Transfers - Cashbook

These are used specifically to transfer money from one account to another. The transaction process is very similar to receipt and payment transactions, with a header, some details, and a procedure to close the transaction.

Transaction Header

The concept of this is very much the same as for receipts and payments. Only the transaction number, period, date and description are required however. The cash accounts themselves are specified in the body of the transaction, and the debits and credits (cash in and cash out respectively) are shown, together with the difference between them. You cannot complete this transaction until the difference between the debits and credits is zero.

Transaction Detail

The entries on each line are very straightforward. The account code can only be a cash account in the range defined in the nominal ledger System Profiles — you can use the <F4–Select> key to view the accounts defined so far in this range.

You must then give the money deposited (IN or debit) or withdrawn (OUTor credit). You can only enter a value in the debit or credit column of each line.If you leave the debit blank when you key <Enter> you are offered the credit column instead.

It is easy to key the first entry as a debit by accident when you meant to key a credit. If you’ve already pressed <Enter>, then <Escape> to the account code and <Enter> for the debit column. Use the <F3–Clear> key and follow with <Enter>. The value you keyed is now displayed in the credit column.

<Escape> in any other field of a line returns you to the account code column in the line.<Escape> in this column takes you to the Action prompts, which are exactly as defined for receipts and payments above. After entering the amount details Diamond and Premier users have the ability to enter four extra analysis items depending on configuration.

Finally you may be given the chance to enter a specific date to this transaction entry. The transaction date is offered (see below) as a default, if you change the date the amended date must still be in the period date range for this transaction.

The Analysis Code, Reference, Description and Date inputs can be set individually for input and to remember values from the previous line entry via the Application User Facilities.

Transaction Entry Completion

<Enter> on a blank account code takes you to the update actions. These procedures operate in the same manner as the actions on receipt/payment entry discussed earlier.

Article ID: 1051
Created On: Wed, Jun 27, 2012 at 3:17 PM
Last Updated On: Mon, Jun 19, 2023 at 7:01 PM