Every company needs to make a cash flow entry, be it a payment or receipt. This is done to keep track of all incoming and outgoing cash. This screen allows you to enter payments or receipts. For payments, a negative amount must be entered since payments are considered as cash-out transactions, and positive amount for receipts since receipts are considered as cash in transactions.
The information in this document is applicable to product update 407 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Basics tab
Receipt – Unallocated / Payment – Unallocated section
To Cash instrument
Type or select a cash instrument number to make the receipt or payment. You must first define your cash instruments at Cash flow ➔ Cash Instruments ➔ Maintain. For more information, see Creating and maintaining cash instruments.
Amount / Currency
Type an amount for the receipt or payment, and select the corresponding currency. To enter a payment, type a negative amount (for example, -90.00) and to enter a receipt, type a positive amount (for example, 90.00). For more information, see Selecting currency.
Date / Reporting date
Type or select a date and then type or select a reporting date for the payment or receipt. By default, the current date based on the open period is displayed.
Fulfillment date
Type or select a fulfillment date for the payment or receipt. By default, the date defined at Date will be displayed.
Bank reference
Type the bank reference number of the payment or receipt you want to make. This bank reference number will be used later in the export file as a reference number.
Note: All the fields in this section are disabled in the maintenance or edit mode once the payment or receipt is allocated and matched.
Statement section
Statement number
Type or select a statement number based on your bank statement number.
Statement date
Type or select a statement date based on your bank statement date.
Type / Method / No.
At Type, select how the payment or receipt is to be made. You can choose from Bank statement, Cash, Credit card or Office. By default, Bank statement is selected. Your choice here affects the method available. It also affects the availability of Method, No. (for example, the cheque or letter of credit number), Maturity date, Deposit number, Deposit date, and Instrument bank (the bank name) as seen in the following table:
|
Type
|
Method
|
No.
|
Maturity date
|
Deposit number
|
Deposit date
|
Instrument bank
|
|
Bank statement
|
Regular/
Collection/
EFT
|
No
|
No
|
No
|
No
|
No
|
|
Cheque
|
Yes
|
No
|
Yes
|
Yes
|
Yes
|
|
Letter of credit/Post dated cheque
|
Yes
|
Yes
|
Yes
|
Yes
|
Yes
|
|
Cash
|
Cash
|
Yes
|
No
|
Yes
|
Yes
|
No
|
|
Cheque/Post dated cheque
|
Yes
|
No
|
Yes
|
Yes
|
Yes
|
|
Letter of credit
|
Yes
|
Yes
|
Yes
|
Yes
|
Yes
|
|
Credit card
|
American Express/
VISA/
Discover/
Diners Club/
Euro Card/
|
No
|
No
|
No
|
No
|
No
|
|
Master
Card/
Other
|
No
|
No
|
No
|
No
|
Yes
|
|
Office
|
No
|
Yes
|
No
|
Yes
|
Yes
|
No
|
Note: Statement date, Statement , Date, Type, and Method will be remembered and pre-filled in the cash flow entry when a new entry is created. This is applicable for single administration only. This means, if a different administration is used, it will not remember the details from the previous administration. The system will also differentiate between a cheque or letter of credit number for receipt (cash in) and payment (cash out). Therefore, when making a new receipt entry, the cheque or letter of credit number will be the last used cheque or letter of credit number for receipt +1. When making a new payment entry, the cheque or letter of credit number will be the last used cheque or letter of credit number for payment +1. This is applicable for both automatic and manual entries when payment method is by cheque, letter of credit, or post dated cheque.
Maturity date
Type or select a maturity date. This is the date when the principal amount of the letter of credit, for example, becomes due or payable.
Instrument bank
Type or select a bank name.
Note: This field is available only if Letter of credit is selected at Method, and the Advanced: Instrument handling check box under the General section at System ➔ General ➔ Settings ➔ Bank settings is selected.
Deposit number
Type or select a deposit number based on your bank statement number. This is only available when entering a receipt.
Deposit date
Type or select a deposit date based on your bank statement date. This is only available when entering a receipt.
Allocation section
Name / Creditor / Debtor
Type or select the name of the person or company to whom you want the payment/receipt allocated to. When the name is selected, the creditor or debtor number automatically appears in the box next to the Name box. For more information, see Selecting account.
