Sap cash-journals-v7-september-2017

SAP Cash Journal September 2017 V7 PUBLIC
For assistance: Call SAP in Schools Team 01629 538088 | Email schoolssap@derbyshire.gov.uk
Page | 1
SAP
Banking – Entering Cash Journals (Transaction FBCJ)
Recording your banking in SAP
 It is important you enter your income into SAP in a timely and accurate
manner so that income is recorded in the correct period (month), and the
Central Banking Team can carry out the daily bank reconciliation of the
Council’s bank account.
Contents
Section 1 – Entering Cash Banking into SAP…………………………………………4
Section 2 – Entering Cheques for Banking into SAP……………………………….12
Section 3 – Entering Customer Invoice Payments into SAP……………………….21
Section 4 – Deleting a Line Entry that has been Posted……………………………24
Section 5 – How to split a cheque payment between multiple ‘Business
Transactions’ ……………………………………………………………………………26
Section 6 – How to Copy and Edit a Line Entry in the Cash Journal……………...30

Page | 2
Log on to SAP
 In the transaction bar type in the transaction code FBCJ
 Press ‘Enter’ on your keyboard.
Initial Set up
The first time you access the Cash Journal it is necessary to find your school’s
unique cash journal settings.
In the middle of your screen the following dialogue box will appear
 Click in the Cash Journal field.
 The ‘Search Square’ icon will appear, click on it
If you cannot see the
transaction box, click the arrow

Page | 3
 Type in * followed by the first few letters of the name of your school followed
by * in the Cash journal name box
 Press Enter
 Click to highlight and select your school
Click the green tick
Confirm your choice by clicking on the green tick

Page | 4
Section 1 - Entering Cash Banking into SAP
 In the transaction bar type in the transaction code FBCJ
 Press ‘Enter’ on your keyboard.
Check that your school name shows here (if not carry out the steps on pages 2
and 3)
If you cannot see the
transaction box, click the arrow

Page | 5
 Always click on Today to display today’s date to enter your cash
 Click on the Cash Receipts tab
 To search for a ‘Business transaction’ (G/L code) click in the box, the
‘Search Square’ icon will appear
 Click on the Search icon
 Type a few letters of the G/L code description followed by * for example, to
search for ‘Meals and Refreshments Non VAT’ type in meal*
 Press Enter
Note
For children’s dinner money you should use ‘Meals and Refreshments non VAT’
(230130) and for staff meals use ‘Staff Food Vatable’ (230150)

Page | 6
 Highlight your selection
 Click the green tick
This will populate the ‘Business Transaction’ field
 Enter the amount of cash received for that item
 If you have given the person a receipt, record the number in ‘Receipt
Recip’
 If you wish, add a note in ‘Text’ – this will appear in your ledger reports
 Enter the number from your paying-in slip in ‘Reference’ and again in
‘Assignment’

Page | 7
 Enter either your school’s Cost Centre or Statistical Internal Order (SIO)
but you do not need to enter both
 Press Enter on your keyboard to confirm the entry
 Scroll back across to reveal the Red ‘traffic light’
If the G/L code does not have an assigned VAT code, you will need to choose one
BEFORE you can post your selection
To search for a VAT code
 Click in the ‘T…’ box –the ‘Search Square’ icon will appear

Page | 8
The VAT codes to use for income received are:
 Double click on the code you require
Note
If you are unsure which is the correct VAT code to use, please contact the DCC
VAT Officer on 01629 538085
Once you have completed your line you can post it to your ledger.
 Click in the left hand box to highlight (select) the line
 Click ‘Post sel’ to post your selection
It is possible to enter several lines and post them all at once by selecting several
entries, but you should be aware that in order to prevent work being lost you should
post as you go along.

Page | 9
Check that the total to be banked agrees with your paying-in slip and matches the
actual amount of cash to be banked
If this is correct, then select the ‘Cash Payments’ tab to create a paying in slip
Click in the ‘Business Transaction’ box and the ‘Search Square’ icon will
appear, click on it.
Note the selected entries
are now flagged with the
green ‘Good to Go’ light

Page | 10
 Enter ‘school*’ in the ‘Business transaction’ box
 Press Enter
 Select ‘Schools Paying in Slip No’
 Click green tick
 Enter the amount of cash to be banked (to match what was entered on the
Cash Receipts tab)

Page | 11
 Enter your paying-in slip number into the Reference and Assignment
fields
 Press Enter on your keyboard – scrolling back will reveal your Red ‘traffic
light’
 Click in the left hand box to select the row
 Click ‘Post sel’ selection and your entry will turn green like the screen shot
above.
Note
If the closing balance does not return to 0.00
 Check the amount of cash that you wish to pay in
 Check the income that you have entered in the ‘Cash Receipts’ tab
 If you need to correct an entry see Section 4 of this guide
The Total cash
payments will
record the amount
paid in and the
Closing balance
will return to 0.00

Page | 12
Section 2 - Entering Cheques for Banking into SAP
To enter cheque income
 Click on the Check receipts tab
To search for the Business Transaction (income code) Click in the box and the
‘Search Square’ icon will appear
Type some letters from the income
code into the Business transaction box.
If you are unsure of the description,
type in a ‘*’ at the beginning and end of
the word e.g. *food*
 Press Enter

Page | 13
 Select the Business Transaction (income code)
Enter the following:
 Amount
 Cheque number
 Cheque issuer (who the cheque is from)
 Bank Key (sort code)
 Bank Account number
 If you have issued a receipt record the number in ‘Receipt Recipient’
 If you add a note in ‘Text’ – this will appear in your ledger reports

