RWD Info Pak Template

Work Instruction

Title:

SAP Cash Journal

Category:

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Subcategory:

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Title:

SAP Cash Journal

Category 1 :

Financial Accounting

Category 2 :

Banking Transactions

DOCPROPERTY "Header_Text"

Purpose

Use this procedure to record and post to the accounts payments received and monies banked.

The transaction also produces a reconciliation report and a cheque listing for the bank.

Trigger

Perform this procedure when a customer wishes to deposit a receipt at the cash office.

Prerequisites

· If paying to a SAP customer account, the account number and SAP sales invoice number must be known.

Open another SAP session by clicking on and go to transaction FBL5N Display customer line items to search for the account and invoice number.

Menu Path

Use the following menu path to begin this transaction:

· Select Accounting ( Financial Accounting ( Banks ( Input ( Cash Journal to go to the Cash Journal screen.

Transaction Code

FBCJ

Additional Information

None.

Procedure seq steps \r0 \h

1. SEQ substeps \h \r0 Start the transaction using the menu path or transaction code.

2. SEQ substeps \h \r0 The first time you go into the cash journal the following box will appear.

Cash Journal Initial screen

3. SEQ substeps \h \r0 As required, complete/review the following fields:

Field Name

R/O/C

Description

Company code

R

UNIV

Cash Journal

R

Enter the correct journal code for your office.

Example:0001 for Bretton Hall

4. SEQ substeps \h \r0 Click on .

Cash Journal

5. SEQ substeps \h \r0 Click on .

Cash Journal

6. SEQ substeps \h \r0 Click on .

This sets the posting date and document date to today’s date.

Cash Journal

7. SEQ substeps \h \r0 As required, complete/review the following fields:

Field Name

R/O/C

Description

Addit.text

R

Enter the method of payment.

There are 3 methods of payment: CSH (Cash), CHQ (Cheque), CRD (credit card)

Example:chq

Business transaction

R

Click on to display available entries, see next screen.

Cash Journal Business Transaction (1)

8. SEQ substeps \h \r0 Click on to display all available entries.

Cash Journal Business Transaction (1) 17 Entries found

If you know the Transaction Number then you can type it directly into the field.

9. SEQ substeps \h \r0 Select required entry as appropriate and click on .

Do NOT select the asterisk (*) option.

Cash Journal

10. SEQ substeps \h \r0 As required, complete/review the following fields:

Field Name

R/O/C

Description

Customer

O

Enter the customer number. If this is a student account where the debt relates to a residence or tuition fee enter the branch account here (R or T account) this will automatically be entered into the branch field when you click on or .

Example:R

Branch

This will automatically be entered for student accounts, see above.

Receipt recipient

O

Leave blank if a customer account number is entered otherwise type the payee’s name.

Reference

R

Enter the customer invoice number or other suitable reference.

Example:90000000

Amount

R

Enter the amount of the transaction.

Example:100.00

Cost centre

Order

WBS

Enter the correct cost object in one of these fields for entries other than customer receipts

Text

O

Enter any relevant text you wish to be printed on the receipt.

Example:Accomodation fees 2002.

11. SEQ substeps \h \r0 Click on .

12. SEQ substeps \h \r0 Click on .

Ensure the line item to be displayed is selected. You can only print receipts for saved items.

Print Preview for LOCL Page 00001 of 00001

13. SEQ substeps \h \r0 Click on to print the receipt.

14.You have completed this receipt entry. Continue entering receipts throughout the day as described above.

You must make a separate entry for each method of payment and for each business transaction.

You can copy a previous line, if the majority of the information is the same, by highlighting the line you wish to copy then clicking on .

End of Day Procedure

· Once all receipts have been posted the procedure for cashing up should be followed below:

Cash Journal

15. SEQ substeps \h \r0 Click on .

Information

16. SEQ substeps \h \r0 Click on .

Cash Journal

17. SEQ substeps \h \r0 Click .

Display variant: Choose

18. SEQ substeps \h \r0 Click on .

Cash Journal

19. SEQ substeps \h \r0 Double click on . This summarises the lines for each transaction subtotalled on method of payment.

Cash Journal

20. SEQ substeps \h \r0 Click on .

Print ALV List

21. SEQ substeps \h \r0 Click on .

Cash Journal

22. SEQ substeps \h \r0 Click on .

(Reconcile cash, cheques and credit card receipts on hand to the above report. Note if the wrong method of payment has been recorded on a transaction this can be changed prior to posting the receipts and the report reprinted.

Once the monies have been reconciled continue as below:

Cash Journal

23. SEQ substeps \h \r0 To print a list of cheques to send to the bank click on .

Cheque Receipt List (Cash Journals)

24. SEQ substeps \h \r0 Click on .

25. SEQ substeps \h \r0 Click on . The cheque receipt list will print on your SAP printer. There is also an option to preview the print prior to printing.

26. SEQ substeps \h \r0 Click on to return to the Cash Journal screen.

27. SEQ substeps \h \r0 Click on .

Cash Journals

28. SEQ substeps \h \r0 As required, complete/review the following fields:

Field Name

R/O/C

Description

Addit. Text

R

Enter the payment method.

Example:chq

Buisness transaction

R

Enter the business transaction code for payment to the bank.

Example:6

Amount

R

Enter the value of cheques on hand.

Example:57.00

Addit. Text

R

Enter the payment method

Example:crd

Buisness transaction

R

Enter the business transaction code for payment to the bank.

Example:6

Amount

R

Enter the value of credit card payments received

Example:750.00

Addit. Text

R

Enter the payment method.

Example:csh

Buisness transaction

R

Enter the business transaction code for payment to the bank.

Example:6

Amount

R

Enter the value of cash on hand

Example:900.00

29. SEQ substeps \h \r0 Click on .

See screen below for results of above entries.

Cash Journals

30. SEQ substeps \h \r0 Click on and check that the closing balance now shows zero.

31. SEQ substeps \h \r0 Click on .

Click on and then .

32. SEQ substeps \h \r0 Now reprint the cash journal report by repeating from Step 15 to Step 22

This report should be signed by the reconciling clerk and their supervisor should countersign the report. The report should then be filed for audit purposes.

33. SEQ substeps \h \r0 You have completed this transaction.

Result

You have posted the day’s receipts to the nominal ledger or customer accounts and reconciled the amounts on hand to the cash journal.

Comments

None.

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Filename: FBCJWI.DOC

Reference: DA_FI_01

Version: Draft A

Last Modified: 07.22.2002 15:10:00

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Filename: FBCJWI.DOC

Reference: DA_FI_01

Version: Draft A

Last Modified: 7/22/2002 3:10 PM

Work Instruction

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