Cash book transaction types are used to define the types of transactions within the cash book module. You can only have one combination of type and method per transaction type.
Add a Cash Book Transaction Type
- Click the Cash Book Transaction Types link from the Main Menu. The Cash Book Transaction Types screen opens.
- Click the Add button. The Add Cash Book Transaction Type screen opens.
- Enter the necessary information. Some fields become available based on selections made in other fields.
- Type - Type of transaction.
- Decrease Adjustment - A decrease in funds. For example, bank fees.
- Deposit - Deposit of funds. Usually used with cash receipts.
- Increase Adjustment - An increase in funds. For example, interest received.
- Payment - Payment out of the account.
- Receipt - Payment made to the account.
- Transfer In - Transfer between bank accounts. Transfer In and Transfer Out are used together; when creating one, you create the other when posting.
- Transfer Out - Transfer between bank accounts. Transfer In and Transfer Out are used together; when creating one, you create the other when posting.
- Withdrawal - removal of funds from the account - like withdrawing cash.
- Method - Method for the transaction. Only available if Decrease Adjustment, Deposit, Increase Adjustment, Payment, Receipt or Withdrawal is selected in the Type drop-down.
- Description - Name of the transaction type.
- Transfer to GL - If checked, the transaction type automatically transfers to the general ledger. Only available if Deposit is selected in the Type drop-down.
- Non Cash - If checked, the transaction type is considered a cash based transaction. Only available if Decrease Adjustment, Deposit, Increase Adjustment, Payment, Receipt or Withdrawal is selected in the Type drop-down.
- Active - If checked, the transaction type is active and available for selection for cash book transactions.
- Include In Deposits - If checked, the transaction type is available when entering deposits in cash book. Only available if Decrease Adjustment, Increase Adjustment, Payment, Receipt, Transfer In, Transfer Out or Withdrawal is selected in the Type drop-down.
- Type - Type of transaction.
- Click the Save (disk) button. The information saves and the screen updates to Edit Cash Book Transaction Type.
- Expand the GL Distribution section. This is where you configure the debit and credit GL accounts for any GL distribution for the transaction type.
- Click the Insert Row link. A new row inserts into the tab.
- Enter the following information:
- GL Account Name – GL account for the transaction type.
- Type - Select if it is the credit or debit account.
- Right-click on the newly added row.
- Select Insert Row. A new row inserts into the tab.
- Select the GL Account Name and Type for the credit/debit GL account.
- Repeat steps 8 - 10 for any additional GL distribution lines for the transaction type.
- Click OK.
Change a Cash Book Transaction Type
You can change most information for a cash book transaction type after you have created it. You cannot change the type or method assigned to a cash book transaction type. When you change the information for a cash book transaction type, it updates wherever the cash book transaction type is used. If you don't want to update the already existing cash book transaction type data, then you must add a new cash book transaction type using the steps in Add a Cash Book Transaction Type.
- Click the Cash Book Transaction Types link from the Main Menu. The Cash Book Transaction Types screen opens.
- Select the cash book transaction type to edit.
- Right-click and select Edit. The Edit Cash Book Transaction Type screen opens.
- Make the desired change.
- Click OK.
Inactivate a Cash Book Transaction Type
If you no longer use a cash book transaction type but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a cash book transaction type inactive, it is no longer available for selection.
- Click the Cash Book Transaction Types link from the Main Menu. The Cash Book Transaction Types screen opens.
- Select the cash book transaction type to make inactive.
- Right-click and select Edit. The Edit Cash Book Transaction Type screen opens.
- Uncheck the Active check box.
- Click OK.
Delete a Cash Book Transaction Type
If you no longer use a cash book transaction type and don't want to keep a record of it, you can delete it. You cannot delete cash book transaction types that are currently used for transactions. You cannot undo the delete process.
- Click the Cash Book Transaction Types link from the Main Menu. The Cash Book Transaction Types screen opens.
- Right-click on the cash book transaction type to delete.
- Select Mark for Delete.
- Click the Save button.
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