Field

Value

Source Code

This is entered in the grid section of your batch entry window.

A source code is allocated to each entry to identify the type of transaction, such as Payroll disbursement, a Vendor’s payment an Accounts Receivable receipt, and so on.

The source code entered in the Source code field tells you where the transaction comes from and what kind of transaction it is. The first two characters of the source code can identify where the transaction originated. You can use source codes to print customized source journals as part of your audit trail.

You set up Source Codes for Cashbook using the Source Codes Window, before you enter transactions.

Accept or modify the Source code you require, Cashbook displays the source code description when you enter or select the source.

Entry Detail Description

Enter a relevant description of up to 60 characters for each detail line.

This description is printed on Batch Listings and Posting Journals.

Account

With each detail, you specify the General Ledger Account to which you want to post the debit or credit.

Select the Account you require.

Account Description

The General Ledger Account Description.

Quantity

This is an optional additional field for users that wish to enter a quantity for a detail.

It is used as an information field and not a calculation field.

This field can also be used to conform with Sage 300cloud as it will be transferred to Sage 300cloud.

Receipt/Payment Amount

You enter the amount for a detail as either a debit or credit amount. Do not enter currency symbols or commas or negative signs.

Each receipt/payment amount you enter is added to the total for the entry. The current debit and credit totals for the entry are displayed at the bottom of the window, along with the amount by which the entry is out of balance.

Each detail you add updates the displayed totals for the entry when you leave the detail line. The debit and credit totals for the batch, which are displayed in the window, are updated when you save the entry.

GL Amount

In a multi-currency entry where the source currency is different to the functional currency, once you have saved the entry you can edit the amount in the GL Amount field and the Source Exchange Rate will automatically be recalculated.

Tax Method

Select Calculate to calculate the tax amount according to the Tax Rates setup for the Tax Authority in Tax Services.

Select Enter to enter the tax amount in the Tax Amount field.

Select Tax Line to enter a pure tax detail line.  The detail amount must equal the total tax when the Tax Method is Tax Line.

Tax Class

For many tax authorities, the tax class varies depending on the purpose of the goods or services being purchased.

If necessary, you can change the tax class for the detail line in the Tax Class field.

Tax Included

Select Yes in this field if taxes charged by an authority are included in the entry detail line amount.

TaxAmount

The tax amount allocated to a batch entry detail line.

Included Tax Amount

The amount of tax included in the batch entry detail line amount.

Comments

If you cannot fit all the descriptive text for a detail in the Reference/Cheque and Description fields, you can use the Comments field to add any additional information.

Job Related

If the detail line is Job Related and you want to allocate against a Job Costing Contract to create Costs and Charges entries in PJC set this field to Yes.

Optional Fields

The Optional Fields field on the batch entry detail line indicates whether optional fields are assigned to the particular detail line. If you marked any Cashbook Batch Detail Optional Fields for automatic insertion, the field will be selected when you add a new batch entry detail line.

To check or to change the optional fields and values for a batch entry detail line, click the zoom button on the Optional Fields column header.

An Optional Fields form appears, displaying any optional fields that are marked for automatic insertion on new batch entry detail lines.

Use this Optional Fields form to add or delete optional fields for the batch entry detail line. You can add any optional fields that are defined for Cashbook Batch Detail.

You can also change the default values that appear, as follows:

If the optional field is validated, you must specify a value that is defined for the optional field in Common Services. If the optional field allows blanks, you can leave the value field blank.

If the optional field is not validated, you can select a predefined value, or you can enter any value that is consistent with the type of field (amount, text, yes or no, and so on), providing your entry does not exceed the length permitted for the field.

Button

Select

Add/Save

Choose the Add/Save button to add the batch entry or to save changes to an existing batch entry.

Delete

Choose the Delete button delete the batch entry.

Print

Cheques, receipts or deposit slips can be printed as soon as an entry has been saved.

To print on-line cheques you must have entered and saved a credit amount entry. To print on-line receipts you must have entered and saved a debit amount entry. To print deposit slips you must have activated the Deposit Slip option in the Batch List.

Select the Print command button to access the form.

The screen displays the following information: Bank name, Cheque number (this is retrieved from your Bank), Description, Date, Miscellaneous name, Batch/Entry number and Amount.

The Cheque Options are retrieved from the Forms section of the bank pertaining to the batch. These details can be changed if necessary.

Tax

Detail Tax

To view the tax amount allocated to a detail line select the detail on the detail grid, then click the Tax button. The Detail Tax tab form appears showing the tax amount calculated for the detail.

Entry Tax

To view the total tax amount for the tax authority for the batch entry, click the Tax button and select the Entry Tax tab.

Tax Reporting

To view the total entry tax amount for the tax authority converted to the tax reporting currency (using the exchange rate specified for the tax reporting currency), click the Tax button and select the Tax Reporting tab.

Optional

The Optional Fields button on the batch entry form indicates whether optional fields are assigned to the entry. If you marked any Cashbook Batch Header Optional Fields for automatic insertion, the field will be selected when you add a new batch entry.

To check or to change the optional fields and values for a batch entry, click the Optional button on the batch entry form.

An Optional Fields form appears, displaying any optional fields that are marked for automatic insertion on new batch entries.

Use this Optional Fields form to add or delete optional fields for the batch entry. You can add any optional fields that are defined for Cashbook Batch Header.

You can also change the default values that appear, as follows:

If the optional field is validated, you must specify a value that is defined for the optional field in Common Services. If the optional field allows blanks, you can leave the value field blank.

If the optional field is not validated, you can select a predefined value, or you can enter any value that is consistent with the type of field (amount, text, yes or no, and so on), providing your entry does not exceed the length permitted for the field.

Jobs…

Select the Jobs button and enter your costs to different contracts, etc.

Post

Select the Post button to post the batch from within the batch.

Close

Select the Close button and if you made any changes you are prompted “Do you want to save your changes?”

Select Yes to save changes, No to discard changes and Cancel to cancel closing the Batch Entry window.