cash journal

SAP ECC 5.00

June 2005

English

Cash Journal

SAP AGNeurottstr. 1669190 WalldorfGermany

Business Process Procedure

SAP Best Practices Cash Journal: BPP

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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ContentsReferenced Business Processes......................................................................................................6

Posting a Customer Invoice..............................................................................................................6

Manual Bank Statement....................................................................................................................8

Entering and Posting a Manual Account Statement..........................................................................8

Postprocessing an Account Statement.............................................................................................9

Cash Journal Postings........................................................................................................................ 11

Posting Open Items......................................................................................................................... 13

Posting an Incoming Payment.........................................................................................................13

Clearing the Customer Invoice........................................................................................................15

Postings to One-time accounts.......................................................................................................16

Posting an Incoming Payment.........................................................................................................17

Clearing the Customer Invoice........................................................................................................18

Document Split Postings in the Cash Journal.................................................................................19

Direct Postings to Tax Accounts.....................................................................................................21

Transferring Cash from Petty Cash to a House Bank Account........................................................23

Paying Cash to a Vendor, Followed by Reversal............................................................................25

Printing the Cash Journal...................................................................................................................26

Abbreviations

BPP Business process procedure

R Required entry field

O Optional entry field

C Conditional field

This document refers to company code BP01, which uses the chart of accounts IKR.

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Referenced Business Processes

PurposeIn this section of the document you find some business processes which are often repeated. So the business process is described once in the section reference business processes. Later we refer to this reference business process. The chapter reference business process provides the description of the business process. Later you find the business process described and the entry data you need for testing.

Do not test the reference business processes described in this chapter! Starting with chapter General Business Process you find the BPP you have to test and the relevant entry data.

PrerequisitesYou need to install the building block N70. Create manually or by eCATTs some accounts payable and accounts receivable.

For the business process procedure General Ledger no reference business process exists.

Posting a Customer Invoice

PrerequisiteThe customer master records have been maintained. One of our customers has granted us automatic debit authorization, and one pays us by bank direct debit.

ProcedureTo post an invoice, use the “Accounts Receivable Accounting: Posting Invoices” business process procedure.

You will now post an invoice for each of the customers.

1. Access the transaction choosing one of the following navigation options:

SAP menu Accounting Financial Accounting Customer Document Entry Invoice

Transaction code FB70

2. Make the following entries if it is not already been defaulted by the system:

Field name User action and values Remarks

Company Code BP01 BU SMB Company DE

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3. Choose Enter.

To change the company code, choose Edit Change Company Code.

4. On the Basic Data tab page in the Enter Customer Invoice: Company Code XXXX screen, make the following entries:

Field name User action and values R/O/C Remarks

Customer R Example

Invoice Date R Example

Reference R Example

Amount R Example

Currency R

Calculate Tax R

Tax Code R

5. Make the following entries:

Field name User action and values R/O/C Remarks

G/L Account R Sales revenue domestic

D/C R

Amount in Document Currency

R Enter the gross amount. The system calculates the output tax automatically.

Tax Code R 16% tax on sales/purchases

Profit Center R

6. To check the document before it is posted, choose Simulate (F9).

This enables you to display the document, including the tax on sales/purchases to be posted, and to correct it if necessary.

7. Choose Post (Ctrl+S).

In the lower area of the screen, the system generates the message: Document 18000000xx was posted in company code BP01, where xx is the sequential document number posted by the system.

8. Make a note of the invoice document number.

When you call up the transaction for the first time, a dialog box appears for you to enter the company code. Enter company code BP01 here.

ResultThe document is posted to the database and the G/L account and customer transaction figures are updated.

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Manual Bank Statement

UseThe bank credits the automatic debit and the bank direct debit to your account.

For a detailed description of this procedure, refer to the “Manual Account Statement” business process procedure. This document describes the procedure for a check credit memo through the bank. The procedure for the bank direct debit / automatic debit will now be described here.

