Kinetic Cash

Management User
Guide
Version 2023.2
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Table of Contents
Setup 7

Assigning Bank/Branch Codes 8

Setting Up Bank Accounts 9

Creating a Bank Account 9
Adding GL Controls 12
Defining Payment Methods 13
Setting Up Bank Reconciliation Options 14
Specifying Additional Bank Account Settings 14
Setting Up the Routing Information 15
Setting Up Check Print Options 16
Specifying the AP Positive Pay Settings 16
Defining the Official Registration Details 17
Setting Up the Bank's Address 18
Setting Up the Payment Counter 18
Setting Up the Payroll Options 19
Setting Up Cross-References 21
Specifying Bank Reconciliation Settings for a Bank Account 22
Using Pending Accounts in Different Modules 22
Setting Up Automatic Reconciliation 22
Setting Up Automated Recognition for AR and AP 25
Creating Bank Fees 27
Entering a Bank Fee Code 27
Maintaining GL Control 28
Creating a Transaction Document Type 30
Creating a Transaction Document Type 30
Adding Authorized Users to a Transaction Document Type 31
Using Legal Numbers 33
Creating a New Legal Number 34
Setting the Format of the Legal Numbers 36
Setting Up Default Sequences 39
Creating Alternate Prefixes and Sequences 40
Linking Legal Numbers to Document Types 40
Setting Up Electronic Interfaces 42
Creating an Electronic Interface 42
Setting Up the Electronic Interface Properties 43
Creating Payment Methods 45

3 October, 2023
 Creating a Payment Method 45
Reviewing Electronic Interface Properties 49
Setting Up Additional AP or AR Options 50
For the AP scope: 50
For the AR scope: 51
Setting Up Petty Cash Operation Types 52
Creating a Petty Cash Operation Type 52
Adding GL Controls 54
Creating a Petty Cash Desk Record 56
Create Petty Cash Desk 56
Specify Authorized Users 57
Specify Operations 58
Specify GL Control 58
Operations 60

Adjusting Bank Account Amounts 61

Creating Adjustment Groups 61
Entering Adjustment Amounts 62
Transferring Bank Funds 64

Entering Cash Receipts 68

Entering Cash Receipts 69
Entering Invoice Payments 70
Selecting Invoices 73
Placing Specific Payment Amounts 75
Entering Bank Fees 76
Posting Receipts 77
Locking and Unlocking a Group 78
Entering Debit Notes 79

Defining Settings for Electronic Payments 80

Processing the Electronic Interface Receipts 81

Posting Cash Receipts 82

Entering Payments 83
Adding a Payment Group 83
Entering the Payment Details 85
Adding an Invoice Payment 88
Setting Up Additional Payment Details 90
Using the Payment Group Options 92
Locking Group 93

4 October, 2023
Processing Payments 95

Generating the Edit List Report for a Payment Group 98

Posting Payments 100

Entering Petty Cash Transactions 101

Entering a Petty Cash Transaction 101
Authorizing Payment or Receipt Information 103
Assigning a Legal Number 106
Printing the Petty Cash Report 107
Posting the Petty Cash Statement 108
Closing the Cash Day 110

Understanding Bank Statement Processing 111

Setting Up Bank Statement Processing 115

Setting Up an Electronic Interface 115
Setting Up a Bank Account 117
Configuring Reconciliation Settings in Bank Account Maintenance 117
Configuring Company Settings 118
Importing Bank Statements 119

Creating Bank Statements 122

Entering a Bank Statement 122
Adding Statement Lines 125
Manually Creating a Statement Line 125
Creating a Statement Line from an Existing Transaction 127
Locking a Statement 127
Using Statement Workbench 129
Reviewing Details of an Imported Statement 129
Matching a Transaction Statement to a Statement Line 131
Unmatching Transactions 131
Quick Matching 133

Performing Automatic Matching of Statements 135

Performing Automatic Matching 135
Understanding the Logic of the Automatic Reconciliation Algorithm 135
Understanding Unmatched Transactions 142
Bank Account Maintenance Settings 142
Set Transaction Type Filter Settings 142
Retrieve Options Panel Settings 144
Creating New Transactions 145
Creating Transactions Automatically 145

5 October, 2023
 Creating Transactions Manually 147
Editing a New Transaction 149
Posting Bank Statements 150

Using Cross-References and Quick Search 152

Creating a Cross-Reference 152
Performing Quick Search 153
Reports 155

Generating the Check Register Report 156

Generating the Payment Proposal Report 158

Generating the Petty Cash Report 161

Generating the Petty Cash Day Book Report 163

6 October, 2023
Setup
This section describes the primary records you need to create for the Cash Management module.
These apps are contained within the Setup folder of the General Ledger module. Only the primary
records are described here. Some areas within the Operations section may also document setup
records if they are required for a specific workflow.

You may also need to set up some parameters within the Company Configuration app. Some
modules have global settings you define through this administration app.

7 October, 2023
Assigning Bank/Branch Codes
Assign codes to specific bank branch offices using Bank/Branch Code Maintenance. Later, you can
associate bank branch codes with accounts in Bank Account Maintenance, grouping them under a
specific branch.

Use the landing page of the application to view existing bank/branch codes or to enter a new one.

In this article, we will cover defining bank/branch codes.

1. From the main menu, go to Financial Management > Accounts Payable > Setup >
Bank/Branch Code.

2. Select to add a new bank/branch code. The Details page displays.

3. In the Code field, enter an identifier for the bank and branch.

4. In the Name field, enter the name of the code.

5. In the Bank Name field, enter the name of the parent bank to which the branch office belongs.

6. Select Save.

8 October, 2023
Setting Up Bank Accounts
Set up bank accounts in the Bank Account app. Bank accounts record transactions such as writing
checks and submitting electronic payments. Here you can specify the routing information of the
bank, its payment methods, and posting accounts, set up the account currencies, the general ledger
accounts transfers and adjustments affect, and the payment method the system uses to post
balances. You can associate an account with either a supplier or a customer, as well as with
payments, checks, and invoices.

You must set up at least one bank account. If your company has more than one bank account, you
can specify multiple account records to help in the bank reconciliation process.

To maintain bank accounts, your user account must have the Security Manager
settings. Users that are not security managers cannot maintain these accounts and the
system restricts them from accessing the setup option.

Use the landing page of the application to view existing bank accounts or to enter a new one.

In this article, we will cover:

l Creating a bank account

l Adding GL controls
l Defining payment methods
l Setting up bank reconciliation options
l Specifying additional bank account settings

Creating a Bank Account

1. Open the Bank Account app.

2. Select New to add a bank account.

3. Enter the bank account ID and its description. This description will help you select the correct
account during transaction entry so you can include the bank account’s name in the
description.

l US Bank - Main Account

l US Bank - Payroll

9 October, 2023
 l Fidelity Trust - Money Market
4. Enter the full name of the bank in the Bank Name field.

5. Select the required currency from the Currency drop-down.

6. In the Bank Identifier field, enter the identifier provided to the bank by a regulatory body. This
values help you select the account in application programs. For example, you can enter the
identifier assigned to a US financial institution by the American Bankers Association (ABA).

7. If necessary, select/enter the branch the account belongs to in the Bank/Branch Code field.

10 October, 2023
 8. Optionally, enter the international identifier for the bank in the IBAN Account Code field. The
IBAN standard helps facilitate payment routing within the European Union (EU) and among
banks in other non-EU countries.

9. If you use this account for checking, enter its Checking Account number.

10. Select the check boxes on the right side of the Detail card as necessary to:

l Closed - Close this bank account so you can no longer use it. After you close a bank
account, you can't select it when you make payments.
l Debit Notes Only - Limit the account to deposits that result from debit notes. You use
debit notes to recoup undercharges, additional service charges, and other deductions
applied to a customer’s payment or invoice. You can only select a cash receipts journal
on these special bank accounts. Likewise, any group that you assign in Cash Receipts
Entry to this special account will only be able to process debit notes. Use this feature to
more efficiently enter your debit notes.
l Use Bank Average for Payment - Use the bank average value as the rate for payments
from this account. The application excludes such bank accounts from revaluation
selection when you run the Currency Revaluation Process by default. However, you can
override the default and include bank accounts that use this option by selecting the
Including Banks with Average Rate check box in the Currency Revaluation Process
application.
l Revalue Reconciled Balances -Base currency gain/loss calculation in the revaluation
process/report on reconciled balances. If this check box is clear (default), the application
bases the calculation on ongoing balances.

11. Select Save.

11 October, 2023
Adding GL Controls
Scroll down and expandGL Control card. Select controls that define the GL accounts the bank
account’s activities affect.

The general ledger (GL) control or controls selected on this GL Control card determine the accounts
and journal codes used to post transactions to which the record applies.

You can associate one or more GL controls with a record in this application. Each control associated
with a record must belong to a different control type. The association allows the use of control values
when the record applies to a posted transaction.

Example: The AR Account and AP Account GL control types reference the company entity. You
define GL controls based on both types and apply them to Company A in Company Configuration. A
transaction that belongs to Company A then posts using the account hierarchy set up for this specific
transaction for the Company A business entity. Posting rules use the controls' account references to
create the accounts for the company's journals.

You cannot associate GL controls with applications where users select posting accounts when they
enter transactions. Examples of this type of applications include AP Adjustment and Cash Receipts.
The Master Chart of Accounts (COA) defines the accounts available in these applications.

To add a GL control:

1. On the GL Control card, select New.

2. Select the GL Control Type that contains the account contexts you need.

3. Next use the GL Control Code field to enter a GL control contained by the selected GL control
type.

4. Continue to add the GL control types you need for the current company. When you finish,
select Save.

12 October, 2023
Defining Payment Methods
Expand the Payment Methods card andassociate payment methods you will use for the bank
account deposits and withdrawals. You can set up both AR and AP payment methods for the
account. To review or set up which methods can apply when you select an account in AP and AR
entry applications, refer to the Creating Payment Methods article.

If you want, you can define multiple AR and AP payment methods, including an electronic interface
payment method for Electronic Funds Transfer (EFT) processing. When you specify multiple
methods, users can select the method they use when they enter transactions.

To associate a payment method with the account:

1. Expand the Payment Methods card and select New to add a payment method.

2. Select the source from the drop-down: AP or AR.

3. Select the corresponding payment method to associate with from the Payment Method drop-
down.

4. If you want this payment method to be the default one for the current bank account, select the
Default check box. Only one payment method can default. If you select the check box, the
system displays this payment method at the top of the Payment Method drop-down list for the
bank account.

5. If you want to summarize invoices for the customer and send them as a sum to the bank
without specifying the individual invoices, select the Summarize Per Customer check box.

6. Select Save.

The Pay Method Type field fills in automatically.

If you added a MICR Printing payment method, you can also configure its printing options using the
MICR Printer card.

13 October, 2023
On the MICR Printer card, configure options for the MICR check printing pay method you use on a
bank account. You can specify the type, font, text, and select images for the logo and signature in
MICR checks. If you don't set up these options on the bank account level, the application uses
settings from MICR Printer Maintenance.

The fields on this card are only available with the AP MICR Checks license.

Fill in the fields as required. For more details on the fields on the MICR Printer card, use the field

help available in the Help and Support panel of the application.

Setting Up Bank Reconciliation Options

On the Bank Reconciliation card, define bank reconciliation settings for AR, AP, and other
transactions. You can also enable automatic reconciliation via automated recognition and matching
of transactions.

Refer to the Specifying Bank Reconciliation Settings for a Bank Account article for the details.

Specifying Additional Bank Account Settings

Expand the sections below to learn how to define additional bank account settings. For more details

on the fields on the cards, use the field help available in the Help and Support panel of the
application.

14 October, 2023
Setting Up the Routing Information
To set up the bank code the application uses to process direct deposits and other automated
transfers:

1. On the Detail card, in the Routing Information section, enter the Federal Reserve Routing
Symbol in the in the Routing field.

The federal reserve routing symbol is a part of the routing number for the checks for this bank
account number. You can usually find this routing number at the bottom of the check. It
consists of the ABA Institution Identifier, the Federal Reserve Routing Symbol, and the check
digit.

For example, 1222 2607 6. Each fraction of this number breaks up into these parts:

l 1222 - ABA Institution Identifier

l 2607 - Federal Reserve Routing Symbol
l 6 - Check Digit
This field is mandatory for the banks that take part in ACH payment processing. It must contain
the bank's nine-digit transit routing number.

2. Enter the ABA Institution Identifier in the ID field. The bank uses this ID to define your
company account records.

This field is mandatory for the banks that take part in ACH payment processing. It must contain
an eight-digit routing/transit number (RTN) for international transactions.

3. Enter a check digit in the Check Digit field. Usually this is the final digit of a routing number. A
bank uses this number to test the validity of the routing number.

4. Specify the Entry Class Code that defines the nature of entries connected with the account.
The options include:

l WEB - Web Initiated-Entry, you can enter it for an account you use for transactions from
a credit card authorization service

15 October, 2023
 l PPD - Prearranged Payments and Deposits for consumer items.
l CCD - Cash concentration and disbursements for non-consumer items.
l REV - Reversal items.
5. In the Service Class Code field, enter the Automated Clearing House (ACH) number that
defines the type of entries processed through the account. The system currently supports only
the 200 code which means that the account is used for both debit and credit.

