M8.0 Cash Book - Fresh Computer Systems
Contents
1. E Soman crm Earn aniline aiw nDe Edt Yew Tool Properties Connection window Helo i Et Sia er t Delco Enter a query press Find to execute PFA to cancel Count 0 Bank Date we aiea ity Le andrew ster Connected 182001 Bren S58 2a 7 Cash Book Query Page Tran Date Typ Statement Reference Amount Unallocated Reference Allocation ENTER QUERY lt Rep acer i VTAM Thimna Rewa Cel To perform a query ensure that the form is in Query mode Enter the required query using the as a wild card if required The following fields are displayed on the screen and can be queried Bank Date Page Tran Date Type Statement Reference Amount Unallocated Reference Allocation Printed on 16 May 2002 Enter bank account to be queried Enter statement date to be queried Enter statement page to be queried Enter transaction date to be queried Enter transaction type to be queried Enter statement reference to be queried Enter transaction amount to be queried Enter unallocated amount to be queried In this field the user is able to search by receipt batch information payment information or general ledger accounts Enter amount that has been allocated Fresh Computer Systems Pty Ltd 9 5 LETTUS User Manual Cash Book Menu 9 The single cell field on the far right hand side is a yes or no field which indicates whether or not the transaction has been fully allocated or not This2. 3 File Edit View Tools Properties Connection Window Help l x Dsm eelt sloale gt ae8 G 2 Bank Reconciliation Listing DEMO COY wae cb_rec Last Run Date Time Current Date Time THU O8 NOV 01 11 23 AM Bank Account from __ FARM PRODUCE A C to __ GENERAL ACCOUNT TI Le Reconciliation Date S ummary or D etail D All values OK Y Count 1 lt Replace gt T andrew stw 2 andrew stw Log in stw Connected to 192 168 0 1 Macro Prin Capture Hold VT420 Ohr17 min Row8 Col33 Enter the following information Bank Account from to Enter the bank account code range to report on or press ListVal to display records established on the system Reconciliation Date Enter the date which to reconcile the bank statement against the General Ledger This date is usually the statement date S ummary or D etail Enter S to produce a summary report or D to produce a detail report A summary report will not print the individual outstanding deposits and unpresented cheques only totals will be shown All values OK Enter Y to continue or N to change or press the Exit key to exit to the menu without printing Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 19 LETTUS User Manual Cash Book Menu 9 9 6 Cash Book Bank Transaction List The Cash Book Transaction List will produce a listing of details of the Cash Book A detailed report will also print the Gener
3. ALT The Manual Non Stock Invoice Credit Note form will be displayed Enter the details as required ensuring that the DOC _ TYPE is MCR and the Sundry Product Code outlined above is used in the Sale Allocation Block Press Exit to exit this form The screen will then display the allocation information for that transaction Press Exit again to return to the Bank Statement Entry form Entry See Menu 4 Receipt Batch Entry for more details The date of this credit note is used to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain GL Control option see Menu 8 section for more information the current period start date is used to update the General ledger Where no current Menu 9 period start date is maintained the year begin date is used where the date entered is prior to this date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 16 LETTUS User Manual Cash Book Menu 9 9 4 9 Manually Allocating Rejected EFT Transactions A supplier document will need to be re entered to manually allocate a reyected EFT payment This supplier invoice will need to affect the Bank Account and the Creditors Control Step 1 Enter the transaction in the Bank Statement Entry form and press ListVal f SmarTerm Essential Log in stw 3 Fie Edit View Tools Properties Connection Window Help osu skele Enake gt Een la deix 18 x
4. JAN 01 _ 853957 00 00 WARNING This Date is back dated almost a year Count 1 lt Rep ace gt T andrew stw E andrew stw Log in stw Connected to 192 168 0 1 Macro Print Capture Hold YT420 Ohr 36min Row9 Col12 Step 1 Enter the transaction in the Bank Statement Entry form and press ListVal to display the cheque manual allocation form Step 2 The Statement transaction details will appear in the top block The lower block the Payment Bank Reconciliation block will display all unreconciled General Ledger transaction for that transaction type Step 3 From these transactions displayed select the required transaction s and press DelRec This General Ledger transaction will now have a reconciled status of Y es and will appear in the Allocations block NOTE The EntQry and ExeQry function can be used in the lower block to search for the transaction s required Step 4 Press Exit to return to the Bank Statement Entry form Cheques are allocated by the cheque numbers and amount therefore can only be fully allocated or remain unallocated Any unallocated amount will cause a misbalance in the Bank Reconciliation Listing A cheque will appear as unpresented on the Bank Reconciliation Listing 1f it does not have a matching entry in the Bank Statement Entry Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 10 LETTUS User Manual Cash Book Menu 9 9 4 3 Manually Allocating a Standing Journal Standing
