This section explains how receipts and payments can be allocated across companies using the quick cash entry functions.
The allocations are carried out in a company that controls the bank account used for the entry of the receipts and payments. All inter-company allocations of receipts and payments are done through Cash Book only in the controlling company. Cheques and remittances for inter-company payments are also printed through Cash Book in the controlling company.
Note: This relates specifically to inter-company transactions for Accounts Receivable, Contract Sales, Accounts Payable and Subcontract Ledger.
Cash Book Parameters
The CB parameter INTERCO must be set to Y in the controlling company.
If you are using sectorised balance sheets and want bank accounts to be sectorised according to the payment in the subordinate company, set the CB parameter INTSECT to Y.
Bank Account Maintenance
Cash Book > Setup Maintenance > Bank Accounts
The Linked to Company field in Bank Account Maintenance indicates that the inter-company posting of receipts and payments is allowed from the linked-to company to the current company. In effect, the Linked to Company is the company that controls the bank account.
In the subordinate company: for the relevant bank accounts, set the Linked to Company field to be the controlling company.
In the controlling company: set the Linked to Company field to blank.
Bank Account Maintenance
Any bank code with the Linked to Company field assigned will not be shown on any bank code selection combo-box for that company. In other words, the bank code will not be available for selection in a subordinate company for any manual process.
Quick Cash Entry – Add Batch
Cash Book > Cash Transactions > Quick Cash Receipt Entry
Cash Book > Cash Transactions > Quick Cash Payment Entry
When the CB parameter INTERCO = Y, a new field is available on the quick cash batch header entry screen for both receipt and payment entry.
Quick Cash Receipt Entry
Quick Cash Payment Entry
Inter-Company
When the Inter-Company field is ticked and a bank is selected, the bank code must exist in at least one other company where the bank is linked to the current company.
Quick Cash Entry – Update Batch
The screens that allow cheque details to be entered for receipts and payments allow a contract to be entered.
Quick Cash Receipt Entry - Transactions
Quick Cash Payment Entry – Transactions
You can enter a contract that exists in the current company, or you can leave the Contract field blank and instead enter just a customer or supplier/subcontractor. In the Allocation screen it will then be possible to filter by contract.
In the customer and supplier/subcontractor fields you must enter a valid account code that exists in the current company. If you enter a customer or supplier/subcontractor (by not using the lookup) that exists in a subordinate company but not the current company, Coins ERP+ displays an error message.
Quick Cash Entry – Allocate Cash
To Allocate Tab
‘To Allocate’ screens are available for inter-company receipts and payments. These show all invoices and certificates link records in the current and subordinate companies that match the contract (if entered) and customer or supplier/subcontractor entered previously.
Quick Cash Receipt Entry – To Allocate Tab
Quick Cash Payment Entry – To Allocate Tab
You will only be able to see invoices and certificates that you have permissions to see (based on sector security).
The new screens are similar to the existing quick cash allocation screens, but include the following additional columns:
Co
To show the company number of a link record.
Name
Customer name (receipt) or supplier/subcontractor name (payment).
Sector
Sector of the link record. The Sector column will be shown if the current company or any subordinate company has a sectorised ledger (AR for receipts or AP/SC for payments).
The link on the internal reference field will take you to the relevant invoice or certificate in the subordinate or current company.
Allocated Tab
The Allocated tab browses contain columns to show the company number of the link record and the name of the customer, supplier, or subcontractor.
Quick Cash Receipt – Allocated Tab
Quick Cash Payment – Allocated Tab
Quick Cash Entry – Posting of Inter-Company Batch
Inter-company quick cash batches can contain a mixture of inter-company and non-intercompany transactions.
Non-intercompany transactions will post no differently from current processing.
When the Post action button is clicked, posting will take place, but prior to this the following processes will take place in the background:
If inter-company transactions are across multiple companies, then manual cash batches will be created in those subordinate companies. Only one manual cash batch will be created for each ledger type in each subordinate company. The posting of inter-company transactions will create a SLCASH batch for AR transactions, a CSCASH batch for CS transactions, a PLMAN batch for AP transactions, and a SCMAN batch for SC certificates in each subordinate company.
When the manual cash batch is posted, a GLJOUR batch will be created and posted in the same subordinate company. The GLJOUR batch will debit (receipt batch) or credit (payment batch) the appropriate ledger control account. Also created will be an inter-company credit (receipt batch) or debit (payment batch) of the controlling company bank GL account.
The posting of each GLJOUR batch in the subordinate company will result in the creation of a separate GLJOUR batch in the controlling company. The batch will contain a debit or credit (depending on whether this is a payment or receipt) of the bank GL account. There will also be a debit (for receipt) or credit (for payment) of the controlling company’s inter-company control account in the GLJOUR batch.