6. Select Save.

Setting Up Check Print Options

On the Detail card, in the Check Print Option section, select the Consolidate Invoice Print check
box to indicate that multiple invoices can be applied against the same check remittance when using
the specified bank account.

When you select this check box, the Preprinted Check Numbers check box and Invoices on Check
Stub field are enabled.

Select the Preprinted Check Numbers check box to print the number of invoices indicated in the
Invoices On Check Stub field on each check stub, and to generate a new check number for each
check stub printed.

If the Consolidate Invoice Print check box is clear, you can apply a maximum of 36
invoices against each check remittance.

Select Save.

Specifying the AP Positive Pay Settings

If you have the AP Positive Pay license, you can also:

1. Select the default electronic interface which generates Positive Pay export files from the
Default Positive Pay EI drop-down. The electronic interface you select will default in the
Electronic Interface field in the Positive Pay application.

16 October, 2023
 2. Enter the default Remote ID for Positive Pay export files in the Default Positive Pay Remote
ID.
3. Enter a default batch ID for Positive Pay export files in the Default Positive Pay Batch ID field.
4. You use the batch ID for Positive Pay export files if your bank requires you to specify this
value. You can provide this information either in this field (then it'll be the default when you
process positive pay) or directly in the Positive Pay application.
l If you enter the default Positive Pay batch ID, it will display in the Batch ID field in the
Positive Pay application by default for the selected bank account and you will be able to
adjust it manually, if necessary.
l If you leave this field blank, no default value willdisplay in the Batch ID field in the
Positive Pay application for this bank account.

5. Select Save.

Defining the Official Registration Details

If necessary, you can also specify the bank account's official registration details on the Details card.

Fill in the following fields:

17 October, 2023
 l Tax Payer ID - Tax payer unique identifier.
l Tax Reg Reason Code - Tax payer registration reason code.
l Correspondent Account - Correspondent bank account.
l Bank Registration Code - Local bank identification code.
l Legal Name - Legal name of the bank which is consistent with the Legal Names field for
trading partners.
l Creditor Identifier - SEPA Creditor Identifier associated with the bank account.

Setting Up the Bank's Address

On the Address card, specify the bank's address.

Setting Up the Payment Counter

On the Payment Counter card, link a SEPA message ID counter to a bank account.

18 October, 2023
 1. Expand the Payment Counter card.

2. Search for the payment counter you need in the Message ID Counter field. You set them
up in Payment Message ID Counter Maintenance.
3. If necessary, review its description and counting sequence.

4. Select Save.

Setting Up the Payroll Options

On the Payroll card, specify parameters for where data prints on payroll checks if you use pre-
printed check numbers. If you do, the setup on this card must match the physical check stub page
size, margins, and report layout.

When printing a payroll check with activated pre-printed check numbers, the system calculates the
number of lines and forces the printing to switch to the next page when the number of payroll data
lines per stub exceeds the specified number. When the number of printed lines reaches the number
of payroll data lines per check stub, the system switches to the next page and utilizes the next check
number (as voided). It stores the number of additional (voided) checks and reflects it in the Payroll
Check Register report.

1. Expand the Payroll card.

2. If you want the bank account to uses pre-printed check numbers for payroll checks, select the
Preprinted Check Numbers. Other fields on the Payroll card enable only when you select this
check box.

19 October, 2023
3. Select the Align Tax Lines with Pay Lines check box if pay lines and tax lines in your report
layout are designed to print side by side sharing common vertical space, like on the template
below:

Clear the Align Tax Lines with Pay Lines check box if pay lines and tax lines in your report
layout are designed to print in separate sections, one after the other, like on below template:

4. If necessary, select from the Electronic Interface dropdown which interface to use when
processing a payroll group.
5. In the Number of data lines per Payroll Check field, specify the number of lines that the
system can actually print per check stub, depending on report layout definition, paper format
and print margins. If possible, apply recommended values for a standard form.
6. Enter the Payroll Entry Class Code to use when processing the electronic interface for direct
deposit check deductions. If this field is empty, it defaults from the bank account's Entry Class
Code.

If you use a NACHA export file, enter PPD (Prearranged Payments and
Deposits).

20 October, 2023
 7. Select Save.

Setting Up Cross-References
On the Search Cross-References card, add and specify any bank account cross-references you
want to use. As you can use bank statements to report bank transfers, you can store the description
of the bank as it is given on a statement in the cross-reference. It helps you to easily identify the bank
from that description. Cross-reference in Bank Account is a pair of a bank ID and any other bank
identifier you can use to identify this bank in statements.

You can review existing cross-references for the bank and specify which cross-references will be
active on the Search Cross-References card. The application uses active cross-references during
bank reconciliation.

For more details, refer to the respective articles in the Bank Statement Processing section of the
online help.

1. Expand the Search Cross-References card and select New to add a cross-reference.

2. Enter the cross-reference. Leave the Active check box on.

3. Select Save.

21 October, 2023
Specifying Bank Reconciliation Settings for a
Bank Account
On the Bank Reconciliation card in Bank Account Maintenance, specify bank reconciliation
settings for AR, AP, and other transactions. You can also enable automatic reconciliation via
automated recognition and matching of transactions. You need these settings for the bank
reconciliation routine you can run using Bank Statement Processing.

In this article, we will cover:

l Using pending accounts in different modules

l Setting up automatic reconciliation
l Setting up automated recognition for AR and AP

Using Pending Accounts in Different Modules

In the Modules section, enable use of pending accounts for AR, AP, or other transactions until the
bank statement is reconciled.

1. In Bank Account Maintenance, select a bank account you want to set up the reconciliation
options for and expand the Bank Reconciliation card.

2. Select the check boxes as you need to:

l Reconciled AR Balance - Delay the posting of deposits and receipts to the cash
account, using a pending account, until the bank statement is reconciled in Bank
Statement Processing.
l Reconciled AP Balance - delay the posting of withdrawals on the cash account, using a
pending account, until the bank statement is reconciled in Bank Statement Processing.
l Reconciled Other Balances - delay the posting of other transactions (such as fees,
adjustments, and transfers), by using pending accounts until the bank statement is
reconciled in Bank Statement Processing. You must use the Transfers Pending and
Other Pending Cash account contexts to store these pending accounts.

3. Select Save .

Setting Up Automatic Reconciliation

In the Automatic Reconciliation sections, set up automatic matching and reconciliation.

1. In the Electronic Interface field, select a default electronic interface for importing bank
statements for this bank account.

22 October, 2023
2. Select the parsing parameter ID and transaction codes to use in automatic bank reconciliation.

3. If after importing a bank statement you want the application to automatically display all
transactions that it can potentially match to a statement line you select, select the Retrieve
unmatched transactions automatically check box. You can then view these transactions on
the Unmatched Transactions card on the Statement Workbench page in Bank Statement
Processing. If this check box is clear, you can retrieve the unmatched transactions only
manually.

4. Enter the number of periods before the opening date which the system will retrieve during
bank reconciliation. The default value is 000which means the number of periods is unlimited.

5. If you want the system to enable the filtering you specify using the Set Transaction Type Filter
settings by default for the bank account, select the Filter unmatched transactions by
statement line type check box. When you work with a statement, you can disable or enable
the filtering settings in the Retrieve Options panel (available when you select the Retrieve
button on the Unmatched Transactions card in Bank Statement Processing).

6. If you want to enable automatic matching statement lines to Kinetic transactions, select the
Auto-match Statement Details check box.

23 October, 2023
 Automatic matching allows you to apply unmatched transactions to the statement lines
repeatedly during reconciliation. This may be useful, for example, after you have adjusted
some data in the lines after the initial run.

7. Select the Recognize Unknown Transactions check box for when transactions do not contain
information about reference number, partner name, or partner bank account. You can review
the logic of this check box in the Understanding the Logic of the Automatic Reconciliation
Algorithm section of the Performing Automatic Matching of Statements article.

If you select the check box, the application considers BankAdj (Bank Adjustment) as a default
line type along with the line type you select, considering the amount sign in the statement line.
This parameter is useful if the bank statement is imported in CSV format, which often does not
include reference number and partner (but only transaction date and amount).

If the check box is clear, the application considers BankAdj only as a default line type and
searches for transactions filtered by this default document type, transaction date, amount and
currency.

8. Select the check boxes next to the types of the transactions you want the system to
automatically create during the bank reconciliation process.

You can select the following check boxes:

l Auto create Invoice Cash Receipts, Apply All

l Auto create Cash Receipts based on Customer Balance
l Auto create On Account Cash Receipts
l Auto create Bank Transfers - same currency
l Auto create Bank Transfers - cross currency
l Auto create Bank Adjustments
To learn more on each of the check boxes and their logic, refer to the Creating New
Transactions article in the Bank Statement Processing section.

9. Select the Auto reverse check box to enable the automatic creation of reverse cash receipts
and voided AP payment transactions during automatic bank reconciliation. The application will
search for documents with the following parameters:

l Posted on the bank account where the statement was imported

l Reconciled
l Non-reversed
l The same currency as on the statement line
10. Select the Payroll Checking Account check box if you want the application to set lines with
negative amount to the PRPay type during statement import. You can use this option if most
checks on the selected bank account are payroll checks.

24 October, 2023
 The application behavior during auto-matching differs for APPay and PRPay line types:

• APPay - the application attempts to match both AP payments and payroll cheques to this line

• PRPay - the application attempts to match only payroll cheques to this line

11. In the Tolerance field, enter the maximum allowed percent difference between amounts of the
unallocated statement line amount and all matched documents. The application compares the
amounts and considers the line reconciled based on this value. If you enter 9999.99 in this
field, the application won't apply any tolerance.

12. Select the required exchange rate when clearing: either original payment/receipt exchange
rate or clear date bank currency exchange rate. For more details, refer to the Selecting
Exchange Rates for a Bank During Bank Reconciliation article.

13. Select Save.

Setting Up Automated Recognition for AR and AP

In the Automated Recognition AR and Automated Recognition AP sections, specify which
parameters the system considers during automated recognition of AR and AP transactions that the
application finds - reference number, customer/supplier, transaction date.

1. In the Automated Recognition AR or Automated Recognition AP sections, select the check

boxes next to the parameters you want the system to apply the verification for during
automatic reconciliation of AR/AP transactions.

25 October, 2023
2. Select Save .

26 October, 2023
Creating Bank Fees
Create bank fee codes to describe and categorize the fees deducted from a bank account in Bank
Fee Maintenance. For example, you can create a code for a bank fee charged when processing a
foreign cash receipt, or for a transfer, or a monthly service.

Bank fee codes help you anticipate the types of fees the bank may charge you. Since each code can
generate taxes, you can also define a tax associated with a bank fee. Once you establish a bank fee,
the system automatically calculates and records the fee.

The system charges bank fees to a bank fee account you define in the GL control and assign to the
selected bank in Bank Account Maintenance. The system applies the fee when the bank account
balance is affected. Sometimes, a company knows about a fee when they create the cash receipt
and payment documents, and other times, they do not see until they receive the bank statement.

Use the landing page of the application to view existing bank fee codes or to enter a new one.

In this article, we will cover

l Entering a Bank Fee Code

l Maintaining GL Control

Entering a Bank Fee Code

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Bank
Fee.

2. Select New to add a new bank fee code.

3. Enter a unique code for the fee in the Bank Fee field.

4. Enter additional information about the fee code in the Description field.

5. Select a tax rate for bank fees that generate taxes from the Tax Code drop-down. You can
only select tax codes with single and dual invoicing and self-assessment.

27 October, 2023
 6. Select a rate for the tax associated with a bank fee from the Rate Code drop-down.

This field is mandatory when you select a tax code. You can choose from the rate
codes related to the tax code you selected.

7. Select Save.

Maintaining GL Control
You can associate one or more GL controls with a record. Each control you associate with a record
must belong to a different control type. The association allows the use of control values when the
record applies to a posted transaction.

1. Select the record to which you want to apply the control.

2. Select New to add a new GL control.

3. Enter the identifier of the type to which the control belongs in the Type field.

4. Enter the identifier of the control in the Control field.

28 October, 2023
5. Select Save.

29 October, 2023
Creating a Transaction Document Type
Create AP and AR transaction document types in Transaction Document Type Maintenance.
These document types are government mandated. You need to set them up so they follow with the
statutory document types and represent a document type assigned to a legal number. For example,
you can create document types for AR invoices, promissory notes, withholding tax certificates,
shipments, tax receipts, and other transactions.

All AR and AP general ledger transactions must have a document type. The system uses them to
drive the correct legal numbering for the transaction as each document type has its own numbering
set.

You must link each document type to the applicable legal number format and number sequence. Use
Serial Number Maintenance to create serial numbers with the appropriate conditions.

If the same document type applies to both Accounts Receivable and Accounts Payable,
you must manually set up a document type for each module.

Use the landing page of the application to view the existing transaction document types or create a
new one.