5. Journals both Payments and Receipts are manually allocated in the same manner as for Deposits and Cheques The auto allocation matching criteria are the transaction date journal code and amount E Gma lim azul lt mg on ivl 3 mpe Ed Yew Tool Properties Connection window Helo MEES Dena om Pisaae H 258i 0 7 Statement Transaction Details Al locations net Num Allocation Tran Date 13 NOV G9 Reference TEST Tran Amount 103 80 inal located 109 00 Standing Journal Bank Reconciliation count Description Tran Date Typ Ref Hum Entered Value Reconciled maA a a a om E WARMING This Date 1s back dated almost a year Count 0 Raol ace J Ei ehen thy E miente El Log inte Connected to TH 1620 1 eet VM The Emn Aw 9 Coid Step 1 Enter the transaction in the Bank Statement Entry form and press ListVal to display the standing journal manual allocation form Step 2 The Statement transaction details will appear in the top block The lower block the Standing Journal Bank Reconciliation block will display all unreconciled General Ledger transaction for that transaction type Step 3 From these transactions displayed select the required transaction s and press DelRec This General Ledger transaction will now have a reconciled status of Y es and will appear in the Allocations block NOTE The EntQry and ExeQry function can be used in the lower bloc
6. option Note that all receipt transaction displayed show that they are set to a reconciled status of Y Amend those transactions that aren t reconciled from the Manual Bank Reconciliation to a reconciled status of N Step 6 Select the Cash Book Cheque Take On option Note that all cheque transactions displayed show that they are set to a reconciled status of Y Amend those transaction that aren t reconciled from the Manual Bank Reconciliation to a reconciled status of N Step 7 Select the EFT Payment Take On option Note that all EFT transactions displayed show that they are set to a reconciled status of Y Amend those transaction that aren t reconciled from the Manual Bank Reconciliation to a reconciled status of N Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 18 LETTUS User Manual Cash Book Menu 9 Eaa 9 5 2 Running the Cash Book Bank Reconciliation List Select the Cash Book Bank Reconciliation List option Run the report using the Statement Date as the Reconciliation Date This report should reflect the same information as the Manual Bank Reconciliation performed earlier If not check all take on entries to identify and correct the discrepancy If the system Bank Reconciliation is correct the take on has been completed successfully Select the Cash Book Bank Reconciliation List to produce a Bank Reconciliation Report Once balanced this report should be printed in detailed format and filed accordingly
7. the description will be displayed as a default This description can be amended if required Jnl Amount Enter the amount of the journal This amount can be a positive or negative amount However the TOTAL amount of the journal cannot be less than 0 Le must be positive Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 3 LETTUS User Manual Cash Book Menu 9 9 2 Standing Cash Book Journal Generation Select the Standing Cash Book Generation Listing option to process or print the Standing Cash Book transactions The user can nominate a Bank Account Code range and a date to process up to date Any journals with a next process date greater than the process up to date will not be generated EE Smarlers Exseedial ardem sla SE Ed View Jeb Progmies Comecon lyindie Help Pies O amp id BF Some SSE oO 7 Cashbook Standing Journals x DEMO COY cb_stand Last Run Date Time Current Date Time MON 23 JUL 01 04 06 PM Bank Account from G GENERAL ACCOUNT to G GENERAL ACCOUNT Generate Cash Book Journals H Generate Journals up to date All values OK Count 0 J endema Lej amie eter 2 and Cannmalod te TAi j Buu Peri AD VG sien Row 1a Gal 5 lt Replace gt Enter the following information Bank Account from Enter the beginning bank account of the range to report on ListVal may be used to assist in the selection of a bank account code Pressing NxtFld will default thi
