PARITY SOFTWARE`S SAGE ERP X3 CASHBOOK USER MANUAL
Contents
1. Batch Number 18012098AT00000001 Status Entered Descipton EFT Fie Number wi oo Bank HSBC Payment Accounting date Bank Transaction Status Company Site 180 B10 Creation Date 08 21 12 2i Purge Date 08 21 12 BNPAYOS11B10001 11 17 11 HSBC BNPAY Entere Bi Use EFT Templat inst Ach 09 21 12 08 21 12 mplate First Action Date 08 21 12 Last Action Date 08 21 12 BNPAYOS11B10002 1117 11 HSBC BNPAY Inthe ameme n BNPAYOS11B10003 11 17 11 HSBC BNPAY Inthe ee waa A BNPAYOS11B10004 11 17 11 HSBC BNPAY Inthe EFT File Type STD SSVS Pre Format sona sss EFT File Name BAT Total 650 00 EFT File Path C ASage BNPAY0911B10002 BPS 000006 BNPAY 650 007 Payment Transaction Remain ae PU Amount Posted Modify Ready y This window consists of 2 sections e Batch Header info e Payments Tab Batch Header Info Batch Number This is the Batch Number that will automatically be assigned to the batch when a new EFT batch is created Bank This field lets you select for which bank to create the EFT file for Company Site Select the company site File Path This field automatically fills based on the setups on the Parity EFT Setup window If the Locked tick box on the Parity EFT Setup window is un 39 Page File Name Status First Last Action Date Num Documents Total Payments Tab ticked2. PARITY SOFTWARE S SAGE ERP X3 CASHBOOK USER MANUAL Parity Software Introduction Parity s Cashbook allows for the efficient reconciliation of Bank Statements to Bank Entry transactions within Sage ERP X3 Parity s Cashbook allows you to enter General Ledger transactions Purchase Management transactions Sales Management transactions into batches and the posting of these Batches Parity s Cashbook integrates with Sage ERP X3 Bank Entry Transactions created in a Sage ERP X3 module will filter into the Parity Cashbook module and Manual Transactions created via Parity s Cashbook module will be visible in the Sage ERP X3 system once the relevant batches have been posted Transactions reconciled from within Parity s Cashbook will also filter through to the Sage ERP X3 Bank Reconciliation module as reconciled and vice versa Future versions of Parity s Cashbook will include multi currency management full audit trails various reporting options as well as the reversal of General Ledger Purchase Management and Sales Management transactions and advanced user securities Please contact your Value Added Reseller for more information Symbols and Conventions This manual was written using U S English Please consult the glossary in this manual for definitions of unfamiliar terms The following symbols are used in the manual to make certain types of information stand out This symbol indicates helpful
3. 13 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select GL as the Transaction Type Select Bank Transfer Out as the Sub Transaction Type Enter a description for the transaction Select a To Bank Enter a Reference Number for the document Enter a Bank Reference for the document Enter a Document Date for the transaction Select a Tax Code Enter the Amount Tax Field Enter Line information Click the Create button to create the transaction To Edit a GL Bank Transfer Out Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry 26 Page 3 4 5 Select a Bank Transfer Out transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the transaction To Delete a GL Bank Transfer Out Transaction 1 Open the Parity Cashbook Batch Entry wi
4. This is the amount or the value of the deposit or payment This field tracks the amount that has been applied As more invoices are applied to the deposit or payment this field gets updated This field tracks the discounts that are issued As more discounts are issued in the Open Items line section this field gets updated This field displays the amount or value of the payment that has not been applied to invoices As more invoices are applied this amount is reduced This field displays the document type for the invoice or document that will be applied to the deposit or payment This is the document number for the document that is applied This is the due date for the document invoice This is the currency for the document invoice This is the document invoice amount This is the amount or value that is going to be applied This value can be different to the Amount value but it cannot be greater This is the discount that can be issued on the document This is the actual discount that is issued on the document This is the documents remaining amount You will have a value in the field if the Amount to Apply field is less than the Amount field Update Flag This field gets updated when the transactions is selected to be applied Window Buttons The Cashbook PL Apply Cashbook SL Apply window will allow the user to Save and Cancel Transactions To Create a GL Increase Adjustment Transaction 1 10
5. Select SL as the Transaction Type Select Refund as the Sub Transaction Type Enter a description for the transaction Enter a Reference Number for the document Enter a Document Date for the Transaction Select a Tax Code Enter the Amount Tax Field 31 Page 10 Click the Create button to create the Transaction To Edit a SL Refund Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select a Refund transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the Transaction To Delete a SL Refund Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select an existing Refund transaction from the browser This will open the batch in the Batch Entry window Click the Delete button to delete the selected batch Click the OK button on the confirm
