CASH DESK / CASH JOURNAL CONFIGURATION: A detailed discussion:

Hello Folks,

Regarding SAP Utilities, Cash Desk Configuration is one of the major task. So let us discuss in detail about the cash desk configuration, and see what can be done through simple configuration without going to a technical consultant … Without much introduction lets move directly to the SPRO nodes.

Wish you a Very Happy Read !!

In order to have the functionality of Cash journal the cash journal needs to be activated. If the cash journal is not activated then the cash desk may be accessed from the tcode: FPCD.

If Cash Journal is activated then the tcode is FPCJ.

The first step in configuring a Cash desk/Cash Journal is go to the IMG node as shown below:

Enter application area (Application Area: R, denotes Utility)

Press Enter.

Upon pressing Enter the following screen appears:

I am going to discuss each portion of the screen separately in order to impart a better understanding of the functionality for each of the screen areas.

Screen part1:

Here we see the application area as the ‘Utility company’ as specified in the initial screen.

Below is the check box to activate the cash journal. If cash journal is activated then we can access the cash desk by the tcode FPCJ, and if not then we access the same by the tcode FPCD.

If cash journal is activated then FPCD will not work and will display the following message:

On the other hand if the cash journal is not active then the tcode FPCJ will show a message

The difference between FPCD and FPCJ can be demonstrated by the screen which opens by entering the tcodes:

FPCD screen:

FPCJ screen:

In this screen apart from Cash desk there are certain more sophisticated options are available they are the buttons provided:

This functions becomes available by checking the Activate Cash Journal Check Box. A more detailed explanation about all the options will make the blog deviate from its main content. So moving ahead with the configuration steps of the cash desk. I will try explaining the functionality of all the buttons in some other blog.

Screen Part2:

This portion of the screen provides the general attributes common to both Cash journal and cash desk. Listing the options available and its functionality:

1. Checkbox: Overpayment Possible Online: If this check box is ticked then it means payment of an amount exceeding the receivable amount from a contract account or business partner can be taken from the cash desk. If you want to restrict over payment to be taken from the cash desk uncheck this checkbox.
2. Checkbox: Display Entry Field for Barcode: If the Invoice sent to the business partner contains the barcode printed over it and has the information of the open items to be cleared then a barcode scanner may be used to take payments at cash desk.

This Barcode entry option becomes visible by checking this checkbox:

1. Checkbox: Display Cash Desk Clearing Act: While a payment is taken in a cash desk, a journal entry is posted by the payment document created:

If this check box is selected then the cash desk clearing account is visible in the cash desk screen.

The following screen shows the payment document posted by a payment received through cash desk

1. Input Field: Number of days for card payment: The number of days added to the payment date to determine the value date for Card Payments. This value will not be considered if value date is not manually entered in the system.
2. Input Field: Number of days for check payment: This is same as stated above for check payment.

Screen Part3:

If ‘Automatic Printing’ is selected then the receipt will be automatically printed as soon as the payment is posted.

If ‘Confirm Print’ is selected then the following pop-up will be displayed to print the payment receipt.

No receipt printing facility will be available if ‘No Print’ radio button is selected.

Screen Part4:

This part of the screen provides configuration only for Cash Journal, when cash journal is activated.

1. Check Box: User Roles: This functionality is provided with the implementation of cash journal. Illustration: Utility may be divided into divisional offices. Each office may have some Cash collectors, some finance managers and one divisional manager. So if this check box is checked then the three different roles can be set in the system and the cash collector, Finance managers and divisional officers may be assigned to the roles so that the users have different level of authorizations. This will be explained in detail in another node of cash desk configuration.
2. Check Box: Activate Cash Desk Closing: If this box is checked then the cash desk closing functionality becomes active in the cash journal. Entries are posted table DFKKCJC if this box is checked.
3. Check Box: No partial withdrawal Possible: After collection of payments in desk the amount needs to be withdrawn from the vault of the cash desk and needs to be transferred to the bank. This activity of taking the money out of the cash desk vault is called ‘withdrawal’. If this box is checked then the user is bound to withdraw the total amount present in the cash desk vault.
4. Check Box: Withdrawal of Negative Amount: If this box is checked then a negative amount can be withdrawn from the cash desk vault.

Screen Part 5:

1. Check Box: Display Cumulated: The checking of the box has the effect that the system displays the monetary cash balance in the cash journal cumulated. The monetary amounts in the display are cumulated specific to the currency and not specific to the process category. So if this box is not checked then the following process categorized display can be found.

• 02 Incoming payment/outgoing payment
• 11 Cash differences
• 12 Withdrawals from the cash desk
• 13 Deposits in the cash desk
• 14 Reversal of withdrawal

1. Check Box: No Check on Outgoing Payments: The system does not check if the amount disbursed as outgoing payment is available or not in the cash desk.

Screen Part 6:

This portion has the same functionality as the Screen Part3 but this is for Special postings in cash desk. Special postings in cash desk include the posting of withdrawal, posting difference etc. A document is printed for such special postings, and the printing confirmation is required or not is fetched from this configuration node.

