHIP DIAGRAM ................................... 9

OPENBRAVO TABLE LAYOUTS ......................................................... 10


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Check Printing

Advanced Payment Management within Openbravo supports a new Payment Method

object. Payment Methods allows enterprises to define ways in which customers orbusiness partners will transfer payments to them (receivables) or that they will use topay vendors (payables). Examples of payment methods include cash, check, moneyorder, credit card, and bank transfer. Payment methods can be associated with allbusiness partners or specific business partners and will default on orders andinvoices.

Part of the payment method definition includes defining the accounts (bank, cash,etc) that will be affected when this payment method is used and what will occur whena payment is complete. Two fields on the payment method account tab determinewhat takes place when a payment is completed:

Automatic Paymentcheckbox: if checked, specifies that a supplier paymentis to be issued whenever a Purchase Invoice is completed. This should NOTbe checked for a payment method of Check

Automatic Withdrawn checkbox: if checked specifies specify that a supplierpayment is to be automatically withdrawn whenever the payment iscompleted. This may differ depending on a customers implementation. Thecheck printing process must refer to the payment method todetermine if the status of the payment should be updated towithdrawn not cleared when the check is printed or remain asPayment Made.

Additionally, a plug in can be associated with a payment method; for the payment

method of check, TDS will associate the check printing plug in. This association willsupport the launching of our check printing process when payments are processed orgenerated (completed).

Payments can be made in Openbravo in three ways, all of which generate PaymentOutdocuments:

Directly from an invoice by adding a payment and then processing the

payment

Using the Make Payment menu option to manually create payments for a

single Business Partner for one or more orders, invoices or GL items and then

processing the payments. Creating a payment proposal which can include payments to multiple Business

Partners for one or more orders, invoices or GL items and then selectinggenerate payments.

Payment Out documents have the following statuses:


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Payment Pending the payment document is not complete yet Payment Made - the document is complete and the payment has been issued Withdrawn not cleared - the document has affected the available balance of

the financial account Withdrawn Cleared

Payment out document data is stored in:

FIN_PAYMENT,

FIN_PAYMENT_DETAIL, FIN_PAYMENT_SHEDULE, FIN_PAYMENT_SCHEDULEDETAIL,

FIN_PAYMENT_PROPOSAL

FIN_PAYMENT_PROP_DETAIL

The specific tables that contain the payment out data depend on how the payment

is created i.e. from an invoice, manually or via a proposal.The Openbravo

database table layouts are included in this document.

The status moves from Payment Pending to Payment Made when the Payment Outdocument is completed and this is when the check printing process should betriggered and our Print Checks dialog launched.

The user should be presented with the list of payments that are part of the payment

document that triggered the check printing. Once the checks are printed, the system

should update the DOCUMENTNO column with the check number and refer to the

Payment Method to determine if STATUS column should be set to withdrawn not

cleared or remain as payment made. Additionally the new table XX_Check must

be updated with the appropriate check information for each check. (See table layout

later in this document).

Interaction

The user may set up check printing so that it does not launch automatically when a

payment is completed and instead use the Check Printing option on the Financial

Management/Receivables & Payables/Transactions menu.

TDS has decided that we wish to model the User Interface layout and screen flow for

Check Printing after Quickbooks. The screenshots used in this document have

accordingly been taken from Quickbooks. However, please note that the UserInterface for Check Printing should follow the color scheme and look and feel of

Openbravo. Check Printing will support printing Voucher Style Checks. Below are

some sample screenshots from Quickbooks that illustrate the flow of the check

printing process.


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The system should keep track of check # and should display the next check

number on this window. This is an editable field and cannot be null. This means

that the first time a customer ever prints a check they will be required to enter in

the starting check number. After the first time, the next check number will displayin this field. If the customer overwrites this value, we should validate to ensure

the check number entered was not previously used.

The selection dialog must contain a checkbox Print Invoice Number on Checks.

This will default to unchecked but if the user checks it, it should remain checked


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This dialog will be launched

automatically when a

payment document is

completed. A list of

payments in the payment


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Check Reprinting

There are times when a check must be reprinted because the original check wasdamaged in some way, i.e. paper jam in the printer. A check payment is eligible to be

re-printed if the payment method = check, the DOCUMNENTNO is not null and

STATUS = Payment Made or Withdrawn Not Cleared (depending on the Payment

Method). Once a check is re-printed, the information in XX_CHECK must be updated.


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The user can then

select the printer and

other print options.

