Sales Ledger Menu Contents

Cash Posting & Allocation

See Also:

Cash Posting & Allocation deals with posting to the Sales Ledger accounts using various cash posting options.  There is a high level of control within the Cash posting & allocation option, such as printing of daybooks and the audit trail.

An option in the system parameters permits an audit trail of all cash postings to be printed as the postings are made.  A full audit trail of postings is always produced when the daybooks are printed.

The form defaults to the header tab, but there are other groups of fields at the top of the form that are used for controlling, actioning or informing the user about the cash posting being made.

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: Once an Account Code has been entered on the Header Tab movement between the three tabs is done by using F5 to move to the Header Tab. F6 will move you to the Allocations Tab. F7 will take you to the Post on Account Tab.

Cash Received Form

This form is displayed when you select Sales Ledger > Cash posting & allocation.

Account Group:

This group contains information on the sales ledger account the current postings are made to.

Account (code):  The sales ledger account code for the current postings. The currency in which the account is run is displayed to the right of the field.

Account (name):  The sales ledger account name for the current posting.

Bank Group:

This group contains information about the bank account the current postings are made to.  The form defaults to the bank account held in the Cash Posting tab of the system parameters.

Bank (code):  The bank account code for the current posting. The currency in which the account is run is displayed to the right of the field.

Account Description:  The bank account description for the current posting.

Run Total Group:

Run total:  The current posting session run total for all posted items up to this point.  The field is expressed in the nominal ledger base currency.

Unallocated Group:

This group contains fields that control use of the Post button.  It only becomes enables when all of the unallocated fields are at zero.

Bank: The unallocated value in the bank account currency.  The currency code is displayed to the right of the field.

Base: The unallocated value in the base currency.  The currency code is displayed to the right of the field.

SL:  The unallocated value expressed in the sales ledger account currency.  The currency code is displayed to the right of the field.

Post Buttons:

Analyse:  Displays the adjustment postings to the nominal ledger in the case of:

Adjustments can also be entered in this form.  In addition, the optional nominal ledger account codes in the system parameters can be overwritten.

The account codes for discounts, write-offs and two optional analysis codes are defined in the system parameters.  They can be set up to your requirements.  The optional analysis codes can be further extended by using the Add Line button to a maximum of 7 additional lines.  The maximum number of possible additional lines is controlled in system parameters. The codes for currency gains and losses and tax adjustments are created by the system.

Transfer:  Used to contra cash across to either the Purchase Ledger module or into another Sales Ledger company or account.

Clear:  Used to clear any allocations that have already been done made.  A confirmation message will be displayed.  Click Yes to reset the allocations grid.

Carry Forward:  This is enabled/disabled depending on whether or not the Unallocated fields have balances.  It is used to carry forward unallocated balances to another sales ledger account.  For security reasons, the system will post the allocations made up to this point and split the posting being made to the bank account.  When carrying forward a posting, the system will return you to the Header Tab but will only allow you to amend the following fields:

Buttons:

Exit: Returns you to the Sales Ledger menu.

Help: Displays this help file in your default browser.

Tabs:

Header Tab

This tab is on the Cash Received form. It is used to make cash postings.

Display Paid Invoices: When selected, the system displays paid items as well as unpaid items. You can use this list of items to reinstate previously paid items.

The field defaults to unselected due to the amount of possible transactions that could be displayed.

Note: Only previously paid items that are still on the transaction file will be displayed.

Posting Date:  The date the postings are made to the nominal ledger.  The system parameters can be used to default the system to the current date or the current period end date.

Bank Account: The bank account used for postings to the nominal ledger.  The account name and currency are displayed to ensure that postings are made to the correct account.  The default is set in the system parameters.

Note: In the case of sales ledger cash receipts, this account will usually be a cash received bank suspense account.

Suffix: The basis for a sub-analysis of the account the postings are made to in nominal ledger.  (See the Nominal Ledger on-line help for the use of Suffixes to control postings in the Nominal Ledger) .

Document:  A document number that the system will automatically search for. If more than one document with the entered number is found, the system will display a popup with a list of documents. Select the applicable one and click on Ok. The amount can be changed if, for example, the document is only being part paid.

Account: The account number that payments will be made to.  Search for the applicable account number by selecting the Ellipsis (...) button.

When an account code is selected, the system will display the following information:

Note:   If the account is a statement account, then all the transactions on the accounts that are linked to the statement account will be displayed in the Allocations tab.

Tip: Click the Clear button next to the Account field to re-set all the

Clear:  Clears all information in the Header tab.

Name:  The name of the person or company that is paying the amount.

Address : The address of the person or company that is paying the amount.

Payment type:  The payment method that is being used to pay the amount.

Tip: A default payment method can be set in the system parameters. However, any Default Cash Type in the record you are posting to.  Add payment methods via the Cash Payment Types in Nominal Ledger Miscellaneous Options.

Reference:  The reference for the payment received.  For example, a Received Payments Log No.

Customer Ref:  The customer reference used to identify the transaction.  For example, a Remittance Advice Serial Number.

Amount: The amount to be posted. It is expressed in the currency of the bank account.

Converted: The amount posted, expressed in the current base currency.

Currency Conversion Group:

Conversion method: An indication of how the conversion from the base currency to the payment currency is to be done.  For example, manual input or the rates table.

Rate: The currency rate of the payment.

Allocations Tab

This tab displays a grid that shows each transaction that is posted for the account.

