Working with the cash journal

You can view the cash transactions associated with a cash bank that is currently in use. Cashiers and front desk personnel can use the cash journal to record cashed checks, currency exchanges, and cash adjustment transactions. The cash journal records transactions that impact the cash bank but not a particular guest folio and transactions that impact guest folios, such as cash or check settlement payments and pay outs.

  1. Select Front Desk > Cashier Banking. TheCashier Banking screen is displayed.
  2. Select the cash bank in the dataspy.
  3. Click the Cash Journal tab. By default, the values in the Bank Use Status and Assigned To fields are displayed. You can also view all the active cash journal transactions of the cash bank and the posting dates.
  4. Specify this information in the Journal Details section to add a new cash journal transaction:
    Voucher Number
    The system generates a unique voucher number for each cash journal transaction.
    Note: 
    1. A cash journal record can be created using these screens:
      • Folio: For cash, check, or paid out postings.
      • Advance Deposit: For cash or check deposits.
      • Gift Card: For cash or check payments.
      • Check Out: For cash or check auto settlements.
      • Cash Journal: For any journal detail type posted.
      • Close Bank: When a cash detail for a shift posts a cash drop.
    2. The voucher number is automatically generated based on the CASHJRNLVOUCNUMSEQ property parameter which defines the starting sequence number for cash journal voucher numbers.
    Detail Type
    The type of cash transaction to complete. Available options:
    • Cash Adjustment
    • Cash Check
    • Currency Exchange
    Note: Based on the selected type the related fields are enabled.
    Currency In
    The currency of the incoming transaction.
    Amount In
    The value of the incoming transaction.
    Note: In Russia, the fiscal printers are used if Detail Type is set to Cash Adjustment and the currency is property currency.
    Check Number
    The unique check number of the received check for the incoming transaction.
    Note: You must specify this value if Detail Type is set to Cash Check.
    Reference Identifier
    The unique code to identify the account is displayed. The application defaults the Reference Identifier of the specific Account.
    Currency Out
    The currency of the outgoing transaction.
    Amount Out
    The value of the outgoing transaction.
    Note: 
    • This value is calculated and displayed based on the value specified in the Amount In and Exchange Rate fields.
    • In Russia, the fiscal printers are used if Detail Type is set to Cash Adjustment and the currency is property currency.
    Room
    The room number of the guest associated with the transaction.
    Account Name
    The account name associated with the guest stay. The application displays the values of fields related to the guest stay.
    Guest Name
    The name of the guest associated with the transaction.
    ID Type
    The identification document type of the guest For Example, driver's license or passport.
    ID Number
    The unique number of the identification document. For Example, the driver's license number or passport number.
    Note: In the grid
    • The value in the Passport Number and ID Number fields are masked based on the value specified in the MASKPERSONALINFORMATION property parameter.
    • The MASKPERSONALINFORMATION property parameter is not applicable when the VVIP functionality is enabled for the property.
    Comments
    The comments or additional information of the transaction.
  5. Click Save. The record is saved and added to the cash journal list.
    Note: 
    • You can select Actions > Void option to default the Amount Out field with the negative amount of the original posting amount. The application selects the Voided check box, adds a voided posting to the grid and prefixes the voucher number with V to indicate that it as a void transaction. However, You cannot void a posting which is already voided.
      1. You cannot void a posting with Journal Detail Type set to CSHPMT, CKPMT, or PO.
      2. The Void option is disabled and Currency Exchange transactions are not allowed if value is specified in the Property parameter CURREXCHANGEFOLIO in the Parameter screen.

        You can select Actions > Bank Note Details to view the bank details in a screen. You can create, modify or delete existing currency detail records using this screen.

    • You can also use this window to provide the banknote serial numbers for the currency exchange performed using the folio or cash journal screens.
    Specify this information in the Bank Notes section
    Currency In
    The application defaults this value based on the value specified in the Cash journal/Folio tab.
    Denomination
    The value associated to the currency type.
    Note: The range is set with minimum value has 1 and maximum value as 999999999999999.
    Serial Number
    This is an alphanumeric value assigned to each bank note that consists of the bank code and numbers.
    Comments
    The text provided for the bank note.
  6. Click Save. The record ID is saved in the list section.