In this article, we will cover:

l Creating a transaction document type

l Adding authorized users to a transaction document type

Creating a Transaction Document Type

1. From the main menu, go to Financial Management > Cash Management > Setup >
Transaction Document Type.

2. Select New to create a new transaction document type.

3. Enter the name of the new document type in the Document Type field and add its description.

4. From the System Transaction drop-down, select the system transaction type that the system
assigns to this document type.

30 October, 2023
 5. Select the Default for System Transaction check box if you want to make this document type
the default one for all system transactions of this type you enter.

You must mark a document type as a system transaction default if it is the only
entry of the selected transaction.

6. Select Save.

Adding Authorized Users to a Transaction Document Type

In some territories, such as Romania, you need to assign authorized users to transaction document
types - specifically to the AR Invoices and Credit Memos types. These users will be authorized
issuers of legal numbers the system uses for the selected document type. You can then track who
created these transactions in the database. To add an authorized user:

1. Expand the Authorized Users card.

2. Clear the All Users check box.

You can't clear this check box for a transaction type you defined as Default for
System Transaction.

3. Select New to add a new authorized user.

31 October, 2023
4. In the User ID column, select the blank space in the line and enter the user's name or select it
from the drop-down.

If you need to delete an authorized user, select their line in the grid and select Delete
Authorized User from the grid Overflow menu .

5. If necessary, select the Default check box for the user to make this document type the default
one for when the user creates the relevant system transaction.

6. Continue to add the authorized users you need. When you finish, select Save .

If you want to go on and set up a transaction document type for e-invoicing, refer to the Adding
a Document Type for E-Invoice Transactions article.

32 October, 2023
Using Legal Numbers
Some countries require you use legal numbers with company transactions. Legal numbers improve
tracking and auditing because they make sure business documents and transactions have unique
sequential numbers. For example, you can indicate within Company Configuration that legal
numbers are required on all customer printed invoice and credit documents.

Legal numbers have two categories:

l Legal document numbers - These numbers are assigned to external documents like packing
slips, sales invoices, and credit memos. The number assignment occurs when the documents
are posted or printed.
l Legal transaction numbers - These numbers are assigned when documents are created that
do not require printing, for example, manual journals and cash receipts.
You can generate legal numbers for financial, supply chain and manufacturing transaction
documents throughout the application. To generate legal numbers for a transaction, the following
information is required:

l At least one of the required transaction type defined in Transaction Document Type
Maintenance. One must have a selected Default for System Transaction check box.
l At least one legal number configuration for the transaction type defined in Legal Number
Maintenance. The transaction document type must be selected.
You use Transaction Document Type to associate transaction document types to system
transactions. You then use Legal Number Maintenance to define the prefixes, formats, masks,
sequences, and legal text. You link number legal number configurations to specific transaction
document types.

If your Kinetic application is integrated with another financial application, legal numbers can also be
generated through this external system and then returned to the Kinetic application. You may then
view the legal number through various tracking programs.

You can view legal numbers in various programs, trackers, logs and reports. When you print tags,
generated legal numbers associated with the transaction print on the tag.

Use the landing pag of the application to view existing legal numbers or to enter a new one.

In this article, we will cover:

l Creating a new legal number

l Setting the format of the legal numbers
l Setting up default sequences
l Creating alternate prefixes and sequences
l Linking legal numbers to document types

33 October, 2023
Creating a New Legal Number
1. From the main menu, navigate to Financial Management > General Ledger > Setup > Legal
Number.

2. Select New to add a new legal number.

3. Enter the legal number identifier you use to locate the legal number sequence and a concise
explanation of the legal number purpose.

4. Select the system transaction to which the legal number is linked from the Number Type drop-
down list. Specific transaction document types are defined in the Transaction Document Type.

5. Select the Enable Change History check box if you want to record the history of all changes
made to the legal number configuration. If a warning window appears, select Yes to confirm
that you want to log all changes to the legal number configuration.

6. Use the fields in the Generation Type section to define how the legal number is generated.
You can select either an Automatic or Manual generation type. You can also select the
Generate SSCC check box to indicate a Serial Shipping Container Code number should also
be generated for this legal number. For more information about how to use SSCC numbers,
review the Shipping and Receiving articles.

7. In the Generate On field, select at what point during the transaction to generate the legal
number.

For Automatic Generation Types

l Save - The legal number generates when the document is saved and after the
validations to save the document are complete.
l Print - The legal number generates when the document prints and after the validations
to print the document are complete.
l Post - For financial transactions. The legal number generates when you click Submit to
post the document.
l Close - For shipping transactions. The legal number generates when the shipment has
a status of Closed, Staged or Shipped.
l Received - For receipt transactions. The legal number generates when you receive a
line on the packing slip.
For Manual Generation Types

l Assign - The legal number generates when you manually assign it to the document,
using the Actions >Legal Numbers > Assign Legal Numbers, menu option.
l Save - When you save the document, a prompt appears where you can enter the legal
number for the document.

34 October, 2023
 Based on the Number Type selection, some Generate On options might not be
available.

8. Leverage the fields available within the Prefix Type section to define how the prefixes
generate for this legal number. You can create user-defined or journal code prefixes. If you
select the journal code type, you must select the journal you need from the Journal Code drop-
down list.

9. Use one or more of the following check boxes within the Number Options section to determine
how the legal numbers display to the user after generation.

l Select the Display Number After Generation check box if you want the legal number to
display to the user after generation.
l Select the Use Pre Numbered Formats check box if you want to print the transaction
and the legal number using an installed numbering format. This check box is available
when you select Automatic from the Generation Type drop-down list.
l Use one or more of the following check boxes to determine if you want sequences
assigned by sites, warehouses and/or by users:
l Allow Prefixes By Sites - indicates you want sequences assigned by sites codes.
l Allow Prefixes by Warehouse - indicates you want sequences assigned by
warehouses.
l Allow Prefixes by Users - indicates you want sequences assigned by users.
l Select the Allow change after printed check box to indicate documents can be changed
after printed with an assigned Legal Number. If this check box is clear, you cannot
change the document once is printed, your only options is to void the Legal Number,
change the document, and assign a new Legal Number.
l Select the Allow change after printed check box to indicate documents can be changed
after printed with an assigned Legal Number. If this check box is clear, you cannot
change the document once is printed, your only options is to void the Legal Number,
change the document, and assign a new Legal Number.
10. Define the number of lines that can be printed using a pre-numbered format in the Detail Lines
in Format field. This field is active when the Use Pre Numbered Formats check box is
selected.

11. Indicate the user can change the prefix on the legal number using the Overrideable Prefix
check box.

This check box is available if the Type field is set to the Manual option.

When you activate the Overrideable Prefix check box, you can create alternate prefixes and
alternate prefix sequences for this legal number.

35 October, 2023
 This functionality is explored in the Alternate Prefixes and Sequences section later in this
aticle

12. Use the Number Option drop-down list to define how numbers generate for this legal number
method.

This check box is available if the Type field is set to the Manual option.

Available options:

l Sequence entered manually – The user must directly enter the number.
l Sequence system generated – The application automatically generates a number.
13. Select a Calendar to define the fiscal calendar for this legal number.

14. In the Voiding Option section, use the Automatic Void check box to determine if legal number
are voided automatically when the transaction is deleted. You can also enter a predefined
voiding reason that displays in transaction logs and in reports.

Based on the number type, different fields in this section may be view only:

l If automatic voiding is not available for the number type, the section is
disabled.
l If only automatic voiding is available for the number type, the Automatic
Voiding check box is selected and view only. You can update the Voiding
Reason field with a custom reason.

15. Select Save.

Setting the Format of the Legal Numbers

Define the format of the legal number.

A legal number is composed of mandatory and selected optional elements. In the Format card, you
can select which elements to include in the legal number format and in what order the elements
should appear. You can also select to divide the different elements by standard and conditional
separators. When the legal number using the legal number configuration generates, the legal
number uses the format defined in this sheet.

You can also define additional formatting information, including sequence length, separator
symbols, date format options and the free text element text.

1. In the Available Elements pane, review the elements you can select to include in the legal
number configuration and select an element.

36 October, 2023
 The following elements are available for selection:

l Conditional Separator - Alternate or conditional separator used to separate elements of

the legal number. Typically, this is used to separate the fiscal year suffix.
l Day - The date the document was created
l Fiscal Year - The fiscal year of the document date, based on the fiscal calendar
l Fiscal Year Suffix - The suffix of the fiscal year of the document date, based on the fiscal
calendar
l Fiscal Period - The fiscal period of the document date, based on the fiscal calendar
l Free Text - Free text to be used in legal numbers. This text can be up to 12 characters in
length. This text is defined in the Free Text field.
l Legal Number ID - The current legal number configuration
l Prefix - The main, alternative or fiscal period-specific prefix . This element is mandatory.
l Quarter - The fiscal quarter of the document date, based on the fiscal calendar. A fiscal
quarter is a number of full or not full three month ranges starting from the Fiscal Year
start date.
l Separator (1,2,3,...) - Specifies the character used to separate different elements of a
legal number. The default value is the hyphen "-".
l Sequence -A unique numeric sequence for the legal number prefix. The element length
defaults to 8 digits but you can change it. This element is mandatory.
l Site - Site associated with the document. If the document is not associated with a
specific site, the current site is used.
l Transaction Document Type - The transaction document type associated with the
document.
2. If you want to move an element from the Selected Elements list to the Available Elements list,
use drag and drop.

To include separators in the legal number, move the separator elements in the
Available Elements list to the Selected Elements list and place them where you
want the separators to appear. Separators display in the Formatted Legal
Number Sample field.

3. Enter the Sequence Length to define the length of the sequence number. Valid entries are 1-
10.

4. Divide sequences within the legal numbers using the Separator Symbol.

5. Enter the Alternative/Conditional Separator typically used to divide the fiscal year suffix.

6. Add the text to display in the selected Free Text element.

37 October, 2023
 7. In the Fiscal Year Format field, select whether the fiscal year element should display in 2 or 4
digits.

8. Now, specify whether the fiscal period displays with one, two or three digits. The fiscal period
ends with leading zeros.

9. Select the Add Leading Zero to 1-digit day check box if the Day element should always
display in two digits. If the day is one digit, a leading zero is added. If clear, the Day value is
displays without leading zeros.

10. Review a sample of the formatted legal number and the estimated character length of the
formatted legal number. The maximum number of characters is 30.

An indicator shows if the length is within 30 characters or if it exceeds 30 characters.

l If the legal number is under 30 characters, a green Length is OK indicator appears.

l If the legal number exceeds 30 characters, a red Length exceeds maximum indicator
appears.

If the Generate SSCC check box on the Detail sheet is selected, legal number
format is ExtensionDigit-Prefix-Sequence-AutogeneratedNumber (The -
separator does not appear).

38 October, 2023
 11. Select Save.

Setting Up Default Sequences

Default sequences define the typical sequences through which the current legal number generates.
You can set up these sequences for each fiscal year, or for each period in the fiscal year. You can
also indicate when this default sequence is no longer available.

To add a default sequence, on the Default Sequences card, select . In a new row that appears on
the grid, enter the Transaction Year and fiscal Period (optional) during which you want this default
legal number sequence to be used.

39 October, 2023
If you need, define the Start Sequence and End Sequence for the current legal number. These
values determine the first and last numbers available for this sequence.

In the Available field, enter the number of pre-printed forms are present to use with this default
sequence.

When you finish, save the sequence.

Creating Alternate Prefixes and Sequences

You can create alternate prefixes and sequences for the current legal number. You can add alternate
options on the Alternate Prefix card when the Overrideable Prefix, Allow Prefixes by Site, Allow
Prefixes by Warehouse, or Allow Prefixes by Users check boxes are selected. Users then select
these alternate legal number options as needed.

Linking Legal Numbers to Document Types

Use the Document Type card to link the legal number with selected transaction document types.
You can associate multiple sequences with the document types selected in Customer Maintenance
and AR Invoice Entry.

The available document types must not be assigned to another legal number. They must also be
both active and restricted to the legal number’s system transaction.

40 October, 2023
To link a transaction document type to a legal number, select the transaction document type in the
Available Document Type panel. The transaction document type will appear on the Assigned
Document Type list.

Continue to add the transaction document types you need. When you finish, save the legal number.

41 October, 2023
Setting Up Electronic Interfaces
In Electronic Interface Maintenance, set up electronic interfaces.

Electronic interfaces provide details to a plug-in program the system uses to perform specific
formatting for output data. They also recognize and convert a specific form of input data to a
standard format accepted by the system. Such plug-ins, for example, are bank interface formats a
specific bank or country needs to perform Electronic Funds Transfer (EFT) and electronic reports.

Use the landing page of the application to view existing electronic interfaces or to enter a new one.

In this article, we will cover:

l Creating an electronic interface

l Setting up the electronic interface properties

Creating an Electronic Interface

1. From the main menu, navigate to Financial Management > Accounts Receivable > Setup >
Electronic Interface.

2. Select New to add a new electronic interface.

3. Enter the name of the electronic interface.

4. Select the purpose or the electronic interface from the Type drop-down.

If you select Cash Receipt Import, the system enables the Allowable Threshold
fields in Payment Method Maintenance. These fields allow you to specify
percentages that the system automatically applies to AR payments that are
within a threshold of an open AR invoice amount.

