Using the Cash Journal

The cash journal includes the cash desk functionality. The cash desk functionality includes the mapping of a cash desk structure and a role-based authorization concept.

In the cash journal, deposits, withdrawals, and differences can be posted and the proof of posting for the document can be displayed in detail.

In the cash journal, evaluations can now be made based on payment type and currency, cash desk, and current or historical documents (in contrast to the original cash desk functionality and its evaluation option only via the payment lot).

The cash journal can model the cash desk structure of a company.

The cash desks in the branch offices form the master data of the cash desk structure and are, therefore, a prerequisite for the cash journal.

The company code and the bank clearing account, as well as lots that have already been created according to the payment category, are proposed depending on the cash desk.

If an open lot is not available, the system automatically creates a corresponding payment lot. The branch and the cash desk are the first five figures of the name.

You can use role 21000058 for the branch office manager, role 21000059 for the cashier with special tasks, and role 21000060 for the normal cashier (transaction PFAC_INS). The allowed activities per role are displayed in the preceding figure.

The cash desk has been integrated into the cash journal.

The cash desk is used to post all incoming and outgoing payments.

You can navigate directly to the cash desk from the cash journal and back.

When the Cash Journal transaction is activated, you cannot call the Cash Desk transaction.

Even if you activate the cash journal at a later stage, you cannot evaluate the postings that were made before the activation. You should therefore avoid changing settings (Cash Journal active / not active) during operation.

You can allocate payments directly to the open items of a business partner.

You can use a payment proposal from clearing control or allocate the payment manually.

You can create a payment as a cash, check, or credit card payment.

You can print a receipt after the posting has been carried out. You can select the application form for printing the receipt in the Define Application Forms for Correspondence activity in customizing.

If an overpayment is made in cash, the remaining amount is used to decide whether a posting on account is to be made or whether this amount is to be paid to the customer.

SAP Easy Access Menu: Transaction FPCJ

Choose Button To cash desk.

The cash desk allows a user to enter payments manually or automatically.

The automatic assignment takes place the same way it does for payment/check lots (specifications for posting and selection criteria are also based on payment lots).

If you post a payment or check lot using the cash desk transaction, you can only generate, post, and close the payment or check lot (within this transaction).

In customizing, you can configure the default settings for the transaction for payment processing shown above.

In customizing, you can configure the expense and revenue accounts for posting of differences as well (in the automatic G/L account determination section).

The initial screen is divided into three parts:

• Header Data

  The header area contains the static data of a payment, such as the payment date and the company code. You can display or hide this screen area by choosing the relevant button.

• Simple Selection/Accounting Posting

  The middle area contains two tab pages: one for entering payment selection criteria and another for entering data about the general ledger account postings. In both cases, the cash desk supports multiple entries.

• Details of Payment Category

  In the area for payment categories, there's a separate tab for each payment category: cash, check, credit card, and postal order. With the exception of cash payments, multiple entries are possible. The system displays the payment categories and amounts entered in a totals table. You can create individual documents in the general ledger and payments on account by setting the corresponding indicator.

When the cash desk is closed, the system compares the actual and the target balances in the cash desks of the cash journal and highlights any differences. A currency sheet makes it easier to enter actual cash desk balances by allowing you to enter the units of coins and bills for each currency. Once you have saved, you can print the day-end closing.

Irrespective of whether you carry out day-end closing for a cash desk, you can still open and close it. Cash desk closing does not have to be executed for opening and closing cash desks. However, if cash desk closing is carried out for a cash desk, the cash desk is closed automatically. If you want to make further postings to this cash desk, you have to reopen it.

You can use the overview (Payments → Cash Desk) to display the closing carried out in the cash journal across all cash desks and all branches. In the cash journal, you can only display cash desk closing for the current cash desk and branch. The transaction enables you to display the cash desk closing dependent on the following selection criteria:

• Cash desk

• Branch

• Date of cash desk closing

• Closing carried out by

• Status of closing

A check can have the following status: Open, Cashed, Invalid, Locked.

You can lock a check and report the lock to the bank without having to reverse the related payment or issue a replacement check. The check is locked in check management and reported to the bank using transaction FPCHX. After a specific deadline (usually 24 hours) the bank guarantees that this check can no longer be cashed.

You reverse the related payment document after this deadline by regularly scheduling transaction FPCHS so that the cleared items are open again. By running the payment run again, you can create a new check if required. If checks are cashed within the deadline, you can define, in the settings for the voiding reason, whether the checks are to be deemed cashed automatically or whether clarification cases are to be created.

This procedure is interesting for US customers and is known as Stop Payment. It's an alternative to the previous way of issuing a replacement check. Invalid checks that have not yet left the company premises should be voided and reissued as previously. A check lock isn't necessary in these cases.

The bank clearing account used in the payment document must be defined in customizing to enable the system to determine bank data, and the indicator for Online Check Printing must be selected. When you select this indicator, you have to use the corresponding clearing account in online check printing.

Application form FI_CA_DME_CHECK_SAMPLE serves as a template for a check form with an accompanying letter.

The check is printed. The checks for the document are managed in the check repository together with the check numbers used.

If you try to print a check again for the same payment document, a replacement check with a new check number is created in the check repository.

The program makes the following available:

• A log of any special events (when a check is invalidated, for example). You can display the log for the check or for the payment document.

• The status of checks can be changed. This allows you to record in check management which checks have been cashed.

• You can void checks separately, but you must define a reason for doing so.

• If you use prenumbered checks, you can use a check issue file to record which checks have actually been issued. This allows you to keep tabs on existing prenumbered checks that have not yet been issued.

• If you need to state the name of more than one recipient on a check (two-party checks), you can enter additional recipient information separately and save this.