Chapter 17 - Cash Journal

CASH JOURNAL CONFIGURATION & TRANSACTIONS
CHAPTER 17
Table of Contents
1 Introduction..........................................................................................................2
1.1 Purpose..................................................................................................................2
2 Reference Documents.........................................................................................2
3 Configuration Settings........................................................................................2
3.1 Basic Customizing.................................................................................................2
3.1.1 Set Up Cash Journal.............................................................................................2
3.1.2 Define number range intervals for cash journal....................................................3
3.1.3 Create, change, Delete Business Transactions....................................................3
3.1.4 Define Document types for Cash Journal Documents..........................................4
4 Cash Book Transactions.....................................................................................5
4.1 The following screen Might appear you are doing it for first time :.......................5
4.2.1. To Change cash journal.........................................................................................5
4.2.2. To Select Period....................................................................................................6
4.2.3. To See Summary of Cash Balance........................................................................6
4.2.4. Cash Receipts, Cash Payments, Check Receipts................................................7
4.2 Booking of Transactions........................................................................................7
4.3 Booking Cash Receipt-..........................................................................................7
4.4 Press ENTER.........................................................................................................8
4.5 Saving a document Locally...................................................................................8
4.6 Select the entry and click on.................................................................................8
4.7 Posting document to GL account..........................................................................8
4.8 Select the entry and click on.................................................................................8
4.9 Check Accounting Document generated...............................................................9
4.10 Booking Cash Payment -.....................................................................................10
4.11 Petty Expenses Booking- Cash Payment............................................................11
4.12 Petty Expenses Booking- Cash Payment Post the document.............................11
4.13 Select the entry....................................................................................................11
4.14 Petty Expenses Booking- Cash Payment Display of Accounting Document......11
Page 1 of 12
CHAPTER 17
1 Introduction
1.1 Purpose
An organization might be having petty cash payments from different locations. For each
cashier it is recommended that a Cash Journal is configured.
 Cash journal operates somewhat like a sub module.
 The transaction can be posted/edited/saved/deleted locally. Only when the cashier

is comfortable they can opt to post these entries to GL account.
 The balance in the Cash journal and GL account may be different at a given point of
time.
2 Reference Documents
The configuration settings outlined in this configuration document are in accordance with the final
Blue print-Cash Management.
3 Configuration Settings
The Cash Journal is implemented for the following company codes:
2008 – Model Company Limited

3.1 Basic Customizing
3.1.1 Set Up Cash Journal

Via Menus
Financial Accounting (New) > Bank accounting > Business transactions>
Cash Journal > Set up cash journal
Via Transaction Code FBCJC0
Model has a Petty cash journal for Receipts and payments.
Figure 1 – Cash Journal for Model
Page 2 of 12
CHAPTER 17
3.1.2 Define number range intervals for cash journal

Via Menus
Cash Journal > Define Number Range Intervals for Cash Journal
Documents
Input the company code and click on the initial screen and click on tab
Figure 2: Cash Journal Document numbers
3.1.3 Create, change, Delete Business Transactions

Via Menus
Cash Journal >Create, Change, Delete Business Transactions
Figure 2: Business transactions for Cash Journal
Page 3 of 12
CHAPTER 17
 Transaction number is automatically generated.

 Business Transaction type : E For expense, R for revenue, D for Customer posting , B for bank
payment
 For Expenses, revenue and Bank transfer we can give a default GL.
 Tax code can also be entered and this shall get defaulted during entry.
 Next column we have to give description for Cash journal
 If a particular GL account needs to be modified during entry enable tick in Acct Mod
 If a particular GL account needs to be modified during entry enable tick in Acct Mod
 If a particular Tax code needs to be modified during entry enable tick in Tax Mod
Click on tab if a new Business transaction is to be created.
3.1.4 Define Document types for Cash Journal Documents

Via Menus
Cash Journal >Define Document Types for Cash Journal Documents
Via Transaction Code OBA7
The document types required are already created in FI customisation..
Use the following doc types
DZ for Customer payments and receipts
KZ for Vendor payments and receipts
AB for all other transactions.
Figure 3: Document types for Cash Journal
Page 4 of 12
CHAPTER 17
4 Cash Book Transactions

Access transaction by:
Via Menus Accounting > Financial Accounting >Banks > Input > FBCJ-Cash Journal
Via Transaction Code FBCJ
4.1 The following screen Might appear you are doing it for first time :
Press enter
4.1.1 To Change cash journal
Click on . The following pop up appears
Page 5 of 12
CHAPTER 17
Field Name Description R/O/C User Action and Values Comments

Company Code Company code R
Cash Journal Short Name of Cash Journal R
Press ( Enter ) to proceed.
4.1.2 To Select Period
By clicking on
we can select date. Goes forward/Backward day wise.
we can select weeks. Goes forward/Backward weekly basis.
we can select Months. Goes forward/Backward on monthly basis.
4.1.3 To See Summary of Cash Balance
Page 6 of 12
CHAPTER 17
This area of Cash Journal shows the summary of Op Balance, Receipts/Payments,

