Cash Book Transactions - Cashbook

The various types of journal include cash receipts and cash payments, transfers between cash accounts, journal entries, and automatic postings. The cashbook program itself allows you to maintain the automatic posting transactions and to define some proforma receipt and payment transactions.

Only the first four and the last of these options on the above menu have parameter values which can be changed. The other options are all maintained from the cash book itself. If you try to take any of the last four options you are warned that the option is maintained in the cash book.

Cash Receipts

Cash Payments

These two options offer similar parameters – the first for the receipt posting, the second for payment posting.

You use the receipts option at run time to enter moneys received — for example, when you bank a set of cheques from customers. A cash book transaction is written not only for the total value of the receipt, but for each entry of the transaction too. If you are linked to the sales ledger, that is updated too, of course.

You use the payments option to enter moneys paid. The user-definable options are just the same for cash payments as for cash receipts above, except that the payments refer to cheques rather than to paying-in slips.

Display Receipt / Payment Column Headings?

You decide here whether or not to show the column headings at the bottom of the transaction screen as you enter cash transactions. If you decide not to show them (they can distract the eye when entering information) you still have the run time option <F4–Select> to display them.

Increment Receipt Paying-In / Cheque Payment Number?

If you are using paying-in books from the bank, then these often have a sequential number for each paying-in slip. It can be a useful check, and speed receipt entry, to let the computer automatically increment the paying-in number. Note that this doesn’t prevent you overtyping the number at run time. Similarly on the payment side this could be used as the cheque number (though not if going to print cheques via the Purchase Ledger option or the Cheque Printing application afterwards).

Calculate Tax Amounts From Net?

When you enter cash receipts or payments then at some stage you need to calculate the VAT element.If you set this option the system calculates the VAT based on the entered net amount and vat code. If you leave this blank then if you want to break out the VAT element at the time you enter the transactions, you have to work it out yourself.

Omit Updating Of Zero Value Entry?

When you use a template to act as a proforma for a transaction, then you may not need to complete all entries in the template. You would leave the values at zero on those template lines. If you set this option then zero value lines in the template (or in any cash receipt transaction) are not updated. If you leave this blank then all entries update the file, regardless of their value being zero.

Default Transaction Description?

You can pre-define here a default description. For example, the majority of your cash receipts may be to record bankings made each day. In this case it can speed transaction entry to give a default description such as "Receipts Banked”. You can overtype this description at run time, of course.

Allow Search on Invoice Reference

Via Option Key

As an alternative to entering the customer/supplier account when posting a receipt or payment you can enter an invoice number from the remittance advice you have been given. To use the reference field on the sales/purchase transaction file must be a secondary index. If set ‘via option key’ the default selection method remains the account but you can press <F7> to search via the invoice reference.

Analysis: Per Entry? Remember?

Reference: Per Entry? Remember?

Description: Per Entry? Remember?

These questions determine whether or not you need to enter any further details for each entry of a transaction. For each set the first part to fix whether you want to enter them on each line. If you do this then you can decide whether or not the value from the previous entry is to be offered as the value for the next entry by setting the "Remember” question accordingly. There are no defaults for the first entry of a cash receipt, and you can overwrite any remembered values in subsequent entries.

Transfers between Cash Accounts

You use this option when you want to transfer money between cash accounts.

Default From Account

Default To Account

You can elect to give default 'From' and 'To' accounts here. Even though you may give defaults, you can still overwrite the bank accounts at run time.

Default Transaction Description?

You can pre-define a default description here — for example, "Bank Transfer”.

Analysis Per Entry? Remember?

Reference Per Entry? Remember?

Description Per Entry? Remember?

Date Per Entry? Remember?

These questions determine whether or not you need to enter any further details for each entry of a cash transfer. For each reply option set the first party to control whether you want to enter them on each line. If you set the first part you can decide whether or not the value from the previous entry is to be offered as the value for the next entry by setting the "Remember” question. There are no defaults for the first entry of a cash transfer, and you can overwrite any remembered values in subsequent entries.

Standard Journal Entries

As for the cash transfer, you can decide whether or not to enter any other details per journal entry, and if so, whether or not to remember them between entry lines.

Omit Overtype of Journal No

This option asks one question that applies to all the transaction generation options in the cash book, namely do you want to omit (i.e. prevent) overtype of the journal number.Respond as required.