See also:
After the details fields have been entered on the Cashbook Controls tab click the Next toolbar button or select the File > Next menu bar command. You are now in the Postings Tab. This consists of the following sections:
Insert SL Cash Posting Group:
Company: The name of the dealership.
Account: The nominal ledger code that the cash is to be posted to.
Document: The document number of the posting. Once you have selected it, the statement value will be automatically populated.
Payment Type: One of the following:
- Credit transfer
- Cash
- Cheque
- Direct debit
- Credit card
Branch: The branch of the dealership where the cash transaction took place.
Payment Reference: A meaningful reference or description you can enter.
Tip: If the account is suffix-controlled, the Payment Reference is uneditable.
Payment Reference 2: A second field to enter a meaningful reference about the transaction.
Tip: This is especially useful when the Payment Reference field cannot be changed due to suffix-control.
Statement Value: The amount of cash that is being posted to the account.
Tip: The statement value can be the full amount or an amount that is part of the total. For example, part of the total can be posted to one account and the other part can be posted to a second account.
Converted Value: The local value of the cash when it has been converted from the original currency.
Status: One of:
- Settle - Full value of the document is to be settled
- Part-pay - Only part of the value of the document is to be settled
- Discount - A portion of the value is to be posted to a discount account
- Write-off - A portion of the value is written off
- Manual Posting - The user is presented with the SL Cash Posting form.
Petty Cash Group:
Company: The name of the dealership.
Account: The nominal ledger code that the cash is to be posted to.
Name: The name of the nominal ledger account.
Address: The address of the dealership.
Postcode: the postcode of the dealership.
Branch: The branch of the dealership where the cash transaction took place.
Document Type: The type of document that is being processed. For example, invoice.
Document: The document number of the posting. Once you have selected it, the statement value will be automatically populated.
Reference: A meaningful reference or description you can enter.
Miscellaneous: A free form field you can use to put in useful information.
Goods Value: The nett value of the goods that were purchased with petty cash.
VAT Value: The amount of tax that was paid on the goods.
Total Value: The sum of the nett value of the goods and the amount of VAT.
PL Cash Group:
Company: The name of the dealership.
Account: The nominal ledger code that the cash is to be posted to.
Document: The document number of the posting. Once you have selected it, the statement value will be automatically populated.
Payment Type: One of the following:
- Credit transfer
- Cash
- Cheque
- Direct debit
- Credit card
Branch: The branch of the dealership where the cash transaction took place.
Payment Reference: A meaningful reference or description you can enter.
Tip: If the account is suffix-controlled, the Payment Reference is uneditable.
Payment Reference 2: A second field to enter a meaningful reference about the transaction.
Tip: This is especially useful when the Payment Reference field cannot be changed due to suffix-control.
Statement Value: The amount of cash that is being posted to the account.
Tip: The statement value can be the full amount or an amount that is part of the total. For example, part of the total can be posted to one account and the other part can be posted to a second account.
Converted Value: The local value of the cash when it has been converted from the original currency.
Status: One of:
- Settle - Full value of the document is to be settled
- Part-pay - Only part of the value of the document is to be settled
- Discount - A portion of the value is to be posted to a discount account
- Write-off - A portion of the value is written off
- Manual Posting - The user is presented with the SL Cash Posting form.
Insert Petty Cash Sale Group:
Company: The name of the dealership.
Account: The nominal ledger code that the cash is to be posted to.
Name: The name of the nominal ledger account.
Address: The address of the dealership.
Postcode: The postcode of the dealership.
Branch: The branch of the dealership where the cash transaction took place.
Document Type: The type of document that is being processed. For example, invoice.
Document: The document number of the posting. Once you have selected it, the statement value will be automatically populated.
Reference: A meaningful reference or description you can enter.
Miscellaneous: A free form field you can use to put in useful information.
Goods Value: The nett value of the goods that were purchased with petty cash.
VAT Value: The amount of tax that was paid on the goods.