Note: When the name is typed or selected, Name changes to Creditor or Debtor and additional information appears on the screen. The Our ref. number in the Results section of the screen is from the running number settings at System ➔ General ➔ Settings ➔ Number settings. This number will be cleared when you unmatch the transactions.
G/L / Creditor account / Debtor account
The general ledger account number is automatically generated once the name is typed or selected.
Note: When the name is typed or selected, G/L changes to Creditor account or Debtor account and additional information appears on the screen. This will be disabled if the payment or receipt falls in a closed period or if the cash flow entry has already been matched.
Address
The address is automatically generated once the name is typed or selected.
Detailed information section
Method of entry
The method of entry is pre-filled by the system. It is done manually when you click New at Cash flow ➔ Entries ➔ Cash flow and automatically when you import a bank statement.
Attachment
Click this to attach any related documents to this entry.
Our ref.
The internal reference number is automatically entered once the receipt or payment is matched.
Entry no.
The entry number is automatically entered once the debtor or creditor is typed or selected at Name.
Transaction
The transaction status is automatically entered once the debtor or creditor is typed or selected at Name. For now, the status will be “To be processed”.
Match ID
The identification match number is automatically entered once the receipt or payment is matched.
Statement
The statement shows the opening and closing balances for the cash instrument. This is automatically entered once the creditor or debtor name is typed or selected.
User comment
Click this to add any comments you want about the cash flow entry. Your comments will appear in the box on the right.
Foreign currency section
Note: This section is available only if the currency selected at Currency under the Receipt – Unallocated or Payment – Unallocated section is different from the currency at To Cash instrument under the Receipt – Unallocated or Payment – Unallocated section.
Bank statement
This shows the amount of the bank statement. The amount is pre-filled based on the amount filled at Amount/Currency. However, the amount changes if you make changes to the exchange rate at XRate. The amount at XRate is obtained from the exchange rate setup.
Internal XRate
This shows the amount of the internal exchange rate. The amount is derived by multiplying the bank statement amount with the exchange rate (as at payment/received date). The exchange rate is defined at System ➔ General ➔ Countries ➔ Exchange rates.
XRate difference
This shows the difference between the bank statement amount and internal exchange rate amount.
Matching & Processing section
Search
Click this to view the allocated entries for the cash flow transaction. For more information, see Searching for invoices.
Match to invoice
Click this to match the payment(s) or receipt(s) to the respective invoice(s). For more information, see Matching payments or receipts to invoices.
Book costs
Click this to book the cost(s) for the cash flow transaction. For more information, see Booking of costs.
Unallocate
Click this to remove the name, code, and address of the creditor or debtor.
Note: This is enabled only when the cash flow transaction has been allocated to a debtor or creditor.
Unmatch
Click this to remove the matched payment(s) or receipt(s) from the invoice(s).
Note: This is activated only if payment or receipt has already been matched to the respective invoice.
Interbank
Click this to automatically match the cash flow transaction. For more information, see Interbank transfers.
Info tab
In this section, you will be able to see the status of your entry. You will be able to see if the entry has been Received, Allocated, Matched, Reconciled, or Finished in the process flow. This is shown in the five boxes at the top right corner. If the entry has passed a particular step, you will see a green check mark with the word “Yes” below the box. If the entry has not passed that step, there will be a red cross with the word “No” below the box.
Cash instruments
The cash instrument number and name of the bank of the receipt or payment is displayed. This information is taken from the Basics tab and it cannot be edited.
Bank account
The bank account number and name of the bank is displayed for the receipt or payment. This information cannot be edited.
IBAN
The IBAN code of your bank account and the bank account of the debtor or creditor is displayed. This information cannot be edited.
Note: This field is displayed only if EUR is selected at Currency under the Basics tab in the Receipt – Unallocated or Payment – Unallocated section.
BIC code
The BIC code of your bank account and the bank account of the debtor or creditor is displayed. This information cannot be edited.
Note: This field is displayed only if EUR is selected at Currency under the Basics tab in the Receipt – Unallocated or Payment – Unallocated section.
Amount / Date
The amount and date of the payment or receipt is displayed. This information cannot be edited.
Debtor / Creditor
The code and name of the debtor or creditor is displayed. This information cannot be edited.
Invoices section
This section displays the details of the invoices, such as due date, description, type, amount, and others for the payment or receipt.
Transactions section
This section displays the general ledger transactions of the payment or receipt.