Cash
Cash
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Users with  ,  and  license can change settings of the document type, but cannot add new documents! |
In cash documents you can define general parameters of cash receipts and disbursements for use in the Cash module. Individual receipts and disbursements are posted according to the payment method you selected, when creating cash register lines (see payment methods).
With more cash registers, you need to define for each cash register it's own document types of receipts and disbursements. In this way you can control transactions for multiple cash registers on different accounts.
First, choose a document type (two types):
- receipt (revenue) or
- disbursement (expense).
Next, define the document type of cash register by entering the following data:
| ID |
A three-digit alphanumeric ID of the document type. |
| Name |
Here you can enter a descriptive name of the document type. |
| Short name |
It displays a short name according to your choice of the document type, which is reported in overviews. |
| Record Only |
If checked, keeps the document type and you can view it in the main menu. You can also enter new documents, but you cannot for example use automatic posting, since it does not occur in some reports, etc. |
Change Clerk
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If you have chosen in the program parameters the possibility Change clerk on documents on the level of document types, you can in this place:
- if checked, enables you to change the clerk,
- if unchecked, you cannot change the clerk.
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| Note |
Here you enter notes to the document type, and it is a kind of internal ID of the document type. |
| Default Note |
In this window you enter default notes to an individual document type, and this note will be used as default note with all newly-created documents from this document type.
Example:
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| Payer |
With this field you can define the default subject, who will be Payer (by receivings) or Beneficiary (by issues) in documents of this type. |
| Payer Name |
Enter name, which is displayed above the field for entering the payer/beneficiary. Usual names are Payer (by receivings) and Beneficiary (by issues). |
| Department |
You can choose the organisational unit of the company, which is burdened by the receipt/disbursement. If the right field is checked, the entry is manadatory. If the mandatory entry of the department is selected and you do not enter it to the header of the document, the program will report an error (see It is mandatory to enter the department!) |
| Document 1 |
Enter the name for the first linked document, you will enter in the cash receipt/disbursement. If the field is empty, you will not see the field for entering the Linked document in the receipt/disbursement. If the right field is checked, it is mandatory t oenter Document 1.If you do not enter it to the document, the program will report an error (see It is mandatory to enter the linking document X (YYY)!) |
| Document 2 |
Enter the name for the 2nd linked document. If checked, the entry of Document 2 is mandatory. If you do not enter it to the document, the program will report an error (see It is mandatory to enter the linking document X (YYY)!) |
| Document Type for Cash Disbursement /Receipt |
Enter number of the document type for:
- cash disbursement, to be created from the cash receipt (use for closings of cash registers by POS),
- cash receipt, to be created from the cash disbursement.
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| Pay. Method |
Enter default ID of the payment method when creating the cash receipt/disbursement manually (Financials module - Cash ). |
| Place of Receipt |
We enter the place (city) which we want to have or print out on cash documents. We use this field if the place is not the same as it is set in Administration Panel or at Subject.
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| Copy Receivables Account when Creating from Goods Document |
This option enables that Receivable or Payable account will be transfer from goods document when creating cash document from goods document.
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| Approve document when printed |
If checked, documents of this document type will be approved as soon as any report is generated for them |
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Fill In Document 1
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Choose document, the program enters in the line of cash receipt, which can then also be used as data for posting to personal accounts/general journal. When creating receipts and disbursements from documents of receiving and issues the field "Document" is being filled, regardless to the choice, by the internal number of paid document.
- None - in the line of cash receipt in the section "Document" no data are filled
- Document 1 - the line of cash receipt in the section "Document" fills with the number of 1st linked document (field in line of cash receipt has only 8 positions!)
- Document 2 - the line of cash receipt in the section "Document" fills with the number of 2nd linked document (field in line of cash receipt has only 8 positions!)
- Ref. - the line of cash receipt in the section "Document" fills with the reference number,
- Fiscal No. - the line of cash receipt in the section "Document" fills with the fiscal number.
When closing documents from goods module with cash documents, fill in document should be set as same value (for example, both should have Document 1) .
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| Fill In Linked Doc. |
This set is used to define link document in the entry when posting cash documents. It is important to properly set automatic closing of accounts payable / receivable at posting of cash documents.
Available values are:
- Internal No. - number of cash document.
- Linked Doc. - document number in the position of cash document.
- Document 1 - document 1 from goods document.
- Document 2 - document 2 from goods document.
- Empty Linked Doc. fill with Internal Number - option occurs only with option Linked Doc. marked. When we do not know the linked document number (what customer is paying), the field will be filled with internal document number at posting.
When closing documents from goods module in cash register and documents has set Fill in Linked Doc. Document 1, also on cash document need to have same set (Fill in Linked Doc. - Document 1).
When closing documents from goods module in cash register and documents has set Fill in Linked Doc. Linked Doc., also on cash document need to have same set (Fill in Linked Doc. - Linked Doc.).
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| Default Values |
When opening new cash document values can be transferred from:
- Read from Doc. Type Settings - those are settings entered in document type register.
- Read from Previous Document - values are transferred from previous document.
- Do Not Fill In - blank template of cash document. (The information on the department from invoice header will be copy from goods document to cash document header.)
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| Currency |
We set currency we want to have when creating new cash document. When creating cash document from goods document, currency from goods document will be proposed. |
| Merge Cash Register Posts |
We can choose between following options:
- No merging
- Merge by Days (Target Date is Document Date)
- Merge by Days (Target Date is last day of the month)
- Merge by Month (Target Date is Invoice Date)
We can reed more about mass posting by following link Mass posting.
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| Linked Document Types |
There is to set initial balance for cash register, minimum and maximum limit in cash register. The second spreadsheet is intended to establish relationship between cash documents. That enables a larger number of cash registers.
It is important to set first upper spreadsheet and then the second part, where determine relation of receipts and expenditures. Learn more about setting by following link Linked Document Type.
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| Fill In External Doc. |
Mark the option we want to post in a field External Doc. on cash document journal.
We can choose between following options:
- None (is default value),
- Internal No.,
- Linked Doc.,
- Document 1,
- Document 2.
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| Doc. Type for Posting |
More about posting on link predefine document types. |
See also:
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