Financial Bills Tracking

INDEX

01. OVERVIEW

The tracking routine helps identifying the entire source chain of a given bill, both from Accounts Payable and from Accounts Receivable.

The system has tables that record all transactions performed when they originate from an existing bill. 

To record these records and query the sources, it performs functions from this routine.

The Tracking (FINA250) routine tracks bills that were: 

- Developed by the Accounts Payable (FINA050) routine;

- Renegotiated by the Settlement Payable (FINA565) and Settlement Receivable (FINA460) routines;

- Renegotiated by the Invoices (FINA290) routine.

02. TRACKING RECORDING AND EXAMPLE

At each bill transaction in financial through the settlement routine or when a bill is added with developments, the system records the information from the source bills (posted) and from the target bills (generated). 

EXAMPLE 1 = Tracking a settlement/resettlement (FINA460)

• We will use an existing bill from accounts receivable according to the numbering below:

Prefix: FIN / Number: RAS100001 / Installment: (empty) / Type: NF / Value: BRL 10,000.00

• We will negotiate this bill using the settlement routine FINA460 and generating 5 new installments:

Prefix: FIN / Number: RAS100002 / Installment: A / Type: FT / Value: BRL 2,000.00

Prefix: FIN / Number: RAS100002 / Installment: B / Type: FT / Value: BRL 2,000.00

Prefix: FIN / Number: RAS100002 / Installment: C / Type: FT / Value: BRL 2,000.00

Prefix: FIN / Number: RAS100002 / Installment: D / Type: FT / Value: BRL 2,000.00

Prefix: FIN / Number: RAS100002 / Installment: E / Type: FT / Value: BRL 2,000.00

Now, the routine saved the records in the tracking table (FI7) as in the following:

We can see that the source bill (RAS100001) has generated 5 new bills (RAS100002, installments A, B, C, D, and E).

• Now, we will perform a resettlement using routine FINA460: Prefix: FIN / Number: RAS100002 / Installment: B / Type: FT / Value: BRL 2,000.00, generating 5 installments:

Prefix: FIN / Number: RAS100003 / Installment: A / Type: FT / Value: BRL 400.00

Prefix: FIN / Number: RAS100003 / Installment: B / Type: FT / Value: BRL 400.00

Prefix: FIN / Number: RAS100003 / Installment: C / Type: FT / Value: BRL 400.00

Prefix: FIN / Number: RAS100003 / Installment: D / Type: FT / Value: BRL 400.00

Prefix: FIN / Number: RAS100003 / Installment: E / Type: FT / Value: BRL 400.00

The routine saved the records in the tracking table (FI7) as in the following:

We can see that the source bill (RAS100002 installment B) has generated 5 new bills (RAS100003, installments A, B, C, D, and E).

• Now, we will perform another resettlement using routine FINA460: Prefix: FIN / Number: RAS100003 / Installment: D / Type: FT / Value: BRL 400.00, generating 5 installments:

Prefix: FIN / Number: RAS100004 / Installment: A / Type: FT / Value: BRL 80.00

Prefix: FIN / Number: RAS100004 / Installment: B / Type: FT / Value: BRL 80.00

Prefix: FIN / Number: RAS100004 / Installment: C / Type: FT / Value: BRL 80.00

Prefix: FIN / Number: RAS100004 / Installment: D / Type: FT / Value: BRL 80.00

Prefix: FIN / Number: RAS100004 / Installment: E / Type: FT / Value: BRL 80.00

The routine saved the records in the tracking table (FI7) as in the following:

We can see that the source bill (RAS100003 installment D) has generated 5 new bills (RAS100004, installments A, B, C, D, and E).

• Now, we will perform another resettlement using routine FINA460: Prefix: FIN / Number: RAS100004 / Installment: E / Type: FT / Value: BRL 80.00, generating 2 installments:

Prefix: FIN / Number: RAS100005 / Installment: A / Type: FT / Value: BRL 40.00

Prefix: FIN / Number: RAS100005 / Installment: B / Type: FT / Value: BRL 40.00

The routine saved the records in the tracking table (FI7) as in the following:

We can see that the source bill (RAS100004 installment E) has generated 2 new bills (RAS100005, installments A, and B).

EXAMPLE 2 = Tracking a bill inclusion with development (FINA040) and active tracking:

We will add a new bill using routine FINA040 and the development option set to "Yes" (E1_DESDOBR="1-Yes"), entering a payment term of 5 installments. When confirming the bill inclusion in this scenario, the system generates 6 new bills, one totally posted and 5 open bills. 

• Bill registered with development:

Prefix: DES / Number: RAS100010 / Installment: 1 / Type: NF / Value: BRL 15,000.00 This bill is registered with status "posted" due to the development.

