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This routine supports the control of bank accounts in the General Ledger and the purpose is to specify the G/L bank accounts in order to make it easy to reconcile bank statements.
This is obtained by the entry of cash book information when you handle the daily payment routines in the General Ledger, Accounts Receivable and Accounts Payable. This includes, for example, manual payments and receipts, deposits and A/P automatic payments. The G/L bank accounts will become cash book control accounts which ensures that only cash book entries will be possible to enter.
The cash book concept is optional, i.e. it is not necessary to activate the CASHBOOK function if it is not applicable to your company.
Manual payments and receipts
When you are processing manual payments and receipts that have not been generated by the Accounts Payable or received into the Accounts Receivable you will be able to handle these transactions through the normal G/L entry routine if you use a G/L document type intended for cash book handling.
A/R and A/P payments
For these two types of transactions, A/R bank deposits and A/P manual payments, the normal A/R and A/P payments routines are used if a document type intended for cash book handling is entered. The individual payments will be updated as separate transactions in the cash book.
A/P payment proposals
There will be an automatic update to the cash book when you process A/P automatic payments.
Manual bank reconciliation
This routine is used to manually reconcile cash book bank transactions from a bank statement. The system will display the actual bank balance amount and the corresponding reconciled/open amount. If the bank statement amount is different to the bank amount, the difference could be accepted and posted to the G/L.
Activate the cash book
| Table/File |
To do |
| Function control file |
Activate the CASHBOOK function in the Function control file. The following fields apply:
- Function
- Mandatory entry.
- Description
- Mandatory entry.
- Application
- Enter FIN for Financials.
- Active
- Set this field to YES if this function should be activated in the system. If YES, then all panels relating to this function will be available for entry.
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| Work with banks |
Enter one or several banks to hold the accounts to be controlled by cash book. |
| Work with pseudo accounts |
Set up pseudo accounts connecting to the nominal G/L bank account. The following field applies:
- Pseudo
- The bank must be the suffix (use maximum 4 positions for the prefix part as it will be the limit in the setup of document types).
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| Work with document types |
Add document types to be used for cash book. The routines that handle cash book are:
G/L transactions
The following fields apply:
- Liquid entry panel
- This field controls the layout of the liquid entry panel. For the G/L document type the only valid entry for this field will be 8 for cash book.
- Cash Book bank acct
- Mandatory entry if cash book is activated in your system. It is used to generate the pseudo account by concatenating it with the bank code. When the value 8 is entered in Liquid entry panel, you can enter up to 4 characters in Cash Book bank acct.
A/R payments
The following fields apply:
- Liquid entry panel
- This field controls the layout of the liquid entry panel. Enter 8 for cash book. This code is only allowed if cash book is activated in your system.
- Bank deposit list
- This field indicates if additional bank deposit fields should be displayed on the Cash book details entry panel when this document type is used.
- Default banking det
- This field indicates if default bank details for the business partner should be retrieved to the A/R bank deposit list printout when this document type is used.
- Cash Book bank acct
- Mandatory entry if cash book is activated in your system. It is used to generate the pseudo account by concatenating it to the bank code. When the value 8 is entered on a liquid entry panel, the user can enter up to 4 characters in Cash Book bank acct. No entries will be allowed in Portfolio type or in the Contra accounting fields.
A/P payments and update of A/P payment proposals
The following fields apply:
- Liquid entry panel
- This field controls the layout of the liquid entry panel. Enter 8 for cash book. This code is only allowed if cash book is activated in your system.
- Cash Book bank acct
- Mandatory entry if cash book is activated in your system. It is used to generate the pseudo account by concatenating it to the bank code. When the value 8 is entered on a liquid entry panel, the user can enter up to 4 characters in the Cash book bank acct field. No entries will be allowed in Portfolio type or in the Contra accounting fields.
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| Work with cash book reason codes |
Add the required cash book reason codes to be used at cash book entries. These codes are used when posting cash book transactions. It is mandatory for each transaction to have a reason code. This provides analysis through the cash book transaction listing and search facility in the Cash book reconciliation function. |
Setting up cash book for A/P payment proposal update
| Table/File |
To do |
| Work with A/P payment modes |
Valid combinations of currencies and banks (accounts) must be set up. |
| Work with system bank groups |
Required combinations of bank group and payment mode must be set up. |
Enter cash book bank opening balances
| Program/Panel |
To do |
| Enter Cash Book bank opening balances |
Select this menu item to make balances equal to G/L bank account. |
| Cash Book details entry |
On this panel you enter cash book details. When you reach this panel from the G/L transaction entry it can be used for miscellaneous receipts and payments and from the A/R and A/P payment routines respectively. The entered information will be used to update the cash book transaction file and the cash book balance file.
- Bank
- Mandatory entry. Enter a bank from Work with banks. The bank, together with the document type, determine the control account that will be used for G/L posting.
- Bank amount
- Mandatory entry. The document balance for the bank will be defaulted but you can change the amount here. However, zero will be allowed at entry on a header record for A/R or A/P deposits. You will have to change this value to the correct total of the document when the deposit has been fully entered.
- Bank currency
- Mandatory entry. This field will be defaulted with the currency that is valid for the entered bank. Either transaction or system currency. The currency will be validated against Work with currencies and against the currency entered on the control account corresponding to the entered bank.
- There are two valid combinations:
- When the bank currency entered on the panel is equal to the currency on the control account corresponding to the entered bank account.
- The control account corresponding to the entered bank account is in system currency, no currency specified.
- System amount
- You can enter the amount in system currency if you want to overrule the conversion made by the system.
- Transaction ref
- Mandatory entry. Enter a reference for this transaction. The value entered here will be used to reconcile the transaction.
- Reason code
- Enter a code from Work with cash book reason codes. This code provides analysis through the cash book transaction listing and search facility in the Cash book reconciliation function.
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