Entering and Posting a Manual Account Statement

ProcedureThe following example shows you how to post an incoming check.

When you call up the transaction for the first time, the Specifications dialog box appears for you to make the following entries.


Internal Bank Determination

Select indicator If this indicator is set, you can enter the house bank ID and the account ID. If the indicator is not set, you have to enter the bank number and the bank account number.

Start Variant BP01

Processing Type

4 You have to choose Processing Type 4. If you choose this processing type, you have to use transaction FEBA for further processing.

Transfer Value Date

Select indicator

Choose Continue or Enter

You can also display this dialog box by choosing Settings Specifications. Please check if the following data is entered.


Menu path Accounting Financial Accounting Banks Input Bank Statement Manual Entry

Transaction code FF67

2. On the Process Manual Bank Statement screen, make the following entries:


Company Code

BP01

House Bank DB

Account ID GIRO

Statement Number

Current statement number (you can enter any number here)

If you have forgotten the number of your previous statement, you can choose Overview to display your old statements. You can then copy the last statement from the overview or

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create a new statement. In this way, the statement number, statement date, and beginning balance are set automatically.

Statement Date

Statement date (TODAY)

Beginning Balance

Beginning balance = ending balance of the previous statement

Ending Balance

Beginning balance + EUR XXX

The bank credits EUR XXX to your account.

Choose Enter to confirm your entries.

3. On the Process Manual Bank Statement screen, make the following entries:


Transaction 002+

Value Date Value date of the item

e.g. today

Amount

Bank Reference

Do not enter anything in this field because the bank does not provide any references.

Pushbutton Save The account statement is included in the system when you choose Save, but is not yet posted. You can still change the account statement or add new items to it.

Pushbutton Post The statement is posted online (in the background).

Transaction 002+ is for ‘Check deposit’ and contains the posting logic for the document to be posted. In this case, the document is posted:

From the bank to bank subaccount 280008 without clearing.

ResultOnce you have posted the account statement, the system displays the posting statistics. These enable you to see how many FB01 postings (post without clearing) have been carried out with and without errors. This also applies to FB05 postings (post with clearing). In our example, one FB01 posting has been carried out.

Postprocessing an Account Statement

UseEvery time you post a manual account statement, you should postprocess it because the system cannot always clear all the items automatically. This is particularly important if the customer has not paid the total amount or has quoted the wrong reference. In this particular case, no clearing posting is carried out and, consequently, postprocessing is necessary.

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PrerequisitesThe manual account statement has been posted.

ProcedureTo postprocess the account statement, use the data from the examples. The data in the table below is intended as an aid.


Menu path Accounting Financial Accounting Banks Input Bank Statement Reprocess

Transaction code FEBA

2. On the Bank Statement Subsequent Processing screen, make the following entries:


Application Electronic and manual bank statement

Company Code

BP01

House Bank DB

Account ID GIRO

Statement Number

Statement number of the account statement that was posted last

See Manual Account Statement, point 3.

Statement Date

Statement date (TODAY) See Manual Account Statement, point 3.

Posting Area G/L accounting

3. Choose Statement Overview.

4. Double-click the bank details to display the statements from this bank. Double-click the statement number to display the statement items. A green checkmark next to the statement indicates that the postings have been processed without errors. You can see the posted document number in the individual statement items. Double-click an item to display further information, such as the reference, business partner, bank details, external transaction, note to payee, and so on. To display the document that was created, double-click the document number.

5. Choose the green arrow (Back F3) to return to the Bank Statement Subsequent Processing screen. In this screen, select Subledger accounting in the Posting Area field and choose Statement Overview (F8).

6. Double-click the bank details. A red cross next to the statement indicates that the account statement contains items that could not be posted. You have to postprocess these items. Double-click the statement and then the item. Choose Specifications Change Method to change the posting method. Choose Display all screens. The posting method is described in the following note.

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There are several options available for selecting the account statements to be displayed. You can display statements that have a particular statement status. There are three different statuses: all line items, only line items incompletely posted, and only line items completely posted.

