Entry Header

Field	Value
Settings	Auto Clear The Auto Clear option helps you to streamline data entry in the batch entry form. Select the Auto Clear option to start a new entry automatically when you add a transaction. Quick Mode Quick entry mode saves you some keystrokes in entering similar details. Use quick mode to copy the batch header description, and the Source Code after the first line, to each batch entry detail line. Entry Type First Select the setting “Entry Type First” for the entry type field to precede the Ref/Cheque field. This will prevent entering of an alpha-numeric value in the Ref/Cheque field for Accounts Payable entry type. Show Post Form Tick the Show Post Form option to display the Cashbook Post Batches form when selecting the Post button. This will allow you to select a Batch and Bank range to post. If this option is not selected only the batch you are currently in will be posted.
Batch ID	Cashbook assigns a sequential batch number to each new batch you create. Posting includes the batch number with each transaction detail in a batch, so you can trace a posted detail batch to the original batch entry. You use the batch number to select the batch for editing and for posting. You cannot create a new batch by entering your own batch number.
Batch Bank Code	Each batch contains entries pertaining to one bank therefore you must select a valid bank code.
Entered By	The name of the user that entered the batch.
Entry number	For each entry, you first specify the date, fiscal period, reference or cheque number, miscellaneous code, bank charge, description, distribution, currency code, rate type and G/L account. Cashbook assigns a sequential entry number to each new transaction entry. You use the number to select transactions for editing. The entry number is a major element in your audit trail, letting you trace a posted detail batch to the original batch entry. Entry numbers are printed on Batch Listings and Posting Journals.
Retrieved Batches Entry Drill Down	Select the entry drill down in Cashbook batches retrieved from Accounts Payable and Accounts Receivable to drill down to the original entry in the Accounts Payable Payment and Accounts Receivable Receipt and Refund batches.
Date	The default date for a transaction entry is the session date (the date you entered when you logged into the Sage 300cloud Company). You can change the date of the entry if necessary. The date you enter is used by G/L to calculate the fiscal period the transaction should be allocated to. You should adopt a consistent system of assigning transaction dates. For example, always use the date the transaction took place, such as the date on a cheque, or always use the date you enter the transaction into Cashbook. Using the date the transaction took place can be a handy auditing tool if you also have dated source documents to which you can trace transactions. The date entered with an entry appears on the batch listing and posting journal.
Year/Period	You specify the fiscal posting period for each transaction entry. The period corresponding to the Sage 300cloud Session Date appears as the default, but you can change it. Enter the Period you require. You can enter only one fiscal period for each entry. A single batch can contain entries with different fiscal periods. However, if you mix fiscal periods in a batch, it makes history reporting less clear.
Print Chq/Rcpt	Tick this field if you are going to print a cheque or receipt document. When this option is selected you can leave the Ref/Cheque field blank as the reference number is automatically assigned when the cheque or receipt is printed.
Ref/Cheque	Cashbook requires you to enter a unique reference number for each entry. When using the reconciliation function, entries are recalled using this number. Each reference/cheque can include its own reference of up to 12 characters, and a description. When entering the reference or cheque number in a batch, it is verified against posted entries in the current Cashbook. If this number is a duplicate an error message will display, this will occur if the Duplicate Cheque/Reference number option is not selected in the Bank. It is important to decide on how to format reference numbers for entries other than cheque number. Receipts, Bank Charges, etc., also need a number. For example, if you are making a deposit into the bank on 24 January 2010, use a number DP240110 If a duplicate reference is entered in the same or different batch, only the first reference number will be posted and the duplicate number(s) will be posted to an error batch. This will not occur if the Duplicate Cheque option in your bank profile is active. The reference/cheque number and description are printed with the detail line on the Batch Listings and Posting Journals for the Batch, and on the G/L Transaction Listing. Enter the Ref/cheque number you require for this transaction.
EFT Checkbox	When entering an EFT Batch you can exclude certain entries that must not be uploaded to the bank
Type	If interfaced to Sage 300cloud you will be able to select the entry type you are entering: • Cashbook - no allocations are needed • Accounts Receivable - a receipt from a customer used to pay invoices. • Accounts Payable - a payment from a vendor used to pay invoices. If AR or AP is selected you will be able to 'tick off' the invoices you wish to pay as well as discount given or received by pressing the Allocate button at the bottom of the form.
Tax Group	A tax group is the combination of all the taxing authorities and tables used in calculating taxes in a specific area. You define a tax group by assigning a code and entering a name for the group, then entering the rates and other information for the jurisdiction (taxing bodies) in the group. During transaction entry the tax group assigned to the bank you are using will display the tax codes available for selection. Using the Finder, select one of the tax groups you have created.
Miscellaneous Code	Cashbook allows the entry of miscellaneous codes for the recalling of vendor or customer address details. This information is useful in cheque printing and on-line receipting allowing you to print additional information on the specification forms. The miscellaneous data is recalled during transaction entry and by clicking on your Zoom In/Out Command arrow you are able to change the default data that will be saved for the entry only. The Miscellaneous Codes along with bank information and rate type (if multi-currency active) will display. You will see that this field also has a drill down button, whereby you can enter Miscellaneous codes “on-the-fly”. You can enter a new miscellaneous vendor or customer at this point if required. If Cashbook is interfaced to AR or AP, the miscellaneous code field will be replaced with Customer or Vendor. If a miscellaneous code also exists with the same customer of vendor number, the bank details will be recalled from the miscellaneous file.
Miscellaneous Code EFT Payment Details	If the batch is an EFT batch enter the EFT Vendor Payment Details in Batch Entry on the Fly by selecting the Zoom icon next to the Misc.Code field.
Currency Code (Source)	If Multi-currency is active you can enter a source currency code for this transaction entry. Enter or select the Currency code you require. Cashbook will retrieve the exchange rates available for the currency code, rate type and entry date from the Sage 300cloud multi-currency files.
Rate Type	If Multi-currency is active you can enter or select a Rate Type for this transaction entry.
G/L Exchange Rate (Source to Functional)	Any currency can be entered into the Cashbook. One exchange rate can be entered for each transaction. E.g. if you entered a transaction in Euros (source) into your Dollar Bank Account (bank), but maintained your General Ledger (functional) in Pounds, the Cashbook batch (Euros) will be converted using the General Ledger rates to Pounds (G/L functional currency) and then converted to the Cashbook bank currency (Dollars). Therefore, if multi-currency is active, and the General Ledger is different to Cashbook, enter or select the G/L exchange rate here.
Entry Header Description	Enter a description of up to 60 characters for each reference or cheque. Enter a relevant meaningful description for the reference/cheque number. This description is printed on Batch Listings and Posting Journals.
Distribution	Cashbook allows you to create Distribution sets to facilitate quicker more comprehensive transaction distribution. A Distribution Code identifies each Distribution set, this set in turn has Source Codes attached to it to make up the Distribution Set. For example, you could have a Distribution Set call RENT, all items pertaining to this - water & electricity, actual rent, parking etc. can be attached by their source codes to form a Distribution set called RENT. You will notice that this field also has a drill down button. This is used to enter Distribution details “on-the-fly”, you can enter new Distribution details at this point if required. Enter or select the Distribution you require.