Cash Book > Transaction Processing > Deposits and Withdrawals

Deposits and Withdrawals

You use this program to enter the details of deposits or withdrawals against a selected bank in the Cash Book module, as well as to reconcile and unreconcile transactions in the cash book. You can also use this program to process foreign currency transactions through either a local or a foreign bank account.

Toolbar and menu

[Note]

None of these options are enabled while you are adding or changing transactions for the selected bank (i.e. while the Maintenance and G/L Distribution panes are enabled).

Field Description
Function  
Reconcile by Check Select this to reconcile checks in the cash book of the selected bank.

See Activity considerations and eSignature considerations in Notes and warnings.

Unreconcile by Period Select this to unreconcile cash book transactions for an entire period.

See Activity considerations and eSignature considerations in Notes and warnings.

Interbank Transfers Select this to transfer funds between two SYSPRO banks.

The transfer is processed by performing a withdrawal from the transferring bank and a deposit into the receiving bank. Any exchange variance is posted to the bank's exchange rate variance account in the General Ledger.

If Cash Book is integrated to the General Ledger in detail or summary, then you must define the Interbank transfer suspense ledger account (General Ledger Integration) before you can select this option.

See Activity considerations in Notes and warnings.

Edit  
Add Transaction Select this to add a new transaction for the selected bank.
Change Transaction Select this to maintain details of the transaction currently highlighted in the Bank Transactions listview.
Options  
Preferences Select this to define your preferences for displaying transactions in the listview.
Change Period Select this to use the Change Posting Period program to change the period to which you want to post transactions.

You can post transactions to the current, previous one or previous two months, providing the access status for the period is set to Open in all the applicable modules. You cannot post transactions to a period that is closed.

If the cash book is integrated to the General Ledger and/or another module, then the period in the General Ledger and the other module must also be open.

Each time you change the posting period during a single run of the program, a new journal number is assigned to the transactions.

See Activity considerations in Notes and warnings.

See Password considerations in Notes and warnings.

Bank

Indicate the bank in which you want to process the transactions. A valid bank code must be entered (see Browse on Banks).

Transactions can be processed for multiple banks during a single run of the program. Each time you enter a different bank code, you can select the period to which the transactions must be posted. Whenever you select a different bank code and/or posting period, a new journal number is assigned to the transactions processed.

If a default bank is defined against your operator code (Operators) then that bank is displayed by default. You need accept the bank code to load the information into the listview.

You cannot run this program for:

  • a bank to which you are denied access (Operators).
  • a bank against which the Exchange variance ledger code is not defined (Banks)

The error message: "The currency of this bank must be local currency" is displayed if the option: Foreign currency cash book required (Cash Book Setup) is not enabled and you enter a foreign currency bank.

Bank Information

Field Description
Bank The bank code within SYSPRO, for which you are processing transactions.
Description The description for the bank code, enabling you to verify that you selected the correct bank.
Currency The currency defined against the bank.
Bank account The bank account number assigned to the account by the bank.
Telephone The bank's telephone number.

Recap Totals

As you add, change, reconcile or unreconcile transactions, the information in this pane is refreshed.

[Note]

The values displayed apply to the current run of the program only.

Field Description
Journal The last Cash Book journal created for the transactions you are currently processing, except for Interbank transfers where several journals are created. Cash Book Journal numbers are assigned per company and are reset after a year-end.
Selected posting month The currently selected period to which the transactions you are currently processing must be posted.
Selected posting year The currently selected year to which the transactions you are currently processing must be posted.
Reconciled deposits The total of the deposits in the Cash Book that are reconciled.
Reconciled withdrawals The total of the withdrawals in the Cash Book that are reconciled.
Deposits The total deposits processed (added or changed) during the current run of the program.
Withdrawals The total withdrawals processed (added or changed), during the current run of the program.
Interbank transfers The total value of withdrawals processed for interbank transfers during the current run of the program.
Interbank variance The difference between the local currency withdrawal value and local currency deposit value. It is calculated for transfers involving foreign currency banks.
Current statement balance The current balance as reflected on the bank statement - only displayed if you have enabled the setup option to display the bank balance in the deposits recap screen.
Current cash book balance The current balance for the cash book - only displayed if you have enabled the setup option to display the bank balance in the deposits recap screen.

Bank Transactions

Once you have entered and accepted a valid bank code, the transactions for that bank are displayed in this listview, according to the Preferences you defined.

To display the listview functions available, highlight any line in the listview and press Ctrl+F1, or use your right mouse button on any listview column heading. Refer to Listviews for additional information on these functions.

Field Description
More Lines Select this to display the next group of transactions in the listview.

This option is only enabled if you restricted the number of lines to display in the listview and the number of lines currently displayed are less than the restricted number to display.

You define the number of lines to display in the listview by highlighting any line within the listview and pressing Ctrl+F9 or by using your right mouse button within any of the listview column headings and selecting the Adjust Rows to Display option.

[Note]

If you adjust the number of rows to display, then this setting only takes effect when you exit the program. Alternatively, you can select the Add option to redisplay the listview. Only the number of lines you indicated to display are then displayed.

Add Select this to add a new transaction for the selected bank.
Change Select this to maintain details of the transaction currently highlighted in the listview.

You cannot maintain a transaction that is reconciled.

More than one operator can maintain simultaneously maintain transactions against the same bank. When you select the Change function, the system checks that the transaction details on file match what is displayed in the listview. If not, a message is displayed indicating that the data has changed and the listview is redisplayed with the current data from the files.

