Bank cash point

Bank cash point

When you record a payment receipt you have to record where the money was received. This may be either a Bank Account or a Cash Point, e.g. the front desk at the lodge. Each Bank / Cash Point has to be specific to a currency. You also need to tell the system which Invoicing Units and companies can use it, which is done on the Business Structure screen. On the Environment setup screen you need to specify which environments can receipt into the Bank / Cash Point – for example you would not want the Reservations Office to receipt into a Lodge Cash Point.

For a Bank you can record full bank account details, which you can then choose to display on reservation documents.

A Cash Point simply has a name, abbreviation and currency.

Note that there is a situation where the system generates a Cash Point that cannot be edited or deleted. This happens when the ‘Write off’ facility is used on the Folio / Invoice report. This action causes the system to generate a payment receipt that has to be allocated to a Cash Point that is linked to the Environment on which the write off occurs, the Invoicing Unit to which the affected folio belongs and the Currency of the folio. When a write off is generated for a new combination of these elements, the system creates a Cash Point called “Ledger (RS – xx – USD), where RS = the Environment, xx = the invoice code for the Invoicing Unit and USD = the Currency.

The system offers various reports that enable you to analyse receipts, e.g. to show you what value of USD was receipted at the lodge in the past week.

To create, edit or delete Bank accounts or Cash points, navigate through Admin > Setup > Code Tables > Financials > Bank Cash point.

Creating a Bank account

Select the Bank Account toggle by the ‘Type’ option.

Field	Description	Notes
Currency	The currency linked to the Bank Account. You can select from records set up in the Currency code table.
Account name	The name of the bank account.	This name will show on your reservation documents but the bank will not use it for account verification. So you can use a name that helps you identify the account when recording a payment. For example, if you have a bank account in your company name at 2 different banks you could add a suffix to the account names to differentiate them.
Abbreviation	Abbreviation derived from the name (optional).	Free format field. This is used on some reports.
Account number	The bank account number allocated to the account name.	This number must be correct, as shown on your bank statement.
Bank name	The bank name where the account is based.
Detail line 1	General information associated to the bank account (usually the branch information).	You can choose what data to show in the detail fields, e.g. Swift code and / or bank address.
Detail line 2, 3	Optional information associated with the bank account.

Creating a Cash point

Select the Cash point toggle by the ‘Type’ option.

Field	Description	Notes
Currency	The currency linked to the Cash point. Records displayed here are set up in the Currency code table.
Cash point name	The name of the place where the cash is recorded.	e.g. “Lodge”
Abbreviation	Abbreviation derived from the name (optional).

Having created a Bank / Cash Point you must specify which companies and environments use it, otherwise it will not be accessible.

Editing a Bank account or Cash point

Once you have made an edit, the changes will automatically show on reservations and reports that reflect the Bank / Cash Point.

Deleting a Bank account or Cash point

If the Bank / Cash point has already been used, it will remain in the list but will be marked as inactive. Inactive items will no longer be available for selection on any future payments but will still apply on records where they are already used. You are able to report on inactive Banks / Cash Points.

Bank cash point

Creating a Bank account

Creating a Cash point

Editing a Bank account or Cash point

Deleting a Bank account or Cash point

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