The Quick Cash Input option allows you to post cash both quickly and efficiently into the current period. It is primarily used to allow direct posting from Bank statements onto the Nominal, Sales and Purchase ledgers. You will not be allowed to post cash into prior periods. It is advisable to only use this option when there are no unposted suspense account items in the Invoice buffer.
To enable the Quick Cash Input menu option, the System Parameter: entitled Quick Cash Allowed must be checked [this can be found in the Bank Reconciliation tab of the system parameters.]
To select the Quick Cash Input option:
From the Autoline master menu select the Nominal Ledger option and the company you require.
Select the Quick cash input option.
The Quick Cash Control form is displayed.
NOMINAL ACCOUNTS
Bank account: Enter the bank account that is to be used with the Quickcash option.
Tip: Click the 
button, adjacent to the Bank account field, in order to
view / select the appropriate Nominal Ledger Bank account Expense code. This can be searched on short name.
Mode These radio buttons select which mode the Quick Cash will operate in. Journal Mode is very similar to inserting an NL journal, in that the user is unable to amend the amount of money entered in the "Next total" field. Hence the Statement mode is when the user wants to enter the amount of cash to be posted from the bank statement. Therefore the amount of cash [debit or credit amount] must be disbursed prior to posting and permitting the process to complete.
DETAILS-These fields must not be left blank
Suffix: Enter a suitable suffix related to the posting you are making. The suffix can be searched for by using the button, providing suffix lookup functionality is provided by the expense code that is 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: Enter the posting date. The button can be used to search and select the relevant dates, using the calendar form. The date that is allowed to be input is determined by Global Date Validation.
TOTALS:
Previous total: This total is updated with the NL balance on the selected bank account [i.e. is system generated] Nominal Ledger Expense code.
Next total: Enter the balance as per the latest bank statement, when in statement mode only.[user input IS required here]
Check total: This total is the calculated difference between the Previous total and the Next total. This figure represents the exact amount of cash that needs to be posted [when using statement mode]. This figure is calculated by the system. There is also a field that displays the exchange rate and the amount of cash to be posted in the base currency. e.g. £10 at an exchange rate of 1.00 will result in a basetotal field value of £10
Note: Only once the Suffix, Narrative, Reference, and Posting date fields are complete and the Next total has been entered, the Next button at the bottom of the form will be enabled.
There are also several additional buttons at the foot of the form:
Help: This accesses the help files.
Printer: This enables the user to change printer/spooler and make the required pitch settings.
Module [SL/PL/NL], Company [Accomp record],Account [SL/PL/NL], Document [SL/PL], Narrative [free format for suffix for quick cash control posting], Suffix [NL suffix validation] ,Statement value [Bank statement value],Converted value [if using a different currency account, this will be different to Statement value], Payment type [i.e. Cash, Cheque etc], Payment reference [free format] and finally Branch [valid NL branch]
The only columns that are mandatory are Module, Account and Statement value.
Assuming you have a spreadsheet set up on your PC using the correct format [usually stored in C:\tfr directory], and the Cashier Control account, Suffix, Narrative and Reference fields have been entered, the Import button becomes enabled. Click the Next button, then the Discard button so that you are in the main Cash Book form.
At this point, click the Import button.
By clicking this, a sub form is displayed, and this details the .csv files that are available for importing. Once a file has been selected by clicking the OK button, it can be imported [providing all the columns match correctly- the software warns you if a missing column exists and you can't proceed any further] The transactions contained in the file are displayed in the grid, and the Total Entered figure at the foot of the Cash Book form should agree with the total you want to import.
When the figures agree, the Next button is enabled and you can post the transactions in the normal manner- at this point the SL/PL is updated.
Exit: This button will take the user back to the main NL menu.
Next : This takes the user to the postings screen, as discussed below.
The currently selected printer is displayed at the foot of the form.
The ledger to be posted to can be selected by means of a 
box.
After the Details fields have been entered you now can now post cash from the Sales,Purchase or Nominal ledger. The selection box defaults to the Nominal Ledger.
The following fields are displayed:
Company:
This field is uneditable [unless the user has access to multiple companies] and is governed by the NL company the user is in.
Account:
This field is the NL code that the cash is to be posted to- it can be selected by using the search facility.
Narrative:
This field is user-definable and hence can be anything meaningful to the user. It is carried through from the header.