8. 87 00 6 00 87 00 H F_ FARM PRODUCE A C Co MAY 86 1 CSH 22 MAY 86 58 6 6 08 58 08 H F FARM PRODUCE A C Co MAY 88 2 CSH 22 MAY 80 25 00 6 00 25 08 H F_ FARM PRODUCE A C 23 MAY 60 1 CSH 23 MAY 00 58 80 6 00 58 08 H F_ FARM PRODUCE A C 15 SEP 88 _1 CSH 15 SEP 06 558 08 6 08 558 08 H F_ FARM PRODUCE A C 29 SEP 86 2 CSH 29 SEP 88 15 66 6 08 15 66 H F_ FARM PRODUCE A C Q6 NOV 66 1 CSH 86 NOV 00 240 00 6 60 248 00 H F_ FARM PRODUCE A C 14 HOV 88 1 CSH 14 NOY 08 15 06 6 08 15 68 H F FARM PRODUCE A C 14 HOV 88 2 CSH 14 NOY 06 32 08 6 60 32 08 H F_ FARM PRODUCE A C 14 HOV 88 3 CSH 14 NOY 08 66 8 6 80 66 86 H F FARM PRODUCE A C 14 HOV 88 _4 CSH 14 NOY 08 100 66 6 86 106 86 H Count 12 V lt Replace gt Ta ancew stw LE andrew stw Connected to 192 0 0 1 Macro Auto Print Capture Hold T420 7hr16min Row10 Col Step 1 Enter the transaction in the Bank Statement Entry form and press ListVal to display the deposit manual allocation form Step 2 The Statement transaction details will appear in the top block The lower block the Receipt Batch Bank Reconciliation block will display all unreconciled General Ledger transaction for that transaction type Step 3 From these transactions displayed select the required transaction s and press DelRec This General Ledger transaction will now have a reconciled status of Y es and will appear in the Allocations block top right NOTE The EntQr
9. Credit Note will need to be generated This invoice will need to affect the Bank Account and Debtors Control therefore ensure that a Sundry Product Code has been established to cater for this It is recommended that the same Sundry Product Manually Allocating Present Again Customer Cheques Honoured Code as for dishonoured cheques be used Step 1 Step 2 Step 3 This customer will now have a MCR and an outstanding MIV against their account for the original invoice amount These two documents require a dummy receipt allocation using Menu 4 Receipt Batch Enter the transaction in the Bank Statement Entry form and press ListVal to manually allocate this transaction e E E Se Edt Yew los Proper Connechon Winker Hepo l lxi Cen ajtem soar EaR e0 Manual Invoice Credit Maintenance Salesman 99 MISC Customer Customer 004 ALFRED E CHAVE PTY LID Outstanding 237 60 Type B_ BLOCK B Current 0 00 Head Office Credit Stop H_ GST H_ Terms 14 BRISBANE MARKETS OLD 4106 Limit j Document Type MCR Date 17 SEP 01 vales 1150 00 Values 1150 00 Number 1000130 Our Ref GST 0 00 Unpaid 0 00 some uu __ _ Salo Line Typ Prod Product Service Description Qty Price Incl GST o R BNKG BANK GENERAL ACOCUNT 1150 000 1150 0000 DupRec to Print Menu to Contra Scroll to Create Product Count 1 lt Replace gt Ej aniem E adei E Ling ale Hek WEA The m Hata lA Denrencled lo 12
10. L Account Totals WARNING This Date is back dated aleost a year Count 3 Replace Arame slwe E araka cle Connathed in 152 A ITS Tian Rot Cola Step 1 Enter the transaction in the Bank Statement Entry form and press ListVal to process the transaction Step 2 The Statement transaction details will appear in the top block In the lower block enter the allocations for the transaction Only the expense allocation is to be entered as the allocation to the Bank Account will be automatically created by the system Step 3 Ensure that the transaction is fully allocated as any unallocated amount will affect the Bank Reconciliation Step 4 Press Exit to return to the Bank Statement Entry form The date of this transaction is used to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain G L Control option see Menu 8 section for more information the current period start date is used to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 13 LETTUS User Manual Cash Book Menu 9 Eaa 9 4 6 Manually Allocating Other Deposits Other deposits can include interest received periodic payments of differing amounts etc Because these deposits are not known until the statement is received they can be proces
11. LETTUS User Manual Cash Book Menu 9 Menu 9 Table of Contents 9 1 Standing Cash Book Journal Maintenance cccccceeeeseceeeceeceeeceeesaeeaaeeeeseeeseens 9 2 9 2 Standing Cash Book Journal Generation c ccc ceecseeseseseeceeceeceeeeeeesaeeaaeeeeeseseeeeees 9 4 9 3 C aS MBOO OUE T dane en een ent Bee he ne tn En ea Pe Se ee 9 5 9 4 Cash Book statement EN xicece rer saat E Ea 9 7 9 4 1 Manually Allocating a Deposit ccccccccccececeeeeecaseeaaesaaeeeseeeeeeeees 9 9 9 4 2 Manually Allocating a Chege iiron tin E tected ested tenia 9 10 9 4 3 Manually Allocating a Standing Journal nnnnnenoennnssssssssenneensesses 9 11 9 4 4 Manually Allocating an EFT Payment nnnnesennsnnnensssssssseerereressss 9 12 9 4 5 Manually Allocating Other Payments enneennnensensssssssssserrerrreeneeo 9 13 9 4 6 Manually Allocating Other Deposits 20 0 0 cccccccccssesessseseceeeeeeeeeeees 9 14 9 4 7 Manually Allocating Dishonoured Customer Cheques and Charges 9 15 9 4 8 Manually Allocating Present Again Customer Cheques Honoured 9 16 9 4 9 Manually Allocating Rejected EFT Transactions cccccccceeeeeeees 9 17 9 5 Cash Book Bank Reconciliation Listessi ea a E T 9 18 9 5 1 Steps to establish Cash Book Bank Reconciliation cee 9 18 9 5 2 Running the Cash Book Bank Reconciliation List cece 9 19 9 6 Cash Book Bank Transaction TiS tg cc hee yaa tatatiteiceicca e a n 9 20 9 7 Cash B
