Cash flow ➔ Entries ➔ Cash flow
Every company needs to make a cash flow entry, be it a payment or receipt. This is done to keep track of all incoming and outgoing cash. This screen allows you to enter payments or receipts. For payments, a negative amount must be entered since payments are considered as cash-out transactions, and positive amount for receipts since receipts are considered as cash in transactions.
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 Debtor button is displayed only if payment is entered and Creditor button is displayed only if receipt is entered.
Keep in mind: The Previous button is available only if the entry is unmatched.
Keep in mind: The Next button is available only if the entry is unmatched.
Keep in mind: The Unallocate button is enabled only if the cash flow transaction has been allocated to a debtor or creditor.
Keep in mind: The Unmatch button is enabled only if the payment or receipt has been matched to the respective invoice.
Type or select a cash instrument number to make the receipt or payment. You must first define your cash instruments at Cash flow ➔ Cash Instruments ➔ Maintain. For more information, see Creating and maintaining cash instruments.
Type an amount for the receipt or payment, and select the corresponding currency. To enter a payment, type a negative amount (for example, -90.00) and to enter a receipt, type a positive amount (for example, 90.00). For more information, see Selecting currency.
Type or select a date and then type or select a reporting date for the payment or receipt. By default, the current date based on the open period is displayed.
Type or select a fulfillment date for the payment or receipt. By default, the date defined at Date will be displayed.
Type the bank reference number of the payment or receipt you want to make. This bank reference number will be used later in the export file as a reference number.
Note: All the fields in this section are disabled in the maintenance or edit mode once the payment or receipt is allocated and matched.
Type or select a statement number based on your bank statement number.
Type or select a statement date based on your bank statement date.
At Type, select how the payment or receipt is to be made. You can choose from Bank statement, Cash, Credit card or Office. By default, Bank statement is selected. Your choice here affects the method available. It also affects the availability of Method, No. (for example, the cheque or letter of credit number), Maturity date, Deposit number, Deposit date, and Instrument bank (the bank name) as seen in the following table:
Type
Method
No.
Maturity date
Deposit number
Deposit date
Instrument bank
Bank statement
Regular/
Collection/
EFT
No
Cheque
Yes
Letter of credit/Post dated cheque
Cash
Cheque/Post dated cheque
Letter of credit
Credit card
American Express/
VISA/
Discover/
Diners Club/
Euro Card/
Master
Card/
Other
Office
Note: Statement date, Statement , Date, Type, and Method will be remembered and pre-filled in the cash flow entry when a new entry is created. This is applicable for single administration only. This means, if a different administration is used, it will not remember the details from the previous administration. The system will also differentiate between a cheque or letter of credit number for receipt (cash in) and payment (cash out). Therefore, when making a new receipt entry, the cheque or letter of credit number will be the last used cheque or letter of credit number for receipt +1. When making a new payment entry, the cheque or letter of credit number will be the last used cheque or letter of credit number for payment +1. This is applicable for both automatic and manual entries when payment method is by cheque, letter of credit, or post dated cheque.
Type or select a maturity date. This is the date when the principal amount of the letter of credit, for example, becomes due or payable.
Type or select a bank name.
Note: This field is available only if Letter of credit is selected at Method, and the Advanced: Instrument handling check box under the General section at System ➔ General ➔ Settings ➔ Bank settings is selected.
Type or select a deposit number based on your bank statement number. This is only available when entering a receipt.
Type or select a deposit date based on your bank statement date. This is only available when entering a receipt.
Type or select the name of the person or company to whom you want the payment/receipt allocated to. When the name is selected, the creditor or debtor number automatically appears in the box next to the Name box. For more information, see Selecting account.
Note: When the name is typed or selected, Name changes to Creditor or Debtor and additional information appears on the screen. The Our ref. number in the Results section of the screen is from the running number settings at System ➔ General ➔ Settings ➔ Number settings. This number will be cleared when you unmatch the transactions.
The general ledger account number is automatically generated once the name is typed or selected.
Note: When the name is typed or selected, G/L changes to Creditor account or Debtor account and additional information appears on the screen. This will be disabled if the payment or receipt falls in a closed period or if the cash flow entry has already been matched.