Page | 14
 Enter the Paying-in slip number into the Reference and Assignment fields
 Enter either your school’s Cost Centre or Statistical Internal Order (SIO)
but you do not need to enter both
 Press Enter on your keyboard
Note
You can enter as many individual lines of income as necessary, using the same
paying-in slip number. Post lines as you go along to save your work.
 Scroll back along your entry to reveal the Red “traffic light”
 Check the VAT code has been populated - see page 7 – 8 for guidance on
finding VAT codes
 Click in the left hand box to select each line
 Click Post sel (selection)

Page | 15
Total amount and number of cheques displayed should agree with your paying-in
slip
To Bank your Cheque Receipts
 Highlight all lines to select
 Click Present checks
All entries should display the
“Good to Go” green light

Page | 16
 Check all your entries have been included
 Click in the Business Transaction box and the ‘Search Square’ icon
will appear, click on it.
 Enter ‘school*’ in the Business transaction box
 Press Enter
 Select ‘Schools Paying in Slip No’

Page | 17
The Business Transaction field will be populated
Click Post lot
You will be returned to the main Cash Journal screen where the entry has been
made.
 Enter the Paying-in slip number in the Reference and Assignment fields
 Deselect the rows that have already been posted
 Select the Paying-in slip row
 Click Post sel

Page | 18
To print a list of your cheques:-
 Select the paying in slip line again
 Click ‘Check Lot’
The Paying in Slip entry
will display a “Good to
Go” green light
The message ‘Check lot posted
successfully’ will be displayed at
the bottom of your screen
The closing balance
will return to 0.00

Page | 19
 Ensure that LP01_WEB is displayed in the Output Device box
 Click Print Preview

Page | 20
 Expand the screen to view
 Click on the Print icon
 Click OK

Page | 21
Section 3 - Entering Customer Invoice Payments into SAP
To put in a customer’s invoice payment, use either the Cash receipts or the Check
receipts tab, depending on whether the invoice has been paid by cash or cheque
 Click in the Business Transaction box – it will turn yellow and the ‘Search
Square’ icon will appear
 Enter ‘invoice*’ into the Business transaction field
 Press Enter

Page | 22
 Select ‘Invoice Payment’
 Enter the amount
 Click in the Customer box – it will turn yellow and the ‘Search Square’ icon
will appear
 Enter the name (surname of the customer or company name), with a * at
the beginning and end
 Click on the binoculars to Start Search

Page | 23
 Select the customer
Follow page 6 onwards for cash payments (apart from below)
Follow page 14 onwards for cheque payments (apart from below)
 Enter the Paying-in slip number in the Reference field
 Enter the invoice number in the Assignment field (this is always 10 digits
long and begins with 18)

Page | 24
Section 4 – Deleting a Line that has been Posted
 Highlight the incorrect line by clicking in the box to the left
 Click on Delete Row icon
Dialogue box will confirm that the entry cannot be deleted, but will be reversed
 Click Yes

Page | 25
 Type ‘01’ into the Reversal Reason box
 Click on green tick
Your entry will have been given a red cross and a further reversal entry will
appear also with a red cross
You will now be able to make the correct entry.
NB If a paying in slip has been created for a receipted entry, the paying in slip
must be reversed first, then the receipt can be reversed. Once both reversals
have been done, two new entries can be made. (It is not always possible to
reverse an entry posted in the previous month – please contact the team for
further guidance.)
01

Page | 26
Section 5 - How to split a cheque payment between multiple ‘Business
Transactions’
 Search for the ‘Business Transaction’ for the first part of the split
 Highlight and select the appropriate line
 Enter the amount that should be allocated to that ‘Business Transaction’

Page | 27
 Enter the cheque details
 Enter the paying in slip number in Reference and in Assignment
 Enter your Cost Centre (or SIO)
 DO NOT press Enter on your keyboard
 Scroll back to the left
 Click on Split (Yellow arrow)

Page | 28
The Document Split (Check Receipts) dialogue box will be displayed with the first
part of the split included
 On the next line search for the ‘Business Transaction’ for the next part of
the split
 Highlight and select the appropriate ‘Business Transaction’
 Enter the amount of the remainder of the split
 Text can be entered if required

Page | 29
 Scroll to the right
 Enter the paying in slip number in Assignment
 Scroll to the right
 Enter the Cost Centre (or SIO if required)
 If you want to split the cheque over more than two business transactions
press enter on the keyboard after Cost Centre/Order to access the next line.
 Or if this is your last item Click Green Tick Copy
The Business Transaction will display *. Amount will show total amount of the
cheque. The red ‘traffic light’ will appear. Split arrow will have green rectangle.
 Entry should be highlighted and posted as usual.

Page | 30
Section 6 – How to Copy and Edit a Line Entry in the Cash Journal
For example, several cheques for children’s meals
Search for the appropriate ‘Business Transaction’ in ‘Check Receipts’
Enter meals* and click on the binoculars to start search
Select transaction
Enter usual columns for a cheque receipt, press enter, and then post line entry
(Only a posted line entry may be copied on the cash journal)
Highlight the posted entry line, then click on the second icon (Copy line) in the
bottom menu bar to copy the line.

Page | 31
There is now an exact copy of the posted entry visible
Edit the appropriate columns, for example, ‘Amount’ and all the cheque details.
As you are paying all the cheques in on the same paying in slip number the
‘Reference’ and ‘Assignment’ columns will be the same and the ‘Cost Centre’ will
be the same.
Highlight and post the edited line entry as normal.
Repeat the above steps until you have entered all your cheques that are for the
same ‘Business transaction’.
Then Bank your Cheque Receipts as per instructions beginning on Page 12 of this
guide.

Sap cash-journals-v7-september-2017

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