Total Value: The sum of the nett value of the goods and the amount of VAT.
Petty Cash Expenses Group:
Company: The name of the dealership.
Account: The nominal ledger code that the cash is to be posted to.
Name: The name of the nominal ledger account.
Address: The address of the dealership.
Postcode: The postcode of the dealership.
Branch: The branch of the dealership where the cash transaction took place.
Document Type: The type of document that is being processed. For example, invoice.
Document: The document number of the posting. Once you have selected it, the statement value will be automatically populated.
Reference: A meaningful reference or description you can enter.
Miscellaneous: A free form field you can use to put in useful information.
Goods Value: The nett value of the goods that were purchased with petty cash.
VAT Value: The amount of tax that was paid on the goods.
Total Value: The sum of the nett value of the goods and the amount of VAT.
After the details fields have been entered on the Controls tab, you can post cash from the Sales-, Purchase-, or Nominal Ledger. Click the Next toolbar button or select the File > Next menu bar command. You are now in the Postings Tab. Select Vehicle Deposits.
Company: The sales ledger company code.
Note: This is automatically generated if only one company is available. If more than one company is available, the correct one can be selected.
Location: The location of the vehicle. This defaults to the first available location.
Account: The SL account held against the selected location.
Note: For non-vatable accounts, the account is set to the account held against the location. For vatable accounts, the account can be selected.
Branch: The dealer branch code.
Status: The status of the payment. This can be selected once the account has been selected. Either deposit or refund.
Payment type: The type of payment being made. This defaults to deposit. It is also the payment type held on the SL account.
Customer name: The name of the customer making the deposit. This can be input manually or searched for.
Sales Executive: The name of the person taking the deposit. This defaults to the current user ID, but can be changed, if necessary.
Reference: This defaults to the cash book reference, but can be changed.
Deposit Reference: This must be input by the user.
Total Value: This must be input by the user if the deposit is non-vatable.
Note: If the deposit is vatable, this is calculated by the system.
VAT Code: (Only displayed if deposit is vatable). This is the VAT rate. It must be input by the user.
Net value: (Only displayed if deposit is vatable). This is the value of the deposit before VAT is calculated. It must be input by the user.
VAT value: (Only displayed if deposit is vatable). This is the amount of VAT payable on the deposit. It is calculated by the system.
VS company/type: (Only displayed if a valid CRM company or customer has been selected). This is the customer/company code.
Vehicle: (Only displayed if a valid CRM company or customer has been selected). This is the vehicle that the deposit is for.
After the Details fields have been entered on the Controls tab, you can post cash from the Sales-, Purchase-, or Nominal Ledger. Click the Next toolbar button or select the File > Next menu bar command. You are now in the Postings Tab. Select POS Deposits.
Note: The user must have been setup to post POS deposits for the selected till in the cash book parameters.
Company: The sales ledger company code.
Note: This is automatically generated if only one company is available. If more than one company is available, the correct one can be selected.
POS company: The point of sale company code.
Note: This is automatically generated if only one company is available. If more than one company is available, the correct one can be selected.
WIP number: The WIP number of the job.
Note: The POS company must be selected before a WIP number can be entered.
Account: The SL account held against the selected WIP.
Note: For non-vatable accounts, the account is set to the account held against the WIP. For vatable accounts, the account can be selected.
Status: The status of the payment. This can be selected once the account has been selected. Either deposit or refund. Selecting Refund ensures the system only accepts negative values.
Payment type: The type of payment being made. This defaults to deposit. It is also the payment type held on the SL account.
Reference 1: This defaults to the cash book reference, but can be changed.
Reference 2: This must be input by the user.
Total Value: This must be input by the user if the deposit is non-vatable.
Note: If the deposit is vatable, this is calculated by the system.
VAT Code: (Only displayed if deposit is vatable). This is the VAT rate. It must be input by the user.
