11.4. Cashbook Transaction Entry
11.4.1. Introduction
If the General Ledger is used as a stand-alone cashbook, all transactions that effect the bank account must be entered using this option.
If the General Ledger is to be used as part of the whole Equity system, only transactions that are not entered into Debtors and Creditors are entered using this option.
11.4.2. Transactions that should be entered using this option :
Any cash or cheques received that have not been invoiced through the Invoicing Module. e.g. interest
Any cheques made out to non-creditors.
Bank fees and credits.
Journals that effect a Bank Account.
Note : Before posting a transaction think about whether the transaction may have been posted before in a different module.
11.4.3. Entering Transactions using the Cashbook
There are eight types of transaction that can be entered via the cashbook.
When this option is selected a pop-up list will be displayed with all the transaction types listed above on it. Select the transaction type you require by using the up, down, left and right arrow keys.
As information is entered in basically the same way for all transaction types we will use the cheque entry screen as an example.
Bank Account This is the bank account code to which the transaction will be posted. The default bank code is displayed. Press [Enter] to accept the default account or you may enter another bank account code by either typing it in or by pressing [F2] to pop-up a list of accounts.
Note : Only enter a bank account in this field, not that which you are expensing it to.
Date Enter the date of the transaction. The default date is displayed but you can overwrite it if necessary.
Details - Payee/Pay To Enter details of the transaction. If a cheque, the payee, if a deposit, the deposit details, etc. If you are entering a cheque and you have cheque printing ENABLED you will be asked whether you wish this cheque to be placed in the cheque print file and for the address details to be printed on the cheque. For more information on printing cheques refer to page Print Cheques in this section. For more information on enabling cheque printing refer to page Cheque Setup in the Managers Module.
Comments Enter a reason for the transaction if applicable. If entered it will be printed on the Transaction and General Ledger Reports.
Amount Enter the amount of the transaction.
Cheque/Reference Number For cheque entry, enter the cheque number. There will be a default cheque number displayed that can be overwritten if necessary. For other transactions, use this field if needed.
Breakdown Each transaction amount can be broken down and posted to one or several general ledger accounts. Enter an account code or press [F2] to pop-up a list of accounts. Enter the amount that you are posting - the amount field will default to the whole amount, but you can overwrite it. If you want to breakdown over several accounts, enter another account number and the amount. You will see that the default amount is the amount left to be posted. Keep doing this until the whole transaction amount has been entered.
Press [F10] to process the transaction. If you need to edit the entry press [Esc]. If you want to abandon the entry without processing press [Ctrl][Esc] or [Alt][F4] if you are running under Microsoft Windows.
Once you press [F10] the cashbook will automatically post the transaction to the relevant accounts. You may then enter another transaction or press [Esc] to exit.
11.4.4. Journal Debits & Credits to a bank account
If you need to post a journal debit or credit to a bank account you have to enter it using the cashbook entry option. Journal Debit and Journal Credit are options on the transaction type menu. A journal debit will increase the bank balance, a journal credit will decrease the bank balance.
Note: Once a transaction has been posted it cannot be un-posted. If you have made a mistake an opposing transaction must be posted. e.g. if a cheque has been posted incorrectly, say with the wrong cheque number, a journal debit for the same amount can be posted to reverse the cheque. The cheque can then be re-entered correctly.