Cashbook

See also:

Quick Cash Input

What do you want to do?

• Refund sales and purchase ledger cash transactions

• Post and Print Sales and Purchase Ledger Petty Cash Documents

• Take Vehicle Deposits

• Refund Vehicle Deposits

• Take Point of Sale Deposits

• Refund Point of Sale Deposits

• Import Transaction Files

• Carry out manual cash postings

• Display Cash Book Reference

• Reconcile Cash Book

Cash Book Form

This form is displayed when you select Nominal Ledger > Cash Book Menu > Cash Book It enables you to carry out various cash posting- and bank-reconciliation processes.

Menu Bar and Toolbar

Menu	Button	Description
File > Back		Moves to the previous tab, if applicable.
File > Next		Moves to the next tab, if applicable
File > Import		Imports a file from your PC in a comma-separated values (.csv) format.
File > Change printer...		Enables changing the printer/spooler.
File > Exit		Returns to the Cash Book Menu.
Help > Help		Displays this help file in your default browser

TABS:

• Controls Tab

• Postings Tab

• Update Tab

Controls Tab

On entering the program, the operator must populate the following fields unless they are completed by default or the default is inappropriate:

Nominal Accounts:

Cashier control a/c : This is effectively the bank account suspense. Autoline will look for any previously entered, but still un-reconciled, cash book references (shift number) for that Control Account. If there is not one available, Autoline will create a new Cash Book reference using the cashier Control Account; user ID; terminal ID, and system-generated shift number to ensure that it is unique. (After the batch has been completed and at the time of posting; hence, the user will not be shown this reference.) If there are un-reconciled Cash Book references available, the operator is prompted to select an existing reference to Continue processing or optionally create a New one. Alternatively, a new reference can be created by clicking the New Ref button. (A system parameter allows the Cash Book reference (shift) to be unique by cash-book sequence number/terminal number or User Id within cash boo k sequence number/terminal number. Refer to the system parameter for further detail.

Journal type: : Journal type, entered by default. This field cannot be edited by the user.

Details:

Note: Only when the Suffix, Narrative, Reference, and Posting date, fields are complete and the Next total field is then populated, will the Next- and Import toolbar buttons be enabled.

The following fields must not be left blank:

Suffix: Enter a suitable suffix related to the posting you are making. The suffix can be searched for via the ellipsis button if suffix look-up functionality is offered by the expense code being selected.

Narrative: Enter a comment related to the posting that you are making.

Reference: Enter a reference related to the posting that you are making.

Posting date: Posting date. The ellipsis button can be used to search for, and select, the relevant dates, via the calendar form. The date you are allowed to input is determined by Document Date.

TOTALS:

Note: None of the following three fields allows user input:

PREVIOUS TOTAL: This total is updated with the NL balance on the selected bank account. (It is system-generated). Nominal Ledger Expense code.

NEXT TOTAL: The balance as per the latest bank statement.

TOTAL ENTERED: This total is the calculated difference between the Previous total and the Next total.

EXCHANGE RATE: Exchange rate.

BASE TOTAL: Amount of cash to be posted in the base currency.

Cash Book Reference:

New Ref: If there are un-reconciled Cash Book references available, the user is prompted either to select an existing reference to continue processing, or to create a new one. Alternatively, a new reference can be created by clicking the New Ref button. A new Cash Book Reference is allocated when the current batch is posted.

Summary: To view the activity for a particular Cash Book reference, the user can click on the Summary button. The currently selected cash book reference is displayed by default, but can be altered if necessary.

Postings Tab

The Postings tab has been dealt with separately due to the amount of information. See Cashbook Postings for further information.

Update Tab

This tab is displayed on the Cash Book form when you finally either select the File > Next menu bar command on the Postings tab or click its Next toolbar button. The Update tab lets you update the ledgers and finish a session. You can also change printers if necessary before updating.

Totals:

The following totals appear by default when you have finished on the Postings tab. They cannot be changed on the Update tab.

• Previous total

• Next total

• Check total

Button:

Update : This green tick updates the ledgers and completes a session.