Enhanced Inquiry - Cash Explorer View Prompts

Create a List of Cash Transactions

To start, select the desired parameters for creating a list of transactions.  

Parameters

Choose the following options:

• From the drop-down list, choose the types of transactions to display.  You can select as many types as desired or only select 1 type.

• Choose the clerks to include.

• Choose the batches to include.  The Batches parameter offers a batch control where the batch dollar amount displays and is compared to the dollar amount of the entered transactions for the batch.

To create a list of transactions, click Search.

Note:  To look for accounts that have transactions in multiple journals, click the search drop-down and then, click Load Accounts Present in Multiple Journals.

View and Organize Transactions

The transactions display in a list.  Transaction details can be seen by clicking the Plus on the line.

The list of transactions can be sorted and filtered so that you only see the desired ones.  The grid can be viewed:  By Account and By Transaction.

Tips:  

• If you created a list that includes multiple types of transactions you may want to use the By Account tab.  The By Account tab will display accounts grouped with a separate line for each of their transactions.

• The Cash Explorer has a grid setting that allows you to choose the columns to display in the grid including user definable fields.  Column order can be changed by dragging the header to the desired location.

Sort List

To sort, simply click the desired column heading.  To sort in descending order, click the column heading a second time.

Filters

To limit the transactions to those that meet certain criteria, click Filter next to the desired column heading.  The available filter choices display.  Here is an example of clerk filters.

To select the choices to use as criteria, click to check the desired box or boxes and then, click OK.

Note:  Advanced filtering options are available by clicking Text Filters.

Process Transactions

Transactions can be processed in the Cash Explorer.  You can enter cash transactions, print journals and post.  All functions can be done by batch, which allows you to keep your work separate.

Note:  The entry, journal and post functions are the same as those found on the traditional menus for the type of transaction that you are processing.  The Explorer does not replace the menu selections, but offers another way to process cash transactions.

To edit a transaction:

1.  Double-click the desired transaction line and the appropriate Cash Entry screen opens with the transaction information loaded.

2.  Edit the proof amount, if appropriate.

3.  From the Transaction Detail List, click to highlight the desired cash transaction detail line to change.

4.  Click the field that you want to change, by pressing [TAB] or clicking the field.

5.  Enter the data changes.

6.  Click Add to List .

Tip:  After you click Add to List, you can see the changed transaction in the Transaction Details List.

7.  To complete the edit process, click Commit .

To remove the selected transactions, click to highlight the desired transaction and then, click Delete.  The Delete prompt displays.

To delete, click Proceed.  The transaction is removed from the appropriate Cash file and from the Explorer.

Journal

To generate the journal, click Journal and then, from the drop-down list select the type of journal to generate.

The journal screen displays for you to choose the options for generating the journal.

Post

To update the accounts and history with the transactions, click Post.  Then, from the drop-down list select the type of transactions to post.  The posting screen displays where you can choose the posting options.

To enter cash transactions, click Quick Cash.  The Quick Cash screen displays.

1.  From the Customer Entry Area, enter a customer ID.
Tip:  If you do not need to enter a reference nor a check number, click Auto Dist. and go to the Commit Step to complete the payment.

2.  Confirm the quick cash transaction amount or enter the amount, if applicable.

3.  If the payment is made by check, enter the check number.

4.  Enter a payment reference, if applicable.

5.  To generate the payment transactions, click Auto Dist. or press [ENTER].

6.  Verify the payment details displayed in the list panel and if correct, click OK to commit the payments.

7.  To print a receipt, click Print.

To add or change the batch ID for a transaction, click to check the selection box in the first column for the desired transaction.  Then, click Actions and Change Batch.  The Change Batch ID screen displays where you can enter the new batch ID or search for the desired ID.

After clicking OK, the number of transactions to change displays.  Click Yes to confirm and click No to cancel.

Cash Explorer View Right-click Functions

To see additional options, right-click.  Below is an example.

• The option for edit transaction is explained above.

• To load the account information into the Inquiry, click to highlight the account.  Then, right-click and select Load Account.

• To expand all rows in the grid, click Expand All.

• To collapse all rows in the grid, click Collapse All.

• To copy the information highlighted in the selected rows, click Copy.

These functions can be handy for further manipulating or formatting the data or sending copies to coworkers.  In addition, Print and Print Preview functions are available.  

• To begin printing a report of the items in the grid, click Print.  

• Or, to view a list of the transactions to the Print Preview window, click Print Preview.

• To create a Microsoft Excel spreadsheet from the selected items in the grid, click Save as Excel.
  Tip:  This can be handy if you want to further manipulate the list.

• To create a PDF document from the items in the grid, click Save as PDF.

• To create a Microsoft Word document from the items in the grid, click Save as Word.