About cash transaction processing

Depending on the purpose of the transaction, in the Cash management workspace, you can record and process cash transactions of the following types:

• Cash entry:
  You create a transaction of this type to record an operation made in cash, such as a bank charge, interest income, a customer payment, a payments to a supplier, or an unknown payments. Transactions of this type affect general ledger accounts only.
• Transfer in:
  A transaction of this type is created when you record a funds transfer between cash accounts; it corresponds to the received funds to the destination account.
• Transfer out:
  A transaction of this type is created when you record a funds transfer between cash accounts; it corresponds to the sent funds from the source account.
  
  For one funds transfer, there is always one transaction of the Transfer in type and one transaction of the Transfer out type.
  Transactions of these types affect general ledger accounts.
  These transactions appear as transactions of the Transfer type in the Release cash transactions (CA502000) window.
• Expense entry:
  If a funds transfer results in any financial charges being incurred, you can record a cash transaction of this type when you create the funds transfer.
  Transactions of this type affect general ledger accounts.
• Prepayment:
  You create a transaction of this type to record an advance payment or down payment to a supplier if the payment was made in cash.
  Transactions of this type affect general ledger accounts and supplier accounts in the Supplier ledger workspace.
• Supplier refund:
  You create a transaction of this type to record a refund for a prepayment or debit adjustment if the refund was made in cash.
  Transactions of this type affect general ledger accounts and supplier accounts in the Supplier ledger workspace.
• Payment:
  You create a transaction of this type to record an incoming customer payment that was made in cash.
  Transactions of this type affect general ledger accounts and customer accounts in the Customer ledger workspace.
• Customer refund:
  You create a transaction of this type to record a cash refund for a payment, prepayment, or credit note to a customer.
  Transactions of this type affect general ledger accounts and customer accounts in the Customer ledger workspace.
• Cash deposit:
  You create a transaction of this type if you want to deposit customer payments or supplier refunds into a cash account.
  Transactions of this type affect general ledger accounts.
• Cash void deposit:
  You create a transaction of this type if you want to void a released deposit.
  Transactions of this type affect the general ledger accounts that were involved in the related deposit.

In the Cash account details (CA303000) window, you can quickly record transactions of the Cash entry, Prepayment, Supplier refund, Payment, and Customer refund types for a particular account, and track transactions of any type.

In Visma Net, separate windows are specifically designed for recording Cash entry transactions, funds transfer transactions. and deposit transactions.

Before you start recording cash transactions, make sure entry types, which serve as the templates of the transactions, are defined in your system.

You can record a cash transaction by selecting a cash account for the transaction and clicking the Create transaction button in the table toolbar of the Cash account details (CA303000) window.
This invokes the Quick transaction dialog box, where you can quickly add cash transactions that affect the balances of customers or suppliers as well as of general ledger accounts.
In the Entry type field of the dialog box, you specify the entry type of the cash transaction in accordance with the following:

• To create a cash transaction that affects the balances of supplier accounts, you specify an entry type set to SL in the Entry types (CA203000) window.
  Once the transaction is saved, it appears in the Cash management workspace in the Cash account details (CA303000) window with the Supplier refund type if it is a receipt, and with the Prepayment type if it is a disbursement with the On hold status. In the Supplier ledger workspace, the system creates a corresponding document with the Supplier refund or Prepayment type. You can further process the cash transaction in the Cash management workspace and process the corresponding document in the Cash management workspace.
• To create a cash transaction that affects the balances of customer accounts, you specify an entry type set to CL the Entry types (CA203000) window.
  Once the transaction is saved, it appears in the Cash management workspace in the Cash account details window with the Payment type if it is a receipt, and with the Customer refund type if it is a disbursement with the On hold status. In the Customer ledger workspace, the system creates a corresponding document with the Payment or Customer refund type. You can further process the cash transaction from the Cash management workspace and process the corresponding document in the Customer ledger workspace.
• To create a cash transaction that affects the balances of general ledger accounts only, you specify an entry type set to CA in the Entry types (CA203000) window.
  Once the transaction is saved, it appears in the Cash management workspace with the Cash entry type, regardless of whether it is a receipt or a disbursement.
  he transaction has the Balanced status by default; balanced transactions can be edited, saved, put on hold, or released.
  
