Cash book
Description
The cash book is used to record the expenditure/receipts of a cash office. You can create as many cash registers as you wish, and keep a record of their respective stock. Cash vouchers can be immediately assigned to an account when they are entered, but it is important to keep the cash balance correct.
A cash balance is done in 2 steps: first a cash report is created, whereby their cash receipts are removed from the current cash book. The cash documents of a cash report can be changed afterwards only with regard to their period or account assignment. In the second step a cash report can then be transferred to the financial accounting.
The cash documents of a cash report posted in financial accounting cannot be changed.
Cash book entry, cash invoice, cash sale
The standard case of a cash book transaction is a cash book entry, which consists of a transaction description, a revenue/expenditure amount and, if applicable, a tax value. If you want to put brackets around several cash book entries, this is a cash invoice. Cash invoices can be incoming and outgoing invoices.
In the case of incoming invoices, for example the entry of a petrol station invoice for petrol and food, it is possible to enter the number of the invoice freely. Among other things, you can select a supplier as a partner. Then you can add the items to the cash invoice. This step hardly differs from the "normal" functionality of the cash book.
The cash invoice becomes interesting when selling goods without open items, the so-called cash sale. When entering these invoices, the invoice number is automatically assigned via a separate number range. An invoice recipient does not have to be selected, but in addition to a customer created in ClassiX, it could also be a one-time customer whose data is only recorded in the invoice. Especially for the second case, it may be useful to select a price base group (price group, customer group, sales area).
For cash sales invoices it is possible to specify a part and a quantity. Here, the stocked part or subparts must be indicated directly. The selection of a variant part is not possible, as this cannot be in stock. The sales price is determined automatically as revenue.
After the cash invoice has been recorded, it can be printed and handed over to the customer. The second step is to create the stock removal so that the stock level correction can be carried out. This is done automatically via the menu "Further processing". As long as this step has not been carried out, it is not possible to generate the cash report.
Functionality
Main window
This window is used for the maintenance of account books. When a new cashbook is created for the first time, the fields of the Inventory group must be filled in and in the Settings tab, the appropriate G/L account of the cash register in Financial Accounting can be selected.
| Menu item | Description |
|---|---|
| Edit | - |
| : Document | - |
| : : New | |
| : : : Cash book entry | Create new cash book entry |
| : : : Cash invoice | Create new cash invoice |
| : : Edit | Edit selected cash voucher |
| : : Copy | - |
| : : : : as cash voucher | Copy cash voucher |
| : : : as a recurring process | Copy cash voucher as a recurring operation |
| : : Further processing | - |
| : : : : Create outsourcing | For the selected cash book entries and/or cash invoices with their cash book entries, a stock withdrawal document is created and booked for the articles specified therein |
| : : Remove | Remove selected cash voucher |
| : Cash report | - |
| : : Create | Create cash report and/or print cash vouchers |
| : : Display | Show selected cash report |
| : : Posting in financial accounting | Book the cash report in the financial accounting. Posting to financial accounting can be prevented by blocking the message BOOK_CASH_REPORT. |
| : : Remove cash report | The selected cash report will be removed, which is only possible for the last, NOT BUSED cash report |
| Set balance carried forward | The balance carried forward of the cash book can be reset in the balance window. This can be prevented by blocking the message SET_CASH_DEPOSIT_SETTINGS |
| Close | Close window |
| Search | Call up list window |
| Symbol | Description |
|---|---|
 | Create new cash book |
 | Save changes |
 | Clear cash book |
 | Create cash report |
  | Create/edit notes |
 | Copy to clipboard |
| Field | Description |
|---|---|
| Stock | The fields of this group can only be specified when a cash book is first created |
| : Name | Name of the cash desk |
| : Cash box office | Once this selection has been made, each cash book entry can contain an article with quantity in addition to income/expenditure, etc. If an article is specified, a stock withdrawal document is created for this article by means of further processing |
| : Stock | Stock of the cash desk |
| : : per | Output of the last entry date in the cash book |
| Current cash vouchers | |
| : List | Display of the current cash vouchers. An entry in the cash voucher window can be edited by double-clicking |
| Cash reports | |
| : List | Display of the created cash register reports of the cash register. By double-clicking on a cash report a window opens to display the cash documents of this cash report |
| Recurring operations | |
