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