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

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Screen management

Entry screen

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.

Block number 1

Code identifying a petty cash. It can be entered directly or chosen from the petty cash table.

Code (field BAN)
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 thefolder.
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 thefolder.

Parameters

Company holding this petty cash.
Mandatory information.

Access code (field ACS)

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 (field FCY)

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

Company (field CPY)

Accounting parameters

Journal (field JOU)

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.
Account (field BANACC)

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.

BP code (field BANBPR)

This field displays the BP Code, which is mandatory when one of the journals is associated with a collective account. The BP code must be a miscellaneous BP and is considered as a subdivision of the bank account.

For example, this setup makes it possible to follow the entries and avoid duplicating bank accounts in Financials.

Block number 4

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.

Currency (field CUR)

No help linked to this field.

Rate type (field CHGTYP)

Cash register

Incoming payment transaction (field INPAYTRA)

Enter or select the Revenue Payment entry type (GESTPY) code for this petty cash account. This code is used in the related Cash register.

This field only displays for a Polish or South African legislation for a Cash register.
Outgoing payment transaction (field OUTPAYTRA)

Enter or select the Expense Payment entry type (GESTPY) code for this petty cash account. This code is used in the related Cash register.

This field only displays for a Polish or South African legislation for a Cash register.
field BAK11

Grid Analytical

Dimension type (field DIE)
Dimension (field CCE)

Block number 7

FIFO conversion process (field FLDFIFCP)

If this check box is selected, general entries for this account are excluded from the FIFO rate calculation process (GESFIFCV).

This is useful to exclude short-term or overnight deposits and funds posted as Outgoing payment and Incoming payment on the same account.

This field is only available if the account currency is different from the related ledger or journal and if the FIFRC- activity code is active and the FIFRC – FIFO rate calculation parameter (CPT chapter, CLO group) is set to Yes.
Start date (field FLDSDA)

Enter a start date of an open period to include journal entries beginning on that date.

This field is only available if the account currency is different from the related ledger or journal currency and if the FIFRC- activity code is active and the FIFRC – FIFO rate calculation parameter (CPT chapter, CLO group) is set to Yes.

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

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