Finance ➔ Entries ➔ Bank / Cash
The bank or cash journal is one method of entering the bank or cash transactions. You can also enter the opening balance for the bank or cash transactions.
If the Use bank/cash journal check box under the Payments: Other section in Bank settings is selected (at System ➔ General ➔ Settings ➔ Bank settings), transactions with the Payment method: Others will be journalized in the bank journal that is linked to the cash instrument used. These transactions are matched automatically and can be edited but cannot be deleted directly from this journal. They can only be deleted at Cash flow ➔ Entries ➔ Cash flow.
The following example explains the entries for the bank journal which is also applicable for the cash journals.
The information in this document is applicable to product update 407 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: The Card button is enabled only if the account in the Account column or general ledger in the G/L column is clicked in the cash or bank journal sub-line.
Keep in mind: The Our ref button is enabled only if a journal entry is selected from the cash or bank journal sub-line.
Keep in mind: The Your ref button is enabled only if a journal entry is selected from the cash or bank journal sub-line.
Keep in mind: The Maintain button is enabled only if an account in the Account column is selected from the cash or bank journal sub-line.
Keep in mind: The Unallocate button is enabled only if a cash or bank entry is selected from the cash or bank journal sub-line.
Keep in mind: The Match button is enabled only if a cash or bank entry is selected from the cash or bank journal sub-line.
The creation and modification of bank/cash journal entries consist of the following sections:
Note: It is possible that not all the columns in the screen are displayed. You can add or remove the columns by clicking the Columns icon. The icon is enabled only if you create or modify the bank or cash journal entry. For more information, see Creating and modifying bank or cash journal columns.
Type or select the necessary information in the respective columns when entering the bank or cash journal header. A list of options are displayed if you press the F2 key in some of the columns. From the list, make your selection and click Select.
By default, this column displays the selected journal number. This column is disabled after you press the TAB key.
By default, this column displays the description of the selected bank or cash journal. This information cannot be edited.
Type the date of the bank or cash entries. This is the date you record the bank or cash ledger entry. By default, the current date is displayed.
Note: This column is enabled only after you press TAB in the Jrnl column.
By default, this column displays the statement number after you press TAB in the Jrnl column.
Note: This entry number is derived from the selected bank or cash journal at System ➔ Finance ➔ Journals.
By default, this column displays the general ledger number after you press TAB in the Jrnl column.
By default, this column displays the opening balance for the selected bank or cash ledger account. The opening balance amount is derived from the previous closing balance of the bank or cash journal.
By default, this column displays the closing balance as zero for the selected bank ledger account. This column displays the closing balance amount after the bank transactions are created.
Note: This column only applies for the bank journals.
Type or select the account(s) and fill in the necessary information under the respective columns when entering the bank or cash journal sub-lines. A list of options will be displayed if you press F2 in the Account column, G/L column, and other columns. From the list, make your selection, and click Select.
Type the date the bank or cash ledger entry is created. This is the date you record the actual transaction date of the bank or cash ledger entry. By default, the current date is displayed.
Type the reporting date of the bank or cash ledger entry. By default, the current date is displayed.
Type a description for the bank or cash ledger entry.
Type or select a creditor or debtor account for the bank or cash ledger entry.
This column displays the code of the selected account, and this information cannot be edited.
This column displays the type of the selected account, and this information cannot be edited.
Type a cash-in amount for the bank or cash ledger entry.
Note: You should define only one cash-in amount per line.
Type a cash-out amount for the bank or cash ledger entry.
Note: You should define only one cash-out amount per line.
This column displays the cash-in or cash-out amount of the bank or cash ledger entry, and this information cannot be edited.
By default, the our reference number for the bank or cash ledger entry is displayed based on the numbers defined at General/Cash/Bank journal in the Financial section at System ➔ General ➔ Settings ➔ Numbers settings. If the matching entries are defined, the our reference number displayed is based on the invoice selected. Type another our reference number for the bank or cash ledger entry if another number needs to be created.
