Cashier Transaction
Cashier transactions are used to record and manage payments and their sources. It allows users to track individual transactions, including details like customer payments, source documents, and payment methods. To manage the cashier transaction, follow these steps.
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On the Cashier Deposit page, on the Transactions FastTab, select New Transaction.
The Cashier Transaction page opens.
Only users assigned to the associated cash drawer on the Cash Drawer Users page can execute this action. -
On the General FastTab, you can view the following fields with the auto-populated information.
Field Description Line No. Specifies the transaction line number to which the cashier transaction is associated. Drawer User Specifies the user or cashier associated with the transaction. Currency Code Specifies the currency code used for the transaction. Transaction Date Specifies the date when the transaction is created and recorded. Transaction Time Specifies the time when the transaction is created and recorded. Posted Specifies whether the cashier transaction is posted. -
On the Sources FastTab, fill in the fields as follows.
Field Description Customer No. Select the customer number from whom you have received the amount. Source Type Select the source type for which you want to record the payment.
Invoice – Select this option to record a payment for posted sales invoices.
Credit - Select this option to record a payment for posted sales credit memos.
Customer – Select this option to record a direct payment from a customer. It might be for various reasons. For this source type, only one cashier transaction source line is allowed per cashier transaction. However, lines with other source types can be included.
Miscellaneous – Select this option to record a payment for the other types of transactions that are not categorized under the above options. For this source type, only one cashier transaction source line is allowed per cashier transaction. No other source type or additional miscellaneous lines can be included.Source No. Select the source number that corresponds to the selected source type. For example, if the Source Type field is set to Invoice, this field will represent the posted sales invoice number. The list displayed in this field is filtered based on the selected customer and the relevant currency code. Reference No. Enter the number used as a reference for the cashier transaction source line. Amount View or enter the amount for the cashier transaction source line. The value in this field corresponds to the Source Type field value as follows:
Invoice - Displays the remaining amount to be received for the relevant posted sales invoice. This field is not editable for this source type. The value is determined by subtracting the payment discount value (found in the Discount Amount field via page inspection) from the original amount.
Credit - Displays the remaining amount to be received for the relevant posted sales credit memos. This field is not editable for this source type.
Customer - This field is editable for this source type. You can enter both positive and negative values.
Miscellaneous - This field is editable for this source type. If the Type field is set to In on the selected Miscellaneous Cash Code page, enter a positive value. If the Type field is set to Out, enter a negative value.
You can select a sales order to fill the cashier transaction source line automatically with the relevant invoice details.
- On the Sources FastTab, select Get Sales Orders.
The Sales Orders page opens and displays the list of sales orders. The filters applied are as follows:- Sales orders with open prepayment invoices.
- Sales orders that are relevant to the selected currency code.
- Select a sales order to create a cashier transaction source line. The cashier transaction source line(s) are created with the Source Type set to Invoice and automatically filled with the prepayment invoice details from the selected sales order. If the sales order has multiple open prepayment invoices, all of them will be added to the cashier transaction source lines. To pay only for specific invoices, you can manually delete the lines for the invoices you are not paying for.
The cashier transaction source line created here automatically makes an entry on the Cashier Transaction Sources page. For more information, see Cashier Transaction Sources.
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On the Payments FastTab, fill in the fields as follows.
Field Description Payment Method Specifies the payment method code to use for receiving or processing the payment. By default, this field is filled with the value configured in the Default Payment Method field on the Cashier Setup page, but you can modify it as required. Payment Reference No. Enter the number used as a reference for the cashier transaction payment line. Paid Amount Enter the total amount of payment received or processed for this transaction. Change Enter the amount to be returned to the customer after processing the payment. If there is only one cashier transaction payment line, this value is automatically updated with the total change amount when you post the cashier transaction or close the Cashier Transaction page.
If there are multiple payment lines, you must manually update this field based on the payment method used to give the change. In this case, the Cashier Transaction page cannot be closed unless this value is manually updated. The total amount of the Change field for all lines should match the amount in the overall Change field displayed at the bottom of the Cashier Transaction page.Amount Specifies the actual amount for this transaction. This value is automatically calculated by subtracting the amount in the Change field from the Paid Amount field.
To post the cashier transaction, the total amount in this field for all cashier transaction payment lines should match the total amount in the Amount field on the Sources FastTab for all cashier transaction source lines.Ledger Document No. Specifies the customer ledger entry document number for this transaction once posted.
