The Search button can be used to quickly search for invoices (or installments) that match the cash flow transaction. If you have already allocated the cash flow transaction to a debtor or creditor, the search screen that appears after clicking this button will immediately show the invoices that meet the amount specified. If the cash flow transaction has not been allocated yet, you can also allocate it via this screen.
Imported or manually entered cash flow transactions that have not been matched to one or more invoices (or installments) can be matched at Cash flow ➔ Entries ➔ To be matched. For more information, see Overview of cash flow entries to be matched. Before cash flow transactions can be matched, they must first be allocated at Cash flow ➔ Entries ➔ To be allocated. For more information, see Overview of cash flow entries to be allocated.
To perform a search function, you must edit the cash flow transaction at Cash flow ➔ Entries ➔ Cash flow, and then select a transaction and click Edit. When the Entry screen is displayed, click Search.
Note: The screen below is displayed when the Allocate screen: Advanced mode check box under the General section at System ➔ General ➔ Settings ➔ General ledger settings is selected. By default, this check box is not selected. The screen shows a cash flow entry that has been allocated but not matched. The same screen appears if the entry has not been allocated or matched.
The fields in this section are pre-filled based on your entry in the Entry screen at Cash flow ➔ Entries ➔ Cash flow.
Select this check box to display the statements.
The fields in this section will be blank if the entry has not been allocated or matched. However, the fields are pre-filled but you can edit it if the entry has been allocated but not matched.
Type or select the creditor/debtor name.
Type or select a bank account which the cash flow is coming from (debtor account) or going to (creditor account).
Type or select the creditor/debtor address.
Type or select the postcode and city of the creditor/debtor.
This is pre-filled based on your selection of cash flow entries at Cash flow ➔ Entries ➔ Cash flow. You can then click on to search for the invoice with the specific amount and currency.
Type our reference and payment reference numbers of the transaction. You can then click on to search for the invoice with the specific our reference and payment reference.
Type the description of the transaction and the G/L number. You can then click to search for the invoice with the specific description and G/L number.
Type the run number of the transaction. You can then click to search for the invoice with the specific run number.
Click this to search for transactions that match the criteria defined in the Invoice search section.
Click this to launch the advanced search option for the Our ref. that allows you to search for multiple invoices of different debtors/creditors.
Click this to remove the defined criteria from the Invoice search section.
Select the check box to search and filter invoices based on the defined criteria.
Select the check box to search and filter invoices of multiple debtors/creditors for matching of a lump sum payment.
Note: Once cash flow entry has been allocated and matched, the fields under both the Cash in/out and Account sections are disabled. The Invoice search section is unavailable too.
Click Allocate to allocate the receipt/payment to the respective debtor/creditor. Click Unallocate to cancel the allocation of the receipt/payment from the debtor/creditor. The button changes based on whether the cash flow entry has been allocated or not. In this example, the Unallocate button is displayed.
Click this to launch the automatic matching function where the matched results will be displayed. You can accept the matched entry or close the screen to exit. This is available only when the Allocate screen: Advanced mode check box under the General section at System ➔ General ➔ Settings ➔ General ledger settings is selected.
Click this to open the Collective payment screen. For more information, see Collective Payment.
Click Match to match the bank statements to the invoice(s). Click Unmatch to cancel the matching of the bank statements to the invoice(s). This is only available when the Matched check box is selected.
Click this to view the details of the invoice.
Click Debtor/Creditor to view the information of the debtor/creditor. The button changes based on the cash in/cash out transaction (line) selected in Cash flow ➔ Entries ➔ Cash flow. In this example, the creditor button is displayed.
Click this to view the debtor/creditor card.
Click this to view the complete transaction which is part of the selected line based on the our reference number.
Click this to exit.