Entering a Cash Transaction - Header
This page describes the fields in the Header of the Cash In and Cash Out windows. Please follow the links below for descriptions of the other parts of the Cash In and Cash Out record windows:
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- No.
- Paste Special
Select from another Number Series
- The unique identifying number of the cash transaction. The default will be chosen as follows:
- If you have used the Payment Modes setting to define separate number sequences for each Payment Mode and you are using the Common Number Series option in the Cash Book Settings setting, the number will be determined by the Payment Mode and will change if you change the Payment Mode. Number sequences defined in the Payment Modes setting are not shown in the 'Paste Special' list.
- If you are not using the Common Number Series option, the number will be taken from the number sequence allocated to the current user on the 'Number Series' card of their Person record.
- The number will be taken from the first valid row in the Number Series - Cash In or Number Series - Cash Out setting as appropriate.
- It will be the next number following on from the last Cash In record entered or the last Cash Out record entered (as appropriate).
You can change the default number, but not to one that has already been used. If you have defined at least one number sequence in the Number Series - Cash In or Number Series - Cash Out setting as appropriate, the number you change to must be inside a valid number sequence.
- You will not be able to save a cash transaction if the No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Date of the cash transaction falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year. If you change number sequences each year, remember to update your Person records if you are using the Number Series fields there (step 2 above) so that they refer to the new number sequences.
- If you are working in a multi-user environment, the Cash In or Cash Out Number will be assigned when you save the record for the first time, chosen as described above and providing you have not already specified a number yourself.
- Date
- Paste Special
Choose date
- The date of the cash transaction: the current date according to the computer's clock is entered as a default. This date will also be the Transaction Date of the Nominal Ledger Transaction created when you mark the cash transaction as OK and save.
- If you are using the Force Chronology for Cash In/Out option in the Cash Book Settings setting, you will not be able to change this date. All cash transactions will therefore use the current date, thus ensuring they are always recorded in date order.
- Official Ser. No.
- Paste Special
Legal Cash In No. setting, Cash Book module or Legal Record Numbers setting, Sales Ledger
- In Lithuania it is a legal requirement to allocate an official serial number to each Cash In record. You should enter the number sequence allocated to your company in the Legal Cash In No. setting: the next unused number from that sequence will appear here by default. You can change the default but only to another unused number that is in the sequence. In this context, this field is used in the Cash In register only.
- Outside Lithuania you should leave the Legal Cash In No. setting empty. If you need to allocate an official serial number to each Cash In and/or Cash Out record, you should configure official number sequences using the Legal Record Numbers setting in the Sales Ledger. Enter rows in which the Register is "Cash In" or "Cash Out" as appropriate. Depending on how you have configured this setting, an Official No. will be assigned to a Cash In or Cash Out record when you save it for the first time or when you save it after marking it as OK. You may be able to change to another number, depending on the configuration (and also depending on the VAT Law in the Company Info setting). The new number must fall in a valid sequence (e.g. one that is valid for the Classification of the Customer or Supplier and the Date).
- If you are using the Legal Record Numbers setting, you can use 'Paste Special' to choose from a different sequence. Sequences whose From Date is later than the current date and sequences that cannot be used with the Classification of the Customer or Supplier will not be shown in the 'Paste Special' list.
- OK
- Tick this box when you are ready to commit the cash transaction to the Nominal Ledger. When you next save the record, a Nominal Ledger Transaction will be created in the Transaction register, if you have so determined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Cash In or Number Series - Cash Out settings as appropriate(or in the Payment Modes setting if you are using the Common Number Series option in the Cash Book Settings setting). Because of this consequence, once you have ticked this box and have saved the cash transaction, you will no longer be able to change it.
- The Nominal Ledger Transaction is described on the Nominal Ledger Transactions from Cash Transactions page.
- You can use Access Groups to prevent certain users from marking Cash In and Cash Out records as OK. To do this, deny them access to the 'OK Cash In' and 'OK Cash Out' Actions respectively.
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The Cash In and Cash Out registers (Cash Transactions) in Standard ERP:
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