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Cashbook Accounting

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Cashbook Accounting

The Cashbook is used to carry out the back office administrative accounting transactions, such as:

  • Adjustments
  • Make journal account adjustments
  • Dishonoured Cheques (Bank Accounts only)
  • Record returned/dishonoured cheques
  • Miscellaneous Payments (Bank Accounts only)
  • Make payments for miscellaneous items such as electricity
  • Miscellaneous Receipts (Bank Accounts only)
  • Receipt miscellaneous payments received

To carry out any of these transactions open the relevant Cashbook File and display the Accounting screen. For all but Adjustment transactions, this must be a Bank type Cashbook file.

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Cashbook Accounting Tab

The Cashbook Accounting tab provides a view only summary of all transactions that have taken place on the open account. It also lists transactions created elsewhere that have affected this account.

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This screen provides the following information:

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Cashbook Adjustment

The Cashbook adjustment screen is used to transfer funds from one account to another, or to load opening balances for a financial cutover.

Completing a Cashbook Adjustment

  • Open the required Cashbook account, select the Accounting tab and click the New icon on the toolbar or press Ctrl+N.
  • Select Adjustment and click on OK to open an input screen.
  • If the user tries to make an adjustment to a control account a warning message will appear, as below.

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  • If Yes is clicked the next warning displays and the user is not able to proceed with the adjustment.

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  • The Cashbook Adjustment is clearly labelled and includes the following mandatory fields:
    • Remarks
    • Account
    • GST

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  • Complete the following fields:
    • Remark

Add a remark to clarify the adjustment.

    • Amount

Enter the amount of the adjustment. This entry automatically transposes to the Amount Excl. field.

    • Account

Use the drop down lists to enter the two account fields with the account codes the adjustment is to take place between. These entries populate the GL Account Description field.

    • Debit and Credit radio buttons

Click on the appropriate radio button for each account. This selection populates the Item Reference field with a summary of your decision.

Debit increases the account with a debit balance and decreases the account with a credit balance.

Credit increases the account with a credit balance and decreases the account with a debit balance.

    • GST Amount

The system defaults to Amount Excluding GST, but an entry can still be made in the GST Amount column next to each account.

As soon as a GST Amount or GST In/Out is entered, accounts display showing the movement between the accounts.

The selection of some accounts automatically generates a tick box in the GST field. When this box is ticked, the system calculates the GST amount and the GST accounts are also displayed.

The lower part of this screen displays a summary of the Credits and Debits and also displays an Imbalance line if applicable. If the user wishes to proceed and clicks OK, a warning that the Entries do not balance is displayed, and the screen cannot be closed until the balance is rectified.

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    • New and Delete buttons

Account selection rows can be added by clicking on the New button and can be removed by clicking the Delete button.

  • Click OK to save your transaction and exit from the screen
  • A dialogue box displays asking if the user wishes to Print. Select Yes or No as required

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