This guide explains the steps required to enter a Cash Book Printed Payment. This lets you make payments and print cheques from Cash Book to cater for situations where an urgent payment needs to be made outside of a normal ledger payment processes.
Payments from within Cash Book should be considered the exception rather than the rule.
Create the Batch Header
Navigate to Cash Book > Cash Transactions > Cash Transaction Entry.
Cash Transaction Entry
Click Add (
).Enter the details in the table below onto the batch entry screen.
Field | Description |
Batch & Reference | These will auto-populate once the batch has been created. |
Financial Period | Keep as default. |
Transaction Date | The date for the transactions in the batch. Coins ERP+ uses the transaction date you enter in the batch header as the default transaction date for all the transactions, but you can choose a different transaction date for individual transactions. |
Effective Date | The cost-effective date of the batch. This is the date within a contract cost period to which a transaction belongs. Cost periods can be different from financial periods. |
Manual/Print | This should be set to Print. Use of the Manual option is covered in the guide “HOW TO…Enter Cash Book Manual Payments”. |
Payment/Receipt | Set this to Payment. |
Allocate | Leave ticked. |
Bank Code | Specify the Bank account that the transactions in the batch relate to. |
Description | Enter a description to identify the batch at a later date. |
4. Click Save (
).
Cash Book Transaction Entry – Transactions Tab
Cash Book Transaction Entry
Click Add (
).Add cheque
Enter the details below onto the transaction entry screen.
Field | Description |
Reference | A reference to identify the transaction; for example, the daybook number or deposit reference. This is optional; however, since it is used to link to the transaction distribution, we recommend you enter a reference. |
Cheque Number | This will auto-populate. |
Type | This will show as “Payment”. |
Date | The issue date of the cheque. |
Transaction Date | The date of the transaction. |
T/Type | The type of transaction. Cash Book transaction types allow you to identify different categories of payments and receipts. |
Ledger | Specify the ledger to which this payment will be associated. For example: to make a payment against a supplier, select AP. |
Account | Use the Lookup button to select an account to which the payment will be allocated. Note that the accounts offered by the lookup will change based upon the Ledger you have selected. |
Payee/Payer | This will auto-populate when the Account field is completed. |
Address Postcode | These will auto-populate when the Account field is completed. |
Narrative | Enter any additional notes to go with the payment. |
Currency | Select the currency this payment will be made in. |
Amount | The amount of the transaction. |
For example:
Cheque details
3. Click Save () to save the details and move on to the Analysis tab.
Cash Book Transaction Entry – Analysis Lines
The Analysis tab in Coins ERP+ allows the costs associated with a transaction to be distributed across multiple cost heads or developments.
Multi-line breakdown may be restricted on your system. This means you will only ever enter Cash Book transactions to a single analysis; you cannot update analysis lines on the Analysis Lines tab.
In this example, we will allocate costs against one line.
Cheque Details
On the Analysis Lines tab, click Add (
) at the bottom of the screen.Analysis Lines tab
Click Save (
).
Cash Book Transaction Entry – Allocating the Payment
Once the Analysis line has been saved, Coins ERP+ automatically takes you to the Payment allocation tabs.
Cash Book Transaction Entry – Payment tab
Select the To Allocate tab.
Cash Book Transaction Entry – To Allocate tab
This screen displays a list of invoices against which the payment can be allocated.
Select the invoice to allocate the payment against by using the tickbox on the far left.
If the cheque is for the full amount of the invoice, choose Pay Invoices from the action menu and click Apply Action (
).If the cheque is for a partial payment of the invoice, open the invoice line and enter the payment amount into the Amount Paid field.
Click Save (
).When invoices are allocated against the payment, the allocated/unallocated amounts at the top of the screen will start to move. Once the unallocated amount reaches zero, the payment has been fully allocated.
Click Next (
) to return to the Analysis Lines screen.Analysis Lines screen
Click Next (
) again to return to the Batch Page. The Status of the transaction will be “Cheque unprinted”.Cash Book Transaction Entry – Batch page
Cash Book Transaction Entry – Printing the Cheque
Before you post the payment batch, you will need to print the cheque ready to be sent to the supplier.
Follow the steps below to print the cheques/remittances.
Navigate to Cash Book > Cash Transactions > Print/Cheques Remittances.
Print/Cheques Remittances
Select the relevant batch reference hyperlink.
Main tab
Cheque Selection tab
The information on the Main and Cheque Selection tabs will automatically populate from previous transaction screens. On the Cheque Selection tab, it is important to verify that the Next Cheque Number field corresponds with the next physical cheque number in your cheque printer.
Once all of the information has been checked, click Next (
).
The cheque and remittance advice will now be available in the Report Status Workbench and should be printed using the correct form.
Cash Book Transaction Entry – Posting the Payment Batch
Once the cheque has been printed, there is one further step to complete – posting the transaction entry batch.
Navigate to Cash Book > Cash Transactions > Cash Transaction Entry.
Cash Transaction Entry
Select the batch to be posted by using the tickbox to the left of the batch.
In the action menu, choose Post Batches with Report and click Apply Action (
).A report will be generated on the Report Status Workbench and the Batch status will update from Unposted to Posted.