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Introduction
Cash instruments are used to register cash flow transactions. Among the types of cash instruments are bank accounts, credit cards, cash register, and petty cash.
There are six tabs in the Cash instruments screen. The tabs are:
- Basics
- Conditions
- Settings
- Cash register
- Documents
- Rights
This document describes the Basics tab, which displays general information of the cash instrument.
Menu path
Go to Cash flow/Cash instruments/Maintain, and then click New.
Description
Instrument no./ Country
Type a bank account or instrument number that will be used by this new cash instrument. The field name changes from Bank account to Instrument no. and vice versa depends on your selection at Type. The instrument number must contain 16 digits if creating a cash instrument for Credit card or Cash register.
At Country, type or select a country code where the cash instrument is located. The selected country influences the list of supported banks at Bank.
Note: Since japanese cash instruments are not applicable to SEPA, you can define another value other than a valid BIC at BIC code in the Identification section of the Settings tab. if you select JP (Japan) at Country.
Journal
Type or select a journal number to which this cash instrument will be linked. Financial transactions that are generated after importing bank statements will be posted to this journal. If a journal does not exist when creating a new cash instrument, you will see a Journal screen where you can generate the journal. For more information, see Creating and Modifying Journals.
Note: You can link a journal to a cash instrument only if you have been granted with the editing and maintaining right to the journal.
Next to the Journal box, you will see a currency box. The currency will be filled when a journal is selected. It will follow the journal's currency. You can type or select a currency before selecting the journal but once the journal is selected, it will change to the currency defined in the journal.
Next to the currency box, you will see 
Open. Click this to go to the Journal screen. Open can only be clicked once a journal number has been selected.
Bank / Type
Type or select a bank name. This is activated only when Bank or Credit card has been selected at Type.
At Type, select the type of cash instrument. You can choose from Bank, Cash, Cash register, or Credit card. When Cash or Cash register is selected, you will see the Responsible section. When Credit card is selected, you will see the Credit card section.
G/L section
G/L
Type or select a relevant account number. G/L is enabled only when a non-existent journal has been selected. Otherwise the G/L linked to the selected journal will be used. If the journal does not exist yet, any general ledger account can be entered here. If the selected general ledger account is not defined as a Bank ledger type, the general ledger type will be automatically set to Bank. If a non-existent general ledger account number is filled in here and you save the changes, it will be generated automatically.
Unallocated
Type or select the offset general ledger account number that is used when cash flow transactions are manually entered or imported but are not allocated to a debtor or creditor. Unallocated is enabled only when a non-existent journal has been selected. Otherwise the offset G/L linked to the selected journal will be used.
Bank section
Creditor
Type or select a relevant creditor if you have already filled in your creditor details at CRM/Accounts/Maintain accounts or Finance/Accounts payable/Maintain. For more information, see Creating Accounts Payable. Each cash instrument has to be linked to a creditor, which is usually the bank. For Credit cards, this is the credit card company and for type Cash and Cash register, this is usually your own company. Other creditor details such as the contact, address, phone number, job title, and others will then be filled in automatically.
Next to the Creditor box, you will see Open. Click this to go to the creditor maintenance at the Accounts – Creditors – Advanced screen.
Notes
Type a note about the cash instrument you want to create. This note will be available every time you open the cash instrument. You can also edit a note that you have already typed and saved. Next to the Notes box, you will see 
Picture. Click this to add the logo of the bank that you have selected at Bank / Type. This is enabled only when you have selected a Creditor under the Bank section. The logo is automatically added if the bank you select has a logo attached. However, if the bank does not have a logo attached, clicking Picture will enable you to select a logo from your folder. Clicking Picture again will give you three options, namely to insert a new logo, delete the current selected logo, or save the logo as a specific format in your folder.
General section
Status
This displays the status of the cash instrument based on your selection of the Blocked check box. Blocked is displayed if the Blocked check box is selected, while Active is displayed if the Blocked check box is cleared.
Blocked
Select this check box to temporarily block a cash instrument. When this is done, you will see Blocked under Status. If the check box is not selected, you will see Active under Status.
Active from
Type or select a range of dates for which the cash instrument can be used. Cash instruments outside this range will be inactive.
Responsible section
Note: This following section is available only if Cash or Cash register is selected at Type.
Resource
Type or select the employee or resource ID of the person who is responsible for the cash instrument.
Credit card section
Note: This following section is available only if Credit card is selected at Type.
Responsible
Type or select the employee or resource ID of the person who is responsible for the cash instrument.
Expiry date
Type or select the expiry date of the credit card.
Supplier
Type or select the supplier of the credit card. For example, the bank that supplies the VISA or MasterCard.
Cash instrument
Type or select the cash instrument number to which the credit card is linked. This is applicable if the supplier is a bank and not the credit card company.
Credit card type
Click the applicable credit card.
Results section
This section is available only after the cash instrument is saved. It displays the Inflow, Outflow, and Balance of the Cash inflow / Cash outflow and Payment in transit. It also displays the last statement number and the date of the last statement. You will be able to see meaningful results once the cash instrument has been used to make payment or receipt. Otherwise, the amount will be 0.
Note: Once a cash instrument is saved, you can only edit certain information such as Creditor under the Bank section, Blocked and Active from under the General section, and all fields under the Responsible and Credit card sections.
Button
Authorize
Click this to go to the Authorize screen where you can view payments to be authorized for this cash instrument. For more information, see Authorizing Payment. This is not available if you select Cash register at Type.
Exchange rates
Click this to go to the Exchange rates screen where you can view the currency exchange rate. For more information, see Creating and Maintaining Exchange Rates.
Cash flow
Click this to go to the Cash flow screen where you can view the cash flow related to the cash instrument. For more information, see Overview of Cash Flow Entries. This is not available if you select Cash register at Type.
Bank statement
Click this to go to the Bank statement screen where you can filter and display the relevant bank statement for the cash instrument. For more information, see Overview of Bank Statements. This is not available if you select Cash register at Type.
Card
Click this to go directly to the G/L card of the selected cash instrument. For more information, see Viewing G/L Cards.
Import
Click this to import bank files. All imported files will be displayed in the Documents tab. For more information, see Overview of Imported Bank Statements. This is not available if you select Cash register at Type.
Save
Click this to save the cash instrument.
Close
Click this to exit.
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