• Bills generated by the development:

Prefix: DES / Number: RAS100010 / Installment: 2 / Type: NF / Value: BRL 3,000.00

Prefix: DES / Number: RAS100010 / Installment: 3 / Type: NF / Value: BRL 3,000.00

Prefix: DES / Number: RAS100010 / Installment: 4 / Type: NF / Value: BRL 3,000.00

Prefix: DES / Number: RAS100010 / Installment: 5 / Type: NF / Value: BRL 3,000.00

Prefix: DES / Number: RAS100010 / Installment: 6 / Type: NF / Value: BRL 3,000.00

The routine saved the records in the tracking table (FI7) as in the following:

When the development or the settlement/resettlement is canceled, the records in the tracking table are deleted.

03. TRACKING QUERY SCREEN VIA ACCOUNTS RECEIVABLE

To query the tracking of a bill directly using the accounts receivable routine (FINA040 or FINA740), just hover the cursor over the desired bill, click "View" and select "Other Actions", "Tracking". This will display the entire tracking tree for the positioned bill.

A): Using the scenario from the previous section's "Example 1", we browse the accounts receivable routine and hover the mouse over the following bill: Prefix = FIN / Number = RAS100004 / Installment = E / Type = FT / Value = BRL 80.00. This bill was previously generated through some settlements/resettlements and, in this scenario, the child bills generated were always created by a single parent bill, as in the diagram below:

That way, when you access the tracking option, the following screen is displayed:

B): Using the scenario from the previous section's "Example 1", we perform a new settlement. But now, we settle the bills: Prefix = FIN / Number = RAS100005 / Installment = A / Type = FT / Value = BRL 40.00, and Prefix = FIN / Number = RAS100005 / Installment = B / Type = FT / Value = BRL 40.00, and we generated a bill Prefix = FIN / Number = RAS100006 / Installment = A / Type = FT / Value = BRL 80.00. We browse the accounts receivable routine and hover the mouse over the following bill: Prefix = FIN / Number = RAS100006 / Installment = A / Type = FT / Value = BRL 80.00, and we add the tracking. Note that, in this scenario, the child bill was created by more than one parent bill, as in the diagram below:

That way, when you access the tracking option, the following screen is displayed:

IMPORTANT: In this scenario, the bill is presented twice because it has two parents.

C): Using the scenario from the previous section's "Example 2", we browse the accounts receivable routine and hover the mouse over the following bill: Prefix = DES / Number = RAS100010 / Installment = 6 / Type = NF / Value = BRL 3,000.00. This bill was previously generated from a development with tracking. That way, when you access the tracking option, the following screen is displayed:

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LEGENDS:

Icons = The bill to which the system is positioned is displayed in the tree with a triangle icon. The other tree bills are displayed with a circle icon.

Colors = The red icons indicate a negotiated bill; the green ones represent active bills.

ACTIONS:

• If you double-click or right-click any tree item, the system displays the bill's complete details.
• In the enchoice and getdados window division bar, you can resize each section by clicking and dragging it to the desired direction.        

04. TRACKING QUERY SCREEN VIA ACCOUNTS PAYABLE

To query the tracking of a bill directly using the accounts payable routine (FINA050 or FINA750), just hover the mouse over the desired bill, click "View" and select "Other Actions", "Tracking". This will display the entire tracking tree for the positioned bill.

This window presents the same functionalities mentioned in accounts receivable, but for bills generated in accounts payable.

05. TRACKING QUERY SCREEN VIA DIRECT ACCESS ON MENU

The Queries menu has a "Financial queries" option. This submenu has the "Tracking" (FINA250) routine. When you access the routine using this option, the system first displays a window asking if the user wants to query the tracking from accounts payable or receivable.

Then, it presents the bill browse from the option selected. 

From here on, just hover the mouse over the desired bill and click the "Current Pos." option to display the tracking tree for this bill.

06. MAIN FIELDS

• ACCOUNTS RECEIVABLE

  Field	Description
  FI7_PRFORI	Source bill prefix
  FI7_NUMORI	Source bill number
  FI7_PARORI	Source bill installment
  FI7_TIPORI	Source bill Type
  FI7_CLIORI	Source bill customer
  FI7_PRFDES	Target bill prefix
  FI7_NUMDES	Target bill number
  FI7_PARDES	Target bill installment
  FI7_TIPDES	Target bill type
  FI7_CLIDES	Target bill customer
  FI7_VALOR	Target bill value
  FI7_STATUS	Status (0 Active or 1 Negotiated)

• ACCOUNTS PAYABLE

  Field	Description
  FI8_PRFORI	Source bill prefix
  FI8_NUMORI	Source bill number
  FI8_PARORI	Source bill installment
  FI8_TIPORI	Source bill Type
  FI8_FORORI	Source bill supplier
  FI8_PRFDES	Target bill prefix
  FI8_NUMDES	Target bill number
  FI8_PARDES	Target bill installment
  FI8_TIPDES	Target bill type
  FI8_FORDES	Target bill supplier
  FI8_VALOR	Target bill value
  FI8_STATUS	Status (0 Active or 1 Negotiated)

  07. TABLES USED

• FI7 - Accounts receivable tracking
• FI8 - Accounts payable tracking