The posting methods Display incorrect screens, Display all screens, Do not display screens specify whether all the screens, only incorrect screens, or no screens are displayed during postprocessing. The Display all screens method can be chosen for test and training purposes. Otherwise, you should choose the Display incorrect screens method.

You should always check G/L accounting and subledger accounting, since both types of accounting might contain postings that have not been carried out.

ResultThe statement status has not changed because it was already green for both G/L accounting and subledger accounting before you postprocessed it.

Cash Journal Postings

PurposeYou can use the cash journal to manage cash transactions in your company. You can post cash receipts and cash payments, print receipts, and print out a cash journal. The cash journal in the R/3 System is a subsidiary ledger, which contains documents that are transferred from the cash journal to the general ledger in SAP FI. A cash journal is kept in one currency.

Cash Journal Description Currency

0001 Petty Cash EUR

The cash journal does not include functions for accepting and depositing checks.

Each cash journal is assigned a G/L account to which the documents in the general ledger are posted.

Cash Journal G/L account IKR

0001 288010

When a posting is made to a cash journal transaction, the documents with the following document types are posted:

Business Transaction Document Type

G/L account postings AB

Vendor: incoming/outgoing payments KZ

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Customer: incoming/outgoing payments DZ

You can create your own business transactions that have to be posted. In the cash journal transaction FBCJ, you can create, change, and delete business transactions (menu path: Extras Change Business Transaction). We provide the following business transactions for cash journal accounting:

Process FlowAccess the transaction choosing one of the following navigation options:

Menu path Accounting Financial Accounting Banks Input Cash Journal

Transaction code FBCJ

The following business processes are described in the examples below:

Posting an incoming payment

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Bus. transac. no.

Bus. transaction type Text Account no. in

CC 0100 (0200)

Tax

code

01 E = Expense Postal costs 682100 V0

02 E = Expense Shipping costs 682000 V1

03 E = Expense Office supplies 680000 V1

04 D = Customer posting Receipt from customer

05 K = Vendor posting Payment to vendor

06 B = Payment to bank Payment to Deutsche Bank 280015

07 B = Payment to bank Payment to Dresdner Bank 281015

08 B = Payment to bank Payment to BW bank 282015

09 C = Receipt from Receipt from Deutsche Bank 280014

10 C = Receipt from Receipt from Dresdner Bank

Cash trans. from Dresd.Bnk.

281014

11 C = Receipt from Receipt from BW bank 282014

12 R = Revenue Domestic sales in cash 500900 A1

13 B = Payment to bank Payment to Postbank 285015

14 C = Receipt from Receipt from Postbank 285014

15 E = Expense Import Tax 262800 U1

16 E = Expense Office Supplies 7% 680000 V2


A customer pays an open invoice in cash to the amount of EUR 174,000. A receipt is printed for this. The customer’s open item is then cleared.

Clearing the customer invoice

Posting for One-time Customer

Document split postings in the cash journal

Direct postings to tax accounts

Transferring cash from petty cash to a house bank account by means of an electronic account statement

We transfer EUR 11,000 from petty cash to our account at Deutsche Bank. The bank subaccount is then cleared by means of an electronic account statement.

Paying cash to a vendor, followed by reversal

We pay a vendor EUR 580 in shipping costs, including 16% VAT, in cash. This document is then reversed because the invoiced amount is to be transferred.

Printing the cash journal

Posting Open ItemsThe incoming payment business transaction for customers is only relevant once an open customer item has been posted.

For detailed description see chapter Posting an Customer Invoice at Reference Business Processes. For this process use the following data.