6. these banking details will be set as the default banking details for this Business Partner Cashbook will always use those banking details when making EFT payments However the Default banking details can be changed Inactive When the Inactive box is marked the Business Partner s banking details will become inactive and they will not be able to be paid via EFT Account Type The Account Type menu lists various account types These include e Current Account e Savings Account e Transmission Account e Bond Account e Subscription Share Account e Credit Card 8 Page IBT Code Account Number Credit Card Details Additional Info Set Payee Reference Payee Reference EFT User Defined 1 amp 2 9 Page e Line Number The IBT Code is the branch code of the Bank where the account is held into which the payments are to be made The Account Number is the account number belonging to the Business Partner into which EFT payments are to be made If Credit Card was selected as your Account Type the following information is required e Credit Card Name the name displayed on the Credit Card e Credit Card Number the number displayed on the Credit Card e Expiry Date the expiry date displayed on the credit card Allows a choice between 3 possible options for the reference to be displayed on the Business Partner s Bank Statement Payee Reference to upload the details entered into the P
7. A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select a Decrease Adjustment transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the Transaction To Delete a GL Decrease Adjustment Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select an existing Decrease Adjustment transaction from the browser This will open the batch in the Batch Entry window Click the Delete button to delete the selected batch Click the OK button on the confirmation window to delete the batch or click the End button the cancel the delete To Create a GL Withdrawal Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Batch Entry 23 Page 10 11 12 Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook g
8. Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry 2 Enter a Batch Number if Automatic Batch Numbering has not been activated in the Cashbook setup If this option has been activated you may leave this field blank 3 Enter a description into the Description field 4 Enter the Date for this reconciliation This is a mandatory field 5 Enter the Bank Code This is a mandatory field 6 If the previous reconciliation has not been completed and you intend to proceed with the new batch mark this batch as a Provisional Batch in order to proceed with the recon 7 Enter a Start Date The beginning date for this reconciliation This is a mandatory field 8 Enter a Closing Date The ending date for this reconciliation This is a mandatory field 9 Ifthe batch is marked as a Provisional Batch enter the Provisional Balance the provisional opening balance 10 Enter the Update Trn cut off date if you would like to have a cut off date for the transactions that are updated into the window for reconciliation 11 Click the Create button to create the batch To Edit a Batch 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry 2 Select an existing Batch Number from the left list This will open the batch in the Batch Entry window 3 Make the necessary updates or corrections 13 Page 4 Click the Save
9. Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select SL as the Transaction Type Select Deposit as the Sub Transaction Type Enter a description for the transaction Enter a site for the transaction Enter a Reference Number for the document Enter a Document Date for the transaction Enter the Amount Tax Field Enter Line information include the Business Partner at line level Click the Create button to create the transaction To Apply an SL Deposit to an SL Invoice 1 To Open the Cashbook SL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select your deposit and then click on the Apply button to open the Cashbook SL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry gt Apply On the browser on the left click on Open Items to see the list of Open invoices Select the invoice that the deposit is for by clicking on it You can select more than one invoice as a deposit can be for many invoices Click the Save button to save the apply transaction NOTE Click on the invoice that has been selected to unapply that invoice 29 Page
10. To Edit a SL Receipt Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select a Receipt transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the transaction To Delete a SL Receipt Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select an existing Receipt transaction from the browser This will open the batch in the Batch Entry window Click the Delete button to delete the selected batch Click the OK button on the confirmation window to delete the batch or click the End button the cancel the delete To Edit an Apply 1 Open the Cashbook SL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting
11. button to save the updates To Print a Batch 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry 2 Select an existing Batch Number from the browser This will open the batch in the Batch Entry window 3 Select the Print icon in the Sage ERP X3 Toolbar To Delete a Batch 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry 2 Select an existing Batch Number from the browser This will open the batch in the Batch Entry window 3 Click the Delete button to delete the selected batch 4 Click the OK button on the confirmation window to delete the batch or click the End button the cancel the delete 14 Page 2 2 Manual Transaction Entry Manual GL transactions PL Payments and SL Receipts can be created from the Cashbook Manual Transaction window These transactions will become integrate into Sage ERP X3 and can be seen in other Sage ERP X3 standard modules as well as in the Bank Entry window once the Batch has been posted Use this window to create the transactions necessary to balance to the Bank Statement PL Payment and SL Deposits created in the Cashbook Manual Transactions window can be applied to invoices from to their respective Business Partners For PL Payments the applying is done in the Cashbook PL Apply window and the applying for SL Deposits is done in the
12. gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select your deposit and then click on the Apply button to open the Cashbook SL Apply window 30 Page A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry gt Apply On the apply line double click on the line fields that you want to change Click on the Save button to save transaction change To Delete an Apply 1 Open the Cashbook SL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select your deposit and then click on the Apply button to open the Cashbook SL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry gt Apply On the apply line right click and select Delete Line Click on the Save button to save transaction change To Create a SL Refund Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry
13. hints suggestions or shortcuts This is a warning symbol Extra care should be taken when performing processes where this symbol is displayed 2 Page The following convention is used in this manual to refer to navigation and other information File gt Save This symbol gt indicates the path or sequence of steps to follow in order to complete a particular process This example directs you to go to the File menu and choose Save Copyright Copyright Manual copyright 2010 Parity Software All rights reserved The right to copy this documentation is limited by copyright law and the terms of the software license agreement The software licensee may make a reasonable number of copies or printouts for personal use Making unauthorized copies adaptations compilations or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law Warranty Parity Software disclaims any warranty regarding the sample code contained in this documentation including the warranties of merchantability and fitness for a particular purpose Limitation of liability The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Parity Software Parity Software assumes no responsibility of liability for any errors or inaccuracies that may appear in this manual Neither Parity Software nor anyone else who is i
14. the user will be able to change the file path on this window It is important to ensure that the user that is creating the file has write access to this file location This name is automatically filled and is generated according to the setups on the Parity EFT Setup window This field displays the status of the batch Possible statuses are e Entered e File Generated e Inthe Bank The First Action Date and the Last Action Date are automatically populated depending on the EFT File Type selected This field displays the number of payments currently in the batch This field displays the total payment amount in the batch This tab allows you to add payments to the Batch On the left browser click on Payments all available payments will be listed Click on the payment you want to add to the batch and that payment will appear in the Payments tab The more payments you select the Num Documents field will get updated with the number of payments selected and the Total field will get updated with the sum of the payments Payment BP Name Description Currency Amount Window Buttons Enter the payment number of the payment being added to the batch Displays the Business Partner linked to the payment Displays the name of the Business Partner linked to the payment Displays a description for the payment Displays the currency of the payment Displays the Amount of the transaction The Manual Tra
15. 11 12 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select GL as the Transaction Type Select Increase Adjustment as the Sub Transaction Type Enter a description for the transaction Enter a Reference Number for the document Enter a Bank Reference for the document Enter a Document Date for the Transaction Select a Tax Code Enter the Amount Tax Field Enter Line information Click the Create button to create the Transaction To Edit a GL Increase Adjustment Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry 21 Page 3 4 5 Select an Increase Adjustment transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the Transaction To Delete a GL Increase Adjustment Transaction 1 Open the Parity Cashbook Batch Entry window A P A R
16. Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select an existing Increase Adjustment transaction from the browser This will open the batch in the Batch Entry window Click the Delete button to delete the selected batch Click the OK button on the confirmation window to delete the batch or click the End button the cancel the delete To Create a GL Decrease Adjustment Transaction 1 8 9 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select GL as the Transaction Type Select Decrease Adjustment as the Sub Transaction Type Enter a description for the transaction Enter a Reference Number for the document Enter a Bank Reference for the document Enter a Document Date for the Transaction Select a Tax Code 22 Page 10 11 12 Enter the Amount Tax Field Enter Line information Click the Create button to create the Transaction To Edit a GL Decrease Adjustment Transaction 1 Open the Parity Cashbook Batch Entry window
17. Cashbook SL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transactions Button TemplateNumber u a T Transaction Type Reconcile Trans Batch Number Tax Sub Type A Document Number Tax Rule Description Reference Number Accounting code From Bank Bank Reference Tax Account To Bank Invoice Number Currency BP Order Number Amount Tax BP Pay Name Document Date Tax Amount Transaction Date Amount Tax Currencies Transaction Lines Distributions Apply Header Dimensions Raet F Rate Date Rate Currency a a a aa a L 15 Page The Manual Transaction Entry window consists of 7 sections e Details e Documents e Amount e Transaction Lines e Distributions e Balances e Window Buttons Details This section is used to setup Transaction header information Transaction Type Select the Transaction Type from e GL e SL PL Sub Type This field will display the options available for the Transactions Type that has been selected For the GL Transaction Type select to create e Increase Adjustment e Decrease Adjustment e Withdrawal e Bank Transfer Out e Ban
