Bank/Cash register

Use this function to store records for bank and cash registers. You can combine payments for cash or bank transactions into a single register for the selected time period. Once a register is closed you can print the register and payments consistent with Polish legislation.

You can use this function to:

  • Create a Bank or Cash register for the selected time period, such as one day.
  • Create payments inside the register and post them using the standard payment functions.
  • Close a Bank or Cash register. After that you cannot change anything in the register or any payments linked to the closed register.
  • Print Cash in and Cash out payments consistent with Polish legislation using the PAYKP and PAYKW reports respectively, which you can access from the Print icon.
  • Print a Cash register or Bank register consistent with Polish legislation using the CASHREGISTER report, which you can access from the Print icon.
  • Open a Bank or Cash register.

Prerequisites

See also Refer to documentation Implementation

Before creating a new register

WarningBefore creating a bank or cash register and making payments, you need to complete the following:

  • Activity codes – The REGBC – Bank/Cash register activity code needs to be active.
  • Legislation - The KPL – Polish localization or KZA – South-African localization code needs to be active.
  • Parameter values – The BCREG – Bank/Cash register parameter (TRS chapter, CAS group) is set to Yes.
  • Payment entry types (GESTPY)
    • You need to create separate bank and cash entry types. For each, you need to create incoming (Revenue) and outgoing (Expense) entry types.
    • General tab:
      • In the Bank or Cash field, select one to match the register it will be linked to: Bank or Cash.
      • For Sign: Select Revenue or Expense.
    • Entry tab:
      • In the Payment entry type field, choose Bank or Cashregister to match the selection on the General tab.
  • Account codes: You need to set up account code in Bank accounts (GESBAN) and/or Petty cash (GESCAI) to be assigned to a bank or cash register. Only one account code can be assigned to one open register. Once that register is closed, the same account code can be used on a subsequent register.
  • Sequence numbers: You need to create sequence numbers (GESANM) or you can use the preset numbers. Each bank or cash register needs a unique sequence number.
WarningPayment with Bank or Cash register type won’t be available in the standard Payment/receipt entry function GESPAY.

Screen management

Tab Entry screen

Block number 1

Site (field FCY)

Enter or select a site with POL or ZAF legislation.

Type (field REGTYP)

Select Bank or Cash for the type of register to create.

Block number 2

Payments

Select this option from the Actions icon menu to post the payment on the line.
To post all payments for the current register, click Payments under Actions in the Action panel.

Reports

By default, the following reports are associated with this function :

Bullet point  CASHREGISTER : Cash register

Bullet point  PAYKP : Cash in (by register)

Bullet point  PAYKW : Cash out (by register)

This can be changed using a different setup.

Specific actions

Payments

Click this Action to create individual payments that have been set up in Petty cash (GESCAI) or Banks (GESBAN) for this register. After selecting a transaction, the action goes to the standard Payment/receipt entry (GESPAY) function to create the payment and you can post the payment. When complete, the payment displays in the Payment grid on the register screen.
WarningAny payments linked to a Cash register cannot be changed in the IMPAYE or BANAFFM functions. These payments are not available in these functions.

Post payments

Click this Action to post all payments in a register directly from this function.

To post individual payments, select Payments from the Action icon menu at the beginning of a line.

Close

Click this Action to close the current Bank or Cash register.
To close a register, all payments must be posted and the Payment status must be In the bank. Once the register is closed, you can no longer make changes or create or modify payments.
After a register is closed, you can print it using the Print icon in the Action panel.

Use this Action to reopen a closed register and make any changes or payments necessary.
If the period is closed, you cannot reopen a bank register.
Note: Only users with the necessary permission have access to this functionality, otherwise, this action is disabled.

Error messages

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

Are you sure you want to close the register? You cannot close the register - there are unposted payments. You cannot close the register - it is already closed. There is an opened register for this Cash/Bank register code before this one. You cannot close a register in creation process. You cannot close empty Cash/Bank register. There can only be one not closed cash register. For the next Bank/Cash register, the opening balance should be equal to the closing balance of the previous record. It is not possible to update a site on existing register. Date out of range for the selected register. It is not possible to update a closed register. You cannot delete a register if there is at least one linked payment. It is not possible to update the type of an existing register. It is not possible to update the bank or petty cash code of an existing register.

Tables used

See also Refer to documentation Implementation