Configure a Cash Desk for Registering Cash Payments

This document explains how you create a cash desk in order to register cash payments for cash invoices. This document also explains how you connect one or several users and a payment method to the cash desk. If a user and a payment method are not connected to a cash desk, you cannot use the cash desk when registering a cash payment.

You configure for cash desk payments when:

You want to create a new cash desk and you wish to connect a payment method to the cash desk, connect approvers, and give authorization to a user to register cash payments
You want to change the conditions for an existing cash desk concerning payment methods or authorization of users.

Outcome

One or several cash desks are defined and identified per facility.

The cash desk can be used to register cash payments of invoices. The registered payments can subsequently be selected and displayed in different ways to facilitate tracing of certain types of cash payments in the cash desk.

These tables are updated:

Cash desk data (OCASHD)
Cash desk - Payment method (OCASHP)
Cash desk - Authorization per user (OCASHA)
Cash desk - Connect approver (OCASHB)

Before you start

A facility must be defined in 'Facility. Open' (CRS008).
A user or users must be defined in 'User. Open' (MNS150).
A payment method or payment methods must be defined in 'AR Payment Method. Open' (CRS076).

Follow these steps

Specify cash desk identity and number of users

Start 'Cash Desk. Open' (OIS210/B).
Select the facility to which the cash desk will be connected. (Required)
Specify a cash desk identity of your choice (maximum of five characters) and select 'New' to show panel E.
On panel E, specify a cash desk name and description to facilitate identification of the cash desk. A cash desk name is required.
In the 'Multi-users' field, specify whether the cash desk will be used by more than one user.

Specify payment method and partial payment

Select a default payment method that will be retrieved automatically at registration of a cash payment.
Select a default payment method that will be retrieved automatically when validating a cash desk.
In the 'Allow partial payment' field, specify whether partial payment will be allowed when registering a cash payment.

Specify the reference cash desk amount

Specify an amount of money as a reference cash desk amount. Press Enter to proceed to panel F.
In the 'Confirm message' field on panel F, specify whether a warning message should be displayed when leaving 'Cash Payment. Open' (OIS215) by pressing F3='End' without having previously pressed F14='Validate'.

Specify payment methods and payment tolerances

Select which payment method is going to be used for cash payments, reconciliation, and positive and negative tolerances. (All fields are required)
In the 'Payment tolerance permitted' field, specify whether a payment tolerance is permitted.
Specify the maximum payment tolerance percentage and amount.

Specify reconciliation settings

In 'Reconciliation', specify whether reconciliation should be used as part of the end of day process.
If reconciliation is used, specify in the 'Payment tolerance permitted' field whether a payment tolerance is permitted.
If a payment tolerance is permitted, specify the maximum payment tolerance percentage and amount.
In the 'Display deviation' field, specify whether the deviation amount and the total of the transactions entered will be displayed in 'Cash Desk. Reconcile' (OIS207) and 'Cash Desk. Validate' (OIS217) when reconciliation has been performed.
In the 'Account option' field, specify which accounting option to use if a deviation is approved.

Select FAM function and VAT code

Select the FAM function to which the cash payments are going to be connected. (Required)
Select which VAT code should be used for payment tolerance.
In the 'F14 transfers into accounting' field, specify whether cash payments should be automatically transferred into accounting when validating the cash desk. Press 'Enter' to finish the configuration.

You have now created a cash desk. The next step is to connect a user and payment method to the cash desk.

Connect a user to a cash desk

Start 'Cash Desk. Connect User' (OIS212/B).

This program can also be started through option 12='Connect user' on 'Cash Desk. Open' (OIS210/B).
Select a facility.
On the E panel, activate the 'Authorization' field, which indicates whether the user is authorized to use the cash desk. Press 'Enter' to confirm the connection and you will return to panel B.

Repeat the steps from Connecting a User to a Cash Desk if you want to connect more than one user.

Connect a payment method to a cash desk

Start 'Cash Desk. Connect Payment Method' (OIS211/B).

This program can also be started through option 11='Connect payment method' on 'Cash Desk. Open' (OIS210/B).
Select a facility.
Select a cash desk and the payment method that you would like to connect to the cash desk. Select 'New' to display the E panel.
If the reconciliation functionality is used, specify whether or not this payment method will be reconciled.
Press Enter to confirm the connection and you will return to panel B.

