This indicates the date on which the transaction was posted in the Cash Book.

For Accounts Receivable payments, this indicates the date on which the bank deposit slip was printed (see AR Bank Deposit Slip).

This indicates the date defined against the transaction.

For Accounts Receivable payments, this indicates the date entered when processing the payment in the AR Payments and Adjustments program.

This indicates whether or not the transaction is reconciled and also enables you to either reconcile or unreconcile the transaction.

If you select this field, then it indicates that the transaction is reconciled. If the field is not selected, then it indicates that the transaction is unreconciled.

	You cannot reconcile a transaction if changes were made to the transaction in a period later than the period for which you are currently viewing the transaction. You cannot reconcile a transaction if the transaction was processed in a month and year after the period for which you are currently viewing the transaction.

See Activity considerations in Notes and warnings.

You can click on this field to view the transaction details as follows:

If the option Fixed exchange rate is selected against the foreign currency (Currencies) then you are not prompted for the bank equivalent.

This indicates the exchange rate when the transaction was processed. If the default exchange rate was changed in the Interbank Transfers pane when the transaction was processed, then the changed exchange rate is displayed here.

	The exchange rate is displayed as zero when you used the Payment Cycle Maintenance program to process multiple payments for foreign invoices with one check. This is because each invoice could have a different exchange rate. Although the rate is displayed as zero, the Cash book recalculates the local value correctly to ensure that the Bank equivalent is correct.

If the transactions arises from Accounts Payable or from Accounts Receivable, then this column contains a hyperlink of A/P details or A/R details respectively.

If you select the hyperlink: A/R details, then the Cash Book Zoom on AR Transactions program is displayed.

If you select the hyperlink: A/P details, then the Cash Book Zoom on AP Transactions program is displayed.

This displays the reference text assigned to the payment.

You would typically select this option if you have entered completely incorrect information and want to clear the fields on the form to re-enter the information correctly.

You are, however, prompted to save your changes before the information is cleared.

If no errors are encountered, the transaction details are saved and the values in the Recap Totals pane are updated.

This option is only enabled when you are processing a withdrawal for an on-line check.

This option is only enabled after you have added at least one transaction.

Indicate the type of transaction you want to process.

This is text that you can assign to each transaction processed in this program (e.g. the customer's receipt or invoice number).

The reference is displayed on the Bank Query screen as well as on the following reports:

This amount can be zero when processing a Withdrawal, but not when processing a Deposit.

A warning message is displayed when you enter a zero amount when processing either a Manual check or an On-line check, but you can select to continue.

Indicate the currency in which the transaction must be posted.

Local currency banks can process transactions in both local and foreign currencies. The foreign currency transactions are converted into local currency before they are posted to the General Ledger.

When you select a currency, the values in the Value in local currency and Undistributed value fields are updated.

If you select Local currency, then the Exchange rate field is disabled.

If you select a foreign currency with a fixed exchange rate (Currencies) then the Exchange rate field is disabled.

This option is only enabled if the option Foreign cash book required is selected (Cash Book Setup) and you are processing a transaction for a local currency bank.

Foreign transactions can only be processed in a local bank if the setup option, Foreign cash book required is selected (Cash Book Setup).

Foreign currency banks can process transactions only in the currency of the bank. These transactions are converted into local currency before they are posted to the General Ledger.

This indicates the rate at which foreign currency transactions will be converted to your local currency equivalent, before being posted into the General Ledger.

The exchange rate defaults to the Selling exchange rate defined against the currency (Currencies) when processing Deposits and to the Buying exchange rate when processing Withdrawals.

If the transaction was processed in the Accounts Receivable module, then the Selling exchange rate defined against the currency (Currencies) will have been used. If the transaction was processed in the Accounts Payable module, then the Buying exchange rate defined against the currency will have been used.

This field is enabled only if you have selected the setup option Foreign cash book required (Cash Book Setup) and you have not defined the exchange rate for the currency as fixed (Currencies).

You can only change the exchange rate when processing foreign currency transactions for a local bank, or when processing transactions in a foreign bank.

All transactions in a foreign bank must be in the same currency as the bank.

The exchange rate cannot be changed if the currency is triangulated (Currencies).

See Activity considerations in Notes and warnings.

Indicate the check number for either a manual or system check.

This field is only enabled if you are processing a Manual check. The check number entered is only validated when you save the transaction.

For EFT transactions, the next available EFT number is automatically used (Banks).

Only beneficiaries attached to the selected bank can be entered (Browse on EFT Cash Book Beneficiaries).

This field is only enabled for an EFT Transaction (Electronic Funds Transfer).

