Revised Manual Postings to Cash Manager

The service packs contain revisions to the Cash Manager Postings windows used in the Batch Entry and Items in Batch windows of Transaction Entry in Debtors and Creditors ledgers.

The revisions resolve a number of display and dialogue problems by using a simplified "Cash Manager Postings List" window in Items in Batch in place of the "Cash Manager Postings" maintenance window. The "Cash Manager Postings" maintenance window continues to operate from the "CM Postings" button in the Batch Entry window of transaction entry. They also remove the CM postings option from the Creditors Ledger Auto-payments which was deemed misleading.

This note contains the updated documentation for consolidation of postings to Cash Manager. It applies to: Service Packs ZM60_000040_000,  ZP60_000036_000, ZC60_000026_000, ZS60_000027_000 and ZD60_000038_000.

It also includes operating instructions for the Consolidated Cheque Posting Recovery program distributed with the service pack.

Consolidation of Creditors Ledger Postings to Cash Manager

Creditors Ledger provides both on-line and off-line posting to Cash Manager of payments entered via transaction entry and payments to suppliers using the auto-payment facility. Entries generated in the cash books for such postings can vary from an individual entry per supplier payment to one entry per payment type (BACS, Credit Transfer, Cheque) or one entry per batch of payments.

In addition, Creditors Ledger transaction entry offers a Cash Manager Postings maintenance option that allows any combination or permutation of transactions in a Creditors Ledger batch to be assigned to any number of Cash Manager postings.

Assignment of ledger transactions to cash book entries is referred to as "consolidation" throughout the documentation. Consolidation is performed either by the ledger itself before creating postings to Cash Manager or by Cash Manager on receipt of postings from Creditors Ledger. The way in which your system operates is controlled by the settings in a window titled "Payment Parameters" in the Operating Options section of the Creditors Ledger System Parameters.

The first parameter affecting consolidation is the "Consolidate postings to Cash Manager?" option.

If this parameter is not set, Cash Manager performs any consolidation of entries posted to it from Creditors Ledger. For systems configured in this way, both Transaction Entry and Auto-payments generate an individual entry per supplier payment and Creditors Ledger passes those entries to Cash Manager along with the auto-payment parameter settings that also appear in the Payment Parameters window. Operating in this manner, Creditors does no consolidation itself but passes instructions to Cash Manager governing how it is to consolidate based on the method of payment.

If the "Consolidate postings to Cash Manager?" parameter is set, Creditors Ledger takes control of the assignment of its transactions to cash book entries. For each batch, Creditors Ledger generates a list of cash manager postings to which the transactions in the batch are assigned.

The first entry in the list (numbered zero) is the entry to which any transactions that are to be posted individually to Cash Manager are assigned.

Remaining entries in the list usually have more than one transaction assigned to them and at close batch (for online systems) or close session (for offline systems), the totalled net values from the assigned transactions are posted as individual cash book entries to Cash Manager.

For systems configured in this manner, Creditors Ledger Auto-payments generates a list of Cash Manager postings when the final payment print is produced. The list contains a zero entry to which any supplier payments that are to appear as individual entries on the cash book are assigned. It can also contain up to three more entries, one for BACS payments, one for Credit Transfer payments and one for Cheque payments to which supplier payments made by the indicated method are assigned if the auto-payment consolidation controls in the Payment Parameters indicate that a consolidated posting to Cash Manager is required for payments using that particular method.

Creditors Ledger – System Parameters

Fig 1: Payment Parameters

 

Appears when you complete your replies in the Default or Only Cash Book window

 

This window lets you specify how different types of payment method are handled during auto-payment runs and, if your installation includes Global 3000 Cash Manager, how transactions are to be consolidated when posting to that module.

Note

The parameters in this window are company-specific. This means they only apply to the currently selected company. The code of the currently selected company is displayed in the window's title bar. You need to set the parameters up for each company in turn. To change the company, return to the Creditors Ledger Parameters Menu, and choose the Reselect Company option.

The prompts are:

Pay suppliers by BACS

(Y/N) Enter Y if BACS transfers are used, otherwise enter N.

