Transaction Types

When you open CB Transactions, a drop down appears. Choose Withdrawal or Deposit.

Withdrawal

A transaction (except a Transfer) which will appear in the Debit/Withdrawal field of the Bank Statement. These can include cheques, electronic payments, direct debit payments, automatic payments and cash withdrawals.

Deposit

A transaction (except a Transfer) which will appear in the Credit/Deposit field of the Bank Statement. These can include bank deposits as well as payments received electronically or by direct debit or automatic payment.

Toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Edits the saved transaction. If the button is unavailable, the transaction cannot be edited.

Insert (F4)

Opens the drop down menu. You can add another transaction.

Duplicate (Shift+F4)

Click to duplicate the transaction. When you select,

• Duplicate - the new transaction defaults to the System Date and System Period.
• Duplicate Contra - the original date and period are retained, if available, or the System Date and System Period are used. For Duplicate to Credit on FX transactions, the original exchange rate is used and cannot be changed.

If the transaction was sourced from another module (such as AR or AP), you can duplicate or duplicate contra the transaction in its source module.

Open details (F12)

Opens the CB Banking Summary for the transaction, if available.

Drill down (Shift+F12)

View the source document or transactions.

Links (Alt+F6)

Opens Links On... for the record, with a list of links for the record. The button changes to indicate if links are present.

Memos (F6)

Memos and alarms can be entered or edited. The button changes to indicate if memos and alarms are present. Opens Memos On... with a list of Memos.

Edit Rule (Ctrl+R)

Only displayed for transactions while being inserted by a CB Bank Reconciliation Apply Rules Query run.

Allows you to edit the rule that created the transaction. Opens the rule in CB Rules.

Show Cash Flow

Opens the Cash Flow Query, showing the cash flow by GL Account for the transaction.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Fields

Period

Select the period to post to. By default, the System Period is selected.

Transaction Type

This read-only field shows the Transaction type you are entering or viewing.

ID

Unique allocated number that identifies the transaction. (Read-only).

Bank Code

The bank account this transaction affects.

Date

The date of the transaction. This defaults to the date of the previous transaction, or initially the System Date. It can be changed but it must be within the date range for the period selected.

Reference

For Deposits, this is picked up from the Next Deposit No on the bank account. You can change this if required and for numeric references the Next Deposit No on the bank account will be incremented and updated when the transaction is saved. For Cheques this is picked up from the Next Cheque No on the bank account. You can change this if required and for numeric references the Next Cheque No on the bank account will be incremented and updated when the transaction is saved.

Particulars, Comment & Other Party

Details of the transaction for reference. When you transfer to General Ledger on a Detailed Basis, the Particulars and Comment are combined and transferred with each transaction. Other Party is passed on to CB Bank Reconciliation.

Narration

Narration for the transaction. If you perform detailed transfers to General Ledger, the narration is carried through to the General Ledger Batch line.

Amount

The amount of the transaction is normally a positive figure unless you are reversing a previous transaction or correcting an error.

Statement ID

If you are viewing a transaction which is included on a Bank Statement, the statement ID is displayed. If the check box next to the ID is selected then statement is Reconciled (Closed).

Open Statement opens the bank statement and positions on the transaction.

Regime

If the currency code for the bank account matches an other Tax Regime, select the Tax Regime for the transaction.

Rate Type

If the currency code for the bank is not base, then Rate Type will default from the Default Financial field in FX Settings, but can be changed.

Exchange Rate

If Use Exchange Rate Table is Selected from FX Settings, the Rate is fetched from the Exchange Rates Table based on the Currency code, Rate Type and Date (can be changed). To save the rate back to the Exchange Rates table, click Save Exchange Rate

Base Amount

If the bank account is not in Base Currency, the base amount will be calculated.

Bank Balance

(Cannot be edited), it shows the bank balance when you commence entering or editing the transaction. It is updated when the transaction is saved.

Grid

The analysis grid is used to enter the analysis breakdown of the withdrawal, deposit or transfer. For Withdrawals and Deposits, this can consist of one or many lines of analysis. You can Customise (Alt+F5) in other fields, including the GL Account Code.

Code

The Analysis code to analyse the amount to.

Select the CB Expense code (Withdrawals) or CB Income Code (Deposits) for the dissection. If the Bank Account has a default Analysis code, this will be pre populated with the default code.

Search for an analysis code using the Accredo Lookups.

Analysis Name

The name of the code selected in the Code field above.

GST Code

The default GST code for the Analysis code specified. You can replace defaults.