5. Next, select the required Program Category option:

l Default - This option lets you select a program for the electronic interface from the list of
default programs (.cs source files). These are the standard programs the system
delivers. The folders from the default directory (Deployment\Server\Erp\EI) compile the
list of available files.

l Company Specific - This option lets you select a program for the electronic interface
from a list of customized files created specifically for your company. The list of programs
is available in the company specific directory: Deployment\Server\Companies\
{CompanyID}/EI.

42 October, 2023
 To see the company-specific list, the company-specific directory must
already exist. You have to create this directory manually when you save
company-specific customized .cs files.

6. Select Program to search for a program (a .cs source file) you need.

7. If necessary, add the electronic interface description. This text only displays on the internal
maintenance form used with this electronic interface.

8. Select Save.

Setting Up the Electronic Interface Properties

Create and update various properties required for the current electronic interface on the Properties
card. The properties you enter here set up the kinds of data the current electronic interface requires.
The properties you create or update here later become fields on the electronic interface. If the format
matches the requirements for the bank, you can then send transactions electronically from the
application to the bank.

You usually set up how many characters (if it's String) or decimals (if it's Decimal) each property
contains. However, if you create a List property, in the Prop Value grid, you must also enter the
values that will display on the respective drop-down.

To add a property:

43 October, 2023
1. Select New in the Properties grid.

2. Enter the new property name.

3. Select the property type from the Type drop-down. This setting specifies the type of this field in
the electronic interface.

4. Enter the required details based on the type you select:

l Minimum Length - Sets up the least number of characters that you can enter to save a
value for this property. Enter the smallest number of characters you need. If users don't
enter at least this many characters, they'll get an error message.
l Minimum Length - Sets up the highest number of characters that you can enter to save
a value for this property. Enter the largest number of characters you need. If users
attempt to enter more than this number of characters, they'll get an error message.
l Number of Decimals - Sets up the highest number of decimals allowed for this property
value. Enter how many decimals you want available for this property. If users attempt to
enter a higher number, they'll get an error message.
5. If you are setting up a List property, once you select this type, save the record. Then, in the
Prop Value grid, select New and enter as many property values as you need. These
values will be available for selection in the respective drop-down.

6. Select Save.

44 October, 2023
Creating Payment Methods
Use the Payment Method app to create payment methods that represent how you pay various
transactions. You can select specific payment methods as the default for bank accounts, customers,
suppliers, and banks linked to a supplier or a customer.

You can link each payment method to a specific electronic bank interface to pay or receive payments
against transactions using the internet. You can also set up payment methods for manual payments
(cash or check), payments or receipts made in cash, payment instruments, or check printing.

Then, you select payment methods on bank accounts and indicate if they are for 'AR' or 'AP'
transactions. Each bank account can have multiple methods for each module. However, you can set
only one method per module as the default payment method. You can always override a default
payment method by selecting a different one for a group in the AP Payment Entry or Cash Receipts
Entry app.

In this article, we will cover:

l Creating a payment method

l Reviewing electronic interface properties
l Entering additional AP or AR details

Creating a Payment Method

1. Open the Payment Method app.

The Landing page displays. The page lists all the existing 'Payment Method' records.

2. To select an existing record, click on the payment method link inside the grid.

45 October, 2023
 You can also use the 'Payment Method' field to search for and select an existing
record.

3. To create a new Payment Method, select New.

The Details card displays.

4. Enter the method's name.

5. Select the scope of the payment method.

6. Define how the current method processes the payments.

Some of the available options are:

46 October, 2023
 l Check Printing - Use for system generated checks.
l Electronic Interface - Use for electronic interface transfer (EFT) payments.
l Future Payment Instrument Printing - Use for system generated checks for payment
instruments.
l In Cash - Use when planning to pay an invoice in cash (for example using Petty Cash).
Not typically used as a form of bank transfer.
l Manual - Use when no specific payment method is defined in advance. You can use any
method when you paid the invoice.
l Manual Payment Instrument - Use when no specific payment method is defined in
advance for a payment instrument.
l On-site - Use for an AP payment on-site.
l MICR Check Printing - Use when printing checks with the magnetic ink printer. MICR
stands for Magnetic Ink Character Recognition. It is a character recognition technology
the banking industry uses to facilitate the processing and clearance of checks. The
MICR encoding, called the MICR line, includes the check number, American Bankers
Association (ABA) routing and transit number, and the bank account number at the
bottom of the check.

This pay method is AP only.

If you select the Electronic Interface pay method type, you also need to:

1. From the Electronic Interface drop-down, select a required electronic interface you want
to use with the current payment method.

Only the electronic interfaces appropriate to the scope of this payment method are
available in the drop-down.

2. Enter or select Output File Name. You can either enter it manually or select the button
and browse to the path and name of the output file folder you will create through the
electronic bank interface.

47 October, 2023
 You need to locate the output file on the server under a directory you define in the
System Agent > Server file directory. You can create sub-folders for each payment
method/company in this directory and grant users access rights by individual folder.

When you select an electronic interface for the payment method, the electronic interface
properties display on the Property card. These values update each time you use the electronic
interface.

7. If you want this payment method to use only the currency you selected for the bank that
processes the transaction, select the Only Bank Currency check box.

8. For AR payment methods, if you want to summarize invoices by customer and send them to
the bank as a sum without specifying the individual invoices, select the Summarize Per
Customer check box.

Kinetic will create a single bank transaction for the payment.

9. Select the Reimbursable check box to make the invoices you create with this payment
method reimbursable.

10. If necessary, specify the allowable threshold for this payment method. Enter the required
amounts in the Overpay Percent and Underpay Percent fields.

l Overpay Percent - For an AR payment method, it specifies the overpayment percent

the system applies automatically to an AR payment that is within the threshold of an
open AR invoice amount. The overpayment is regarded as on account, or the un-applied
cash receipt amount.
l Underpay Percent - For an AR payment method, it specifies the underpayment
percentage the system applies automatically to an AR payment that is within the
threshold of an open AR invoice amount. The underpayment is regarded as an AR cash
receipt discount.

48 October, 2023
 11. If necessary, specify Payment Instrument Options. The fields in this section become active
only when you select Generated Promissory Note (for AR) or Future Payment Instrument
Printing (for AP) from the Pay Method Type drop-down.

l Payment Instrument Type - Specifies a payment instrument type for the current
method.
l Generation Method - Specifies the payment instrument generation method (With
Invoice, Batch, or Manual).
l Auto Approve - Indicates if you want to approve payment methods automatically.
12. Select Save.

Reviewing Electronic Interface Properties

If you select Electronic Interface for Pay Method Type of a payment method, you can review its
properties on the Property card. You cant edit the values here. If you need to edit them, use the
Electronic Interface Maintenance app.

l Name - Name of the property. This value is also the name of the field that appears on the plug-
in form created for the electronic bank interface.
l String - Indicates if this property requires a text string value for its information.
l List - Indicates if this property required a series of list values. If it is on, users must choose a
list option to define this property on the electronic interface plug-in form. You create options for
the list properties in Electronic File Maintenance.
l Logical - Indicates if this property requires a Yes/No selection on the electronic bank interface.
This property displays as a check box on the electronic interface plug-in form.
l Decimal - Indicates if this property requires a decimal value for its information.
l Date - Date on which the property was last updated with payment information.

49 October, 2023
Setting Up Additional AP or AR Options
If you select Electronic Interface for Pay Method Type of a payment method, you need to set up its
additional AP/AR options on the Additional AP or Additional AR card. The name and contents of the
card depend on the scope you select for this payment method.

For the AP scope:

1. Expand the Additional AP card.

2. Enter the default payment code.

3. If you want Kinetic to create a bank reconciliation entry every time you create an electronic
output file, select the Auto Bank Reconciliation check box.

4. Optionally, enter the registration number and the sender reference information.

5. If this is a proposed and not an actual payment, select the Proposed Payment check box. You
can then match invoices to these bank payments in the 'AP Bank File Import Workbench' app.

6. If you want to be able to enter payment totals, select the Enter Payment Total check box.

7. To perform test transmission when electronic output files are created, select the Test check
box.

8. Select how you want the bank to process the payments - individually or in a batch - in the
Statement Grouping drop-down.

9. Select the Interface Generated Group Id check box if you want the application to use
identifiers generated via an EI program during processing payments as batch Ids.

10. Select Save.

50 October, 2023
For the AR scope:
1. Expand the Additional AR card.

2. If you want Kinetic to generate check numbers for newly created AR checks, select the
Automatic Check Numbering check box.

For each check, Kinetic assigns a check number prefaced by the current system date and a
unique number sequence for that payment method.

3. Select how you want the bank to process the payments - individually or in a batch - in the
Statement Grouping drop-down.

4. Select the Interface Generated Group Id check box if you want the application to use
identifiers generated via an EI program during processing payments as batch Ids.

5. In the Timing field, specify at what moment the application groups AR receipts in batches -
when you enter a cash receipt or print a deposit slip.

6. From the Deposit Slips drop-down, specify whether and how the application displays cash
receipts in the Deposit Slips Report.

7. Select Save.

51 October, 2023
Setting Up Petty Cash Operation Types
Set up various petty cash operations your company uses (for example, payments to suppliers or
receipts from customers) in Petty Cash Operation Type Maintenance. You base these operation
types on the petty cash operation classes (cash issue or receipt) defined in the Kinetic application.

This application is only available with an additional license from Epicor.

Each operation type represents a standard operation such as a payment to a supplier or wages paid
to an employee. The following petty cash operation classes are predefined for each category of
recipient/payer selected for your operation type.

Use the landing page of the application to view existing petty cash operation type or to enter a new
one.

In this article, we will cover:

l Creating a petty cash operation type

l Adding GL controls

Creating a Petty Cash Operation Type

1. From the main menu, navigate to Financial Management > Cash Management > Setup >
Petty Cash Operation Type.

2. Select New to add a petty cash operation type.

3. Enter the name of the operation type and its description.

4. Specify the direction of the operation: Cash Issue or Cash Receipt.

52 October, 2023
5. Specify the reason for the transaction. The Reason field is mandatory.

6. From the Recepient/Payer Type drop-down, select an applicable option.

7. Select an operation class you want to link to this operation type from the Operation Class
drop-down. The available options depend on what you selected in Direction and
Recipient/Payer Type.

Each petty cash operation type represents a standard operation such as a payment to a
supplier or wages paid to an employee. The following petty cash operation classes are
predefined for each category of recipient/payer you select for your operation type.

l Employee:
l Wages and Salaries
l Misc Advances
l Misc Receipts
l Supplier:
l Invoice Payments
l Prepayments
l Misc Payments
l Customer:
l Invoice Receipts

l Deposits/Prepayments

l Bank/Cash Desk Transfers:

l Bank To Cash
l Cash to Bank
l Cash to Cash
l Other:
l Misc Issues
l Misc Receipts

The availability of specific cash recipients/payers depends on your license.

8. If you selected Customer or Supplier in Recipient/Payer Type, you can also select the
required Default Role Code option from the drop-down.

53 October, 2023
 9. Select the check boxes to:

l Payroll Balance - Indicate this operation type must balance payroll accounts.
l Override Exchange Rate Date - Enter a custom exchange rate during Petty Cash
Entry.

10. Select Save.

Adding GL Controls
The general ledger (GL) control or controls selected on this GL Control card determine the accounts
and journal codes used to post transactions to which the record applies.

You can associate one or more GL controls with a record in this application. Each control associated
with a record must belong to a different control type. The association allows the use of control values
when the record applies to a posted transaction.

Example: The AR Account and AP Account GL control types reference the company entity. You
define GL controls based on both types and apply them to Company A in Company Configuration. A
transaction that belongs to Company A then posts using the account hierarchy set up for this specific
transaction for the Company A business entity. Posting rules use the controls' account references to
create the accounts for the company's journals.

You cannot associate GL controls with applications where users select posting accounts when they
enter transactions. Examples of this type of applications include AP Adjustment and Cash Receipts.
The Master Chart of Accounts (COA) defines the accounts available in these applications.

To add GL controls:

54 October, 2023
1. On the GL Control card, select New .

2. Select the GL control Type that contains the account contexts you need.

3. Next, use the Control field to enter a GL control contained by the selected GL control type.

4. Continue to add the GL control types you need for the current company. When you finish, save
the changes.

55 October, 2023
Creating a Petty Cash Desk Record
Use the Petty Cash Desk app to maintain daily balances, provide cash day open and close
procedures, and define cash limits. The petty cash desk is the main app to handle petty cash
operations.

To use this app, you must install the Petty Cash license.

In this article, we will cover:

l Create Petty Cash Desk

l Specify Authorized Users
l Specify Operations
l Specify GL Control

Create Petty Cash Desk

To create a new petty cash desk record:

1. From the main menu, navigate to Financial Management > Cash Management > Setup >
Petty Cash Desk Entry.

2. Select New Cash Desk.

The Detail card displays.

To use an existing record, you can select the Cash Desk ID on the Landing Page.