18. Entry window A P A R Accounting gt Cashbook gt Batch Entry gt Cashbook Transactions gt Manual Transaction Entry 3 Select an existing Refund transaction from the browser This will open the batch in the Batch Entry window 4 Click the Delete button to delete the selected batch 5 Click the OK button on the confirmation window to delete the batch or click the End button the cancel the delete Reconciliation The reconciliation of Bank Entry Transactions happens from within the Batch Entry window The reconciliation window will list all Bank Entry transactions in the system up until the Cut off date 36 Page The generic process for the Reconciliation of a bank account in the cashbook is as follows ale lO GY Dr B O D Create the batch Update with the transactions that exist in Sage X3 Import the statement from the bank Auto match the statement to the cashbook Click on possible matches to confirm if match is correct Manually match the relevant remaining transactions Manually capture or Auto create transactions that are on the bank statement but not in the cashbook Finalize and check the recon Post the batch Some Important Notes 7 In order to manually mark a transaction as matched it is possible double click on the matched field in the reconciliation line window Marking a transaction like this will automatically update the Total Debit Total Credit and Difference Fields When documents ex
19. ation window to delete the batch or click the End button the cancel the delete To Create a PL Payment Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window 32 Page 8 9 A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select PL as the Transaction Type Select Receipt as the Sub Transaction Type Enter a description for the transaction Select a Business Partner Enter a Reference Number for the document Enter a Document Date for the Transaction Select a Tax Code 10 Enter the Amount Tax Field 11 Enter Line information 12 Click the Create button to create the Transaction To Apply a PL Payment to a PL Invoice 1 5 6 To Open the Cashbook PL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select your payment and then click on the Apply button to open the Cashbook SL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry gt Apply On the browser on the left cli
20. ayee Reference field for display on the Business Partner s bank statement Payment Number to upload the payment number for display on the Business Partner s bank statement BP to upload the Business Partner Code for display on the Business Partner s bank statement The Payee reference is the reference of the payment that will be displayed on the Business Partner s Bank Statement if Set Payee Reference is set to Payee Reference Enter any additional information related to the EFT BP Banking details Parity Cashbook Process The Parity Cashbook Transactions process consists of creating batches creating transactions reconciliation and the posting the batches Typically a batch per Bank Statement would be created in order to balance to that particular Bank statement The user will only be able to post a batch once the closing amount balances to the marked transactions in the reconciliation window and the Difference field is equal to zero Batch Entry Batches are created and bank entries are reconciled from the Batch Entry window The user can also navigate the Manual Transactions Entry window from the Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Batch Details Statement Details Balances Batch Num cea Start Date Total Debit Description Batch Closing Date Total Credit Date TOE Opera Balnce 9662 BankID HSBC HSBC Provisional Balance Diference Curre
21. ck on Open Items to see the list of Open invoices Select the invoice that the payment is for by clicking on it Click the Save button to save the apply transaction NOTE Click on the invoice that has been selected to unapply that invoice To Edit a PL Payment Transaction 1 Open the Parity Cashbook Batch Entry window 33 Page A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select a payment transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the Transaction To Delete a PL Payment Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select an existing Payment transaction from the browser This will open the batch in the Batch Entry window Click the Delete button to delete the selected batch Click the OK button on the confirmation window to delete the batch or click the End button th
22. clusive license to use the enclosed software under the terms stated in this Agreement Title copyright and ownership of the software and any and all related documentation remains with Parity Software Pty Ltd Parity Software This software and related programs may be used only on a single site licensed for use of Sage ERP X3 for the number of concurrent users as provided for in the original Sage ERP X3 registration and purchase Registration keys can be obtained directly from Parity Software Distribution of copies of the registered and activated software or any of the associated documentation to others is strictly prohibited The demonstration version of the software may be distributed freely Modification reverse engineering de compiling disassembly or translation of the software or related documentation is strictly prohibited without the prior written consent of Parity Software Pty Ltd 2 BACKUP Backup copies of this software may be made solely for personal use Copyright notice must be reproduced and included on all backup copies If all or any portion of this software is included in other software packages then the copyright notice must appear on these other materials 3 TRANSFER 4 Page This software may not be transferred to any other party There are no provisions whatsoever for any other transfer operation or use of the software by any other party whatsoever except for the original buyer of the product that has been re