Refresh Lines Select this to refresh the contents of the listview with the current data from the data files.
Play Select this to use the Multimedia program to view any multimedia objects assigned to the entry currently highlighted in the listview.
Edit Select this to use the Multimedia program to define multimedia objects for the entry currently highlighted in the listview.

Bank Transactions Listview

The following information is included in the listview by default:

Column Description
Post year/month This indicates the year and period to which the transaction was posted in the Cash Book.
Post date

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).

Reference This displays the reference text assigned to the transaction.
Transaction date

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.

Check/EFT This indicates the check number or EFT reference number for check/EFT transactions.
Reconciled

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.

[Note]
  • 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.

  • If you are reconciling a foreign currency transaction for a local bank, then the local currency equivalent is displayed (this defaults to the amount calculated from the currency exchange rate at the time the original entry was processed).

    You are prompted to enter the local currency bank equivalent unless the option Fixed exchange rate is enabled against the foreign currency (Currencies).

    If the currency exchange rate has changed and the bank has re-valued your transaction according to the new rate, then you must enter the new bank local currency equivalent. Any difference is posted to the Exchange variance account as defined against the Bank (Banks).

See Activity considerations in Notes and warnings.

Withdrawals This indicates the value of withdrawal transaction types.
Deposits This indicates the value of deposit transaction types.
Bank equivalent

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

  • For transactions that originated from Accounts Payable, the Cash Book Zoom on AP Transactions program displays the payment and invoice details.
  • For transactions that originated from Accounts Receivable, the Cash Book Zoom on AR Transactions program displays the payment and invoice details.
  • For transactions that originated in the Cash Book, the Cash Book GL Distribution Zoom program displays the GL distribution details for the transaction.

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

Reconciled year/month This indicates the year and period in which the transaction was reconciled. This is displayed in bold if the transaction was reconciled in a period ahead of the period for which you are currently viewing transactions.
Exchange rate

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.

[Note]

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.

Reconciled date This indicates the system date on which the transaction was set to reconciled.
Transaction details

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.

Payment Reference

This displays the reference text assigned to the payment.

Reconcile/Unreconcile by Check

This screen is displayed when you select the Reconcile by Check option from the Edit menu.

This Reconcile by Check option enables you to reconcile only the checks in the selected cash book.

You would only reconcile a check in the cash book if that check appears on the bank statement.

When you reconcile a check, the system date on which the check is reconciled is entered as the Reconciled Date against the check. This can be viewed in the listview pane of the Transactions screen as well as on the Bank Query screen.

More than one operator can simultaneously reconile/unreconcile transactions against the same bank. When you select the Reconcile or Unreconcile function, the system checks that the reconcile/unreconcile flag is the same as displayed in the listview. If not, a message is displayed indicating that the data has changed and the listview is redisplayed with the current data from the files.

See Activity considerations and eSignature considerations in Notes and warnings.

Field Description
Automatically show next check

Select this if you want the system to consecutively display each check withdrawal transaction in the cash book by check number. Withdrawals that do not have a check number are ignored.

As each check is displayed, you can select to ignore the check and skip to the next check, or to reconcile or unreconcile the check.

Transaction details  
Check number

This indicates the number of the check you want to process.

If you selected the option Automatically show next check, then the program automatically displays the next check number in this field. If you did not select this option, then you must manually enter the check number you want to process.

Ignore this Check

Select this if you want to proceed to the next check without reconciling or unreconciling the current check.

This function is only enabled if you selected the option Automatically show next check.

Month/year posted This indicates the period and year in which the check was posted to the cash book.
Transaction date This indicates the date on which the check was created.
Payment amount This indicates the amount for which the check was made out. This amount is in the currency in which the check was issued.
Bank equivalent

This indicates the amount for the check in the cash book. This amount is in the bank's currency.

If you process a foreign currency check in a local currency bank, then the check payment amount is converted to the equivalent amount in the bank's currency. This equivalent amount is then posted to the cash book. In that case, the payment amount and the bank equivalent amount will differ.

If you are reconciling a foreign currency transaction for a local bank, then the local currency equivalent is displayed (this defaults to the amount calculated from the currency exchange rate at the time the original entry was processed). You will be prompted to enter the local currency bank equivalent. If the currency exchange rate has changed and the bank has re-valued your transaction according to the new rate, then you must enter the new bank local currency equivalent. Any difference is posted to the Exchange Variance Account as defined against the Bank (Banks).

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

Reconciled This indicates whether the check is already reconciled or not.
Check type  
Reconcile

Select this to reconcile the check currently displayed.

If you are reconciling a foreign currency transaction for a local bank, then the local currency equivalent is displayed (this defaults to the amount calculated from the currency exchange rate at the time the original entry was processed). You will be prompted to enter the local currency bank equivalent. If the currency exchange rate has changed and the bank has re-valued your transaction according to the new rate, then you must enter the new bank local currency equivalent. Any difference is posted to the Exchange Variance Account as defined against the Bank (Banks). If the option Fixed exchange rate is selected against the foreign currency (Currencies) then you are not prompted for the bank equivalent.

You cannot reconcile a check that was processed in a in a month and year after the period for which you are currently viewing the check.

You cannot reconcile a check if changes were made to the check in a period later than the period for which you are currently viewing the check.

Unreconcile Select this to unreconcile the check currently displayed.
Close Select this to return to the listview.

Unreconcile by Period

This screen is displayed when you select the Unreconcile by Period option from the Edit menu.

This enables you to unreconcile cash book transactions for an entire period.

When you unreconcile transactions, the Reconciled Date held against the transactions is removed.

More than one operator can simultaneously reconile/unreconcile transactions against the same bank. When you select the Reconcile or Unreconcile function, the system checks that the reconcile/unreconcile flag is the same as displayed in the listview. If not, a message is displayed indicating that the data has changed and the listview is redisplayed with the current data from the files.

