4 Recording Cashbook Transactions

The Cashbook transactions window is comprised of three sections. The upper left side lists the transactions from all Cashbooks. The right panel consists of information tabs for the individual transactions and current balance, and the bottom section holds the function buttons and selection filters.

Recording Cashbook Transactions

  1. At the bottom section of the Cashbook window, select a Cashbook from the drop-down list.

    Figure 4-1 Recording Cashbook Transactions


    This figure shows the Recording Cashbook Transactions

  2. Select a Transaction type to post, either a New Pay-in or a New Pay-out.

    Figure 4-2 New Pay-out Update Cashbook


    This figure shows the New Pay-in Update Cashbook

  3. At the New Pay-in or New Pay-out entry form, select the currency code from the Currency/Typ drop-down list.

  4. Enter the amount incurred and the Exchange Rate if the selected currency type is not the ship base currency. After the Exchange Rate is defined, the exchanged value updates automatically in the Into Onboard Currency.

  5. Select the Pay_in Code from the drop-down list corresponding to the transaction. The General Ledger (GL) fields auto-populate according to the configuration of the Transaction Code.

  6. At the GL Export field, enter the GL Export name.

  7. Enter any additional info in the Additional Comment, Further Details, and Custom fields. These field labels are customizable in Administration, Label Setup.

  8. Enter the additional remark in the Note field. This note appears in the Transaction Details Description field.

  9. Select the Printer Voucher check box to print the voucher receipt.

  10. Go to the Scan Document tab, select one of the available options, and then click OK to add the transactions into the current cruise.

    Note:

    All transactions entered are in current system date.

Removing, Voiding or Editing a Transaction

You can delete a transaction by selecting it, and clicking Void Posting. To edit a Transaction, select the particular transaction and click Edit.

If you are voiding a posting, the system prompts a Void Postingreason. Select the reason from the list, and click OKto void the transaction.

Searching / Viewing Cashbook Transactions

At Cashbook Transaction, you can select from the available option to display the information.
  1. Select the line items to display the Transaction Detailstab.
  2. Click the Current Balance tab to view the updated value of all currencies on hand. The Minimum Balance refers to the setting in Cashbook Setup. The Calculation formulas are:
    • Current Balance for the cruise = (Total Pay_in * Exchange Rate) - (Total Pay_out *Exchange Rate).
    • Balance Difference = Current Balance - Minimum Balance.
    • Running Balance = Total Pay_in — Total Pay_out for the selected cruise.
  3. Click Print to print the voucher. Make sure you have uploaded the report REP_ID = “Voucher 2” before you print.