Cash Journal
1. Scope of Cash Journal
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The cash journal is used to manage a company's cash transactions. The system automatically calculates and displays the opening and closing balances, and the receipts and payments totals. You can have several cash journals for each company code for which postings can be done to G/L accounts, as well as vendor and customer accounts. You should run a separate cash journal for each currency within a Company code. In a two-step procedure, you save the entries in the cash journal before they are transferred to Financial Accounting. After this transfer, the cash journal postings correspond to the FI documents. In short, the cash journal is single-screen transactions allowing the user to enter, save, post and print cash journal entries. The following Cash Journals have been currently created for ZEEL & ZNL Cash Co. Journal Code Number 1000 1001 1000 1002 1000 1003 1000 1004 1000 1005 1000 1006 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000
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1007 1008 1009 1010 1011 1012 1013 1014 1015 1016 1017 1018
Cash Journal name ZEETV_MUM_CASH BOOK ZEENEXT_MUM_CASH BOOK ZEESMILE_MUM_CASH BOOK ZEECINEMA_MUM_CASH BOOK ZEEPAC_MUM_CASH BOOK ZEEMUSIC_MUM_CASH BOOK ZEESPORTS_NOIDA_CASH BOOK ZEEJAGRAN_NOIDA_CASH BOOK PLAYTV_MUM_CASH BOOK ZES_HIN_CASH BOOK ZES_MAR_CASH BOOK ZES_BAN_CASH BOOK ZES_TEL_CASH BOOK ZES_KAN_CASH BOOK ZES_TAM_CASH BOOK B.O.E.DIV_NOIDA_CASH BOOK CORP DIVN_MUM_CASH BOOK CORP DIVN_MUM_MAIN CASH
Location MUMBAI MUMBAI MUMBAI MUMBAI MUMBAI MUMBAI NOIDA NOIDA MUMBAI MUMBAI MUMBAI KOLKATA HYDERABAD BANGALORE CHENNAI NOIDA MUMBAI MUMBAI
Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 4000 4000 4000 4000 4000 4000 4000 4000 1019 1020 1021 1022 1023 1024 1025 1026 1027 1028 1029 1030 1031 1032 1033 1034 1035 1036 1037 4001 4002 4003 4004 4005 4006 4007 4008 CORP DIVN_DEL_CASH BOOK CORP DIVN_DEL_MAIN CASH EXP & INTL_MUM_CASH BOOK EXP & INTL_DEL_CASH BOOK OPS. & FAC_MUM_CASH BOOK ESSELVISION_MUM_CASH BOOK ENG CHNNLS_MUM_CASH BOOK ZEETALKIES_CASH BOOK ZEEBANGLA_CASH BOOK ZEECINEMALU_CASH BOOK ZEETELUGU_CASH BOOK ZEEKANNADA_CASH BOOK ZEEMARATHI_CASH BOOK ETC MUSIC_CASH BOOK ETC PUNJABI_CASH BOOK CORNERSHOP_MOBILE_CASH BOOK CORNERSHOP_ANIM_CASH BOOK DIGITAL MEDIA CONVER_CASH BOOK RE-MED_CASH BOOK CASH-ZEENEWS CASH-ZEEBUSINESS CASH-ZEEPUNJABI CASH-ZEETAMIZ CASH-ZEE24 GHANTALU CASH-ZEE24 TAAS CASH-ZEEUP CASH-ZNLCORP DIVN
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NOIDA NOIDA MUMBAI NOIDA MUMBAI MUMBAI MUMBAI MUMBAI KOLKATA HYDERABAD HYDERABAD BANGALORE MUMBAI MUMBAI NOIDA MUMBAI MUMBAI MUMBAI MUMBAI NOIDA NOIDA NOIDA CHENNAI HYDERABAD NOIDA NOIDA NOIDA
2. Data Entry to Cash Journal
Prepared by : Approved by : Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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Via Menus Via Transaction Code
Accounting Financial Accounting General Ledger Posting Cash Journal Posting FBCJ
3. Entry Screen In the opening Screen Select the Company Code & the Cash Journal (Cash book) that entry has to be made:Field Name Description Cash Journal Company code User Action and Values This represent the Cash Book maintained 1004 for each profit Centre (refer list above) (ZEECINEMA_ MUM_CASH BOOK) The company code ID Eg:- 1000 -ZEEL & 1000 4000 ZNL
Cash Journals have been created for every profit Centre, alternatively there could be single Cash Journal maintained per Location.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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4. Switch between Cash Journals We can switch between different Cash Journals by pressing the Change cash Journal tab.