Screen Part 7:

1. Check Box: Enable Posting of Difference for all payment category: If this indicator is checked then difference can be posted for all payment categories like cash payment, check payment, card payment etc. But if this indicator is not set then difference can be posted only for cash payments.
2. Check Box: Activate Withdrawal of Credit Card Payments: If this box is checked then credit card payments taken at cash desk can be withdrawn.

With this the first node configuration is complete.

Second node for configuring cash desk:

On clicking the node the following screen opens:

Click on New Entries:

If you are configuring a fresh system, then there will be no entries as in the above screen shots.

On clicking new entries the following screen appears.

Enter the Company code (F4 help is available), then the payment category, you can specify separate cash desk clearing accounts for different payment categories. Enter the Cash desk clearing account for different payment category.

After entering the above 3 entries press enter and the short text will be populated automatically. Ensure that the account mentioned here is created in FS00 in the company’s chart of accounts. Then save the entry. Likewise you can maintain the cash desk clearing accounts for different combinations.

Note: The cash desk clearing account determination is dependent only on company code and payment category. In order to post the payments taken to the contract account head the cash desk clearing account mentioned here should be also maintained in the following node: “Define Bank Clearing account for payment lots”

Here the bank clearing accounts for payment lots are maintained and as the payments received in the cash desk are also posted as standard lot, it needs to be maintained in this node: The check boxes present in each line are as follows:

Valid for cash payment lot

Valid for returns

Valid for check payment lot

Valid for card payment lot

Valid for payment order lot

Valid for online check

If you are maintaining separate cash desk clearing accounts for separate payment categories then then maintain accordingly the check boxes.

If you are maintaining different G/L Accounts for different types of payments like cash, check, credit card etc then the general rule to maintain the Bank clearing account for Payment lot is as follows:

The third node for configuring Cash Desk:

Click on the Node

The following page will appear and there will be no entries if you are configuring a fresh system.

In this node the document type is assigned to the documents which are posted to the system after a cash desk payment.

Click on New Entries.

The following screen appears

The F4 help of the payment category is as follows:

The document types are dependent on the company code and the payment category.

In this node different document type can be assigned for cash desk and cash journal, for the same payment category and company code combination. If the cash desk document type is used for both cash desk and journal.

Save the entry.

Fourth Node for Cash desk Configuration:

Click on the node.

There will be no entry here if you are configuring a fresh system.

Click on new entries: Enter the followings:

1. Enter a Short Account Assignment: This is a kind of indicator which identifies the document to be posted to which general ledger account. This Short AA will be visible while making transfer postings.
2. A short description: like Company Asset damage Penalty
3. Company code
4. GL account to which the payment needs to be posted
5. Optional entries are: Business area, Segment, Controlling Account Assignment

If you tick the Item check box then another separate line item is created in the general ledger transfer document for this line item

1. Checking the Workflow Box Causes an event to be triggered that can be used together with the parameters transferred from other systems to start a further processing workflow.
2. Period: This is the number of days after which you can automatically transfer the unclarified items.
3. Tax code: as per the business
4. Authorization group: if you want to restrict the functionality of transfer posting to any authorization object then it can be done here.

Save the entry.

The following screen shots shows the effect the above configuration on cash journal:

If the transfer posting records needs to be mailed to a certain receiver then, you can enter the address in this node and mention what kind of address is specified.

Select a line item and then double click on the Mailing address for transfer posting.

Click on New Entries:

Enter the Short Account Assignment, Address and the Recipient Type. The list of recepent type type as follows:

Save the entries.

The fifth node for Cash Desk Configuration:

Click on the node.

In this node the data of the names of the cash desk branch and cash desk number are configured in SAP.

Illustration: Let us consider your electricity board is having four collection office in your town and in each collection office there are three cash counter for depositing the bill. Then you will define 4 ‘Branch’ and for each branch you will define 3 ‘Cash Desk’.

On clicking the node the following screen appears.

There will be no entries for if you are configuring a fresh system.

Click on ‘New Entries’.

Enter the details and save.

If you want to logically delete any of the cash desk of any branch then you can check the ‘Deletion Indicator’ in the last column of this node.

Sixth Node for Cash desk configuration:

Click on the node and enter Chart of accounts and press enter:

Illustration: Say your business is having a cash desk where 1521 USD cash is collected in a certain day. So there should be 1521USD physical cash in the cash desk vault. But due to some human error while telling the money a difference of 5 cents (5 cents less to 1521USD). So in this case a difference should be entered to the system. There may be cases when the physical cash found in the vault is more than the cash collected at the cash desk. The expense and revenue accounts are maintained in this node to make it possible for these kinds of entries.

The following page appears:

Click on ‘New Entries’.

Enter the ‘Company Code’, ‘Branch’, and ‘Cash Desk Clearing Act’.

The expense and revenue account may be the same in a case business requires.

