CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

Table of Contents
1
1.1

Introduction..........................................................................................................2
Purpose..................................................................................................................2

Reference Documents.........................................................................................2

3
3.1
3.1.1
3.1.2
3.1.3
3.1.4

Configuration Settings........................................................................................2
Basic Customizing.................................................................................................2
Set Up Cash Journal.............................................................................................2
Define number range intervals for cash journal....................................................3
Create, change, Delete Business Transactions....................................................3
Define Document types for Cash Journal Documents..........................................4

4
4.1
4.2.1.
4.2.2.
4.2.3.
4.2.4.
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14

Cash Book Transactions.....................................................................................5

The following screen Might appear you are doing it for first time :.......................5
To Change cash journal.........................................................................................5
To Select Period....................................................................................................6
To See Summary of Cash Balance........................................................................6
Cash Receipts, Cash Payments, Check Receipts................................................7
Booking of Transactions........................................................................................7
Booking Cash Receipt-..........................................................................................7
Press ENTER.........................................................................................................8
Saving a document Locally...................................................................................8
Select the entry and click on.................................................................................8
Posting document to GL account..........................................................................8
Select the entry and click on.................................................................................8
Check Accounting Document generated...............................................................9
Booking Cash Payment -.....................................................................................10
Petty Expenses Booking- Cash Payment............................................................11
Petty Expenses Booking- Cash Payment Post the document.............................11
Select the entry....................................................................................................11
Petty Expenses Booking- Cash Payment Display of Accounting Document......11

Page 1 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

Introduction

1.1

Purpose
An organization might be having petty cash payments from different locations. For each
cashier it is recommended that a Cash Journal is configured.

Cash journal operates somewhat like a sub module.

The transaction can be posted/edited/saved/deleted locally. Only when the cashier

is comfortable they can opt to post these entries to GL account.

The balance in the Cash journal and GL account may be different at a given point of
time.

Reference Documents

The configuration settings outlined in this configuration document are in accordance with the final
Blue print-Cash Management.

Configuration Settings

The Cash Journal is implemented for the following company codes:

2008 Model Company Limited

3.1
3.1.1

Basic Customizing
Set Up Cash Journal

Via Menus

Via Transaction Code

Financial Accounting (New) > Bank accounting > Business transactions>

Cash Journal > Set up cash journal
FBCJC0

Model has a Petty cash journal for Receipts and payments.

Figure 1 Cash Journal for Model

Page 2 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

3.1.2

Define number range intervals for cash journal

Via Menus

Financial Accounting (New) > Bank accounting > Business transactions>

Cash Journal > Define Number Range Intervals for Cash Journal
Documents

Via Transaction Code

FBCJC1

Input the company code and click on the initial screen and click on

tab

Figure 2: Cash Journal Document numbers

3.1.3

Create, change, Delete Business Transactions

Via Menus

Via Transaction Code

Financial Accounting (New) > Bank accounting > Business transactions>

Cash Journal >Create, Change, Delete Business Transactions
FBCJC2

Figure 2: Business transactions for Cash Journal

Page 3 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

Transaction number is automatically generated.

Business Transaction type : E For expense, R for revenue, D for Customer posting , B for bank
payment
For Expenses, revenue and Bank transfer we can give a default GL.
Tax code can also be entered and this shall get defaulted during entry.
Next column we have to give description for Cash journal
If a particular GL account needs to be modified during entry enable tick in Acct Mod
If a particular GL account needs to be modified during entry enable tick in Acct Mod
If a particular Tax code needs to be modified during entry enable tick in Tax Mod
Click on

3.1.4

tab if a new Business transaction is to be created.

Define Document types for Cash Journal Documents

Via Menus

Financial Accounting (New) > Bank accounting > Business transactions>

Cash Journal >Define Document Types for Cash Journal Documents

Via Transaction Code

OBA7

The document types required are already created in FI customisation..