23. e cancel the delete To Edit an Apply 1 Open the Cashbook PL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select your deposit and then click on the Apply button to open the Cashbook PL Apply window 34 Page A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry gt Apply On the apply line double click on the line fields that you want to change Click on the Save button to save transaction change To Delete an Apply 1 Open the Cashbook PL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select your deposit and then click on the Apply button to open the Cashbook PL Apply window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry gt Apply On the apply line right click and select Delete Line Click on the Save button to save transaction change To Create a PL Refund Transaction 1 8 9 Open the Parity Cashbook Batch Entry
24. eaoy 39 6 Page Parity Cashbook Setup Not all aspects of setup are included in this User Manual refer to the Administrator Manual for further setup instructions EFT BP Banking Details Use the EFT BP Banking Details window to enter Bank details for Business Partners that will be paid by the EFT Multiple banking details can be entered and stored per Business Partner A It is important to ensure that this window is properly secured against unauthorized modification A P A R Accounting gt Cashbook gt Cashbook Setup gt EFT BP Banking Details 0G EFT BP Details x eee EFT BP Banking Details 4 BP Details Company Name Short Title BPc 000004 Decathlon World Wide ALCAMPO ALCAMPO ESPANA S A ALCAMPO ASTROO1 Red Hot Rods Rodders B10 Winnersh Winnersh ing i B20 Newcastle Newcastle Bank Detail ID Bank Detail ID ABSA ult fl Inactive B21 Salford Salford 7 ABSA BLACKDOG Black Dog leasing Ltd Black Dog BPC 000004 Decathlon World Wide Decat ww 2 a One Account E BPS 000001 Exporters Association Ltd Exporters IBT Code 123456 BPS 000002 serio Components Account Number 23456789099 BPS 000003 Plastics 4 U Gmbh Plastics BPS 000004 Terberg Ltd World Wide Terberg ww BPS 000005 Studio Legale Studio leg BPS 000006 Mini Cycles Mini Cycle Credit Card Name BPS 000007 Mundo dos Pneus Lda M Pneus Credit Card Number BPS 000008 Dixon S A Dixon Credit Card Exp Date BPS 000010 ASSOBIKE ASSOBIKE BPS 000011 I
25. ed of service or help regarding this software they should contact the dealer through which the software was originally purchased There is no obligation to render assistance to the user if they are not the owner under which the software is registered or if the registered user has not purchased a recognized support plan from the vendor of this product This Agreement will be governed by the laws of the Republic of South Africa Document Version V6 4 v 2 5 Page Contents INEFOGUCEIOM Siecsccuttvcsaeunbecminenecanievadrsmweumbeamenaniinun ws sayana aaa E E E ET O 2 Copyright sises cued barti n guenge eh pusu gene dana gad astasqa baa Saad geek Baa aaia Qaeda bh Sasu quqa qawuquqasa 3 License Agreement ccs u dination dave aa pasan awas EE 4 1 Parity Cashbook Set B usususa asap dae evened ner sede Qasa nedadane dededens eaenagedonedadencnedpes E DTE aspas 7 1 1 EPT BP Banking Details u uu uk uuu aaah askhassaanahaqskushaaqskpankuqskiapakaqapapaqquqahanpkusqkaqaquyna 7 2 Parity CaShbook Process visa uuu sapaqa quas quqawa pa de dane cadet crate qawa aaa waqu daya 10 2 1 Batch Entry aaa sasana pss devedoue dats adene R date supa twae dadedenededeSenededa papas pusa papasus 10 2 2 Manual TrarnsactionHE RtePyuuu Su SS Sau AEE E EAA aasawa awa qawas wakaya 15 223s Recon6illati n coi sexi esd sii aaa Quite aai aquqa aquqa baana aa aaia aquy ia aiaa Sanne 36 2 4 EFT File Creati oN dunes soeis dad de aaa sand dask avadegndaniuepilaal dagledwn
26. gistered with the Parity Software at the time of original purchase and software activation 4 LIMITED WARRANTY Parity Software warrants for a period of thirty days 30 days from the date of receipt that the software covered by this agreement will perform substantially in accordance with the accompanying written documentation The licensee assumes the entire risk as to the results and performance of the software This warranty gives the licensee specific legal rights and may also include other rights that vary from country to county Parity Software makes no claim in regard to the merchantability or suitability for any specific purpose of this or any other software product 5 ACKNOWLEDGMENT By registering activating and using this product the licensee acknowledges that they have read this agreement understood it and agree to be bound by its terms and conditions The licensee also agrees that this agreement is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements verbal or written and any other communications between the parties relating to the subject matter of this agreement 6 REMEDIES Parity Software s entire liability and the licensee s exclusive remedy shall be at the option of Parity Software either a return of price paid or b repair or replacement of the software that does not meet the limited warranty and is returned to Parity Software If the licensee has ne
27. he transaction in Sage ERP X3 This field will only become available when the GL Transaction Type has been selected This field is can be used to add an additional reference to the transaction that is being created Enter the date of the document in this field This section is used to setup the tax information for the transaction This field allows the user the select an existing tax code to determine how tax will be calculated Once this field is selected the Tax Rule and Accounting Code will be automatically populated Tax Account Tax Amount Amount Tax Transaction Tab This field allows the entry of the Tax Account to which the Tax should be distributed to in the General Ledger Amount Tax Tax Amount In this field the Inclusive Amount of the document can be entered The system will automatically calculate the Tax Amount and the Amount Tax fields and populate them accordingly These values may also be manually entered In this field the Tax amount can be entered although it will be automatically be populated once the Tax Amount have been entered In this field the Exclusive Amount of the document can be entered The system will automatically calculate the Tax Amount and the Amount Tax fields and populate them accordingly These values may also be manually entered This tab is used to enter the transaction line information Account Amount Incl Amount Excl Tax Amount Distributions Tab Ba