Only voucher stylechecks will be

A confirmation

window should

display the checks

that were printed and

the amounts. If there

was a problem with

printing (paper jam,

etc.) the user can


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Voiding Checks

Checks may need to be voided for a variety of reasons for example; the check waslost or printed by mistake. Checks for payments are eligible to be voided if thepayment status is Payment Made or Withdrawn Not Cleared (depending on thePayment Method). Once voided, this status should be set to payment pending.Additionally, the information in XX_CHECK must be updated for the voided check.

Check Management

Users will reprint or void checks via a new menu option labeled Check Management.When selected, a dialog will open that allows the user to select checks for which theywant to see the status. Users may select to see checks using the following selectioncriteria individually or in combination:

From and to check number

Client

Organization

Checks printed between from and to dates Invoice Number

Payment Document Number

Payment Proposal Number

Business Partner

Bank Account

Once the user makes his/her selection, they will be presented with the list of checksthat match their selection criteria. The list should look similar to the list when theyprint checks. For each check in the list, the following information should bedisplayed:

Client

Organization

Check Number

Check Date

Business Partner

Status

Amount

To the left of each row, there should be a checkbox. The user can select 1-N checksand click a Re-Print or Void button. If all the selected rows are not eligible for thedesired action, the button should be disabled. The user should receive aconfirmation message that the selected action will take place.

New Tables

1. XX_CHECKS: (XX denotes the appropriate prefix for US Localization) Table to

store the check numbers that have been used. The last check number used must


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be easily identified so that the next available check number can be pre-populated

on the Print Checks dialog. There may be gaps in the check #s due to customers

writing manual checks. Columns:

Check#: check number

FIN_PAYMENT_ID: id from FIN_PAYMENT. This will allow checks to be traced

back to specific payments, particularly for voided checks.

Void: Y/N, this flag will be set to Y if a check is voided.

Void Date: date check is voided. Only populated if Void = Y

Last check # used : Y/N, only one row will have a Y in this column and is the

last check number used in the check printing process.

Reprinted: Y/N If a check is reprinted, set this flag to Y. Otherwise defaultto N.

ReprintNo: number of times the check has been reprinted. Defaults to 0

and increments each time a check is reprinted.

Date_last_Reprint: date check reprinted (updated with the date for each

time the check is reprinted).


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OpenBravo Payables Workflow

OpenBravo Entity Relationship diagramTo see a larger image, please go to

http://wiki.openbravo.com/wiki/images/6/66/APRM_entityrelation.png


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http://wiki.openbravo.com/wiki/images/6/66/APRM_entityrelation.pnghttp://wiki.openbravo.com/wiki/images/6/66/APRM_entityrelation.png


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OpenBravo Table Layouts

FIN_PaymentMethod

Column Name Type Length Comments

FIN_PAYMENTMETHOD_ID VARCHAR 32The primary key of the table that must follow the table name

followed by the _ID.

AD_CLIENT_ID VARCHAR 32 Indicates which client (company) the record belongs to.

AD_ORG_ID VARCHAR 32Indicates which organization (city/department/location) within a

client a record belongs to.

ISACTIVE CHAR 1

Intended for deactivating records that are not valid anymore

but are referenced within the system and hence cannot bedeleted.

CREATED DATE Date/time of creation of a record.

CREATEDBY VARCHAR 32Foreign key to AD_USER indicating the user that created this

record.


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FIN_PaymentMethod


UPDATED DATE Date/time of last update of a record.

UPDATEDBY VARCHAR 32Foreign key to AD_USER indicating the user that last updated

this record.

NAME VARCHAR 60 Name of the payment method

DESCRIPTION VARCHAR 255 A space to write additional related information.

FIN_Finacc_PaymentMethod


FIN_FINACC_PAYMENTMETHOD_ID VARCHAR 32The primary key of the table that must follow the table

name followed by the _ID.


AD_ORG_ID VARCHAR 32Indicates which organization (city/department/location)

within a client a record belongs to.

ISACTIVE CHAR 1

Intended for deactivating records that are not valid

anymore but are referenced within the system and hence

cannot be deleted.


CREATEDBY VARCHAR 32Foreign key to AD_USER indicating the user that created

this record.


UPDATEDBY VARCHAR 32Foreign key to AD_USER indicating the user that last

updated this record.

FIN_PAYMENTMETHOD_ID VARCHAR 32Foreign key to FIN_PAYMENTMETHOD indicating the

payment rule used in this transaction.

FIN_FINANCIAL_ACCOUNT_ID VARCHAR 32Foreign key to FIN_FINANCIAL_ACCOUNT indicating the

account from which the payment will be made.

AUTOMATIC_RECEIPT CHAR 1Flag is indicating automatically create the receipt when

the invoice is completed.

AUTOMATIC_PAYMENT CHAR 1Flag is indicating automatically create the payment when

the invoice is completed.