This column is marked with a check mark when the cash-in or cash-out amount matches the allocated invoice(s).
Note: The Allocate screen will be displayed when there are outstanding invoices for the selected debtor or creditor. You can allocate the receipt or payment required from this screen.
By default, a general ledger account number is displayed. Type or select another general ledger account number for the bank or cash ledger entry if another account needs to be created.
This column displays the description of the selected general ledger account, and this information cannot be edited.
By default, the VAT code displayed is based on the value-added tax defined at VAT under the Financial tab of the debtor or creditor maintenance account when the debtor or creditor is selected at Account. Otherwise, the default VAT code is derived from Tax code under the Extra tab of the general ledger maintenance account when the general ledger account is selected at G/L. For more information, see Creating and maintaining accounts payable, Creating and maintaining accounts receivable, or Creating and maintaining general ledger accounts.
Double-click this column to type, edit, or display a note for the selected bank or cash ledger entry. You can also define the creator, date, and time for the note by clicking Timestamp in the Notes screen. For more information, see Creating and maintaining notes.
Double-click this column to add an attachment for the selected bank or cash ledger entry.
This displays the code and description of the general ledger.
This displays the code and name of the selected debtor or creditor.
This displays the contact person of the selected debtor or creditor.
This displays the visit address of the debtor or creditor.
Note: The Visit address is based on the Address types in the Address section of the selected debtor or creditor maintenance at Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts receivable ➔ Maintain.
This displays the bank account of the debtor or creditor.
This displays the value-added tax number of the selected debtor or creditor.
This displays the company’s purchasing or sales representative of the selected creditor or debtor, or the person that created the bank or cash journal.
By default, the cost center displayed is based on the person that created the bank or cash entries. However, if the general ledger selected has a default cost center defined, the system will display the cost center based on the general ledger account.
This displays the cost unit of the bank or cash entries.
This displays the item code of the bank or cash entries.
This displays the project code of the bank or cash entries.
This displays the total cash amount of the bank or cash entries.
This displays the total cash out amount of the bank or cash entries.
This displays the difference between the total cash in or cash-out amount, and the opening balance.
Note: If there are balances at Difference, the message “Header amount isn’t the same as the total of the amounts in the lines. Correct closing balance automatically?” will be displayed when Close is clicked. This message will be displayed if Ask user or Always is selected at Correct closing balance automatically? under the Setting: Dialog section in the Define columns screen. Click Yes to correct the closing balance automatically and exit, or No to cancel and return to the Make bank entries or Make cash entries screen. For more information on defining bank or cash journal columns, see Creating and modifying bank or cash journal columns.
This displays the creator, date, and time of the created bank or cash journal.
This displays the modifier, date, and time of the modified bank or cash journal.
Click this to display the debtor, creditor, or general ledger card. For more information, see Viewing creditor cards, Viewing debtor cards, or Viewing general ledger cards.
Note: This button is enabled only when you click Edit, and select an account or general ledger number in the bank or cash journal sub-lines.
Click this to display the financial transaction details of the selected bank or cash ledger entry in the Transaction screen.
Note: This button is enabled only when Edit is clicked.
Click this to display the financial transaction details of the selected entry in the Your ref. screen.
Note: This button is enabled only when Edit is clicked, and if you have defined your reference at the Your ref column.
Click this to display the selected debtor, creditor, or general ledger account maintenance screen. For more information, see Creating and maintaining accounts payable, Creating and maintaining accounts receivable, or Creating and maintaining general ledger accounts.
Click this to create a debtor account. For more information, see Creating and maintaining accounts receivable.
Click this to create a creditor account. For more information, see Creating and maintaining accounts payable.
Click this to cancel the allocation of the bank or cash entry that has been matched with the invoice(s).
Click this to match the bank or cash entry. For more information, see Matching entries.
Click this to edit any incorrect entries for the bank or cash journal.
Click this to create a bank or cash journal entry.
Click this to exit.