See Activity considerations and eSignature considerations in Notes and warnings.

Field Description
Unreconcile

The particular Cash Book period must be open when unreconciling transactions for an entire period.

The overall result of unreconciling is that the value of the transactions that were unreconciled are added to the Outstanding Deposits/Withdrawals fields on the bank file and the Statement balance field on the bank file is adjusted accordingly.

The process does not change the opening or closing balance of the period.

[Note]

When you select the period to unreconcile, you must select the period in which the transactions you want to unreconcile were initially reconciled, and not the period in which the transactions were initially captured.

Current month Select this to unreconcile the selected transactions which were reconciled in the current cash book period.
Previous month 1 Select this to unreconcile the selected transactions which were reconciled in the previous period.
Previous month 2 Select this to unreconcile the selected transactions which were reconciled in the period before last.
Transactions to unreconcile

These options enable you to define which transactions must be unreconciled for the period you selected.

If you want to unreconcile all transactions for the period, then you can select both the Deposits and Withdrawals options together.

Deposits Select this if you want to only unreconcile all deposits for the selected period.
Withdrawals Select this if you want to unreconcile only the withdrawals for the selected period.
OK

Select this to unreconcile the transactions you selected.

All transactions that were reconciled in the month and year that matches the selected month and year, are unreconciled.

You use the Cash Book Reconciliation Statement report to view the currently unreconciled transactions for a specific bank.

Cancel Select this to return to the listview without unreconciling any transactions.

Maintenance and GL Distribution

These panes are displayed when you select to Add or Change transactions for the current bank.

A new journal is created for:

  • Interbank transfers (when changing any of the two banks involved in the transfer)
  • Change of period
  • Change of bank

In all other cases, a journal is only created when you exit from the Cash Book Deposits & Withdrawals program.

Add Transaction

This pane is displayed when you select to add a new transaction.

Fields are enabled and disabled according to the type of transaction you are processing and the security settings against your operator code (Operators).

Field Description
Cancel Select this to clear the information you entered from the fields in the Add Transaction and G/L Distribution panes. The default entry field values are restored.

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.

Save Select this to validate all entries made in the Add Transaction and G/L Distribution panes.

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

If you are processing an on-line check, you are prompted to enter the details to be printed on the check (see On-line Check Details).
G/L Distribution Select this to define the General Ledger distribution details for the entry you are adding (see G/L Distribution).
On-line Check Select this to enter the details to be printed on an on-line check (see On-line Check Details). The entries made in the Add Transaction and G/L Distribution panes are validated and you can only enter the check details if no errors are encountered.

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

Refresh Lines Select this to refresh the bank transactions listview to display all transactions according to the preferences you selected.

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

Play Select this to use the Multimedia program to view any multimedia objects assigned to the transaction.
Edit Select this to use the Multimedia program to define multimedia objects for the transaction.
Close Select this to clear any entries made in the Add Transaction and G/L Distribution panes. The default entry field values are restored. The Maintenance and G/L Distribution panes are closed and you are returned to the listview.
Transaction type

Indicate the type of transaction you want to process.

Option Description
Deposit - Unreconciled Select this to process a deposit that does not yet appear on your bank statement.
Deposit - Reconciled Select this to process a deposit which already appears on your bank statement.

The system date on which the transaction is captured is recorded as the Reconciled date against the transaction.

Withdrawal - Unreconciled Select this to process a withdrawal that does not yet appear on your bank statement.
Withdrawal - Reconciled Select this to process a withdrawal that already appears on your bank statement.

The system date on which the transaction is captured is recorded as the Reconciled date against the transaction.

Reference

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:

  • Cash Book Journal
  • Cash Book Distribution Report
  • Cash Book Print
  • Cash Book Consolidated Statement
  • Cash Book Reconciliation Statement
  • Cash Book Tax Report
Amount This indicates the amount of the transaction.

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.

Date This indicates the date of the transaction and defaults to the system date.
Narration This enables you to enter additional text that you can assign to each transaction processed in the Deposits and Withdrawals program (e.g. The client's receipt or invoice number). A maximum of 60 characters can optionally be entered for each transaction. The narration is displayed on the Bank Query screen as well as on the following reports:
  • Cash Book Journal
  • Cash Book Distribution Report
  • Cash Book Print
  • Cash Book Consolidated Statement
  • Cash Book Reconciliation Statement
Currency options  
Currency

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.

Exchange rate

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).

Recalculate local value This is not available when adding transactions.
Withdrawal details The following options are only available for withdrawal type transactions.
Withdrawal information
Option Description
Manual check Select this if the withdrawal relates to the issue of a manual check.
On-line check Select this if the withdrawal relates to the issue of a system check.

You cannot process an on-line check if:

  • the Cash Book Check format is not defined for the selected bank (Cash Book Check Format)
  • another operator is currently printing on-line checks for the same bank
  • another operator is currently printing checks in the Accounts payable module for the same bank
No check number required

Select this if the withdrawal does not relate to a check.

For example if the withdrawal is for bank charges.

EFT Transaction Select this if the withdrawal relates to an EFT (Electronic Funds Transfer) transaction.

This option is only available if EFT payments are required for the selected bank (Banks).

You cannot process an EFT transaction if the Next EFT number defined against the selected bank is zero (Banks).

See Activity considerations in Notes and warnings.

Check/EFT number

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).

EFT beneficiary This indicates the Cash Book EFT beneficiary you are paying.

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).

Tax information  
Tax basis
[Note]

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:

  • Tax distribution method is set to Detail or Summary (Cash Book Setup) or a Global tax file is required (General Ledger Setup).
  • Tax distribution is required for Deposits, Withdrawals or both (Cash Book Setup).
Option Description
Exclusive The Exclusive tax calculation basis indicates that you want to enter the tax amount manually, and post the remaining distribution value exclusive of tax.

A Tax amount can only be entered if you selected an Exclusive tax calculation basis.

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

The tax calculation is performed after the G/L distribution function.

When the amount of tax that you originally entered does not match the amount calculated by the system, a screen is displayed enabling you to either accept the distribution, or to return to the Ledger distribution screen and adjust entries.
Inclusive

The Inclusive tax calculation basis indicates that you want the system to calculate the tax portion of a distribution entry based on the tax code entered during G/L Distribution.

Only the non-tax value is posted to the selected ledger 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.

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.

Any tax code used by default can be altered to another valid tax code, as the tax calculation is only performed after the G/L distribution.

Tax amount in local currency

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).

Values These values are updated when you enter an amount in the Amount fields of the Add Transaction and G/L Distribution panes.
Value in local currency This indicates the local currency value of the transaction and is calculated by the system.
Undistributed value This indicates the amount that must be still be distributed to the General Ledger.

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

Change Transaction

This pane is displayed when you select to change the transaction currently highlighted in the Bank Transactions listview.

The following restrictions apply to changing transactions:

  • You cannot change a transaction that is already reconciled.
  • The Cash Book period corresponding to the original posting period of the transaction, must be open. This is because you can change the value of the original transaction, so you must be able to alter the bank values for the period in which the transaction was originally posted.
  • If the cash book module is integrated to the General Ledger, then the corresponding General Ledger period must also be open.
  • You cannot change an EFT transaction that has already been extracted to a batch. Once the file has been created using the EFT Payments Extract program, you cannot change the transaction in the Cash Book anymore. The message 'This EFT transaction may not be amended as it has already been extracted to a batch' is displayed.
  • If you want to change/adjust an EFT cash book transaction you need to do it BEFORE the file has been created in EFT payments. The following warning message is displayed: "This EFT transaction has been released to the EFT system. If you amend the AMOUNT or change the BENEFICIARY, it will be removed from the EFT files and you will need to release it again."

  • You cannot change a transaction if changes were made to the transaction in a period later than the period for which you are currently viewing the transaction.
[Note]

The period selected at the start of the program has no influence on the posting period that is assigned to the transaction. The program changes the original transaction.

See Activity considerations in Notes and warnings.

Field Description
Cancel This option is not enabled when you are changing a transaction.
Save Select this to validate all entries made in the Change Transaction and G/L Distribution panes.

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.

G/L Distribution Select this to define the General Ledger distribution details for the entry you are maintaining (see G/L Distribution).
On-line Check This option is not enabled when you are changing a transaction.
Refresh Lines This option is not enabled when you are changing a transaction.
Play Select this to use the Multimedia program to view any multimedia objects assigned to the transaction.
Edit Select this to use the Multimedia program to define multimedia objects for the transaction.
Close Select this to close the Maintenance and G/L Distribution panes and to return to the listview.

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

Transaction type This indicates the transaction type and cannot be changed.
Reference

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:

  • Cash Book Journal

  • Cash Book Distribution Report

  • Cash Book Print

  • Cash Book Consolidated Statement

  • Cash Book Reconciliation Statement

  • Cash Book Tax Report

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

  • Accounts Payable

    Either the first 9 characters of the supplier reference is displayed or, if more than one invoice was paid, then the text 'mult' (for multiple invoices) is displayed.

  • Accounts Receivable

    If the transaction was posted in detail, then the payment reference is displayed (check).

    If the transaction was posted by bank, then the text 'A/R Pmt' (for Accounts Receivable payments) is displayed.

    If the transaction was posted by cash journal, then the journal number is displayed.

Amount

Enter a new amount for the transaction.

The new amount replaces the current value of the transaction.

[Note]

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.

Date This indicates the date on which the transaction was first captured, but can be changed.
Narration This is additional text that can be assigned to the transaction.
Currency options  
Currency This field cannot be changed.
Exchange rate This field cannot be changed.
Recalculate local value This option only applies to foreign currency transactions as follows:
  • Transactions originating in the Cash Book:

    • If you change the transaction amount then this field set to Yes and cannot be set to No. The new local value is recalculated using the new amount entered and the value in the Exchange rate field. The new local value is displayed in the Value in local currencyfield. The difference between the new local value and the previous local value is displayed in the Undistributed value field. This is the value that must be distributed to the General Ledger.
    • If you have not changed the value in the Amount field, then your selection at this option has no effect (i.e. the Value in local currency is not recalculated).
  • Payments originating in Accounts Payable:

    If you processed one payment for multiple invoices at different exchange rates, then you can select Yes at this option to recalculate the Value in local currency for the transaction. The transaction is revalued at the exchange rate currently defined against the currency (Currencies).

    For example:

    You paid 200 Yen against the following invoices:

    • Invoice 1 for 50 Yen at the exchange rate of 8
    • Invoice 2 for 150 Yen at the exchange rate of 10

    The local currency value for the transaction is:

    (50 * 8) + (150 * 10) = 400 + 1500 = 1900.

    The current exchange rate on the currency table for Yen is 5.

    If you select to recalculate the local value, the resultant Value in local currency is: Yen 200 * 5 = 1000. The difference between the new local value and the previous local value is displayed in the Undistributed value field. This is the value that must be distributed to the General Ledger.

  • Payments originating in Accounts Receivable:

    If you applied a single deposit to multiple invoices with different exchange rates, then you can recalculate the local value.

