SAP User Manual

SAP USER MANUAL

Cash Accounting

Cash Accounting

User Manual

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SAP User Manual
SAP USER MANUAL

Cash Accounting

SAP Training & End User Manual

About this Manual:

► Easy to understand
► Easy to navigate
► With actual SAP screen layouts
► For all SAP users

Purpose:

► Training
► End User reference

How to read this manual:

► Read fully before you start working on the actual SAP system
► Take a printout so that you can refer it when you are off-line.

Sl. No. Contents Page

1 Basic Concepts 04
2 General Overview of Cash Journal 05
Transactional Screenshots
4 Received cash from customer 09
5 Payment to vendor 11
Reversal of Cash Journal 13

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Basics and Advantages

Advantages of using the SAP FBCJ cash journal:

 Ability to post all transactions related to cash receipts and payment in a

single screen

 Daily, weekly or current period reporting available

 Daily cash position, including opening balance, total receipts, total payments
and closing balance, is automatically calculated by the system

 Cash journal can be printed easily

 Entries are very quick and easy via customized business transactions

 Two-step procedure of save then post helps avoid mistakes

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 Saved cash journal transactions can be deleted with proper authorization

 Single-screen layout allows for easy entry, display and change

 Prevents negative cash balance

 Very simple to configure

1.1 SAP FBCJ Cash Journal Introduction

In this section, we show you how to access the cash journal and acquaint you with the features, tabs
and fields of the transaction.

Accounting – Financial Accounting – Banks – Incomings –

Menu path
Cash Journal

Transaction
FBCJ – Cash Journal
code

When first time using the cash journal, you will receive a screen prompting you to
enter a company code and cash journal. Enter a value for each and hit Enter.
These values will be retained for your next session, but can be changed as we will
described later.

The initial screen of transaction code FBCJ is effectively the only screen, but there
are tabs for cash payments, cash receipts and check receipts as shown below:

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Cash Journal Initial Screen

Enter Company Code

Enter Cash Journal

First, let’s define the functionality of the toolbar features in the SAP FBCJ cash
journal, which appear as buttons near the top of the screen:

 The Save button   is used to save the cash journal

transaction.

 The Post button  is used to post the transaction in the cash

journal. Posting the transaction generates a document number.

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 Use the Change cash journal button   to record transactions in a

different cash journal than the one defaulted.

 The Editing Options button   provides us with options to

record transactions in the cash journal, depending on the business requirement.
The screen for the cash journal editing options feature is shown below:

2. Now, take a look at the tabs that occupy the middle of the cash journal
screen. Let’s walk through the use of each tab:

 Cash payments: Cash payments are the payments made

towards small purchases like low-dollar office supplies.

 Cash receipts: Cash receipts are small cash receivables from

cash sales, cash withdrawals or other cash incomes. The income from cash
receipts are used as petty cash for mitigating small cash expenses and
payments.

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 Business transaction: This specifies the type of transaction entered in the

cash journal. Each line in the cash journal must be classified as a predefined
business transaction. Additional business transactions may be configured.

 Amount: Here we enter amount of transaction.

 Doc.Stat. Document status indicates whether the document is posted or

not. A red status indicates that the transaction has been entered, yellow shows
that the transaction has been saved, while green signifies that the transaction
has been posted as an accounting document.

 Tax Code: Enter a tax code if applicable.

 G/L: The G/L account is populated automatically based on the configuration

of the business transaction.

 Receipt Recip.: A free-text recipient name can be entered here.

 Text: A short description of the transaction can be given here.

 Doc. Number: This field is populated once the transaction is posted.

 Net amount: This is the amount after tax.

2.1 SAP FBCJ Cash Journal Process

Prior to posting the transaction we need to select the proper cash journal
and company code suppose you want to post a transaction in company code 1000
and cash journal 1000. Click the Change cash journal and update the fields, as
demonstrated below:

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Let’s walk through the process of posting cash journal transactions by

demonstrating a posting for each tab.

3. Post Cash Receipts

Now click on the tab Cash receipts. Remember that cash receipts are small cash
receivables from cash sales, cash withdrawals or other cash incomes. Enter the
same information as required for cash payments, as well as any other fields per
your business requirements.

Press Enter. Again, the G/L account will automatically be populated and the
document status will change to red, as shown below:

This time, let’s save the transaction to preserve the entries for later posting. Press

the Save icon    . At this stage, the transaction can still be adjusted

or deleted, if necessary. The Doc. Stat. field becomes yellow, as highlighted below:

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Enter Business Transaction

Enter Text for line item

Enter Amount
Enter Outgoing Bank

Save Cash Receipts

When you are ready to post the transaction, press the Post icon   . As

with the cash payment posting, a document number is generated and the
document status becomes green.

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Post Cash Receipts

The Balance display for display period section shows the total payments and total
receipts to calculate the closing balance.

Balance Display Section

To display the accounting document related to each entry, highlight the row of the

transaction, then click the Follow-On Docs icon   at the bottom

of the screen. Double click the Accounting document option in the pop-up
screen.

For our example, the cash payment accounting document is displayed below:

Cash Payment Accounting Document

Respectively, our cash receipt accounting document is shown above:

Cash Receipt Accounting Document

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4. Post Cash Payments

Recall that cash payments are the payments made for small purchases, such as
INR office supplies. Click on the tab Cash payments and enter the following
information:

1. Classify the payment by selecting the appropriate business transaction

2. Enter transaction amount

3. Specify tax code for the output sales, if necessary

4. Enter a short description in the Text field

You may also enter information in other fields as business requirements dictate.

Press Enter. The fields G/L and Doc. Stat. will automatically be updated with the

G/L account and document status, respectively. The red document status shown
below indicates that the document is neither saved, nor posted yet:

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Let’s post this transaction straightaway using the Post. At this point a document
number is generated and updated in the Doc. Number field. Also, the Doc.
Stat. field becomes green, as shown below:

After posting the document follow on document tab to

view the posted transaction.

5. Reversal of buiness Transaction-FBCJ

Use T-Code FBCJ to reverse the entry.

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Select the line time which you want to reverse, click on deleteentry which marked
with red pen.

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Reverse in Current Period

Current Date of reversal

System will ask you reversal reason to reverse the document click on continue,
after posting the document system will cross the line item which was reversed as
shown below.

Document has been reversed

To view the eversed document click on follow on document

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