| : List | List of frequently recurring cash register incidents. A frequently recurring event can be created by copying any current cash register receipt. Such a procedure is selected by pressing the "Procedure" button in the cash voucher window |
| Settings | The tab for maintaining the settings can be preventedby blocking the SET_CASH_DEPOSIT_SETTINGS message |
| : Posting period | Select posting period |
| : G/L account | Select G/L account of the cash register in the financial accounting |
| : Company code | If company codes are activated in the client for financial accounting, a cash register can be assigned to a company code. All cash register reports of this cash register are then assigned to this company code |
| : Document counter | Counter of the cash vouchers (will be set to Numm if the option "Set document counter at cash report closing" is activated)
|
| Balance brought forward | Balance carried forward (stock) of the cash desk |
| : : per | Date value |
| : Cash report counter | Counter of the cash reports |
| Options | |
| Block negative cash balance | By setting this block, it is prevented that postings can be made which would result in a negative cash balance |
| : Account assignment only in the cash report | The cash register can be managed without specifying (financial accounting) accounts. These can/will only be specified in the cash report in order to be able to transfer the cash reports to the financial accounting. |
| : Set document counter to zero at cash report closing | When the cash register is completed with a cash report, the document counter is reset to zero. When a cash report is removed, the document counter is reset to the highest document number. |
| button | Description |
|---|---|
| OK | Changes to the cash book are saved. If no changes are made, the button is locked. |
| New | The input window is cleared. |
| Delete | The displayed cash book is deleted. |
| Close | The window is closed without saving changes. If you want to save the changes, you must press the "OK" button. |
List window
Serves to list all cash books kept in the system.
| Symbol | Description |
|---|---|
| Create new cash book |
 | Edit cash book |
| Clear cash book |
| Create cash book |
| Create/edit notes |
| button | Description |
|---|---|
| Edit | The current cash book is displayed in the input window. |
| New | An empty input window opens. |
| Delete | The selected cash book is deleted. |
| Close | The window is closed. |
Selection window
This window is used to select a specific cashbook object.
| button | Description |
|---|---|
| OK | The selected cashbook object is transferred. |
| Close | The selection is cancelled. |
Set balance carried forward
The balance carried forward / balance of the cash register can be set again. This should only be necessary if the wrong opening balance was entered when a cash book was first created. Otherwise, the (missing) balance of a cash register must always be adjusted via a posting.
| Field | Description |
|---|---|
| Balance brought forward | Indication of the balance carried forward/balance of the cash desk |
| via | Date value |
| button | Description |
|---|---|
| Setting | Changes are saved. |
| Close | The window is closed without saving changes. If you want to save the changes, you must press the "OK" button. |
Cash voucher window
Window for entry/editing of a single cash voucher.
| Symbol | Description |
|---|---|
| Create/edit notes |
| Field | Description |
|---|---|
| period | Period in which the cash voucher is to be posted in financial accounting |
| Number | Sequential number of the cash voucher |
| Date | Date of the cash voucher |
| Event | Process description. If you press the button, you will get the list of recurring incidents |
| Receipt | Gross amount received by the Fund. If a value is entered here, only VAT keys (see field St.Schl.) can be entered. For each cash book entry only either a receipt or an issue amount can be entered |
| Edition | Gross amount withdrawn from the Fund. If a value is entered here, only input tax keys (see field St.Schl.) can be entered. For each cash book entry only either a receipt or an issue amount can be entered |
| St.Schl. | Control key for fast entry of the tax. Depending on the type of amount (revenue or expenditure), only one input tax key or one VAT key can be entered |
| Tax | Display/selection of the tax rate |
| Tax amount | Display/enter the tax amount. The tax amount calculated by means of the tax key can be changed in the case of an input tax key within the tolerance limits defined at the client(field: Allowed tax account assignment deviation). For a VAT key, no tolerance limit applies. However, the tax amount can be changed manually as desired if the marker for manual change is set in the tax rate. |
| Specification of the type of account | |
| Account | Account number |
| K.Stelle | Cost centre |
| K.Carrier | Cost unit |
| button | Description |
|---|---|
| OK | Changes to the cash register receipt are saved. If no changes are made, the button is locked. |
| New document | Changes are saved and the input window is cleared. |
| Delete | The displayed cash register receipt is deleted. |
Create cash report
The creation of a cash report from current cash receipts can be called up via the main menu "Edit-Cash Report-Create".
