Functions and specific function buttons for the module Cash

The following operations (field Operation) are supported by the module Cash:

General Remark on Operations:
Operations must explicitly be set to finished, before they are considered in any subsequent operation. If for example a payment is received and the change is returned, this Payment operation needs to be set to finished before it is considered in the calculation of the actual cash balance of the cash register. An operation is set to be finished by setting the flag Paid to true ("ticking it off").

Attention: Setting this flag cannot be undone! If it was set accidentally this cash journal operation needs to be cancelled as described in paragraph Cancellation Cash. For the operations Withdrawal and Deposit the respective counter-operation can be done instead of a cancellation.

Payment:
Whenever a cash invoice hotrun with payment mode cash is executed, a cash data row with operation Payment and various data taken over from the invoice will automatically be generated. The fields for the amount paid (field Paid) and the related currency are initialized with the values of the invoice (amount to be paid, currency of the invoice). These fields can then be changed to the real amount and currency received. The change is then calculated. Any change of currency triggers a recalculation of the amount to be paid and the change. The exchange rates are taken from the master data module Billing.
The cash operation is finished by setting the corresponding flag to Paid.
Please note: If this is done too early, the cash operation is no longer editable, so cancellation of this cash operation is the only way to correct the operation closed before.

Deposit:
Whenever cash is to be added to the cash register a manual cash journal entry needs to be created. In this case the filed operation must be set to Deposit. The currency and a positive amount have to be entered.
This operation is finished by setting the corresponding flag to Paid.

Withdrawal:
Cash withdrawals may happen for various reasons, for example to transfer the cash at the end of the day to the main office). Whenever cash is to be withdrawn from the cash register a manual cash journal entry needs to be created. In this case the filed operation must be set to Withdrawal. The currency and a negative amount have to be entered. Positive amounts will be converted automatically to negative amounts.

This operation is finished by setting the corresponding flag to Paid.
Cancellation Cash:
A cancellation of a payment (the operation Payment) in the cash register is done by pressing the button Cancel Cash in the module Cash Journal (as opposed to the cancellation of a cash invoice, which is done in the module Billing). The operation is done by first selecting the cash journal entry which is to be cancelled and then by pressing the button Cancel Cash. This creates two new entries in the cash journal:

1. A copy of the selected entry (the one to be cancelled), with operation set to Cancellation Cash and with the paid and returned amount set to the negated values of the original entry. Certainly, neither the balance is marked closed, nor the sequence number of the balance is filled in.

2. Another copy of the original entry, with operation set to Payment. Now the received amount and the currency can be corrected as needed, before the operation is finished by setting the corresponding flag to Paid. Also for this copy neither the balance is marked closed, nor is the sequence number of the balance filled in.Please note: A change of the mode of payment after a cash payer invoice with mode of payment Cash was already hot run (and thus appears in the module Cash Journal) requires the cancellation of the invoice in the module Billing (and then the change of the mode of payment in module Services-Flights), not the cancellation of the Payment operation.
   Cancellation Invoice:
   Invoices can only be cancelled in the module Billing. If an invoice of a cash payer (with payment mode cash payment) was cancelled and the money is to be returned by the cashier, an entry for the cancellation of this invoice including the document number of the cancellation needs to be created. This is done by pressing the button Create a cash object for already cancelled invoices. After pressing the button, a dialog appears from which the user can select the available cancellations of invoices. Once a cancellation of an invoice is selected a new entry of operation type Cancellation Invoice is created in the cash journal. The data of the cancellation are automatically taken over. Then the operation needs to be finished by setting the corresponding flag to Paid.
   Closing Cash Accounts:
   The cash account is closed by pressing the button Closing Cash Accounts. All operations, which are marked as paid (Paid-Flag set to true) and which were not yet marked as closed, are considered for this cash account closure. By pressing the button a new entry with operation Closing Cash Accounts (bluish color) is created. A sequence number is allocated to the balance and is inserted into all entries which are considered for this cash account closure. All these entries get marked as closed (Flag Closed set to true).
   Correction:
   If a check of the actual cash in the cash register reveals a difference between the calculated value and the actual value, the difference and the actual value, the difference and a comment on the difference shall be entered in the cash register entry with this operation. The basic procedure is as for any other manual operation in the cash journal: Create a new entry, choose the operation Correction, enter the values and once the complete entry was double checked, finish the operation by setting the corresponding flag to Paid.
   Actual Cash Balance:
   Provides a snapshot of the current balance of the cash journal. Please note, that only finished cash journal operations are considered (Paid flag set).
   Print:
   Creates a PDF document listing all cash journal entries belonging to the selected cash account closure.