Cash Management Account Details

To access Cash Management Account Details select from the main menu Section|Cash Management, then select the bank whose details you wish to examine, and press the Edit button. Or if you already have the Cash Management system open, select from the menu File|Manage Cash Books|Edit Cash Book.

In CAPITAL, a cash book may represent a real account, such as that of your bank, or a "nominal" account, such as a petty cash float or till.

Details

Auto Cheques

The next cheque number for this cash book that will automatically be issued by CAPITAL.

Leave this setting blank if you don't want CAPITAL to assign each payment transaction a cheque number. If you will be writing cheques and entering them manually into CAPITAL, leave this option blank.

However, if your cheque issue system depends on generating and printing cheques directly from CAPITAL--in other words, you have cheque stationary that CAPITAL must print on before a cheque can be processed, then you should specify the next cheque number to issue here.

Account Number

The bank account number.

This should be filled in correctly if you will be paying suppliers via EFT through this account.

Otherwise this is optional, but may be required if you intend printing Bank Deposit Lists.

Merchant Number

Your merchant credit card number. This is optional and used for your own reference purposes only.

Bank User ID

This is an ID number issued to you by your bank. It usually consists of six numbers and is formally called an Australian Payments Clearing Association (APCA) number. It is required if you will be generating a payments file (see Electronic Funds Transfers) to be read by your bank for the direct transfer of funds.

Do not confuse this with your 'user id' or 'user name' or 'user login' which is used, together with your password, to give you access to your banking facilities via the Internet or applicable software.

Self Balancing

This setting is important if you will be generating a payments file to be read by your bank for the direct transfer of funds. Tick this setting if your bank requires a self balancing ABA file to be generated.

You must consult with your bank to see what format is required. The most common format is for self balancing. However, some banks now require that EFT files do not contain self balancing data. If this is the case, leave the self balancing selection unticked.

Currency

The currency of the account. If this is left blank or $AUD is specified, CAPITAL assumes that the account will be in local currency. You cannot remove the currency once transactions have been assigned to the bank account, but you can change the currency symbol used.

Keep in mind that entering any currency symbol here (other than $AUD) will set the bank account to behave like a foreign currency bank account, even if you use symbols such as AUD with an exchange rate of 1.

Next Transaction No

The transaction number to use for direct (cash book) related entries. For example, CBA1, CBA2, etc.

You should always select a number that will not clash with transaction numbers likely to be used in customer or supplier related transactions. This number is used as an "audit" number for your own reference purposes. It has no special importance to CAPITAL, but does allow you to find a particular transaction in the cash manager easily or trace a transaction. This number is also transferred to the general ledger (if activated) for auditing purposes.

Overdraft Limit

The overdraft limit of the account if it has one. If this is a foreign currency account enter the overdraft in foreign currency.

Last Statement Date

This is the date of the last statement that was reconciled. While you can enter or change the date here, there is generally no need to as CAPITAL will update this field automatically.

Last Statement Page No

This is the last bank statement page number associated with this cash book. It will be updated automatically as you reconcile your cash book.

Opening Balance

The brought forward or opening balance. You may prefer to put a direct entry in the cash book to represent your opening balance. If the account is a foreign currency account then this is the opening balance specified in foreign currency.

Open Balance $AUD

The brought forward or opening balance in Australian dollars.

The values contained in the opening balances are recalculated by CAPITAL after a cash book transaction export is performed. (This is done via INSTALLATION Workshop to remove old transactions from the system.) This is done to ensure that the current running bank balance is correct even when old customer, supplier or cash book transactions have been removed. It also ensures that the opening balance represents the "correct" balance in relation to the new starting transactions in the system.

CAPITAL GL Controller intentionally ignores this amount. If you wish to post an opening balance to the general ledger you must do so by creating an adjustment transaction in the cash book for the current period.

In Overview

Untick this option if you wish to exclude the cash book from the System Overview status window. (This is the window that displays how much money you are owed, the money you are owing, the value of your stock and the cash in your bank accounts.)

The only reason why you would wish to exclude a cash book from the overview screen would be when that cash book is not being used to track an actual (real) bank balance.

Current Balance

The current balance (including unreconciled entries) in the currency of the bank account. This is an information field only. It cannot be edited.

$AUD Balance

The current balance (including unreconciled entries) in Australian dollars based on the last exchange rate revaluation of the account. This is an information field only. It cannot be edited.

Unpresented Cheques

The total value of unpresented cheques, or unreconciled cheques (or payments in general), presently in this cash book. This is an information field only. It cannot be edited.

Uncleared Transactions

The total value of uncleared receipts (supplier payments) or unreconciled receipts and related transactions, presently in this cash book. This is an information field only. It cannot be edited.

Unused Overdraft

The balance of your overdraft that remains available. This is an information field only. It cannot be edited.

Settings

Account Code

The account code of the cash book. This must be unique and no greater than 8 characters in length.

Once a cash book code has been entered in the system it cannot be changed here. However, a Toolbox utility found in INSTALLATION Workshop has been provided to allow you to reassign transactions to a new cash book. Once this has been performed, you can then delete the old cash book. (Before using it, please read the on-line help for important information relating to that operation.)

Account Type

The type of account. This is optional and used for your own reference only.

Account Name

The name of the cash book or bank account. This may be a "real" name, such as your business name as recorded on your bank account or a working title for a "nominal account" such as "Petty Cash" for your petty cash float.

This should be filled in correctly if you will be paying suppliers via EFT through this account.

Bank Name

If the cash book is an actual bank account, the full name of the bank should be entered here. This is what will appear on your Bank Deposit List.

The bank's name consists of two parts. The bank's three letter identifying code, and the full/official bank name. To locate the bank's identity code press the lookup button or press F12 to view a list.

This should be filled in correctly if you will be paying suppliers via EFT through this account.

BSB/Branch

The branch where the account is located if this cash book represents a bank. This consists of two parts:

A 6 digit BSB number which you must specify if you intent generating payments files (for Electronic Funds Transfer) to be read by your bank.
The bank branch location or description. This is optional but may be required if you intend printing Bank Deposit Lists.

The BSB number should be filled in correctly if you will be paying suppliers via EFT through this account.

EFT Pay Limit

Your daily payment limit or EFT payment limit. This is the maximum dollar value you are permitted in payments or transfers to other accounts in a single session. (Typically, a single day.) If this field is left set to zero, no payment limit is presumed to apply to the account.

This need only be filled in if you will be paying suppliers via EFT through this account.

EFT Maximum

The maximum number of payment transactions that may be included in a single EFT file. If this field is left set to zero, no maximum number of payments per EFT file is presumed to apply to this account.

This need only be filled in if you will be paying suppliers via EFT through this account.

GL Set

The general ledger set assigned to the cash book. Consult the General Ledger's documentation for more information on general ledger sets.

Contact

Address

The address of the bank.

Suburb

The suburb of the bank.

State

The state of the bank.

Country

The country of the bank.

Contact

The contact name at the bank if this cash book represents a real bank account.

Phone

A phone number for your own reference.

Fax

A fax number for your own reference.

Access Level

The security access level to assign to the cash book. You must have an administrator level password to be able to change this.

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