Overview

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

• Payments made to creditors (creates a credit transaction in the creditor record)

• Payments made to debtors (creates a debit transaction (invoice) in the debtor record)

• Monies paid directly to a General Ledger account – e.g. cleaning, staff amenities, petty cash etc.

Payments to creditors can be allocated against creditor invoices and debit transactions on a transaction by transaction basis. 

Introduction to the Cash Book Payments Form

Header

 

Fields have been incorporated into the Cash Book payments form to facilitate Foreign Exchange for debtors and creditors in a future release and the fields are disabled at this stage. 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 form System Numbers CashBookCredit

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 is posted to the Bank Ledger and are used when reconciling the bank in the Bank Reconciliation form.

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 each payment line to represent the payments made for that day, week or period with sub-totalling being done on the Remit No. field. This sub-totalling can be changed with a single left click in the required cell in the column so long as Auto Sub-Total the Bank is un-ticked

Date

Date of the transaction. Defaults to logon 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 creditor and Invoice for a debtor

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 debtor or a direct entry to a ledger code are automatically populated with the default GST code from GST Inwards

GST Rate

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

GST Amount

Value calculated on the GST rate for debtor and 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. Field is only editable 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 creditor 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 creditor 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 creditor 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 Ajustments Inwards

Discount GST Rate

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

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 creditor record – Financials, Ledger tab, field Creditor 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 setup in Debtors Control Maintenance Maintain Payment Types

Approval

Details any approval number from credit card payments

Bank Name

Creditors bank name populated from the creditor record, Financials General tab

Account No.

Creditors bank account number populated from the creditor record, Financials General tab

Account Name

Creditors bank account name populated from the creditor record, Financials General tab

Update Bank Details

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

Job No

Select from search window. Field is only enabled for payments direct to a General Ledger account

Job Description

Description attached to the job

Job Charge Amount

Charge amount applicable to the payment. Defaults to the Ex GST value of the payment

Totals

 

Ticking the boxes controls what options are applied.

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 unallocated debtor credits. 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 inserts an Invoice into the debtor record

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 the creditor 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

Notes

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

Documents

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

To-Do's

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

Working with Cash Book Payments

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

Creating Cash Book Payments

 

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

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

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 creditor record and enter the Creditor Payment Details. 

7. Type in or select debtor record and enter the Debtor Payment Details. 

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

9. Complete the form, save and activate