The Cash Book module provides a quick and easy means of viewing and consolidating Cash Balances and reconciling Nominal Accounts that have been designated as Bank Accounts or Petty Cash Accounts.

To simplify the entry of missing transactions, the main Cash Book window provides access to Sales, Purchase, and Nominal transaction entry functions.

Before you use the Cash Book, you must have flagged the relevant Nominal Account records as Bank Accounts or Petty Cash Accounts. It is only records that are flagged in this way that can be accessed through the Cash Book module.

You can change a Nominal account record to have Bank or Petty Cash status at any time (this is useful if you wish to reconcile any Nominal account). However the Cash Book window (Opening Balance, Income, Expenses, Current Balance) figures are only updated by transactions if the flag is set on the account before the transactions are actually posted and, therefore, you can only reconcile Transactions entered after the flag has been applied.

You can use the Petty Cash flag for monitoring cash floats or company loans, etc.

Among the reports provided is one that looks like the official bank statement to make comparisons easy, and another is a reconciliation report that shows the current reconciled balance, the unreconciled transactions (with income and expense transactions shown separately), and the current unreconciled Balance.

Unreconciled transactions are not purged, therefore it is a good idea to carry out both Bank and Cash reconciliations before purging any transactions. If you reconcile these accounts regularly, when you eventually need to carry out a reconciliation you will avoid a huge number of transactions being involved.

However, once the reconciled (or any other) transactions are purged they are no longer held by the system, and so will not be included in any reports. This means that you will no longer be able to prove figures such as account balances.

Calculate Type from Sign - Works out if you are dealing with a Receipt or a Payment from the sign of the value entered on the Detail line.

Do not show Sub Ledger - Option to hide/ignore the Sub Ledger on the statement entry.

In Security Profiles, you can set up a Profile for Cash Book Users so that they can only use that module, but they will still be able to enter the necessary transactions to reconcile their books.

Within Cash Book, the User's access to transaction and/or record entry can also be controlled, but if they are not allowed access to record entry, they will not be able to access the Remittance or Reconciliation functions, and a warning message will be displayed if they attempt to do so.

The ability to enter or amend the Bank account details can also be controlled for the Users.

Selecting Cash Book will display the Cash Book window, initially displaying the default Bank Account

The following functions are accessed from the buttons located on the Cash Book toolbar:

Code - Use the adjacent lookup button to identify which Nominal Account you wish to view. The default Bank Account number will be the bank account that was set as the Main Bank in Nominal Ledger Options - Bank Defaults tab.

Bank/Petty Cash selector - Clicking on the Bank selector allows you to switch between Bank Accounts and Petty Cash accounts.

Actual - Initially the window displays just the information for the indicated Bank Account indicated. This shows the Opening Balance, Receipts and Payments posted for the current period and all future Periods, and the Current Balance. Below this, the Un-reconciled and Reconciled balances are shown. Clicking the adjacent lookup button opens a Transaction Enquiry window, showing the Transactions posted to the currently displayed Account.

Currency - If the Bank Account being examined is for a foreign currency, an additional menu will be displayed before the Actual column. By default, the currency value will be shown (as indicated in the menu button), but clicking on this menu button pulls down a menu. This gives you the option of showing either the Home Values (equivalent), the Currency Values, or to Revalue Banks.

+Batched - This shows the effect of adding all the Batched Transactions for this Account. Clicking the adjacent lookup button opens a Transaction Enquiry window, showing the batched Transactions for the currently displayed Account. See below for further detail.

All Banks - This shows the total when all Bank Accounts are included. If the default account is Home currency, this will include the £ balances of Currency Bank accounts. If in a Currency Bank account, this will be the total of all of that Currency's Bank accounts. It may take a few moments to calculate the totals. The totals shown will only include the Actual figures. See below for further detail.

All+Batched - This shows the total of All Banks plus the Batched Transactions, irrespective of Currency. See below for further detail.

Note: You may flag a Nominal Account as a Cash Account temporarily, so that you may carry out a Reconciliation on it. Remember that when you have finished the reconciliation, you MUST return to that Nominal Account and remove the Cash Account flag.

Note: If you want to be able to carry out a reconciliation on any Nominal account (e.g. VAT Control), you can flag the record for that account as Bank, and any transactions entered while it is so flagged can be reconciled. On the list displayed, you will only see accounts that have already been flagged as Bank or Petty Cash. Regardless of how you have selected the Nominal List, clicking on the account that you want to work with will select it. That account's details will then be entered on the Cash Book window.

