User Manual

For

Finance Cash Journal

User Manual Finance Cash Journal

Table of Contents
Purpose ......................................................................................................................................................... 3
Background ................................................................................................................................................... 4
Business Transaction
Structure
Cash Payments
Cash Receipts
Check Receipts

4
4
4
4
4

Transaction Processing ................................................................................................................................. 5

Selecting Cash Journal
Cash Receipt
Posting cash receipt document
Assigning cheque number

5
7
7
11

Cash Payment ............................................................................................................................................. 13

Expense with cost centre
Entering document
Saving the document
Posting the document
Viewing posted document
Cash Journal with Internal Order
Entering the document
Saving the document
Posting the document
Viewing posted document
Cash Journal with Internal Order and Cost Center
Entering the document
Saving the document
Posting the document
Viewing posted document

13
13
14
15
15
16
16
17
17
17
19
19
20
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User Manual Finance Cash Journal

Purpose
This document explains the step by step process for creation of Cash Journal of SAP Financial (FI).
The document is divided into following parts for convenience in understanding:
o

Transaction Code (T Code)

The T Code to be used for executing the transaction

Menu Path
The transaction can be executed alternatively using this menu path of SAP GUI

Print Screen
The screenshot of the screen where the system will navigate user upon entering the T Code or
using the Menu Path

Explanation
Appropriate explanation of the process including brief information on following:
Explanation of the relevant fields involved
Additional data, if any, required for the transaction.

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User Manual Finance Cash Journal

Background
Cash Journal is a functionality provided by SAP to record petty cash transactions with ease. The petty
cash accountant in this does not have to maintain cumbersome data and gets restricted to the limited
data entry.
Before we start with our guidance on Cash Journal, we need to understand Business Transaction which
is necessary for working on the same:

Business Transaction
These are predefined transactions configured only for cash journal purpose. These are intended to not
allow end user to enter any G/L account as the Business transaction itself contains the G/L account to be
posted. The Business Transactions help in avoiding mistakes and are easy to remember as text for these
can be as per user requirement (different than the G/L account).
Note: Business Transactions are used in all the tabs of Cash Journal

Structure
Once we have understood what a Business transaction is, further we need to understand the structure
of a Cash Journal.
The Cash journal is divided into three parts namely Cash payments, Cash receipts and Check receipts.
We would discuss in brief about them.

Cash Payments
This section records all the transactions related to cash payments. Transactions under this section
reduce the cash balance

Cash Receipts
This section records all the transactions related to cash receipts (withdrawal from bank).
Transactions under this section increases the cash balance

Check Receipts
This section is not relevant for us.

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User Manual Finance Cash Journal

Transaction Processing
Selecting Cash Journal
This section contains information on selecting the desired cash journal and various fields involved in the
cash journal.
SAP ECC Menu

SAP menu Accounting Financial Accounting General Ledger

Document Entry Cash Journal Posting

Transaction code

FBCJ

System will navigate you to the following screen. Here the system displays the cash journal which
system finds by default.

We can select other Cash Journal by clicking on

button, system asks us to enter the cash journal that we want to select.

button. Once we click this

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User Manual Finance Cash Journal

Enter the Company Code and Cash Journal that you want to work on and press enter. System will
navigate you to the desired cash journal.
Fields
Field

Description
Display Period

From/To
Today
This week
Current Period

Enter the period for which you wish to see the cash journal report
This button displays transactions on the day
This button displays transactions during the current week
This button displays transactions during the current month

Cash journal
Company code

This section shows the name of Cash Journal selected for entry
This section shows the name of Company Code
Balance Display for display period

Opening balance
+ Total cash
receipts
+ Total check
receipts
- Total cash
payments
= Closing balance

The Cash Journal is divided into Cash Payments, Cash Receipts and Check Receipts part. We will cover
details on these parts during guidance on transaction processing.

