Cash Entry

Purpose

The Cash Entry program is used to enter, update and post cash receipts. The operation of the cash entry program is similar to the credit and debit note entry programs.

Procedure

The Cash Entry program acts as a complex one-to-many maintenance program. All cash receipts are entered as a batch. The batch control total must equal the sum of individual cash receipts entered before they will be accepted for posting.

Add

Select the Add option from the ring menu to enter new cash receipt details. The data entry screen for the cash receipt entry program is displayed below.

On completion of allocation press the F1=OK key to accept the allocation. Upon accepting the line item entry, the line item record is displayed in the middle of the screen and the user proceeds to enter another line item.

A config entry ARCSHRECEIPT is used to control whether the receipt printing is available or not. If it is set to YES then a dialog box confirming receipt printing appears. If the config entry is set to NO then the Receipt option will not be available.

  • Local Amount Pop-up

    The Local Amount pop-up is activated when a payment is made in a foreign currency to a local currency bank account. This feature is used to recalculate the exchange rate used for the payment. When a foreign currency payment is entered against a local currency bank account the user is given the option to enter the local amount received or paid and have the exchange rate automatically calculated. Using this method ensures that payments made and received in foreign currencies from a local currency bank account balance with the Cash Book.

Update

Select the Update option from the ring menu to update a cash receipt batch. In update mode, the transaction number cannot be modified. Entry and field validation are the same in update as in add mode.

Delete

Select the Delete option from the ring menu to delete a cash receipt batch. Before an unposted cash receipt batch may be deleted, the individual cash receipts making up the batch must be individually deleted. If the cash receipt batch is posted, the user is prompted to confirm the deletion with a dialog box.

Other Options

The Other option displays the other pull down menu, offering the following options.

  • Post_current

    Selecting the Post_current option allows the user to post the current batch.

  • Receipt

    Selecting the Receipt option allows the user to receipt the current batch.

  • Upd Password

    Selecting the Upd Password allows the user to update password.

  • Notes

    Selecting the Notes option allows the user to maintain notes on the current transaction batch.

