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Procedure documentation Posting in the Cash Journal 

Use

You can use the cash journal to log and evaluate postings to the cash desks for your company. All postings take place per cash desk and branch office.

Prerequisites

If you want to carry out cash desk closing, set the indicator Activate Cash Desk Closing in the activity Maintain Specifications for the Cash Journal in the area Cash Journal Settings. If you want to display the cash desk balance cumulated and independent of the process category, set the indicator Display Cumulated. If you want to use the currency sheet to enter the actual balances for cash desk closing, define the currency units in the activity Cash Journal: Define Currency Units for Currency Sheet.

Procedure

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  1.  Choose one of the following paths:

¡  Role
Cash Desk
(SAP_FI_CA_PAYMENTS_AT_CASHDESK) ® Cash Journal

¡  SAP Menu
 Payments ® Cash Desk ® Cash Journal

  2.  Choose the branch and the relevant cash desk.
If you are accessing the cash journal for the first time, a dialog box appears where you have to assign yourself to a branch and a cash desk. You can change the cash desk from the menu via
Cash Desk ® Other Cash Desk. If you use the role concept, you can integrate this selection by assigning a cash desk to each user in the user master record for parameter 8BC.
You can then use the following functions:

Function

Procedure

Cash Balance

The cash on hand (Environment ® Cash Balance) gives an overview of the balances for the cash desk(s) a user is assigned to in the cash desk structure. The system determines the cash balance from all open and closed lots for which no complete withdrawals have been posted. It determines the cash balance per currency and, depending on the system settings, per process and payment category. You can double-click to display details such as the individual payments and deposits.

Post deposits

1.  Choose Cash Desk ® Post Deposits.

2.  Specify the company code and the deposit amount in the Amount field.

3.  Choose This graphic is explained in the accompanying text Post.

A posting Bank Clearing Account (Cash Desk) to G/L Account is executed.

Post differences

SAP recommends posting differences before the cash desk closing. Post the differences per currency and branch cash desk posted. In the standard, the posting of differences is only supported for cash payments. If you also want to post cash desk differences for other payment categories, you have to set the indicator Enable Posting of Differences for All Payment Categories in the activity Maintain Specifications for Cash Desk/Cash Journal in the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions ® Payments ® Processing Incoming/Outgoing Payments ® Cash Desk/Cash Journal.

1.  In the menu choose Edit ® Difference.
The subsequent dialog box shows the overview for each payment category, provided you can post differences for all payment categories. In the column Balance, the system shows the cash balance determined from the lots (actual balance).

2.  If necessary, change the date of the difference posting in the header data.
As standard, the system displays the current date. You can change these specifications to meet your requirements using an installation-specific function module for event 6120.

3.  Select the required balance(s) and choose the pushbutton This graphic is explained in the accompanying text with the quick info text Activate.

5.  Enter the amount you determined in the Actual Balance field.

6.  Choose This graphic is explained in the accompanying text Post.
For each activated item, the system posts one document for differences.

When you post the differences, the posting is Expense Account to Bank Clearing Account, or, in case of an excess, Bank Clearing Account to Revenue Account.

Post withdrawals

1.  If you want to withdraw an amount from a cash desk, choose Cash Desk ® Post Withdrawals.

2.  In the header data you can change the date of the withdrawal if necessary. As standard the current date is displayed.
You can change these specifications to meet your requirements using an installation-specific function module for event 6120.

3.  The overview shows the actual balance per payment category. Select the balance(s) from which you wish to withdraw the amount and activate it.

4.  Post the withdrawal.
For each activated item, the system posts one withdrawal document and, if necessary, a deposit. This posting category is Withdrawal Account to Bank Clearing Account (Cash Desk).

You can also post a partial withdrawal for cash balances. However, in the case of a partial withdrawal, you can only post the remaining amount as a new deposit. This does not change the cash balance. This improves performance for the determination of the current cash balance.

Note SAP recommends that you post the remaining amount of the cash withdrawal as a new deposit (for example, change that stays in the cash desk permanently) at regular intervals, or, for example, before or after closing at the end of the day.

The lots are closed whether you withdraw the whole amount or only part of the amount. If you withdraw the full amount of a balance (deposit, difference, reversal of withdrawal), this balance is no longer included in the overview if you choose the Post Withdrawals function again. If you have only posted a partial withdrawal, this balance is then available with the remaining amount for further withdrawals.

Reverse withdrawal

To reverse a posted withdrawal, in the menu choose Edit ® Reverse Withdrawal. Proceed as follows:

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  1.  Select the payment type for which you want to reverse the withdrawal.

  2.  Confirm or change the date of the withdrawal. As standard, the system sets the current date.
You can change these specifications to meet your requirements using an installation-specific function module for event 6120.

  3.  All withdrawals not reversed yet are displayed in the overview. Select the withdrawal documents that you want to reverse and activate these documents.