3. In the Cash Desk field, enter a unique identifier for the cash desk.

4. Enter a name for the petty cash desk using the Name field.

5. Select the Day Close Mode drop-down list to select either the Soft or Strict option.

l If you select the Soft option then more than one cash day can be active at one time.
l If you select the Strict option then only one cash day can be active.
6. Enter a cashier name using the Cashier field.

7. If necessary, enter an Entrusted Cashier name.

This person is then responsible for handling cash desk entries.

56 October, 2023
 8. When you enter an Entrusted Cashier, use the Entrusted From and Entrusted To date fields
to select the time period during which this person is responsible for cash desk transactions.

9. The Allow Negative Balance check box is selected by default. This parameter only affects the
petty cash entry routine.

You cannot close a petty cash day with a negative balance.

10. If you want to set a cash limit for the petty cash desk, enter an amount in the Cash Limit Total
field.

If you enter zero, the cash limit for the petty cash desk is not checked.

11. The Except Payroll value defines an exception to the cash limit total, reserved for employee
salaries and social payments. This is required in some countries.

12. If the cash desk has an initial balance, enter the total in the appropriate Initial Balance or
Initial Payroll Balance field.

These balances apply from the In Operation From date.

Specify Authorized Users

You can add users to the list of people who can access the petty cash desk.

The user who creates a petty cask desk isautomatically added to this list.

1. In the Nav Tree, select the Authorized Users node.

The Authorized Users card displays.

2. If you need to modify an existing user record, on the Authorized Users card, in the grid, select
the user link located in the User ID column.

The Detail card displays.

3. If you need to enter a new user record, in the Nav Tree, select the Authorized Users >
Authorized User Detail node.

The Detail card displays.

4. Select New Authorized User.

5. In the Authorized User field, select the required user.

57 October, 2023
 Only users created in User Account Security display in this field. For more
information how to enter a new user record, refer to the Adding New Users in
User Account Security Maintenance article.

6. Once you select a new user, define what the added user can or cannot do.

For example, if you want the user to close cash days, select the Close Cash Days check box.

7. Select Save.

Specify Operations
Add the required operation type available for a specific petty cash desk.

To activate a petty cash desk, you must specify at least one operation.

You add operation types to further specify a standard operation such as a payment to a supplier or
wages paid to an employee.

To add an operation type:

1. In the Nav Tree, select the Available Operations > Operation Detail node.

The Detail card displays.

2. Select New Operation.

3. In the Operation Type field, select the required type.

This is the type you define in the Petty Cash Operation Type app. For more
information on how to set these types up, refer to the Setting Up Petty Cash
Operation Types article.

4. Because you added the operation type that was already defined, the rest of information on this
card defaults.

5. Select Save.

Specify GL Control
You must add a GL control that determines the accounts affected by the petty cash desk.

To add a GL control:

58 October, 2023
1. In the Nav Tree, select the GL Control node.

The GL Control card displays.

2. Select New GL Control.

3. In the GL Control Type field, enter the type and press Tab.

You can also use Search.

4. In the GL Control Code field, enter the code and press Tab.

You can also use Search.

5. Select Save.

59 October, 2023
Operations
This section describes the operations available in the Cash Management module. Each operation is
described as a workflow to help guide you through the process from start to finish. These programs
are primarily found within the General Operations folder for this module. If a unique setup record is
required to run the operation, this record is also described in this section.

60 October, 2023
Adjusting Bank Account Amounts
Bank Adjustment Entry lets you update bank account amounts and enter bank fees. You can use
Print Group Edit List on the Overflow menu to review entries before posting.

In this article, we will cover:

l Creating adjustment groups

l Entering adjustment amounts

Creating Adjustment Groups

Open the Bank Adjustment Entry app.

On the Summary card, select New to add a new adjustment group. Type in the identifier for the
entry group. Entry group names can use a combination of letters or numbers. You can also search
for existing entry groups.

Select the default transaction date for adjustments in the group. The Transaction Apply Date entry
and the company’s default fiscal calendar determine the entries displayed in the Fiscal Year and
Fiscal Period fields.

You then select the bank where the account is located. The card displays the bank currency and the
account number.

Red Storno transactions are only used in certain countries. For information on how to
enable or disable red storno, refer to the Company Configuration article.

When you finish, save the group.

61 October, 2023
Entering Adjustment Amounts
Use the Adjustment card to either create entries for an adjustment group or enter lines on a bank
reconciliation statement.

1. If you need, change the default in the Transaction Apply Date field. The period to which an
adjustment applies is determined by this date and the book selected on the Adjustment sheet.
2. For Reference, enter additional information about this adjustment.

3. In the Amount field, enter the adjustment amount. A positive amount represents a deposit and
a bank balance increase. A negative amount represents a cash withdrawal and a bank
balance decrease.

4. If required, select the bank fee that applies to the adjustment.

5. Save the adjustment.

The G/L Account field populates with the default GL account for this transaction.

To change the GL account, use the G/L Account fields to select the book and the account to
which the adjustment posts, then save the changes. The fiscal calendar for the selected book
determines the apply date for the transaction and the COA for the book determines the
available accounts.

If you have changed the GL account, you can select the Get Default icon to revert to the
default account.

6. To adjust tax amounts, select the Manual check box on the Bank Fees Taxes grid and use the
Percent, Fixed Tax, Taxable Amt, and Tax Amt fields to adjust the calculated amounts. After
you save your changes, the amount fields update to reflect the tax impact. You can now post
the adjustment.

62 October, 2023
7. In the top right corner, select Post and submit the adjustments using the Bank Adjustment
Post Process panel.

63 October, 2023
Transferring Bank Funds
Transfer bank funds between bank accounts in Bank Funds Transfer. If the bank accounts use
different currencies, the system uses the Exchange Rate for that currency to calculate the
transferred amount.

There are three calculation options for handling currency exchange differences during bank funds
transfers. You can determine the calculation option by selecting one from the Currency Exchange
Difference drop-down on the Modules > All Modules > Currency sheet in Company Configuration.

The following examples describe the three options available. In the examples, three currencies are
used: USD (Base), EUR (Rpt1), and MXP (Rpt2) with the following exchange rates: USD:EUR = 0.9,
USD:MXP = 8.0.

l Option 1: Always use default rates

In this method, you use the default exchange rates, and an exchange difference is posted to
the gain/loss account.

Source Bank Tran Record Target Bank Tran Record Difference

Doc 900 EUR 8800 MXP
Base 1000 USD = 900 EUR / 0.9 1100 USD = 8800 MXP / 8.0 100 USD
(USD) (gain)
1000 USD = 900 EUR / 0.9 Default Default USD:MXP rate is applied.
USD:EUR rate is applied.
Rpt1 900 EUR 990 EUR = 8800 MXP / 8.0 * 0.9 90 EUR
(EUR) (gain)
Conversion chain: MXP > USD >
EUR with default rates is applied.
Rpt2 8000 MXP = 900 EUR / 0.9 * 8.0 8800 MXP 800 MXP
(MXP) (gain)
Conversion chain: EUR > USD >
MXP with default rates is applied.

l Option 2: Use explicit transfer amount, or use default rates

Source Bank Tran Record Target Bank Tran Record Difference
Doc 900 EUR 8800 MXP
Base 1000 USD = 900 EUR / 0.9 1100 USD = 8800 MXP / 8.0 100 USD
(USD) (gain)
Transfer Amount is not explicit: Transfer Amount is not explicit:
Base (USD) does not match to Base (USD) does not match to
source (EUR) or target (MXP) source (EUR) or target (MXP)
currencies. currencies.

Default USD:EUR rate is applied. Default USD:MXP rate is applied.

64 October, 2023
 Source Bank Tran Record Target Bank Tran Record Difference
Rpt1 900 EUR
(EUR)
Transfer Amount is explicit: Rpt1
(EUR) matches source currency.

Source amount is used.

Rpt2 8000 MXP
(MXP)
Transfer Amount is explicit: Rpt2
(MXP) matches to target currency.

Target amount is used.

l Option 3: Use explicit transfer amount, or use source amount

In this method, bank transfers do not create currency gain/loss postings, so the movement
defines the rate.

Target Bank Tran

Source Bank Tran Record Difference
Record
Doc 900 EUR 8800 MXP
Base 1000 USD = 900 EUR / 0.9
(USD)
Base (USD) does not match source (EUR) or
target (MXP) currencies.

Default USD:EUR rate is applied.

Rpt1 900 EUR
(EUR)
Rpt1 (EUR) matches source currency

Source amount is used.

Rpt2 8000 MXP
(MXP)
Rpt2 (MXP) matches to target currency.

Target amount is used.

To transfer funds, you must set up both bank accounts in your database.

In this article, we will cover transferring bank funds.

1. From the main menu, go to Financial Management > Accounts Payable > General
Operations > Bank Funds Transfer.

65 October, 2023
2. In the Apply Date field, enter the date on which you process the transfer. It defaults with the
current date.

3. From the Document Type drop-down, select a transaction document type for the banks fund
transfer. It links the transaction document type to the legal number format.

For a transaction document type to appear as the default value in this field, the System
Transaction value must be Bank Funds Transfer and the Default for System Transaction
check box must be selected for the document type in Transaction Document Type
Maintenance.

To generate legal numbers for a bank funds transfer record, you first define at least one Bank
Funds Transfer transaction document type in Transaction Document Type Maintenance.
Then, you create a legal number format for the Bank Funds Transfer number type in Legal
Number Maintenance and select at least one Bank Funds Transfer transaction document
type to use the legal number format. When the legal number generates for the record, it uses
the generation and format information defined for the selected transaction document type.

The system generates legal numbers automatically or manually based on the selected
document type.

l If Generation Type is Automatic, the system generates the legal number automatically
when you select Save or Transfer.
l If Generation Type is Manual, a legal number prompt appears when you select Save or
Transfer. You manually enter the legal number and select OK.
4. In the Transfer From section, select a bank and enter the amount to transfer.

5. In the Transfer To section, from the drop-down, select the bank that will receive the funds.

If you transfer the funds between two banks that use different currency, the value
in the Transfer To section’s Amount field automatically displays the amount
using the receiving bank’s currency. For more information, refer to the Currency
Management topics of the Application Help.

If the two banks use a different currency, from the Rate Type drop-down, select the currency
exchange rate type used to determine the deposit amount .

66 October, 2023
6. Review other fields, if necessary.

l Fiscal Year, Suffix, Fiscal Period - Specify the fiscal period details of the apply date.
l Current Balance - Specifies the amount of funds available in the selected bank. The
funds' currency displays next to this field.
l New Balance - Specifies the value of funds that will appear in the bank account after the
transfer. The system calculates it by adding the Amountvalue to Current Balance.
l Description - Displays the bank transfer reference code. You can enter the transaction
description manually. Otherwise, the system creates system text in the following format:
prefix + a combination of the attributes that are specified in the corresponding posting
rule in GL Transaction Type, and uses it as this transaction's description. The
application assigns the description you enter (or the description the system creates) with
a specific prefix that depends on the transaction. The prefix might look like this:
Transaction Prefix
Bank Funds Transfer Bank Funds
All prefixes are followed by : (colon). You can review the transaction description in
Review Journal. For more details, refer to the Review Journal topics of the Application
Help.

7. Select Transfer. The system moves the amount to the bank selected in the Transfer To
section. Now, if you want to create one more transfer, select New .

67 October, 2023
Entering Cash Receipts
Suppose you are in charge of your company's financial operations, and you need to track its income.
The Cash Receipt Entry app allows you to enter and post cash receipts. These are transactions you
enter for customer payments, customer credits, or miscellaneous cash amounts. The app lets you
create entry groups, enter cash receipts, and post these transactions to your 'General Ledger'. Here
you can input receipts for a particular period, specific receipts for a single customer, or all receipts for
a particular type.

You enter customer payments, customer credits, and miscellaneous cash amounts through the
Cash Receipt Entry app. This process is similar to the 'AR Invoice Entry' process. You create entry
groups, enter cash receipts, and post these transactions to your 'General Ledger'.

Before you can transact within the 'Cash Receipt Entry' app, you must set up your fiscal
periods using the 'Fiscal Period Maintenance' app.

You can enter these cash receipt transaction types:

l Invoice Payments - These transactions are entered with basic check information. They
include detail lines how the check is used against the customer's outstanding invoices.
l Deposit Payments - These transactions track down payments made against specific sales
orders (allocated) or not linked to a sales order (unallocated). They debit the 'Cash' account
and credit the account number you enter, which is normally a 'Prepayments' liability account.
l Miscellaneous Payments - These transactions track miscellaneous cash received from
sources other than customers; they do not change customer 'AR' balances. They debit the
'Cash' account and credit the account number you select.
l Debit Notes - Enter these transactions when a customer requires a payment or invoice
deduction. These transactions create open receivable amounts. Debit notes can be applied as
unallocated amounts on a payment. They can also be linked directly to an invoice, reducing
the invoice's total amount due.
You can also create Unapplied Receipts. By selecting the On Account check box, these
transactions are automatically created when you enter a customer payment that is not applied to a
specific open invoice or credit memo.

You can use Apply Credit Memos to assign this amount to another invoice. You can also use AR
Write Off and Adjustment to adjust the balance. For more information, refer to the Apply Credit
Memo and AR Write Off and Adjustment topics in the Application Help.

