See also:Cash Posting & Allocation
On entry to this form, the cursor is positioned by default on the Header tab, but there are other groups of fields at the top of the form that are used for controlling, actioning or informing you about the cash posting being made. The use and function of these groups of fields is as follows:
Account:
This group is for information only regarding the Purchase Ledger account to which the current postings are being made. On initial entry to the form, these fields are blank. The fields in this group are:
| Account name: | This is the Purchase Ledger account name for the current postings being made. |
Bank:
This group is for information only regarding the bank account to which the current postings are being made. On initial entry to the form, the information in these fields relates to the default bank account held in the system parameters on the Cash Posting tab. The fields in this group are:
| Bank account code: | This is the bank account code for the current postings being made. Adjacent to this code is the currency in which the account is being run. |
| Account description: | This is the bank account description for the current postings being made. |
Run Total:
This group is a control group and contains one field which is the current cash posting session run total for all posted items to this point. This field is expressed in Nominal Ledger base currency.
Unallocated:
This group is a control group and contains fields which control the use of the Post button. The Post button becomes enabled when all of the unallocated fields are at zero. The field values are as follows.
| Bank: | This is the unallocated value expressed in the bank account currency. Adjacent to the field is the currency code in which the value is expressed. |
| Base: | This is the unallocated value expressed in the base currency. Adjacent to the field is the currency code in which the value is expressed. |
| PL: | This is the unallocated value expressed in the Purchase Ledger account currency. Adjacent to the field is the currency code in which the value is expressed. |
Post:
This group contains a number of buttons all of which are related to functions of actually posting Cash Paid. The buttons contained are as follows:
| Analyse: | Click this button to show the adjustment postings to the Nominal Ledger which are generated automatically in the case of discount, write-offs, currency gains or losses and VAT adjustments. This button is enabled/disabled dependant upon whether the Unallocated fields have balances.
Further adjustments can be entered here and the optional Nominal Ledger account codes which are set in the system parameters can be overwritten. The account codes for discounts and write-offs are defined in the system parameters, and two optional analysis codes are also available there. These optional codes and descriptions can be set up to your requirements. These optional analysis codes can be further extended by the use of the Add Line button to a maximum of a further 7 lines. The control of the number of these lines is another system parameter. The codes for currency gains and losses and tax adjustments are created by the system. |
| Carry forward: | Click this button if you have Unallocated balances that you want to carry forward to another Purchase Ledger account. For security reasons, Autoline posts the allocations made to this point and splits the posting being made to the bank account. When carrying forward a posting, Autoline returns you to the Header tab but only allows you to amend the following fields: Display paid invoices, Document number, Account, Payment type, Reference and Customer reference. This button is enabled/disabled dependant upon whether the Unallocated fields have balances. |
| Transfer: | Click the Transfer button to allow you to contra cash across to the Sales Ledger module or into another Purchase Ledger company and/or account.
An open-item transaction in the 'other' ledger is created which can then be used in allocation of transactions in that ledger. When the Transfer button is executed a form is opened for you to complete the details of the transfer. |
| Post: | Click this button when enabled and Autoline posts the allocations to the Purchase Ledger and the double entry postings required in the Nominal Ledger. After making these postings you are returned to the Header tab in order to either set up the Header for the next cash posting or to Exit if no further postings are required. |
| Clear: | Click this button to clear any allocations that have already been made. This issues a message asking you to confirm that all allocation changes are to be reset. If you confirm Yes, the statuses in the allocations grid are reset to their original status in order for you to start allocating afresh. |
Other buttons that are available to you on the Cash Paid form are as follows:
| Exit: | This button is your means of exiting the Cash posting and allocations option and returning to the PURCHASE LEDGER menu. This button is only enabled if there is no current cash posting in process. If you have made cash postings while in the option, you are given the opportunity to Print Daybooks upon Exit before returning you to the PURCHASE LEDGER menu. |
| Help: | Displays help on the current application using the default browser. |
The major part of the work involved for any cash posting transaction is done on the three tabs on this form. The value to be allocated and to which account is set on the Header tab. The allocation of values to specific transactions is performed on the Allocations tab. If during cash posting you have a number of 'On Account' values to post, these are done on the Post on account tab.
Tip: When an account code has been entered on the Header tab, movement between the three tabs can be achieved with the use of Function keys. F5 takes you to the Header tab. F6 takes you to the Allocations tab. F7 takes you to the Post on account tab.
