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.
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.
The creation and modification of bank/cash journal entries
consist of the following sections:
- bank or cash journal header,
- bank or cash journal sub-lines, and
- bank or cash journal information panel.
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.
Bank or cash journal header
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.
Jrnl
By default, this column displays the selected journal
number. This column is disabled after you press the TAB key.
Description (Jrnl)
By default, this column displays the description of
the selected bank or cash journal. This information cannot be edited.
Date
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.
Statement number
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.
G/L
By default, this column displays the general ledger number
after you press TAB in the Jrnl column.
Opening balance
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.
Closing balance
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.
Bank or cash journal sub-lines
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.
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.
Date
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.
Reporting date
Type the reporting date of the bank or cash ledger entry. By
default, the current date is displayed.
Description
Type a description for the bank or cash ledger entry.
Account
Type or select a creditor or debtor account for the bank or
cash ledger entry.
Code
This column displays the code of the selected
account, and this information cannot be edited.
Type
This column displays the type of the selected
account, and this information cannot be edited.
Cash in
Type a cash-in amount for the bank or cash ledger entry.
Note: You should define only one cash-in amount per
line.
Cash out
Type a cash-out amount for the bank or cash ledger entry.
Note: You should define only one cash-out amount per
line.
Amount
This column displays the cash-in or cash-out amount
of the bank or cash ledger entry, and this information cannot be edited.
Our ref.
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.
Matched
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.
G/L
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.
G/L – Description
This column displays the description of the selected
general ledger account, and this information cannot be edited.
VAT
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.
Check mark icon
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.
Attachment icon
Double-click this column to add an attachment for the
selected bank or cash ledger entry.
Bank or cash journal information panel
G/L
This displays the code and description of the general
ledger.
Deb/Crd
This displays the code and name of the selected debtor or
creditor.
Contact person
This displays the contact person of the selected debtor or
creditor.
Address
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.
Bank account
This displays the bank account of the debtor or creditor.
VAT number
This displays the value-added tax number of the selected debtor
or creditor.
Person
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.
CCtr.
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.
Cst.unit
This displays the cost unit of the bank or cash entries.
Item cd.
This displays the item code of the bank or cash entries.
Project code
This displays the project code of the bank or cash entries.
Cash in
This displays the total cash amount of the bank or cash
entries.
Cash out
This displays the total cash out amount of the bank or cash
entries.
Difference
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.
Created by
This displays the creator, date, and time of the created
bank or cash journal.
Modified by
This displays the modifier, date, and time of the modified
bank or cash journal.
Card
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.
Our ref
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.
Your reference
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.
Maintain
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.
New debtor
Click this to create a debtor account. For more information,
see Creating and maintaining accounts receivable.
New creditor
Click this to create a creditor account. For more
information, see Creating and maintaining accounts payable.
Unallocate
Click this to cancel the allocation of the bank or cash
entry that has been matched with the invoice(s).
Match
Click this to match the bank or cash entry. For more
information, see Matching entries.
Edit
Click this to edit any incorrect entries for the bank or cash
journal.
New
Click this to create a bank or cash journal entry.
Close
Click this to exit.