Cash Journal (219) - UACN MARKETPLACE | ….. your...

EHP3 for SAP ERP 6.0

June 2008

English

Cash Journal (219)

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

Business Process Documentation

SAP Best Practices Cash Journal (219): BPD

© SAP AG of 32

Copyright

© Copyright 2008 SAP AG. All rights reserved.

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© SAP AG of 32

Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the

ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.


© SAP AG of 32

Contents

1 Introduction ................................................................................................................................6

1.1 Purpose ..............................................................................................................................6

2 Prerequisites..............................................................................................................................6

2.1 Master Data ........................................................................................................................6

2.2 Roles ..................................................................................................................................7

3 Process Overview Table ...........................................................................................................7

4 Business Processes ..................................................................................................................7

4.1 Posting Income Cash Operations ......................................................................................7

4.1.1 IMPREST RECEIPT ...................................................................................................7

4.1.2 OTHER SALES PROCEEDS CASH ..........................................................................9

4.1.3 RECEIPT FROM ASSET SALE ............................................................................... 11

4.1.4 RECEIPT FROM CUSTOMER ................................................................................ 11

4.1.5 RECEIPT FROM EMPLOYEE CASH ...................................................................... 12

4.1.6 RECEIPT FROM VENDOR CASH .......................................................................... 13

4.1.7 SALE OF DAMAGED PRODUCTS ......................................................................... 14

4.1.8 SALE OF FUEL PRODUCTS .................................................................................. 15

4.1.9 SALE OF LUNCH TICKETS .................................................................................... 16

4.2 Posting Outgoing Cash Operations ................................................................................ 17

4.2.1 CASH AND TOUR ADVANCE ................................................................................. 17

4.2.2 COSTS PAID WITH CASH ...................................................................................... 18

4.2.3 LODGMENT TO BANK – CASH .............................................................................. 19

4.2.4 PAYMENT TO EMPLOYEE OTHER ....................................................................... 19

4.2.5 PAYMENT TO VENDOR – CASH ........................................................................... 20

4.3 Posting Cheque Operations ............................................................................................ 21

4.3.1 Lodgment to Bank - Cheques .................................................................................. 21

4.3.2 OTHER SALES PROCEEDS CHEQUE .................................................................. 22

4.3.3 RECEIPT FROM ASSET SALE ............................................................................... 24

4.3.4 RECEIPT FROM CUSTOMER ................................................................................ 24

4.3.5 RECEIPT FROM EMPLOYEE CHQ ........................................................................ 25

4.3.6 RECEIPT FROM VENDOR CHQ ............................................................................ 26

4.3.7 RECIEPT FROM CUSTOMER CHQ ....................................................................... 27

4.3.8 SALE OF DAMAGED PRODUCTS ......................................................................... 28

4.4 General Ledger Posting Overview .................................................................................. 29


© SAP AG of 32

4.5 Income and Outgoing Cash Orders Layout (KO-1, KO-2 (n/a) ....................................... 30

4.6 Cash Journal Layout (KO-3) (n/a) ................................................................................... 30

4.7 Cash Ledger Layout (KO-4) ............................................................................................ 31


© SAP AG of 32

Cash Journal

1 Introduction Cash journal is used for posting, overview and changing of following cash operations on one screen.

Transfer cash to bank

Cash to be accounted for employee

Payment to vendors

Receiving cash from bank

Receiving cash from customers/vendors

If it is needed, you can create additional cash operations.

1.1 Purpose

Cash journal is used for management of cash income and outcome. Initial balance and turnover amounts are calculated automatically. It allows doing posting by GL accounts, vendor, employee, and customer accounts.

Cash journal should be created for each currency, (e.g. NGN, USD, EUR & GBP). Following document demonstrates posting of cash operations.

2 Prerequisites

2.1 Master Data

You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:

Master Data Value Selection Comment

Customer * All Cash management planning group needs to be assigned to a customer.

For master data creation, compare Central Master Data (152) scenario

Vendors * All Cash Management Planning Group needs to be assigned to a vendor.

For master data creation, compare


© SAP AG of 32

Master Data Value Selection Comment

Central Master Data (152) scenario

G/L Accounts *

2.2 Roles

Business Role Details Activity Transaction

SAP_BPR_CASHACC-K Accountat-cashier

FBCJ

3 Process Overview Table Process step External

process reference

Business condition

Business role

Transaction code

Expected results

Income Cash from Bank

Accountat-cashier

FBCJ

Income Payment Posting

Accountat-cashier

FBCJ

Transfer Cash to Bank

Accountat-cashier

FBCJ

Outgoing Payment Posting

Accountat-cashier

FBCJ

General Ledger Posting Overview

Accountat-cashier

FBCJ

Cash Journal Layout

Accountat-cashier

FBCJ

4 Business Processes

4.1 Posting Income Cash Operations

4.1.1 IMPREST RECEIPT

Use

The following example describes cash received from bank


© SAP AG of 32

Prerequisites

Company receives cash from bank.

Procedure

1. Access the activity using one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Accounting Financial Accounting Banks Incomings Cash Journal

Transaction code FBCJ

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role SAP_BPR_CASHACC-K (Accountat-cashier)

Business role menu Keep a Cash Journal Cash Journal

2. Make the following entries:

Field name Description User action and values Comment

Company code

CORPRATE CENTER

1000

UNICO

2000

CAP

3000

UFL

4000

SWAN

4010

GCL

5000

3. If you see cash journal for some previous data, choose Today.

4. Make the following entries on Cash receipt screen:


Business transaction

IMPREST RECEIPT


© SAP AG of 32

G/L Account * E.g 161614

Amount 1500000

Text

5. Choose Enter.

6. Select line with current operation.

7. Choose Save selected entries and system will save this entry in cash journal.

8. Choose Post selected entries. It causes posting ing General Ledger.

9. Choose Receipt. On the selection screen, you will see layout of outgoing cash order for printing.

4.1.2 OTHER SALES PROCEEDS CASH

Use

The following example describes how to enter operation of other income payment in cash

Prerequisites

Company receive cash from customer/Vendor, it is needed to print income cash order.

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000

Cash journal


Cash journal <cash journal number>


© SAP AG of 32

CORPRATE CENTER

1000

UNICO

2000

CAP

3000

UFL

4000

SWAN

4010

GCL

5000


4. Make the following entries on Cash receipt screen:



OTHER SALES

PROCEEDS CASH

Amount 30000

G/L Enter G/L Account

Text

Customer/Vendor/Asset

<select customer,

vendor or asset>

5. Choose Enter.



8. Choose Post selected entries. It causes posting in General Ledger.

9. Choose Receipt. On the selection screen, you will see layout of outgoing cash order for printing.

Result

Posting by cash account and customer account. You can check them by selecting Follow-on doc.


© SAP AG of 32

4.1.3 RECEIPT FROM ASSET SALE

Use

The following example describes how to enter operation for cash received from the sale of an asset.

Prerequisites

Company receive cash from customer/Vendor, it is needed to print income cash order

Balance in cash should be enough to post operation

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000



4. Make the following entries on Cash receipts screen:

To execute this activity, run process steps 4 – 9 of other sales proceeds cash in this document, using the relevant master data for this transaction.

4.1.4 RECEIPT FROM CUSTOMER

Use


© SAP AG of 32

The following example describes how to enter operation for income payment in cash by customer

Prerequisites

Company receives cash from customer.

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000





4.1.5 RECEIPT FROM EMPLOYEE CASH

Use

The following example describes how to enter operation for income payment in cash by employee

Prerequisites

Company receives cash from Employee.

Procedure




© SAP AG of 32








Company code 1000, 2000, 3000, 4000, 4010 or 5000





4.1.6 RECEIPT FROM VENDOR CASH

Use

The following example describes how to enter operation for income payment in cash by vendor for cases like repayment

Prerequisites

Company receives cash from Vendor.

Procedure






Business role SAP_BPR_CASHACC-K


© SAP AG of 32

(Accountat-cashier)




Company code 1000, 2000, 3000, 4000, 4010 or 5000





4.1.7 SALE OF DAMAGED PRODUCTS

Use

The following example describes how to enter operation for cash received from the sale of damaged products.

