SAPTechno

Note 546365 - FAQ: Cash journal

Header
Version / Date 5 / 2006-06-21
Priority Recommendations/additional info
Category FAQ
Primary Component FI-BL-PT-CJ Cash Journal
Secondary Components

Summary
Symptom

This note deals with frequently asked questions (FAQ) about the cash journal.

Other terms

FAQ, Q+A, FBCJ

Solution

[1] Question: How are the opening and closing balances calculated in the cash journal?

[2] Question: Why can a payment or reversal of a receipt not be made although the closing balance of the posting date is larger than the payment or reversal amount?

[3] Question: Can I change the posting date of a saved document that is yet to be posted if the posting period has been closed?

[4] Question: Can I use validations and substitutions in the cash journal?

[5] Question: How can I influence fields in the cash journal and in FI follow-on documents?

[6] Question: Which print programs are available in the cash journal, and what are their advantages and disadvantages?

[7] Question: Which authorization concepts are available in the cash journal?

[8] Question: Which functions are not supported in the cash journal?

[9] Question: How can I control the default value for the posting date and document date?

[10] Question: How can I restrict the input help for business transactions to expenditures or receipts according to the tab page?

[11] Question: What does an asterisk in the 'Business transaction' field mean?

[12] Question: What do the traffic lights and symbols mean?

[13] Question: If I reverse posted documents in the cash journal, is a clearing carried out between the reversal document and the reversed document in FI?

[14] Question: Can I transfer data from an external system to the cash journal?


[1] Question: How are the opening and closing balances calculated in the cash journal?

Answer: The opening balance of the display period is determined from balance table TCJ_BALANCE or the total of the individual items (if no suitable total entry exists in the table).
To determine the closing balance, the total of the receipts (cash and check) is added to this opening balance and the total of the expenditures is subtracted.
See Note 377853 for details on determining the balance

[2] Question: Why can a payment or reversal of a receipt not be made although the closing balance of the posting date is larger than the payment or reversal amount?

Answer: For a payment or a reversal of a past receipt, the cash holding must be large enough not only at the posting date itself, but also at all dates following the posting date until the current date.
See Note 430397 for more details.

[3] Question: Can I change the posting date of a saved document that is yet to be posted if the posting period has been closed?

Answer: You can neither change the posting date of saved documents nor post saved documents into closed posting periods. The saved document must be deleted and entered again with a different posting date.
See Note 519401 for more details.

[4] Question: Can I use validations and substitutions in the cash journal?

Answer: If you post a business transaction in the cash journal so that a follow-on document is generated in FI, you can carry out validations and substitutions for the follow-on document.
Because the postings of the cash journal occur via the accounting interface, validations are possible for callup points 1 (Document header), 2 (Line item) and 3 (Complete document) whereas a substitution can only be carried out for callup points 1 and 2. A substitution for an FI document for callup point 3 is possible by means of a modification which is explained in more detail in SAP Note 386896.

[5] Question: How can I influence fields in the cash journal and in FI follow-on documents?

Answer: There are three options for influencing a field:

    1. Screen variants

              By using screen variants in transaction SHD0, you can enter default values for field values, provide field values for display only or hide field values.

              For the input area of the business transactions (table control) you should not set fields as mandatory because in this case not only the field of the current line must be filled but all lines for technical reasons (see Note 500818).

    2. Symbol for the table control

              By using the yellow striped symbol in the upper right of the input area of the business transactions in the table control you can hide individual columns for all users or change the sequence of the columns user-specifically.

    3. Field status

              When you post a business transaction in the cash journal, the system generates the follow-on documents for accounting via the interface.

              You can use transactions OBC4 and OB41 to set the status for fields of an FI document to 'Req.entry', 'Opt.entry' or 'Suppress'. If you set a field to 'Req.entry', an FI follow-on document can be generated out of the cash journal only if the required entry field has been filled. Otherwise you can only save (yellow traffic light) and not post (green traffic light) the document in the cash journal.

              If a field is set to 'Suppress', you cannot enter it manually during a direct FI posting (for example FB01, FB60). The field value can, however, be filled internally by derivations.

              However, the field value of a 'suppressed' field is retained if it is transferred from another application, for example the cash journal, of the interface. This means that FI does not delete any data received so that no data of the sending application disappears. To make sure that a field is not filled in the FI document, you should hide the corresponding field in the table control of the cash journal (see 2).


[6] Question: Which print programs are available in the cash journal, and what are their advantages and disadvantages?