Connect approver to a cash desk (if reconciliation is used)

Start 'Cash Desk. Connect Approver' (OIS209/B).
Select a facility.
Select a cash desk to which you would like to connect the approver. Select 'New' to display the E panel.
In the 'First approver' field, specify whether the approver is a first approver. The first approver will be automatically selected as the approver when the transactions are set to for approval at reconciliation.
In the 'Unavailable' field, specify if and when the approver is unavailable.
If the approver is unavailable, specify the substitute that will be set as approver the time the approver is unavailable. Press 'Enter' to confirm the connection and you will return to panel B.

Repeat the steps for Connecting an approver to a cash desk if you want to connect more than one approver.

Parameters to set

Parameters to set for Program ID/Panel (OIS210/E)


Field	The field indicates …
Multi-users	…whether more than one user is allowed to use the cash desk. The valid alternatives are: 0 = No, only one user can be connected to the cash desk. This means that this user will be the only one allowed to register payments in this cash desk. 1 = Yes, several users can be connected to the cash desk.
Cash desk type	...the type of cash desk. To better use and manage a cash desk, you can select a cash desk type. The available cash desk types are: virtual, physical, or safe. The type of each cash desk can be easily retrieved by viewing the subfile in (OIS210).
Workstation ID	...a physical workplace. If the cash desk type is set to physical or safe, the cash desk in M3 Business Engine must be connected to a physical workplace by assigning it a workstation ID. The workstation ID can represent a host name or similar and can be used to control which printers are used, for example.
Default payment method - Registration	…a default payment method, which is used at registration of a payment in 'Cash Payment. Open' (OIS215).
Default payment method - Validation	…a default payment method, which is used at validation of a cash desk; that is, when you close a cash desk at the end of a day in 'Cash Desk. Validate' (OIS217).
Externally managed credit card payments	...whether an external system from a third-party provider is used for credit card handling.
Allow partial payment	…whether partial payment is allowed in 'Cash Payment. Open' (OIS215). The valid alternatives are: 0 = No, do not allow partial payment 1 = Yes, allow partial payment.
Allow petty cash	...whether the cash desk will be able to handle petty cash transactions. Petty cash is used for managing smaller, unplanned expenses connected to a cash desk. To use petty cash, the petty cash functionality must be activated for the cash desk. An appropriate setup must be defined in 'AR Accounting Option. Open' (ARS020) regarding how the petty cash withdrawal should be accounted for. For more information, see Handling Petty Cash in Cash Desk
Allow credit card overpayment	…if you want to allow more to be paid by credit card than the required amount shown in 'Cash Payment. Open' (OIS215). If this is not set and the user tries to make an overpayment by credit card, a stop message is displayed.
Omit printout of cash payment details	...whether printing of cash payment details should be omitted when validating payments in (OIS215). If you do not select the check box, the cash payment details are automatically printed during payment validation. Cash payment details can be printed manually in 'Cash Payment. Print' (OIS223).
Check doubtful invoices	...whether doubtful invoices require checking during transfer to FIM. The updated accounting string of the doubtful invoice is used when transferring the payment to FIM. If you do not select the check box, the accounting string from 'CO Invoice. Display Account Entry' (OIS360) is used by payments of invoices.
Reference amount	…an amount of money in small change cash that you physically have in the cash desk when the day starts. It is expressed in the local currency. It will be subtracted when calculating the cash desk amount to remit when validating the cash desk in 'Cash Desk. Validate' (OIS217).
Last validation date	…the date of the last cash desk validation. The field is updated automatically after the last validation.
Cash desk amount	…the cash desk amount after the last cash desk validation. The amount is transferred automatically from the last validation.
Next validation date	…the next valid date for payments, which has been entered during the last validation.
Printer	…a printer ID from which printer settings can be retrieved at receipt printout. If a printer is specified for the Cash Desk, the printer settings for the user in 'Output Media Selection. Open' (MNS205) will be overruled and instead the printer settings from 'Printer. Open' (CRS290) for the specified printer will be used for the printout.