The cashier transaction payment line created here automatically makes an entry on the Cashier Transaction Payments page. For more information, see Cashier Transaction Payments.
You can also view cumulative information of all the cashier transaction payment lines in the following fields.
| Field | Description |
|---|---|
| Total Amount | Specifies the overall amount for all cashier transaction payment lines recorded within the cashier transaction. This value sums up all the values in the Amount field on the Sources FastTab. |
| Total Paid | Specifies the overall amount received or paid within the cashier transaction. This value sums up all the values in the Paid Amount field on the Payments FastTab. |
| Change | Specifies the overall amount of change given back to customers during the cashier transaction. For more information, see Scenarios for understanding transaction payments. |
| Due | Specifies the overall amount that is still owed or due for the cashier transaction. This value indicates the balance remaining to be paid after considering any payments received and change issued. For more information, see Scenarios for understanding transaction payments. |
- On the action bar, select Post to post the cashier transaction. This action automatically turns on the Posted toggle once posted and is available only if the cashier transaction is not posted. The system performs differently for each source type when posting the cashier transactions. For more information, see Post Cashier Transaction.
Create cashier transactions from source documents
You can create cashier transactions directly from source documents such as sales orders, posted sales invoices, and posted sales credit memos. To do that, follow these steps.
- Open the relevant Posted Sales Invoice page.
- On the action bar, select Actions > Functions > Create Cashier Transaction.
The Create Cashier Transaction From Sales page opens. - In the Cash Drawer Code field, select the required value.
- If only one cash drawer code is associated with the user, the system automatically fills this field.
- If multiple cash drawer codes are associated with the user, the system automatically fills this field with the default cash drawer code for the user.
You can change this value even after it is automatically filled.
If the user is not associated with any open cash drawers, the cashier transaction cannot be created. - Select OK.
The system checks for an open cashier deposit that matches the selected cash drawer, the currency code used in the posted sales invoice, and the work date as the posting date. If a matching cashier deposit is found, it creates a cashier transaction for that deposit.
If no matching cashier deposit is found, a dialog appears with the following message:
No existing cashier deposit was found for the currency, cash drawer, and date provided. Do you want to create a new Deposit?
- Select Yes.
The system will create a new cashier deposit with the relevant cash drawer, currency code, and posting date, and then create a new cashier transaction line for it.
This works similarly for sales orders and posted sales credit memos as well.
Cashier transactions can be created for sales orders that have open prepayment invoices.
Scenarios for understanding transaction payments
To understand how change and due amounts are calculated, refer to the following scenarios. The difference is determined using the following formula:
Difference = Total Paid - Total Amount
Scenario 1
Assume the following amounts for this scenario:
Total Amount = 300
Total Paid = 300
Calculation:
Difference = 300 - 300 = 0
Change = 0
Due = 0
In this scenario, the amount paid matches the total amount due. Therefore, no change is returned to the source, and there is no amount due.
Scenario 2
Assume the following amounts for this scenario:
Total Amount = 300
Total Paid = 400
Calculation:
Difference = 400 - 300 = 100
Change = 100
Due = 0
In this scenario, the amount paid exceeds the total amount due by 100. This excess amount is returned to the source as change, and there is no amount due.
Scenario 3
Assume the following amounts for this scenario:
Total Amount = 400
Total Paid = 300
Calculation:
Difference = 300 - 400 = -100
Change = 0
Due = 100
In this scenario, the amount paid is less than the total amount due by 100. This deficit is recorded as due, and the source needs to pay this remaining amount.
Scenario 4
Assume the following amounts for this scenario:
Total Amount = -300
Total Paid = -300
Calculation:
Difference = -300 - (-300) = 0
Change: 0
Due: 0
In this scenario, the negative total amount is exactly balanced by the negative amount paid, resulting in no change and no amount due.
Scenario 5
Assume the following amounts for this scenario:
Total Amount = -300
Total Paid = -400
Calculation:
Difference = -400 - (-300) = -100
Change = 0
Due = 100
In this scenario, the negative amount paid is more than the negative total amount by 100. This 100 is recorded as due, indicating an excess payment that needs to be adjusted.
Scenario 6
Assume the following amounts for this scenario:
Total Amount = -400
Total Paid = -300
Calculation:
Difference = -300 - (-400) = 100
Change = 100
Due = 0
In this scenario, the negative total amount is more than the negative amount paid by 100. This excess amount of 100 is returned to the source as change, resulting in no amount due.