    The same logic applies as for Accounts Payable transactions, which is:

    • The transaction is revalued at the exchange rate currently defined against the currency.
    • the difference between the new local value and the previous local value is displayed in the Undistributed value field and this value must be distributed to the General Ledger.
Withdrawal details  
Withdrawal information This field cannot be changed.
Check/EFT number This field is only enabled if the transaction was created through the Cash Book module and is not an EFT transaction.
[Note]

This field is disabled if the check originated in the Accounts Payable module. You can only change the check number of an A/P check by voiding the original check and creating a new check.

EFT beneficiary

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.

[Note]

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.

Tax information  
Tax basis
[Note]

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.

  • Tax distribution method is set to Detail or Summary (Cash Book Setup) or a Global tax file is required (General Ledger Setup).
  • Tax distribution is required for Deposits, Withdrawals or both (Cash Book Setup).
Option Description
Exclusive The Exclusive tax calculation basis indicates that you want to enter the tax amount manually, and post the remaining distribution value exclusive of tax.

A Tax amount can only be entered if you selected an Exclusive tax calculation basis.

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

The tax calculation is performed after the G/L distribution function.

When the amount of tax that you originally entered does not match the amount calculated by the system, a screen is displayed enabling you to either accept the distribution, or to return to the Ledger distribution screen and adjust entries.
Inclusive

The Inclusive tax calculation basis indicates that you want the system to calculate the tax portion of a distribution entry based on the tax code entered during G/L Distribution.

Only the non-tax value is posted to the selected ledger 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.

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.

Any tax code used by default can be altered to another valid tax code, as the tax calculation is only performed after the G/L distribution.

Tax amount in local currency

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).

Values  
Value in local currency This indicates the local currency value of the transaction and is calculated by the system.
Undistributed value This indicates the amount that must be still be distributed to the General Ledger.

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

G/L Distribution

These fields enable you to define the tax and General Ledger distribution details for the transaction you are adding or maintaining.

Field Description
Delete Select this to remove the currently highlighted distribution entry from the list of distribution entries.
Post to Job

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.

[Note]

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.

Apply Undistributed Select this to assign the undistributed value of the transaction to the current ledger code. This option is disabled for Tax only transactions when the Tax basis is Exclusive.
Tax only

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.

Company This indicates the company you are currently working in.

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:

  • an Inter Company control account (ledger code) is defined in both companies (General Ledger Integration).
  • the General Ledger codes are defined in both companies.

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.

G/L Code

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.

Description This indicates the description for the General Ledger code you selected and enables you to verify that you selected the correct account code.
Amount Indicate the amount to distribute to the ledger code entered. This field defaults to the outstanding distribution amount.

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.

Tax code

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:

  • A Global tax file is required. (General Ledger Setup)

    Note that when a Global tax file is required, then the Tax distribution method option in (Cash Book Setup) is ignored. This means that a tax code is required even when the Tax distribution method is set to Not required.

    OR

  • Tax distribution method is required in Detail or Summary (Cash Book Setup)

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.

Notation

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.

Job This indicates the job to which the transaction applies.
Rows This indicates the number of G/L distribution entry rows currently defined in the G/L Distribution listview.
Total This indicates the total value of the amounts against the G/L distribution entry rows (i.e. the amount currently distributed).
Inter company Transfers

The following table indicates the validation performed on inter company transfers depending on the General Ledger integration level defined in the companies:

Source Company Target Company G/L Period G/L Entry Posting
Not Linked to G/L - Distribution Report Not Linked to G/L - Distribution Report Not validated No entries posted to G/L.
Linked to G/L in Detail or

Linked to G/L in Summary

Not Linked to G/L - Distribution Report Not validated Entries posted into both company's General Ledgers.

The source company's integration method is used to determine the entries to the G/L. In this case, the Source company is integrated.

Not Linked to G/L - Distribution Report Linked to G/L in Detail or

Linked to G/L in Summary

Not validated No entries posted to G/L, because the source company's integration method is used to determine the entries to the G/L. In this case, the Source company is not integrated.
Linked to G/L in Detail or

Linked to G/L in Summary

Linked to G/L in Detail or

Linked to G/L in Summary

Validated Entries posted into both company's General Ledgers.

Save

Once you have successfully entered the details for a transaction, including the G/L Distribution entries, then the following screens are displayed, depending on the Tax basis selected for the transaction:

If the Tax basis is Inclusive, then the following is displayed:

Field Description
Calculated tax This indicates the tax value for the transaction, as calculated by the system. This is based on the Tax code used for the transaction.
Do you wish to save the transaction?  
OK Select this to save the transaction details. The values in the Recap Totals pane are updated.
Cancel Select this to return to the previous screen.

If the Tax basis is Exclusive, then the following is displayed:

Field Description
Entered tax This indicates the tax value for the transaction entered in the Tax amount in local currency field.
Calculated tax This indicates the tax value for the transaction, as calculated by the system. This is based on the Tax code used for the transaction.
The entered tax amount does not agree with the tax calculated. This message is displayed if the Entered tax and the Calculated tax differ.

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.

Do you wish to save the transaction?  
OK

Select this to save the transaction details.

[Note]
  • 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.

Cancel Select this to return to the previous screen.
Change Tax Amounts

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.

Change Tax Amounts

This pane is displayed when you select the Change Tax Amounts option when posting transaction and distribution details. You can change the tax amount on the GL Distribution line if the entered tax and calculated tax amounts differ.

Field Description
Cancel

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

Apply Undistributed

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.

Save

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).

On-line Check Details

This screen is displayed when you select to process an on-line check.