Note

If BACS is in use, you need to set up the company's BACS user number for each payment account in the Bank Details Window of Company Parameters. For further information, see the Global 3000 Installation & Set-up Manual

 

You also need to define suppliers' BACS user numbers in the Bank Details Window of Supplier Maintenance. For further information, see the Bank Details Window

Consolidate postings to Cash Manager

(Y/N) Enter Y to activate manual consolidation of postings to Cash Manager. In this mode, the ledger is responsible for grouping transactions for posting to Cash Manager and you are prompted while entering payment or refund batches for the number of the Cash Manager posting to which the transaction belongs. Enter N for no consolidation of Cash Manager postings during transaction entry.

Consolidate autopayments

The next three prompts control how payments by different payment methods generated by autopayments should be consolidated when posted to Cash Manager.

BACS

(Only if BACS is in use) (Y/N) Enter Y to consolidate all the BACS payments produced in an autopayment run into a single posting to Cash Manager. Enter N to leave BACS payments unconsolidated.

Credit transfers

(Y/N) Enter Y to consolidate all the credit transfer payments produced in an autopayment run into a single posting to Cash Manager. Enter N to leave credit transfer payments unconsolidated.

Cheques

(Y/N) Enter Y to consolidate all the cheque payments produced in an autopayment run into a single posting to Cash Manager. Enter N to leave cheque payments unconsolidated.

Note

Foreign currency transactions cannot be consolidated.

Note

If you have set the parameter to consolidate postings to Cash Manager, you can view and amend the consolidations produced by Autopayments before posting the batch using the CM Postings in the Creditors Batches window in Transaction Entry.

Changes to Creditors Batches Window

Fig 2: Creditors Batches

Manual consolidation of postings to Cash Manager introduced the "Consolidate by batch" prompt to the Batch Details box in the Creditors Batches window. The new prompt is formally defined as:

Consolidate by batch

(Only for payment and supplier refund batches if Cash Manager is in use and the "Consolidate Cash Manager postings" parameter is set.) Set this to consolidate all the transactions in this batch to a single transaction in Cash Manager. You are prompted for the date and narrative for the posting.

Note

Once you confirm the date and narrative of the posting this option cannot be unset, the CM postings button in this window is no longer available and prompts for consolidation in the Items in Batch window are skipped.

Manual consolidation of postings to Cash Manager also added the "CM Postings" button to the button bank of the Creditors Batches window. The new button offers access to the Cash Manager Posting Maintenance windows which provide facilities for re-distributing the Creditors Ledger transactions in the selected batch across the existing postings to be made to Cash Manager for the batch as well as adding new entries to the list of postings to be made to Cash Manager for the batch and removing unwanted entries from the list of postings. The new button is formally defined as:

CM Postings

(Only for payment and supplier refund batches when Cash Manager is in use, the "Consolidate Cash Manager postings" parameter is set and the consolidate by batch flag is not set.) This button allows you to list the consolidated postings which will be created when this batch is posted to Cash Manager, and move payments from one to the other Þ Cash Manager Postings window.

Cash Manager Postings Window

Fig 3: Cash Manager Postings

 

The Cash Manager Postings window appears when you select the CM Postings button in the Creditors or Debtors Batches window.

Purpose

To maintain the list of Cash Manager postings for the batch and to move transactions in the batch from one posting to another.

Please note

The first entry in the list (number zero) is the entry to which transactions that are to be individually posted to Cash Manager are assigned. It is created automatically dated for the end of period with narrative "Non-consolidated items" even if there are no transactions to post individually in the batch.

The prompts are:-

Number

(Display only) A number which identifies the posting to Cash Manager.

Date

Enter the date of the Cash Manager posting. This cannot be later than the end of the period being posted. For new postings created in this window it defaults to end of period.

Narrative

The narrative for the Cash Manager posting

Net in XXX

(Display only) The amount in base currency of the posting.

Transactions

(Display only) The number of transactions included in the posting.

Transactions

This lists the transactions assigned to the selected posting. Þ Transactions Details for Cash Manager Posting window.