Prerequisites

Company receive cash from the sale of damaged products.

Procedure










Company code 1000, 2000, 3000, 4000,


© SAP AG of 32

4010 or 5000




To execute this activity, run process steps 4 – 9 of other sales proceeds cash in this document, using the relevant master data for this transaction

4.1.8 SALE OF FUEL PRODUCTS

Use

The following example describes how to enter operation for cash received from the fuel reserve to employee.

Prerequisites

Company receives cash from the sale of fuel.

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000





© SAP AG of 32


4.1.9 SALE OF LUNCH TICKETS

Use

The following example describes how to enter operation for cash received from lunch ticket.

Prerequisites

Company receives cash from the sale of lunch tickets

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000






© SAP AG of 32

4.2 Posting Outgoing Cash Operations

4.2.1 CASH AND TOUR ADVANCE

Use

The following example describes how to enter operation for payment of an employee for cash and tour advance

Prerequisites

Approval must have been made for the payment

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000



4. Make the following entries on Cash payment screen:



CASH AND TOUR

ADVANCE

Amount 2000 Paid amount should not exceed balance in cash journal

GL

Text

Vendor <select employee>


© SAP AG of 32

5. Choose Enter.




9. Choose Receipt. On the selection screen, you will see layout of income cash order for printing.

4.2.2 COSTS PAID WITH CASH

Use

The following example describes how to enter operation for payment that involve cost in

Prerequisites

Cost must have been incurred and about to be paid for.

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000



4. Make the following entries on Cash payment screen:

To execute this activity, run process steps 4 – 9 of cash and tour advance in this document, using the relevant master data for this transaction


© SAP AG of 32

4.2.3 LODGMENT TO BANK – CASH

Use

The following example describes how to enter operation for cash lodgment in bank

Prerequisites

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000



4.

To execute this activity, run process steps 4 – 9 of cash and tour advance in this document, using the relevant master data for this transaction.

4.2.4 PAYMENT TO EMPLOYEE OTHER

Use


Prerequisites

Procedure




© SAP AG of 32








Company code 1000, 2000, 3000, 4000, 4010 or 5000



4.


4.2.5 PAYMENT TO VENDOR – CASH

Use


Prerequisites

Procedure











© SAP AG of 32

Company code 1000, 2000, 3000, 4000, 4010 or 5000



4.


4.3 Posting Cheque Operations

4.3.1 Lodgment to Bank - Cheques

Use

The following example describes how cheques are lodged in the Bank.

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000


Check Receipt screen: Select line with the cheque to be lodged.

3. Select Present Check

4. On the Clear Checks Screen


No. of Checks 1

Amount The value of the


© SAP AG of 32

Cheque is defaulted as 5,000.00

Business Trans. LODGEMENT TO BANK -

CHEQUE

G/L GL account number for checks received

e.g 161612

Posting date E.g. Current Date

Value Date E.g. Current Date


6. In the dialogue box, enter NWBC and select either print or print preview to display print preview.

7. Select back then Choose Post selected entries. It causes posting in General Ledger.

4.3.2 OTHER SALES PROCEEDS CHEQUE

Use

The following example describes how to enter operation of other income payment in Cheque

Prerequisites

Company receive Cheque from customer/Vendor, it is needed to print income Cheque order.

Procedure



SAP ECC menu Accounting Financial Accounting Banks Incomings cash Journal



Business role SAP_BPR_CHEQUEACC-K (Accountat-Chequeier)

Business role menu Keep a cash Journal cash Journal



Company code 1000, 2000, 3000, 4000, 4010 or 5000

Cash journal


© SAP AG of 32



CORPRATE CENTER

1000

UNICO

2000

CAP

3000

UFL

4000

SWAN

4010

GCL

5000


4. Make the following entries on Cheque receipt screen:



OTHER SALES

PROCEEDS CHEQUE

Amount 30000

G/L Enter G/L Account

Text

Customer/Vendor/Asset

<select customer,

vendor or asset>

5. Choose Enter.




9. Choose Receipt. On the selection screen, you will see layout of outgoing Cheque order for printing.

Result


© SAP AG of 32

Posting by Cheque account and customer account. You can check them by selecting Follow-on doc

4.3.3 RECEIPT FROM ASSET SALE

Use

The following example describes how to enter operation of income payment in Cheque for the sale of an asset

Prerequisites

Company receive Cheque from sale of asset, it is needed to print income Cheque order.

