How to use CASH
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How to use CASH
Once you have opened CASH, there are several styles of cash entry and 2 styles to recall any previously entered cash documents which were not authorised for ledger updating. The style to use is the one most suitable to the cash being processed. There are many choices for cash entry: make a simple entry between bank + client, to pay or receive by matching existing client transactions with the cash to be posted, where no client account is involved (e.g. petty cash ) use cash by distribution etc. Some of the forms shown are very simple but others need help in navigation.
Main Details Tab
Transaction Details: If you know the document that you wish to use for pay/receipt, enter the reference in the corresponding field. This will recall the client account. If the document reference is not known, enter the appropriate client account. Entering the client account in this frame will with the selected currency, willl define the list of available transactions to match in the Transactions tab.
Rate of Exchange: If the currency of the entry is different to the company nominated home currency this frame will be enabled. This allows for easy entry of equivalent currency values where a company needs explicit conversion values as opposed to Report generated equivalence, e.g. Indonesia, Poland.
Cash Document Details: The important information is the BANK account (NOM or CLI appropriately nominated as banks).
Transactions Tab
The Charges Tab is supplementary and not mandatory. The Tab is used mainly for entry of extraneous costs e.g. bank charges. It can be used to post cash to any account. This is very useful for where the amount received does not match completely with the items being paid and an amount needs to be written-off, put back onto the client account as an outstanding receivable etc.
Options Window (after saving)
Clear: Select this option to clear the contents of the save entry and remain within the CASH program.
Create letter: This option enables Word with a predefined letter format that will contain values extracted from specific fields from the CASH form (e.g. amount, cheque number, etc.). This feature is only enabled when CP document type, a CLI account is present on document and the CASH mode is not Simple style. The user is prompted whether they want to secure the letter in the DOCMAN sub system.
Create letter and send by Email: This option is the same as 'Create Letter' with the additional process of automatically sending the letter as an email attachment to the Counter Party. If the CLI static is not setup with an email address, a message is broadcast with that information. This feature is ONLY enabled when the User has been configured to create .pdf (Navigator Preferences), the CASH is a Payment by Picking and there is a CLI account included (locate email adrees).
Create cheque: This feature prints a COMPANY predefined cheque form, with the basic details of the client name and amount to be paid. The definition of the format, fonts etc is defined in CHEQUE.
Create cheque/remittance: Similar function to ‘create cheque’ except includes a remittance attachment. CHEQUE is used to define the template.
Print a cash document: This option will print a report with the details of the cash entry.
Forms: This allows the user to select a DOCDES template to create personalized document, using the data previously entered.
Authorising Documents
To authorise documents for posting, you must enter the accounts (Client and Nominal Ledger) for posting and select the Authorise for Posting? checkbox in the Main Details Tab. After Save, the document will be posted to the ledgers. The posting will only occur if the document is fully balanced and is not dated forward of ITAS working date and the accounting period has been opened. There is a CMP privilege (GENERAL/AUTHORISE) to restrict user access to this process.
Matching Documents
To match documents, you must enter a client account and cash document currency to define the transactions available to match (i.e. those unmatched transactions allocated to the same client account and with the same currency). To see this list of available documents you must enter the Nominal Ledger account to register the cash in/out. Having done this you can enter the Transactions Tab. Upon entering the tab, the list will appear on the grid. Select the documents to match ticking the Match column. If authorisation for posting has been selected in the Main Details Tab, the documents will be matched, if not the documents will be marked, yet not matched. When cash is being received, for matching/marking to occur, the net amount of matched documents must balance to zero with the amount entered in the Cash Received frame in the Main Details Tab.
If the transactions selected to match the cash entry do not balance, you must note the fields on the bottom of the grid of this tab.
Drilling Down
The mouse icon when on the rows of the transactions tab will change to a magnifying glass icon, indicating that further drilling down is possible. By double clicking on any of the details of a transaction you can view all the posted documents related to the transaction. These documents appear on the Posted Document Search Window.
Posted Document Search Window: This window has the same features as normal grid windows (i.e. column selection, sorting, arranging columns) and has an added free field where you can enter a document reference and press the OK button to view all related posted documents. By clicking the Full Selection button, you enter the Data Selection Window where a sophisticated search criteria can be defined, saved and reused.