12. Supplier Invoice Credit Entry Supplier 013 JOHN POTTER PTY LTD Phone 1 32782888 Type AGEN BLOCK D 2 Area Fax 32782800 Terms __Q BRISBANE MARKETS QLD 4106 Purchases 2000 00 YTD Supplier Documents Number 1234567 Type NIV Date 19 SEP 01 Amount 000 00 Pay 000 00 Our Ref Aty Due 19 SEP 01 Unpaid 000 00 Entered 14 NOV 01 Status RECEIVED Final Unalloc 0 00 General Ledger Allocations Amount GL Account Description Narration Amount GST Incl GST 680 00 GENERAL TRADING A C DEMO REJECTED EFT PAYMENT 1000 00 0 00 1000 00 Totals __ 1000 00 0 00 1000 00 VVV VV Scroll to Create GL Account Count 1 lt Rep ace gt T andrew stw a andrew stw Log in stw Connected to 192 168 0 1 Macro Print f Capture Hold YT420 2hr56min Row13 Col2 Step 2 The Supplier Invoice Credit Note Entry form will be displayed Enter the details as required ensuring that the invoice 1s allocated to the relevant Bank Account Code Step 3 Press Exit to exit this form The screen will then display the allocation information for that transaction Press Exit again to return to the Bank Statement Entry form The supplier will now have a NIV against their account for payment Generate payment as per usual The date of this credit note is used to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain GL Control option see Menu 8 section for more information the current perio
13. al Ledger allocation details I Smartenn Covential jandrew ste A Ele Edt View Teo Paperer needled Ha Heja ea eS lage Saki OF Cash Book Transaction Listing DEMO COY ERE cb_tran Last Run Date Time MON 21 AUG 06 62 47 PH Current Date Time FRI 27 JUL 61 64 19 PH Bank Account from FL FARM PRODUCE A C to _ GENERAL ACCOUNT Date from HON to HOH Summary or D etail All values OK lt Replace gt Hobi WIM thei Flow baga Enter the following information Bank Account from to Enter the bank account code range to report on or press ListVal to display records established on the system Date from to Enter the transaction date range to report on S ummary or D etail Enter S to produce a summary report or D to produce a detail report A summary report will not print the individual outstanding deposits and unpresented cheques only totals will be shown All values OK Enter Y to continue or N to change or press the Exit key to exit to the menu without printing Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 20 LETTUS User Manual Cash Book Menu 9 9 7 Cash Book Bank Account Take On The Cash Book Bank Account Take On option is used to establish the opening balance and the transaction date of the opening balance for each Bank Account This form is to be used for this purpose only fe Smarlerm Copential andrem ote Ry Fie Edit Wew Tools Properties Correc
14. be manually allocated The amount of the transaction that remains unallocated will be displayed Ensure that all Bank Statement Entries are fully allocated Any unallocated amount will cause a misbalance in the Bank Reconciliation To manually allocate a statement transaction will depend on thee type of the transaction Procedures for manual allocation for each transaction type are listed below Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 8 LETTUS User Manual Cash Book Menu 9 9 4 1 Manually Allocating a Deposit If the Bank Statement Deposit date and the General Ledger transaction date and amount are not equal the deposit will need to be manually allocated FE SmarTerm Essential andrew stw Efx 3 File Edit View Tools Properties Connection Window Help l x Csu eteen t EER la Allocations Receipt Batch Allocation Statement Transaction Details Tran Date 13 NOV 86 Reference DEPOSIT Tran Amount 166 68 Unallocated 166 68 Receipt Batch Bank Reconciliation lt Batch gt lt munts Bank Account Description Date NumTyp Entered Receipted Reconciled Unallocated Reconciled FARM PRODUCE A C 19 MAY 88 1 CSH 19 HAY 06 24 00 4 08 24 00 H F_ FARM PRODUCE A C 19 MAY 80 2 CSH 19 HMAY 00
15. d start date is used to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 17 LETTUS User Manual Cash Book Menu 9 9 5 Cash Book Bank Reconciliation List In order for the Bank Reconciliation process to function correctly certain information must be taken on by the Cash Book This information consists mainly of Bank Account Balances and Unreconciled transactions 9 5 1 Steps to establish Cash Book Bank Reconciliation Step 1 Perform a manual Bank Reconciliation Ensure that all outstanding deposits unpresented cheques etc are listed individually Step 2 Ensure that a Bank Account Record in the Bank Account Maintenance form has been correctly established Each Bank Account must have a separate record and be allocated to a different General Ledger code 1 e Bank Account General 00300 Bank Account Cash Man 00310 Step 3 In Cash Book Statement Entry enter the Bank Account Statement details in the top block These details include the Bank Account Code the statement date and the statement page number Note that the last statement page is usually used for take on purposes Step 4 In Cash Book Bank Account Take On enter the Bank Statement Balance as shown on the Bank Statement Ensure that an overdraft balance appears as a negative Step 5 Select the Cash Book Receipt Batch Take On
