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.
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.
If you want to use the cash journal in your company, you have to carry out the following activities in the Customizing for
Contract Accounts Receivable and Payable
under
:
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 using 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.
Note
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.
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 branches. 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 categories
Withdrawals, Deposits,
Reversal of Special Postings
, and
Post
Differences
. 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_CASHDESK_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 or her 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 or she can select another cash desk (menu:
).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)
Reversal of payment documents
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_CASHDESK_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 or her own cash desk. If the cash journal is not active (Customizing), you cannot evaluate postings to the cash desks in the cash journal. Also 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.