Cash Book Payments

Use Cash Book Payments to record a cash or cheque payment from a cash/bank account to a supplier or another ledger account.

Before you start

• Your user account needs the Cash Book access right. The Cash Book transaction type must also be active for your system. Ask your system administrator to grant access or activate it if the tab is missing.
• The target ledger must allow payments. Supplier invoice allocation is available only when Purchase Ledger allocation is configured for the system and the selected ledger supports it.

Open the form

1. Open the Back Office main screen.
2. Select the Cash Book tab.
3. Choose Cash Payments for a cash payment or Cheque Payments for a cheque payment.

If you cannot see the Cash Book tab, ask an administrator to check your access right and that the Cash Book transaction type is active.

Enter and post a payment

1. Check the payment type and cash/bank account. The menu choice determines cash or cheque payment, and the payment type may be preset. Enter the account code or type ? and press Enter (or press F11) to search. The account name appears; cheque payments prepare the next cheque number when an account is selected.
2. Check the payment date. It defaults to the system run date. It must fall within the open Cash Book period and, for Purchase Ledger payments, the open Purchase Ledger period.
3. Select the payment ledger. Enter its code or type ? and press Enter (or press F11) to search. The ledger must allow payments. Its name and period appear on the form. Accepted options are
   • PL – Purchase Ledger payments
   • GL – General Ledger payments
4. Select the account receiving the payment. Enter the supplier or account code, or search with ? and Enter/F11. Check the displayed name and balance.
5. Complete the payment details. Enter an amount greater than zero and a narration/description. Fill in the reference and voucher number as required. For cheque payments, confirm the cheque number and cheque date; a cheque number already issued from that bank account cannot be reused.
6. Allocate the payment if applicable. If Allocate is available, select it to apply a supplier payment to outstanding invoices. If you save without an allocation, the system asks you to confirm.
7. Select Save to post. After successful posting, the form clears for the next payment. Select Close to leave the form without posting the current entry.

Keyboard shortcuts

• Press Enter to move through fields. In a code field, type ? and press Enter to open its search.
• Press F11 in the bank account, ledger, or payee/account code field to open its search.
• Press End to activate Save.

Common validation messages

• Select a supplier/account: choose a valid account before saving.
• Payment description is required: enter a narration.
• Amount paid cannot be zero: enter a positive amount.
• Invalid date: choose a date within the open Cash Book and Purchase Ledger periods.
• Cheque already issued: enter an unused cheque number for the selected bank account.