Closing Balance. This is a tentative balance and need not be the balance as per GL
balance.
4.1.4 Cash Receipts, Cash Payments, Check Receipts
To book Cash Receipts click on
To book Cash Receipts click on
4.2 Booking of Transactions
Make sure to click on right tab page for Cash Payments or Cash Receipts
4.3 Booking Cash Receipt-
Select . Click on it
Business Business Transaction R
Transaction 5-Receipt from Bank
4-receipt from
Customer
Tax Code Tax Code C

Required if tax
involved
GL R Defaulted from Customisation. Can be
GL Code of Bank modified.
Recpt recipient O Name of the received

Receipt Recipient
Text R Freely definable text
Text
Vendor C If a Vendor Payment
Vendor
Customer C If a customer Receipt
Customer
Posting Date
Posting Date Defaulted from
above display period
area
Business C
Place Business Place If Tax amount
involved
Page 7 of 12
CHAPTER 17
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
4.4 Press ENTER.
Document status is updated with Appropriate
GL is defaulted from customization ( 101001)
4.5 Saving a document Locally
4.6 Select the entry and click on.
4.7 Posting document to GL account
4.8 Select the entry and click on.
Page 8 of 12
CHAPTER 17
We observe the following:
Document status is updated
Balance display up dated as below :
4.9 Check Accounting Document generated
Select the line item and click on
Page 9 of 12
CHAPTER 17
Click on to see the document header as below:
The document header show details of Document type, Posting date, User details,
Entry time/Date etc.
Click on Back arrow to come to cash journal screen
4.10 Booking Cash Payment -
Select click on it
Business Business Transaction R
Transaction 1-Office supplies
Tax Code Tax Code R V7 for Purchase tax 7%
GL R Defaulted from Customisation. Can be

GL Code of Bank modified.
Recpt recipient O Name of the received

Receipt Recipient
Text R Freely definable text
Text
Vendor C If a Vendor Payment
Vendor Leave blank
Posting Date
Posting Date Defaulted from
above display period
area
Business C
Place Business Place If Tax amount
involved
Page 10 of 12
CHAPTER 17
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Press enter after entering all these fields.
4.11 Petty Expenses Booking- Cash Payment
Select the entry and click on
The document is saved locally
This updates the cash balance
This does update the GL balance
The Balance of Cash Journal and GL may differ due to this reason.
At this point of time modifications are possible
4.12 Petty Expenses Booking- Cash Payment Post the document
4.13 Select the entry
Click on
Document status indicates that the same is posted to GL
4.14 Petty Expenses Booking- Cash Payment Display of Accounting Document
Select the line item and double click (or click on follow on doc)
Page 11 of 12
CHAPTER 17
Page 12 of 12

Chapter 17 - Cash Journal

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CASH JOURNAL CONFIGURATION & TRANSACTIONS

 Cash journal operates somewhat like a sub module.

 The transaction can be posted/edited/saved/deleted locally. Only when the cashier

2008 – Model Company Limited

3.1.1 Set Up Cash Journal

Figure 1 – Cash Journal for Model

3.1.2 Define number range intervals for cash journal

Figure 2: Cash Journal Document numbers

3.1.3 Create, change, Delete Business Transactions

Figure 2: Business transactions for Cash Journal

 Transaction number is automatically generated.

Click on tab if a new Business transaction is to be created.

3.1.4 Define Document types for Cash Journal Documents

Use the following doc types

DZ for Customer payments and receipts

KZ for Vendor payments and receipts

AB for all other transactions.

Figure 3: Document types for Cash Journal

4 Cash Book Transactions

4.1.1 To Change cash journal

Click on . The following pop up appears

Field Name Description R/O/C User Action and Values Comments

Cash Journal Short Name of Cash Journal R

Press ( Enter ) to proceed.

4.1.2 To Select Period

we can select date. Goes forward/Backward day wise.

we can select weeks. Goes forward/Backward weekly basis.

we can select Months. Goes forward/Backward on monthly basis.

4.1.3 To See Summary of Cash Balance

This area of Cash Journal shows the summary of Op Balance, Receipts/Payments,

4.1.4 Cash Receipts, Cash Payments, Check Receipts

To book Cash Receipts click on

To book Cash Receipts click on

4.2 Booking of Transactions

4.3 Booking Cash Receipt-

Tax Code Tax Code C

Recpt recipient O Name of the received

4.4 Press ENTER.

Document status is updated with Appropriate

GL is defaulted from customization ( 101001)

4.5 Saving a document Locally

4.6 Select the entry and click on.

4.7 Posting document to GL account

4.8 Select the entry and click on.

We observe the following:

Document status is updated

Balance display up dated as below :

4.9 Check Accounting Document generated

Select the line item and click on

Click on to see the document header as below:

Click on Back arrow to come to cash journal screen

4.10 Booking Cash Payment -

Tax Code Tax Code R V7 for Purchase tax 7%

GL R Defaulted from Customisation. Can be

Recpt recipient O Name of the received

Press enter after entering all these fields.

4.11 Petty Expenses Booking- Cash Payment

Select the entry and click on

The document is saved locally

This updates the cash balance

This does update the GL balance

At this point of time modifications are possible

4.12 Petty Expenses Booking- Cash Payment Post the document