Cash-Desk

Cash desk settings

The first step in the process is cash desk setup, which begins on the General Ledger Setup page.

• On the Cash Desk tab, configure Cash Desk Account Nos.

• Select Cash Desk Report Mandatory only if a cash desk journal is required.

Additionally, on the Cash Desk tab of the General Ledger Setup page, you can define default limits in the following fields:

• Default Cash Withdrawal Limit (LCY)

• Default Cash Receipt Limit (LCY)

Report Selection – Cash Desk Setup

The second step is setting up Report Selection – Cash Desk.

1. In the search bar, enter Report Selection – Cash Desk.

2. On the Report Selection – Cash Desk page, select the following reports:

• Report ID 49021205 – Cash Order

• Report ID 49021210 – Posted Cash Order

• Report ID 49021206 – Cash Desk Report

Cash Desk Creation

The third step is creating a cash desk.

1. In the search bar, enter Cash Desk Account List.

2. The Cash Desk Account List page will open.

3. Run the New Action.

4. The New action opens the cash desk card, where you can enter all necessary details for the newly created cash desk.

Creating a Cash Desk Card

1. General Settings Tab

• No. Specifies the number of the involved entry or record, according to the specified number series

• Enter the Cashier Number.

• Check the Copy VAT Setup field if you plan to post VAT-related entries through the cash desk.

2. Cash Desk Details

• In the Name field, click the ellipsis (…) to open the Cash Desk Details window.

• Enter the required information, which will automatically be reflected on the cash desk card:

• Name

• Cash Desk Posting Group - the field is mandatory

• Currency Code – left blank for cash in the domestic currency; for foreign currency cash, the field is mandatory.

• Address

• Post Code

• City

• Contact…

Posting Tab – Number Series (Cash Desk Card)

On the Posting tab of the Cash Desk Card, it is mandatory to define the following fields:

1. Cash Posting Level - Specify whether transactions are posted at the level of the Cash Order or at the level of the Cash Desk Report.

2. Number Series

• Cash Order Receipt Nos.

• Cash Order Withdrawal Nos.

• Cash Desk Report Nos.

Opening Cash Report

After creating the cash desk, it is necessary to open the Cash Report.

1. Access Cash Reports

• Enter Cash Reports in the search field.

• Click New to create a new report.

2. Select Cash Desk - If multiple cash desks exist in the system, a window will open allowing you to select the cash desk for which you are creating the report.

3. Report Status Rules

• Each cash desk can have only one report with the status Open.

• All other reports must have the status Closed.

• If this condition is not met, the system will display a warning when attempting to create a new report:

“There is already an open cash report for this cash desk...”

Structure Cash Report

When selected, the Cash Desk Report opens.

1. No. - Represents the number of the entry or record in the Cash Report, assigned according to the configured numbering series.

2. Opening Date - Enter the date for which the report is being created.

3. Opening Balance - For each new report, enter the Opening Balance, which represents the closing balance of the previous cash desk report.

4. Currency Code - Automatically inherited from the Cash Desk Card.

5. Report Status - The status of the current report is Open. The status will remain Open until the Close action is executed on the Cash Report. This action can only be executed after all postings have been entered.

6. Cash Report Subform - Populated automatically when posting or issuing Cash Receipt Orders or Cash Withdrawal Orders, depending on the configured Cash Posting Level

Printing a Cash Report.

Where do you go to print a Cash Report?

→ The Print action is available on the Cash Report page.

Creating a Cash Receipt

After opening Cash Reports, the process continues with creating a Cash Receipt.

1. Access Cash Receipt

• In the search bar, enter Cash Receipt List.

• Select New to create a new order.

• If multiple cash desks exist, a window will open where you can choose the cash desk for which the receipt order is being created.

2. Cash Report Structure

Cash Receipt consists of two parts: Header and Lines.

1.Cash Receipt Header

The Header contains the general information about the Cash Receipt, including:

• Cash Desk No. – Specifies the number of the cash desk associated with the Cash Receipt.

• No.- The number is assigned from the configured number series.

• Currency Code - Specifies the currency code for the Cash Receipt, automatically transferred from the Cash Desk Card where it is defined.

• Posting Date Specifies the date when the posting of the Cash Desk document will be recorded

• VAT Date -Specifies the date of VAT

• Document Date - Specifies the date when the related document was created

• Status - The status of the current report is Open. The status can also be Issued. It is triggered by executing the Issue action on the Cash Receipt, and when the status is Issued, no further changes can be made to the receipt.