Screens

Screen: ar_csh

CASH ENTRY - Screen: ar_csh
FIELD TYPE USAGE
Company INPUT/DISPLAY The company code is a 4 character alphanumeric code. If the config UTMULTIUNIT is set to YES entry in this field is possible. If the configuration entry UTMULTIUNIT is set to NO then no entry is allowed in the company field and it will default to the set company code.
Transaction Number DISPLAY/ INPUT The transaction number is an 8 digit numeric field which forms the key to records in the cash batch file. This field will default to a system assigned value, if the ARCHSID_XX parameter in the ut_config file is set to YES (where XX is the nominated company).
Period and Year DISPLAY Current Accounts Receivable period and year
Bank INPUT The bank account code is an 8 character alphanumeric field which forms the key to records in the bank file. Only valid bank account codes will be accepted. The F8=ZOOM facility is available to select valid bank account codes. Input is coerced to upper case. Entry of the field is mandatory
Control Total INPUT The cash receipt control total is a decimal field in the format (13,2), representing the batch total of cash receipts to be entered. At completion of cash receipt line item entry the system checks that the sum of individual cash receipts entered is equal to the control total. Entry of the field is mandatory.
Date INPUT The transaction date is a date field in the format dd/mm/yyyy. If the config ARSETUP is set to NO then this date must be within the current AR accounting period. Entry of the field is mandatory.
Cur INPUT The currency is a 3 character alphanumeric field. If UTMULTICURRENCY is set to N=No this field is a display field and will default to the code for local currency. If UTMULTICURRENCY is set to Y=Yes, currency selection is available. The F8=ZOOM facility is available to select from valid currency codes.
Rate INPUT If the config UTMULTICURRENCY is set to N=No this field is a display field and will default to 1. If UTMULTICURRENCY is set to Y=Yes this field displays the current exchange rate for the selected currency. This field may be overwritten.
Computed DISPLAY Computed total of all detail lines entered against the amount calculated for the cash receipt.
Source DISPLAY Source of this cash MAN=Manual.
Postdate DISPLAY Displays the transaction posting date in the format dd/mm/yyyy.
Difference DISPLAY This field displays the difference between the control total and the computed total. If this field is not equal to zero the cash receipt will be placed on hold.
Status DISPLAY Display field to show the current status for the cash receipt record ie. HELD, or READY or POSTED
CASH ENTRIES
Tx DISPLAY Line number of this cash entry
Cust. Id DISPLAY The customer id is an 8 character alphanumeric field which forms the key to the customer file.
Cust. Name DISPLAY Displays customer name matched to customer id.
Number DISPLAY The cash receipt number field appears on all reports and transaction documents where the transaction number and customer id are used. The cash receipt number must be unique within a company's Accounts Receivable ledgers.
Csh Date DISPLAY The receipt date is a date field in the format dd/mm/yy. The system will default to the transaction date.
Amount DISPLAY Displays the cash receipt amount.
Allocated Displays the amount that has been allocated.
CASH ITEMS
Tx DISPLAY Line number of this cash entry. System generated
Cust INPUT The customer id is an 8 character alphanumeric field which forms the key to the customer file. Only valid codes will be accepted. The F8=ZOOM facility is available to select valid customer codes. Upon entry of a valid code the system displays the customer description. Input is coerced to upper case. Entry of the field is mandatory.
Number INPUT The cash receipt number is an 8 character alphanumeric field. This field appears on all reports and transaction documents where the transaction number and customer id are used. The cash receipt number must be unique within a company's Accounts Receivable ledgers. Entry of the field is mandatory.
Type INPUT The Cash receipt type is a 3 character alphanumeric field. Input is coerced to upper case. The F8=ZOOM facility is available to select a valid cash type. Entry of the field is mandatory.
Date INPUT The receipt date is a date field in the format dd/mm/yy. Upon entering the field the system will default to the transaction date entered above. Entry of the field is mandatory.
Ref. No INPUT The cash receipt other reference number is a 12 character alphanumeric field used as a second reference to a cash receipt.
Bank INPUT The bank of payer is an 8 character alphanumeric field. Entry of the field is mandatory and defaults to the last input of the cash receipt received from the payer, if the config CBDEPOSITSLIP is set to YES. The field will be printed on report and during posting it will be written to a Receipt Detail Register
Branch INPUT The branch of the bank is a 6 character alphanumeric field. Entry of the field is mandatory and defaults to the last input of the cash receipt received from the payer, if the config CBDEPOSITSLIP is set to YES. The field will be printed on report and during posting it will be written to a Receipt Detail Register
Amount INPUT The amount field is used to enter the amount of the line item within the cash receipt batch. Entry of the field is mandatory.
CommentINPUTThis field is used to enter any comments against the line item.
DISCINPUTThis field is used to enter any discounts that may be applicable to the cash receipt.

Screens

Screen: ar_cshop

OPEN ITEM ALLOCATION - Screen: ar_cshop
FIELD TYPE USAGE
Total To Allocate DISPLAY The currency and total amount to allocate for the cash entry.
Amount Unallocated DISPLAY The currency and amount unallocated for the cash entry.
Co DISPLAY Company id.
Date DISPLAY Date of cash entry.
Type DISPLAY Type of cash entry, INV=Invoice, ADJ=Adjustment
Refno DISPLAY Cash Entry reference number.
Due Date DISPLAY Due date of payment.
Amount DISPLAY The currency and amount of cash entry.
Open Amount DISPLAY Amount unallocated for the for payment.
Alloc Amount INPUT The allocation amount is a decimal field in the format (13,2) used to indicate the amount allocated against the line item.

Error Messages

can't enter negative cash amount

Only positive amounts will be accepted as a cash receipt.

cash already exists in cash table

The cash receipt number has already been entered for this customer in this company.

Cash exists in open item table

The cash receipt number has already been entered for this customer in this company and remains open.

Cash entry batch has already been POSTED

The cash entry batch has already been posted.

date not within current period

The transaction date is not within the current AR accounting period.

computed control totals differ - batch held

The sum of the individual cash receipts entered does not equal the control total previously entered.