Use the following doc types
DZ for Customer payments and receipts
KZ for Vendor payments and receipts
AB for all other transactions.

Figure 3: Document types for Cash Journal

Page 4 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

Cash Book Transactions

Access transaction by:

Via Menus
Via Transaction Code

4.1

Accounting > Financial Accounting >Banks > Input > FBCJ-Cash Journal
FBCJ

The following screen Might appear you are doing it for first time :

Press enter

4.2.1.

To Change cash journal

Click on

. The following pop up appears

Page 5 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

Field Name
Company Code

Description
Company code

R/O/C
R

Cash Journal

Short Name of Cash Journal

Press
4.2.2.

User Action and Values

Comments

( Enter ) to proceed.

To Select Period

By clicking on
we can select date. Goes forward/Backward day wise.
we can select weeks. Goes forward/Backward weekly basis.
we can select Months. Goes forward/Backward on monthly basis.
4.2.3.

To See Summary of Cash Balance

Page 6 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

This area of Cash Journal shows the summary of Op Balance, Receipts/Payments,

Closing Balance. This is a tentative balance and need not be the balance as per GL
balance.
4.2.4.

Cash Receipts, Cash Payments, Check Receipts

To book Cash Receipts click on

To book Cash Receipts click on
4.2

Booking of Transactions

Make sure to click on right tab page for Cash Payments or Cash Receipts

4.3

Booking Cash Receipt-

Select
Field Name
Business
Transaction

. Click on it
Description
Business Transaction

R/O/C
R

User Action and Values

Comments
5-Receipt from Bank
4-receipt from
Customer

Tax Code

GL

Recpt recipient
Text
Vendor
Customer
Posting Date

Business
Place

Tax Code

GL Code of Bank

Receipt Recipient
Text
Vendor
Customer

Defaulted from Customisation. Can be

modified.

Name of the received

Freely definable text

If a Vendor Payment

If a customer Receipt

Posting Date

Business Place

Required if tax
involved

Defaulted from
above display period
area
C

Page 7 of 12

If Tax amount
involved

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)

4.4

Press ENTER.

Document status is updated with Appropriate

GL is defaulted from customization ( 101001)
4.5

Saving a document Locally

4.6

Select the entry and click on.

4.7

Posting document to GL account

4.8

Select the entry and click on.

Page 8 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

We observe the following:

Document status is updated

Balance display up dated as below :

4.9

Check Accounting Document generated

Select the line item and click on

Page 9 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

Click on

to see the document header as below:

The document header show details of Document type, Posting date, User details,
Entry time/Date etc.
Click on Back arrow to come to cash journal screen

4.10

Booking Cash Payment -

Select

click on it

Field Name
Business
Transaction

Description
Business Transaction

R/O/C
R

Tax Code

Tax Code

V7 for Purchase tax 7%

Defaulted from Customisation. Can be

modified.

Name of the received

Freely definable text

If a Vendor Payment

GL

Recpt recipient
Text
Vendor

Posting Date

Business
Place

GL Code of Bank

Receipt Recipient
Text
Vendor

Posting Date

Business Place

User Action and Values

Comments
1-Office supplies

Leave blank

Defaulted from
above display period
area
C

Page 10 of 12

If Tax amount
involved

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)

Press enter after entering all these fields.

4.11

Petty Expenses Booking- Cash Payment

Select the entry and click on

The document is saved locally

This updates the cash balance
This does update the GL balance
The Balance of Cash Journal and GL may differ due to this reason.
At this point of time modifications are possible

4.12

Petty Expenses Booking- Cash Payment Post the document

4.13

Select the entry

Click on

Document status indicates that the same is posted to GL

4.14

Petty Expenses Booking- Cash Payment Display of Accounting Document

Select the line item and double click (or click on follow on doc)

Page 11 of 12

CASH JOURNAL CONFIGURATION & TRANSACTIONS

CHAPTER 17

Page 12 of 12