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This text refers to program version 8.1  

Create Menu - Purchase Invoice - Cash Out

This page describes the 'Cash Out' function on the Create menu in the Purchase Invoice record window. If you are using iOS or Android, the 'Cash Out' function is on the + menu.

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In some countries, outgoing cash transactions need to be recorded in a single register using a sequential number sequence. In Standard ERP, the Cash In register in the Cash Book module is used for this purpose. If a Purchase Invoice is a Cash Note, you should use the 'Cash Out' function to record it in the Cash Out register.

You can also use the 'Cash Out' function to issue a cash payment against a Purchase Invoice, as an alternative to creating a Payment.

Before you can create a Cash Out record from a Purchase Invoice, you must mark the Invoice as OK and save. Then select 'Cash Out' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). The following window appears, in which you can create a new Cash Out record:

A new record will be opened in a window entitled 'Cash Out: New'. This means that it has not yet been saved. After amendment if necessary, save the record in the Cash Out register by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar. You can then close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Alternatively, if you no longer require the Cash Out record, click [Cancel] or tap <. In either case, you will be returned to the Purchase Invoice window.
The Payment Mode in the Cash Out record will be chosen as follows:

1. If you entered a Payment Mode in the Payment Term field in the Invoice (or if there is a Payment Mode with the same Code as the Payment Term in the Invoice), this will be transferred to the Cash Out record.
   

2. Otherwise, a default Payment Mode will be brought in from the Cash Book Settings setting in the Cash Book module.

A default Expense Account will also be taken from the Cash Book Settings setting. If you have not specified any defaults in that setting, you will need to enter a Payment Mode and Expense Account to the Cash Out record before you can save it.

If you tick the OK box and save the Cash In record, a Nominal Ledger Transaction will be generated from it automatically if you have so determined in the Sub Systems setting in the Nominal Ledger, in the Payment Modes setting and in the Number Series - Cash Out setting). You will no longer be able to modify the Cash Out record. The Transaction will not include a VAT element even if you are using the Post VAT option in the Cash Book Settings setting, because VAT will already have been posted from the Purchase Invoice.

You can create Cash Out records from Purchase Invoices of all kinds, but if you only want to be able to create them from Cash Notes (Purchase Invoices with "Cash" Type Payment Terms), select the Cash Collection option in the Cash Book Settings setting. The Cash Collection option also prevents you creating more than one Cash Out record from a Purchase Invoice, prevents you changing the value of the Cash Out record (i.e. it ensures the values of the Invoice and the Cash Out record are the same), and also prevents you from deleting the Cash Out record after you have saved it for the first time.

If you create a Cash Out from a Cash Note, the matrix on the 'Payments' card of the Cash Out will be empty. This is because a Cash Note is automatically treated as paid, and so the purpose of such Cash Out records will be to record cash payments in a single place and to ensure the cash payments are posted to the correct Account. If you create a Cash Out from a Purchase Invoice that is not a Cash Note, it will be assumed that the purpose of the Cash Out is to issue a cash payment against the Invoice. Therefore in this case the details of the Purchase Invoice will be copied to the first row of the matrix on the 'Payments' card of the Cash Out record. The Type in this row will be "Purchase Invoice" so, when you mark the Cash Out as OK and save, the Purchase Invoice will be treated as paid to the value of the cash payment. This will be visible in the Invoice Status report.

Please refer here for full details about the 'Cash Out: New' window and here for details about the 'Create Collection Cash Out' Maintenance function, which allows you to create Cash Out records from Purchase Invoices in batches. It will only create Cash Out records from Purchase Invoices that are Cash Notes.

This function requires the Cash Book module to be present.

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The Purchase Invoice register in Standard ERP:

• Introduction
  

• Entering a Purchase Invoice
  

• Entering a Purchase Invoice - Examples
  

• Preliminary Booking
  

• Inspecting Purchase Invoices, Marking as OK and Posting to the Nominal Ledger
  

• Nominal Ledger Transactions from Purchase Invoices
  

• Error Messages
  

• Printing Purchase Invoices
  

• Accruals in the Purchase Ledger
  

• Cash Notes in the Purchase Ledger
  

• Crediting Purchase Invoices
  

• Operations menu
  

• Create menu, including:
  
  • Workflow Activity
    

  • Asset
    

  • Cash Out
    

  • Credit Note
    

  • Internal Invoice
    

  • VAT Correction P/L

Go back to:

• Home page for Purchase Ledger manual
  

• Home page for Standard ERP manual

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