Maintain Cash Book Definitions {FCSC-5}

The system provides for multiple Cash Books, and in this option, the user can define a Cash Book for each of the institutions bank accounts or search for existing cash books. This option comprises of 5 panel boxes: 'Search', 'Definition', 'Bank Information', 'Payment/Deposit Information' and 'Conversion Information'.

The 'Search' panel box is used only for searching for cashbooks and other than the search parameters, is not updateable.
The Cash Book can be affected by transactions from the Counter Subsystem (CT), Procurement Management (PM), Payroll (PR), Cash Book (CB) and Long Term Loans (LL), and therefore a Cash Book must be linked to each of the above in {FCSC-26}.

Example:

Cash Book - Definition

Field	Type & Length	Description
Cash Book Code	A5	Supply a unique code for this Cash Book.
Cash Book Description	A30	Supply a suitable description for the code.
Cash Book Currency	A3	Supply the currency for this Cash Book. Currencies are defined in option {FCSO-21}
Cost Centre	A4 for SA clients and A6 for UK clients	Supply the cost centre for this cash book
GL Account	A4, A8	Supply the Account which is valid and linked with the Cost Centre which will represents the general ledger allocation (GLA) for this Cash Book. The system will use this GLA whenever transactions are created for this Cash Book. Cost Centre is defined in option {FCSO-1}, Account {FCSO-3} and GLA {FCSO-6}.Only Valid and linked Account which are linked to the specific cost centre will show on the list of values.

Cash Book - Bank Information

Field	Type & Length	Description
Bank Code	N2	Supply the code of the Bank relevant to this Cash Book defined in menu option {FCSM-4}.
Branch Number	N6	Supply the number of the Bank branch relevant to this Cash Book defined in option {FCSM-4}.
Bank Account Number	A24	Supply the number of the Bank account number relevant to this Cash Book. This is the number as allocated by your bank. This account number usually appears at the foot of a cheque. The format may vary between banks, the most common format being 334945: 0610.511.645" 26

Cash Book - Payment/Deposit Information

Field	Type & Length	Description
Next Deposit Number	N6	Whenever a Bank Deposit is generated, the system will automatically allocate a deposit number to the document. The number will be retrieved from this field and the next number will be allocated.
Next Pre-printed Cheque Number	N6	Whenever a cheque is generated, the system will automatically allocate a number to the cheque. The number will be retrieved from the table in option {FCTM-1}, resulting in only one range of internally generated numbers for cheques. It is however, true that different series of cheque numbers (refer pre-printed number on the cheque) will be used for the different subsystems or cash books. The number maintained in this field, is the next pre-printed number. When cheques are printed in options {FCTO-22}, {FPMOPD-27} and {FPRN-6} or {FPRN-21}, the system will request the next pre-printed number. The system will then increment the number for the number of cheques generated and this field will be updated.
Maximum Cashbook Payment Value	N15.2	This is the maximum amount for which the ITS system may generate a cheque. This value will be used in the Finance subsystem as well as the Payroll subsystem. Where the ITS system generates a cheque with a amount greater than the maximum cheque amount a fatal error will occur.
Next Bank Statement Prefix	N3	Some banks restart there bank statement number at 1 when a max statement number was reached. To make provision for more than one bank statement range, same range, add a numeric prefix in this field before starting the second, third… etc. ranges

Cash Book - Conversion Information

Field	Type & Length	Description
Manual / Electronic Reconciliation	A2	Whether the cashbook is being reconciled manually or electronically
Conversion Groups	A2	Indicate what bank the rule is set up for.
Conversion Rules Menu / Option	A4 & N2	The menus and the option for the setup of the banks conversion rules
Convert Menu / Options	A4 & N2	The menu and the option to covert the statement for the cashbook

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
10-May-2007	v01.0.0.0	Amanda Nell	t133459	New manual format.
29-Jan-2009	v01.0.0.1	Ernie van den Berg	t155140	Review the manual.
13-May-2011	v01.0.0.2	Hermien Hartman	t173417	NEXION system discontinued: removed fields and references to Nexion from b2, updated image.
07-Jun-2013	v02.0.0.0	Thabiso Mokwele	f191282	Change the description of user code field. Update the descriptions of type of service and aggregate value fields.
08-Apr-2015	v04.0.0.0	Clinton Naidu	t193997	Change manual for Inti04
14-Feb-2020	v04.1.0.0	Maitakhole Isaac Matshela	t239280	Update manual and image
13-Jul-2020	v04.1.0.0	Maitakhole Isaac Matshela	t244256	Update manual and image