Note: You cannot complete a particular cash posting until all the unallocated controls are at zero. If you wish to exit the form before this is done, the transaction must be cancelled.

Automatic Write-off Facility

A facility exists to automatically write-off amounts when there is a difference in the value of allocations.  Each user must have a write-off limit set up in the User details form. When a payment is allocated and there is a variance between the header and the unallocated amount, if it is within the variance limit set up for each user, when transactions are posted, the unallocated amount is automatically analysed to the write-off account.

Note:  You can still manually write-off amounts, as long as the amount is under the maximum amount set in the user parameters.

Grid:

The grid displays the following information for the outstanding debts of the account shown in the Account field.

Date: Date the transaction was processed.

Type:  Type of transaction.  For example, C = credit and I = invoice.

Document: The document number.

Reference: The client reference.

Amount: The value of the transaction.

Outstanding: Any amount outstanding on the document.

S: The provisional status of the document.  This remains provisional until one of the Post options are used.

Payment: The provisional payment value of the document.  This remains provisional until one of the Post options are used.

S:The current status of the document.

Transaction Filter/Search Buttons

The transactions that are displayed in the allocations grid can be restricted by searching or filtering them. This is done by using the Search, Filter or Automatic buttons.

Filter:  Displays the Allocation Filter dialog box.  You can filter transactions by Document Date, Due Date or Posting Date. 

Warning: Any allocations that have already been made will be reset when you set a date filter.

Automatic:  Finds the transaction you searched for and automatically allocates it.

Search:  Displays the Transaction Selection dialog box.  You can search for transactions by Reference, Misc. reference, Document, Document date or Amount.

The system searches for transactions that match the selected criteria and returns to the Allocations grid form.  Any transactions that match the criteria are highlighted in red and the first highlighted transaction is selected.  You can move between the highlighted transactions by using the Find next and Find previous buttons.

Find Next: Move to the next highlighted transaction.

Find previous: Move to the previous highlighted transaction.

Allocation Buttons:

The allocation buttons are used to post amounts against existing transactions individually.

Settle:  Allocates the full outstanding value and sets the status to X.

Tip: Hot Key = X.

Part-pay:  Allocate a partial payment of the outstanding value and set the status to P.  If you select this option, the Part-Pay Document dialog box is displayed.  Enter the part payment value into the Allocation field.  The document remains at unpaid status until fully settled.

Tip: Hot Key = P.

Write off:  Allocates a partial or full write-off of the outstanding value and sets the status to W.  If you select this option, the Write Off Details dialog box is displayed.  Enter the write off value into the Allocation field.  If the Write off button is disabled, you do not have access to the write off facility.

When the write-off allocation is input, if the amount being written off is higher than the value of the transaction, you will be prompted to select one of the following:

If the amount being written-off is less than the value of the transaction, the value is accepted.

Warning: If you do have access to the write-off facility, you will have a maximum write off value. This is set up in the user parameters.

Tip: Hot Key = W.

Discount:  Allocates a discount against a transaction and sets the status to D.  Early settlement discount rates are set in Settlement Terms.  If you select this option, the Discount document dialog box is displayed.  Enter the payment value in the Allocation field.  The balance is taken as the discount amount.  If the Discount button is disabled, you do not have access to the discount facility.

When the discount allocation allocation is input, if the amount being discounted is higher than the maximum, you will be prompted to select one of the following:

Warning: Any VAT settings must first be set up in the VAT groups table before discounting is done.

Tip: Hot Key = D.

Reset:  Resets an item to the original state if an allocation has been made in the current session.

Tip: Hot Key = space bar.

Reinstate:  Reinstates a document that has been settled or part-paid to its previous state and sets the status to R.  If the document has several part payment allocations, then the Select payments to reinstate dialog box is displayed.

Warning: If a reinstatement is the only allocation, a negative value must be input in the Header Tab.

Tip: Hot Key = space bar.

View:  Displays document details from within the Allocations tab.  Select a document and click View.   Click on the Document button within the viewing dialog box to view a scanned view of the original document.

Tip: Hot Key = V.

Select All:  Selects all documents and allocates them as settled (or status X).  To reset the allocation, click on Clear in the Post box.

Tip: Hot Key = L.

Post on Account Tab

This tab is used to make postings to the Sales Ledger account for sums of money that cannot be allocated to specific documents that are on the account. You can make negative or positive postings, as well as multiple postings.  Click the Add button to display the account posting form.  The Payment Date and Reference fields are defaulted onto the form from the Header Tab.  The on account postings will create transaction records with a P document type to indicate a payment on account transaction.

Grid:

Payment date: The date the postings are made to the nominal ledger. This is defaulted from the Header tab and cannot be amended.

Payment reference:  The reference for the payment received. This is defaulted from the Header tab and cannot be amended.

Branch: The branch code of the branch that received the cash to be posted.

Ageing date:  Used to post the amount received against a specific debt.  For example, if the client has more than one debt, you can allocate the cash payment towards the oldest debt.  The system defaults to the current date.

Reference:  The reference for the on account posting.

Misc ref: Any reference that you want to input for the on account posting.

Payment amount:  The amount that is to be posted.

Buttons:

Add: Add a new on account posting.  Once the record is created, it is added to the grid.  More than one record can be added to the grid.

Amend: Amend an existing on account posting.

Delete:  Delete an existing on account posting.