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Classification: For Internal Use Only
Cash Journal
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The selected Cash Journal screen is now displayed. You can see the Cash Journal details i.e. Opening balance, Total cash Receipts, Total cash payments and Closing balance on the screen. The period is also displayed on the left hand side of the screen, which ideally reflects the balance for Today but can be changed to view the transactions of the desired period. 5. Cash Entry Tabs There are three tabs in the Cash Journal i.e. Cash Payments, Cash Receipts and Check receipts. The respective tab needs to be selected for the respective cash transactions entry.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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6. Cash Receipts Select the Cash receipts tab and place the cursor on the business transaction field and select the relevant business transaction by pressing F4 and selecting from the list generated.
6.1. The drop down list for Cash Receipts Business transactions is as shown below will appear on the screen :-
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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The Cash Receipts business transactions have been configured to select the relevant Profit Centre Bank Outgoing G/ L accounts.
Prepared by : Approved by : Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
6.2.
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Enter the cash withdrawn from bank / the amount received from customers as per the list given below :Field Name Business transaction Amount Text Profit Center Business Area Description Select the appropriate business transactions for withdrawals from bank, receipts from customers etc. Enter the amount Enter the narration Select the Profit Center Enter the business area :-1000 R/O R R R R R
After passing the entry the Document type indicator a Red dot will appear.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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6.3. Click on Save sel. Tab and the Document type will turn to Yellow and the Total cash receipts amount is updated as shown below (this does not hit the Cash/ Bank Ledger account, but only updates the Cash book view) -
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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6.4. Click on Post selection tab and the Document type indicator will turn to Green and Accounting entry is posted.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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6.5. By clicking on the entry as shown below :-
tab we can see the Accounting
6.6. For Printing the Cash Voucher select the line item and select the Receipt tab , the Voucher will appear as shown below:Prepared by : Approved by : Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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Note: No Cash Payments can be passed without positive balance in the Cash book.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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7. Cash Payments Click on the Cash payment tab and select the business transaction by pressing F4 through the list available. A new screen will pop up as shown below. Choose the relevant business transaction (list given below), enter the amount, cost centre, G/L or vendor and other required fields and then press enter:-
7.1. Select the Business transaction, enter the amount, Tax type (S1 for Service Tax Input), narration in the Text and Cost Centre the Document type indicator will change to a Red dot as shown below :Prepared by : Approved by : Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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Field Name Business transaction Amount T G Ledger/ Vendor
Description Enter the Business Transaction by pressing F4 and selecting from the drop down options Enter the Voucher amount Enter the taxes applicable such as Service Tax, Vat etc. The G/L account comes automatically on selecting the business transaction. However for certain business transaction like Imprest to Employees the user needs to enter the Employee Vendor Account no. Enter the name of the recipient Enter the narration for the Voucher All expense heads require Cost Centre for the cash transaction Business Place/ Section Code pertains to the location Eg:-Mumbai, Noida, Kolkata etc. To enter the Employee name for whom the Expense is incurred by
R/ O R R O R
Recpt Recipient Text Cost Centre Bus/ Sec Personn (right last column)
O R C O O
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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7.2. For entering the multiple entries against a single line item, click on the split column tab , we can enter multiple transactions and the line item would display the total voucher amount as shown below :-
7.3. Click on Save sel. Tab and the Document type will turn to Yellow and the Total cash payments amount is updated as shown below (this does not hit the Cash/ Bank Ledger account, but only updates the Cash book view).