16. e Standing Cash Book journal to Press ListVal to display records established on the system Upon entry of a valid Bank Account Code the Account Code description is displayed End date Enter the end date of the journal The journal will not be processed after this date This field is optional Action Freq Enter the number of times this Standing Cash Book journal is to be generated by the value entered in Action Period Action Period Enter the period value that the Standing Cash Book journal is to be generated Valid entries are D Days W Weekly M Monthly Y Yearly Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 2 LETTUS User Manual Cash Book Menu 9 R Action Frequency and Action Period are to be used together to maintain control over when the journals are processed 1 e they will assist in the calculation of the next process date For example the Action Freq of 2 and the Action Period of W would be interpreted to mean This journal would be processed once every 2 weeks Next Process Date Enter the date which the journal will next to processed Narration Enter the description of the Standing Cash Book journal This field is 30 characters in length In the Transactions Block GL Account Code Enter the GL Account code to allocate the Standing Cash Book journal to Press ListVal to display GL Account codes established on the system Jnl Description Upon entry of a valid GL Account code
17. ed to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 14 LETTUS User Manual Cash Book Menu 9 Ea 9 4 7 Manually Allocating Dishonoured Customer Cheques and Charges To manually allocate Dishonoured Cheques and Charges a Manual Non Stock Invoice will need to be generated This invoice will need to affect the Bank Account and Debtors Control therefore ensure that a Sundry Product Code has been established to cater for dishonoured cheques 1 e the Sundry Product Code is allocated to the relevant Bank Account Code Step 1 Enter the transaction in the Bank Statement Entry form and press ListVal to manually allocate this transaction Be Sme l mm Frontal Lig m iw J Ee Ed Yem Jod Pepeli Correction tareka Holp al xg Oeu g te A Sanr 2528 Oo Manual Invoice Credit Maintenance _ Salesman 99 MISC Customer Customer 004 ALFRED E CHAVE PTY LID Outstanding 1387 60 Type B_ BLOCK B Current 0 00 Head Office Credit Stop N_ GST N Terms 14 BRISBANE MARKETS QLD 4106 Limit Document Type MIV Date 28 SEP 01 Sales 1150 00 Value 1150 00 Number 1000126 Our Ref GST 0 00 Unpaid 1150 00 Sale Line Typ Prod Product Service Description Qty Price Incl GST 2 H BNKG BANK GENERAL ACOCUNT 1150 000 _ 1150 0000 Count 1
18. elp l x Osua telel lenaren la Cash Book Receipt Batch Take On _ Bank Account Description User Id Amount Reconciled FARM PRODUCE A C AW 1350 FARM PRODUCE A C 15 MAY 01 i FARM PRODUCE A C Q7 MAY O1 FARM PRODUCE A C 15 NOV 00 FARM PRODUCE A C 15 NOV 00 FARM PRODUCE A C 15 NOV 00 FARM PRODUCE A C 15 NOV 00 FARM PRODUCE A C 14 NOV 00 FARM PRODUCE A C 14 NOV 00 FARM PRODUCE A C 14 NOV 00 FARM PRODUCE A C 14 NOV 00 FARM PRODUCE A C 14 NOV 00 FARM PRODUCE A C 14 NOV 00 FARM PRODUCE A C 14 NOV 00 FARM PRODUCE A C 14 NOV 00 FARM PRODUCE A C 06 NOV 00 GENERAL ACCOUNT 29 SEP 00 FARM PRODUCE A C 29 SEP 00 P 2 2 2 2 I 2 2 2 I 2 2 2 Z 2 2 Count 18 lt Replace gt T andew stw 2 andrew stw Log in stw Connected to 192 168 0 1 Macro Print Capture Hold YT420 Ohrimin Row4 Col 73 Upon entry the form will display all receipts in descending order by receipt date and receipt batch number since the last archive and deletion occurred Only the reconciled field is user accessible Bank The Bank Account Code Account Description The Bank Account Code description Batch Date The Batch date of the receipt Batch Num The Batch number of the receipt Type The transaction type User Id The User identity Amount The Amount of the receipt Reconciled This field will automatically default to Y es For all those receipts that r
19. emain unreconciled as at the statement date this value is to be changed to N o Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 22 LETTUS User Manual Cash Book Menu 9 9 9 Cash Book Payment Take On The Cash Book Cheque Take on option is used to establish which cheques need to be taken on as Unreconciled as at the last Bank Statement date All of these cheques need to be flagged as such 1 e reconciled Status of N o 2 SmarT erm Essential Log in stw e x 3 File Edit View Tools Properties Connection Window Help l x Osula 20 e elo le gt s58 2 0 2 Payment is Reconciled Y es or N o 19 T andrew stw E andrew stw Count r Cash Book Payment Take On _ Bank Account Description Date Batch Number Typ Status Amount GENERAL ACCOUNT 28 SEP 01 24 JAN 01 18 JAN 01 V lt Replace gt z E Log in stw Connected to 192 168 0 1 Macro Print Capture Hold T420 Ohr2min Row3 Col 78 Upon entry the form will display all cheques in descending order by cheque number Only the reconciled field is user accessible Bank Account Description Cheque Date Batch Num Cheque Number Type Status Amount Reconciled Printed on 16 May 2002 The Bank Account Code The Bank Account Code description The date of the cheque The Batch number of the cheque The number of the cheque The transaction type T
