Cash Book Entry

This function allows you to manage your cash transactions such as Receipt Voucher and Payment Voucher. Generally, any payment related transactions should be recorded here.

To access Cash Book Entry, click on the Accounting Menu > Cash Book Entry.

There are 2 sections in Cash Book Entry:

Summary

This section will show a summary of your Cash Book transactions for the past 12 months. It also summarizes these transactions into 4 different status: Unapplied, Partial Applied, Applied and Void.

Listing

This section is a listing of all your Cash Book transactions. You can View, Edit, Void / Unvoid, Apply, Print or Delete any Cash Book transaction from the listing by accessing the last “Action” column.

Creating a new Cash Book Entry

Scenario 1: Receive payment from Debtor (Customer) or making payment to Creditor (Supplier).

This can be customer paying any outstanding invoice or you are making payment to any supplier invoice.

1. Move your mouse to the “+New” button. Select between Receipt Voucher or Payment Voucher depending on whether you are receiving payment or making payment.

*Receipt Voucher will be used for this example.

2. To select a Debtor (which you receive payment from), click on the Debtor / Creditor link.

3. A dialog will appear. Select the Debtor at the Debtor field.

4. Key in any other fields at the header as required. You may leave the “Voucher No” empty if wish to run system auto numbering. The next possible number is usually displayed at the title.

5. Select Payment Method and key in the payment amount for this transaction. You may key in other payment information such as Cheque No, Bank Charge etc if require.

6. If you have multiple payments involved, click on the “+” button to add another line at the payment section to select another Payment Method.

7. At the detail section, if you had selected either Debtor or Creditor, it auto selects the related account. You may change the description according to your needs.

8. Click on the “Save” button to save the transaction.

9. After saving, if the payment is related to Debtor or Creditor, the system will prompt you to create a Knock Off Entry to perform knock off. Click “Yes” to proceed.

10. A new Knock Off Entry will show and the Debtor or Creditor information will be copied over accordingly.

11. Tick on the Invoice or Purchase Invoice that you wish to apply the payment. You can change the apply amount if require. You can also tick on multiple records if the payment is used to knock off against multiple Invoices or Purchase Invoices.

12. Click on the “Save” button to save the transaction.

Scenario 2: Receive payment from Non-Debtor or making payment to Non-Creditor

This usually refers to receiving payment such as donation, third party sponsors etc which are not your customers. On the other hand, you could also be making payment to someone which is not your supplier such as utility bills, rental, miscellaneous expenses etc.

1. Move your mouse to the “+New” button. Select between Receipt Voucher or Payment Voucher depending on whether you are receiving payment or making payment.

*Payment Voucher will be used for this example.

2. Key in the person or company name that you wish to pay to.

3. Key in any other fields at the header as required. You may leave the “Voucher No” empty if wish to run system auto numbering. The next possible number is usually displayed at the title.

4. Select Payment Method and key in the payment amount for this transaction. You may key in other payment information such as Cheque No, Bank Charge etc if require.

5. If you have multiple payments involved, click on the “+” button to add another line at the payment section to select another Payment Method.

6. At the detail section, select the account that you wish to post to. For example, selecting an expense account Water & Electricity for this utility payment. You can change the description and key in the appropriate amount.

7. Click on the “Save” button to save the transaction.

Print Receipt Voucher and Payment Voucher

You can print or export Receipt Voucher and Payment Voucher to related parties as a proof or acknowledgement of payment and giving them a copy to keep for their own accounting purpose.

1. At Cash Book Entry, click on the arrow down button > Print on the transaction that you wish to print. You can also click on the “Action” > Print if you are viewing the transaction.

2. A small dialog will appear. Select your Report Name and click “OK”. The Report Name selection will be based on whether you are selecting a Receipt Voucher or Payment Voucher to be print.

3. The Receipt Voucher or Payment Voucher printouts will be generated.

4. You can now print or export to the format that you want.

Print Cash Book Listing and Batch Printing

If you want to printout a listing of your Cash Book transactions or maybe batch printing multiples Receipt Voucher or Payment Voucher, you can use “Print Listing” function to achieve this.

1. At Cash Book Entry, click on the “Print Listing” button.