Example:
If for the Current Year, Reconciled Balance + Unreconciled Income - Unreconciled Expenses <> Trial Balance Bank Balance
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But
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If for the Next Year: Reconciled Balance + Unreconciled Income - Unreconciled Expenses = Trial Balance Bank Balance
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Then
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Print a full reconciled audit for All Years and look for any Transactions that are marked as Next Year. Because they have been reconciled, they will be included in the Reconciled Balance, but because they are Next Year’s Transactions, they will NOT be included in the Trial Balance figure.

Any Workflow Forms are displayed in a list pane at the bottom of the window. If no WFF is attached, the pane is not visible.

Double-click on a named WFF to open it.

The Cash Book window allows you to enter cash transactions in a similar manner to the Sales, Purchase and Nominal Ledgers. This makes the posting of each transaction faster and easier, especially for staff who are only involved in cash activities.

Europeans enter payments direct from the Bank Statement rather than entering them into accounts and then checking them with the statement. Therefore, the Statements function on the Cash Book window provides a quick method of entering single line transactions directly from a bank statement into Access. Transactions entered this way will be automatically reconciled. There is also a facility to Allocate these transactions immediately.

When reconciling each Bank Account to Bank Statements, you should work through each line on the Bank Statement, methodically ticking off your computer records in the strict sequence that they appear on the official Statement. This ensures accuracy and allows Access to generate a computer Bank Statement that closely matches the official Statement.

As you come across entries on the official Bank Statement (such as bank charges or commission) that have not been entered into your computer, you can save your reconciliation to date, and enter the required transaction directly from the Cash Book window. You can then carry on with the reconciliation where you left off.

At the top of the Cash Book window there is a row of function icons used for entering these transactions to the Nominal, Sales and Purchase Ledgers without leaving this module. The transaction entry screens are identified as Cash Book variations, but they operate in the same way as the equivalent screens in the Ledgers.

Click the +Batched button to update transaction values for this Nominal Account (in Sales, Purchase and Nominal Ledgers), which are currently Batched and awaiting Posting.

Note: The + Batched figure will only include Nominal transactions, if the Bank Account has been entered in the debit or credit Detail line of a Nominal Journal/VAT Journal - if the Bank Account is the Contra Account on the voucher Header, then this will not be included.

Caution: Batched Cash Book Payments and Receipts are not taken into the +Batched column. This is because the Bank Account is the contra account and detail lines are not created until the journal is posted. If you need Cash Book Receipts/ Payments to Show you must Post them. Automatic contra postings cannot be included in the batch summary.

It may take a few moments to calculate the totals.

The total shown will include the Actual figures.

Click the All Banks button to update information similar to that described for Actual but for all Nominal Accounts designated as Bank Accounts.

It may take a few moments to calculate the totals.

The total shown will include the Actual figures.

Click the All+Batched button to update the total for Actual, and +Batched for Accounts flagged as Bank, and then adds them to the All Banks total.

The time taken to calculate the totals for all of the Bank Accounts is directly proportional to the number of Batched Transactions held on file.

This option on the Cash Book window is only available if the Bank Account being examined is for a Foreign Currency. It is invoked by clicking on the Revalue Bank link found on the Currency pull down menu.

You can use the Print button to generate a Revaluation Report.

Caution: The Balance on the Cashbook is the current Nominal Ledger open period plus any transactions posted to future periods. For this reason it may be different to the value used for the revaluation. The default Revaluation Period shown will depend on your posting rights, defined in your Security Profile and whether the system option Enable Working Periods is activated. See Enable Working Periods topic.

Example:
EUR bank account, Period 1 - receipt for GBP100 (exchange rate 1.175 = EUR value 117.50), Period 2 - receipt for GBP100 (exchange rate 1.175 = EUR value 117.50), Cashbook Balance = EUR235.
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No Nominal Ledger period ends have been done, therefore Nominal Ledger Bank Account in Period 1 will have a balance of EUR117.50.
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If revaluation is done it will be done on the Period 1 balance (EUR117.50). Exchange rate 1.200: Balance after revaluation is GBP97.92 - adjustment will be GBP2.08

All the Transactions in this Bank Account will be revalued at the current Exchange Rate for each Transaction’s Currency.

Note: The generated Journals may be Reversed at Period End, Reversed When Posted, or Not Reversed.