Field Description
Close Select this to return to the previous screen.
Copy Select this to copy the details entered in the Supplier address fields to the corresponding fields in the Remittance address.
Print and Save Select this to save the details you entered and to proceed to the Print Check screen (see Print Check).

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

Invoice Details Select this to enter up to 30 invoice entries to be printed on the remittance advice.

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

Remittance Text Select this to use the Admin Notepad Editor (Monospaced Text) program to define free format text to print on the remittance advice.

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

Supplier address Use these fields to enter the supplier information that you want to print on the check and remittance advice.

The Supplier name field cannot be blank.

Remittance address Use these fields to enter the supplier's remittance name and address if these differ from the details entered in the Supplier address fields. This enables you to print an alternative supplier name on the remittance advice.
Options  
Use supplier name as narration Select Yes to use the name defined in the Supplier name field as the narration against the cash book transaction in the Cash Book Transactions file/table.

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.

Check language Indicate the language to use to when printing the check.

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).

Remittance details The enables you to indicate the level of detail that you want to print on the remittance advice.
No details Select this if you do not require any details to be printed on the remittance advice.
Invoice details Select this if you want to use the Invoice Details option to enter up to 30 invoice entries to be printed on the remittance advice.
Remittance text Select this if you want to use the Remittance Text option to enter up to 30 lines of text to be printed on the remittance advice.
Remittance Invoices

This screen is displayed when you select the Invoice details option from the On-line Check Details screen.

Field Description
Close Select this to return to the previous screen.
Delete Select this to remove the entry currently highlighted.
Print and Save You select this option when you have entered all the required invoices.

A warning is displayed if there is a difference between the check amount and the Total entries value.

Insert Select this to add a new entry before the currently highlighted entry.
Invoice Enter the invoice number you are paying.
Date Enter the invoice date.
Invoice amount Enter the invoice value.
Rows This indicates the number of entries in the Remittance Invoice listview.
Total This indicates the total value of the entries in the Remittance Invoice listview.

This updated for each Invoice amount entered.

Once you have entered all the invoices, this total should equal the total check amount.

Print Check

The options on this screen enable you to indicate the check number to print, to align the check stationery in your printer and to print the check.

Field Description
Check  
First check from box When producing on-line checks you must enter the first check from the box.

This should match the next check number stored against the Bank (Browse on Banks) unless checks have been removed for manual preparation since the last time checks were produced by the system.

The next check number held against each bank is updated when system checks are printed from within the Accounts Payable module, or on-line checks are printed from within the Cash Book system (Cash Book Deposits & Withdrawals).

If you enter a check number that differs from the next check number stored against the bank, then a warning is displayed indicating either missing or duplicate checks.

Next check to print

This defaults to the check number in the First check from box field.

Indicate the next check number which is ready to print in the printer. This need not be the same check number as indicated in the First check from box field, as you may have used the first check from the box to line the checks up on your printer.

It is important that this check number is correct as this is the check number that is allocated to the payment.

Alignment Select this to print a check using test characters to ensure that the checks are correctly aligned on your printer before printing your check.
Print Check

Select this to print the check.

[Note]

The wording for amounts greater than nine hundred and ninety nine million (999 999 999.00) is 'thousand million' and not 'billion.' The reason for this is that a billion in the USA represents a different value to a billion in the UK. Therefore, the amount in words for a value such as 1 200 000 000.00 is 'One thousand two hundred million.'

Cancel Select this to return to the previous screen without printing the check.

Interbank Transfers

This pane is displayed when you select the Interbank transfers option from the Function menu.

Interbank transfers are processed by performing a withdrawal from the transferring bank and a deposit into the receiving bank.

See Activity considerations in Notes and warnings.

Any currency variance is posted to the exchange rate variance account of the withdrawal bank (Banks).

If Cash Book is integrated to the General Ledger in detail or summary, then you must define the Interbank transfer suspense ledger account (General Ledger Integration) before you can process interbank transfers.

When the option Foreign cash book required is selected (Cash Book Setup) then the following types of interbank transfers can be processed:

From Withdrawal Bank To Deposit Bank Comments
Local currency Local currency The Deposit amount field is the same value entered in the Withdrawal amount field.
Foreign currency X Foreign Currency X

Transfers between same foreign currency banks.

For example, from one Dollar bank to another Dollar bank.

The Deposit amount field is calculated according to the value entered in the Withdrawal amount field.

Local currency Foreign currency From any local currency bank to any foreign currency bank.

If the Deposit amount is zero, then the Withdrawal amount is converted to the Deposit currency using the Deposit exchange rate. This value is entered in the Deposit amount field.

Foreign currency Local currency From any foreign currency bank to any local currency bank.

If the Deposit amount is zero, then the Withdrawal amount is converted to the local currency using the Withdrawal exchange rate. This value is entered in the Deposit amount field.

Foreign currency X Foreign currency Y Transfers between different foreign currency banks.

For example, from one Dollar bank to a Pound bank.

If the Deposit amount is zero, then the Withdrawal amount is converted to the local currency using the Withdrawal exchange rate. This local value converted to the Deposit currency using the Deposit exchange rate. This value is entered in the Deposit amount field.

The following options are available from the Interbank Transfers pane:

Field Description
Cancel Select this to abandon any changes you made and to restore the default entry field values.

You typically select this option if you 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.

Save Select this to save your changes.

When you select this icon:

  • all entries/changes are validated
  • you are prompted to enter details for mandatory fields if these are missing
  • if the Interbank transfer suspense account requires analysis (General Ledger Codes or GL Structure Definition) then the Capture GL Analysis Entries program is displayed, enabling you to enter the analysis entries
  • if no errors are encountered, you changes are saved
  • default values are restored to all fields in the Interbank Transfer pane
Refresh Lines Select this to refresh the Bank Transactions listview with details of interbank withdrawal transactions added.
Close Select this to abandon any changes you made and to return to the previous screen.