Prepared by : Approved by :
Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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7.4. On posting, the Doc. Stat. indicator turns to Green from Yellow indicating that the Document has been posted and an FI entry has been generated.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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7.5. Click on the Follow- on doc. tab to view of the line item for the Financial entry generated select Accounting document, for Cost Centre entry generated select the Controlling document.
The FI Accounting document posted is as shown below:-
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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7.6. For Printing the Cash Voucher select the line item and select the Receipt tab , the Voucher will appear as shown below :-
For multiple entries in the single line item voucher the following will appear :-
Prepared by : Approved by :
Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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8. Printing Cash Journal Click on the tab to print the Cash Journal,
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Cash Journal
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9. Special G/L transactions in Cash Journal Special G/L transactions are special transactions in accounts receivable and accounts payable that are displayed separately in the general ledger and the sub-ledger. This may be necessary for reporting or for internal reasons. The standard Cash Journal does not support special GL transactions like advances, imprest, etc. However a development has been made to make special GL transactions possible in Cash Journal in SAP. On selecting the Special G/L business transactions e.g. advance against salaries, advance against expenses etc, the program substitutes the posting key with the relevant Special G/L posting key, the relevant special G/L indicator is also entered and G/L account is substituted with alternate reconciliation account.
Prepared by : Approved by : Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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The employees have been created as vendors and any advance/ imprest/ loan given to employees is routed through Special G/L indicators by selecting the relevant business transaction e.g. InHouse Prodn. Advances to employees/ Imprest to employees. Let us take an example where we enter the business transaction INHOU PROD. ADVANCE for employee vendor Maruti Shinde for amount INR 50,000.
9.1. Select the line item and after posting, click on Follow on doc icon to view the entry posted.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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9.2. In the General Ledger view tab we see the posting key as 29 for Special G/L, Special G/L indicator as K and Alternate reconciliation account No. 226004 -Imprest Employee -Production.
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Cash Journal
10. Reversing a Cash Journal Transaction
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10.1. The following 3 scenarios exist in reversing a Cash journal transaction A cash journal transaction which has been saved but not posted can be reversed. In this case the entire line item is deleted. A posted cash journal transaction for which the printout has not been taken can be reversed. In such case a new line item with a negative amount is created. A cash journal transaction which has been posted and for which the printout has been taken cannot be reversed. 10.2. Reversal of a Cash Journal transaction saved but not posted Select the line item which has been saved but not posted which you want to reverse as shown below: The Doc Stat indicator in this case would be yellow.
10.3.
Now click the Delete row icon appearing at the bottom of the
screen
Prepared by : Approved by : Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Cash Journal
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10.4. A pop up screen appears with the message that Data will be lost, This entry will be lost, Do you really want to delete the entry? , click Yes.
10.5. The message Document successfully deleted appears at the bottom of the screen. In the Cash Journal entry screen we notice that the line item has been deleted
10.6.
You will see that the line item is deleted -
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Cash Journal
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10.7. Reversal of a posted cash journal transaction for which the printout has not been taken. To reverse a cash journal transaction, select the particular line item and then click the delete row icon appearing at the bottom of the screen.
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Cash Journal
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Select line item and click on delete icon
10.8. Once you click the delete row icon, the confirmation message of this entry will be reversed appears. Click Yes.
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Cash Journal
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10.9. The system will prompt for a Reason to be mentioned for reversal of Cash payment Voucher document -
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Cash Journal
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10.10. The entry is reversed and a red cross appears in the Doc. stat. column against the line item reversed. A new line item with negative amount is created indicating the reversal.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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10.11. Reversing a Cash Journal Transaction already Save selection/ posted and print out taken for the same NOT POSSIBLE.
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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Cash Journal
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10.12. The following message appears that the Document cannot be deleted, has already been printed.
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Cash Journal
The message appears Reversal failed.
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