28. ist on the Bank Statement that do not exist in the system they can be created via the Manual Transaction Entry window Once documents have been created in the Manual Transaction window they will automatically appear in the Batch Entry window as matched Once the Bank Statement has been fully matched and the Difference is zero the batch can be printed and then posted Once the batch is posted the transactions created via the Manual transaction Entry window will be visible in Sage ERP X3 and the transactions will be reconciled When deleting a Batch from the Batch Entry window all manual transaction created from with the batch will be deleted as well To print a batch 1 Open the Parity Cashbook Create Batch window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry 2 Click the Print button in the Sage ERP X3 Toolbar to print the Batch Report To post a batch 37 Page 1 Open the Parity Cashbook Create Batch window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry 2 Ensure that the Difference is zero 3 Click the Post Button to post the Batch 38 Page 2 4 EFT File Creation EFT Batch Entry window is used to generate EFT batches and EFT files A P A R Accounting gt Cashbook gt EFT File Generation bl Gs Kd dD M Go bad Casal E abl ee ra AJP AJR accounting gt Cashbook gt Cashbook Transactions gt EFT File Generation
29. k Code representing the bank which is being reconciled This field will display the currency of the Bank that is being reconciled This field is not editable A batch may be marked as a Provisional Batch this will allow the entry of an opening balance to use to balance A Provisional batch may not be posted This is to allow multiple recons for the same Bank I e the Previous statement does not have to balance in order for you to start balancing a new batch This field should correspond to the From date on the Bank Statement This field should correspond to the To date on the Bank Statement The opening balance will be the sum of all previously reconciled transactions for the specified Bank Code This field allows the entry of an Opening balance that can be used to balance to until the previous recon is finalized The closing Balance should be the total amount reflected on your Bank Statement This is the amount that needed to reconcile back to by marking and or creating transactions Update Trn Cut off This date can be blank and is used to filter the bank entries that Date are included in the reconciliation Balances Total Debit This amount represents the number of Debit transactions that have been marked in the Reconciliation window Total Credit This amount represents the number of Credit transactions that have been marked in the Reconciliation window Difference This field calculates the difference betwee
30. k Transfer In For the SL Transaction Type select to create e Receipt e Payment For the PL Transaction Type select to create e Payment e Refund Description Enter a description for the transaction in here From Bank This field will be enabled when the GL Transaction Type and the Bank Transfer In Sub Type has been selected 16 Page To Bank BP Documents Batch Number Document Number Reference Number Bank Reference Document Date Amount Tax Code 17 Page It will allow the selection of the Bank Code from which to transfer the amount When the Bank Transfer Out Sub Type has been selected this will default to the Bank Code of the current Batch This field will be enabled when the GL Transaction Type and the Bank Transfer Out Sub Type have been selected It will allow the selection of the Bank Code into which to transfer the amount When the Bank Transfer In Sub Type has been selected this will default to the Bank Code of the current Batch This field will only be available when the PL Transaction Type has been selected Use this field to select the Business Partner for this transaction This section is used to setup Document and reference information as well as the Document Date This will default to the Batch Number of the current Batch Enter the Document Number of the transaction into this field This field is used to enter the Reference Number that will update onto t
31. lances Total Debits Total Credits 18 Page Select the GL account to be affected The Account Description Description Tax Code Tax Account and Description fields will automatically fill based on previous selections The Inclusive and Exclusive Amounts and Tax Amounts must be entered into these fields Use this tab to view distribution information of the transaction being created edited This section displays the Totals from the Header and the Totals from the Transaction line window and the Differences between the two These values have to balance in order to Create or Save the transaction from this window This is the total from the Transaction Line section in the field Amount Incl for all lines in the window This is the total from the Window header Amount section in the field Amount Tax Difference Tax Difference Window Buttons The Manual Transaction entry window will allow the creation Create saving Save and This field calculates the difference between the Total Debits and Total Credits fields This amount has to be zero in order to Create or Save the transaction This field calculates the difference between the Tax Amount field in the header and Tax Amount field in the Transaction Line window This amount has to be zero in order to Create or Save the transaction deletion Delete of Transactions A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Man
