Enhancement Summary – Release 11.5

Introduction

In Release 11.5, Qbyte Financial has introduced the ability to upload cash receipts in the Spreadsheet Upload voucher (TDEU001.xls)

Process

New columns have been added to the spreadsheet upload to allow you to enter cash receipts.

Open

The Business Associate, Bank Account ID, Cheque Number and Cheque Date columns must be entered on all lines of the voucher. If bank deposit information is being entered both the Bank Deposit Number and Bank Deposit Date fields must be supplied.

Only one cash receipt is allowed per voucher, however, you can enter multiple vouchers in one spreadsheet upload. This allows you to enter all the cheques for a deposit in one spreadsheet. You can also enter cash receipt vouchers in the same upload file as other vouchers. Vouchers that do not contain a cash receipt will continue to function as before with no changes to the existing process.

You can hide columns that are not required when you link your cash receipt with the invoices that are paid. Navigate to Add-Ins > Qbyte > Show Available Columns to select the columns required.

Open

You can also hide columns that are not required by selecting the column(s), right clicking and selecting Hide:

Open

Cash receipt offsetting an existing invoice

When entering a cash receipt to offset an existing invoice, the following columns are entered:

The following is an example of a cash receipt voucher that offsets existing invoices:

Open

In this example, the following should be noted:

• Both the cash receipt and the invoice lines will have N entered in the “Enter Y to Create New Invoice” column with no entry in the Source Invoice ID column. Cash receipts in this example are treated as invoice adjustments.

• Each cheque in the deposit must have a new voucher number in the Voucher column of the spreadsheet.

• Business Associate, Bank Account ID, Cheque Number and Cheque Date columns must be entered on all lines of the voucher.

Linking a cash receipt to a bank deposit

The following is an example of a cash receipt voucher that is linked to an existing bank deposit item, and offsets an existing invoice:

Open

In this example, the following should be noted:

• The Bank Deposit Number and Bank Deposit Date must match that of an existing, locked deposit in Qbyte Financial

• The Bank Account ID, Cheque Number, Cheque Date, Bank Deposit Number must match that of an bank deposit item on the existing, locked deposit 

• The Bank Account ID, Cheque Number, Cheque Date, Bank Deposit Number and Bank Deposit Date fields must be populated on all lines of the voucher, and must contain the same value for each line

Validations

The following validations are performed in the upload spreadsheet:

• More than one cash receipt per voucher will result in error “A cash account already exists on this voucher”

• Invalid cash account ID will result in error “The cash account ID and bank account ID combination is invalid”

• Inactive Business Associate will result in error “Business Associate ID has been terminated”

• A different Business Associate on cash receipt and offsetting invoice lines will result in error “The Business Associate number does not match the previous line”

Bank Account ID Field

• A different Bank Account ID on cash receipt and offsetting invoice lines will result in error “The Bank Account ID does not match the previous line”

• Alpha characters in the Bank Account ID will result in error “This is a numeric field only”

• Invalid Bank Account ID will result in error “Bank Account is not valid”

Cheque Number Field

• A different Cheque Number on cash receipt and offsetting invoice lines will result in error “The Cheque Number does not match the previous line”

• A Cheque Number greater than 10 characters will result in error “The maximum length of this field is 10 characters”

• Alpha characters in the Cheque Number will result in error “This is a numeric field only”

Cheque Data Field

• A different Cheque Date on cash receipt and offsetting invoice lines will result in error “The Cheque Date does not match the previous line”

• An invalid Cheque Date will result in error Invalid Date Format. The format should be YYYYMMDD

Bank Deposit Number Field

• A different Bank Deposit Number on cash receipt and offsetting invoice lines will result in error “The bank deposit number does not match the previous line”

• Alpha characters in the Bank Deposit Number will result in error “This is a numeric field only”

Bank Deposit Date Field

• A different Bank Deposit Date on cash receipt and offsetting invoice lines will result in error “The bank deposit date does not match the previous line”

• An invalid Bank Deposit Date will result in error Invalid Date Format. The format should be YYYYMMDD