20. field may also be used in the query process by entering YorN Once all the known details have been entered press ExeQry If more than one transaction 1s retrieved scroll using NxtRec and PrvRec through the records until the desired transaction is found Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 6 LETTUS User Manual Cash Book Menu 9 9 4 Cash Book Statement Entry The Cash Book Statement Entry option allow the user to enter details on the Bank Statement and match them against existing entries in the Cash Book or alternatively allocate them directly to the General Ledger Cash book entries that are matched either automatically or manually are called Reconciled The Bank Statements must be entered one at a time and one statement page at a time as statement pages numbers are tracked Cer abe Saa e Sob A Bank Statement Entry amp Reconciliation Total Unallocated Benk Account S Stmnt Date Stmt Page i Tran Date Typ Reference Debits Credits Prtrrtrbtrtit ttt D eo A oL Es au TP kaci DupFld gt Previous Statement Page Dupes Next Statement Page Scrall to Create Sundry Product Enter a query press Find to execute PF4 to cancel Count 0 ENTER QUERY Reol ace wiser a entrowsie fa eon Connected ty 192 0 0 1 Aube Print B iod VT Teigen Ae 2 Coz Enter the following information In the Statement Bloc
21. ger transaction for that transaction type Step 3 From these transactions displayed select the required transaction s and press DelRec This General Ledger transaction will now have a reconciled status of Y es and will appear in the Allocations block NOTE The EntQry and ExeQry function can be used in the lower block to search for the transaction s required Step 4 Press Exit to return to the Bank Statement Entry form EFT Payments are allocated by the transaction date and amount Therefore if this transaction remains unreconciled this unreconciled amount will be reflected in the Bank Reconciliation Report as an Outstanding EFT Payment Ifthe entry remains unallocated this transaction will appear in the Cash Book Transaction listing Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 12 LETTUS User Manual Cash Book Menu 9 Eaa 9 4 5 Manually Allocating Other Payments Other payments can include bank charges periodic payments of differing amounts etc Because there payments are not known until the statement is received they can be processed directly to the General Ledger through the Bank Statement Entry form fe Sma Term Eweential Ltg maw E i a fe Edt Yew Took opener Connecmon Window Heb 5 x KEA eee Ogi Sob lO 7 Statement Transaction Details Tran Date 13 NOV 09 Reference TEST Tran Amount Unallocated j GL Account Description Harrat Lon Amount GST Inc GST Scroll to Create G
22. he Status of the cheque The Amount of the cheque This field will automatically default to Y es For all those cheques that remain unreconciled as at the statement date this value is to be changed to N o Fresh Computer Systems Pty Ltd 9 23
23. k Bank Account Code Enter the Bank Account Code or press ListVal to display Bank Account Codes established in the system Upon entry of a valid Bank Account code the description will be displayed Stmnt Date Enter the last date appearing on the statement page of the Bank Statement to be entered Note that where multiple pages of a statement exist each page must be entered separately Stmnt Page No If the Bank Statement has been correctly established the next available statement page will be displayed here Press Return to accept the displayed page number or enter the correct number In the Statement Details Block The Balance Brought Forward transaction will be automatically displayed If not ensure that the Bank Account has been correctly established within the Cash Book Module Tran Date Enter the transaction date Press Return to retrieve the transaction date from the record immediately preceding the transaction being entered Type Enter the type of the transaction Press ListVal to display valid type codes Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 7 LETTUS User Manual Cash Book Menu 9 re Reference Enter the reference for this statement transaction It is recommended to enter the details that appear on the statement e g when entering a cheque transaction the cheque number should be entered as a reference Debits If the transaction is a debit amount enter the amount If the transaction is a credit amou
24. k to search for the transaction s required Step 4 Press Exit to return to the Bank Statement Entry form Standing Journals are allocated by the transaction date journal code and amount All unallocated transaction will be displayed in the Cash Book Transaction Listing and all unreconciled transactions will be displayed in the Bank Reconciliation Listing Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 11 LETTUS User Manual Cash Book Menu 9 Eaa 9 4 4 Manually Allocating an EFT Payment As with Deposits EFT payments are auto matching according to the transaction date and statement date Be Smal mm Frontal Lig m iie E Ee Ed Wes Tock Pepee Coredo Wirk Hap zigi zi Deu g te F Haar t l Gae OF Allocations EFT Payment Allocation Statement Transaction Datails Tran Date 13 NOV G9 Reference TEST Tran Amount 100 00 Unallocated 100 00 EFT Payment Bank Reconciliation Bank Account Description Date Batch Supplier Name Amount Reconciled WARNING This Date is back dated almost a wear Count 8 Replace J Basten Sven Torso e I Fn Taco at V0 Dh Flows CTT Step 1 Enter the transaction in the Bank Statement Entry form and press ListVal to display the EFT Payment manual allocation form Step 2 The Statement transaction details will appear in the top block The lower block the EFT Payment Bank Reconciliation block will display all unreconciled General Led