When cash receipts post, they update invoice balances, create GL entries, and update Bank
Reconciliation deposit information.

Use the landing page of the application to view existing cash receipts or to enter a new one.

In this article, we will cover:

68 October, 2023
 l Entering Cash Receipts
l Entering Invoice Payments
l Selecting Invoices
l Placing Specific Payment Amounts
l Entering Bank Fees
l Posting Receipts
l Locking and Unlocking a Group

Entering Cash Receipts

Begin with the Cash Receipts Entry app by creating entry groups. You can then enter the cash
receipts that are processed through this entry group. Entry groups are also called batches.

To create a new entry group:

1. Open the Cash Receipts Entry app.

2. Select New to add a new group.

3. Enter the identifier for the entry group in the Group field.

4. Select the Bank Account you need from the drop-down list. The cash receipts for the group
are deposited within this bank account.

5. Enter the transaction apply date.

69 October, 2023
 6. Select Save.

If you select Clear and open a group (from the landing page, Search, or the Groups
panel), or create a new group, it will be automatically unlocked.

Entering Invoice Payments

Next, enter payment information and select the invoices against which this payment is made.

To enter payments:

1. Select Invoice Payment on the Payments card to add a new payment.

The AR Invoice Payment Details card displays.

2. Enter the number that identifies the check in the Check field. You can enter the number from
the check or any other reference number.

70 October, 2023
 You can enter the number from the check or any other reference number.

3. Enter the amount and currency of the payment using the Receipt Amount field.

4. Search for and select a customer.

71 October, 2023
5. Use the Settlement Currency field to enter the currency of the invoice.

The company you work in must be configured to use currency settlements in

order for you to use this field.

6. Select the On Account check box, if you want the app to create a new unapplied entry against
the customer for any remaining unapplied amount.

If this check box is cleared, you cannot enter other payments until you have
allocated the entire 'Unapplied' amount.

72 October, 2023
 7. Select Save.

Selecting Invoices
Select the open invoices that the payment from the customer is to be applied against with the Invoice
Selection button on the Allocate card.

After you select a customer on the AR Invoice Payments Details card, all invoices for the customer
are displayed within the grid. The oldest invoice is displayed at the top of the grid, followed by
invoices created on later dates.

If you add invoices with discounts, the 'Discount Percent' active on the date that this payment is
received determines the percentage discount to multiply against the payment. This value is

73 October, 2023
determined by the terms assigned to this customer and the discount percentage period during which
the payment was received.

Discounts cannot be calculated for a credit memo transaction.

When you select the invoices on inside the 'Invoice Selection' panel and select the Apply button, the
invoice is removed from the grid. The invoice then displays on the Allocate card, where you can
further define the specific amounts you will apply to the invoice.

To select an invoice:

1. Select the Invoice Selection button on the Allocate card.

The Invoice Selection panel opens.

2. In the panel's grid, select the invoice and select the Apply button to confirm that all invoices
are applied to the check.

The app applies payment amounts to the selected invoice and moves the invoice to the
Allocate card.

l For automatic alternatives, you can use the Automatic Selection button to automatically
select the open invoices for a customer until the receipt amount is allocated, starting
with the oldest invoice first.

74 October, 2023
 l Use the Select and Apply button to perform automatic allocation of the payment
amount, where the system selects the invoices for allocation using the existing sorting
order and allocation is performed until the Unapplied field value is equal to zero.

3. Select Save.

Placing Specific Payment Amounts

Using the Allocate card, modify the amounts paid on the invoices previously selected on the Invoice
Selection panel. You can also use this card to link a payment to a new or existing AR invoice.

For invoices that reflect discounts, a company setting determines how the allocation
applies the credit. The allocation process can charge the credit back to the defined
discount accounts or to the selected invoices.

1. Locate the Allocate card.

2. If you want the app to create a new unapplied entry against the customer for any remaining
unapplied amount, select the On Account check box.

If this check box is cleared, you cannot enter other payments until you have
allocated the entire unapplied amount.

3. If you wish to update the payment placed against this invoice, enter a new amount within the
Amount to A/R column.

4. Select to if you want to add a new invoice.

5. Select Save.

75 October, 2023
Entering Bank Fees
Enter bank fees and taxes for deposited checks on the Bank Fee card. There is a limit of one bank
fee per cash receipt, but there can be multiple taxes added.

After you enter the bank fee code and the amount, the app calculates the taxes according to the tax
information defined for the bank fee code. The calculated taxes are added to the tax grid where you
can select a line to manually adjust the information. You can also add new tax lines.

If you selected Reconciled Balance from the Bank Account program, the payment
amount is booked against the pending cash account and the bank fee and related taxes
are not accounted for at the time of posting the cash receipt. You will need to create tax
detail records so that the taxes you enter can be booked when the cash receipt is
reconciled. If you did not select Reconciled Balance from the Bank Account program,
the payment amount is booked against the bank account and the bank fee is accounted
for directly together with its taxes.

To enter a bank fee:

1. Scroll down to locate the Bank Fee card and expand it.

2. Select New Bank Fee.

3. Search for and select a Bank Fee code.

4. Next, enter a bank fee amount.

76 October, 2023
 5. Select Save.

Posting Receipts
To complete the Cash Receipt Entry process, you post the group’s receipts to the 'AR' accounts
within your 'General Ledger'. When an entry group is posted, all of the transactions update your cash
receipts information.

To post a cash receipts group:

1. Select Post.

The Cash Receipt Post Process window displays.

2. Select the icon to post the group.

If posting errors occur, select the Group > Posting Log card to review an error
log. Use this log to locate the errors. You can re-post the group after correcting
them.

77 October, 2023
Locking and Unlocking a Group
You can lock and unlock groups if necessary.

You cannot delete locked groups. The locked group can be unlocked only by a user
who locked it.

To lock a group:

1. Select the Lock Group button.

The button changes to 'Unlock Group'.

78 October, 2023
Entering Debit Notes
Debit Notes are records you enter when a deduction is required on a customer's payment or invoice.
For example, a customer receives a shipment of car seats and pays the AR invoice. Later however,
the customer sends three defective car seats back to your company. To record that the customer's
amount due on this invoice is reduced, you enter a debit note.

You create these notes on the Debit Note card. Each debit note can be placed against an open
invoice, a closed invoice, or added to the current customer's payment. You can enter multiple debit
notes against a single invoice.

After you enter the debit note, you can then apply its amount. This applied amount is then either
added as an unallocated amount on the payment or subtracted from a selected invoice's balance.

Note that you cannot enter negative debit note amounts. If you attempt to do this, the application will
display an error message.

For example, Invoice 10123 is an open invoice that has a balance of $100. A payment is made that
has an amount of $70. This payment also has two debit notes added to it -- debit note 101ABC for
$10 and debit note 101DEF for $20. The Unapplied Amount on the payment will initially be $70. If the
debit notes are not linked to the invoice, the Unapplied Amount increases to $100. If the debit notes,
however, are entered against Invoice 10123, the $30 total value is subtracted from the Balance field
on the invoice. The Unapplied Amount on the payment then stays at the $70 value.

To enter a debit note:

1. Select on the Debit Notes card from the Overflow menu.

2. Enter a debit note reference, value, due date, and customer debit note amount.

3. Select Apply Selected.

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Defining Settings for Electronic Payments
Define the default settings for electronic payments made through the Automated Clearing House
(ACH) Network.

The fields on the ACH Payments card are active only if the payment method for the selected cash
receipt group is of the Electronic Interface Payment type. Otherwise, the fields are disabled.

If you want to add or change payment methods settings, navigate to Financial Management >
Accounts Receivable > Setup > Payment Method. If you want to add or change electronic interface
settings, navigate to Financial Management > Accounts Receivable > Setup > Electronic
Interface.

The bank accounts used in ACH payment processing must have the Routing, ID, and
Check Digits values defined. Navigate to Financial Management > Accounts
Receivable > Setup > Bank Account to fill in the fields.

80 October, 2023
Processing the Electronic Interface Receipts
Use the Process Receipts command to process customer payments for a selected group of
invoices.

Kinetic creates an electronic bank export receipt file for all the customers set up for the
EFT payment within the group.

Use the Document currency and Base currency radio buttons to specify the currency you want to
use when calculating data and printing the AR Payment List report.

Refer to the Customer Maintenance topic for details how to enable customers for the
EFT payment.

To process receipts:

1. From the main menu, go to Financial Management > Cash Management > General
Operations > Cash Receipt Entry.
2. Create a new group or select an existing one.
3. Define the Cash Receipts Entry settings for the selected or created group.

4. From the Overflow menu , select Electronic Interface > Process Receipts.
5. Define the process parameters.

6. Select Print Preview.

For EFT processing, it creates an electronic bank export receipt file for all customers set up for EFT
payment within the group.

Use the Document currency and Base currency radio buttons to specify which currency is used
when calculating data and printing the AR Payment List report.

81 October, 2023
Posting Cash Receipts
Run the Cash Receipt Post process to apply the group’s cash receipt amounts against the selected
invoices and sales order amounts. These amounts are also recorded within your GL accounts. The
accounts default from your AR Configuration, but you can change them on individual invoices. Make
sure you enter account numbers before you post otherwise you would not be able to execute
posting.

The following rules and conditions apply:

l To save time generating data, you can define default options each time you run the process
and each time launch the process, the default options automatically display.
l Default selections are saved within your user account. This allows each user at your company
to create their own default selections for the same process.
l Using defaults speeds up data generation.
l You cannot change cash receipts after you post them.
l If you post a cash receipt with errors and you want to adjust the cash receipt, use Adjust Cash
Receipt located in the Accounts Receivable > General Operations folder.
l If you post a cash receipt with errors and you want to reverse the transaction, use Reverse
Cash Receipt located in the Accounts Receivable > General Operations folder.
l To have the process run automatically, select the required schedule and activate the
Recurring check box. The process then becomes a task that will run based on the selected
schedule.
To post a Cash Receipt group:

1. Select the required group or create one.

2. Enter the required Invoice, Deposit, or Miscellaneous payments, based on what you want to
post.
3. Based on your selection in step two, define the A/R Receipt, Deposit or Misc information.

4. From the Overflow menu , select Post.

5. Select Process.

82 October, 2023
Entering Payments
Create payments to pay AP invoices through check or electronic payments in the AP Payment Entry
app. After you enter the payments and process the checks, you then record these transactions in
your 'General Ledger'. You do this by posting the payments using the 'Overflow' menu. You can
make payments against invoices created to pay suppliers. You can also pay miscellaneous
expenses that do not have an invoice, enter manual checks for extra expenses, process debit
memos, and make payments to one-time suppliers.

You start the process by creating a group for the payments. You can then create payment records
that satisfy both invoices and miscellaneous payments. After you enter the payments and process
the checks, you can post the payments.

In this article, we will cover:

l Adding a payment group

l Entering the payment details
l Selecting invoices and entering payments for them
l Adding an invoice payment
l Setting up additional payment details
l Using the payment group options
l Locking Group

Adding a Payment Group

You begin the Payment Entry process by creating a payment group. You can use the groups for
batch processing of payments.

1. Open the Payment Entry app.

2. In the Group field, search for and select an existing payment group record.

3. To create a new group, select New Group.

4. Enter the group ID.

83 October, 2023
5. Select the bank account you withdraw the payments from. If necessary, you can change the
account before a payment run or define a different account for a manual payment.

If you plan on entering an 'Electronic File Transfer (EFT)' payment, select a bank
account with an 'EFT' payment method.

6. Review the Default Currency field.

The field displays the currency you use for the selected bank account. Depending on the
payment method, you can or can't change the currency used for the group.

7. From the Payment Method drop-down, select the payment method Kinetic will use as the
output format for the payment run.

If you select the manual payment method, you can then directly enter checks.

8. Enter the date when Kinetic runs the payments through this group.

The active exchange rate used to convert bank account amounts to other currencies depends
on the date you enter.

84 October, 2023
 9. If you need, select the currency rate type that applies to these group payments from the Rate
Type drop-down.

Rate types define the conversion rules Kinetic uses to update amounts from the original
(source) currency to a new (target) currency.

10. Select Save.

If you select Clear and open a group (from the landing page, Search, or the Groups
panel), or create a new group, it will be automatically unlocked.

Entering the Payment Details

1. In the Current Payments in Process card, select New Payment.

The Payment Details card displays.

Here you can create payments for specific invoices, miscellaneous payments, electronic
payments, and manual checks.

2. Search for the supplier or enter their ID directly in the field and press Tab.

Kinetic automatically displays the supplier name and address, as well other information linked
to them.

3. If the group uses a manual payment method, select the Manual check box.

85 October, 2023
 For the manual payments, the 'Manual' check box is selected (and you can't clear it) and some
of the fields in the Manual Payment section are available.

Manual checks are created outside of the application. You must pay all payments you make
for this group through manual checks. Usually you write these paper checks for COD
payments or unforeseen expenses.

For manual payments, you can:

1. Select the Enter Payment Total check box to enable entering a check amount in the
Payment Total field. If the check box is clear, the 'Payment Total' field displays a total
amount that you can't change.