Net value: (Only displayed if deposit is vatable). This is the value of the deposit before VAT is calculated. It must be input by the user.
VAT value: (Only displayed if deposit is vatable). This is the amount of VAT payable on the deposit. It is calculated by the system.
Journals Group:
Company: The name of the dealership.
Account: The nominal ledger code the cash is to be posted to.
Narrative: A free-form field you can use to describe the posting.
Suffix: Only used if the account selected is suffix controlled.
Branch: The branch of the dealership where the cash transaction took place.
Payment Reference: A meaningful reference or description you can enter.
Tip: If the account is suffix-controlled, the Payment Reference is uneditable.
Payment Reference 2: A second field to enter a meaningful reference about the transaction.
Tip: This is especially useful when the Payment Reference field cannot be changed due to suffix-control.
Statement Value: The amount of cash that is being posted to the account.
Tip: The statement value can be the full amount or an amount that is part of the total. For example, part of the total can be posted to one account and the other part can be posted to a second account.
Converted Value: The local value of the cash when it has been converted from the original currency.
Status: One of:
- Settle - Full value of the document is to be settled
- Part-pay - Only part of the value of the document is to be settled
- Discount - A portion of the value is to be posted to a discount account
- Write-off - A portion of the value is written off
- Manual Posting - The user is presented with the SL Cash Posting form.
Sales and purchase ledger payments can be refunded from this form. This is similar to Process Bank Statement and SL Cash Posting and Allocations and PL Cash Posting and Allocations.
To refund sales and purchase ledger cash transactions:
Select Nominal Ledger and the company you want from the main menu.
The Nominal Ledger Menu is displayed.
Select Cash Book menu.
The Cash Book Menu is displayed.
Select Cash Book.
The Cash Book form is displayed.
Note: The Next and Import buttons will be disabled until you input more information.
Input the Cashier Control a/c, Journal type, Suffix, Narrative and Reference.
The Next and Import buttons will be enabled.
Tip: At this point you can also import nominal ledger transactions.
Click Next.
The Postings form will be displayed.
Click the Document field.
The Document Search dialog box will be displayed.
Note: At this point only unpaid or part paid documents will be displayed in the grid.
Select the Display paid invoices field and click Yes when the Clear allocations dialog box is displayed.
All documents, including those that have been paid, will be displayed.
Note: Paid documents display a P in the Paid column.
Select the document you want to reinstate and click Reinstate reinstate.
One of the following will occur:
Click OK when all necessary documents have been reinstated.
The Postings form will be displayed with the reinstated document in the grid.
Sales and purchase ledger invoices and credit notes can be posted and printed. This is similar to Process Bank Statement functionality.
To post and print sales and purchase ledger petty cash invoices and credit notes.
Select Nominal Ledger and the company you want from the main menu.
The Nominal Ledger Menu is displayed.
Select Cash Book menu.
The Cash Book Menu is displayed.
Select Cash Book.
The Cash Book form is displayed.
Note: The Next and Import buttons will be disabled until you input more information.
Input the Cashier Control a/c, Journal type, Suffix, Narrative and Reference.
The Next and Import buttons will be enabled.
Tip: At this point you can also import nominal ledger transactions.
Click Next.
The Postings form will be displayed.
Select either Petty Cash Sales or Petty Cash Expenses from the task bar.
The Insert Posting section changes to Insert Petty Cash Sale or Insert Petty Cash Expense..
Note: The Company field is only activated if multiple SL/PL companies have been set up for petty cash. Also, the Account field is disabled and set to the account that is set up in the cash book petty cash parameters.
Do one of the following:
The information will be validated by the system.
Input or select the information for the following fields:
The information will be validated by the system.
Click Analysis to input the analysis lines.
The Analysis grid is displayed.
Click Create.
The Analysis dialog box is displayed.
Input the petty cash sale information and click Create.
The analysis line will be added to the grid.
Add all analysis lines until they balance with the document header total.
The Add button will be enabled.