2. Cash Receipt Lines

• Cash Report Subform – Populated automatically when posting or issuing Cash Receipt Orders or Cash Withdrawal Orders, depending on the configured Cash Posting Level.

3. Printing a Receipt Cash.

Where do you go to print a Cash Receipt?

→ The Print action is available on the Cash Report page. Printing the Cash Report should be done only after posting all Cash Receipts and Cash Withdrawals, because the Cash Report lines consist of these entries.

Creating a Cash Withdrawal

1. Access Cash Withdrawal

• In the search bar, ente Cash Withdrawal

• Select New to create a new order.

2. Cash Withdrawal Structure

Cash Receipt consists of two parts: Header and Lines.

1.Cash Withdrawal Header

• Cash Desk No. – Specifies the number of the cash desk associated with the Cash Withdrawal.

• No.- The number is assigned from the configured number series.

• Currency Code - Specifies the currency code for the Cash Withdrawal, automatically transferred from the Cash Desk Card where it is defined.

• Posting Date Specifies the date when the posting of the Cash Desk document will be recorded

• VAT Date -Specifies the date of VAT

-Document Date - Specifies the date when the related document was created

• Status - The status of the current report is Open. The status can also be Issued. It is triggered by executing the Issue action on the Cash Withdrawal, and when the status is Issued, no further changes can be made to the receipt.

2. Cash Withdrawal Lines

• In the Cash Withdrawal Lines, enter the items that are subject to the Cash Withdrawal. These can be Account Type – G/L accounts posted to Expense Accounts or accounts for Employee Advance Payments.

3. Printing a Cash Withdrawal

Where do you go to print a Cash Withdrawal?

→ The Print action is available on the Posted Cash Withdrawal page.

Copy VAT Setup to Cash Receipts/Withdrawals

1.Action Required:

Enable the Copy VAT Setup to Cash Ord. Ln. action on the Cash Desk Card. When enabled, posting groups are automatically populated on document lines for Cash Receipts and Cash Withdrawals.

2. Source of Posting Groups:

The system retrieves posting groups from the G/L Account specified on each line, provided they are defined on the corresponding G/L Account Card. If posting groups are not defined on the G/L Account Card, the user must enter them manually.

3. Customer/Vendor Assignment:

It is necessary to assign a customer or vendor in the Bill-to/Pay-to No. field, depending on whether the general posting type is set to Purchase or Sale.

Revers Cash Receipt / Cash Withdrawal

If any of the orders need to be corrected, this can be done in two ways:

1. Manually creating a reversal order (Cash Receipt / Cash Withdrawa)
2. Reversing a posted order (Cash Receipt / Cash Withdrawa)

Important Note

If the reversal is performed for a Cash Report that is Closed, the report must first be reopened. The Reopen action is available on the Cash Report page.

If the report is not in Open status, Business Central will display the following error: Status must be equal to 'Open' in Cash Report Header: Cash Desk No. = BL001, No. = DBL23-00001. Current value is 'Closed'.

1. Manually creating a reversal order (Cash Receipt / Cash Withdrawa)

To perform a correction, follow these steps:

1. Create a new order (Cash Receipt / Cash Withdrawa) where the correction will be applied.

2. In the header, select the Correction option.

3. Go to the Actions tab and choose Select Lines.

4. A new window will open, displaying all posted lines for that cash desk.

• Select the specific entry you want to correct.

5. The selected entry will be added to the order lines with a negative sign.

6. When you post the order, the entries will be corrected.

2. Revers a posted order (Cash Receipt / Cash Withdrawa)

• If you want to reverse the entire cash order, you must do it on posted cash orders.

• The action is initiated via New → Reverse. A new cash order will be created to reverse the previous one.

• In the Cash Report, a new line will appear and it will be marked as Reversal.

Closed and Print Cash Report

• After entering all transactions, it is necessary to change the status of the Cash Report from Open to Closed.

• Once a cash receipt or withdrawal order has been posted, the Cash Report must be closed.

• The report is closed if no further cash receipt or withdrawal orders will be created for that cash desk.

Reopening the Cash Report

• If any corrections are needed, the Cash Report can be reopened using the Reopen function. Once the Cash Report is reopened, cash receipt and withdrawal orders can be corrected if necessary. After making the corrections, the Cash Report must be closed again.

Printing the Cash Report

• The Cash Report can be printed by clicking the Print function. The printed Cash Report displays information such as Opening Date, Closing Date, Status, Posting Date, Cash Desk No., Cash Order No., Starting Balance, and Ending Balance.