The 'Enter Payment Total' check box becomes available if this is a manual payment and
if the bank currency is different from the company’s base currency.

2. Enter the check number in the Payment field and the check date in the Date field.

4. If this payment uses EFT, the Electronic Payment check box is on.

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 You send such payments electronically to a bank linked to a supplier. If you select an EFT
payment method for the group, you must pay all payments in this group electronically.

You create payment methods using the 'Payment Method Maintenance' app. There you
specify the file to use for the electronic payments on this method record. You must also add a
bank that can receive electronic deposits on the supplier record. If there is no bank for the
supplier record, the application throws an error message.

When you use the Process Payments option of the Overflow menu, you can:

l Print - Assigns payment numbers, generates electronic file, and prints remittance
advice, all at once.
l Generate Only - Assigns payment numbers and generates an electronic file.
l Preview - Previews remittance advice, once either the Print or Generate Only process
is complete.
5. Select the Force Discount check box if you want Kinetic to calculate the payment using the
best possible discount terms offered by the supplier.

When the check box is clear, Kinetic calculates the discount based on the effective discount
rate defined by the supplier’s purchasing terms.

6. If you need, in the Exchange Rate field, enter the exchange rate type to change the default
one you selected for the group. This field is available when the bank currency is different from
your company’s base currency.

7. If necessary, enter the GL description for this payment.

You can enter the transaction description manually. Otherwise, Kinetic creates system text in
the following format: prefix + a combination of the attributes that are specified in the
corresponding posting rule in 'GL Transaction Type', and uses it as this transaction's
description. You can review the transaction description in the 'Review Journal' app.

After you process a payment, Kinetic assigns the description you enter (or the description the
Kinetic creates) with a specific prefix that depends on the transaction. For the AP payment, the
prefix is AP Paym followed by : (colon). For example:

l If you enter description for an ordinary AP payment, then the transaction description is:
AP Paym: XXX, where XXX is the description you enter.

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 l If you don't enter the description: AP Paym: PayNum SupName, where PayNum is a
payment number, and SupName is a supplier name.

8. Select Save.

Adding an Invoice Payment

On the Invoice Payments card, enter and edit payments made against a specific invoice. You apply
these payments against open invoices created for the supplier you selected on the 'Payment Details'
card.

1. Expand the Invoice Payments card and select New Invoice Payment.
2. Enter the number of the invoice against which the payment applies or search for it.

In the Invoice field, right-click to open the context menu and select Search:

Then, select Search in the panel that opens, choose the invoice you need from the grid, and
select OK.

3. After you add an invoice, its details fill in automatically. However, you can change them, if
necessary.

4. Enter the Gross Amount value of the payment, excluding discounts, in the currency of the
supplier’s invoice.

5. Change the Discount amount, if necessary. Kinetic uses the discount terms set on the supplier
record to calculate the amount. The app subtracts the discount amount from the gross amount

88 October, 2023
 to calculate the amount in the 'Net Payment' field. The company pays this amount. Then, after
you save the invoice, the 'Invoice New Balance' amount displays the difference between the
amount of the supplier’s invoice and the Net Payment, if any.

6. Enter information about the payment in the Description field. If this payment is made by check,
the system prints this text on the check stub.

7. Specify the invoice legal number and taxes details, if you need. To do that, open the Invoice
Payment card using the Nev tree.

1. From the Overflow menu, select Legal Numbers > Assign Legal Number.

2. Select Save.

1. Expand the Tax card.

2. Select the required tax liability (the tax region for the current payment) from the drop-
down. If the liability has multiple taxes, the app calculates and populates them in the Tax
Lines grid.

3. Select a Tax ID. The app calculates the tax amounts based on the payment amount and
the tax percentage set for the selected ID.

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 4. If necessary, edit the tax line details.

5. Select Save.

8. Select Save.

Tip: You can also add miscellaneous payments and prepayments.

Setting Up Additional Payment Details

After you add the general payment details and invoices/misc payments/prepayments, you can also
set up/adjust the bank/remit to, bank fee and ACH payment details. To learn more about each of
them, expand the sections above.

On the Bank/Remit To card, select a bank account or remit to address for the current payment. The
system takes the bank/remit to from the AP invoice by default, but you can select an alternative if the
supplier has multiple bank/remit to records.

1. Expand the Bank/Remit To card and select the required supplier bank account or remit to
record from the drop-down. It defaults from the invoice, if specified.

If you're entering an Electronic File Transfer (EFT) payment, select the bank
account with the payment method.

2. The bank details fill in automatically. Select Save once done.

On the Bank Fee card, enter bank charges that apply to the payment.

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 1. Expand the Bank Fee card and select New to enter a bank fee.

2. Search for the fee you want to place against the payments and select it.

3. Enter the Bank Fee Amount value (in the currency selected for the payment).

4. In the GL Account section, select the Get Default option to get default GL account number.
This number consists of four segments that represent the number (Division, Chart, Deposit,
and GL Definition). If you don't want to use the default settings, you can search enter the
elements manually.

5. Add a bank fee tax by selecting New .

6. Select the required tax ID from the drop-down.

7. Select Save.

On the ACH Payments card, specify the the default settings for electronic payments made through
the Automated Clearing House (ACH) Network. The fields on this card are active only if the payment
method for the selected payment group is of the EFT type.

You must specify the Routing, ID, and Check Digits values for the bank accounts you
use in the ACH payments processing.

1. Expand the ACH Payments card.

2. From the Entry Class Code drop-down, select the class code. It specifies the type of a
payment (credit or debit), account nature (consumer or corporate), and any other information
specific to the format. This value defaults from the option that you set for the selected supplier

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 in the 'Supplier Maintenance' app. However, you can change the defaults to one of the
following options:

l CCD - Corporate credit or debit used to disburse or consolidate funds

l CTX - Corporate trade exchange
l WEB - Internet-initiated entries
3. Select the required Transaction Code. This is a two-digit code that identifies the type of
account to be debited or credited and indicates whether the item is a prenote or dollar
transaction. You set this code for each individual entry detail record. The options include:

l 22 - Checking account credit (default)

l 23 - Checking account credit prenote
l 32 - Savings account credit
l 33 - Savings account credit prenote

4. Select Save.

Using the Payment Group Options

After your payment is ready, use the Overflow menu to:

l Process Payments
l Reset Process Payments

To post the group, generate/review/print the 'Remittance Advice Report', and to

generate/review/print the 'Group Edit List Report', review the following articles.

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 l Print Remittance Advice
l Generating the Edit List Report for a Payment Group
l Post

Locking Group
You can lock a group to prevent other users modifying and posting it. A group can be only unlocked
by the user that locked it.

To lock a group:

1. If you create a new group and define payment details, click the AP Payment Entry link.

The Group card displays.

2. Next, select the Lock Group button.

The button changes to 'Unlock Group'.

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3. Select Save.

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Processing Payments
When you finish entering your payments, process them using the Process Payment command of the
Overflow menu in the AP Payment Entry app. Use this option to print checks or create electronic
payments files for all payments within the current group. For 'Electronic File Transfer' payments, this
process creates an electronic bank export payment file. The options available in the application
depend on the 'Payment Method' you select for the payment group.

If the payment method is for electronic payments, you must also select the Bank Export File you use
to receive the payment information. Each payment automatically has a Remittance Advice Number
printed on it. For the electronic payment processing, the following options are available:

l Print - Assigns payment numbers, generates electronic file, and prints remittance advice, all at
once.
l Generate Only - Assigns payment numbers and generates an electronic file.
l Print Preview - Previews remittance advice, once either the Print or Generate Only process is
complete.

If the payment method is for manual checks, the app prints the checks in alphabetical order by
supplier name. If there is no room to print out all the invoices being paid to a supplier, the application
splits the payment and automatically generates a second check.

You can't change check records after they are printed. If there is an error, you need to
delete the check.

In this article, we will cover processing a payment.

1. In the AP Payment Entry, from the Overflow menu , select Process Payments.

The Process Payments panel opens.

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2. Specify the required parameters of the process.

l Payment number currently loaded - Number of the payment to include in the checks or
payment file. If you want to use a different payment, select the Override Payment check
box and enter the number you want to load.
l Override Payment - Select this check box and enter the first payment number in the run
in the Payment number currently loaded field. Kinetic will give a sequential number
that begins with this value to every check or EFT (electronic file) in the run.
l Payment Date - Date the application will print on the checks and displayed on the
electronic payments. By default, the group’s payment date displays in this field. If you
need, you can change this value to any date - as long as it is within an open period.
l Fiscal Year - Fiscal year assigned to these payments.
l Fiscal Year Suffix - Fiscal year suffix assigned to these payments.
l Period - Fiscal period assigned to these payments.
l Form - Form to generate through this payment process. It can be Check, Remittance,
or Both. The payment method determines the available options.
l Bank Account -Bank account where the systems will pull the payment amounts. When
you post these payments, the Cash account selected within the bank account record is
used to record the payment transactions. The default file originates from the payment
method.
l Bank Export File - File used to send all electronic payments in the current group. This
field is available for electronic payments only.
3. Select Print.

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It assigns payment numbers, generates electronic file, and prints remittance advice. You can
also select Generate Only using the panel's Overflow menu to assign payment numbers
and generate an electronic file without printing. Or, you can select Print Preview to view once
the 'Print' or 'Generate Only' processing is complete.

If you made a mistake or the information is populated incorrectly, you can reset
the payment processing.

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Generating the Edit List Report for a Payment
Group
We recommend you to print out/preview the Group Edit List report before you process the payments
to verify that the payments are correct.

Before you print the report, define your selection parameters or select a specific Book ID that you
want to display on the report. You can select a different set of options for each report, depending on
the data you want to display.

1. In the AP Payment Entry app, search for the group with the payment(s).

2. Select Print Group Edit List.

The Payment Entry Group - Edit List Report panel opens.

3. Search for and select the book that you want to include in the report.

4. Expand the Advanced card to specify the report parameters.

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 l Report Style - Report style you want to use to run this report.
l Output Format - Format for the output.
l Schedule - Schedules when you want to print the report. If you select something other
than Now, the Recurring check box becomes available.
l Archive Period - Time period you want to keep the report in the System Monitor. The
default is 0 Days, meaning that the report will be deleted from the monitor shortly after
being printed.
After the Archive Period passes, the report is purged from the system. When a report is
exactly purged is determined by a combination of the date/time the report generates, the
number of days set in the report's Archive Period, and the Report Purge Frequency
setting. The Report Purge Frequency is defined in the System Agent within its Task
Agent Purge Settings.

l User Description - Description of a specific report run. The entered description displays
in the System Monitor.
l Recurring - Select this check box if you want the report to run on a repeating basis. The
check box is only available if you select a schedule other than Now.
5. Select Print Preview or Client Print.

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Posting Payments
Post the AP payment transactions within the general ledger (GL) using the Post option of the
Overflow menu in the AP Payment Entry app. Run the posting after you process the payments
and verify that all checks print correctly.

Kinetic pulls the GL Account numbers used for the payment transactions from your 'AP
Account' and 'Bank Account' files. If you entered a manual check payment and selected
a different GL account distribution, the post process will record the transaction within
the account you manually selected.

The following rules and conditions apply:

l You can't edit the posted payments. If you need to edit the posted payment, use Void Payment
Entry to cancel the incorrect amount.
l You should only run the process after you have both printed and verified that your check
payments are correct.
l If an error occurs during posting and the payment did not post, review the generated posting
log that stores information related to the process.
l You can add multiple payments to the payment group.
In this article, we will cover posting the payment group.

1. In the AP Payment Entry app, select Post.

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Entering Petty Cash Transactions
You can enter, update, and post petty cash transactions in Petty Cash Entry. You can also create
cash issue and receipt documents against sales and purchase invoices. You must assign a legal
number to cash issue or cash receipt documents before you can post them.

Use the landing page of the application to view existing petty cash desk entries or to enter a new
one.

Petty Cash Entry is only available if you have the Petty Cash module license.

Before you can enter petty cash transactions, you must set up a petty cash desk and
petty cash operation types.

In this article, we will cover:

l Entering a petty cash transaction

l Authorizing your petty cash entry
l Assigning a legal number
l Printing the petty cash document
l Posting a petty cash statement

Entering a Petty Cash Transaction

1. From the main menu, navigate to Financial Management > Cash Management > General
Operations > Petty Cash Entry.
2. Select a petty cash desk from the Petty Cash Desk drop-down.

3. Select one of the available New options to enter either a New Cash Receipt Document or
New Cash Issue Document.

4. Select the Operation Type. The Cash Recipient/Payer type defined for the operation type
displays.

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 5. The default reason for the operation type displays but you change it.
6. To save this transaction as a draft, select the Draft check box. This check box is only available
if Allow Drafts is selected in Petty Cash Desk Maintenance > Available Operations.

7. Navigate to the Payment Info card.

8. Select Search in the Cash Recipient/Payer field to find and select the recipient / payer for the
petty cash transaction. This can be an employee, supplier, customer, bank, cash desk, or
other recipient / payer based on the operation type.
9. Enter the remaining information required for the cash recipient/payer.
10. If you need to, enter a different date in the Exchange Rate Date field. This field is only active if
the Override Exchange Rate check box is selected on the Petty Cash Operation Type.

