Posting in the Cash Journal

Use
You can use the cash journal to log and evaluate postings to the cash desks for your company. All
postings take place per cash desk and branch office.

Prerequisites

If you want to carry out cash desk closing, set the indicator Cash Desk Closing Active in the
activity Maintain Specifications for the Cash Journal. If you want to display the cumulative cash
desk balance independent of the process type, set the indicator Cumulate Cash Balance
Independent of the Process Type in the activity Maintain Specifications for Cash Journal. If you
want to use the currency sheet to enter the actual balances for cash desk closing, define the
currency units in the activity Define Currency Units for Currency Sheet.

Procedure
...

1. Choose one of the following paths:

 Role
Cash Desk(SAP_FI_CA_PAYMENTS_AT_CASHDESK) ® Cash Journal
 SAP Menu
Payments ® Cash Desk ® Cash Journal
2. Choose the branch and the relevant cash desk.
If you are accessing the cash journal for the first time, a dialog box appears where you have to
assign yourself to a branch and a cash desk. You can change the cash desk from the menu via
Cash Desk ® Other Cash Desk. If you use the role concept, you can integrate this selection by
assigning a cash desk to each user in the user master record for parameter 8BC.
You can then use the following functions:
Function Procedure
Cash balance The cash on hand (Environment ® Cash on hand) gives an overview of
the balances for the cash desk(s) a user is assigned to in the cash desk
structure. The system determines the cash on hand from all open and
closed lots for which no withdrawals or partial withdrawals have been
posted. It determines the cash on hand per currency and, depending on
the system settings, per process type. You can doubleclick to display
details such as the individual payments and deposits.
Post deposits 1. 1. Choose Cash Desk ® Post Deposits.
2. 2. Specify the deposit amount in the Amount field.
3. 3. Choose Post.
A posting Bank Clearing Account (Cash Desk) to G/L Account is
executed.
Post differences SAP recommends posting differences before the cash desk closing. Post
the differences per currency and branch cash desk posted.
1. 1. Choose Edit ® Differences.
2. 2. Confirm or change the date of the difference posting. As
standard, the system displays the current date.
You can change these specifications to meet your requirements
 using an installation-specific function module for event 6120.
3. 3. All closed payment lots/documents are displayed in the
overview. Under Specifications for Posting Documents, specify the
currency for which you wish to post differences.
4. 4. Select the lot for which you want to post differences and activate
it.
Under Specifications for Posting, the system displays the cash on
hand calculated from the lots in the field Cash Amount.

1. 5. In the field Amount, enter the cash desk total that you have
determined, that is, the total amount of the incoming payments
in the cash desk (actual balance).
2. 6. Choose Post.

When you post the differences, the posting is Expense Account to Bank
Clearing Account, or, in case of an excess, Bank Clearing Account to
Revenue Account.
Post withdrawals 1. 1. If you want to withdraw an amount from a cash desk, choose
Cash Desk ® Post Withdrawals.
2. 2. Confirm or change the date of the withdrawal. As standard, the
system displays the current date.
You can change these specifications to meet your requirements
using an installation-specific function module for event 6120.
3. 3. All closed payment lots/documents are displayed in the
overview. Under Specifications for Posting, enter the amount that
you wish to withdraw in the field Amount. Under Specifications for
Posting Documents, specify the currency in which you wish to make
the withdrawal. Select the lot from which you wish to withdraw the
amount and activate it.
Under Specifications for Posting, the system displays the cash on
hand calculated from the lots in the field Cash Amount.
4. 4. Post the withdrawal.
This brings about a posting from the general ledger category to the bank
clearing account. The lots are closed whether you withdraw the whole
amount or only part of the amount. If you withdraw the full amount for the
lot, this lot is no longer included in the overview if you choose the Post
Withdrawals function again. If you have only posted a partial withdrawal,
this lot is then available with the residual amount for further withdrawals.
Transfer If you want to use the role concept and, for example, only some of the
employees in your company have the authorization for G/L-relevant
postings, you can use the function Transfer (Edit ® Transfer) to transfer
the responsibility for payment lots to a user with the appropriate
authorizations. To ensure data consistency, the system closes all open
lots during the transfer.
Create lot Regardless of whether you are carrying out cash desk closing, posting
Close lot withdrawals, or transferring lots, you can close any types of lots to
prevent additional postings in these lots (for example, at the end of a
working day, changing of clerk, or if you want to create a check deposit
list). To do this, choose Cash Desk ® Close Lot. You can create new
lots in the same way (menu: Cash Desk ® Create Lot). The cash journal
checks whether there is already a lot for payments with the same
 payment category. If this is the case, no new lot is created. This means
that before you can create the new lot, you have to close the existing lot.
Only create the payment lot manually in exceptions, for example, if you
want to document certain incoming payments separately in a lot created
for this purpose.
Cash desk closing During cash desk closing (menu: Special Functions ® Cash Desk
Closing), the system compares the actual balances with the target
balances of the cash journal cash desks and displays any differences
that occur. You can use a currency unit sheet to enter cash desk actual
balances. Here you enter the coins and notes per currency. After you
have saved, you can print the cash desk closing and also reprint it at a
later time. Regardless of whether you are carrying out cash desk closing
for one cash desk, you can still open and close cash desks. Cash desk
closing is not a prerequisite for opening and closing cash desks.
However, if you are carrying out cash desk closing, the cash desk
concerned is automatically closed. If you want to carry out further
postings to this cash desk, you have to reopen it.
Overview of cash In the overview of the cash desk closing (menu: Special Functions
desk closing ® Cash Desk Closing ® Display Cash Desk Closing), you can
display the cash desk closing carried out for the current cash desks
and branches configured in the cash journal dependent on the
following selection criteria:

1.  Cash desk
2.  Branch
3.  Date of cash desk closing
4.  Closing created by
5.  Status of closing

Although you can only display the cash desk closing for the cash
desks and branches currently assigned to you, in the SAP menu
under Payments ® Cash Desk ® Overview of Cash Desk Closing,
you can use report RFKK_SHOWCHDSKCL to display an
overview for all cash desks and branches. Make sure you read the
report documentation.
If no roles are active in the cash desk, all cash desk closings that
meet the selection criteria are displayed.
Historical data In the display of the Historical Data (Environment ® Historical Data), you
can carry out detailed evaluations. Restrict the required data on the tab
pages Selection Specifications and Further Selection Specifications and
choose Cash Balance (Historical). On the lower part of the screen,
you can doubleclick on certain nodes of the tree structure displayed to
display additional information or individual documents, from which, for
example, the total amount of a deposit is made up and is displayed
under Deposit.

You can post deposits, differences, and withdrawals as line items. If the indicator Line Item is
set, the general ledger items in the reconciliation key are not grouped and therefore, when you
transfer the relevant reconciliation key from FI-CA to the general ledger (FI), line items are
created.

Additional Functions in the Cash Journal

You can use Goto ® Cash Desk to go directly to the cash desk.