Answer: There are two print programs for the FI cash journal: RFCASH00 and RFCASH20.
Report RFCASH00 selects the FI documents from the general ledger generated from the cash journal documents. Therefore, it is only possible to display posted documents of the cash journal in the print report. The advantage of this is that you can use this report to compare the postings in the cash journal visually with the resulting postings in the respective general ledger in FI. The disadvantage of this report is that it does not display the documents saved in the cash journal.
Report RFCASH00 was developed for a time at which the cash journal transaction FBCJ was still unavailable to enable you to run reports using cash payments. In the meantime, transaction FBCJ was made available for entering cash payments, including the balance display. In addition, you can use report RFCASH20 to create a journal.
For this reason, SAP no longer supports report RFCASH00. You can use transaction FBCJ and report RFCASH20 to display cash payments.
Report RFCASH20 selects the documents from the local cash journal tables. As a result, the print report also displays the documents saved in the cash journal. However, the disadvantage of this report is that no visual comparison can be carried out with the generated documents in the general ledger.

[7] Question: Which authorization concepts are available in the cash journal?

Answer: For the cash journal, an authorization concept is available which is also implemented in the remaining FI area. A separate authorization object is available - it is called F_FBCJ.
The assigned activities are Change (02), Delete (06), Post (10), Save (32), Read (33) and Enhanced maintenance (Customizing) (36).
See Note 502096 for details on the settings of authorizations in the cash journal.

[8] Question: Which functions are not supported in the cash journal?

Answer: In Note 532888 there is an overview of the functions that have not been included in the cash journal.

[9] Question: How can I control the default value for the posting date and document date?

Answer: If the display period chosen is a period in the past, the system proposes the last day of the display period as a posting date and document date. Otherwise, it proposes the system date as a posting date and document date. Thus you have the option to determine the default value for posting date and document date via the display period. If the display period only consists of one day, this day is the default value for the posting date and document date.
If you want the system date to be the default value for the posting date and document date regardless of the display period, you can control this via the cash journal editing option 'Set Posting Date and Document Date to System Date'.

[10] Question: How can I restrict the input help for business transactions to expenditures or receipts according to the tab page?

Answer: You can use the cash journal editing option 'Propose Business Transactions in F4 Help' to define that when you use the input help for the 'Business transaction' field only the business transaction categories relevant to the tab page are proposed.

[11] Question: What does an asterisk in the 'Business transaction' field mean?

Answer: The asterisk in the 'Business transaction' field indicates that the document contains several items. By choosing the 'Split' button you can display the split items with their details.

[12] Question: What do the traffic lights and symbols in the cash journal lines mean?

Answer: The traffic lights in the document status have the following meaning:

@0A@ The entry was created and confirmed but has not been saved yet.

@09@ The entry has been saved in the cash journal. Follow-on documents have not yet been generated.

@08@ The entry has been saved in the cash journal and follow-on documents have been generated in the general ledger.

@02@ The entry belongs to a reversal transaction:
If the gross amount of this entry is positive, it is a reversed document.
If the gross amount of this entry is negative, it is a reversal document.

The check status symbols have the following meaning:

@B5@ This check has already been withdrawn from the cash journal and the respective check withdrawal posting / total posting has been saved.

@B4@ This check has already been withdrawn from the cash journal and the respective check withdrawal posting / total posting is saved and posted in FI.

@3Z@ The entry is a check withdrawal posting / total posting (minus sign in the amount).

[13] Question: If I reverse posted documents in the cash journal, is a clearing carried out between the reversal document and the reversed document in FI?

Answer: In the cash journal two types of reversal are possible (see SAP Note 309208):
In the case of a reversal the system first checks whether an automatic reversal is possible via the accounting interface. Here, only a reference to the original document in FI is transferred to the interface. If this is possible, the original document and the reversal document are automatically cleared in FI.
Otherwise, the program of the cash journal does not transfer a reference but a complete newly created reversal document to the interface. For this reversal document in FI no automatic clearing is possible. This behavior is the same as for other applications that carry out postings via the interface.
An FI reversal document that was created from within the cash journal can be recognized by the document number of the reversed cash journal in the text field. Via the reversed cash journal document you can determine the respective FI document.

[14] Question: Can I transfer data from an external system to the cash journal?

Answer: As of Release R/3 Enterprise you can use a BAPI (see Note 616804) to transfer data to the cash journal and to save a cash journal document. You can further process (for example, post) the saved cash journal document by means of interface transaction FBCJ.

Affected Releases
Software Component Release From Release To Release And subsequent
SAP_APPL4646B46B
SAP_APPL46C46C46C
SAP_APPL470470470
SAP_APPL500500500
SAP_APPL600600600
SAP_APPL602602602
SAP_APPL603603603
SAP_APPL604604604

Related Notes
616804FBCJ: BAPI for saving cash journal documents
532888FBCJ: Functions in cash journal
519401FBCJ: Saved documents in closed posting period
502096Authorization for users not generated in cash journal
430397FBCJ: Message F5A 055 or 212 although closing balance large
377853FBCJ: Opening and closing balance