The cash book allows multiple bank accounts to be used to make payments, receipts and transfers to items within the sales ledger, purchase ledger, nominal ledger and vehicles module. Daily reconciliation reports and bank account balances can be obtained after the processing of bank statements to the cashbook module.
The bank account details must be completed within the nominal ledger parameters before the cashbook module can be used.
If a BACS payment file is to be produced or payments collected via Direct Debit, the bank account details in nominal ledger parameters must be flagged accordingly.
If pre-printed cheques are to be used, the option must be ticked in the Purchase Ledger Parameters
Enquiry
Allows the bank balance to be viewed at any point and the ability to investigate and reconcile items that appear on the bank statement.
Select Accounts > Cash Book > Enquiry.
The bank account enquiry screen appears. Double click on the required bank account name to see the balances on the right hand side of the screen:
The presented balance should match the last reconciled balance on the bank statement received from the bank. The unpresented Receipts and unpresented Payments are the total cashbook receipts and payments that have been processed through the cashbook but have not yet appeared on the last bank statement received from the bank.
The Total Bank Balance is the cashbook balance and should reconcile to the Balance Sheet Bank Account nominal code balance.
Select the ‘Print’ button to print the balances for all bank accounts created.
The middle section of the cashbook enquiry screen displays a number of filters available to search for specific cash book items to speed up the reconciliation to the bank statement.
The ‘From Date’ and ‘To Date’ fields look at the date that the original cashbook posting was made.
The ‘From Sheet No’ and ‘To Sheet No’ fields look at the statement sheet number entered against presented cashbook postings.
To view unpresented items only, click in the ‘Without Statement Reference’ field.
The ‘Enquiry Type’ can be set to look for just payments or receipts. Leaving this set to ‘Please Select’ will display all payments and receipts. If the actual cashbook reference used for the original posting is known, i.e.; Cheque no or BACS ref, this can be used as search criteria by entering it in the ‘Cash Book Reference’ field.
Searches for presented items which have been given a particular statement reference are done by entering the detail in the ‘Statement Reference’ field.
Any period or a specific selected period can be used to run the selections. Choose the requirement from the dropdown list in the ‘Period’ field.
A search for a transaction with a particular value can be carried out by entering the required amount in the ‘Value’ field.
Click ‘Search’ to display the results.
Extended detail is viewed by single clicking to select an item from the search result and clicking ‘View Detail’. This will display the specific detail for the posting including the person who made the posting.
The Clear Statement Detail Button will remove a Sheet Number and Statement Reference from a posting.
If you single click a posting that has been incorrectly reconciled and select the Clear Statement Detail Button, it will prompt are you sure. Select No and this will take you back to the enquiry page.
Select yes and this will remove the Sheet Number and Statement Reference;
Double click the line to add the Statement reference and Sheet Reference;
Press Accept to complete or Cancel to exit.