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FIN_Finacc_PaymentMethod


AUTOMATIC_DEPOSIT CHAR 1Flag is indicating automatically deposit the payment when

it is processed.

AUTOMATIC_WITHDRAWN CHAR 1Flag is indicating automatically withdrawn the payment

when it is processed.

FIN_PAYMENT


FIN_PAYMENT_ID VARCHAR 32The primary key of the table that must follow

the table name followed by the _ID.

AD_CLIENT_ID VARCHAR 32Indicates which client (company) the record

belongs to.

AD_ORG_ID VARCHAR 32

Indicates which organization

(city/department/location) within a client a

record belongs to.

ISACTIVE CHAR 1

Intended for deactivating records that are not

valid anymore but are referenced within the

system and hence cannot be deleted.


CREATEDBY VARCHAR 32Foreign key to AD_USER indicating the userthat created this record.


UPDATEDBY VARCHAR 32Foreign key to AD_USER indicating the user

that last updated this record.

ISRECEIPT CHAR 1Referred to A/R when positive and to A/P

when negative.


C_BPARTNER_ID VARCHAR 32 Foreign key to C_BPARTNER indicating theBPartner it relates to.

FIN_FINANCIAL_ACCOUNT_ID VARCHAR 32

Foreign key to FIN_FINANCIAL_ACCOUNT

indicating the account from which the payment

will be made.

PAYMENTDATE DATE Date of payment event.


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FIN_PAYMENT


C_CURRENCY_ID VARCHAR 32Foreign key to C_CURRENCY indicating the

currency used for the transaction.

AMOUNT DECIMAL Amount of the transaction.

WRITEOFFAMT DECIMAL Amount that has been wrote off

FIN_PAYMENTMETHOD_ID VARCHAR 32

Foreign key to FIN_PAYMENTMETHOD

indicating the payment rule used in this

transaction.

DOCUMENTNO VARCHAR 30 Document number for the payment.

REFERENCENO VARCHAR 40Document number given by the customer for

the payment.

STATUS VARCHAR 40Status of the payment (Payment received,

deposited not cleared, payment cleared).

PROCESSED CHAR 1Flag indicating the event is ready to be

accounted.

PROCESSING CHAR 1Flag indicating the event is locked as is being

used in a process.

POSTED CHAR 1 Flag indicating the event is already accounted.

C_DOCTYPE_ID VARCHAR 32Foreign key to C_DOCTYPE indicating the

document type used for the transaction.

C_PROJECT_ID VARCHAR 32Foreign key to C_PROJECT indicating the

project used for the transaction.

C_CAMPAIGN_ID VARCHAR 32Foreign key to C_CAMPAIGN indicating the

campaign used for the transaction.

C_ACTIVITY_ID VARCHAR 32Foreign key to C_ACTIVITY indicating the

activity used for the transaction.

USER1_ID VARCHAR 32 Indicating the first dimension

USER2_ID VARCHAR 32 Indicating the second dimension

EM_APRM_PROCESS_PAYMENT VARCHAR 60 Column for the Process button

EM_APRM_RECONCILE_PAYMENT CHAR 1 Column for the Reconcile button

EM_APRM_ADD_SCHEDULEDPAYMENTS CHAR 1Relates to the button used to add schedule

payments to an existing payment


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FIN_PAYMENT_DETAIL


FIN_PAYMENT_DETAIL_ID VARCHAR 32The primary key of the table that must follow the table





ISACTIVE CHAR 1


anymore but are referenced within the system and hence

cannot be deleted.


CREATEDBY VARCHAR 32

Foreign key to AD_USER indicating the user that created

this record.




FIN_PAYMENT_ID VARCHAR 32Foreign key to FIN_PAYMENT indicating the Payment it

relates to.


REFUND CHAR 1

Used to indicate whether the amount is left as a credit for

the customer or left to be refunded as a difference. Onlyapplies when the amount do not match to any existing

payment scheduling for a particular business partner.


C_GLITEM_ID VARCHAR 32Foreign key to C_GLITEM indicating the G/L item it relates

to.

ISPREPAYMENT CHAR 1 Flag indicates that the payment is a prepayment

FIN_PAYMENT_SCHEDULE


FIN_PAYMENT_SCHEDULE_ID VARCHAR 32The primary key of the table that must follow the table name




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FIN_PAYMENT_SCHEDULE


AD_ORG_ID VARCHAR 32Indicates which organization (city/department/location) within

a client a record belongs to.

ISACTIVE CHAR 1


but are referenced within the system and hence cannot be

deleted.



record.


UPDATEDBY VARCHAR 32

Foreign key to AD_USER indicating the user that last updated

this record.

C_INVOICE_ID VARCHAR 32 Foreign key to C_INVOICE indicating the invoice it relates to.