Procedure









3. If you see Cheque journal for some previous data, choose Today.



4.3.4 RECEIPT FROM CUSTOMER

Use

The following example describes how to enter operation of income payment in from a customer in Cheque

Prerequisites

Company receive Cheque from customer, it is needed to print income Cheque order.


© SAP AG of 32

Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000

Cash journal



3. If you see Cheque journal for some previous data, choose Today.



4.3.5 RECEIPT FROM EMPLOYEE CHQ

Use

The following example describes how to enter operation of income payment in Cheque from an employee

Prerequisites


Procedure




© SAP AG of 32








Company code 1000, 2000, 3000, 4000, 4010 or 5000

Cash journal






4.3.6 RECEIPT FROM VENDOR CHQ

Use

The following example describes how to enter operation of income payment in Cheque from a vendor

Prerequisites


Procedure






© SAP AG of 32






Company code 1000, 2000, 3000, 4000, 4010 or 5000

Cash journal






4.3.7 RECIEPT FROM CUSTOMER CHQ

Use

The following example describes how to enter operation of other income payment in Cheque from a customer.

Prerequisites


Procedure









© SAP AG of 32



Company code 1000, 2000, 3000, 4000, 4010 or 5000

Cash journal






4.3.8 SALE OF DAMAGED PRODUCTS

Use

The following example describes how to enter operation of other income payment in Cheque from the sale of bad and damaged products

Prerequisites


Procedure










Company code 1000, 2000, 3000, 4000, 4010 or 5000


© SAP AG of 32

Cash journal






Result

Posting by Cheque account and customer account. You can check them by selecting Follow-on doc

4.4 General Ledger Posting Overview

Use Transaction allows analyze General ledger postings that appear as the result of income and outgoing cash operations.

Prerequisites

Previous steps are executed (posted income and outgoing cash operations).

Procedure








2. Choose any posted line with cash operation.

3. Choose Follow-on doc. (or via menu: Goto FI Follow-on documents).


© SAP AG of 32

If displayed information is not enough for documents analysis, it is possible to increase number of analytical parameters. Choose General Ledger View.

4.5 Income and Outgoing Cash Orders Layout (KO-1, KO-2 (n/a)

Use Transaction allows prepare and print cash income and outcome orders.

Prerequisites

Previous steps are executed (posted income or outgoing cash operations).

Procedure








2. Choose any posted line with cash operation. At the selection screen Cash payments for outgoing cash order and at the screen Cash receipts for incoming cash order.

3. Choose Receipt. On the selection screen, you will see layout of income cash order/outgoing cash order for printing.

4.6 Cash Journal Layout (KO-3) (n/a)

Use Transaction allows prepare and print cash journal.

Prerequisites


Procedure


© SAP AG of 32



SAP ECC menu Accounting Financial Accounting Banks Incomings

Transaction code




2. Make the following entries on the screen:


Cash account 50101000

Company Code 1000, 2000, 3000, 4000, 4010 or 5000

Key dates 01.05.08 – 31.05.08 It can be either defined date or range of dates.

G/L Account 70101000 For wages outgoing payment

Cash Journal Number

0001

KO-3 X

4. Choose Execute.

5. You can see in journal information on all operations of cash income and outcome for current cash journal.

4.7 Cash Ledger Layout (KO-4)

Use Transaction allows prepare and print cash ledger.

Prerequisites


Procedure




© SAP AG of 32






6. Choose Print cash journal.

7. You can see in journal information on all operations of cash income and outcome for current cash ledger.

In the header of Cash ledger can be either defined date or range of dates.

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