Working with the cash journal

The Cash Journal tab displays a list of 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 both transactions that impact the cash bank but not a particular guest folio and transactions that do impact guest folios, such as cash or check settlement payments and pay outs.

To work with the cash journal:

  1. Select Front Desk > Cashier Banking.
  2. On the List View tab, select the cash bank record to work with and click the Cash Journal tab. A list of all active cash journal transactions for the cash bank and their posting dates is displayed.
  3. To add a new cash journal transaction, specify this information in the Journal Details section:
    Voucher Number
    The system generates a unique voucher number for each cash journal transaction. For example, a cash journal record can be created by any of the following 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.
    The voucher number is automatically generated based on the property parameter CASHJRNLVOUCNUMSEQ which defines the starting sequence number for cash journal voucher numbers.
    Detail Type
    Specify the type of cash transaction to complete: Cash Adjustment, Cash Check, Currency Exchange. Depending on the detail type selected, other fields within the Journal Details section are enabled or disabled.
    Currency In
    Specify the currency of the incoming transaction.
    Amount In
    Specify the value of the incoming transaction.
    Check Number
    If the incoming transaction is a check, specify the check number of the check received.
    Currency Out
    Specify the currency of the outgoing transaction.
    Amount Out
    Specify the value of the outgoing transaction.
    Note: Amount Out is automatically populated based on the value specified for Amount In and the corresponding Exchange Rate.
    Room
    Specify the room number of the guest associated with the transaction.
    Guest Name
    Specify the guest name of the guest associated with the transaction.
    ID Type
    Specify the type of identification document presented by the guest; for example, driver's license or passport.
    ID Number
    Specify the number of the identification document presented by the guest; for example, the driver's license number or passport number.
    Comments
    Specify any comments or additional information associated with the transaction as necessary.
  4. Click Save. The record is saved and added to the cash journal list.
  5. Select a cash journal to perform the Actions.
  6. Select Void option to default the Amount Out field with the negative amount of the original posting amount.

    The cash journal list grid is updated with these:

    • The Voided checkbox is selected for the original posting amount.
    • The new voided posting is added to cash journal list grid after the original posting.

      • The new Voucher number field is prefixed with V to the original posting voucher number.

    Note: 
    • You are not allowed to void a posting which is already voided.
    • You are not allowed to void a posting with Journal Detail Type set to CSHPMT, CKPMT, or PO.
    • If the Property parameter CURREXCHANGEFOLIO is specified with a value in the Parameter screen, the Currency Exchange transactions is blocked and the Void option is disabled in the Cashier Banking screen.
  7. Select this option to access the Bank Note Details screen. You can create, modify or delete existing currency detail records using this screen.

    You can also use this pop-up is to provide the banknote serial numbers for the currency exchange performed using the folio or cash journal screens.

  8. Specify this information in the Bank Notes section
    Currency In
    By default, the field display the currency type provided 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.
  9. Click Save. The record ID is saved in the list section.