25. lt Replace gt 4 ECEE Toreo E z Pas Eare Ho V e n owi Cold Step 2 The Manual Non Stock Invoice form will be displayed Enter the invoice details as required ensuring that the document has been allocated to the Sundry Product Code established above NOTE Bank Charges that were incurred as a result of this customer cheque being dishonoured can be on billed in this way Step 3 Press Exit to exit the form The screen will display the allocation information for that transaction Press Exit again to return to the Bank Statement Entry form This customer will now have a MIV against their account for the original invoice amount plus any additional bank charges On either representing of cheque or any other method of payment from the Customer receipt payment using Menu 4 Customer Receipt Batch Entry Enter Cash Book Statement Entry as per usual for a deposit The date of this invoice is used to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain G L Control option see Menu 8 section for more information the current period start date 1s used to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 15 LETTUS User Manual Cash Book Eaa 9 4 8 To manually allocate this transaction type a Manual Non Stock
26. nt the cursor will not enter this field Credits Enter the credit amount of the transaction If the transaction is a debit amount the cursor will not enter this field Balance The balance of the bank account after this transaction will be displayed This amount should equal the balance on the bank statement Unallocated The transaction entered will be matched against transaction in the General Ledger according to the following criteria DEPOSITS transaction date and total receipt batch amount CHEQUES Cheque Number and amount STANDING JOURNAL DEBITS transaction date journal code and amount STANDING JOURNAL CREDITS transaction date journal code and amount PAYMENTS OTHER not automatically allocated DEPOSITS OTHER not automatically allocated EFT PAYMENTS transaction date and amount DISHONOURED CUSTOMER CHEQUES amp CHARGES not automatically allocated PRESENT AGAIN CHEQUES HONOURED not automatically allocated REJECTED EFT TRANSACTIONS not automatically allocated If the values of the above criteria are equal to transaction in the General Ledger the transaction will be automatically allocated 1 e Reconciled For example if the transaction date in the General Ledger and the statement transaction date of a DEPOSIT are equal the entry will be automatically allocated This will be shown by an unallocated amount of 0 However if the values of the selection criteria are not equal the transaction will need to
27. ook Bank Account Take OM asrina eE AA EAR a 9 21 9 8 Cash Book Receipt Batch Take Omisore nn a E A EN 9 22 9 9 Cash BooK Payment Tako OM ase a asin cogs E TEE 9 23 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 1 LETTUS User Manual Cash Book Menu 9 9 1 Standing Cash Book Journal Maintenance Standing Cash Book transactions are used to process transaction that occur on a periodic basis for a set amount that directly affect a Bank Account These include lease payment rental payments loan payment and can be either receipts or payments Standing Cash Book transaction can be processed as needed EE Smal em Exseedial ardem siw 2 fie dt Yew Took Fropenex Comecon birkes Hels ETIES DEHA te m En GG Ea Cash Book Standing Journal Maintenance Journal __ Start Date Bank Account _ Next Process Date Journal Type Frequency _ Period _ End Date Amount GL Account Description Narration Amount 6ST Inc GST Totals Enter a query press Find to execute PFA to cancel Count 0 ENTER QUERY Insert J LE andesite e amin iiw Enter the following information Stand Jnl Code Enter a unique two character code identifying the Standing Cash Book journal Jnl Type Enter the Journal Type Valid entries are CSR Cash Book Standing Receipt CSP Cash Book Standing Payment Start date Enter the start date of the journal This field is optional Bank Account Code Enter the Bank Account Code to allocate th
