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
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.
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.
Article ID: 1165
Created On: Thu, Jun 28, 2012 at 11:59 AM
Last Updated On: Mon, Jun 19, 2023 at 6:28 PM
Online URL: https://kb.datafile.co.uk/article/cash-book-transactions-cashbook-1165.html