Non-supported ReleaseNon-supported Release
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Creating Cashbook Accounts

A cashbook account is an account that needs reconciling such as a bank account or credit card account. Cashbook accounts can be set up for any asset and liability account that will need to be reconciled. Typical examples are savings accounts, credit card accounts, and checking accounts.

Getting to the TransactionGetting to the Transaction

On the Accounting menu, select Cashbook Accounts to open the Cashbook Accounts window.

Click [New] to open the Add Cashbook Account window.

Account InfoAccount Info

Verify the Account info tab is forward. If it is not, click the Account info tab to bring it forward.

In the Ledger account field, use the drop-down menu to select a General ledger account toa associated with this cashbook account.

Note: Some accounts may not show up in the lookup menu because they have been previously associated with other cashbook accounts. Only one General Ledger account can be associated with a cashbook account, because each cashbook account is based on a single General Ledger account.

In the Account type field, use the drop-down menu to select the type of account: cash, credit card, checking, or savings account.

In the Bank field, enter the name of the bank where this particular account is open.

In the Contact field, enter the name of the contact at the bank.

In the Phone field, enter the contact's phone number.

In the Fax field, enter the contact's fax number.

In the Routing number field, enter the bank routing number.

Note: Routing numbers and account numbers are stored in the e-automate database in an encrypted format for security. The system only displays this field if EFT options are not enabled or—if EFT options are enabled—if the EFT options' File Format field is set to United States or to United Kingdom. For more information, see the Setting Accounts Payable Options topic's "Configuring EFT Options" section.

In the BSB field, enter the Bank State Branch number used for EFT transactions.

Note: The system only displays this field if the EFT options' File Format field is set to Australia - New Zealand. The ABA file format currently only works for Australia; this file format does not work for New Zealand. For more information, see the Setting Accounts Payable Options topic's "Configuring EFT Options" section.

In the Account number field, enter the bank account number.

In the Check number field, enter the current check number, if it is a checking account. If it is not a checking account, enter 1.

EFT TabEFT Tab

To use this account to disburse payments electronically via EFT (ACH), do the following:

Click the EFT tab to bring it forward.

Check the Use EFT payments checkbox.

Note: The ACH contact at your financial institution should provide the values you need to populate the fields on this tab. The ACH (Automated Clearing House) rules set standards for these fields, but your financial institution can change their values. Ask your ACH contact for the appropriate values.

In the Immediate destination field, enter the Routing Number of the ACH Operator or receiving point to which the file is being sent. The 10 character field begins with a blank in the first position, followed by the four-digit Federal Reserve Routing Symbol, the four-digit ABA Institution Identifier, and the Check Digit.

In the Destination name field, enter the name of the ACH or receiving point for which that file is destined.

In the Immediate origin field, enter the Routing Number of the ACH Operator or sending point that is sending the file. The 10 character field begins with a blank in the first position, followed by the four-digit Federal Reserve Routing Symbol, the four digit ABA Institution Identifier, and the Check Digit.

In the Origin name field, enter the name of the ACH Operator or sending point that is sending the file.

In the Company ID field, enter the provider’s identification number.

In the Company name field, enter the provider’s name.

Select the Include account debit record in the EFT file checkbox if you want a debit record included in the EFT file. When checked, the electronic file concludes with a debit line. Your financial institution will direct you to either check or uncheck this checkbox.

For more information on configuring e-automate for EFT, see the Configuring E-automate for EFT topic.

Adding Notes to a Cashbook AccountAdding Notes to a Cashbook Account

You can add Notes to a cashbook account. Follow these steps:

From the Cashbook Accounts list, highlight the account to which you want to add a note.

Click Notes.

Primary note is a note you add that can be edited.

The Note field is used to add additional notes. You can choose to allow or disallow editing by selecting the proper Note Type.

Note: Enter the note associated with this cashbook account.

Type: Use the lookup to choose the note type. When you create a note type you can choose to make it editable.

Click [QuickAdd].

Click [OK].

Completing the TransactionCompleting the Transaction

Click [OK] to add the account to the cashbook account list.