Record a cash entry

Before you proceed

Before you start recording a cash entry, make sure that all the necessary entry types are created in the Entry types (CA203000) window and associated with cash accounts in the Cash accounts (CA202000) window.

1. Go to the Transactions (CA304000) window.
2. Click .
3. In the Transaction date field, check the date of the cash transaction, and change it if necessary.

   By default, the current business date is selected in the field, but you can select another date.
   The Financial period field is filled in automatically based on transaction date.
   After you have selected the transaction date, you can change the financial period of the transaction if needed.

4. In the Cash account field, select the cash account for the transaction.
5. In the Entry type field, select the entry type from the list of entry types defined for the selected cash account.
6. Optional: In the Document ref. field, enter the document reference number that meets your company requirements.
   
   If document reference numbers are required in your company, you can make them mandatory in the system by selecting the Require document ref. no. on entry check box in the Cash management preferences (CA101000) window.
7. Optional: In the Description field, enter a brief description of the transaction.
8. On the Transaction details tab, add cash transaction details, doing the following for each transaction:
   1. In the table toolbar, click Add row.
   2. Optional: In the Item ID column, select the ID of the non-stock item used as the transaction subject.
      
      If you specify an item ID, by default, the system inserts the UoM, price VAT category and offset account and subaccount of the non-stock item into the transaction detail if they are specified for the non-stock item.
   3. Optional: In the Quantity column, enter the quantity of the item associated with the transaction.
   4. Optional: Check the UoM column, change or enter the unit of measure of the item if necessary.
   5. Optional: Check the Price column, change or enter the price for the item if necessary.
   6. In the Amount column, check the total amount for all units or items, and change it if necessary.

      If the quantity and price are specified for the item, the amount is calculated automatically when you save the cash entry.
      

   7. Check the Offset account column, change or enter it if necessary.
      If the item ID is not specified for the transaction, the system fills in the columns with the offset account and subaccount specified for the selected entry type, you can change it if necessary.
   8. Optional: Check the VAT category column, and change or specify the VAT category that applies to the transaction if necessary.
9. Optional: On the Financial details tab, check the VAT zone field, and change it if necessary.
   
   To apply taxes to the cash transactions, VAT categories and VAT zones must be created in the system.
   You can set the default VAT zone for particular entry type in the Cash accounts (CA202000) window.
10. Optional: On the VAT details tab, review and correct the taxes applied to the transaction if necessary.
11. Prepare the cash transaction for further processing as follows:
    • If you want to save the cash transaction with the On hold status, make sure the Hold check box is selected.
    • If you want to save the cash transaction with the Balanced status, make sure the Hold check box is cleared.
12. Click .

After you saved a cash entry, in the Transactions (CA304000) window, you can edit the created transaction, or release it if it is balanced.
Also, you can release multiple balanced cash entries in the Release cash transactions (CA502000) and the Cash account details (CA303000) windows.