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Balance — Transactions

Overview

The Balance screen is a financial dashboard that tracks inter-company debts and settlements. It consolidates purchase orders and refunds into a unified view of what each internal company owes another, and allows the finance team to record manual inter-company payments to settle those debts.

For the payment lifecycle and settlement process, see: Workflow.

Note

This transaction follows the standard record list layout for its tabs. See: Common Features

Balance

Overview

The screen provides a cross-company financial position at a glance. All amounts are normalized to USD using the daily exchange rate recorded at the PO or refund creation date, enabling consistent comparison across currencies.

A Year multi-select at the top (defaulting to the current year, available from 2019 onward) applies to all sections of the screen simultaneously. Click Apply after changing years; an active filter bar below confirms the selected period.

What you will see

Company balance matrix

A grid with internal company acronyms on both axes. Each row represents a debtor company; each column represents a creditor company. Each cell shows the net bilateral amount in USD that the row company owes the column company after accounting for POs, refunds, and recorded payments in both directions.

  • Cells showing $0.00 USD or blank indicate the relationship is settled or no transactions exist for the period.
  • Cells with a non-zero amount include a View detail button that opens the Balance Detail modal.
  • Each row-header company name includes a small info button (ⓘ) that opens the Company Detail modal.

Note

Amounts are normalized to USD at the exchange rate in effect on each transaction's creation date. The bilateral net is computed by subtracting payments already recorded in both directions from gross debts (POs + refunds). Only the positive net is shown per company pair.

Purchase orders tab

Shows all POs for the selected year(s) that involve at least two different internal companies (i.e., the requesting company differs from the paying company). Clicking a PO code opens the View PO modal with full PO details.

Refunds tab

Shows all refunds for the selected year(s) where the paying company differs from the project company. Clicking a refund code opens the View refund modal with refund details.

Payments tab

Shows all inter-company payments recorded in the system for the selected year(s). Payments have a status: ACTV (active and counted in the balance) or INAC (cancelled and excluded from balance calculations). A status filter bar (ACTV / INAC checkboxes) is available above the table.

What you can do here

View detail per company pair

Clicking View detail in a matrix cell opens the Balance Detail modal, which shows:

  • A currency filter (applies to all tabs within the modal).
  • Supplier Purchase Orders tab — PO records in both directions (A owes B, and B owes A), each with PO code, version, type, companies, total in native currency, total in USD, project, and date. Clicking a PO code opens the View PO modal.
  • Refunds tab — Refund records in both directions, with the same fields. Clicking a refund code opens the View refund modal.
  • Payments tab — Payments already registered between the pair in both directions.
  • A USD net summary card at the bottom, showing subtotals per direction and the final bilateral result: which company owes the other and how much, or "Settled ✓" if balanced.

View company-wide position

Clicking the ⓘ button next to a company name opens the Company Detail modal, showing all POs, refunds, and payments involving that company (as either debtor or creditor), plus a USD position summary (gross owed, gross owes, payments made/received, net position).

Record a new inter-company payment (requires edit)

The + New payment button in the Payments tab opens the New payment form:

  • Select the paying company and the receiving company (must be different).
  • SARA pre-fills the Amount field with the current net debt in USD between those two companies for the selected year(s).
  • Select the currency. If the currency is not USD, SARA auto-fetches today's exchange rate from the daily rate catalog. A warning appears if today's rate is unavailable and the most recent available rate is used instead. The exchange rate field can be edited manually.
  • A real-time USD equivalent shows the converted amount as you type.
  • Attach supporting documents: payment proof, invoice, and other files (uploaded via Dropzone).
  • Click Send and confirm the SweetAlert dialog. The payment cannot be modified after submission.
  • Payments are numbered sequentially: PAY.0001, PAY.0002, etc.

Cancel a payment (requires edit)

The Cancel row action in the Payments tab sets a payment's status to INAC. A SweetAlert confirmation is required. Cancelled payments are no longer counted in the balance matrix.

Tabs in the Balance Detail modal

  • Supplier Purchase Orders — POs for the selected company pair, split by direction, with currency filter.
  • Refunds — Refunds for the selected company pair, split by direction.
  • Payments — Payments registered between the pair, with USD net summary.

Permissions

Permissions

Access and actions are permission-driven. See: Permissions