This section refers to the columns in the bank/cash journal header. If you want certain columns to be available in the bank/cash journal header, select the relevant check boxes for the columns. For example, if you want G/L column to be available in the bank/cash journal header, select the G/L check box.
By default, the G/L column displays the general ledger account. This will be the introduction paragraph that will include function rights (where applicable).
Note: The system will display the default general ledger account number if you have linked the general ledger account at System/Finance/Journals under the General tab in the Account number field for the selected bank/cash journal.
Type the reporting date for the bank/cash ledger entry. By default, the date displayed is based on the system date. This information is mandatory.
By default, the Opening balance column displays the opening balance for the selected bank/cash ledger account.
By default, the Closing balance column displays the closing balance as zero for the selected bank ledger account. The Closing balance column displays the closing balance amount after the bank transactions are created.
Note: This column only applies for the bank ledger entry.
Type a description for the bank/cash ledger entry.
This section refers to the columns in the bank/cash journal line. If you want certain columns to be available in the bank/cash journal line, select the relevant check boxes for the columns. For example, if you want the currency column to be available in the bank/cash journal line, select the Cur. check box.
This check box is controlled by the system to check on mandatory entries that are not filled in at the row level.
Type the date the bank/cash ledger entry is created. By default, the date displayed is based on the system date. This information is mandatory.
Type the reporting date for the bank/cash journal. By default, the reporting date displayed is based on the system date. This information is mandatory.
Type or select a debtor/creditor account for the bank/cash ledger entry.
By default, the Code column displays the account number of the selected debtor/creditor account. This column is disabled the moment you create or modify a bank/cash journal.
By default, the Type column displays the type of selected account. This column is disabled the moment you create or modify a bank/cash journal.
Type or select another currency for the bank/cash journal line when there are foreign currencies that need to be entered. By default, the currency code displayed is based on the Default currency defined at System/General/Settings/General settings.
Note: If the currency is linked to a debtor or creditor, the system will get the default currency code from Currency at Finance/Accounts Receivable/Maintain or Finance/Accounts Payable/Maintain under the General section of the Financial tab.
Type an exchange rate for the bank/cash journal line when a foreign currency is entered. By default, the exchange rate displayed is based on the Exchange rate defined at the exchange rates maintenance (go to System/General/Countries/Exchange rates and select the relevant currency).
Note: This column is enabled only when you select the Variable exchange rate check box for the selected general journal at System/Finance/Journals.
Type a cash in amount for the bank/cash ledger entry.
Note: You should only enter one cash in amount per line.
Type a cash out amount for the bank/cash ledger entry.
Note: You should only enter one cash out amount per line.
By default, the Amount (EUR) column is disabled and displays the cash in/out amount of the bank/cash journal line.
Note: In this column, the default currency is EUR. Therefore, this column is displayed as Amount (EUR). If the default currency is USD, GBP, CNY, or others, this column will be displayed accordingly.
By default, the Resource column displays the representative of the debtor/creditor. Type or select a different resource if you do not want to use the default option.
Type the your reference number for the bank/cash ledger entry.
By default, the our reference number for the bank/cash journal line is displayed based on the numbers defined at General/Cash/Bank journal under the Financial section at Number settings. You can also type a different our reference number for the bank/cash journal line, if any.
The Matched column is marked with a tick when the cash in/out amount matches the allocated invoice(s).
Note: The Allocate screen is displayed when there are outstanding invoices for the selected debtor/creditor. You can allocate the receipt/payment required from this screen.
By default, a general ledger account number is displayed at G/L. Type or select another general ledger account number for the bank/cash ledger entry if there are other accounts that need to be created.
By default, the G/L - Description column displays the description of the selected general ledger account. This column is disabled the moment you create or modify a bank/cash journal.
By default, the VAT code displayed is based on the value-added tax defined at VAT under the Financial tab of the debtor or creditor maintenance account when you select a debtor or creditor at Account. Otherwise, the default VAT code is derived from Tax code under the Extra tab of the general ledger maintenance account when you select a general ledger account at G/L.
Note: You can create VAT at System/General/Countries/Tax codes.
By default, the Amount incl. VAT column displays the total invoiced amount (per bank/cash journal line) that includes the value-added tax amount that needs to be paid to creditor or paid by debtor. This column is disabled the moment you create or modify a bank/cash journal.
By default, the VAT basis column displays the entered Amount of the bank/cash ledger entry.
Note: The system uses this column as a basis to calculate the value-added tax.