Note: Click Postings to view the document header.
Click Add.
The document is added to the Postings grid.
Note: More documents can be added in this way.
Click Discard, Next and Update.
All documents will be posted, daybooks printed and any documents that have been queued will be printed.
Vehicle deposits and refunds can be posted in Cashbook and Process Bank Statements.
Note: You must be set up in Cash Book parameters in order to input vehicle deposits.
To take a vehicle deposit:
Select Nominal Ledger and the company you want from the main menu.
The Nominal Ledger Menu is displayed.
Select the Cash Book menu.
The Cash Book Menu is displayed.
Select Cash Book.
The Cash Book form is displayed.
Note: The Next and Import buttons will be disabled until you input more information.
Ensure the following fields have been input:
The Next and Import buttons will be enabled.
Tip: At this point you can also import nominal ledger transactions.
Click Next.
The Postings form will be displayed.
Select Vehicle Deposit.
The Insert Vehicle Deposits section is displayed.
Ensure the following fields have been input:
Total - For non-vatable deposits, only the total value is displayed and must be input.
For vatable deposits, the VAT code, VAT value, net value and total value are displayed and must be input.
The VS company, type and vehicle fields are enabled and must be input.
Click Add.
Note: The Add button is only enables once the company, location, account, payment type, customer name, reference, deposit reference, VAT code and values have been input.
The deposit is added to the Postings grid.
Note: You can amend or delete the posting when it has been displayed in the grid.
Click Next.
The Update tab is displayed.
Click Update.
All documents entered will be posted, daybooks printed and the system updated.
Vehicle deposits and refunds can be posted in Cashbook and Process Bank Statements.
Note: You must be set up in Cash Book parameters in order to input vehicle deposits.
To refund a vehicle deposit:
Select Nominal Ledger and the company you want from the main menu.
The Nominal Ledger Menu is displayed.
Select the Cash Book menu.
The Cash Book Menu is displayed.
Select Cash Book.
The Cash Book form is displayed.
Note: The Next and Import buttons will be disabled until you input more information.
Ensure the following fields have been input:
The Next and Import buttons will be enabled.
Tip: At this point you can also import nominal ledger transactions.
Click Next.
The Postings form will be displayed.
Select Vehicle Deposit.
The Insert Vehicle Deposits section is displayed.
Input the following details:
The grid displays any existing vehicle deposits.
Click Discard.
The grid entries are enabled.
Select the deposit you want to refund and click Amend.
The deposit information is enabled.
Change the status of the deposit to Refund and click Save.
The Open deposit dialog box is displayed.
Select one of the following options and click OK:
All Receipts if you want to display all outstanding deposits on the selected deposit account.
The Select Item From List dialog box will display a list of deposits.
Specific Receipt No: if you want to input the receipt number manually.
The Select Item From List dialog box will display a deposits that match the receipt number
By CRM Record if you want to search for a CRM company or customer.
The Select Item From List dialog box will display a deposits for the selected CRM record.
The Status of the deposit will change to Refund deposit.
Click Next.
The Update tab is displayed.
Click Update.
All documents entered will be posted, daybooks printed and the system updated.
Vehicle deposits and refunds can be posted in Cashbook and Process Bank Statements.
Note: You must be set up in Cash Book parameters in order to take POS deposits.
To take a point of sale deposit:
Select Nominal Ledger and the company you want from the main menu.
The Nominal Ledger Menu is displayed.
Select the Cash Book menu.
The Cash Book Menu is displayed.
Select Cash Book.
The Cash Book form is displayed.
Note: The Next and Import buttons will be disabled until you input more information.
Ensure the following fields have been input:
The Next and Import buttons will be enabled.
Tip: At this point you can also import nominal ledger transactions.
Click Next.
The Postings form will be displayed.
Select POS Deposit.
The POS Deposits section is displayed.
Ensure the following fields have been input:
Total - For non-vatable deposits, only the total value is displayed and must be input.