The address is automatically generated once the name is typed or selected.
The method of entry is pre-filled by the system. It is done manually when you click New at Cash flow ➔ Entries ➔ Cash flow and automatically when you import a bank statement.
Click this to attach any related documents to this entry.
The internal reference number is automatically entered once the receipt or payment is matched.
The entry number is automatically entered once the debtor or creditor is typed or selected at Name.
The transaction status is automatically entered once the debtor or creditor is typed or selected at Name. For now, the status will be “To be processed”.
The identification match number is automatically entered once the receipt or payment is matched.
The statement shows the opening and closing balances for the cash instrument. This is automatically entered once the creditor or debtor name is typed or selected.
Click this to add any comments you want about the cash flow entry. Your comments will appear in the box on the right.
Note: This section is available only if the currency selected at Currency under the Receipt – Unallocated or Payment – Unallocated section is different from the currency at To Cash instrument under the Receipt – Unallocated or Payment – Unallocated section.
This shows the amount of the bank statement. The amount is pre-filled based on the amount filled at Amount/Currency. However, the amount changes if you make changes to the exchange rate at XRate. The amount at XRate is obtained from the exchange rate setup.
This shows the amount of the internal exchange rate. The amount is derived by multiplying the bank statement amount with the exchange rate (as at payment/received date). The exchange rate is defined at System ➔ General ➔ Countries ➔ Exchange rates.
This shows the difference between the bank statement amount and internal exchange rate amount.
Click this to view the allocated entries for the cash flow transaction. For more information, see Searching for invoices.
Click this to match the payment(s) or receipt(s) to the respective invoice(s). For more information, see Matching payments or receipts to invoices.
Click this to book the cost(s) for the cash flow transaction. For more information, see Booking of costs.
Click this to remove the name, code, and address of the creditor or debtor.
Note: This is enabled only when the cash flow transaction has been allocated to a debtor or creditor.
Click this to remove the matched payment(s) or receipt(s) from the invoice(s).
Note: This is activated only if payment or receipt has already been matched to the respective invoice.
Click this to automatically match the cash flow transaction. For more information, see Interbank transfers.
In this section, you will be able to see the status of your entry. You will be able to see if the entry has been Received, Allocated, Matched, Reconciled, or Finished in the process flow. This is shown in the five boxes at the top right corner. If the entry has passed a particular step, you will see a green check mark with the word “Yes” below the box. If the entry has not passed that step, there will be a red cross with the word “No” below the box.
The cash instrument number and name of the bank of the receipt or payment is displayed. This information is taken from the Basics tab and it cannot be edited.
The bank account number and name of the bank is displayed for the receipt or payment. This information cannot be edited.
The IBAN code of your bank account and the bank account of the debtor or creditor is displayed. This information cannot be edited.
Note: This field is displayed only if EUR is selected at Currency under the Basics tab in the Receipt – Unallocated or Payment – Unallocated section.
The BIC code of your bank account and the bank account of the debtor or creditor is displayed. This information cannot be edited.
The amount and date of the payment or receipt is displayed. This information cannot be edited.
The code and name of the debtor or creditor is displayed. This information cannot be edited.
This section displays the details of the invoices, such as due date, description, type, amount, and others for the payment or receipt.
This section displays the general ledger transactions of the payment or receipt.
Click this to view the completed transaction based on the internal reference number.
Click this to view the completed transaction based on the customer reference number. This is only enabled once the payment or receipt is matched.
Click this to view information about the creditor or debtor. This button changes according to whether payment or receipt is entered. For more information, see Creating and maintaining people.
Click this to view the creditor or debtor card.
Click this to print the payment or receipt entered. Once this button is clicked, a pop-up screen is displayed where you can select a receipt or payment layout to be used. Thereafter, the VAT screen will be displayed where you can type relevant VAT information to be printed. The VAT screen is only displayed if the unmatched payment or receipt is allocated to the respective debtor or creditor.
Note: This button will be disabled after printing the relevant payment or receipt.
Click this to create a payment or receipt for cash advance.
Click this to go to the previous transaction. This is only available if the entry is unmatched.
Click this to go to the next transaction. This is only available if the entry is unmatched.
Click this to save the payment or receipt you have entered.
Click this to exit.