Enter Cash Account

Explanation

This activity is used to enter, change, and view details of the cash accounts your company uses. This compulsory task is to be performed by a system administrator or an equivalent person.

Each cash account belongs to a payment institute. Currency accounts and accounts in the company’s accounting currency can be processed. You can enter cash account, payment institute, currency, account number, balance method, and description. If the currency account is used for foreign payments via bank giro, these must be defined for the bank giro payment institute. These can be linked to the currency account at the bank. The transaction types allowed for each cash account are defined by using the right mouse button option Transaction Types Per Cash Account. If the cash account belongs to a cash box payment institute, the allowed transaction types are limited to Enter Supplier Payment, Enter Customer Payment, Direct Cash Payment and Cash Transfer. For IFS Aurena client, the transaction types can be defined per cash account and user group. 

For cash box cash accounts, the statement number generated when entering a cash box is not editable. For other types of cash accounts, the statement number is editable, unless it is manually specified as not editable using this window. When statement number is not editable, the No Prefix function defines the numbering for statements of accounts. Number prefix is specified for each cash account in the Statement No Prefix window. When a mixed payment or cash box payment is entered for cash account, the Statement No/Cash Box Report will contain the prefix defined for the cash account.

A cash account can be linked to a payment institute office. Only the payment institute offices connected to the payment institute of the cash account can be connected to the cash account. 

A cash account can be linked to an associate cash account. This is applicable for pseudo, e.g., Swedish accounts bank giro ID, in terms of the payment institute to which each account is linked. The account number for the non-existent bank giro account should be the ordinary bank giro account number.

Prerequisites

This activity has the following prerequisites:

• The payment institute to which the cash account refers must be entered.
• If the currency account is used for foreign payments via bank giro, these must be defined for the bank giro payment institute, e.g., BGEUR.

For IFS Aurena client, before the transaction types per user group are entered in Transaction Types Per Cash Account window, the following must have been completed.

• The user group must have been entered in User Groups in IFS/Accounting Rules.

System Effects

As a result of this activity:

• The cash account can be used and payments can be entered on the cash account.
• The default cash account appears in the Customer BOE Transfer Proposal and  Create Supplier Payment Proposal window for the relevant currency and payment institute.
• The query window, Cash Account Balance Analysis, contains information about the total balance of the cash account,  incoming cash, outgoing cash per balance date.

Window

Cash Accounts

Related Window Descriptions

Cash Accounts
Transaction Type per Cash Account

Procedure

To perform this activity, follow these steps:

1. Open the Cash Accounts window.
2. Create a new record.
3. In the Short Name field, enter up to 20 alphanumeric characters for the cash account's short name, e.g., BGSEK for Bank giro Swedish kronor.
4. In the Payment Institute field, select the institute from the List of Values.
5. In the Currency field, select the cash account's currency from the List of Values.
6. In the Account Number and Description fields, enter the account number and description for the payment institute's cash account.
7. Select a value from the List of Values for the BIC/Swift Code field if necessary.
8. To define this account as the default, select the Default Flag check box.
9. Select the International Cash Account check box if the cash account is connected to a payment institute in a foreign country.
10. Select the Statement No Not Editable check box if the statement numbers given in mixed payment should not be manually edited.
11. If statement number is not editable, define number prefix for cash accounts by using the right mouse button option Statement No Prefix. The Statement No Prefix window will be opened. Enter the valid-from date of prefix and enter the prefix that will be used to number the statements of account. 
12. To define an associated cash account, select the account from the List of Values.
13. To define the balance method, click the method type from the Balance Method list.
14. If this Cash Account shall not be used as a counter cash account in a cash transfer transaction, select Not Allowed as Cash Transfer Method else select the appropriate method from the list in the Cash Transfer Method field to be suggested when this cash account is used as a counter cash account in a Mixed Payment or in a Cash Box transaction.
15. To define the voucher type, select the type from the List of Values in the Voucher Type field.
16. To define the institute code for the cash account, enter the institute ID in the Institute Code field.
17. To define the payment institute office for the cash account, enter or choose from the office ID from the List of Values for the Office Code field. 
18. To define a lockbox number, enter the lockbox ID in the Lockbox No field.
19. To define the cash account type, select the account type from the list.  
20. Save the changes.

To select transaction types for which the cash account is used:

1. Select the cash account you saved, right-click and then click Trans Type per Cash Account.
2. Select or clear the Used check box for the displayed transaction types.
3. To define a default transaction type for the cash account select the Default Transaction Type check box.
4. Save changes.

Note: In IFS Aurena client, the transaction types per cash account can be selected based on user group as well. The user group "*" is displayed as default value which indicates all user groups. A new user group can be added and the transaction types can be configured as explained in above steps 2 to 4.