Accounting Management

Purpose:

The main Bank Cashbook is used for the reporting of all transactions that go through on a bank account. Because this Cashbook should be an exact duplicate of the applicable bank account, the best way to get these transactions into the GoodX system is to do an Electronic import. 

The system will Import this electronic bank statement into two different batches. One for the Deposits (debits) and one for the Cheques (credits). Every transaction on both the Deposits (debits) and on the Cheques (credits) batches, have to be allocated to a general ledger.

You will find these batched under Existing batches. 

Roadmap:

Financial >> Cashbooks >> Select applicable Bank Cashbook >> Deposits  >> Select period >> Existing Batch >> Select applicable batch

The following screen will appear 

There are 5 functions available :

1. Beginning of list  - Click on the |< button  to move to the first line on the list
2. Move Backwards - Click on the < button to move backward (up)
3. Move Forward - Click on the > button to move forward (down)
4. End of List - Click on the <| to move to the end of the list
5. Add a line - Click on the + button to add a new line. This line will be inserted on the line you have chosen
6. Delete Line - Click on − button to remove a line
7. Edit line - Click on Î” button to Edit a line

The following information will be found in the DEPOSIT batch detail 

1. LEDGER ALLOCATION PROCESS - Action: NORMAL

• This Action type will be applicable for all the NORMAL ledger and cashbook allocations
• Select the transactions line and click in the ledger cell.
• A tab for all the different ledger types will open at the bottom.
• Click on the applicable ledger account type to open the complete list of ledger accounts

• Select the applicable ledger account, and click on OK

• The selected ledger account number will now appear in the Ledger column, as well as the description of the selected ledger will appear in the Account Description column

• When all the transaction lines have been allocated to the applicable ledger accounts, click on Exit >> POST
• If the allocation is not complete and the user needs to continue at a later stage, click on Exit and Save.

2.  LEDGER ALLOCATION PROCESS - Action: DEBTOR (Patient/Medical Aid)

• This Action type will be applicable for all the DEBTOR receipt allocations, BUT please take note that if the receipt allocation was already done manually via the MedDebs module, you will NOT use this Action type. The NORMAL action type will then be applicable.
• Select the Patient (P) or Medical Aid (M) action in the dropdown menu, if this deposit should be allocated to a debtor, and tab to open.
• 
• The following line will appear on the screen. Enter the applicable DEB number and Tab.

• The Item level allocation screen will now open up and the system will record the selected DEB nr in the Ledger column.
• Dubble click in the "Received" column.
• If the allocation was successful, the line in the item level will turn blue.
• Click on DONE

• The system will take you back to the Debtor account level allocation. 
• Make sure the full amount was allocated and click on DONE.
• The Document Options pop-up screen will appear. Select the CONTINUE option.
• Continue now with the allocation of the next transaction line

3.  LEDGER ALLOCATION PROCESS - Action: CREDITORS

• This Action type will be applicable for all the deposits received from a CREDITOR.
• This will not happen very often. This example is for a deposit refund from a creditor
• Select the Creditor(C) action in the dropdown menu, if this deposit should be allocated to a creditor, and Tab to open.
• 
  
• Select the correct Creditor under the Account and Tab to open the item level line.
• Enter the amount received in the PAY column or double click. The allocated line will turn blue.

• Make sure the full amount was allocated and click on DONE.
• The Document Options pop-up screen will appear. Select the CONTINUE option.
• Continue now with the allocation of the next transaction  

4. LEDGER ALLOCATION PROCESS - Action: SPLIT