Suffix:
This field is only used if the account selected is suffix controlled, hence a suffix lookup will be displayed when the ellipsis is selected. The payment reference is NOT editable.
Statement Value:
This field must be input by the user- it can be either the full amount as per the Check Total or an amount that is part of the total, e.g. £5 can be posted to account 0000 0310 and then the remaining £5 will be posted to say 0000 0300.
Note: Once an amount has been entered into the Statement Value field, the Add button will be enabled. This must be clicked by the user. By subsequently hitting the escape key,the line to be posted will now appear in the grid on the form. The user can now either select another Nominal account to post the remaining balance to,[by clicking the Insert button and repeating the earlier steps] or [if the full check total was posted ], the "Next" button will be enabled, i.e. Only when the Total Entered box agrees with the Total Expected box will the Next button be enabled.
Once the totals agree, the user can either click the "Back" button, which will take the user back to the control form if the check total requires amendment,or click "Next" again, at which time the "Finish" button will be enabled. By clicking this button,the update form appears, and the system will process the daybooks. The bank account will be debited and the Nominal accounts selected will be credited. Again the Help and Printer.The user will be returned to the main Nominal menu.
In order to action Sales Ledger postings , exactly the same procedure must be followed as per accessing Nominal Ledger postings , right up until all the input screens have been entered in the control form and the user has clicked the Next button. The following topic discussed what happens next.
In the postings screen, the user will select the Sales Ledger from the
, and then select from the following buttons:
Account:
By using the ellipsis, customer accounts are displayed, and the user can select the relevant one they want.
Document:
The user can either type in the Sales Ledger document number, if known, or use the ellipsis to search and select the correct document number. Once the document number has been selected, the statement value will be populated.
Payment Type:
The user can select the following payment types- credit transfer,cash, cheque,direct debit or credit card.
Payment Reference:
A meaningful reference can be entered here by the user.
Statement Value:
As discussed previously,the statement value will have already been populated. However, if a part-payment is being made of an invoice [e.g. £4 of an £100 invoice],the statement value field can be amended to £4. At this point, the status box will change to "Part-pay".
Status:
If the full value of the document is to be settled,this field will default to "Settle". If not, the user can select either "part-pay","discount"[a portion of the invoice value is posted to a discount account code],"write-off" [ a portion of the debt is written off] or "manual posting" [whereby the user is presented with a form as per Cash Posting- see section below entitle Manual Cash Posting].
Once the above fields have been processed, [and assuming the user has not chosen a manual posting type]the user must click the Add button. This will populate the grid with the account and amount to be posted.
The user must then click the Discard button, then the Next button will be enabled. If the "total expected" and the "total entered" fields agree, and the user does not need to process any further transactions,the Next button can be clicked. If further transactions need to be added, the user can click on the Back button and amend the check total and add further amounts for processing. The Insert button is used for inserting another entry. The Casefile button is used to display any notes relating to the account.
Click "Finish" button to process the daybooks.
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
The user will be presented with an icon entitled "Sales Ledger".Click this button
The form for Sales Ledger Cash posting will now be brought up. At this point the user can proceed as normal in terms of settling, part-paying,writing off a transaction,and the procedure for completing the process,posting and printing daybooks, is identical to that of the Sales Ledger.
Once the post button has been clicked,[ if NOT using manual posting] the user is returned to the Quick Cash control form. Click Finish button. The daybooks will be processed.
All functionality behaves exactly the same except for the user will select "Purchase Ledger" once the Control form has been entered, and also bear in mind that the amounts of cash will be credit amounts rather than debits [e.g. an invoice for £100 will appear as £-100.
BUTTONS
Add:Adds a line in order to process a transaction.
Discard:This will remove an entry. It can also be used to enable the Next button.
View Detail: To view more detail of the original transaction.
Amend: Amends a transaction that has already been entered.
Insert:Inserts a transaction. A new line will appear in the grid and the transaction can be selected from there.
Delete:Removes a transaction that has been entered.
This mode is used when the user does NOT need to disburse an exact amount of cash from the bank statement for Sales or Purchase ledger. Hence the "Next Total" field now is uneditable and the "total" field at the foot of the form does not have to be disbursed. Consequently, the amounts of cash posted is the amount that gets updated in the Nominal Ledger.
