Reconcile and Validate Cash Desks

This document explains how you reconcile and/or validate a cash desk and set the cash desk payments ready to be transferred to accounting. This document also explains how you can add or withdraw manual cash transactions in the cash desk.

Use this instruction when you want to do these:

Outcome

A cash desk is reconciled and validated. You can use validation to set the cash payments ready for transfer to accounting. The information on all cash payments registered in a cash desk and the manually added or withdrawn cash movements are displayed.

After cash desk validation, the cash desk is closed for the selected payment date and the payments can be transferred to accounting.

These tables are updated:

Before you start

Generate (F14) the standard views and sorting orders in 'View. Open' (CRS020) and 'Sorting order. Open' (CRS022).

Follow these steps to specify/select transaction details for validation

  1. Start 'Cash Desk. Validate' (OIS217/B).

    All payments created in 'Cash Payment. Open' (OIS215) are displayed. On the B panel, heading values for facility and payment date are retrieved automatically, where the default value of facility is 'user's facility' and the default value for payment date is 'today's date'.

    If reconciliation is used and must be performed every day, continue with Follow these steps to count/reconcile the cash desk.

    Note: If reconciliation is used but with the possibility to skip days, the Count/reconcile part is optional and does not have to be performed every day. However, if reconciliation of the transaction has been started it must be completed before the cash desk can be validated.
  2. Select the payment method, if necessary.

    The payment method is retrieved as a default value if information in the 'Default payment method – Validation' field is specified on the 'Cash Desk. Open' (OIS210/E) panel.

  3. Select the ID of the cash desk (Required).

  4. Select the transaction type, if necessary.

    Each time a payment is created, a transaction type is automatically assigned and cannot be changed. These are the valid alternatives: 01='Payment'; 03='Payment tolerance - positive'; 04='Payment tolerance - negative'; 05='Reconciliation'; 06='Receipts'; 07='Expenses'; 08='Cash desk amount' (after validation). These transaction types will be used when payments are transferred to accounting. An accounting event corresponds to each transaction type, except for 08='Cash desk amount'.

  5. Select a currency.

    When a currency is selected in the panel heading, the sum of the payments is displayed in the 'Total' field. If the currency selected is the local currency, the 'To remit' field is calculated and displayed. 'To remit' is equal to the sum of the cash payments minus the reference cash desk amount 'Cash Desk. Open' (OIS210/E).

  6. Select one of these alternatives:

    • To specify new information on the payment, go to the E panel.

      Select 'Open' to proceed to the E panel.

      Information about the paid invoices is displayed on the E panel and you can change the payment method if the payment status is set to 20. You can also specify the bank identity and the check number if the payment is made by check. This information is required when validating the cash desk.

      Press 'Enter' to confirm the specified information.

    • To add a manual cash desk transaction, go to the F panel.

      Press F17='Add a movement' to proceed to the F panel. If there are transactions in status awaiting approval, only approvers can add a movement.

      Specify the description of the cash movement, the payment amount, and the currency.

      The cash payment method is automatically assigned to this movement (from (OIS210/F): Payment method - Cash payment) and the payer will be the cash desk code. If you withdraw money from the cash desk, the payment amount will be negative and the payment will set the transaction type to 07 (expenses). If you add money to the cash desk, the payment amount will be positive and the payment will set the transaction type to 06 (receipts).

      Pressing F11='Accounting string' starts 'Manual Accounting String' (CRS935), which enables you to specify accounting strings.

      If there are transactions in status awaiting approval, the payment amount and deviation are updated to the count/reconcile record (OPAYMR). Note that if there is no deviation after the movement, this still needs to be approved in the count/reconcile view.

  7. Press Enter to confirm the cash movement.

Follow these steps to count/reconcile the cash desk

  1. Start 'Cash Desk. Validate' (OIS217/B) and click 'F15' to go to the count/reconcile view or click 'F14' in 'Cash Payment. Open' (OIS215).

  2. In the count/reconcile view, you can set the filter to payment statuses, cash desk, approver, and reconciliation used. All payment methods valid for the cash desk are displayed regardless of whether there were any transactions for the payment method. The information is aggregated per cash desk, payment method, and currency. The payment methods with a payment record are displayed with information on currency and lowest status. If there are no specified transactions or if there is only a transaction transferred from a previous payment date (transaction type 8), status 00 is displayed. If you filter on 'reconciliation used', only the payment methods using reconciliation will be displayed.

  3. Select the record to reconcile and press F11='Count/reconcile' to proceed to 'Cash Desk. Reconcile' (OIS207).

  4. If the payment method selected is a cash payment, the number of bills and coins are specified. If the payment method is not cash, you can specify the number of receipts (for example, the number of checks) and the amount received.

  5. When all is counted and specified, click 'Reconciliation'. Depending on the result of the reconciliation, different actions must be taken:

    • If there are no deviations between the counted amount and the transactions specified in the cash desk, the status of the transactions are automatically set to approved and the user is redirected to the count/reconcile view in 'Cash Desk. Validate' (OIS217/B).
    • If there are deviations within the tolerances, a pop-up window is displayed asking if the user wants to recount the cash or approve the difference. If a recount is performed, the total of the transactions (payment amount) and the deviation specified in the cash desk are displayed if the setting in 'Cash Desk. Open' (OIS210/B) is set to do so. If approve is selected, the deviation is recorded in the accounts according to the accounting option defined in 'Cash Desk. Open'.
    • If there are deviations not within the tolerances and the user is not an approver, a pop-up window is displayed asking if the user wants to do a recount or send this for approval. If the user sends this for approval, an application message can be sent to the first approver. The transactions will receive the status Awaiting Approval.
    • If there are deviations not within the tolerances and if the user is an approver, a pop-up window is displayed asking if the user wants to recount the cash or approve the difference. If approve is selected, the deviation is recorded in the accounts according to the accounting option defined in 'Cash Desk. Open' (OIS210).
  6. If an approval is needed, the approver will recount or approve the reconciliation. When an approval has been performed, this is displayed in 'Cash Desk. Reconciliation Log' (OIS205). In (OIS205), the name of the person that counted the cash desk is also displayed.

  7. When all payment methods that use reconciliation are in status 'Approved', click F14='Validate' in the reconciliation panel to end the cash desk for the day. See Follow these steps to validate the cash desk.

Follow these steps to validate the cash desk

  1. Before filling on the G panel, perform these checks:

    • A selection on cash payment method is done on the B panel which forces a check of the cash amount before validating
    • All bank-related information, such as bank ID and check number, have been specified for payment by check
    • The payments for which payment date is before the date that you want to validate have all been validated (that is, no payment in status 20 with a payment date before the validation day exists)
    • The payments for which payment date is after the date that you want to validate have not been validated
    • No payments in status 20 with a payment date before the next validation date remain.
  2. Press F14='Validate' on the B panel to proceed to the G panel.

  3. Check the information on the G panel. The next delivery day is proposed as the default next validation date.

  4. Specify the next validation date. The date must not be before the payment date. Press 'Enter' to confirm validation.

    The cash desk is now closed. You can no longer add or change anything in the cash desk at this date. If parameter 'F14 transfers into accounting' is activated on 'Cash Desk. Open' (OIS210/F), the cash payments have been transferred into accounting. If not, they are ready and can be transferred by using 'Cash Desk. Transfer to FAM' (OIS218). The remaining cash amount has been moved to the next validation date.

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