C_ORDER_ID VARCHAR 32 Foreign key to C_ORDER indicating the order it relates to.

DUEDATE DATE Date upon the payment is due.

FIN_PAYMENTMETHOD_ID VARCHAR 32Foreign key to FIN_PAYMENTMETHOD indicating the payment

rule used in this transaction.

C_CURRENCY_ID CHAR 32 Currency used in the transaction.


PAIDAMT DECIMAL Amount that has already been paid

OUTSTANDINGAMT DECIMAL The value of any unpaid part of a payment.

FIN_PAYMENT_SCHEDULEDETAIL


FIN_PAYMENT_SCHEDULEDETAIL_ID VARCHAR 32The primary key of the table that must follow the

table name followed by the _ID.

AD_CLIENT_ID VARCHAR 32Indicates which client (company) the record

belongs to.

AD_ORG_ID VARCHAR 32

Indicates which organization

(city/department/location) within a client a

record belongs to.


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ISACTIVE CHAR 1

Intended for deactivating records that are not

valid anymore but are referenced within the

system and hence cannot be deleted.


CREATEDBY VARCHAR 32Foreign key to AD_USER indicating the user that

created this record.


UPDATEDBY VARCHAR 32Foreign key to AD_USER indicating the user that

last updated this record.

FIN_PAYMENT_DETAIL_ID VARCHAR 32Foreign key to FIN_PAYMENT indicating the

Payment it relates to.

FIN_PAYMENT_SCHEDULE_INVOICE VARCHAR 32

Foreign key to FIN_PAYMENT_SCHEDULE

indicating the invoice payment schedule it relates

to.

FIN_PAYMENT_SCHEDULE_ORDER VARCHAR 32

Foreign key to FIN_PAYMENT_SCHEDULE

indicating the order payment schedule it relates

to.



FIN_PAYMENT_PROP_DETAIL_ID VARCHAR 32Foreign key to FIN_PAYMENT_PROP_DETAIL

indicating the Proposal detail of the payment.



FIN_PAYMENT_PROPOSAL_ID VARCHAR 32The primary key of the table that must follow the table



AD_ORG_ID VARCHAR 32 Indicates which organization (city/department/location)within a client a record belongs to.

ISACTIVE CHAR 1


anymore but are referenced within the system and

hence cannot be deleted.



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CREATEDBY VARCHAR 32Foreign key to AD_USER indicating the user that created

this record.




ISRECEIPT CHAR 1Referred to A/R when positive and to A/P when

negative.


C_BPARTNER_ID VARCHAR 32Foreign key to C_BPARTNER indicating the BPartner it

relates to.

FIN_FINANCIAL_ACCOUNT_ID VARCHAR 32Foreign key to FIN_FINANCIAL_ACCOUNT indicating the

account from which the payment will be made.

PAYMENTDATE DATE Date of payment event.

C_CURRENCY_ID VARCHAR 32Foreign key to C_CURRENCY indicating the currency

used for the transaction.



FIN_PAYMENTMETHOD_ID VARCHAR 32Foreign key to FIN_PAYMENTMETHOD indicating the

payment rule used in this transaction.

DOCUMENTNO VARCHAR 40 Document number for the payment.

REFERENCENO VARCHAR 40Document number given by the customer for the

payment.

STATUS VARCHAR 40Status of the payment (Payment received, deposited not

cleared, payment cleared).

PROCESSED CHAR 1 Flag indicating the event is ready to be accounted.

PROCESSING CHAR 1Flag indicating the event is locked as is being used in a

process.

EM_APRM_PROCESS_PROPOSAL VARCHAR 60 Column for the Process button

EM_APRM_SEL_EXPECTEDPAYMENTS CHAR 1 Column for the button to select expected payments.

C_DOCTYPE_ID VARCHAR 32Foreign key to C_DOCTYPE indicating the document

used for the transaction.


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FIN_PAYMENT_PROP_DETAIL


FIN_PAYMENT_PROP_DETAIL_ID VARCHAR 32The primary key of the table that must follow the table name





ISACTIVE CHAR 1


but are referenced within the system and hence cannot be

deleted.



record.


UPDATEDBY VARCHAR 32Foreign key to AD_USER indicating the user that last updated

this record.

FIN_PAYMENT_PROPOSAL_ID VARCHAR 32Foreign key to FIN_PAYMENT indicating the Payment it

relates to.

FIN_PAYMENT_SCHEDULE_ID VARCHAR 32Foreign key to FIN_PAYMENT_SCHEDULE indicating the

payment schedule it relates to.



C_GLITEM_ID VARCHAR 32Foreign key to C_GLITEM indicating the G/L item it relates

to.


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check printing design

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