Amount

The GST exclusive amount being analysed.

Divide withdrawals and deposits into different analysis lines. To enter an analysis line, select a code and enter the amount to be analysed to that code.

GST

The GST content of the analysis line, based on the GST code. GST is calculated if you are registered for GST (see GST Settings). You can edit the GST code for an Analysis line, but if you need to do this regularly, ensure the appropriate GST codes are entered in Analysis code. See GST Line Calculations for calculation details.

Hint: To enter adjustments for a few cents GST add an "All GST" Analysis code with GST code "G" then use this Analysis code to enter an analysis line and key the adjustment in the GST field. To analyse a deposit as non-taxable, you must change the GST code on each analysis line to "E" (exempt GST) which will adjust the GST amounts.

Zero-rated supplies primarily apply to businesses involved in exporting. If the business is in this category, you are required to show the zero-rated supplies on the GST return and accordingly, you must select the appropriate GST code in the analysis lines. Typically, if the deposit is from an overseas Customer, set the GST code on all lines to "0" (Zero- Rated supplies), the GST amount will be adjusted when this code is selected. Handling zero-rated deposits in this way will ensure that the amount shows correctly in the Zero-rated supplies field in the Sales and Income section of the GST return as required by the Inland Revenue Department.

Inclusive

The GST inclusive amount being analysed.

Branch

The Branch to analyse the amount on the line to. (Accredo Saturn Only)

Dept

The Department to analyse the amount on the line to. (Accredo Saturn Only)

Narration

A field where you can enter information relating to the analysis line. This is useful if you have purchased several assets on a single invoice, or to provide detailed descriptions of items on an expense claim. If you perform detailed transfers to GL, the narration is carried through to General Ledger Batch lines.

Period

The period the amount will be included in.

Grid toolbar

Expand Toolbar (Ctrl+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Insert (F4)

Insert a new analysis at the selected line.

Move (Shift+Up) (Shift+Down)

Select an analysis and move it higher or lower on the grid.

Delete (F3)

Delete the selected analysis.

Customise (Alt+F5)

Opens Customise Fields, you can customise the fields visible in the grid.

Balance Analysis (Ctrl+=)

Select an analysis line, click this to add the Balance To Analyse to the line and balance analysis lines to the transaction Amount.

Add Assets

Use this after the transaction is Saved to add lines analysed to the FA Asset Clearing code to Fixed Assets. Opens an FA Opening Asset Values form pre-filled from the grid line for each line analysed to the FA Asset Clearing Code. You can add a new asset or an addition to an existing asset. Accredo checks for duplicate assets added for the transaction and gives a warning if duplicates exist.

Add Disbursements

Available if JC is present. Use this after the transaction is Saved to add lines analysed to analysis codes marked as JC Disbursements (see CB Analysis Code). Opens the JC Enter Batch form pre-filled from the grid lines for each line analysed to the JC Disbursement Code. The Narration will be carried over to the JC Batch Line Narration and Description. The Expense Code and Analysis Name will be carried over to the JC Batch Line Description.

If a Disbursement Batch has already been created from this Transaction, you will be given a warning.

Summary fields

Customise

Opens Customise Fields, you can customise the fields visible in the panel.

GST Incl.

Shows the GST content of the amount analysed in the grid.

Balance to Analyse

Shows the amount of the withdrawal or deposit yet to be analysed to an Analysis code. Each time an amount is entered in the Amount field, the Balance to Analyse will be reduced by the Amount you have entered, plus GST if applicable. Often you can analyse the remaining balance to an existing line of the analysis grid. With the focus on the required grid line, click to add the Balance To Analyse to the selected grid line.

For Withdrawals, if you use AP, all of the payments to Creditors must be entered (or generated) in AP, which posts a withdrawal transaction in the CB.

For Deposits, if you use AR, all of the sales Receipts must be entered through AR and the deposits posted to the selected Bank Account from the banking summary, or banked through.

Buttons

Save (F9)

Completes the transaction. A withdrawal or deposit transaction will not be accepted if the balance has not been fully analysed. To save the transaction, exclusive write access to the Bank Account and analysis is needed. Sometimes you can get a message you are locked by another window. In this case, complete the editing task in the other window, click, Save. You may see a message "Retrying code 33, The Process Cannot Access the File". This means another User has one of the records you require locked. You can wait until the other User has finished (Accredo will save when it is able to gain access to the required records) or you can cancel the save.

Cancel (Esc)

Cancels the selected transaction entry.