32. m the browser This will open the batch in the Batch Entry window 4 Click the Delete button to delete the selected batch 5 Click the OK button on the confirmation window to delete the batch or click the End button the cancel the delete Bank Transfers Multicurrency Bank Transfers In Cashbook for Sage ERP X3 the creation of a bank transfer from one bank to another one creates a journal as follows It debits the one bank account and credits the other bank account When performing a Multicurrency Bank transfer two journals are created as follows e One journal Debits the bank account and then Credits the Control Account in that banks currency e The other journal Credits the Bank Account and Debits the Control Account in that banks currency e E g Transferring from Bank1 USD to Bank2 EUR Journal one would be in USD and Credit Banki and Debit the Control Account Journal two would be in EUR and Credit the Control Account and Debit Bank2 In order to obtain the Control Account number Cashbook checks the Chart of Accounts setup in X3 under Parameters gt Organizational Structure gt Charts of accounts Under Miscellaneous Accounts It checks if an account exists in 1 Suspense account conso if that is blank it checks 25 Page 16 Rounding gain matching and lastly if that one is blank it checks 2 Default account To Create a GL Bank Transfer Out Transaction 1 10 11 12
33. n the Closing Balance and the Marked transactions in the Transactions section of the window Transactions Tab The grid in the transactions section of the window is populated from existing transactions within the Cashbook For a more detailed explanation refer to the Reconciling Bank Entries section of this manual Window Buttons The Batch Entry window allows you to Create Save and Delete Batches The Mark All and Un Mark All buttons allow you to select or deselect all transactions within the scrolling window The Manual Transaction button allows you to enter Cashbook transactions while performing the reconciliation The Update Button allows you to update the reconciliation window with transactions that have not yet been reconciled up to the entered Cut off date The Cancel button cancels all actions since the last Save The Post button is used to post the Manual Transactions created for the current reconciliation The posting process also finalizes the current recon It is important to note that the Recon cannot be posted until the Difference is Zero The Search button is used to search within the transactions in order to find a specific transaction Remove Filter is used to clear the filters created by the Search function 12 Page The Statement button is used to access the window where the Statement is imported electronically reconciled and automatic transactions created To Create a Batch 1 Open the Parity
34. n the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select a Bank Transfer In transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the transaction To Delete a GL Bank Transfer In Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select an existing Bank Transfer In transaction from the browser This will open the batch in the Batch Entry window Click the Delete button to delete the selected batch Click the OK button on the confirmation window to delete the batch or click the End button the cancel the delete To Create a SL Deposit Transaction 1 Open the Parity Cashbook Batch Entry window 28 Page 10 11 A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction
35. ncy Closing Balance l Provisional Batch Cutoff Date pe Document Number Document Amount NAN BNPAY0911810002 09 11 17 PAY0911B1000005 560 35 enRCNos11B10001 09 11 19 B100911RECO00o0002 324 00 BNPAY0907810001 09 07 19 PAY0907B1000007 594 83 BNPAY1007810001 10 07 26 Pav100781000008 S 1 000 00 BNPAYOS11B10001 09 1117 PAY0911B1000003 2070 00 BNACN1008810003 10 08 05 _ B101008REC00000003 14986 BNRCN1008B1001O 10 08 05 BI0TOOSRECOOOON00S 862 BNRCN1008810011 10 08 05 B101008RECO0000006 10 00 10 08 05 GL1008810000037 1 00 HSBC 10708704 GL100881 0000033 l 10 00 c o o m o o o lt n 7 ee o _ OF a i i Ez E zz Ei mas pr ee ee mna 10 Page The Batch Entry window consists of 5 main sections Batch Details Statement Details Balances Transactions Tab Window Buttons Batch Details Batch Num Description Date Bank Currency Provisional Batch Statement Details Start Date Closing Date Opening Balance Provisional Balance Closing Balance 11 Page This is an alphanumeric value used to identify the Batch When Automatic Batch Numbering has been activated in the Cashbook setup this field may be left blank as it will be populated once the batch is created This is the description for the batch The Date of the reconciliation This field is used to select an existing Ban
36. ndow A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select an existing Bank Transfer Out transaction from the browser This will open the batch in the Batch Entry window Click the Delete button to delete the selected batch Click the OK button on the confirmation window to delete the batch or click the End button the cancel the delete To Create a GL Bank Transfer In Transaction 1 8 9 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select GL as the Transaction Type Select Bank Transfer In as the Sub Transaction Type Enter a description for the transaction Select a From Bank Enter a Reference Number for the document Enter a Bank Reference for the document Enter a Document Date for the transaction 27 Page 10 11 12 13 Select a Tax Code Enter the Amount Tax Field Enter Line information Click the Create button to create the transaction To Edit a GL Bank Transfer In Transaction 1 Ope
37. nfoSolutions Infosolut BPS 000012 General Components Components BPS 000013 Productos inform ticos Producinfo BPS 000014 Cycles Unlimited Cycles BPS 000015 Bicibletas Martin Probici BPS SUBCONT Subcont Pintura Subcon MAD Set Payas Reference Payee Reference 7 c100 Planta Madrid Planta MAD Raves Helerence C101 Planta Barcelona Planta Ben CNYCNOO1 Elecmemory EFT User Defined 1 ENYCNOSS EFT User Defined 2 CNYCNO84 CNYCNO89 CNYCNOS0 s EURBE005 Dolmen computers Dolmen com EURCN087 Hom EURCNO88 Hm EURFIOO Ram Electronics Ramelectr EURFRO13 Electronic systems Electrosys EURFRO14 HD system HD system 7 Page The window consists of four Sections e BP Details e EFT Bank Detail ID e EFT Banking Details e Additional Info BP Details BP Select the Business Partner from the left list lookup the Business Partner or type in the Business Partner Code to select the Business Partner for whom the EFT Banking Details are to be setup EFT Bank Detail ID Bank Detail ID An ID is created for each Business Partner bank account that is to be paid into by EFT EFT Banking Details Bank Detail ID The Bank Detail ID is the name of the banking details you are going to enter If the Default box is marked Cashbook will always use those banking details when making EFT payments Default When the Default box is marked
