The Cash Journal 

Use

You can define the cash desk structure for your company in the cash journal. This means that the cash journal maps the cash desk structure of your company. The cash desk structure includes the cash desks that your company has in individual branches. The branches and their cash desks form the master data for the cash desk structure and are a prerequisite for the cash journal.

Integration

The cash desk has been integrated into the cash journal. This means that all incoming and outgoing payments are posted with the cash desk. You can navigate to the cash desk from the cash journal and vice versa. The cash desk assigned to a clerk and further assignments made by the system (or by you) are forwarded to the cash desk. If you use the transaction Cash Journal, you cannot call up the transaction Cash Desk directly.

Prerequisites

If you want to use the cash journal in your company, you have to carry out the following activities in the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions ® Payments ®Processing Incoming and Outgoing Payments ® Cash Desk/Cash Journal:

·        Prevent direct access to the cash desk by setting the indicator Activate Cash Journal in the activity Maintain Specifications for the Cash Desk/Cash Journal

·        Make the basic settings and create the master data in the activities Maintain Specifications for the Cash Desk/Cash Journal and Define Master Data for the Cash Journal

If you want to carry out cash desk closing, you have to activate this function in the activity Maintain Specifications for Cash Desk/Cash Journal.
When you maintain the activity Cash Journal: Specifications for Posting Cash Deposits and Withdrawals, make sure that you maintain different cash desk clearing accounts for deposits and withdrawals. However, you can use the same G/L account for deposits and withdrawals.
You can control the authorizations for postings and evaluations at the cash desks via user roles. To do this, you have to activate the role concept and assign roles to the individual users (cashiers) (see Maintaining Responsibilities for Users).

You control the authorizations for the cash journal with the authorization object F_FKKCJ.

 Previous to Release 4.72, the authorizations in the cash journal were protected by the authorization object F_FBCJ. If you cannot change over to the authorization object F_FKKCJ in the cash journal quickly after an upgrade, see SAP Note 667984. Note that you should deactivate the temporary solution described there as quickly as possible. After Release 4.72, SAP only supports the authorization object F_FKKCJ.

Features

Using the cash desk structure, the system updates the transaction data that arises from posting with the cash desks. The cash desk structure also evaluates the postings to the cash desks and provides special postings, such as deposits, withdrawals, differences, and their reversals, and the evaluation of cash desk closing.

Master data

You can define several branches in the cash desk structure. You can then assign multiple cash desks to these offices. You can add branches and cash desks to the cash desk structure at any time.

Transaction data

The transaction data includes the information that arises from postings to the cash desks, from opening balances when opening cash desks, or from closing balances when closing cash desks. These are postings of the Withdrawals, Deposits, Reversal of Special Postings, and Post Differences categories. You can use the following functions:

·        Open cash desks
A user with the appropriate authorization (administrator) can automatically open all cash desks in all branches using report RFKK_OPEN_AND_CLOSE (batch input session) before the start of business. Alternatively, each authorized user in the cash journal can open all the cash desks in his branch explicitly using the function Open Branch Cash Desks in the Cash Journal menu under Special Functions. For each posting, the system determines the lot to be used automatically (for example, payment or check lot), or, if necessary, creates a new lot. The system uses the branch ID and the number of the cash desk for which the lot is being created for the first (maximum) five characters of the number for the new lot. If the responsibility for postings is transferred, the system automatically closes all existing lots for the previous user. In the cash desk, lots created in the cash journal are displayed in the field Lot; however, you cannot change these.
Incoming and outgoing check payments are managed in separate check lots to simplify reconciliation.

·        If a user is using the cash journal for the first time, he has to assign himself to a cash desk. This assignment is stored in the user master data and is used automatically the next time the user calls up the cash journal. If a user is assigned to several cash desks, he can select another cash desk (menu: Cash Desk ® Other Cash Desk).

·        The opening balance is the last closing balance provided the cash desks were not completely emptied before the last closing.

·        Post deposits to a cash desk

·        Post withdrawals from a cash desk

·        Reverse withdrawals, deposits, and differences (special postings)

·        Post cash desk differences

·        Close cash desks
Users can close either only their own cash desk or all cash desks in the branch, depending on what authorization they have (see above). You can close the cash desks in a branch, for example, in a batch job after the close of daily business or from the cash journal for all cash desks in the branch, using report RFKK_OPEN_AND_CLOSE. The lots that are still open are closed automatically, so that no further postings can be performed. Note that before you close the cash desks, you have to reconcile the cash balance with the general ledger.

·        Determine the current cash desk balance (cash balances per currency)

·        Transfer responsibility for documents and payment lots from another clerk to yourself

·        A user can evaluate the transaction data of a cash journal historically or for the current day depending on the role assigned to him. A user with the role Cashier can only evaluate the data of his own cash desk. If the cash journal is not active (Customizing), you cannot evaluate postings to the cash desks in the cash journal. Even if you subsequently activate the cash journal, you cannot evaluate postings that you carried out before this activation in the cash journal. You should therefore avoid changing the settings (Cash Journal Active/Not Active) during business.

·        Cash desk closing

You can archive the transaction data of the cash journal. If documents have been archived, these are included in the historical evaluations.