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

Withdrawal bank This indicates the bank from which the funds are being withdrawn. This is the bank you entered in the Bank field of the main Cash Book Deposits and Withdrawals screen.

This cannot be changed here and is displayed for information purposes only.

Deposit bank Enter the code of the bank into which the funds must be transferred.

This cannot be the same bank as the withdrawal bank.

Withdrawal information  
Withdrawal type
Field Description
Unreconciled Select this to process a withdrawal that does not yet appear on your bank statement.
Reconciled Select this to process a withdrawal that already appears on your bank statement.

The system date on which the transaction is captured is recorded as the Reconciled date against the transaction.

Withdrawal reference

Enter text relevant to the transaction.

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

  • Cash Book Journal
  • Cash Book Distribution Report
  • Cash Book Print
  • Cash Book Consolidated Statement
  • Cash Book Reconciliation Statement
  • Cash Book Tax Report
Withdrawal amount Indicate the value of the funds you want to transfer out of the withdrawal bank.

This value cannot be zero and must be in the local currency if the option Foreign cash book required is not enabled (Cash Book Setup).

When you enter this value and the value in the Deposit amount field is zero, then the Deposit amount is calculated by converting the Withdrawal amount into the currency entered in the Deposit currency field, using the exchange rate entered in the Deposit exchange rate field.

The Deposit amount is not automatically changed when you change the Withdrawal amount. You need to select the Calculate Deposit option to recalculate the equivalent Deposit amount.

Withdrawal date This indicates the date of the transaction and defaults to the current system date.
Withdrawal narration Enter additional text relevant to the transaction.
Withdrawal currency

This defaults to the currency defined against the withdrawal bank.

If you change the currency, you need to select the Calculate Deposit option to recalculate the equivalent Deposit amount.

This field is only enabled if the option Foreign cash book required is enabled (Cash Book Setup) and the withdrawal bank is a local currency bank (i.e. this field is disabled if the withdrawal bank is a foreign currency bank).
Withdrawal exchange rate Enter the exchange rate required for the transaction.

If you change the Withdrawal exchange rate, you need to select the Calculate Deposit option to recalculate the equivalent Deposit amount.

This field is only enabled if the Withdrawal currency is a foreign currency and the exchange rate for the currency is not set to Fixed (Currencies).

OptionDescription
Calculate DepositThis recalculates the Deposit amount as well as the Deposit value and Withdrawal value in local currency if you changed the Withdrawal amount, Withdrawal currency or Withdrawal exchange rate.
Deposit information  
Deposit type
Option Description
Unreconciled Select this to process a deposit that does not yet appear on your bank statement.
Reconciled Select this to process a deposit that already appears on your bank statement.

The system date on which the transaction is captured is recorded as the Reconciled date against the transaction.

Deposit reference Enter text relevant to the transaction.

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

  • Cash Book Journal
  • Cash Book Distribution Report
  • Cash Book Print
  • Cash Book Consolidated Statement
  • Cash Book Reconciliation Statement
  • Cash Book Tax Report
Deposit amount Indicate the value of the funds to be transferred into the deposit bank.

When you initially enter the Withdrawal amount, the Deposit amount is calculated by converting the Withdrawal amount into the currency in the Deposit currency field, using the exchange rate in the Deposit exchange rate field.

This field is only enabled when all of the following are true:

  • the option: Foreign cash book required is enabled (Cash Book Setup)
  • the Withdrawal currency differs from the Deposit currency
  • the exchange rate against the deposit amount currency is not fixed (Currencies)
Deposit date This indicates the date of the transaction and defaults to the current system date.
Deposit narration Enter additional text relevant to the transaction.
Deposit currency

This defaults to the currency defined against the deposit bank.

This field is only enabled if the option Foreign cash book required is selected (Cash Book Setup) and the deposit bank is a local currency bank (i.e. this field is disabled if the deposit bank is a foreign currency bank).
Deposit exchange rate

This indicates the exchange rate required for the transaction and defaults to the selling exchange rate defined for the currency of the deposit bank (Currencies).

When you change this rate and an exchange rate variance occurs, this is posted to the exchange rate variance account of the withdrawal bank (Banks).

When you change the Deposit exchange rate, you need to use the Calculate Deposit option to recalculate the Deposit Amount.

This field is only enabled when the Deposit currency is a foreign currency and the exchange rate for the currency is not set to Fixed (Currencies).

Option Description
Calculate Deposit This recalculates the Deposit amount when you change the Deposit exchange rate.
Values in local currency These fields are displayed for information purposes only.
Withdrawal value This indicates the value of the Withdrawal amount converted to local currency.
Deposit value This indicates the value of the Deposit amount converted to local currency.

This is changed when the Calculate Deposit option against either the Withdrawal exchange rate field or the Deposit exchange rate field is used.

Variance value This indicates the difference between the Withdrawal amount and the Deposit amount converted to local currency.

This is posted to the exchange rate variance account of the withdrawal bank (Banks).

Save Changes

This screen is displayed when you select the Close or Cancel option after having entered information on the Interbank Transfers pane.

Field Description
Do you want to save your changes?  
Yes

Select this to save any changes you made.

