Cash Desk 

Use

With this component, you can post and assign payments made and received at a cash desk manually.

Prerequisites

In order to process payments using the Cash Desk function, you have to make the following system settings in the Implementation Guide for Contract Accounts Receivable and Payable:

·        Business Transactions ® Payments ® Processing Incoming/Outgoing Payments ® Cash Desk/Cash Journal ® Maintain Specifications for Cash Desk/Cash Journal

·        You define the different document types to be used for posting the different payment categories for each company code and payment category in the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions ® Payments ® Processing Incoming/Outgoing Payments ® Cash Desk/Cash Journal ® Define Document Type for Payment Category. Since four payment categories are supported – cash payment, check payment, payment card, and postal order – this means that you can define a maximum of four document types per company code.

·        If you want to write off small differences, you have to activate the cash journal and define the corresponding expense and revenue accounts for the bank clearing account: Basic Functions ® Postings and Documents ® Document ® Define Account Assignment for Automatic Postings ® Automatic G/L Account Determination ® Define Accounts for Expense/Revenue from Cash Desk Differences.

·        If you want to process payments in national currency and foreign currencies in the Cash Desk, you have to define the foreign currencies accepted in a company code as alternative payment currencies in Customizing (Business Transactions ® Define Alternative Currencies).

Using a short account assignment, you can perform G/L account postings for incoming and outgoing payments in the cash desk. You can perform the G/L account posting either with or without tax on sales and purchases. To do this, define the required short account assignments in the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions ® Payments ®Processing Incoming/Outgoing Payments ® Define Short Account Assignments for Transfers.

If you want to use bar code scanners, you have to:

·        Set the indicator Display Input Field for Bar code in the Customizing activity Maintain Specifications for the Cash Desk/Cash Journal.

·        Interpret the bar code scanned in event 6060.
See the documentation of the sample function module FKK_SAMPLE_6060.

Since the Cash Desk has been integrated into the Cash Journal, you cannot call it directly when the Cash Journal is active.

Features

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 using a pushbutton.

In the central area of the screen, on the tab pages Simple Selection and G/L Account Posting, you can enter the selection criteria for payment and the data for the G/L account posting. Both tab pages support multiple entries.

The lower screen area contains a separate tab page for entering payment data for each of the payment categories supported:

·        Cash payment

·        Card payment

·        Check payment

·        Postal order

With the exception of cash payments, multiple entries are possible. This means that you can process a payment with one or more payment categories.

 

1. case: Customer pays a receivable for 100 EUR with a cash payment of 100 EUR.

2. case: Customer pays a receivable for 120 EUR with a cash payment of 40 EUR and a check for 80 EUR.

The system displays the payment categories and amounts entered in a totals table. The system saves each payment posted automatically in a corresponding card lot, incoming check lot, outgoing check lot, postal order lot, or payment lot dependent on the payment category. The system thereby stores the payments in different lots dependent on the payment category (cash, card, postal order, or incoming and outgoing checks), the cash desk clearing account, company code, and card organization. The payment lots used in the Cash Desk function only include cash desk postings. You can only post and close payment lots in the cash desk. With the exception of check lots, you can deactivate the use of payment lots in the system settings.
In the cash desk, in addition to payments in the national currency, you can also process payments in foreign currencies, whereby you can also issue and clear the change in the national currency. The cash desk calculates the change automatically.
You can assign the payment to open receivables from a business partner automatically or carry out the clearing as part of manual account maintenance. See also the explanations for assigning open items automatically.

Activities

To perform a G/L account posting, in the header data enter a company code and a currency. Then, on the tab page G/L Account Posting, enter at least the following information>

·        The required short account assignment that the system uses to perform the G/L account posting to a relevant G/L account

·        An explanatory text

·        An assignment number

·        The tax code, if tax on sales and purchases is to be transferred too

You can print a receipt for each payment. If you set the indicator Print Automatically or Confirm Print in Customizing in the Specifications for the Cash Desk/Cash Journal, you can also create an entry in the correspondence container for cash desk receipts. The following events are processed:

·        6040: Entry in correspondence container

·        6041: Creation of receipt

·        6042: Printing of receipt

If you printed a receipt when you received the payment, you can carry out a repeat print.

If a customer makes an incoming payment, and the indicator Confirm Print is set in Customizing, when you choose the pushbutton Receipt, a dialog box appears; here you can enter the specifications for the output parameters and the storage mode. Then you can place the receipt in the print set for mass printing or print it immediately.
To trigger a repeat print for a receipt, call receipt printing, and in the dialog box that appears, enter the parameters for printing and storing the receipt and the document number of the payment document for which the receipt is to be printed. When you then confirm your entries, a replacement receipt is printed.

If you have activated the processing of bar codes in Customizing, in the Cash Desk menu under Extras ® Barcode Entry ®Display/Hide, you can hide or display the bar code entry field dependent on the workplace (depending on whether the workplace has a bar code scanner). In the menu under Extras ® Hold Settings, you can save the settings user-specific.