Opera 3 Cashbook Training Manual

Transcription

1 Opera 3 Cashbook Training Manual

2 Contents Module Overview... 3 Cashbook Processing... 3 Viewing Historical Transaction... 4 Nominal Ledger Posting... 4 Purchase Ledger Postings... 5 Sales Ledger Postings... 5 Bank Transfer... 6 Reconcile... 7 Posting Whilst Reconciling... 8 Matching... 8 Recurring... 9 Batch Processing R Cashbook

3 Module Overview This module allows all monetary related transactions (Nominal, Sales, Purchase and Payroll) to be viewed in one location. Accounts can be created for Banks (one per account number) and/or petty cash. The module allows for receipt and payments to be made from the previously mentioned modules, enter bank charges/interest and transfers to be recorded. Recurring entries can be automated for frequent payments and receipts. (Rather than having to re-enter the same values and details each time). The reconciliation process allows the validation of transactions against the bank statement within any duration. Cashbook Processing Cashbook Processing Screen A description of the bank can be recorded. The Petty Cash option allows the sort code and account number to be disabled. The Current value displays the sum of the transaction for the account. The Reconciled amount shows the sum of the transactions that have been validated against the bank statements. The Unreconciled is the difference between the current and the reconciled amounts. Cashbook Action Menu Controls The account Controls allow you to set an overdraft limit and override the next reconciliation, statement, paying in slip and cheque number. R Cashbook

4 Viewing Historical Transaction Transactions can be displayed within a date range or by viewing transactions that are currently reconciled or/and unreconciled. (Outstanding). View Screen Working left to right; the user is able see the date of posting, posting reference, type of transaction, payment/receipt value, a running reconciliation balance, date of reconciliation and statement number. Further details can be displayed by using the Transaction tab for batch entries or Memo when the transaction relates to an allocation. Nominal Ledger Posting Payments or Receipts that do not relate to either a customer or supplier can be posted into the Cashbook using this facility. Nominal Posting Screen Type Either payment or receipt Cashbook Type Choose from the pre-defined list (These can be added by the user under Cashbook Utilities, Cashbook Types ). Reference Any reference to the transaction (appears in the second column in the above image) Date Date of the transaction (appears in the first column of the above image) VAT If the opposite side of this transaction is subject to VAT then this option will need checking to allow VAT processing to record the information correctly. On clicking the OK button, the following form will be displayed for payment transactions. The options allow remittances or cheques to be printed. If the transaction is to be paid by BACS, then the lower three fields will become enabled on checking the BACS option. Nominal Ledger Payment Details Screen The Payee option allows the recording of the Payee or a list of pre-defined payee s can be selected. R Cashbook

5 Purchase Ledger Postings Payments or refunds for Suppliers can be recorded using this facility. Purchase Ledger Posting Screen Posting Type Select from either payment or refund Supplier Enter Supplier name or account number Balance This displays the balance outstanding for this account Ref 1 A reference to the transaction Ref 2 Select from a pre-defined list of payment types. (These can be created from Purchase Ledger s Utilities, Payment Names ). Transaction Value The value of the transaction On Account Whether the payment/refund should be allocated or just placed on account Sales Ledger Postings Receipts or refunds for Customers can be recorded using this facility. Sales Ledger Posting Posting Type Select from either receipt or refund Supplier Enter the Customer s name or account number Balance This displays the balance outstanding for this account Ref 1 A reference to the transaction Ref 2 Select from a pre-defined list of receipt types Transaction Value The value of the transaction On Account Whether the payment/refund should be allocated or just placed on account R Cashbook

6 Bank Transfer This facility will allow monies to be transferred from this account to any other account. (It can be either a Cashbook or Nominal account). Bank Transfer Screen Cashbook Type Can be any type that is defined as a transfer. Reference - Any reference to the transfer Value Value to be transferred out of the account. Date Date of transfer On clicking the OK button the following screen will be displayed; Bank Transfer Details Screen You may now enter one or more accounts for the monies to be transferred to. Note - the page down option will save the account, value and comment. By pressing the escape key will allow the transfer to be completed. (Once the difference has become zero). Clicking OK will complete the transfer. R Cashbook

7 Reconcile The reconcile procedure allow the user to verify the transactions within the Cashbook against individual accounts. This procedure requires the user to be in possession of a statement from the bank. Reconcile Criteria The initial screen will request the dates of the reconciliation and statement, along with the range of statement numbers being reconciled. The Brought Forward Balance refers to the total amount reconciled previously. The Statement Balance is the current balance amount on this statement. It will be the amount between these two figures that will be reconciled. On clicking OK, a list of un-reconciled transactions will be displayed. Reconcile Screen On pressing the spacebar, the highlighted row will be reconciled. This will then populate the Balance column with running reconciled balance figure and the Line column will be populated with a count of lines reconciled. (Increments of 10). The Difference figure in the bottom right-hand side will update after each line is reconciled. Once all lines on the statement have been matched, the Difference figure will be at zero. Clicking OK will complete the reconciliation process. If the Difference figure is not equal to zero, the option to save the reconciliation at this stage will be presented and the next time the Reconciliation routine is selected, the user will enter the current reconciliation. R Cashbook

8 Posting Whilst Reconciling Whilst reconciling the Cashbook, it may be necessary to make a posting for a transaction that appears on the statement but not on the Cashbook. (Transactions such as bank charges or interest). Reconciling Action Menu Selecting Post from the Action menu will enable the posting of either a Nominal, Sales or Purchase Ledger posting. Posting Selection On completing the required posting, the system will return to the Reconciliation screen with the additional transaction now appearing in the list. Matching If a transaction has been cancelled, a contra transaction will need posting. If this is the case, using the matching routine, the two entries can be matched together so they will be removed from future reconciliations. Matching Screen Select the items that need matching off by highlighting the transaction and pressing the spacebar. When the balance returns to zero, it will be possible to select the OK button and complete the matching exercise. R Cashbook

9 Recurring Repetitive postings can be set up so they are automatically posted through the Post Recurring routine located within Utilities. (Again, these could be transactions such as direct debits for electric or rent etc). To set up a Recurring entry, select the bank account the transaction will affect and select the Recurring facility from the Action button. Recurring Screen Add a new record (Ctrl+N) and specify the Type of posting, Enter the Frequency and Times to Post. The next posting date can be set and subsequent posting will use increments of this date. To enter the details of the posting selecting page down or F6 and the following screen will appear; Recurring Detail Screen Specify the accounts and values for the recurring entries and select OK. Recurring entries can be selected for posting with the Post Recurring routine within Utilities. R Cashbook

10 Batch Processing A Batch is when several transactions are grouped together and appear in the statement as one amount (i.e. Paying-in-slip for cheques, BACS payments to suppliers or wages paid via BACS). Cashbook will batch these transactions together automatically (as long as the correct cashbook type has been selected when posting the transaction) Batch Processing Selection By selecting the relevant bank, you can review open batches and complete them so no more transaction can be added to the batch. Bank Processing Screen Choosing (Un) Complete from the action button will close any open batches. Note - Batched will not be available for reconciling until they have been completed! R Cashbook