Step 2 - Cashbook Direct Entries

This should be done in Cash Management based on the contents of your bank statements.

The purpose of doing bank reconciliations in CAPITAL is to ensure that the data is correct prior to posting to the general ledger. What you are doing is creating a mirror image of your actual bank statements.

Firstly go through your bank statement and find your bank charges, etc., and enter these as follows.

Steps For CAPITAL Office

Go to Cash Management by clicking on the Cash Management icon or select Cash Management from the Operations menu. Click on the bank account you will be reconciling and press the Transactions button.

Click on Add to add a new entry. A dialog box will appear. Enter your charges, direct debits, etc., here.

Transaction: Click on the arrow next to this field and a box will appear with choices. Note: transfer is used only for transferring funds to different bank accounts, but the other types are optional. Press the Tab key to move to the next field.

Note: From this point forward in this step by step guide it is assumed that you will automatically press the Tab key to move to the next field as required.

Date: Enter the same date as appears on the bank statement.

Deposit/draw as: Click on arrow next to it for list. For bank charges, etc., you should select "other". This means anything other than cash, cheque or credit card.

Deposited on: Tab past this field. It is not used for our purpose here.

Transfer: The cursor will only appear here if transaction type 3 (Transfer) was selected. For direct entries (bank charges, etc.,) you would not select type 3 in the transaction field.

Reference: Whatever makes sense to you.

Details: Leave blank.

Bank: Leave blank.

Branch: Leave blank.

Drawer: Leave blank.

Amount: If decreasing the bank account a dash (-) needs to be put in front of the amount. This means "minus".

Click on the Next button or press Enter using keyboard.

You can break the amount up over several general ledger codes if required.

T Column: Type D (direct entry) in this column and press Tab.

Expense/Code: Type the General Ledger Code and tab or click on binoculars for list. Select account and click on Paste and then Tab.

Account: Not used in this procedure.

Description: System will give name of code.

Department: Put a department code in here if applicable. Note: Department will only show if departments have been activated in Installation Workshop. (The CAPITAL For Windows Install program.)

Amount: Enter the amount to be expensed to this code.

If the amount is to be expensed over multiple codes then just Tab to the T Column again and repeat the above steps through to the Amount column. The balance at the top of the screen must be zero before the system will let you total the transaction.

Click on the Total button or press Enter using keyboard to finalise the transaction.

You must repeat the above for all direct transactions on your actual bank statement.