Delete

(Not for entry zero or if count of transactions not zero) This removes the selected posting from the list of Cash Manager postings for the batch.

New

This lets you enter details of a new Cash Manager posting Þ the Create Cash Manager Posting window.

Amend

This prompts for changes to the date and narrative of the current posting.

Apply

This accepts any changes made to the posting selected for amendment without exiting from the Cash Manager Postings window.

Close

This accepts changes made to the posting selected for amendment, if any, then exits from the Cash Manager Postings window.

 

Transaction Details for Cash Manager Posting

Fig 4: Transaction Details for Cash Manager Posting

 

Appears when you select the transactions option in the Cash Manager Postings window.

Purpose

To allow you to view the list of transactions assigned to the selected Cash Manager Posting, re-assign transactions from the list to other Cash Manager postings and insert transactions into the list that are assigned to other Cash Manager postings.

Posting Summary at the top of the window shows:-

Narrative

(Display only) The 30 character description on the Cash Manager posting.

Items

(Display only) The count of transactions assigned to this posting.

Entry total xxx

(Display only) The total net amount of transactions assigned to this posting in entry currency

Transaction details listed in the scrolled area of the window are:-

Supplier

(Display only) The supplier account code and name.

Date

(Display only) The transaction date.

Payment

(Display only) The 8 character unique transaction reference.

Net amount paid

(Display only) The net amount of the transaction in entry currency. This is the amount which will be included in the Cash Manager posting.

Re-assign

Transfer the transaction to another Cash Manager Posting => List Cash Manager Postings window.

Insert

Transfer a transaction assigned to another Cash Manager Posting to this posting => Find Transaction window.

Close

Exit to the Cash Manager Postings window.

Find Transaction

Fig 5: Find Transaction

 

Appears when the insert option is selected in the Transaction Details for Cash Manager Posting window.

Purpose

To select a transaction in the current batch to add to the list of transactions assigned to the currently selected Cash Manager posting.

Items displayed are:-

Supplier

(Display only) The name of the supplier.

Date

(Display only) The date of the transaction.

Payment

(Display only) The 8 character unique transaction reference.

Net amount paid

(Display only) The net amount of the transaction in entry currency.

Number

(Display only) The number of the posting to Cash Manager to which the transaction is currently assigned.

Select

This re-assigns the selected transaction from the Cash Manager posting number shown in this window to the Cash Manager posting in the Transaction Details window.

Cancel

This returns to the Transaction Details window without re-assigning a transaction.

Changes to Items in Batch – Payments and Refunds

Fig 6: Items in Batch

Manual consolidation of postings to Cash Manager introduced the "Cons" column in the Item in Batch window for Payments and Refunds on batches that are not marked for consolidation by batch in the Creditors Batches window. The new prompt is formally defined as:

Cons

(Only for payment and supplier refund batches when Cash Manager is in use, the "Consolidate Cash Manager postings" parameter is set and the consolidate by batch flag is not set.) Tick if the transaction is to be consolidated with other transactions when posting to Cash Manager.

 

The Cash Manager posting to which this transaction is assigned is identified by the number displayed at the "CM posting" prompt. This appears as zero for transactions that are not consolidated.

 

When a new transaction is marked for consolidation, its Cash Manager posting number defaults to the number used on the previous transaction, or to 1 for the first transaction in the batch.

Note

Foreign currency transactions cannot be consolidated

Manual consolidation of postings to Cash Manager also added the "CM Posting" prompt to the Information box in the Item in Batch window for Payments & Refunds on batches not marked for consolidation by batch in the Creditors Batches window. The new prompt is formally defined as:

CM posting

(Only for payment and supplier refund batches when Cash Manager is in use, the "Consolidate Cash Manager postings" parameter is set and the consolidate by batch flag is not set.) (This prompt is skipped if the "Cons" column is not ticked). Enter a number of up to four digits to identify the posting to Cash Manager into which this transaction will be consolidated. Set to zero to post the transaction individually to Cash Manager or select from the list of previously defined Cash Manager postings for the batch. This defaults to the last number used or 1 on the first transaction marked for consolidation.

 

If you enter a previously unused number you are asked to enter the details of the new Cash Manager posting or press search Þ Create Cash Manager Posting window.

 

If you press search, a list of the existing Cash Manager postings is displayed Þ List Cash Manager Posting window.

Note

Foreign currency transactions cannot be consolidated

Cash Manager Postings List

Fig 7: Cash Manager Postings List

 

Appears when you request a list of Cash Manager Postings.

Purpose

To allow you to select the Cash Manager posting to which a transaction is to be assigned from the list of existing postings.

Items displayed are:-

Number

(Display only) The number which identifies the posting to Cash Manager.

Date

(Display only) The date of the Cash Manager posting. This may not be later than the end of the period being posted.

Narrative

(Display only) The narrative for the Cash Manager posting

Net in XXX

(Display only) The amount in base currency of the posting.

Transactions

(Display only) The count of transactions included in the posting.

New

This transfers you to the Create Cash Manager Posting window to let you enter details of a new Cash Manager posting for the transaction being assigned.

Select

This identifies the Cash Manager posting to which the transaction is to be assigned and exits.

Cancel

This exits without selecting a Cash Manager posting for assignment.

Create Cash Manager Posting

Fig 8: Create Cash Manager Posting

 

Appears when you enter a previously unused Cash Manager posting number for a consolidated transaction or select the New option in the Cash Manager Posting or List Cash Manager Postings windows.

Purpose

To allow you to enter details of a new Cash Manager Posting for the current batch.

Items prompted for are:-

Number

(Display only when creating a new posting in transaction entry) Enter the number from 1 to 9999 which uniquely identifies this posting to Cash Manager.

Date

Enter the date to be put on the new Cash Manager posting. This must not be later than the end of the period to which the current batch is being posted. This defaults to the period end date if adding entries via the Batch Entry window and to the transaction date if adding entries via the Items in Batch window.

Narrative

Enter a description up to 30 characters for the new Cash Manager posting.

OK

Add the new posting to the list of Cash Manager postings for the current batch and exit.

Cancel

Exit without modifying the list of Cash Manager postings for the current batch.

Consolidation of Debtors Ledger Postings to Cash Manager

Debtors Ledger provides both on-line and off-line posting to Cash Manager of receipts entered via transaction entry. Entries generated in the cash books for such postings can vary from an individual entry per customer payment to one entry per batch of payments.

In addition, Debtors Ledger offers a Cash Manager Postings maintenance option that allows any combination or permutation of transactions in a batch to be assigned to any number of Cash Manager postings.

Assignment of ledger transactions to cash book entries is referred to as "consolidation" throughout the documentation. Consolidation is performed either by the ledger itself before creating postings to Cash Manager or by Cash Manager on receipt of postings from the ledger. The way in which your system operates is controlled by the "Consolidate postings to Cash Manager?" option in a window titled "Payment Parameters" in the Operating Options section of the Debtors Ledger System Parameters.

If this parameter is not set, Cash Manager performs any consolidation of entries posted to it from Debtors Ledger. For systems configured in this way, Transaction Entry generates an individual entry per customer receipt and passes those entries to Cash Manager.

If the "Consolidate postings to Cash Manager?" parameter is set, Debtors Ledger takes control of the assignment of its transactions to cash book entries. For each batch, Debtors Ledger generates a list of cash manager postings to which the transactions in the batch are assigned.

The first entry in the list (numbered zero) is the entry to which any transactions that are to be posted individually to Cash Manager are assigned.

Remaining entries in the list usually have more than one transaction assigned to them and at close batch (for online systems) or close session (for offline systems), the totalled net values from the assigned transactions are posted as individual cash book entries to Cash Manager.

Debtors Ledger – System Parameters

Fig 9: Payment Parameters

 

Appears when you complete your replies in the Default or Only Cash Book window

 

If your installation includes Global 3000 Cash Manager, this window lets you specify how transactions are to be consolidated when posting to that module.

Note

The parameters in this window are company-specific. This means they only apply to the currently selected company. The code of the currently selected company is displayed in the window's title bar. You need to set the parameters up for each company in turn. To change the company, return to the Creditors Ledger Parameters Menu, and choose the Reselect Company option.

