Cash Transactions

This option allows you to maintain details of day-to-day transactions made in terms of cash such as cash in hand, cash in imprest etc. User can enter the voucher details related to cash. IMMS also allows to make Contra Entries between Cash Books. A list of already defined Cash Books is available to make respective entries.

A list of already existing Cash Transactions will be displayed as follows -

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Filter By:

IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization' or 'Deleted'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized. Selecting 'Deleted' will display all the deleted records.

Once a Cash Transaction is raised, it may or may not need to be authorized.   Authorization of Cash Transaction is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option (- for Cash Payment, - for Cash Receipt) in Administrator Tools Module. Read more...   If the flag is set as 'On', it becomes compulsory to authorize Cash Transactions through Cash Transactions Authorization option. Only after authorizing the Transaction, its related Books will be updated. Once Authorized, a Cash Transaction can not be edited or deleted. To authorize a particular Transaction, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the button to finally authorize the selected records.   If the flag is set as 'Off', it is not compulsory to authorize Cash Transaction. They will be authorized automatically by the system as soon as they are generated. Subsequently the Book will be updated as well on saving the Transactions.

Cash Transactions can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Cash Transaction, click on the button and to 'Edit', click on the icon on its corresponding record. Click on icon to 'Delete' a particular Cash Transaction. To 'View' details of a particular Cash Transaction, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of Transactions

Please note that IMMS allows to 'Add', 'Delete' and 'Edit' transactions belonging to either current financial year or the previous financial year only. Although you can view transactions belonging to any existing financial year through 'View' mode.

Please note that you can NOT 'Edit' or 'Delete' an authorized Voucher.

Field Description of Transactions

Cash Transactions

Book:

While 'Adding', click on the field to access a list of already existing Cash Books defined through Book Master Maintenance option option. Select your desired Book from the list by clicking on it. Alternatively you can also enter the Book Code.

 

In case of 'Edit' , and 'View', Book will be displayed automatically for the selected record. You can not change it.

 

Transaction For:

Denotes the Type of Transaction.

 

While 'Adding', select either 'Cash Receipt' or 'Cash Payment' as per your requirement from the given popup. Press <TAB> after selecting.

 

In case of 'Edit' , and 'View', Transaction For will be displayed automatically for the selected record. You can not change it.

Voucher Year:

While 'Adding', current financial year is displayed by default. You can change it to previous financial year if you want to change or add transactions belonging to the previous year.

In case of 'Edit' , and 'View', Voucher Year For will be displayed automatically for the selected record. You can not change it.

Group:

Denotes the Group of the Voucher.

 

While 'Adding', please note that the selected Cash Book Code will be displayed automatically. You can NOT change it.

 

In case of 'Edit' , and 'View', Group will be displayed automatically for the selected record. You can not change it.

Location:

Denotes the Site of the Voucher.

 

While 'Adding', the current logged in Site will be displayed by default. You can change it. Click on the field to access a list of already defined Sites for the currently selected Company through Site Master option of Administrator Tools Module. Select your desired Site from the list by clicking on it. Alternatively you can also enter the Site Code.

 

Please note that only those Sites will be displayed/accepted for which the logged-in user has the rights to access.

 

In case of 'Edit' , and 'View', Location will be displayed automatically for the selected record. You can not change it.

Number:

(Type : Alphanumeric, Length : 6)

While 'Adding', Voucher Number is either generated automatically or entered manually by the user.

 

Generation of Voucher Number is a flag driven option and depends upon the setting of flag 'Auto Number Generate Required' ( - for Cash Payment, - for Cash Receipt) through Document Control Master option in Administrator Tools Module. Click here to read more about the flag...   If the flag is 'On', a new Voucher Number will be automatically generated by the system and incremented by one for current financial year.   If the flag is 'Off', the User can enter a unique Voucher Number manually. The system also ensures that the Number entered is a unique one.

In case of 'Edit' , and 'View', Number will be displayed automatically for the selected record. You can not change it.

Voucher Date:

Specifies the Date of the Voucher.

 

While 'Adding' a new Cash Transaction, today's date is displayed by default.

 

You can change it but it depends on the flag 'Do You Require Period End Facility in Core Finance Transactions?' set through Finance Period End Settings option in Administrator Tools Module. Click here to read more about the flag...   If the flag is set as 'On', than the Date should fall within the start date and end date of the Current Period.   In case the flag is set as 'Off', the date should fall within the start date and end date of the selected financial year. For example, if the Voucher Year is 11-12 than in that case the Date should be between 01/04/2011 and 31/03/2012.

 

In case of 'Edit' , and 'View', Date will be displayed automatically for the selected Voucher Number. You can change it in 'Edit' mode.