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

  • all entries/changes are validated
  • you are prompted to enter details for mandatory fields if these are missing
  • if the Interbank transfer suspense account requires analysis (General Ledger Codes or GL Structure Definition) then the Capture GL Analysis Entries program is displayed
  • if no errors are encountered, you changes are saved
  • default values are restored to all fields in the Interbank Transfer pane

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

  • all entries/changes are validated
  • you are prompted to enter details for mandatory fields if these are missing
  • if the Interbank transfer suspense account requires analysis (General Ledger Codes or GL Structure Definition) then the Capture GL Analysis Entries program is displayed
  • if no errors are encountered, your changes are saved
  • the Interbank Transfer pane is closed
No Select this to ignore any changes you made.

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

If you select this option after having selected the Close option, then the Interbank Transfer pane is closed.
Cancel Select this to exit the Save Changes screen and to return to the Interbank Transfers pane.

Preferences

The Preferences option enables you to indicate options according to which you want to display transactions in the Bank Transactions listview.

Field Description
Select transaction  
All transactions Select this to display all transactions, irrespective of whether they are already reconciled or not.
Reconciled transactions only Select this to display only those transactions that are already reconciled.
Unreconciled transactions only Select this to display only those transactions which are not yet reconciled.
Transaction display  
Earliest transaction first Select this if you want to view the oldest transactions first. i.e. The transactions must be displayed in ascending date order.
Latest transaction first Select this to display the most recent transaction first. i.e. The transactions must be displayed in descending date order.
Transactions for selected period

Select this if you want to view only the transactions for the Posting period selected.

If you do not select this option, then only transactions for the selected posting period and earlier are displayed (i.e. future transactions are not displayed).

If you select this option together with the option: Include future A/P & A/R transactions, then future transactions created in the Accounts Payable and Accounts Receivable modules are displayed together with the transactions for the selected period.

Select type of transaction  
Both deposits and withdrawals Select this if you want both deposits and withdrawals to be displayed in the listview.
Deposits only Select this if you want to view only the deposits in the listview.
Withdrawals only Select this if you want to display only the withdrawals in the listview.
Include future A/P & A/R transactions Select this if you also want to view future Accounts Payable and Accounts Receivable transactions in the listview.
Save Preferences

Select this function if you want to save the preferences against your operator code.

When you subsequently access the program, these preferences are automatically applied, unless you change them.

Close Select this to save the preferences for the current run of the program only and to return to the previous screen.

Notes and warnings

Program access

  • You cannot access this program if a Tax for deposits ledger code is not defined (General Ledger Integration) and either

    • the Tax distribution method is defined as Detail or Summary and tax distribution is required for Deposits or Both (Cash Book Setup) or
    • the Tax distribution method is defined as Not required but a Global tax file is required (Cash Book Setup).

    The Tax for deposits ledger code is validated if the Cash Book is integrated to the General Ledger in Detail or Summary (General Ledger Integration).

  • You cannot access this program if a Tax for withdrawals ledger code is not defined (General Ledger Integration) and either

    • the Tax distribution method is defined as Detail or Summary and tax distribution is required for Withdrawals or Both (Cash Book Setup) or
    • the Tax distribution method is defined as Not required but a Global tax file is required (Cash Book Setup).

    The Tax for withdrawals ledger code is validated if the Cash Book is integrated to the General Ledger in Detail or Summary (General Ledger Integration).

Tax Only transactions

  • When using the Tax only option, it is strongly recommend that you use a separate tax code for this type of transaction.

    The Tax Return is unable to pick up the tax line when using the same tax code used for the other distribution lines.

GL Analysis considerations

  • If the GL analysis required option is enabled for a ledger account used in this program (General Ledger Codes or GL Structure Definition) then the Capture GL Analysis Entries program is displayed when you post the transaction, so that you can enter the analysis details. For a sub module transaction, the sub module must also be linked to the General Ledger in Detail at company level (General Ledger Integration) or at ledger account code level (General Ledger Codes or GL Structure Definition). GL analysis entries cannot be entered from sub modules if the sub module is linked to the General Ledger in Summary at company level or at ledger account code level.

    Note that the GL analysis required option is ignored for all GL codes which are defined in General Ledger Integration. This applies even when the GL code is manually entered in a posting program. Although GL integration programs may be entered manually, they may also be called automatically by other programs or may be automated, which means that they can never be stopped to allow GL analysis entries to be captured.

    If the GL analysis code used does not exist in the GenAnalysisCat table, then a message to this effect is displayed and the program will not prompt for analysis again. The GL journal will be created but not posted until the GL code, GL analysis code and GL journal are corrected.

    The Ask Me Later function is only available when the option: Force GL Analysis - GL journal posting is enabled for the sub-module (General Ledger Integration).

    General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.

Custom forms

  • You can add custom forms onto the G/L Distribution capture grid using the Field Chooser function.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
CB Add transaction

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

CB Change transaction

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

CB Reconcile/unreconcile

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

CB Unreconcile by period

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

CB Interbank transfers

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

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity Description
CB Deposits Controls whether an operator can process a deposit or an interbank transfer using the Cash Book Deposits & Withdrawals program.
CB Withdrawals Controls whether an operator can process a withdrawal or an interbank transfer using the Cash Book Deposits & Withdrawals program.
CB Bank reconciliation

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

[Note]

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

CB Adjustments in any selected period Controls whether an operator can adjust a Cash Book transaction in the Cash Book Deposits & Withdrawals program if the current posting period differs from the original posting period for the transaction.

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).

CB Capture EFT transactions Controls whether an operator can process an EFT transaction using the Cash Book Deposits & Withdrawals program.
CB Change EFT transactions Controls whether an operator can change an EFT transaction in the Cash Book Deposits & Withdrawals program.

Password considerations

Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.

Field Description
CB posting to a previous month This password restricts access to posting Cash Book transactions to a previous period (see Multi-period accounting).

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.