  You can select the Hold transactions on entry check box in the Cash management preferences (CA101000) window to create cash transactions with the On hold status by default to prevent it from releasing and being posted to General ledger. If this check box is selected, you can release from hold a cash transaction of Cash entry type by clearing the Hold check box in the dialog box.

After you save a cash transaction related to a supplier refunds, you have to apply the appropriate documents, such as prepayments or debit adjustments, to the supplier refund in the Supplier ledger workspace.

The Release customer ledger documents from the Cash management workspace option, which is located in the Cash management preferences (CA101000) window, controls the processing of transactions that correspond to documents in the Supplier ledger workspace. If this option is selected, the documents are released from the Cash management workspace; if this option is not selected, the documents can be released only in the Supplier ledger workspace.

Supplier ledger transactions may be posted when they are released if the Automatically post on release check box is selected in the Supplier ledger preferences (AP101000) window; otherwise, you need to post transactions manually by using the Post transactions (GL502000) window. The system assigns reference numbers to the batches that implement the transactions in accordance with the number series used for supplier ledger transactions specified in the Batch number series field in the Supplier ledger preferences (AP101000)window. The system updates the account balances with the following transactions, based on whether the cash transaction is a receipt or a disbursement.

The Receipt cash transaction table (Supplier ledger)

Account	Debit	Credit
Cash account	Amount	0.00
Supplier ledger account	0.00	Amount

The Disbursement cash transaction table (Supplier ledger)

Account	Debit	Credit
Cash account	0.00	Amount
Supplier ledger account	Amount	0.00

When a supplier ledger transaction is released, all the further processing of it is performed in the Supplier ledger workspace.
Released supplier prepayments get the Open status and can be applied to a document, unapplied, or voided in this workspace.
Released refunds get the Closed status; they can be voided later if necessary.

After you save cash transactions related to customer refunds, you have to apply the appropriate documents, such as payments or credit notes, to the customer refund in the Customer ledger workspace.

The Release customer ledger documents from the Cash management option, which is located in the Cash management preferences (CA101000) window, controls the processing of transactions that correspond to documents in the Customer ledger workspace. If this option is selected, the documents are released from the Cash management workspace; if this option is not selected, the documents can be released only in the Customer ledger workspace.

Customer ledger transactions may be posted when they are released if the Automatically post on release check box is selected in the Customer ledger preferences (AR101000) window; otherwise, you need to post transactions manually by using the Post transactions (GL502000) window. The system assigns reference numbers to the batches that implement the transactions in accordance with the number series used for customer ledger documents specified in the Batch number series field in the Customer ledger preferences (AR101000) window. The system updates the account balances with the following transactions, based on whether the cash transaction is a receipt or a disbursement.

The Receipt cash transaction table (Customer ledger)

Account	Debit	Credit
Cash account	Amount	0.00
Customer ledger account	0.00	Amount

The Disbursement cash transaction table (Customer ledger)

Account	Debit	Credit
Cash account	0.00	Amount
Customer ledger account	Amount	0.00

When a customer ledger account transaction is released, all further processing of it is performed in the Customer ledger workspace.
Released customer payments get the Open status and can be applied to a document, unapplied, or voided. Released refunds get the Closed; they can be voided later if necessary.

You can quickly add cash-related transactions during the process of bank statement reconciliation by clicking Create adjustment in the table toolbar of the Reconciliation statements (CA302000) window and adding cash transaction details in the Quick transaction entry dialog box.

In the Cash account details (CA303000) window, you can view all cash transactions for any cash account during the date range you specify.
You can view the details of the generated documents by clicking the link corresponding to the transaction in the Orig. doc. number column. You can also view the details of the batch associated with a transaction by clicking the batch number in the Batch number column.

Also, you can find and view supplier ledger and customer ledger documents directly in these workspaces by selecting the transaction reference numbers in the Reference no. fields in the Supplier payments (AP302000) andCustomer payments (AR302000) windows, respectively.