Save the entry.

Seventh Node for Cash Desk Configuration:

Click on the Node:

Illustration:

After the collection of payments in cash desk, the money is accumulated in the physical vault of the cash desk. In sap the transaction of money and material is traced by posting documents. Now after the whole day’s collection, the cash from the vault is withdrawn and the same is deposited to the bank. This activity of withdrawing the money from the cash desk vault is entered in the SAP system by the ‘Post Withdrawal’. Similarly Cash may be deposited in the Cash Vault of the cash desk.

But for the movement of cash, two general ledger is required to be hit. The G/L s for withdrawal and deposit are maintained in this configuration node.

The following screen will open and there will be no entries if you are configuring a fresh system.

Click on new entries:

Here also the withdrawal and the deposit accounts may be the same according to the business scenario.

Eighth node for cash desk configuration:

Click on the node:

Enter ‘R’ application area for utility:

Eighth node for cash desk configuration:

Click on the node:

Enter ‘R’ application area for utility:

Press enter

Click on ‘New Entries’ and the screen which follows will be explained in parts below:

Screen Part1:

Enter the Role: Choose one from the drop down list. Three levels of role can be assigned to the users.

The following screen shots will illustrate the cashier role, but they will definitely project to project according to the business needs.

Screen part 2

Each of the points discussed here will be accompanied with a screen shot of the cash desk (Tcode: FPCJ) function button, for a better understanding. If you check the corresponding role, then for the users assigned to the role the particular options will be active. It will be inactive if not checked.

1. Check Box: Change Cash Desk: A cashier will not be able to change his/her cash desk, so the same is not checked for the cashier role.
2. Check Box: Determine Cash Desk Content: The owner of the role can determine the contents of the cash desk using the counter template to reconcile the cash desk.
3. Check Box: Open Cash Desk: A cashier should be able to open cash desk
4. Check Box: Close Cash Desk: A cashier should be able to open close desk
5. Check Box: Post Deposit: Generally a cashier is not responsible to post deposit in cash desk. This should be done by cashier with special tasks or the branch manager.
6. Check Box: Post Withdrawal: A cashier should be able to post withdrawal from the cash desk so that the cash may be deposited in the bank
7. Check Box: Close Lot: A cashier generally should not be able to close the lots of payments.

The functions can be accessed by the user from the ‘Cash Desk’ in the menu bar:

Screen part 3

1. Checkbox: Post Difference: As difference is posted if a mismatch is found in the actual cah present in the vault and the collection amount in SAP, so a cashier generally is not given the authorization to use this functionality.

2. Checkbox: Transfer postings: Generally a cashiers are able to do transfer postings to GLs.

3. Checkbox: Reversal of special documents: Special documents like post difference and post withdrawal can be reversed by this functionality.

4. Checkbox: Call Up Cash Desk: Open cash desk from cash journal to take payments.

5. Checkbox: Reverse Payment Document: Payment document reversal in case of erroneous payments taken.

Screen part 4

1. Checkbox: Display Cash Balance: The present cash balance of the cash desk can be checked.

2. Checkbox: Display Historical Data: The historical data of the cash desk. The payments taken in the cash desk, payments reversed etc.3. Checkbox: Display Lot: The lot ids created by the user by taking payment can be seen by providing date filter criteria.

Screen part 5

1. Checkbox: Open All Cash Desks: The branch manager has the authority open all the cash desk for his branch.
2. Checkbox:  Close All Cash Desks: The branch manager has the authority close all the cash desk for his branch.
3. Checkbox: Carry out Cash Desk Closing: Execute cash desk closing and cashiers generally have the authority to close the cash desk.

4. Checkbox: Display Cash Desk Closing: Display the previous cash desk closing activity, in a from date to date filter criteria.

Ninth Node for cash desk configuration:

Click on the node.

There will be no entries if you are configuring a fresh system.

Click on ‘New Entries’

Enter the values as mentioned in the previous screen shot.

Use: If you want to use a currency unit sheet for entering the actual balances for the cash desk closing in the cash journal, you have to define the currency units for the currency unit sheet. To do this, in this activity, maintain the value of the coins and notes currently in circulation for each currency.

Using the currency unit sheet makes entering the actual balances easier; you only have to enter the number of coins, notes, and other currency units in the cash desk. The system then calculates the totals automatically.

The functionality can be seen in the following screen shots:

Click on cash desk closing:

Select the Cash Payment line and then click on ‘Enter Actual Bal.’

The following values will be extracted from the discussed configuration.

This is the entire cash desk configuration process.

Note: The G/L accounts used in the configuration should be first created in the system, else the system will through error.

Please let me know if you liked the discussion, and constructive criticisms are very much welcome. Let me know if I missed something or any of my discussion points may lead to something erroneous.

I will try preparing such detailed discussion on several other business process of SAP ISU module in future, of-course if  you folks find that such discussions interesting.

Bye for now and see you soon in some other topic….

Till then take care of your MOM DAD…..