Portal Draft Receipts

1Approving a draft #

• Click a row. The panel below the grid opens on that draft.
• Set Status to Approved and pick the head of account — the bank or cash ledger the money actually landed in.
• Press F5 (or Approve & post ). The receipt voucher is created and its number comes back in the message.
• The payment that raised the draft is marked Posted at the same moment, so the Payments screen stops showing it as money outstanding.
• An approved draft is final . The database refuses any further change to it; a mistake is corrected on the posted voucher, not here.

2Step by step #

Draft receipts are customer payments waiting for accounts to approve them into the books.

1. Open the page; pending drafts list with their payment details.
2. Verify against the gateway/bank record, then approve — the accounting entry posts and the draft closes. (Blocked today by the 4405 trigger defect; repair it first.)

3Why head of account is compulsory #

A receipt has two sides: the customer's account is credited and a bank or cash account is debited. The draft already knows the customer — it does not know which of your accounts the money reached, because only you can see that. Approving without it would post half an entry, so both this screen and the server refuse.

The pick-list holds active ledgers in Cash-in-hand and under the Bank Accounts primary category. If the account you want is missing, it is either inactive or filed under a different group in the ledger master.

4What the filters do #

• Pending — drafts nobody has decided yet. This is the working queue and the default.
• Cleared — drafts already approved or otherwise settled, with the voucher they became.
• All — both, for chasing a specific payment.
• Portal payments only — on by default, because this screen lives in the portal admin area. Switch it off to see drafts raised anywhere else in the ERP; the approval works exactly the same on those.
• Branch (ERP edition only) — empty means the branch you are signed in to, which is what the desktop screen has always done. The list is your own branch list, not every branch in the company.

5Why is a pick-list empty? #

• Head of account is empty when no ledger sits in Cash-in-hand or under Bank Accounts, or when every such ledger is marked inactive. Create or reactivate one in the Ledger Account master.
• Branch (ERP edition only) is empty when your login has no branch grant. That is a user-permission matter.

6Rules & integrity #

• Approval runs the ERP's prApprove permission check against your user, inside the database. A refusal here is a permission matter, and the message you see is the database's own.
• A draft already posted cannot be posted twice — the trigger checks for an existing voucher against the same draft before writing anything.
• A zero-amount draft posts nothing; cancel it instead of approving it.
• Approving a draft is one transaction: either the voucher exists and the draft is marked approved, or neither happened.
• This screen never writes a voucher itself. It only calls SPDraftEntryUpdate , exactly as the desktop form does.

7Shortcut keys #

• F3 — Refresh the queue.
• F5 — Approve the selected draft.
• Esc — Clear the selection.
• Enter moves to the next field; Ctrl + Enter starts a new line in Remarks.

8If something does not work #