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User Manual Finance Cash Journal

Cash Receipt
Posting cash receipt document
The cash receipt for Petty Cash is considered to be by the way of withdrawal from bank. In this section
we will see how to post this transaction.
To begin with the process first click on the
following screen:

tab and the system will present you the

Once we select the tab, we come across few fields to be entered. We will go through every field.
Field

Remarks

Business
Transaction
Amount

Enter the Business Transactions relevant for Cash Receipt

G/L

Leave blank

Receipt Recipient

Enter Name of recipient

Text

Enter complete narration for the transaction

Enter the amount withdrawn from the bank

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User Manual Finance Cash Journal

Field

Remarks

Posting Date

System will by default propose current date as Posting Date, please change it to
appropriate date

Document Date

System will by default propose current date as Document Date, please change it
to appropriate date

Reference

Enter the reference details for the transaction

Business Place

Enter Business Place (Take a drop down for complete list)

Assignment

Enter the Cheque Number (Including preceding zeros)

Business Area

Enter the appropriate Business Area

Profit Centre

Enter the appropriate Profit Centre

After entering all above data press enter. Once we press enter, the system considers this entry as
recorded but not saved (Status in Red Colour)

Here it is important to note that the transaction is not updating cash balance.

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User Manual Finance Cash Journal

Now verify the entry recorded and if found as per requirement, select the line item and click on Save Sel.
Button
. This will turn the status of the document to Entry saved in cash journal
(Status in yellow colour).

Now if you can notice, the system has updated the balance after saving of the transaction. The amount
of this document starts appearing under + Total Cash Receipts. Section.
Note: No accounting document is posted for this transaction till this stage.
Verify the transaction and if found to be as per the requirement, select the line item and click on
button. This will post the document.

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User Manual Finance Cash Journal

The accounting document for this transaction is saved.

In order to view the accounting document (this is optional step) select the line item and click on
. And the system will navigate you to the accounting document as shown below:

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User Manual Finance Cash Journal

Assigning cheque number

After the cash withdrawal document is posted, we will proceed further to assigning the cheque number
to the document
Transaction Code: FCH5

Enter Document Number, Company Code and Fiscal Year.

Under Check section, enter the House Bank, Account ID and Cheque Number.
Click on
and system will take you to following screen to assign the cheque number to the
accounting document.

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User Manual Finance Cash Journal

The Payment Date, Currency and Amount Paid will be fetched by the system automatically from the
accounting document.
Enter the Payee Name as Self, City as Mumbai and Country as IN and click on
number to the document.

to assign the cheque

System will show following message upon this assignment

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User Manual Finance Cash Journal

Cash Payment
Expense with cost centre
Entering document

Enter Business Transaction, Amount and Cost Centre and click enter. The system will store the
document as entered but not saved and the balance will not be updated for the same.
Status of the line item will be

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User Manual Finance Cash Journal

Saving the document

Select line item which was entered previously.

Select Save Sel. Button

Document status will change

Entry Saved in Cash Journal.

System updates the balance by deducting this amount as Total Cash Payment after saving the
document.

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User Manual Finance Cash Journal

Posting the document

Select line item and Click on Post Sel

button.

Document status will change to Entry posted in General Ledger and Cash Journal
the accounting document.

. This will create

Viewing posted document

(This is an optional step)
Select the line item and click on Follow on button

for posted document number.

Double click on Accounting Document below screen will appear.

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User Manual Finance Cash Journal

Cash Journal with Internal Order

Entering the document

Enter the Internal Order instead of Cost Centre. Rest all the steps will be same as expense with cost
centre.

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User Manual Finance Cash Journal

Saving the document

Select appropriate line item and click on Save Sel. Button

This will change the document Status to

and the entry Saved in Cash Journal.

Posting the document

Click on Post Sel.

button.

Document status will change to Entry posted in General Ledger and Cash Journal

Viewing posted document

Click on Follow on button

for posted document number.

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User Manual Finance Cash Journal

Double click on Accounting Document Number for posted document.

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User Manual Finance Cash Journal

Cash Journal with Internal Order and Cost Center

Entering the document

Enter the Internal Order (Statistical) instead of Cost Centre and Internal Order. Rest all the steps will be
same as expense with cost centre.
This step will be applicable in case where expense is to be booked on the cost centre but at the same
time you wish to track the same for specific dimension. For e.g. In case of car fuel, the expense will be
booked on cost centre but at the same a car-wise break-up is also required.

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User Manual Finance Cash Journal

Saving the document

Select the appropriate line item and click on Save Sel. Button

Document Status will change

Entry Saved in Cash Journal.

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Posting the document

Select appropriate line item and click on Post Sel.

button.

Document status will change to Entry posted in General Ledger and Cash Journal

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User Manual Finance Cash Journal

Viewing posted document

Click on Follow on button

for posted document number.

Double click on Accounting Document Number for below posted document:

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