	You should not use the Inclusive tax basis when processing a transaction for tax only (i.e. the transaction amount equals the Tax amount) as the breakdown of tax on the Tax Return reflects incorrectly; it incorrectly assumes that a portion of the invoice amount reflects Merchandise.

The Tax Calculation screen is displayed when you select the G/L Distribution function or when you change a transaction if the following setup options are defined:

This indicates the amount of tax for the transaction, in local currency.

A warning is displayed if the amount entered exceeds 50% of the transaction amount.

This option is only available if you selected Exclusive at the Tax basis option and tax distribution is required for Deposits, Withdrawals or both (Cash Book Setup).

This value must be zero before the transaction can be saved.

If no errors are encountered, then the transaction details are saved and the values in the Recap Totals pane and the bank Transactions listview are updated.

You are prompted to save your changes before the information is cleared.

This is the text which was assigned to the transaction.

The reference is displayed on the Bank Query screen as well as on the following reports:

If the entry was posted from a sub-module, then the reference is affected as follows:

Enter a new amount for the transaction.

The new amount replaces the current value of the transaction.

	This field is only enabled when you are changing transactions which originated in the Cash Book module. You cannot change the amount for a transaction which originated in another module (e.g. Accounts Payable or Accounts Receivable). The amount for such transactions must be changed in the source module. This control was introduced to reduce data integrity problems in the Cash Book.

If the transaction relates to an Electronic Funds Transfer (EFT), then you cannot change the amount if the transaction has already been extracted using the EFT Payments Extract program or if the transaction is in a status of paid.

If the amount for a released EFT transaction is changed, then the transaction status is set to Captured. The transaction must be re-released and extracted before it can be paid.

A warning message is displayed when you enter a zero amount when processing either a Manual check or an On-line check, but you can select to continue.

This indicates the EFT Cash Book beneficiary for this transaction.

This field cannot be changed if the EFT transaction originated from the Accounts Payable module.

	You cannot change the beneficiary if the transaction has already been extracted using the EFT Payments Extract program, or if the transaction is in a status of Paid. If the beneficiary for a released EFT transaction is changed, then the transaction status is set to Captured. The transaction must be re-released and extracted before it can be paid.

	You should not use the Inclusive tax basis when processing a transaction for tax only (i.e. the transaction amount equals the Tax amount) as the breakdown of tax on the Tax Return reflects incorrectly; it incorrectly assumes that a portion of the invoice amount reflects Merchandise.

The Tax Calculation screen is displayed when you select the G/L Distribution function or when you change a transaction if the following setup options are defined.

This indicates the amount of tax for the transaction, in local currency.

A warning is displayed if the amount entered exceeds 50% of the transaction amount.

This option is only available if you selected Exclusive at the Tax basis option and tax distribution is required for Deposits, Withdrawals or both (Cash Book Setup).

This value must be zero before the transaction can be saved.

Select this to post payments for non stocked items directly to a Work in Progress job using the WIP Link for AP and Cash Book to WIP program.

This works on the same principle as a normal withdrawal, except that you post the transaction to a job from within the G/L Distribution pane.

Posting to a job can only be performed in the current company. The Cash Book and Work in Progress Modules must be in the same period and both must be open.

This option is only available when you process a Withdrawal and the Work in Progress module is installed.

	Once you have used the WIP Link for AP and Cash Book to WIP program to post a payment to Work in Progress, when you return to the Cash Book Deposits & Withdrawals program, the Delete, Post to Job and Apply Undistributed functions are disabled for the line.

Enable this to process a Tax only transaction, which means that the entire Amount entered must be allocated as a tax value.

For a Deposit transaction, the GL code defined against Tax for deposits for Cash Book (General Ledger Integration) is used to populate the G/L code column.

For a Withdrawal transaction the GL code defined against Tax for withdrawals for Cash Book (General Ledger Integration) is used to populate the G/L code column.

The value entered in the Amount column is allocated as the tax value and the code in the Tax code column is ignored.

If the Tax basis is Exclusive, then the Apply Undistributed option is disabled. If you are using exclusive tax, then the value you enter in the Amount column does not include tax. The entire amount is the tax value so the undistributed value must not be affected.

The Company column is disabled as tax values are always posted to the GL codes of the company you are currently logged in to.

Tax only does not apply when the Tax distribution method is set to Not required (Cash Book Setup) and the option Global tax file required is disabled (General Ledger Setup).

This column is hidden by default and must be dragged onto the listview using the Field Chooser option.

Refer to Restrictions and limits in the Notes and warnings section of the Cash Book Tax Report program for the effect on the Cash Book Tax Report and GL Global Tax Report when processing Tax only transactions.

See also: Notes and warnings.

You can change the company to process an inter-company transaction. The new company entered is used for the duration of the current G/L distribution entry.

You can only change the Company if:

The companies do not have to share the General Ledger.

