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.
The information in this document is based on product update 407 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Bank account / 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 depending on your selection at Type. The instrument number must contain 16 digits if you are creating a cash instrument for Credit card or Cash register. IBAN can also be used as the cash instrument number. However, the bank account number and IBAN must be the same. The error message “IBAN must correspond with the bank account number” will be displayed if the end value defined at IBAN is different from the value defined in this field.
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. IBAN will be dependent on the value defined in this field, whereby the IBAN country code must be the same as the country code of the cash instrument.
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 cash instrument, you will see the Journal screen that allows you to generate the journal. For more information, see Creating and maintaining 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.
Once the journal is defined, the currency will be displayed. 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.
Click 
Open to view 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 enabled 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, the Responsible section will be displayed. When Credit card is selected, the Credit card section will be displayed.
G/L section
G/L
Type or select the account number. This field is enabled only when a non-existent journal has been selected. Otherwise, the general ledger linked to the selected journal will be used. If the journal does not exist, any general ledger account can be defined. 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 defined, and the changes are saved, it will be generated automatically.
Unallocated
Type or select the offset general ledger account number that is used when cash flow transactions are manually defined 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 general ledger linked to the selected journal will be used.
Bank section
Creditor
Type or select the creditor if the detail of the creditor is already defined at CRM ➔ Accounts ➔ Maintain accounts or Finance ➔ Accounts payable ➔ Maintain. For more information, see Creating and maintaining 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 the Cash and Cash register types, this is usually your own company. Other creditor details such as the contact, address, phone number, job title, and others will then be defined in automatically.
Click Open to go to the creditor maintenance screen.
Notes
Type a note for the cash instrument. This note will be displayed every time the cash instrument is opened. The note can also be edited once it is saved. Click 
Picture to add the logo of the bank selected at Bank / Type. This is enabled only if a Creditor under the Bank section is selected. The logo is automatically added if the bank selected 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. If the check box is selected, Blocked will be displayed at Status. If the check box is not selected, Active will be displayed at 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.
Person
Type or select 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 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. The results will be displayed once the cash instrument has been used to make a payment or receipt. Otherwise, the amount will be “0”.
Note: Once the cash instrument is saved, only certain information can be edited, such as Creditor under the Bank section, Blocked and Active from under the General section, and all the fields under the Responsible and Credit card sections.
Authorize
Click this to view the payments to be authorized for the cash instrument. For more information, see Authorizing payments.
Note: This is available only if Cash register at Type is not selected, and the cash instrument is saved.
Exchange rates
Click this to view the currency exchange rate. For more information, see Creating and maintaining exchange rates.
Cash flow
Click this to view the cash flow related to the cash instrument. For more information, see Overview of cash flow entries.
Note: This is available only if Cash register at Type is not selected, and the cash instrument is saved.
Bank statement
Click this to filter and display the relevant bank statement for the cash instrument. For more information, see Overview of bank statements.
Note: This is available only if Cash register at Type is not selected, and the cash instrument is saved.
Import
Click this to import the bank files. All the imported files will be displayed in the Documents tab. For more information, see Overview of imported and to be imported bank statements.
Note: This is available only if Cash register at Type is not selected, and the cash instrument is saved.
Card
Click this to view the general ledger card of the selected cash instrument. For more information, see Viewing general ledger cards.
Save
Click this to save the cash instrument.
Close
Click this to exit.