By default, the VAT amount column displays the value-added tax amount that needs to be paid to the creditor or paid by the debtor.
Double-click this column to type, edit, or display a note for the selected bank/cash ledger entry. You can even indicate the creator, date and time of your entry by clicking the Timestamp icon.
Double-click this column to add an attachment for the selected bank/cash ledger entry.
Type or select a project code for the bank/cash ledger entry.
Type or select a different cost center if there are other cost centers that need to be entered. By default, the cost center displayed is based on the cost center selected from the Default Cost center defined at the general ledger maintenance (go to Finance/General ledger/Chart of G/L’s and select the relevant general ledger account) under the Cost centers/cost units tab. Otherwise, the cost center is derived from the selected resource maintenance at Cost center (go to HR/Human resources/Maintain and select the relevant resource) under the General tab.
Note: You can create cost centers at System/Finance/Cost centers/units/Cost centers.
Type or select the cost unit for the bank/cash ledger entry. By default, the cost unit displayed is based on the selected general ledger account at Default Cost unit from the general ledger maintenance (go to Finance/General ledger/Chart of G/L’s and select the relevant general ledger account) under the Cost centers/cost units tab. Otherwise, the cost unit is derived from the selected resource maintenance at Cost unit (go to HR/Human resources/Maintain and select the relevant resources) under the General tab.
Note: You can create cost units at System/Finance/Cost centers/units/Cost units.
Type the quantity for the bank/cash ledger entry.
Type or select a serial number for the bank/cash ledger entry, if any.
Type or select an item code for the bank/cash ledger entry, if any.
By default, the Item - Description column displays the selected item’s description. This column is disabled the moment you create or modify a bank/cash journal.
There are five free fields allocated for the bank/cash journal line. Use this column(s) to enter additional information, if any. These fields can be used to suit your personal preferences. You can specify the names for these free fields by selecting the General ledger transactions table at System/General/Free fields.
Click this button to move the selected check box up. This allows you to organize the way the columns should be displayed in the line section.
Click this button to move the selected check box down. This allows you to organize the way the columns should be displayed in the line section.
In this section, you can set messages that you want to display in the bank/cash journal entry for certain changes made to the bank/cash journal to warn the person creating/modifying the bank/cash journal of the changes before proceeding with it. Select Always to always proceed with the changes without displaying a message, or select Ask user if you want the message to be displayed for the changes made to the bank/cash journal before proceeding with the changes.
The Delete entry line message is displayed when you select a bank/cash journal line and click Delete line. Click Yes to delete the bank/cash journal line or No to return to the bank/cash journal entry screen (the journal line will not be deleted).
The Delete this entry message is displayed when you select a bank/cash journal entry and click Delete at Finance/Entries/Bank/Cash. Click Yes to delete the bank/cash journal entry or No to return to the bank/cash journal screen (the journal entry will not be deleted).
The Correct closing balance automatically message is displayed if there are balances at Difference (EUR). Click Yes for the system correct the closing balance automatically and to exit, or No to cancel and return to the Make bank/cash entries screen.
The Already processed message is displayed when you want to edit bank/cash entries that have been processed. Click Yes to edit the bank/cash journal or No to return to the Make bank/cash entries screen (the bank/cash journal will not be edited).
In this section, you can enable the functionalities to automatically copy the description and/or reporting date when creating the bank/cash journal entries.
Select this check box if you want the previously entered descriptions at the line section to always remain the same on the following bank/cash journal lines.
Select this check box to copy the reporting date of the previous subline to the new subline when creating bank/cash journal entries. In this scenario, the default reporting date in the first subline on the journal entry screen will be based on the date entered in the Date or Reporting date columns in the header section. If you edit the reporting date on the first subline, this reporting date will be copied over to the next subline. Meanwhile, if this is not selected, the default reporting date in the first subline on the journal entry screen will still be based on the date entered in the Date or Reporting date columns in the header section. However, if you edit the reporting date on the first subline, the default reporting date in the following subline will remain to be based on the date entered in the Date or Reporting date columns in the header section.
Click Restore defaults for the system to restore the original/default column(s).
Click Set as default for the system to set the selected column(s) layout as the default for all users.
Click Advanced to select all check boxes in the Header (except for Transaction type, and Description) and Line (except for Reporting date, VAT basis, VAT amount, and General ledger transactions: free field 1,2,3,4,5) section.
Click Default for the system to select and display the default columns for the bank/cash journal only.
Click Close to exit and return to the Make bank/cash entries screen.