  4.  Post the reversal.

This posting category is Bank Clearing Account (Cash Desk) to Withdrawal Account. The document selected is reversed and the cash balance is corrected.

Transfer

If you want to use the role concept and, for example, only some of the employees in your company have the authorization for G/L-relevant postings, you can use the function Transfer (Edit ® Transfer) to transfer the responsibility for payment lots to a user with the appropriate authorizations. To ensure data consistency, the system closes all open lots during the transfer.

Create lot
Close lot

Regardless of whether you are carrying out cash desk closing, posting withdrawals, or transferring lots, you can close any types of lots to prevent additional postings in these lots (for example, at the end of a working day, changing of clerk, or if you want to create a check deposit list). To do this, choose Cash Desk ® Close Lot.

In a cash desk, you can also use the pushbutton Lot Management to close lots or to create new ones. The cash journal checks whether there is already a lot for payments with the same payment category. If this is the case, no new lot is created. This means that before you can create the new lot, you have to close the existing lot. Only create the payment lot manually in exceptions, for example, if you want to document certain incoming payments separately in a lot created for this purpose.

As standard, the system creates all payment lots required automatically. You can influence the assignment of the lot ID at event 6170.

Cash desk closing

During cash desk closing (menu: Special Functions ® Cash Desk Closing), the system compares the actual balances with the target balances of the cash journal cash desks and displays any differences that occur. You can use a currency unit sheet to enter cash desk actual balances. Here you enter the coins and notes per currency. After you have saved, you can print the cash desk closing and also reprint it at a later time. Regardless of whether you are carrying out cash desk closing for one cash desk, you can still open and close cash desks. Cash desk closing is not a prerequisite for opening and closing cash desks. However, if you are carrying out cash desk closing, the cash desk concerned is automatically closed. If you want to carry out further postings to this cash desk, you have to reopen it. 

Overview of cash desk closing

In the overview of the cash desk closing (menu: Special Functions ® Cash Desk Closing ® Display Cash Desk Closing), you can display the cash desk closing carried out for the current cash desks and branches configured in the cash journal dependent on the following selection criteria:

·  Cash desk

·  Branch

·  Date of cash desk closing

·  Closing created by

·  Status of closing

Although you can only display the cash desk closing for the cash desks and branches currently assigned to you, in the SAP menu under Payments ® Cash Desk ® Overview of Cash Desk Closing, you can use report RFKK_SHOWCHDSKCL to display an overview for all cash desks and branches. Make sure you read the report documentation.
If no roles are active in the cash desk, all cash desk closings that meet the selection criteria are displayed.

Evaluation of historical data

You can evaluate the data in the cash journal either via the menu of the cash journal under Environment ® Historical Data, or via a separate transaction in the SAP menu under Payments ® Cash Journal ® Cash Journal Evaluation.

When you call up the evaluation via the environment menu of the cash journal, the system checks the authorization using the role concept of the cash journal. In the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions ® Payments ® Incoming/Outgoing Payment Processing ® Cash Desk/Cash Journal ® Maintain Role-Specific Activities for the Cash Journal, you define the roles for which historical evaluations are to be permitted. If the role concept is not active, every user has access to the data for all cash desks of the branches currently active. If the role concept is active, the evaluation for each cashier is carried out only for the current cash desk selected. Cashiers with special tasks or branch supervisors can also carry out evaluations for other cash desks of the current active branch. To activate the access via the environment of the cash journal for a user, in the master record for this user, define the SET/GET parameter 8BJ with the value X.
If you select Environment
® Historical Data in the cash journal, you can restrict the period for the evaluation in the header of the screen. If you do not enter a period here, all existing data is output. The system displays the totaled amounts per cash desk, payment type, or process type and currency. By navigating in the tree structure and double-clicking on individual nodes, you can display more detailed information about the payments and postings. By double-clicking on a document number or a payment lot on the right of the screen, you can display the document or payment lot. Using the corresponding buttons, you can display or hide the selection data in the header area.

If you call up the transaction in the SAP menu under Payments ® Cash Journal ® Cash Journal Evaluation, you can carry out evaluations for any intervals of branches, cash desks, currencies, payment types, and process categories. To call up the evaluation directly via the transaction, you require authorization B5 for the authorization object F_FKKCJ. See the report documentation.

Reverse withdrawals, deposits, and differences

In the menu choose Processing ® Reveral of Special Posting Documents.

You can only reverse deposits or differences if they have not been partially or completely withdrawn.


You can post deposits, differences, and withdrawals as line items. If the indicator Line Item is set, the general ledger items in the reconciliation key are not grouped and therefore, when you transfer the relevant reconciliation key from FI-CA to the general ledger (FI), line items are created.

Additional Functions in the Cash Journal

You can use Goto ® Cash Desk to switch directly to the cash desk.