Create Collection Cash Out
You can use this function to create a single Cash Out record from several Purchase Invoices. It will only create Cash Out records from Purchase Invoices that are
Cash Notes (i.e. those with Payment Terms of the "Cash" type). You can produce an
Invoices without Cash Out report before using this function to list the Purchase Invoices that will be used to create the Cash Out record. You might use this function to aggregate the day's
Cash Notes in a single cash transaction, providing the same Purchase and Cash or Bank Account applies to them all.
Note that the function will only create one Cash Out record. The Corresponding Mode in this record will be the Default Corresponding Mode from the Cash Book Settings setting. The Payment Mode will depend on the Payment Terms of the first selected Invoice, as follows:
- If this Payment Term is of the "Cash" type, the Payment Mode will be the default Payment Mode from the Cash Book Settings setting.
- If the Payment Term is also a Payment Mode, this Payment Mode will be transferred to the Cash Out record. In this situation, it is recommended that you have different Invoice Number Series for each Payment Mode. You can then run this function once for each Number Series.
If the function does not create a Cash Out record, the probable causes are:
- There are no suitable Purchase Invoices that can be used to create a Cash Out record.
- You have not specified a Default Payment Mode or Corresponding Mode in the Cash Book Settings setting. These are required for the function to operate.
- There is no valid record in the Number Series - Cash Out setting. This problem will usually occur at the beginning of a new year.
- Period
- Paste Special
Reporting Periods setting, System module
- To create a Cash Out record from Purchase Invoices from a certain period, specify that period here. Only Cash Notes from that period will be used.
- Trans. Date
- Paste Special
Choose date
- Enter the date that is to be used as the Date in the new Cash Out record.
- Supplier
- Paste Special
Suppliers in Customer register
- Range Reporting Alpha
- Enter a Supplier Number or range of Supplier Numbers to create a Cash Out record from the Cash Notes received from those Suppliers during the report period.
- Invoice
- Range Reporting
Numeric
- Enter an Invoice Number to create a Cash Out record from a particular Cash Note. You can also enter a range of Invoice Numbers separated by a colon.
- Person
- Paste Special
Person register, System module
- Specify here the Person whose initials are to appear in the new Cash Out record.
- Cash Out Currency
- Paste Special
Currency register, System module
- Specify here the Currency to be used in the new Cash Out record. The Invoice Totals from the selected Cash Notes will be converted to this Currency, using the Exchange Rate for the Trans. Date specified above. If you do not specify a Currency, the original Currency of the Cash Notes will be retained.