Enquiring on Posted Transactions
When enquiring on posted transactions in the Quick Cash Entry functions, you will see the same enquiry screens as for transactions entered using “normal” Transaction Entry.
The Analysis Lines tab on the transaction enquiry screen includes a Post to Company column which shows where the inter-company postings have been made.
Analysis Lines Tab
Sector Processing
Sectorised Ledgers
Certain ledgers including AR, AP and SC can be run on a sector basis. This allows control over which information users are allowed to work with.
Previously Coins ERP+ prompted for the sector, and the allocation screens were pre-filtered by the selected sector. Now Coins ERP+ does not prompt for a sector so you will see all link records for all sectors you have security permissions for.
Note: The controlling company and subordinate company may be set up differently, so if a company has sectorised ledgers, you will only be able to see transactions in that company that belong to the sectors you have access to, but you will be able to see all transactions for a company that does not have sectorised ledgers.
Note that CS does not use sectorised ledgers. However, if GL parameter SECTOR = Y, then the sector on the CS payment record will always be assigned from the contract of the payment.
Sectorised Balance Sheets
If sectorised balance sheets (CO parameter SECTBS) are used in the subordinate company, then the ledger GL control account posting will be masked with the sector code from each payment. Note that there is also a AR parameter SECTBS which, when not blank, overrides any setting of the CO parameter.
If sectorised balance sheets are used in the controlling company, the GL bank account posting will be masked with the payment sector code provided CB parameter SECTBANK = “Y” (or is blank). If the payment sector code does not exist in the controlling company, the sector code from the default GL account code setup for the bank in the controlling company will be used.
For example:
Sectorised BS? | Notes |
|
| Controlling Company (Co 1) | Subordinate Company (Co 2) |
No | No | No sectorisation required. |
No | Yes | AR control account in Co 2 is sectorised using the sector from the payment in Co 2. Bank account in Co 1 is not sectorised. |
Yes | No | AR control account in Co 2 is not sectorised; it uses the sector of the AR configuration GL account. Because no sectors are generated from Co 2, the bank account in Co 1 uses the sector of the GL account defined in Bank Maintenance in Co 1. |
Yes | Yes | AR control account in Co 2 is sectorised using the sector from the payment in Co 2. If in Co 1 the new CB parameter INTSECT = Y AND SECTBANK = Y, then the bank account in Co 1 is sectorised using the sector from payment in Co 2. If in Co 1 CB parameters INTSECT = N OR SECTBANK = N, then the bank account in Co 1 uses the sector of the GL account defined in Bank Maintenance in Co 1. |
Sectorised Inter-company Postings
If the GL parameter SECTICO is set to Y, then the inter-company GL cost transactions will store the sector element of the sectorised bank account.
Cancel Cheques Functions
Cancel Cash or Payment in Source Ledgers
For inter-company AR, CS, AP, and SC transactions, you cannot cancel cash or a payment in the source ledger in the Post to Company. Instead, you must cancel an inter-company receipt or payment through the Cash Book Cancel Cheque function in the controlling company.
CB Cancel Cheque
In the Cancel Cheques transactions browse, select the cheque that contains the inter-company analysis line(s) to be cancelled. This is no different from selecting a normal cheque. The whole cheque must be cancelled.
Cancel Cheques
The Analysis Lines browse shows the Post to Company (subordinate company) if there are any inter-company transactions belonging to the cheque.
Cancel Cheques – Analysis Lines
Posting is prevented if the CBCAN batch financial period in the controlling company is not also an open period in the GL of the Post to Company.
When the Cancel Cheque batch is posted, each inter-company transaction is cancelled in the subordinate company, and the GL postings are reversed. In CS, an equal and opposite cheque is created to reverse the original cheque, and both cheques are set to manually reconciled.
Inter-Company Batches Tab
The Inter-Company Batches tab on the CBTR Update Batch page shows each inter-company cash batch posted, with details of the quick cash batch and the source ledger cash batch.
Cash Book Transaction – Inter-Company Batches
The new Inter-Company Batches tab on the CBCAN Update Batch page shows any cheque cancellation batches created as a result of the cancellation of a cheque that contains one or more inter-company transactions. This contains details of the CBCAN batch and the cancellation batch, for example: SLCANCSH.
These tabs are always displayed if the batch is an inter-company batch.
Link Records Selected for Payment
If an invoice or certificate is selected in a quick cash batch then while the batch is unposted, the same transaction cannot be selected for payment in the subordinate company via a different bank account either manually or in a computer payment run (AP and SC).
Manual Payment
If an attempt is made to pay the invoice or certificate in any manual cash payment or to allocate an unallocated cash routine in a subordinate company, COINS displays an error message.
The invoice or certificate is shown as being selected for payment, with the batch number and kco of the controlling company displayed.
Computer Run Payment
The AP and SC computer run routines filter out any invoices or certificates that have been selected for payment in a quick cash batch.