Parameters to set for Program ID/Panel (OIS210/F)


Field	The field indicates …
Confirm message	…whether a warning message should be displayed when leaving 'Cash Payment. Open' (OIS215) by pressing F3='End' without having previously pressed F14='Validate'. If the user leaves (OIS215) without pressing F14='Validate', the payments are not confirmed. The valid alternatives are: 0 = No, do not display warning message 1 = Yes, display warning message.
Payment method - Cash payment	…which payment method is used for cash payments. The payment method is used as a general sorting key for similar routines when handling customer payments. Payment methods for Accounts Receivable are defined in (CRS076). Each payment method is connected to a payment class, which is an ID used to classify different payment methods. The payment class is, in turn, connected to a payment type, which is a general designation for a category of payments (such as Cash or Draft).
Payment method - Reconciliation	…which payment method is used for reconciliation. Reconciliation is a financial term and it is used when you register a payment and choose the invoice to be paid. Reconciliation is created when the invoice's amount is equal to the paid amount, and is used when you pay an invoice with a credit note.
Payment method - Positive tolerance	…which payment method is used for positive tolerances. A positive tolerance is created when the paid amount is greater than the amount to pay.
Payment method - Negative tolerance	…which payment method is used for negative tolerances. A negative tolerance is created when the paid amount is less than the amount to pay.
Payment tolerance permitted	…whether a payment tolerance (see example below) is permitted when entering payments in 'Cash Payment. Open' (OIS215). The valid alternatives are: 0 = No, payment tolerance is not permitted 1 = Yes, payment tolerance is permitted.
Maximum payment tolerance percentage	… what percentage should be used for a maximum payment tolerance. When entering payments in 'Cash Payment. Open' (OIS215), and the percentage difference between the amount to pay and the paid amount is less than this percentage, a payment line is created automatically in the sub-file for this difference. If the percentage difference is greater than this percentage, the creation of a payment line must be confirmed manually for this difference. For example: The maximum payment tolerance percentage is 3 percent and the amount to pay is 100 SEK. The customer pays only 98 SEK. The difference between the amount to pay and the paid amount is 2 percent, which is less than the payment tolerance, and a line is created automatically for this difference. If the customer only pays 95 SEK, the difference will be 5 percent, which is more than the payment tolerance, and the payment line must be confirmed manually. The maximum percentage can be combined with the maximum amount (for example, 3 percent and 10 SEK).
Maximum payment tolerance amount	…what amount should be used as the maximum payment tolerance amount. This amount is expressed in local currency. When entering payments in 'Cash Payment. Open' (OIS215), and the difference between the amount to pay and the paid amount is less than this amount, a payment line is created automatically in the subfile for this difference. If the difference is greater than this amount, the payment line created must be confirmed manually for this difference. The maximum amount can be combined with the maximum percentage (for example, 3 percent and 10 SEK).
Check limit amount	...if a warning message should be displayed when the cash desk exceeds the amount limit specified in 'Cash Desk. Enter Amount Limits' (OIS206). You can control the amount permitted per cash desk by specifying the amount limits in (OIS206). A warning message is issued during cash payment transactions when the limit is exceeded informing the user to transfer the money to a safety box.
Reconciliation	…whether reconciliation is to be used as part of the end of day process. If reconciliation is activated and must be performed every day, the cash desk must be approved and reconciled before it can be validated in (OIS217). If the reconciliation is not used or if reconciliation is activated but with the possibility to skip days, the cash desk can be validated even if the transactions have not been reconciled.
Payment tolerance permitted	If no payment tolerance is permitted during reconciliation, any difference must be approved. If payment tolerances are permitted, they must be defined in the settings payment tolerance maximum percentage and payment tolerance max amount. Valid approvers must be defined per cash desk in 'Cash Desk. Connect Approver' (OIS209).
Maximum Payment tolerance percentage	...the maximum tolerance percentage. When performing the reconciliation and the percentage difference between the counted payments and the payment transactions are bigger than the payment tolerance percentage, the reconciliation must be approved by an approver. The maximum percentage can be combined with the maximum amount.
Maximum Payment tolerance amount	...the maximum tolerance amount. When performing the reconciliation and the amount difference between the counted payments and the payment transactions are bigger than the payment tolerance amount, the reconciliation must be approved by an approver. The maximum amount can be combined with the maximum percentage.
Display deviation	Select the check box if the deviation amount and the total of the transactions entered will be displayed in 'Cash Desk. Reconcile' (OIS207) and in 'Cash Desk. Validate' (OIS217) when reconciliation has been performed.
Accounting option	...If a deviation is approved, this accounting option is used to account the deviation.
FAM function	…the detail record under accounting event OI30 to which cash payments are connected.
VAT code	…the VAT rate for payment tolerance. The VAT type and VAT accounts are connected to the VAT code. The VAT type and VAT rate, as well as valid From dates, are updated in (CRS030).
Transfer to FIM	…whether cash payments should update Accounts Receivable when validating the cash desk through function key F14='Validate' in 'Cash Desk. Validate' (OIS217). The valid alternatives are: 0 = No, cash payments are not transferred into Accounts Receivable when validating the cash desk 1 = Yes, cash payments are automatically transferred into Accounts Receivable when validating the cash desk. Note: Payments can only be transferred into the financial system if connected invoices have been previously transferred to FIM.
Accounting option - cash movement	...the accounting option used for cash movement. When several cash desks are used within the same store, cash often needs to be moved between the cash desks. The accounting option is used as an intermediary account between the bank account ID connected to the cash desks in order to not get unbalanced account transactions.
Print Receipt	...whether a receipt will be created and printed after validation of a cash desk. Alternative/s: No, receipt is not used Yes Ask user whether to print receipt.
Receipt series	The field indicates the number series used when printing Cash desk receipts. The Number series type is C2.
Print invoices	The field indicates whether invoice copies will be printed after validation of a cash desk when the cash desk receipt is printed. Alternative/s: 0 = No 1 = Yes
Hide amount	The parameter is used to activate the functionality that hides the payment amounts in (OIS217). The parameter has two options for activating the functionality. The first alternative activates the functionality and hides the payment amounts in (OIS217) for all users. The other alternative hides the payment amounts for all users not set as approvers for the cash desk.
Permit on-account payments	...indicates whether the on-account payment functionality is activated. The on-account payment functionality accepts cash payment for one or more transactions or invoices, or a generic amount, on a credit customer account. This allow customers to bring in physical payment for open balances on their credit account. The cash accepted is handled exactly as the other invoiced transactions, held in cash on hand and managed through (OIS215). This cash will be manually applied to the customer's account through the accounts receivable department after the physical cash deposit is recorded.
On-account number series	...the on-account number series. The same ID may be used by other series if they belong to other types. For example, there may be a series A for order numbers as well as for invoice numbers, although they have separate number ranges and start values. This is used in the cash desk when making on-account payments but also when paying advance payment documents and payment documents.
Bank account identity	...the bank account ID to which the cash desk is connected. The bank account ID determines which accounting string will be used when money is moved into and out of the cash desk. This "internal" bank account keeps track of the transactions into and out of the cash desk.
Send application message	Select the check box to send an application message to the credit department reference when an on-account payment occurs. The application message is sent to the credit department reference on the payer (CRS610). If the credit department reference is blank on the payer, then it is sent to the credit department reference on the cash desk (OIS210).
Credit department reference	...a reference code for the credit manager. The codes are defined in (ARS025).

