Manual Consolidation

Introduction

This service pack contains an enhancement to Transaction Entry in Debtors and Creditors Ledgers which allows payment type transactions to be manually consolidated for posting to Cash Manager.

While entering a payment or refund batch you can define the transactions which will be posted to Cash Manager by means of a number and a description and select a Cash Manager posting in which to include the transaction being posted.

Note: Manual consolidation in Debtors or Creditors Ledger overrides any consolidation options set on the Cash Manager interface for manual batches. Autopayment batches are consolidated according to the parameters set for them, but if manual consolidation has been set, the consolidation can be amended before posting.

Note: This feature makes use of the FR record set in the PARAS database. Thus once it is enabled, every payment or refund batch will require at least one FR record.

 

Creditors Ledger

Creditors Batches Window

Fig 1: Creditors Batches Window

 

 

Consolidate by batch

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

Note

If this option is in force the prompts relating to consolidation in the Transactions in Batch window are skipped.

 

 

CM Postings

(Only for payment type batches if Cash Manager is in use and the "Consolidate Cash Manager postings" parameter is 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.

 

Transactions in Batch – Payments and Refunds

Fig 2: Transactions in Batch

 

 

Cons

(Only if Cash Manager is in use and the "Consolidate Cash Manager postings" parameter is set.) Tick if the transaction is to be consolidated with other transactions in the batch in a single posting to Cash Manager.

 

Each Cash Manager posting is given a number which appears in the "CM posting" prompt. This defaults to the number entered on the previous transaction, or to 1 for the first transaction in the batch.

Note

Foreign currency transactions cannot be consolidated

 

 

CM posting

(Only if Cash Manager is in use and the "Consolidate Cash Manager postings" parameter is set.) (This prompt is skipped if the "Cons" column is not ticked). Enter a number of up to four digits to identify the posting into which this transaction will be consolidated or select from a list of previously defined Cash Manager postings for the batch. This defaults to the last number used.

 

If you enter a previously unused number or press search Þ Cash Manager Postings window.

Note

Foreign currency transactions cannot be consolidated

 

 

 

 

Cash Manager Postings Window

Fig 3: Cash Manager Postings

 

Appears when you:-

  • enter a new CM posting number in Transaction entry
  • request a lookup on CM posting number in Transaction Entry
  • Select the CM Postings button in Batch Entry
  • Select the CM Postings button in Auto-Payments

Purpose

To allow you to enter a narrative for a new Cash Manager posting or to select a previously defined Cash Manager posting to which the current Creditors Ledger payment is to be added.

 

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 may not be later than the end of the period being posted.

Note

This defaults to the date of the first transaction included in the consolidation. If you subsequently add a transaction with a different date you are given the option to retain the existing date or change to that of the new transaction. You may request that you are not prompted again in this situation during the current session of work.

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.

On exit

  • If the window was entered from the Transactions in Batch Window Þ Transactions in Batch window
 

  • If the window was entered from Creditors Batches window or Auto-Payments menu Þ Details for Posting Number window

 

 

 

Details for CM Postings Window

Fig 4: Details for CM Postng window

 

Appears when you select a line in the Cash Manager Postings window entered from the Creditors Batches window or the Autopostings Menu.

 

To allow you to maintain the list of transactions associated with each Cash Manager Posting Number.

 

The prompts are:-

Narrative

(Display only) The narrative for the transaction in Cash Manager.

Items

(Display only) The number of consolidated transactions.

Entry total xxx

(Display only) The total amount of the posting in entry currency

Number

The number for the Cash Manager posting. Change this number if you need to move the transaction to a different CM posting number in this payment batch (a lookup is available). Remove the number if the transaction is not to be consolidated.

Supplier

(Display only) The name of the supplier.

Date

(Display only) The transaction date.

Payment

(Display only) The 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.

On exit

Þ Cash Manager Transactions Window.

 

System Parameters

Fig 5: 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 methods are handled by the auto-payments run 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 be prompted while entering payment or refund batches for the number of the Cash Manager posting to which the transaction should be consolidated. Enter N for no consolidation of Cash Manager postings.

Note

Foreign currency transactions cannot be consolidated.

Consolidate autopayments

The next three prompts control how payments by different payment methods generated by Auto-Payments 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 one transaction for 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 one transaction for 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 one transaction for posting to Cash Manager. Enter N to leave cheque payments unconsolidated.

Note

If you have set the parameter to consolidate postings to Cash Manager, you can view and amend the consolidations produced by Auto-Payments before posting the batch.

 

 

Debtors Ledger

Debtors Batches Window

Debtors Ledger has similar changes to Creditors Ledger with the exception of System Parameters.

System Parameters

Fig 6: 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 be prompted while entering payment or refund batches for the number of the Cash Manager posting to which the transaction should be consolidated. Enter N for no consolidation of Cash Manager postings.

Note

Foreign currency transactions cannot be consolidated.

 

Cash Manager

Autotransfer

Consolidate postings

(BOS format interfaces only) Set to consolidate transactions posted to Cash Manager.

Consolidate by

(Only if Consolidation is set) Transactions can be consolidated by:

    •  Batch number.
 

    • Transaction using the first 10 characters of the transaction narrative. Transactions with blank narrative are consolidated.
 

    • Narrative using the first 10 characters of the transaction narrative. Transactions with blank narrative are not consolidated.
 

If you select one of the consolidate options you can print the constituent elements of each consolidated posting through the Auto-Transfer report.

Note

Consolidation options can be overridden by certain parameter settings in the sending modules

Creditors Ledger

  • All BACS transactions in auto-payment batches can be consolidated into a single transaction in a separate batch.
 

  • All credit transfer transactions in auto-payment batches can be consolidated into a single transaction in a separate batch.
 

  • All cheque transactions in auto-payment batches can be consolidated into a single transaction in a separate batch.
 

  • In batches other than auto-payment batches consolidation can be specified manually while posting the batch. In auto-payment batches the consolidation details can be amended after the batch has been created.

Debtors Ledger

  • Consolidation can be specified manually while posting the batch.