Common data >  BP accounting tables >  Petty cash  

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The petty cash grid is used to define the list of petty cash that can be used in payment management as well as the accounting characteristics that are specific to this petty cash.

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

Presentation

Code and title

The identification basis key of the petty cash is its code, entered on 1 to 5 alphanumerical characters.

The title, which should be descriptive, is used by default on the reports, search windows and entry masks. It is replaced by the short title whenever the display or printing constraints require it.

Accounting characteristics

The attachment site and/or company of the petty cash are first identified, then the petty cash journal is identified, the BP code representing the petty cash (accessible if the petty cash journal account is a collective account), then the management currency of the petty cash and the applicable exchange rate type to value the payments.

Currency

This field cannot be assigned: it is automatically entered from the currency in which the general account associated with the petty cash is kept, or by default, from the local currency.

The petty cash currency determines the transaction currency of those operations posted on this petty cash so as to facilitate petty cash controls and the valuation of the petty cash kept in foreign currency when closing the fiscal year.

Payments issued in a currency other than the book-keeping currency generate an automatic inter-currency link posting.

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Fields

The following fields are present on this tab :

Block number 1

Code identifying a petty cash. It can be entered directly or chosen from the petty cash table.
  • Description (field DES)

This field is used to link a description to its record. This description can be printed on the records, displayed when the record code is entered in a screen, or used on selection.
The title, used by default in the reports and entry masks is replaced by the short title when it is required by display and print constraints.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

SEEINFO The connection language must be defined as a default language for the folder.

Block number 2

  • Short description (field DESSHO)

Title used in some screens or reports when there is not enough space to view the long title.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

SEEINFO The connection language must be defined as a default language for the folder.

Parameters

Access code enabling access to the petty cash to be restricted to certain users only.
If the field is entered, only the users having this access code in their profile can use this petty cash.

    Site holding this petty cash. Entering this information automatically updates the company code.

    Company holding this petty cash.
    Mandatory information.

    Accounting parameters

    It is the code of the journal on which the entries carried out for this petty cash will be posted.
    It must be a cash or MO journal.

    Indicate the general account associated with the bank. If the bank is associated with a treasury journal, the account will be that of the bank.

    The BP Code is mandatory when one of the journals is associated with a collective type account. The BP code must be a miscellaneous BP. This miscellaneous BP will be considered as a subdivision of the bank account.

    For instance, this setup makes it possible to follow precisely the entries whilst avoiding the multiplication of bank accounts in Financials.

    Block number 5

    No help linked to this field.

    • Rate type (field CHGTYP)

    The entries posted on a petty cash kept in a currency other than that of the company are valued in company currency.
    Mention here the exchange rate type to be used to perfo rm the conversion.

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    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    "Mandatory field"

    Any petty cash must necessarily be attached at least to a company, even a site.
    The definition of a petty cash journal is compulsory as well.
    Similarly, whenever the contra account of the petty cash journal is a collective account, the entry of the BP code identifying the petty cash is mandatory.

    "This is not a miscellaneous BP"

    Since the petty cash entries can be posted on a collective account, the selected code/BP account that identifies the petty cash must necessarily concern a miscellaneous type BP, and not a supplier, customer etc. type.

    Tables used

    SEEREFERTTO Refer to documentation Implementation