38. nsaction entry window will allow the user to Save Create and Delete Transactions as well as creating the Bank File and Posting the batch 40 Page Create File Selecting this button will create the EFT output file in the location specified and set the batch status to File Generated Post Selecting this button will Post the batch and set the Batch Status to In the bank The user will not be able to create a file for this batch again To create an EFT Batch 1 Open the EFT File Generation window A P A R Accounting gt Cashbook gt Cashbook Transactions gt EFT File Generation W Select the bank ta Update the file path if need be 4 Insert payments into the payments tab 5 Click the Create Button To create an EFT Batch file 1 Open the Parity Create EFT Batch window A P A R Accounting gt Cashbook gt Cashbook Transactions gt EFT File Generation 2 Select an existing batch 3 Click the Batch File button To post an EFT Batch file 1 Open the Parity Create EFT Batch window A P A R Accounting gt Cashbook gt Cashbook Transactions gt EFT File Generation 2 Select an existing batch 3 Click the Post button 41 Page
39. nvolved in the creation production or delivery of this documentation shall be liable for any indirect incidental special exemplary or consequential damages including but not limited to any loss of anticipated profit or benefits resulting from the use of this documentation or sample code 3 Page License Agreement Parity Software PTY LTD Software License Agreement Carefully read all the terms and conditions of this Agreement prior to installing software Do not register and activate this software until this entire Agreement has been read Installing this software indicates acceptance of these terms and conditions If you do not agree to these terms and conditions then return the software and other components of the software package of this product to the place of purchase for a refund If this software was downloaded in its demonstration form and the terms of the license are not agreed to the software may be retained only in its demonstration form solely for the purpose of passing on the demonstration software to another prospective buyer No refunds will be given for products downloaded off of the Internet that have been registered and activated Use of this product is covered by a license agreement provided by Parity Software with the software product For any further queries please call Parity Software on 27 11 728 2999 Publication Date 2010 1 LICENSE This license is granted as a personal non transferable and nonex
40. t Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select GL as the Transaction Type Select Withdrawal as the Sub Transaction Type Enter a description for the transaction Enter a Reference Number for the document Enter a Bank Reference for the document Enter a Document Date for the transaction Select a Tax Code Enter the Amount Tax Field Enter Line information Click the Create button to create the transaction To Edit a GL Withdrawal Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select a Withdrawal transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the transaction To Delete a GL Withdrawal Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window 24 Page A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry 3 Select an existing Withdrawal transaction fro
41. ual Transactions Button gt Apply PayingBP Number Due Date BPC 000001 GL0911B10000026 11 19 11 BPC 000001 SINOS11B1000003 12 16 11 BPC 000001 SIN0911B1000005 12 17 11 BPC 000001 SINOS11B1000007 12 18 11 Amount 526000 1259 05 991 42 103 5 526000 1259 05 991 42 103 5 n Balance Currency GBP GBP GBP GBP Fea K q b M eco Mince A Sea M BP BPC 000001 Mikes Bike Description test No Of Items 1 Payment allocated to BP Bank Amount 300 00 GBP w Total discount oR Remaining id Document Type Document Due Date Currency Amount Amount Apply Discount Available Discoun SINO911B1000003 12 16 11 GBP 1 259 05 900 00 0 00 0 01 19 Page The Cashbook SP Apply Cashbook PL Apply window has a Header and a Lines Open Items section The Header section has the summary apply information and the Lines section contains more detailed information regarding the documents being applied to a deposit or payment BP No of Items Bank Amount Payment allocated to BP Total Discount Remaining Document Type Document Due Date Currency Amount Amount Apply Discount Available Discount Remaining 20 Page This is the Business Partner that the transactions to apply are for This is the number of items that have been applied
42. window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry gt Manual Transaction Entry Select PL as the Transaction Type Select Refund as the Sub Transaction Type Enter a description for the transaction Select a Business Partner Enter a Reference Number for the document Enter a Document Date for the Transaction Select a Tax Code 35 Page 2 3 10 Enter the Amount Tax Field 11 Click the Create button to create the Transaction To Edit a PL Payment Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry Click the Manual Transaction button to open the Manual Transaction Entry window A P A R Accounting gt Cashbook gt Batch Entry gt Cashbook Transactions gt Manual Transaction Entry Select a Refund transaction from the Browser window This will open the transaction in the Manual Transaction Entry window Make the necessary updates or corrections Click the Save button to save the Transaction To Delete a PL Payment Transaction 1 Open the Parity Cashbook Batch Entry window A P A R Accounting gt Cashbook gt Cashbook Transactions gt Batch Entry 2 Click the Manual Transaction button to open the Manual Transaction
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