Make the following entries:

General data:

Transaction Cust. Posting / document date

Reference Amount Cur. Calculate tax

1 Invoice 108 Today's date FBCJ01 174,000.00 EUR X

2 Invoice 109 Today's date FBCJ02 27,724.00 EUR X

Item data:

G/L account

Debit / credit

Amount in document currency

Tax code Payment tab page:

1 500900 Credit 174.000,00 A1 Payment term 0001

2 500900 Credit 27,724.00 A1 Payment term 0001

Posting an Incoming Payment

Procedure


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2. On the Cash Journal XXXX Company Code XXXX screen, make the following entries:

Field name User action and values

Description

Company Code: Cash Journal:

BP01

0001

If the system does not request you to make an entry, check whether you are already in the correct cash journal.

If necessary, choose Change Cash Journal to select the correct cash journal.

Choose the Cash Receipts tab page if it is not already displayed.

Display Period

Today's date

or choose Today.

The entries in these fields are used to restrict the cash documents.

Business Transaction

4

or choose the transaction

PAID TO/RECEIPT FROM

The entry in this field defines the document type to be posted and the offsetting account for the cash account.

Amount 174,000.00 In this field, you enter the amount that is paid in by the customer in cash. An open item to the amount of EUR 174,000 is outstanding for customer 108. The customer pays this open item in full.

Receipt Recipient

Mr. Smith In this field, you enter the name of the person paying in the amount. This is then printed on the receipt.

Text Cash payment for open invoice

You can enter a short text for the business transaction here.

Customer 108 Enter the customer number.

Reference FBCJ01 Enter the invoice document reference number here.

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Description

Save Sel. Select the line that you have just entered and choose Save Sel.

When you choose this pushbutton, the data you entered and selected is saved. However, your entries have not yet been posted in the general ledger. The document status changes to yellow.

Document statuses:Red traffic lightThe cash journal entry has been recorded in the system; initial checks have been carried out for the data entered.Yellow traffic lightThe entry has been saved in the cash journal.Green traffic lightThe entry has been saved in the cash journal and posted in the general ledger.Red crossThe document has been reversed.

Save When you choose this pushbutton, ALL the entries in the cash journal, and not just those you selected, are saved.

Internal Document Number

The cash journal document number is assigned when you save a document. The document number appears in the Internal Document Number field.

Post Sel. Select the appropriate line(s) and choose Post Sel.

When you choose this pushbutton, the data you have to select is posted. A document is also created in the general ledger. The document status changes to green.

Post When you choose this pushbutton, ALL the entries in the cash journal, and not just those you selected, are posted to the general ledger.

Receipt Select the appropriate line(s) and choose Receipt.

Choose Receipt to print a receipt for the document selected.

You cannot reverse a document once a receipt has been printed.

Follow-on Doc.

Select the appropriate line(s) and choose Follow-on Doc. The document posted in SAP FI is then displayed.

Choose Follow-on Doc. to display the FI document for the G/L account.

You cannot reverse a cash document once the receipt for it has been printed.

If the customer makes use of a cash discount, the lost cash discount is not posted until the customer invoice has been cleared.

Clearing the Customer Invoice

Use

Once the incoming payment has been posted as described above, the customer invoice must be cleared. The customer invoice is not automatically cleared when incoming payments are posted in the cash journal. For more information on clearing invoices, refer to the Account Maintenance: Manual Clearing business process procedure.

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Procedure


Menu path Accounting Financial Accounting Customer Account Clear

Transaction code F-32

2. On the selection screen make the following entries:

Field name User action and values Description

Account 108 Enter the account to be cleared.

Company Code BP01

Clearing Date Today's date Enter the clearing date here. Today’s date is defaulted in this field. Choose Enter.

Additional Selections

Reference Enter a reference here.

Process Open Items

Choose Process Open Items.

Reference FBCJ01

Process Open Items

A list of all the open items selected is displayed. Select and activate the items that are to be cleared at the same time and post them.

3. Choose Process open items to start the report.

4. Mark or demark the items which belong together. Balance must be zero.

5. Save your clearing by choosing Post (Ctrl+S).

Result

The documents are cleared and a clearing document is posted. Check customers account with transaction FBL5N (Display / Change line items). You can repeat this process for customer 109.

Postings to One-time accounts

UseThe incoming payment business transaction for customers is only relevant once an open customer item has been posted. Use a CPD customer (One-time customer).

For detailed description see chapter Posting a Customer Invoice at Reference Business Processes. For this process use the following data.

Make the following entries:

General data:

Transaction Cust. Posting / Reference Amount Cur. Calculate

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document date tax

1 Invoice CPD Today's date FBCJ03 15.300,00 EUR X

Item data:

G/L account

Debit / credit

Amount in document currency

Tax code Payment tab page:

1 500900 Credit 15.300,00 or * A1 Payment term 0001

Posting an Incoming Payment

Procedure






Description


BP01

0001



Choose the Cash Receipts tab page if it is not already displayed.

Display Period

Today's dateor choose Today.



4


PAID TO/RECEIPT FROM


Amount 15.300,00 In this field, you enter the amount that is paid in by the customer in cash. An open item to the amount of EUR 174,000 is outstanding for customer 108. The customer pays this open item in full.

Receipt Recipient

Mr. Smith In this field, you enter the name of the person paying in the amount. This is then printed on the receipt.

Text Cash payment for You can enter a short text for the business transaction

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Description

open invoice here.

Customer CPD Enter the customer number. New window opens. Fill it with Customer data.














Follow-on Doc..

Select the appropriate line(s) and choose Follow-on Doc.. The document posted in SAP FI is then displayed.

Choose Follow-on Doc.. to display the FI document for the G/L account.

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If the customer makes use of a cash discount, the lost cash discount is not posted until the customer invoice has been cleared.

Clearing the Customer Invoice

Use

Once the incoming payment has been posted as described above, the customer invoice must be cleared. The customer invoice is not automatically cleared when incoming payments are posted in the cash journal. For more information on clearing invoices, refer to the Account Maintenance: Manual Clearing business process procedure.

Procedure


Menu path Accounting Financial Accounting Customer Account Clear

Transaction code F-32

2. On the selection screen make the following entries:


Account CPD Enter the account to be cleared.

Company Code BP01

Clearing Date Today's date Enter the clearing date here. Today’s date is defaulted in this field. Choose ‘Enter’

Additional Selections

Reference Enter a reference here.

Process Open Items

Choose Process Open Items.

Reference FBCJ03

Process Open Items

A list of all the open items selected is displayed. Select and activate the items that are to be cleared at the same time and post them.

3. Choose Process open items to start the report.

4. Mark or demark the items which belong together. Balance must be zero.

5. Save your clearing by choosing Post (Ctrl+S).

Result

The documents are cleared and a clearing document is posted. Check customers account with transaction FBL5N (Display / Change line items).

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Document Split Postings in the Cash Journal

UseYou can define different account assignments, tax codes, or business areas for each cash journal item. This differentiation makes it easier to enter the cash journal document.

Based on the split in the cash journal document, the system creates offsetting posting items and cash journal items and a summary tax item.

Procedure






Description


BP01

0001



Choose the Cash Payments tab page if it is not already displayed.

Display Period

Today's date

or choose Today.



16


OFFICE SUPPLIES 7%


Split Choose the split button

A new window opens. Enter at least one additional business transaction.

The system proposes the original amount for the first business transaction. Once you have entered additional business transactions, you have to adjust the original amount so that with the additional line items, it corresponds in total to the total amount displayed on the bottom right of the screen.

Text 3

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Description

OFFICE SUPPLIES 16 %

Cost Center Transaction 16: cost center 1101Transaction 3:cost center 1102

Copy The system determines the respective tax amounts and displays them in the lower area of the dialog box. Choose the button Copy.














Follow-on Doc..




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ResultThe payment is posted.

Direct Postings to Tax Accounts

UseIn the cash journal, you can post to tax accounts directly. This enables you, for example, to pay import sales/purchases tax cash.

The tax code must be single-level (the costing sheet for this tax code must have only one active item).