Click on the button to continue.

Screen Layout of Payments / Receipts Account Details

While 'Adding' a new Cash Transaction, a blank grid will be displayed. You can start entering the details.

In case of 'Edit', and 'View', the grid will be automatically populated and displayed with Transaction Details belonging to the selected Voucher Number. You can change the data in 'Edit' mode as long as the Transaction has not be authorized.

Field Description of Payments / Receipts Account Details

Transaction Amount:

(Type : Numeric, Length : 9.4)

Enter the Amount in Domestic Currency. Press <TAB>.

This should be the amount to be credited in the selected Cash Book in case the Transaction Type is selected as 'Cash Payment'. Similarly, in case the Transaction Type is selected as 'Cash Receipt', this should be the amount that will be debited in the selected Cash Book.

Click on button to enter more transactions. As a result, a new row will added in the end of the grid.

Once Amount is entered, you can start entering the transactions in the grid provided as follows -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Account Group:

Specifies the Code of Account Group.

Click on the field to access a list of Account Groups and Sub Groups defined through Account Master Entry option. Please note that all Account Groups will be displayed expect those that have Group Type =  'Bank'. Select your desired Account Group or Sub Group from the list by clicking on it. Alternatively you can also enter the Account Group Code or Sub Group Code. Press <TAB>.

Acc Grp Description:

Name of the selected Account Group Code or Sub Group Code will be displayed automatically.

Account Code:

Specifies the Account Code.

Click on the field to access a list of Accounts belonging to the selected Account Group or Sub Group defined through Account Master Entry option. Select your desired Account from the list by clicking on it. Alternatively you can also enter the Account Code. Press <ENTER>.

You can not select an Account that has been deactivated through Account Master Entry option. The help list will also not display such Accounts.

Account Name:

Name of the selected Account Code will be displayed automatically.

Account Type:

Click on the field for the Cost Center/Profit Center wise breakup of the Amount. Please note that Cost/Profit Center breakup can be entered only for Income and Expense Accounts. Read more about it...

Transaction Currency:

Automatically displays the Currency of the selected Account as entered through Account Master Entry option. You can NOT change it.

 

Transaction Amount:

(Type : Numeric, Length : 9.4)

Click on the field. Enter the Amount of Cash Transaction. Press <TAB>.

Exchange Rate:

Displays the latest Exchange Rate in case the Account is in Foreign Currency. You can NOT change it.

Depending upon the Voucher Date, this field will automatically display the latest Exchange Rate for the foreign currency of the Account by default. Please recall that exchange rates for foreign currencies are maintained through Exchange Rate Master in Administrator Tools Module.

Domestic Amount:

Automatically displays the Transaction Amount in Domestic Currency in case the currency of the selected Account is a Foreign Currency. It is calculated as (Domestic Amount = Transaction Amount * Exchange Rate). You can NOT change it.

 

In case the selected Account is a Domestic Currency, Transaction amount will be displayed as it is in this field.

Debit/Credit:

Specifies whether the entered Amount has to be Debited or Credited in the selected Account.

Choose 'Debit' or 'Credit' from the given popup. Press <ENTER>.

Account of:

Automatically displays the main Group Head (Expense, Income, Asset, Liability) of the selected Account as specified through Account Master Entry option.

Remark:

Click on the field. Now enter Remarks, if any related to the transaction.

Net Domestic Amount:

Automatically calculates and displays the sum of 'Domestic Amount' entered for all Accounts in the grid. You can not change it.

Click on the button to continue.

Screen Layout of Narrations

Field Description of Narrations

Narration

While 'Adding' a new Cash Transaction, a blank screen will be displayed. You can enter narration if any related to the transaction. Please note that the narration should be entered in the same way as it should be printed in the Voucher.

In case of 'Edit', and 'View', Narration will be displayed automatically as per the selected Voucher Number. You can change it in 'Edit' mode.

Once you have entered all the information related to the Cash Transaction, click on 'Save' button to finally save it or 'Cancel' button to discard. The control will go back to the list.

Please note that before saving the transaction, the system will check whether the 'Net Domestic Amount' and the 'Transaction Amount' entered are same or not. If not, the system will display an appropriate message.

The system will also check whether the selected Account is blocked or not for manual postings . If it is blocked, IMMS will not allow to save the transaction and will display an appropriate messaged. If unblocked, the transaction will be saved.

Additionally, IMMS provides the facility to raise Remittance against the respective Debtors or Creditors to adjust the amount of saved transaction. The user can opt not to remit the amount at this moment and adjust it later through Remittance Entry option. Read more...