Parameters to set for Program ID/Panel (OIS210/G)


Field	The field indicates …
Permit creation of checks	...whether creation of outgoing checks is permitted. Check creation is used in order to print a check against a credit note. When the check is permitted, you can print a physical check in (OIS215). The payment method is against accounts payable since the functionality refers to outgoing payments. Note: It is important to set the same payment method for accounts receivable to get the validation process in (OIS217) to work.
Bank account identity	...the bank account ID on which the check will be created.
Payment method - accounts payable	...a method for how the payment is processed. Payment methods are used as general sorting keys for similar procedures when processing customer and supplier payments. Payment methods for accounts payable are defined in (CRS071). Each payment method is connected to a payment type, which is an ID used to classify different payment methods. Payment types are separate sets of specific settings, which are in turn connected to a payment class. Payment class is a general designation for a category of payments (such as Cash, Draft, Direct debiting).
Original payment method	The setting is used to activate the functionality of selecting payment methods from the original invoice. This parameter has three alternatives: The functionality is not activated. The functionality is activated and after a payment method is selected, the payment method field in (OIS215) will be protected until the payment is added. The functionality is activated and changes in the payment method are allowed in (OIS215), even though the original payment method has already been selected.
Change payment facility	The setting is used to activate the functionality to allow changing the payment facility of the invoices entered in (OIS215).
Default payment facility	The setting is used to specify the default payment facility when using the change payment facility functionality. The setting only becomes visible if the Change payment facility parameter is activated.