The prompts are:

Consolidate postings to Cash Manager

(Y/N) Enter Y to activate manual consolidation of postings to Cash Manager. In this mode, the ledger is responsible for grouping transactions for posting to Cash Manager and you are prompted while entering payment or refund batches for the number of the Cash Manager posting to which the transaction belongs. Enter N for no consolidation of Cash Manager postings during transaction entry.

Note

Foreign currency transactions cannot be consolidated.

Changes to Debtors Batches Window

Fig 10: Debtors Batches

Manual consolidation of postings to Cash Manager introduced the "Consolidate by batch" prompt to the Batch Details box in the Debtors Batches window. The new prompt is formally defined as:

Consolidate by batch

(Only for payment and customer refund batches if Cash Manager is in use and the "Consolidate Cash Manager postings" parameter is set.) Set this to consolidate all the transactions in this batch to a single transaction in Cash Manager. You are prompted for the date and narrative for the posting.

Note

Once you confirm the date and narrative of the posting this option cannot be unset, the CM postings button in this window is no longer available and prompts for consolidation in the Items in Batch window are skipped.

Manual consolidation of postings to Cash Manager also added the "CM Postings" button to the button bank of the Debtors Batches window. The new button offers access to the Cash Manager Posting Maintenance windows which provide facilities for re-distributing the Debtors Ledger transactions in the selected batch across the existing postings to be made to Cash Manager for the batch as well as adding new entries to the list of postings to be made to Cash Manager for the batch and removing unwanted entries from the list of postings. The new button is formally defined as:

CM Postings

(Only for payment and customer refund batches when Cash Manager is in use, the "Consolidate Cash Manager postings" parameter is set and the consolidate by batch flag is not set.) This button allows you to list the consolidated postings which will be created when this batch is posted to Cash Manager, and move payments from one to the other Þ Cash Manager Postings window.

Changes to Debtors Items in Batch – Payments and Refunds

Fig 11: Items in Batch

Manual consolidation of postings to Cash Manager introduced the "Cons" column in the Item in Batch window for Payments and Refunds on batches that are not marked for consolidation by batch in the Debtors Batches window. The new prompt is formally defined as:

Cons

(Only for payment and customer refund batches when Cash Manager is in use, the "Consolidate Cash Manager postings" parameter is set and the consolidate by batch flag is not set.) Tick if the transaction is to be consolidated with other transactions when posting to Cash Manager.

 

The Cash Manager posting to which this transaction is assigned is identified by the number displayed at the "CM posting" prompt. This appears as zero for transactions that are not consolidated.

 

When a new transaction is marked for consolidation, its Cash Manager posting number defaults to the number used on the previous transaction, or to 1 for the first transaction in the batch.

Note

Foreign currency transactions cannot be consolidated

Manual consolidation of postings to Cash Manager also added the "CM Posting" prompt to the Information box in the Item in Batch window for Payments and Refunds on batches not marked for consolidation by batch in the Debtors Batches window. The new prompt is formally defined as:

CM posting

(Only for payment and customer refund batches when Cash Manager is in use, the "Consolidate Cash Manager postings" parameter is set and the consolidate by batch flag is not set.) (This prompt is skipped if the "Cons" column is not ticked). Enter a number of up to four digits to identify the posting to Cash Manager into which this transaction will be consolidated. Set to zero to post the transaction individually to Cash Manager or select from the list of previously defined Cash Manager postings for the batch. This defaults to the last number used or 1 on the first transaction marked for consolidation.

 

If you enter a previously unused number you are asked to enter the details of the new Cash Manager posting or press search Þ Create Cash Manager Posting window.

 

If you press search, a list of the existing Cash Manager postings is displayed Þ List Cash Manager Posting window.

Note

Foreign currency transactions cannot be consolidated

 

 

16073R - Consolidated Cheque Posting Recovery

TIS Software have produced the recovery program mentioned in bulletin GT941 to check for consolidated cheque payments in Cash Manager resulting from auto-payment postings from Creditors Ledger. The program lists any such transactions it finds and offers the option to generate Cash Manager payment batch containing a reversal of the consolidated payment plus individual cash book entries for each of the original supplier cheque payments.