28. s field to the first bank account code established on the system to Enter the ending bank account code of the range to report on or press List Val to display records established on the system Pressing NxtFld will default this field to the last bank account code on the system If only one code is required this field should contain the same code as the bank account from field above Generate Cash Book Journals Enter Y to generate the Standing Cash Book journals or N to only print the journal records established in the system Generate Jnls up to Date Enter the date which to process journals up to 1 e process journals up to this date only If journals exist with a Next Process Date prior to the Current Period Start Date as maintained in the Maintain GL Control option see Menu 8 section for more information the system will not allow the journals to be posted All values OK Enter Y to continue or N to change or press the Exit key to exit to the menu without printing Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 4 LETTUS User Manual Cash Book Menu 9 9 3 Cash Book Query This form can be used to query a cash book statement transaction or find transactions where full details are not known The user can enter the known details of the transaction press the ExeQry key and all transactions meeting the criteria will be displayed Select the Cash Book Query from the menu the following screen will be displayed
29. sed directly to the General Ledger through the Bank Statement Entry form FE SmarTerm Essential Log in stw 3 File Edit View Tools Properties Connection Window Help Oca 4 ee e sloale gt 22 r a 2 Statement Transaction Details Tran Date 13 NOV 00 Reference TEST Tran Amount 00 00 Unallocated 00 00 Amount GL Account Description Narration Amount GST Incl GST Scroll to Create GL Account Totals WARNING This Date is back dated almost a year Count 0 lt Rep ace gt E andrew stw andewstw 5 Log in stw Connected to 192 168 0 1 Macro Print Capture Hold YT420 1hr55min Row8 Col3 Step 1 Enter the transaction in the Bank Statement Entry form and press ListVal to process the transaction Step 2 The Statement transaction details will appear in the top block In the lower block enter the allocations for the transaction Only the income allocation is to be entered as the allocation to the Bank Account will be automatically created by the system Step 3 Ensure that the transaction is fully allocated as any unallocated amount will affect the Bank Reconciliation Step 4 Press Exit to return to the Bank Statement Entry form The date of this transaction is used to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain G L Control option see Menu 8 section for more information the current period start date is us
30. tion Window Hep at fed Oei Soe AF elogie SaRi o 2 lt Statement gt Transaction Opening Bank Account Description Date Page Date Balance F EARM PRODUCE A C 13 NOV 06 _123 13 NOV 06 116 06 Count 1 lt Replace gt z Coniecied fo TELLY Mitra ie Coukee old WIG fea oer Cold Upon entry the Bank Account records established in the Cash Book Statement Entry option will be displayed Bank The Bank Account Code Account Description The Bank Account Code Description Statement Date The statement date established in the Cash Book Statement Entry will be displayed here Statement Page The statement page number established in Cash Book Statement Entry will be displayed here Transaction Date Enter the transaction date for the Balance Brought Forward transaction Opening Balance Enter the Opening Balance for the Bank Account Code at the above transaction date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 21 LETTUS User Manual Cash Book Menu 9 9 8 Cash Book Receipt Batch Take On The Cash Book Receipt Batch Take on option is used to establish which transactions from the Cash Sales Cleardowns Debtors Receipt Batches and General Ledger Receipt Batches need to be taken on as Unreconciled as at the last Bank Statement date All of these receipts need to be flagged as such 1 e reconciled status of N o FE SmarT erm Essential Log in stw Iaf x 3 File Edit View Tools Properties Connection Window H
31. y and ExeQry function can be used in the lower block to search for the transaction s required Step 4 Press Exit to return to the Bank Statement Entry form Receipt batches are allocated by the individual receipts therefore can be partly reconciled with the outstanding amount remaining unreconciled This unreconciled amount will be reflected in the Bank Reconciliation Report as an outstanding deposit All unallocated transaction will be displayed in the Cash Book Transaction Listing and all unreconciled transactions will be displayed in the Bank Reconciliation Listing Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 9 9 LETTUS User Manual Cash Book Menu 9 9 4 2 Manually Allocating a Cheque The Cheque Number and Cheque Amount are used for the matching criteria Therefore under normal circumstances a cheque will only be unallocated if any error has occurred when entering the cheque in the General Ledger or 1s a Bank error Thus a manually allocating facility has been provided F SmarTerm Essential Log in stw 3 File Edit View Tools Properties Connection Window Help l x DGe S ee e sla le gt SaR e 0 2 Allocations Payment Allocation Statement Transaction Details Tran Date 13 NOV 00 Reference TEST Tran Amount 00 00 Unallocated 00 00 Payment Bank Reconciliation Bank Account Description Typ Cheq Date Number Reference Cheque Amt F_ FARM PRODUCE A C APM 24
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