You must create a cash journal to register cash reimbursement and disbursement slips.

Note Note

For more information, see "Create and validate a journal and journal lines" in the Applications and Business Processes Help.

You can generate a cash reimbursement slip when you confirm a cash receipt in the Journal voucherform. When you confirm a cash expenditure in the same form, you can generate a cash disbursement slip. You can register all the cash transactions in a cash journal, and then post and print a cash reimbursement or cash disbursement slip after the cash voucher is approved.

  1. Click Bank> Journals> Slip Journalto open the Journalform.

  2. Press CTRL+N to create a new journal batch.

  3. Click Linesto open the Journal voucherform.

  4. In the Datefield, enter the date of reimbursement or disbursement.

  5. In the Accountfield, select the account in which the cash transaction is to be registered.

  6. In the Transaction textfield, enter a description for the transaction.

  7. Enter the cash amount in the Debitfield if the receipt is registered for a cash reimbursement slip, or in the Creditfield if the expense is registered for a cash disbursement slip.

    Note Note

    The total amount of all cash reimbursement slips and cash disbursement slips entered in the current journal is displayed in the Reimbfield and the Disbfield.

  8. In the Offset account typeand Offset accountfields, select an offset account type for the cash transactions and an offset account for the offset account type.

  9. In the Currencyfield, select a currency code. The currency entered for the cash account is displayed by default.

  10. In the Order numberfield, the slip number selected in the number sequence group for the cash account is automatically displayed. You can enter a different value, if required.

  11. In the Document typefield, one of the following values is displayed:

    • Cash reimbursement slip- The line amount is entered as Debit.

    • Cash disbursement slip- The line amount is entered as Credit.

    • Correction- The line amount is entered as a negative amount.

  12. Click the Generaltab to enter the reimbursement or disbursement details for the customer or vendor.

    Note Note

    You can select the Offset account typeas Vendoror Customer.

  13. In the Contracts Groupand the DVRfields, enter the contract group and the contract registration number to the cash transaction that was received or disbursed.

  14. Click the Dimensionstab, and then assign the dimension codes.

  15. Click the Cash Ordertab, and then enter the following information about the counteragent representative:

    • In the Reasonfield, enter the reason for the reimbursement or disbursement.

    • In the Documentand the Document Datefields, enter the document number and the document date for the cash document.

    • In the Representative typefield, select the type of representative as Employee, Other, Vendor, or Customer.

    • In the Representativefield, select the representative for the option selected in the Representative typefield.

    Note Note

    If you select Adv. holderin the Offset account typefield and the employee code in the Offset accountfield, then all the details related to the employee are displayed in the Representativefield group.

  16. Click the Officialstab to select the approval authority. Select the positions of the director, the chief accountant, and the cashier in the Positionfield. The employee names and the job titles are displayed with values from the corresponding fields in the Officialsform ( Basic> Setup> Contacts> Officials).

  17. Click the Paymenttab, and enter the following information:

    • In the Notefield, enter comments about the transaction, such as numbers and dates of relevant documents that the cash transaction is based on.

    • Select the Prepaymentcheck box, if the payment is a prepayment.

    • In the Posting Profilefield, select the posting profile for the cash account. The default value in the Cash Posting Profilesform is displayed ( Bank> Setup> Cash Posting Profiles).

    • In the Offset Posting Profilefield, select the posting profile for the corresponding account.

See Also