For vatable deposits, the VAT value, net value and total value are displayed and must be input.
The Add button is enabled.
Click Add.
Note: The Add button is only enables once the company, location, account, payment type, customer name, reference, deposit reference, VAT code and values have been input.
The deposit is added to the Postings grid.
Note: You can amend or delete the posting when it has been displayed in the grid.
Click Next.
The Update tab is displayed.
Click Update.
All documents entered will be posted, daybooks printed and the system updated.
POS deposits and refunds can be posted in Cashbook and Process Bank Statements.
Note: You must be set up in Cash Book parameters in order to input vehicle deposits.
To refund a vehicle deposit:
Select Nominal Ledger and the company you want from the main menu.
The Nominal Ledger Menu is displayed.
Select the Cash Book menu.
The Cash Book Menu is displayed.
Select Cash Book.
The Cash Book form is displayed.
Note: The Next and Import buttons will be disabled until you input more information.
Ensure the following fields have been input:
The Next and Import buttons will be enabled.
Tip: At this point you can also import nominal ledger transactions.
Click Next.
The Postings form will be displayed.
Select POS Deposit.
The POS Deposits section is displayed.
Input the following details:
The grid displays any existing vehicle deposits.
Click Discard.
The grid entries are enabled.
Select the deposit you want to refund and click Amend.
The deposit information is enabled.
Change the status of the deposit to Refund and click Save.
The Open deposit dialog box is displayed.
Select one of the following options and click OK:
All Receipts if you want to display all outstanding deposits on the selected deposit account.
The Select Item From List dialog box will display a list of deposits.
Specific Receipt No: if you want to input the receipt number manually.
The Select Item From List dialog box will display a deposits that match the receipt number
By CRM Record if you want to search for a CRM company or customer.
The Select Item From List dialog box will display a deposits for the selected CRM record.
The Status of the deposit will change to Refund deposit.
Click Next.
The Update tab is displayed.
Click Update.
All documents entered will be posted, daybooks printed and the system updated.
This functionality can be used to import transactions for the Sales, Purchase and Nominal ledgers. The transactions are in the form of a .csv file. This file can be sent to you from a bank, listing all transactions, including all the details of the individual transactions. These can then be imported using the Cashbook functionality, posted and the relevant ledgers updated.
When a transaction file is imported, it contains a number of columns with information. Not all of these columns are necessary. The full list of columns is:
The only mandatory columns are:
Note: You must be set up in Cash Book parameters in order to import transactions.
To import a transaction file:
Select Nominal Ledger and the company you want from the main menu.
The Nominal Ledger Menu is displayed.
Select the Cash Book menu.
The Cash Book Menu is displayed.
Select Cash Book.
The Cash Book form is displayed.
Note: The Next and Import buttons will be disabled until you input more information.
Ensure the following fields have been input:
The Next and Import buttons will be enabled.
Tip: At this point you can also import nominal ledger transactions.
Click Next and then Discard.
The Postings form will be displayed.
Click Import.
The Import Filename dialog box is displayed.
Select the correct file to import and click OK.
The file is imported and the transactions are displayed in the Postings grid.
Warning: If any mandatory columns in the file are missing, the system warns you that the file cannot be imported.
Note: Check that the total displayed in the Total entered field at the bottom of the postings form agrees with the total that you want to post.
Click Next.
The Update tab is displayed.
Click Update.
All documents entered will be posted, daybooks printed and the system updated.
There will be occasions where the user will either not want to settle the full amount specified in the check total or, will not settle via the "part-pay" status. Hence when the user reaches the Status drop down box, they would select "Manual", tab, and hit the escape key.
Click the Next button, then the SL Cash icon from the posting sidebar menu.
The form for SL Cash posting is displayed. At this point the user can proceed as normal in terms of settling, part-paying, writing off a transaction.
After the Post button has been clicked, the user is returned to the Quick Cash control form. Click Finish button. The daybooks will be processed.