The recovery program is included with service pack ZM60_000040_000 and is automatically installed onto your program unit when the service pack is applied.

When you run recovery 16073R, you are presented with the following:

Fig 12: Auto-payment cheque consolidation correction

First batch number to check

(Display only). This gives you an opportunity to reduce the number of batches in Creditors Ledger that will be searched. It defaults to the first batch number on file.

Please note

This program can result in changes to your Cash Manager data. You are strongly advised to ensure that you have taken a security copy of the data undergoing recovery prior to proceeding.

Proceed

Select this to check for consolidated cheque postings in Cash Manager batches created from Creditors Ledger auto-payment runs. On completion of the check, the program lists all batches found Þ Consolidated Auto-Payment Batches window.

Cancel

Exit without checking.

Fig 13: Consolidated auto-payment batches

 

Appears on completion of checking for consolidated cheque postings to Cash Manager. If there are none in your system, an empty list is displayed as shown above.

Batch

(Display only). The batch number of the Creditors Ledger auto-payment batch containing the consolidated cheque payment.

Year/Period

(Display only). The posting year & and period of the batch.

Date

(Display only). The date of the auto-payment run.

Title

(Display only). The description of the auto-payment run.

Correction?

Set this to generate a Cash Manager batch containing a reversal of the original consolidated cheque posting plus an individual payment entry for each cheque.

Cash Manager Batch

(Display only). The batch number in Cash Manager the auto-payment run gave rise to.

Item

(Display only). The item in the Cash Manager containing the consolidated cheque posting.

Amount

(Display only). The total of cheques consolidated in the auto-payment run.

Correct

Add the current batch in the list of items to correct.

Unmark

Remove the current batch from the list of items to correct.

Proceed

Generate corrections for all items marked for amendment.

Cancel

Exit without making any changes.

 

Customer and Supplier Notes

The service packs replace the Speedbase windows used to process free format sets of notes with a standard Windows text-edit window. Currently Global 3000 maintains customer and supplier notes via various windows that simply list the notes for a specific customer. With this change applied the display and update of these notes occurs within a standard Windows text-edit control.

This control has the advantage of incorporating all the standard Windows text editing features including word wrap and cut and paste.

Customer Maintenance

Customer Notes Window

 

Purpose

This window enables you to view and record free-form notes for each customer. This can be of use in credit control, allowing call reminders and records of conversations to be recorded against the customer.

 

Customer notes can optionally be printed or exported via the Aged Debt option. Customer notes can also be exported via the 'Document' options on the Amendment Options Menu, and the Enquiry Options Menu.

 

Customer notes can be entered on a quotation account if required; for example, 'this is a telesales account for overseas customers'.

Note

If your Global 3000 Debtors Ledger data is being held as a native format database, you can enter an unlimited number of lines of up to 50 characters each.

If your Global 3000 Debtors Ledger data is held in SQL format, customer notes are displayed and updated via a standard Windows text edit control. This allows up to 32,500 characters of free format notes to be maintained. This is equivalent to approximately 650 lines of notes in a non SQL system. This format of note entry supports standard windows functions such as word wrap and cut and paste.

 

Supplier Notes Window

 

Purpose

This window enables you to view and record free-form notes for each supplier. This can be of use in allowing call reminders and records of conversations to be recorded against the supplier.

 

Supplier notes can optionally be printed or exported via the Aged Debt option. Supplier’s notes can also be exported via the 'Document' options on the Amendment Options Menu, and the Enquiry Options Menu.

Note

If your Global 3000 Creditors Ledger data is being held as a native format database, you can enter an unlimited number of lines of up to 50 characters each.

If your Global 3000 Creditors Ledger data is held in SQL format, supplier notes are displayed and updated via a standard Windows text edit control. This allows up to 32,500 characters of free format notes to be maintained. This is equivalent to approximately 650 lines of notes in a non SQL system. This format of note entry supports standard windows functions such as word wrap and cut and paste.

A Word version of this document can be downloaded here.