Cash Requirement

The Cash Requirement menu should be used by the user before printing a cheque or a batch of cheques. This menu is not a required step to be able to print a cheque from the system - however, this could be a required step in a Company cheque printing process.

This screen will allow the user to run a report prior to the Automatic Cheques Printing and to identified the cash requirement needed. The user will be able to produce a list of invoices payable based on multiple criteria such as:

•Discount Date;

•Due Date;

The report can also be filter by:

•Vendor Type;

•Specific vendor (s).

Cash Requirement Report

•Bank Account: This field is a drop down list and will display all Bank Accounts set up in the Banks Maintenance. If a Company uses multiple Bank accounts with different currencies - the system will present the Cash Requirement in the currency of the Bank Account selected;

•Types: This field is not required to run Cash Requirement report. If the user wants to display a list of invoices payable without having to look vendor by vendor - he will be able to select a specific type of Vendor from the drop down list. The type of vendor that will display under this drop down list are the one created in the Vendor Types maintenance;

•Display: The user have the ability to look for different type of reports:

                    - Invoices: Most of the time - when a Cash Requirement will be run, the user will select to display invoices to pay. The system will display all unpaid invoices that match with all the previous criteria                     selected;

                    - Receiving Slips / Purchase Orders: Usually the user would checked these type of documents only if the purpose of the cash requirement is to project the future cash outflows. Since on these two types                     of document the user has the ability to enter an estimated Due date and Discount date, it is possible to estimate what would be the future cash requirements based on these information.          

•Discount on Past due invoices: If selected - the system will calculate the Cash Requirements after discount even if the date of the payment selected if after the due date and the invoice is past due.

•Specific Dates: From these fields - the user will enter the projected payment date. Based on the dates entered, the system will display all invoices that should be pay based on all the previous criteria selected. The system will calculate the cash requirement based on all invoice that has a due date or a discount date (depending on the choice selected) that is equal or before the specific dates entered.

Based on all criteria selected above - the system will display the list of invoices that should be pay and the total of Cash Requirements at the bottom of the screen.

From the main screen - the user also as the ability to:

•Add one vendor at a time: By pressing F5, the system will bring the cursor in the Vendor field and allowed the user to manually type a vendor number, or use F1 to open the search window;

•Delete some invoices payable from the Cash Requirement: If the user select to pay invoice by Type of vendors, the system will display all invoices that are payable in respect with the selected criteria. From that list, the user has the ability to review the list and unselected some invoices that should not be pay already. To do so, the user will need to positioned the cursor on the invoice, and hit  F7.

Select specific invoices to pay

As explained above, this menu is designed to be able to show all invoices payable to the specified vendor at a specified dates. Based on the criteria selected by the used, the system will display the whole balance payable by vendor.

However, the user might not want to pay the total balance, but just some invoices.

Therefore, from the main screen, the user can double on the vendor - and another screen will appears and display all invoices payable in the whole balance.

From this screen, the user can decide which invoice needs to be paid or not paid by clicking on the button called Pay/Do not pay at the bottom left hand side of the screen.

The authorized Amount field represent the amount that will be paid to the vendor. The user can then:

          - To clear the authorized amount to zero: Highlighted the invoice that will not be pay - and click on the Pay/Do not Pay button. This will clear the total Authorized Amt to 0.00$ and the invoice will show in           yellow.

          - To modified the total amount paid and partially paid the invoice: The user will have to highlighted the invoice that will be partially pay - and press F3 (modify). The user will then be able to change the           authorized Amt.

Although the user chooses which invoices to pay and not to pay, the printed cash requirement report will print the invoices with a zero authorized amount as well.

Print Cash Requirement Report

Once the Cash Requirement analysis is produced, the user as the ability to print a report that will summarized all information displayed on the screen. To do so, the user needs to press Print on the left bottom of the screen.

This will open a new window with report options:

•Report Option:

                    - Summary: If selected, the report will print the total Cash Requirement per vendor as one big lump sum;

                    - Detailed: If selected, the report will print the total Cash Requirement per vendor as well as a list of all invoices that are part of the Cash Requirement.

•Sort: The report can either be sort by Numeric (Vendor number), or Alpha (Vendor Name) if more than one vendor are part of the Cash Requirement.

Here is an example of the Summary Cash Requirements report:

Here is an example of the Detailed Cash Requirements report: