The Cash Book Receipts form is used to record the following transactions:

• Payments received from debtors (creates a credit transaction in the debtor record)
• Payments received from creditors (creates a debit transaction (invoice/debit adjustment) in the creditor record)
• Monies received that are posted directly to a General Ledger account – e.g. insurance recoveries, interest payments etc.

Receipts from debtors can be allocated against debtor invoices and debit transactions on a transaction by transaction or by period basis . Payments received from creditors can be allocated against credit transactions on that account. 

Introduction to the Cash Book Receipts Form

Header

 

Fields have been incorporated into the Cash Book receipts form to facility Foreign Exchange for Debtors in a future release. Data is populated into these fields at an exchange rate of 1.000000 and cannot be changed.

Batch No.

Automatically created on saving. Numbering is controlled by the value in System Settings->System Numbers→CashBookDebit

User

User who created or last edited the batch. This field is automatically updated and is not editable

Description

Manually enter in description of the batch. The field is not mandatory

Bank Ledger

Select bank account from the search window. Only ledger accounts with Classification set to Bank are displayed or accessible from this search window

Date Created

Automatically updated with login date and can be changed until the form is activated

Group Journals

Controls the postings of the journal to the accounts under the heading Ledger Account. When ticked, groups the lines by account. When un-ticked separate postings are created for each transaction

Transactions

 

The values in the Bank Sub-To field are what are posted to the Bank Ledger and are used when reconciling the bank in the Bank Reconciliation form. When the box Auto Sub-Total the Bank is ticked then sub-totaling is done on Remit No. If un-ticked, then a left click in that column sub-totals the lines above where you click. To remove, left click again.

Bank Sub Total

The values in this column are what are posted to the Bank Account when the form is activated. Generally there will be one figure for a receipts batch to represent the banking for that day, week or period. The sub-totaling can be changed with a single left click in the required cell in the columnDateDate of the transaction. Defaults to login date. Dates can be different days but must be within the same General Ledger period

Due Date

Populates a date calculated on the date of the transaction plus the Terms for the customer

Remit No.

Reference for the transaction. If the tick box Suggest Remit No. is ticked, this field is populated with the batch and line number on saving

Debtor/Creditor

Debtor or creditor name that is selected from the relevant search window. Entering in a valid debtor or creditor account resolves the record

Trans Type

Automatically populated with Receipt for a debtor and Invoice for a creditor

Home Amount

Local currency value

FX Currency

Not implemented at this stage

FX Currency Rate

Automatically populated with the rate of 1.000000 and cannot be changed at this stage. Foreign Exchange for FX Debtors and Creditors will be implemented at a later date

FX Amount

Local currency value. Foreign Exchange for FX Debtors and Creditors will be implemented at a later date

Home Alloc

Amount allocated in local currency

FX Alloc

Amount allocated – local currency * 1.000000. Foreign Exchange for FX Debtors and Creditors will be implemented at a later date

GST Code

Transactions for a direct entry to a ledger code are automatically populated with the default GST code from GST Outwards

GST Rate

Transactions for a direct entry to a ledger code are automatically populated with the default GST code from GST Outwards

GST Amount

Value calculated on the GST rate for direct entries. The value can be edited. Changing the value can cause errors in the BAS report

Ledger Account

Populated with the control account for Debtors and Creditors and cannot be changed. Ledger account is selected or manually entered for direct entries to the ledger

Reference

Enter in relevant details. This data is populated into the debtor or creditor Transaction tab Reference field

Remark

Enter in relevant details. This data is populated into the debtor or creditor Transaction tab Remark field

Discount Taken

Applicable to debtor transactions only. Represents a discount taken for early payment

Discount Alloc

Displays the amount of the discount taken that has been allocated to invoices. Allocations can be done in the Cashbook or in the debtor record once the form has been allocated

FX Discount Alloc

Discount allocation in foreign currency value – local currency * 1.000000. Foreign Exchange for FX Debtors and Creditors will be implemented at a later date

FX Discount Taken

Applicable to debtor transactions only. Represents a discount taken for early payment in foreign currency value – local currency * 1.000000. Foreign Exchange for FX Debtors and Creditors will be implemented at a later date

Discount GST Code

Field is automatically populated with the default GST code from GST Adjustments Outwards

Discount GST Rate

Field is automatically populated with the GST rate attached to the code from GST Adjustments Outwards

Discount GST Amount

GST calculated according to the rate. The value can be edited. Changing the value can cause errors in the BAS report

Discount Ledger

Ledger account populated from the debtor record – Financials Ledger Accounts , field Debtor Discounts. Another account can be selected from the search window

Payment Type

Field is used to sub-total values in the report attached to the form. Options are set-up in Debtors Configuration Maintain Payment Types

Approval

Details any approval number from credit card receipts

Bank Name

Debtors bank name populated from the debtor record, Financials General tab

Account No.

Debtors bank account number populated from the debtor record, Financials General tab

BSBN

Debtors bank account BSBN populated from the debtor record, Financials General tab

Account Name

Debtors bank account name populated from the debtor record, Financials General tab

Update Bank Details

Tick to update the debtor record with any changes to the bank details

Job No

Not applicable for receipts

Job Description

Not applicable for receipts

Job Charge Amount

Not applicable for receipts

Totals

 

Settings are populated from the System Configuration->Cash Book form and can be changed until the current form is activated.

Auto Sub Total the Bank

When ticked, sub-totals the Bank column on remittance number. When un-ticked, sub-totalling is controlled by single left clicking in the cell in the Bank Sub Total column where sub-totalling is required

Suggest Remit No.

When ticked populates the field with the batch and line number e.g. 00000041 – 4

Debtor Trans

Displays the debtor invoices that are outstanding. Selecting a record populates the outstanding amount into a new line. The field Home Alloc is populated with the amount outstanding and is allocated against the transaction that was selected

Inherit Ref/Remark

When ticked, the Reference and Remark details are populated into a new line from the line above

Inherit Payment Type

When ticked, the Payment Type is populated into a new line from the line above

Creditor Trans

Displays unallocated credit adjustments for creditor records. Selecting a record populates the unallocated amount into a new line. The field Home Alloc is populated with the amount unallocated and is allocated against the transaction that was selected. Activating the form creates an invoice in the creditor record

Notes

The cash book receipts form supports the standard Jiwa notes tab. 

Documents

The cash book receipts form supports the attaching of documents, via the standard Jiwa documents tab. 

To-Do's

The cash book receipts form supports standard Jiwa To-Do's. 

Working with Cash Book Receipts

This section walks through some common cash book receipt batch scenarios and workflows. 

Creating Cash Book Receipts

 

Receipts can be entered for debtors, creditors and directly to a General Ledger account. GST is selectable when entering receipts against ledger accounts only. 

1. Begin by accessing the cash book receipts screen from the Jiwa menu (Cash Book -> Receipts). 

2. Click the "New" button on the ribbon. 

3. Enter in a Description and select the Bank Ledger. Attempting to activate the form without a Bank Ledger selected reports 'Error: You must select a bank account' 

4. Change Date if required 

5. Type in Remit No unless Suggest Remit No is ticked 

6. Type in or select debtor record and enter the Debtor Receipt Details. 

7. Type in or select creditor record and enter the Creditor Receipt Details. 

8. Enter in the amount and select general ledger account no. and enter the General Ledger Receipt Details. 

9. Complete the form, save and activate