The Cash Book menu option allows you to perform various cash posting and bank reconciliation processes, all from one menu. [i.e. there is no need to exit to the Sales Ledger/Purchase ledger to perform a posting or reconciliation task when using the cash book menu]. Bear in mind that this entire option is mainly of use for companies/cultures who post their cash directly from the bank statement, often not using cheques. It is popular with Dutch and German users, but is not widely used in the UK due to the way that cash is received and paid and the subsequent manner the reconciliations are performed.
To enable the Cash Book menu option, the System Parameter: fields within the Cash Book tab ,Cash Book Menu section, must be entered. The check box entitled "Cash Book available" must be ticked, and the fields [also on the same tab] PL Account types, SL Company and PL Company must be populated [ as described in more detail within the system parameters online help.] Once these fields have been populated, it will allow the cash book menu to become visible, and the options within the menu to be accessed as well.
To select the Cash Book menu option:
From the Autoline master menu select the Nominal Ledger option and the company you require.
Select the Cash Book menu option.
The menu options are displayed.
The Cash Book menu option will be the focus of this help topic seeing as any option not discussed in this topic [e.g. Process Bank Statement, Sales and Purchase Ledger cash posting and Till Reconciliation] have already been discussed in other topics, some of which are not even in the Nominal Ledger. Cash book menu options allows users to post cash, using the following functionality:
1. Retains the selected account details (account number, name) until the operator chooses another account.
2. Allowing the change of the printer after selecting Finish.
3. A cashier 'End of Shift/day' routine, including a reconcile and view facility.
4. A summary report, displayed on screen of all transactions processed by terminal or all users for the shift/day for a selected cashier's control account.
This option is similar to Process Bank Statement but allows the added functionality as discussed above.
On entering the program, the operator must populate the following fields:
Cashier Control Account
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.[once 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 book sequence number/terminal number. Refer to System Parameter: for further detail .
To view the activity for a particular Cash Book reference, the user can click on the Summary button. The display will default to the currently selected cash book reference, but can be altered if necessary. The userID, terminal, date time and daybook will be displayed, along with the account [cashier control account] the transactions were input against. There is also a section on the form that displays the transactions for each session in more detail [e.g. 2 transactions for Purchase ledger, 1 for Nominal] . This section displays the session number, the userID, the source module and company number, the account number and document number, the journal reference, the daybook number, the action and the amount of the transaction. By double clicking within the grid [i.e. on one of the individual session references], even greater detail can be displayed.
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 Document Date.
TOTALS:
PREVIOUS TOTAL: This total is updated with the NL balance on the selected bank account. [i.e. is system generated]
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. None of the above 3 fields allow user input.
Note: Only once the Suffix, Narrative, Reference, and Posting date fields are complete and the Next total have 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 online help.
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 will be 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 will be enabled and you can post the transactions in the normal manner- at this point the SL/PL will be 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 now 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 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.
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 by clicking the Update button. The bank account will be debited and the NL accounts selected will be credited. Again the Help and Printer buttons are available. The user will be returned to the Cash Book control form.
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 SL 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 SL Cash Posting].
Once the above fields have been processed, the user must click the Add button. This will populate the grid with the account and amount to be posted.
The user must then hit the escape button on their keyboard,[or Discard as an alternative] 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 SL 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
Once the post button has been clicked, 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 form is the same as per the form that appears when the user clicks the Summary button when in Cash Book menu option. i.e. no functionality is changed
This option enables the user to reconcile the account [effectively transfer the amount of cash entered in suspense to the actual bank account] depending on priority.
Reconcile cash book form:
The
button can be used to search for the relevant reference, and when selected , [providing the reference has not already been reconciled, and if it has, the user will be alerted by a message box] the user must enter the bank account to be transferred to, journal type, the relevant variance account, suffix, the narrative and reference , posting date, and most importantly, the actual amount to be reconciled. [this will be the amount that has been processed during the user's "shift".] If the amount is not exactly the amount that the reference adds up to, warning text will alert the user, and this text will vary depending on the amount of variance and the amount and priority the user has to override the variance. e.g. if the user has a priority to override £10, and the actual variance is £11,the message will be "Variance is outside limits".[reconcile button will be disabled] If within the limit, it will display
"Variance is within limits", and if reconciles exactly, it will say "Value reconciles exactly". Once the value fits the criteria, the user can click the "Reconcile" button and the reference is deemed to be reconciled. The reference will also be closed at this point.