Here, either selected documents can simply be printed, or documents up to a consecutive number can be transferred (closed and posted) as a cash report.
The transfer of the cash vouchers into a new cash report may only take place in a continuous number range from the smallest number not transferred to the number to be entered. If the option "Selected items" is activated, no closing can be created.
| Field | Description |
|---|---|
| Selection | Indication of the serial number up to which the cash vouchers are to be transferred to the cash report |
| Selected positions | The items selected in the list of cash vouchers before opening the cash report creation window can be printed but not included in a cash report. The transfer of the cash vouchers into a new cash report may only take place in a continuous number range from the smallest number not transferred to the number to be entered. If the option "Selected items" is activated, no closing can be created. |
| To number | Indication of the serial number up to which the cash vouchers are to be transferred to the cash report |
| Closure | The selection to close a cash report can be prevented by blocking the CLOSE_CASH_REPORT message. |
| : with cash balance | If this field is clicked, the selected cash vouchers are finally transferred to the cash report. Otherwise a cash report is only printed out |
| : per | Indication of the date of the cash report, if the selection "with cash balance" was made |
| Option whether after a cash balance the new cash report should be printed automatically or, if the option "with cash balance" is not set, the cash documents should only be printed. |
| button | Description |
|---|---|
| Create cash report |
Cash report
Window for displaying the cash documents of a cash report. Even after the creation of a cash report - but only before the posting in the financial accounting - the cash report entries can be changed with regard to their account assignment, the change of an amount is no longer allowed at this point.
Editing can be done either by double-clicking on a single entry or by selecting several entries, right-clicking and selecting "Account Assistant". In the latter case, changes can be made to the account assignment of individual entries, particularly by the financial accounting department, before posting a cash report.
| Symbol | Description |
|---|---|
| Print cash report |
| Copy to clipboard |
| Field | Description |
|---|---|
| Number | Sequence number of the cash report |
| Posted | Indication whether the cash report has been transferred to the financial accounting |
| Opening balance | Cash in hand before posting the cash vouchers in the cash report |
| List | Output of the list of cash vouchers of the cash report. By double-clicking on an entry you reach the screen for processing the account assignment of a cash document of a cash report |
| Final balance | Stock of the cash desk after posting the cash vouchers in the cash report |
Edit cash report
Window for subsequent processing of a cash voucher that has already been converted into a cash report. The structure of the window corresponds to the entry window of a cash document, but only the period or the account assignment of the cash document can be changed.
| button | Description |
|---|---|
| OK | Changes are saved. If no changes are made, the button is locked. |
| Termination | The window is closed without saving changes. If you want to save the changes, you must press the "OK" button. |
Account Assistant
With this window you can change the control key and/or its account assignment for several cash book entries in one. Depending on whether you want to change the control key, the account, the cost centre and/or the cost unit, you have to make the appropriate selection, choose the control key and/or the corresponding accounts and press the OK button.
| button | Description |
|---|---|
| OK | The control key and/or the account assignment of the selected documents are changed according to the settings made |
Recurring incidents
In order to facilitate the recording of frequently recurring cash transactions, you can copy any recorded cash voucher as a recurring cash voucher transaction.
| Field | Description |
|---|---|
| List | Display of the list of frequently recurring checkout processes |
Cash invoice
Creation of a cash invoice / cash sales invoice
| Field | Description |
|---|---|
| Type of invoice | |
| : Purchase invoice | Definition of the invoice type |
| : Outgoing invoice | |
| Invoice header | |
| : Number | Number of the invoice. For incoming invoices freely recordable, for outgoing invoices automatically defined via counter. |
| date | Date of invoice |
| : Period | Posting period |
| : Partners | Recipient or issuer of the invoices. For outgoing invoices also definable as one-time customer. |
| Address | |
| : Price basis | Serves for correct pricing if no customer has been defined. |
| Accounting position | |
| : List | List of invoice items |
| Total | |
| : Net | Total net amount |
| Tax | Total tax |
| Gross | Total gross amount |
Related topics
Technical documentation
Overview
Cash book basic module
Module name
cdeposit.mod
Classes
CX_CASH_DEPOSIT (pseudo-class).
