1. Cash Management Training
November 2006
Subsidiary Training

2. Checkbook Maintenance cards → financial → checkbook

3. Checkbook Maintenance cards → financial → checkbook
You can have multiple checkbooks in one database.
Checkbooks are tied to a general ledger accounts.
The cash balance is tracked in the checkbook files independently of the general ledger.
Each checkbook has its own check number and deposit number series.

4. Bank Deposit Entry transactions → financial → bank deposits

5. Bank Deposit Entry transactions → financial → bank deposits
It is wise to immediately print deposit slips after you post the cash receipts in receivables
Type: Deposit With Receipts: Once you post cash receipts, you need to gather these receipts into deposit slips.
Type: Deposit Without Receipts: These are other deposits that should be shown in general ledger
Type: Clear Unused Receipts: When a receipt has been entered in the general ledger already you need to remove the unused receipt.

6. Bank Transaction Entry transactions → financial → bank transactions

7. Bank Transaction Entry transactions → financial → bank transactions
You can enter checks, withdrawals, or increase or decrease adjustments, that bypass the checkbook
Receipt type means it is a deposit that needs to be gathered into a deposit slip
The transactions post to both general ledger and bank reconciliation files
You need to enter the general ledger account number for offsetting entry
These transactions must be posted immediately
Deposits and checks entered here do not show in the customer/vendor history records
By clicking on the AIT tab you can enter intercompany bank transactions, and use templates.

8. Intercompany Bank Transaction Entry transactions → financial → bank transactions
Notice the debit automatically goes to the cash account

9. Intercompany Bank Transaction Entry transactions → financial → bank transactions
You can specify any company for deposits
Inter company cash receipts cannot be entered

10. Intercompany Bank Transfer Entry transactions → financial → bank transactions

11. Bank Transfer Entry transactions → financial → bank transfers
ALL BANK TRANSFERS should be entered in this screen, both intracompany and intercompany
Records bank transfers in both general ledger and bank reconciliation files
Will generate intercompany entries in the other database also.

12. Notes on Conversion Checkbook Cash Balances
Since we will be cutting over near the end of a physical month, there will be a large number of outstanding checks and deposits
A common method is to do the first months bank reconciliation by hand, and do a backwards bank reconciliation
This balances the outstanding transactions rather than the cleared transactions, and forces the beginning balance in the checkbook
The GL and checkbook bank balances will not match until this process is complete

13. Notes on Converting Cash Balances ALTERNATE APPROACH
Enter into checkbook prior months bank balance, outstanding checks and deposits
Enter into checkbook cash transactions up to date of conversion
GL and checkbook cash balances should be synchronized at date of conversion
First bank reconciliation can be done in Great Plains

14. Checking Bank Balances inquiry → financial → checkbook balance

15. Checking Bank Balances inquiry → financial → checkbook balance
Current checkbook and cash account balances should be identical
Reasons why they would differ:
Unposted cash receipts or check batches in general ledger
Deposit slips have not been gathered and printed
Transactions affecting cash were posted directly in general ledger module, and not to the subsidiary modules (payables, receivables, bank reconciliation)
NOTE: Inquiry screen can also calculate the bank balance for any historical date

16. Reconciling Bank Balances transactions → financial → checkbook reconciliation
Enter the bank statement ending balance and ending and cutoff dates, and press Transactions button

17. Reconciling Bank Balances transactions → financial → checkbook reconciliation

18. Reconciling Bank Balances transactions → financial → checkbook reconciliation
You clear the items until the remaining difference is zero.
IMPORTANT: Under the EXTRAS → RANGE menu option you can mark the beginning and ending range of checks that clear
You cannot finalized the bank reconciliation until the difference is zero.
You can save the reconciliation, and enter transactions in other modules.
For common bank transactions, click on the ADJUSTMENTS button

19. Reconcile Bank Adjustments transactions → financial → checkbook reconciliation → adjustments

20. Checkbook Balance Inquiry Inquiry > Financial > Checkbook Balance

21. Checkbook Balance Inquiry Inquiry > Financial > Checkbook Balance
The general ledger and checkbook balances should match
Expansion button shows whether the selected transaction has cleared
Using the date ranges you can calculate an historical checkbook balance