Procedure






Description


BP01

0001




Display Period

Today's date

or choose Today.



15


IMPORT TAX


Text Cash payment for Import Tax

You can enter a short text for the business transaction here.


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Description













Follow-on Doc..




ResultThe payment is posted.

Transferring Cash from Petty Cash to a House Bank Account1. Access the transaction choosing one of the following navigation options:

Menu path Accounting Financial Accounting Banks Outgoings Cash Journal

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Cash Journal 0001 If necessary, choose Change Cash Journal to select the correct cash journal.


Display Period

Today's date

or choose Today.



6

or PAYMENT TO DT. BANKtransaction


Amount Enter the amount 11,000.00.

In this field, you enter the amount that is paid into the bank account.



Document statuses:Red traffic lightThe cash journal entry has been recorded in the system; initial checks have been carried out for the data entered.Yellow traffic lightThe entry has been saved in the cash journal.Green traffic lightThe entry has been saved in the cash journal and posted in the general ledger.Red crossThe document has been reversed.If you choose the Save pushbutton without having selected any entries, all the entries will be saved.

Post Sel.Select the appropriate line(s) and choose Post Sel.

When you choose this pushbutton, the data you selected is posted. A document is also created in the general ledger. The document status changes to green.If no lines have been selected, ALL the entries in the cash journal are posted to the general ledger.

Follow-on Doc..

Select the appropriate line(s) and choose Follow-on Doc.. The document posted in SAP FI is then displayed. In this case, the bank subaccount 280015 is posted as the offsetting account for petty cash. This was defined accordingly in the business transaction settings.


The bank subaccount is cleared by means of an electronic account statement.

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Paying Cash to a Vendor, Followed by Reversal1. Access the transaction choosing one of the following navigation options:





Cash Journal

0001 Check that you are already in the correct cash journal. If necessary, choose Change Cash Journal to select the correct cash journal.


Display Period

Today's date

or choose Today.



2

or SHIPPING COSTS transaction


Amount 580.00 In this field, you enter the amount taken from petty cash. The net amount (500.00) and the tax rate (16%) are determined automatically on the basis of the tax code defined in the business transaction.

Cost Center 1602 In this field, you enter the cost center to which the shipping costs are to be posted.

Save Sel. Select the line you just entered and choose Save Sel.


Document statuses:

Red traffic lightThe cash journal entry has been recorded in the system; initial checks have been carried out for the data entered.

Yellow traffic lightThe entry has been saved in the cash journal.

Green traffic lightThe entry has been saved in the cash journal and posted in the general

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ledger.


When you choose this pushbutton, the data you selected is posted. A document is also created in the general ledger. The document status changes to green. If no lines have been selected, ALL the entries are posted to the general ledger.

Follow-on Doc..

Select the appropriate line(s) and choose Follow-on Doc.. If necessary, choose Accounting document.

The document posted in SAP FI is then displayed. In this case, the expense account 682000 (shipping costs) and the account 260000 (input tax) are posted as the offsetting account for petty cash. This was defined accordingly in the business transaction settings.


Reverse Select the entry and then delete it.

Enter 01 as the reason for reversal and confirm this.

The source document and the new reversal document are now marked with a red X.

Select the entry you have just posted. Choose Entry Delete Entry to reverse the document selected.

You cannot reverse the document once you have triggered the function for printing the receipt.

Printing the Cash Journal1. Access the transaction choosing one of the following navigation options:





Cash Journal 0001 Check that you are already in the correct cash journal. You will need PETTY CASH for the next transaction. If necessary, choose Change Cash Journal and then the correct cash journal.

Display Today’s date or choose The entries in these fields are used to restrict the

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Period Today. cash documents for printing the journal.

Print Cash Journal

Choose Print Cash Journal.

Choose this pushbutton to call up the report with which you can print the cash journal. The data required is already defaulted in the report.

A cash journal then appears containing the incoming and outgoing payments. You can now print this out.

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cash journal

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