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    Open Items Data Grid
    • 29 Apr 2024
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    Open Items Data Grid

    • Updated on 29 Apr 2024
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    Open Items Data Grid

    The Open Items Data Grid lists all of the Vouchers and unapplied Debit Memos that have been posted, but not fully paid.

    To find the desired record, click the arrow in the Search By drop-down box and select the field that you want to search by, and then enter the first few characters of the record’s information for the selected field in the Find Record field. The Data Grid will automatically scroll down as you enter each character. Scan the list of records until you find the one you need.

    To open the selected record, make sure it is highlighted in the list and then either double-click on the record or click the tab where you want to view the record.

    Note: You can configure the Item Entry Data Grid to display any fields that are associated with Open Items. Refer to Configuring View Settings in the Introduction for more information on customizing your views.

    Note: Optimized views are not available for this data grid. All views are Full views.

    This data grid also allows you to right-click on any item to choose from a menu of actions you can take on that Voucher. Available options include placing the payable on hold, creating Payment Items, creating Debit Memos, creating Voucher Items, and printing checks.

    Note: Although Posted Prepaid and applied Debit Memos affect the Open Amount of unpaid Vouchers, they do not appear separately in the data grid.

    The T column (for transactions) in the data grid indicates the type of transaction:

    • Vouchers are marked with the letter I (for invoice)

    • Unapplied Debit memos are marked with an M (for memo)

    Note: A Grant with a multi-line Payment Plan and different Payment Dates for each line will create one unposted Grant Voucher (in Item Entry). When that Voucher is posted, a separate Grant Open Item will be created for each payment line. Administrative Vouchers always create a single Open Item.

    Open Items Data Grid

    Open Items Data Grid Shortcut Menu

    Select an Open Item in the Data Grid and then right-click on it to access a shortcut menu that allows you to make changes to the status of the item.

    Note: These options appear in the right-click menu below the standard FIMS Data Grid options.

    Menu Option

    Function

    Held

    Places the item on hold for payment or releases the hold on the item. Refer to Placing Single Payments On/Off Hold for more information.

    Create Payment Item

    Creates a Prepaid item (for example, a hand check) against the selected item. Refer to Applying Hand Checks to Open Items for more information.

    Create Voucher Item

    Creates a new Voucher in Item Entry to clear an unapplied Debit Memo from Open Items. Refer to Creating Voucher Items for more information.

    Create Debit Memo

    Creates a Debit Memo to reduce or eliminate an administrative open item. Refer to Creating Administrative Debit Memos in Item Entry for more information.

    Print Check

    Prints a check to pay the selected item. Refer to Printing Checks for more information.

     

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