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| CASH_DEPOSIT_CHANGED | Cash book object | Cash book was changed | |
| CASH_DEPOSIT_CREATED | Cash book object | Cash book was created | |
| CASH_DEPOSIT_DELETED | Cash book object | Cash book was deleted |
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
| EDIT_CASH_DEPOSIT | Cash book object or NULL | Call up input window for cash book | Cash book editing module |
Cash book editing module
Module name
cdepoedt.mod
Classes
CX_CASH_DEPOSIT (pseudo-class).
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| BUSINESS_YEAR_SELECTED | |||
| CASH_DEPOSIT_CHANGED | Cash book object | Cash book was changed | |
| CASH_DEPOSIT_CREATED | Cash book object | Cash book was created | |
| CASH_DEPOSIT_DELETED | Cash book object | Cash book was deleted | |
| CASH_DEPOSIT_TXN_CHANGED | |||
| COMMENT_CHANGED | Object | Comment has been changed | |
| COMMON_CASH_DEPOSIT_TXN_SELECTED | |||
| COST_CENTER_SELECTED | |||
| COST_OBJECTIVE_SELECTED | |||
| COST_TYPE_SELECTED | |||
| CREATE_CASH_DEPOSIT_TXN | |||
| CREATE_CASH_REPORT | |||
| CREDIT_OPEN_ITEM_SELECTED | |||
| CUSTOMER_SELECTED | |||
| DEBIT_OPEN_ITEM_SELECTED | |||
| EDIT_CASH_DEPOSIT | Collection cashbook objects or NULL | Call up input window for cash book | |
| EDIT_CASH_DEPOSIT_START_BALANCE | |||
| EMPLOYEE_SELECTED | |||
| EXPENSES_OPEN_ITEM_SELECTED | |||
| GENERAL_LEDGER_SELECTED | |||
| LIST_CASH_DESPOSIT | Collection cashbook objects or NULL | Call up list window for cash book | |
| LOAD_CASH_DEPSOIT | Import cash book | ||
| SELECT_COMMON_CASH_DEPOSIT_TXN | |||
| SHOW_CASH_REPORT | |||
| SUPPLIER_SELECTED |
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
| CASH_DEPOSIT_CHANGED | Cash book object | Cash book was changed | |
| CASH_DEPOSIT_CREATED | Cash book object | Cash book was created | |
| CASH_DEPOSIT_DELETED | Cash book object | Cash book was deleted | |
| CASH_DEPOSIT_TXN_CHANGED | |||
| COMMON_CASH_DEPOSIT_TXN_SELECTED | |||
| CREATE_CASH_DEPOSIT_TXN | |||
| CREATE_CASH_REPORT | |||
| EDIT_CASH_DEPOSIT | Cash book object or NULL | Call up input window for cash book | Cash book editing module |
| EDIT_CASH_DEPOSIT_START_BALANCE | |||
| EDIT_COMMENT | Object | Open the input window for comments | Comment editing module |
| LIST_CASH_DEPOSIT | Call up list window for cash book | Cash book editing module | |
| SELECT_COMMON_CASH_DEPOSIT_TXN | |||
| SELECT_COST_CENTER | |||
| SELECT_COST_OBJECTIVE | |||
| SELECT_CREDIT_OPEN_ITEM | |||
| SELECT_DEBIT_OPEN_ITEM | |||
| SELECT_EXPENSES_OPEN_ITEM | |||
| SHOW_CASH_REPORT |
Cash book selection module
Module name
cdeposel.mod
Classes
CX_CASH_DEPOSIT (pseudo-class).
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| CASH_DEPOSIT_CHANGED | Cash book object | Cash book was changed | |
| CASH_DEPOSIT_CREATED | Cash book object | Cash book was created | |
| CASH_DEPOSIT_DELETED | Cash book object | Cash book was deleted | |
| SELECT_CASH_DEPOSIT | Collection cash book objects or NULL, recipient of the answer | Call up selection window for cash book |
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
| CASH_DEPOSIT_SELECTED | Cash book object | Cash book was selected | |
| EDIT_CASH_DEPOSIT | Cash book object or NULL | Call up input window for cash book | Cash book editing module |
;){kind=link}
;){kind=link}
;){kind=link}