This column is disabled for Tax only transactions as these can only be posted to the current company.

This indicates the General Ledger account code to which to distribute the transaction amount.

This column is disabled when processing a Tax only transaction. The GL codes defined for the Cash Book in General Ledger Integration are used.

You can enter separate amounts to be posted against different ledger codes. When you change the amount, the Undistributed value field changes accordingly. You can select the Apply Undistributed option to assign the undistributed value to the ledger code entered.

This indicates the tax code that the system must use to determine the applicable tax amount to be distributed.

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

You can only enter a Tax code manually for each distribution entry, if one or both of the following options is enabled:

When processing a Deposit transaction, the default tax code defined for Deposits (Cash Book Setup) is displayed by default.

When processing a Withdrawal transaction, the default tax code defined for Withdrawals (Cash Book Setup) is displayed by default if the Cash Book is not integrated to the General Ledger, or if the Cash Book is integrated to the General Ledger but a tax code is not defined against the ledger code used in the distribution.

For a Tax only transaction, the tax value is whatever value its entered in the Amount column. The tax value is not a calculated value based on the Tax code.

If the Cash Book is integrated to the General Ledger and a tax code is defined against the ledger code used in the distribution, then this is presented as the default tax code.

The ledger code for the tax value is taken from the ledger codes defined against the Tax for deposits and Tax for withdrawals fields in the General Ledger Integration program and cannot be changed.

If you are posting to a job and you entered a tax code using the WIP Link for AP and Cash Book to WIP program, then this field is disabled.

Enter text against the General Ledger distribution entry processed.

The notation is printed on the Cash Book Journal, the Cash Book Distribution Report and the Cash Book Print report.

This field applies only if the option Notation per detailed distribution entry is enabled (Cash Book Setup).

If the Cash Book is linked to the General Ledger in Detail or Summary (General Ledger Integration) then the notation entered here is passed through to the General Ledger system.

This will either be a warning (Warning when calculated tax not equal to entered tax), or an error (Error when calculated tax not equal to entered tax), depending on the option selected in the Cash Book Setup program.

If the option to display a warning is enabled, then you can ignore the warning and complete the transaction. If the option to display an error is enabled, then you cannot complete the transaction without changing the tax amounts.

Select this to save the transaction details.

	If there is a difference between the Entered tax and the Calculated tax, then the Entered tax value is used for the transaction. Also, the tax amounts on the Cash Book Tax report will differ from the amounts printed on the Tax Return

The values in the Recap Totals pane are updated.

Select this to change the tax amount on the GL Distribution line if the entered tax and calculated tax amounts differ.

The calculated tax amount is calculated by applying the tax code entered on the GL Distribution line to the amount. You can change the calculated tax values on the GL Distribution lines so that the calculated tax equals the tax amount in local currency (entered tax).

This option will be only be displayed for Exclusive tax transactions.

Select this to return to the Maintenance and G/L Distribution pane.

The undistributed tax amount is the difference between the entered tax and the calculated tax.

Select this to apply the undistributed tax amount to the GL Distribution line.

Select this to save the transaction and return to the Maintenance and G/L Distribution pane.

This will be enabled when the tax amount is fully distributed (when the undistributed tax amount is zero).

This option is only enabled when you select No details at the Remittance details option.

This option is only enabled when you select Invoice details at the Remittance details option.

This option is only enabled when you select Remittance text at the Remittance details option.

The Supplier name field cannot be blank.

If you select No, then the narration entered on the Add transactions screen is saved as the narration against the cash book transaction in the Cash Book Transactions file/table.

The language selected here is matched to the language configured for the check format of the bank to determine the denomination wording to use (Cash Book Check Format - Preferences).

Select this to save any changes you made.

If you select this option after having selected the Cancel option, then:

If you select this option after having selected the Close option, then:

If you select this option after having selected the Cancel option, then default values are restored to all fields in the Interbank Transfer pane.

Controls access to the Add Transaction function in the Cash Book Deposits & Withdrawals program.

Controls access to the Change Transaction function in the Cash Book Deposits & Withdrawals program.

Controls access to the Reconcile / Unreconcile by Check function in the Cash Book Deposits & Withdrawals program.

Controls access to the Unreconcile by Period function in the Cash Book Deposits & Withdrawals program.

Controls access to the Interbank Transfers function in the Cash Book Deposits & Withdrawals program.

Controls whether an operator can reconcile and/or unreconcile Cash Book transactions in the Cash Book Deposits & Withdrawals program.

	This does not prevent access to the Automatic Bank Reconciliation program.

The posting period for the current run of the Cash Book Deposits & Withdrawals program must match the posting period of the original transaction (i.e. the operator cannot change a transaction in a previous period).