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 11. Select Save.

Authorizing Payment or Receipt Information

After you enter your petty cash transaction, you can create a payment, receipt, or fee document to
link to your petty cash entry and authorize it.

The available document types are based on the selected Petty Cash Operation Type.
For example, if the operation type is a bank fee, you can create a new bank fee. If it is
an AR deposit prepayment, create an A/R Deposit Receipt and link it to a sales order. If
a document type is not available, it does not appear in the menu.

1. From the Overflow menu , select one of these payment options.

l New Bank Fee
l New Bank Fee Tax
l New A/P Invoice Payment
l New A/P Debit Note Receipt
l New A/P Misc Payment/Prepayment
l New A/P Cash Return
l New A/R Invoice Receipt
l New A/R Deposit Receipt

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The appropriate panel slides out depending on your transaction type. For example, if you add an A/R
Deposit Receipt, a Deposit Payment panel slides out.

2. Enter the data required for the new document. In this example, it is the sales order you
received the prepayment for and the payment amount.

3. Select Save.

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The Book and Account fields display the default GL account set up for the petty cash operation type's
GL control. You can change the account.

105 October, 2023

 4. Your document is now authorized. Select Close to close the panel.

Assigning a Legal Number

After you enter your petty cash entry and authorize it, you assign a legal number to your authorized
document. You cannot assign a legal number to a draft document.

A legal number must be assigned to a document with a transaction document type of

Cash Receipt or Cash Issue, before you can post it and before the cash day is closed.

For more information on setting up and using legal numbers, refer to Using Legal Numbers.

1. From the Overflow menu, select Legal Numbers > Assign Legal Number.
2. If legal numbers are set up to automatically generate, the assigned legal number now
displays. You are ready to print the document.

To learn more about legal number automatic and manual generation, refer to Using
Legal Numbers.

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Printing the Petty Cash Report
Once the receipt or issue document is authorized and has an assigned legal number, you can print
the petty cash document. You must print the document before you can post the petty cash
statement.

1. From the Overflow menu, select Print Document. The Petty Cash Report panel slides out.
2. Select the available options you want for your report.

3. Select Print Preview or Client Printer .

4. When you have printed or generated the report, select Close to close the Petty Cash Report
slide out panel.

The petty cash entry should now have a status of Authorized and Printed.

107 October, 2023

To learn more about printing petty cash reports, refer to Generating the Petty Cash Report.

Posting the Petty Cash Statement

After you have printed your authorized petty cash document, you can post your petty cash
transactions for the selected cash desk. Depending on the cash desk record you are working on, the
amount is posted to different accounts, since each petty cash desk record includes its own GL
Control.

1. From the Overview menu, select Post Statement . The Petty Cash Post Process panel
slides out.
2. There are three fields in the Petty Cash Post Process window that displays. All three are
disabled and hold values that default from Petty Cash Entry.

3. Select Process.

4. Select Close.

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You have now successfully posted your petty cash statement. When you return to the landing page,
the petty cash entry will now be grayed out.

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Closing the Cash Day
If you use the Petty Cash module to enter and post petty cash transactions, you’ll need to close each
cash day at the end of business using Close Petty Cash Day. This process finalizes the daily cash
operations and freezes balances. It also prevents users from entering cash operations or making
adjustments in a closed day or in previous days. Once the cash day is closed, you can create and
print final day reports.

To close a cash day:

l All authorized cash receipt and cash issue documents must be printed and posted.
l The balance cannot be negative.
In this article, we will cover closing a cash day.

1. From the main menu, go to Financial Management > Cash Management > General
Operations > Close Cash Day.

2. In the Petty Cash Desk drop-down, select the cash desk you want to close.

3. Choose a closing date in the Close Cash Day(s) Upto field.

4. In Purge Drafts Created Before, select a date. Draft documents before that date will be
purged when you post the batch.

5. Print the Edit List to review the petty cash documents for the day. From the Overflow menu
, select Print Edit List.

6. To post the day batch, from the Overflow menu , select Post Day Batch.

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Understanding Bank Statement Processing
Bank Statement Processing is a powerful functionality which helps you take full advantage of
Kinetic potential during bank reconciliation.

In the Bank Statement Processing application, you can create new bank statements either via
import of electronic statement files from the bank into the Kinetic system or via manual entry of new
bank statements and statement lines. Here you can also review the bank statement details, search
for transactions available for matching and create new transactions. It is possible to perform bank
reconciliation in automatic (using reconciliation algorithm) and manual (matching the transactions to
statement lines) modes.

In Bank Statement Processing, you can:

l Import an electronic bank statement or manually create a new one.

l Automatically match statement lines to unmatched transactions. Line status helps you quickly
review the results of automatic matching.
l Manually match statement lines to unmatched transactions.
l Perform quick manual matching of existing transactions to the statement lines.
l Automatically create new transactions.
l Manually create new transactions.
l Post new transactions to a current bank account and general ledger (GL) accounts specified in
the GL controls that are attached to the bank account.
To learn more on how to work with the application (and what you can do there), refer to the Working
with Bank Statement Processing article.

The bank statement lists the activity in the bank account as well as the balance in the bank account.
The bank usually mails a bank statement to the company. The company then does a bank
reconciliation - it verifies the amounts on the bank statement are consistent with the amounts in the
company's account and vice versa. In most cases, you handle statements imported from the bank.
However, sometimes you may want to create a new statement. For more details on this process,
refer to the Creating Bank Statements article.

Every time you open Bank Statement Processing, you can't select anything on its
landing page until you select a bank account.

Expand the sections below to learn more on different features and details of the application.

When the application imports a bank statement, it determines the line type and assigns this type to
the line. The application can assign the following types to the statement lines during import:

l ARRcpt - Cash receipt (for in-payments)

l APPay - AP payment (for out-payments).

111 October, 2023

 l BankAdj - Bank adjustment. This type can be assigned if the line contains a transaction code
and you have already set up this code as Bank Fee in Bank Statement Transaction Codes
Maintenance.
l RevARRcpt - Reverse cash receipt. This type can be assigned if the application recognized a
statement line as a reverse during import (depends on each import file format).
l RevAPPay - Voided AP payment. This type can be assigned if the application recognized a
statement line as a reverse during import (depends on each import file format).
l PRPay - Payroll cheque. This type can be assigned for out-payments if the Payroll Checking
Account check box is selected for the bank account (on the Bank Reconciliation card in Bank
Account Maintenance). It means that the account is mostly used for payroll payments.
l Transfer - Bank transfer. This type can be assigned if the line contains a transaction code and
you previously set up this code as Bank Transfer in Bank Statement Transaction Codes
Maintenance.
When you create a statement line manually, you can select any of the line types described above
and assign it to a new line. Additionally you can select the following line types:

l Undefined - You have not defined the line type yet

l Ignored - The application ignores this line during reconciliation
The following list displays types used for the new transactions creation (for example, AR invoice
cash receipt, AR miscellaneous cash receipt, voided AP payment). You cannot create new
transactions from the PRPay, ARPIPay and APPIPay line types.

l APPay - For an AP invoice payment. When you are using AP Payment Entry to create a
transaction for matching, the application automatically selects the Manual and Enter Payment
Total check boxes on the header detaild. You cannot modify these settings.

In the Payment field, you must enter the number of the payment corresponding to this
transaction. The application populates the Payment Total and Bank Total fields with the data
it takes from the statement line. You can modify it if necessary. If the variance is not equal to
zero, you are not able to close the program window.

l ARPIPay - AR payment instrument

Discounted payment instruments can be processed in two different ways

depending on their stage.

l If you settle a discounted payment instrument via AR Payment Instrument Write Off
and move it to the Settled stage, it appears in the list of documents available for
matching with the statement lines. In this case, the application marks the statement line
as Matched and no additional posting happens.
l If a discounted payment instrument is in the Apply to Bank stage, Bank Statement
processing works as a special kind of a PI settlement, where a PI is settled with a

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 reduced total. A part of the total is posted separately as a discounted amount. In this
case the additional discounted amount is posted along with the reduced PI total.
l When working with discounted payment instruments, the system uses discounted
amount to match the PI to the statement line.
l APPIPay - AP payment instrument.

l ARRcpt - For an AR invoice payment.

l BankAdj - For a bank adjustment.

You can select this type regardless of the amount sign on the statement line.

l DepRcpt - For an allocated customer deposit.

l MiscRcpt - For a miscellaneous cash receipt.

l RevAPPay - For a voided AP payment.

l RevARRcpt - For a reverse cash receipt.

l RevARPI - For a reverse AR payment instrument.

When working with discounted payment instruments, the discounted amount is

used to match the PI to a Statement line.

l Transfer - For a bank transfer.

If a bank statement includes both straight and reversal cash movement (for example, a cheque batch
is processed but one cheque is returned after for the reason that it is unsigned), you can use one of
the following approaches to handle such statement.

l Approach 1

1. Manually work out what the statement closing balance would be without the reversal
item, and over-ride the imported closing balance with new balance.
2. Flag the reversal line as Ignored, and ignore the warning message that ignored lines do
not total zero when posting.
3. Enter a new manual statement with the real closing balance, create a statement line for
the reversal, and post it.
l Approach 2

1. Manually update batch, and remove the reversed item from it.
2. Match the statement line to the reduced batch amount, ignore any threshold warnings
and post showing a variance equal to the reversed item.

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 3. Flag the reversal line as matched without matching it to anything, ignore any threshold
warnings, and post with a variance opposite to that above.
4. Outside the routine reverse the unreconciled item.
l Approach 3

1. Manually change the reversal statement line type to Bank Adjustment.

2. Create a new bank adjustment transaction.
3. Post the statement.
4. Enter a dummy bank statement whose end balance is equal to the opening balance and
date is equal to the closing date of the original statement.
5. Enter a reverse statement line and match it to the cleared original transaction.
6. Enter a bank adjustment line (with the same value but the opposite sign) and create a
new bank adjustment transaction.
7. Post the statement.

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Setting Up Bank Statement Processing
To make sure the bank reconciliation process is done accurately, you must perform settings in some
of the apps. These recommendations describe basic steps you need to take when using this
functionality and point out important information specific to those steps.

Basically, you need to do the following:

1. Configure an electronic interface if you use bank statement import.

2. Configure bank statement parsing parameters if you use auto-recognition of invoices (in
imported bank statement). Refer to the Bank Statement Parsing Parameters Maintenance
description.
3. Configure bank statement transaction codes if required. Refer to the Bank Statement
Transaction Codes Maintenance description.
4. Set up a bank account and bank reconciliation parameters.
5. Make company settings of default payment instrument statuses if you work with payment
instruments.
In this article, we will cover setting up the Kinetic application to correctly work with Bank Statement
Processing:

l Setting Up an Electronic Interface

l Setting Up a Bank Account
l Configuring Reconciliation Settings in Bank Account Maintenance
l Configuring Company Settings

Setting Up an Electronic Interface

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup >
Electronic Interface.

2. Select New to add a new electronic interface.

3. Enter the name of the electronic interface.

4. In the Type drop-down, select Bank Statement.

5. Select Program to search for and select an *.cs source file from the list. The program contains
information related to configuring EI files of various formats. You need to open the .cs file of
the required format and read the instructions provided in this file.

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To access the EI file folders, use the following directory: …\Deployment\Server\ERP\EI. You
can select the following .cs source files for configuring electronic interfaces depending on your
needs:

l StatementImportCSV_Example.cs and StatementImportCSV_Template.cs - For the

CSV electronic interface.

You must pre-configure the .csv file to conform to the bank electronic statement file
format. The template file contains the descriptions of all fields that you can use during
this process. The example file allows you to review the configuration examples and
better understand how to configure the interface. We recommend you to configure the
StatementImportCSV_Template.cs file and keep another file for reference purposes.

l StatementImportMT940.cs - For the MT940 electronic interface.

l StatementImportCamt053.cs - For the Camt.053 electronic interface.

l StatementImportWellsFargo_CSV.cs - For the Wells Fargo CSV electronic interface.

The StatementImportWellsFargo_CSV.cs file is pre-configured to conform to the Wells

Fargo bank CSV electronic statement file format. There also examples in this file.

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 l StatementImportBTRS.cs - to import bank statements in the BTRS (Balance and
Transaction Reporting Standard) format.

6. Enter the interface description.

7. Select Save .

To learn more about electronic interfaces, refer to the Setting Up Electronic Interfaces article.

Setting Up a Bank Account

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup >
Bank Account.

2. Select a bank account you want to configure.

3. Select the electronic interface you created for bank reconciliation.

4. If you want to enable automatic matching statement lines to transactions, on the Bank
Reconciliation card, select the Auto-match Statement Details check box.

Automatic matching allows you to apply unmatched transactions to the statement lines
repeatedly during reconciliation. This may be useful, for example, after you have adjusted
some data in the lines after the initial run.

If you want to display automatically all transactions that potentially can be matched to a
selected statement line, use the Retrieve unmatched transactions automatically check box.

This check box indicates that after importing a statement, the application automatically
displays all transactions that potentially can be matched to a selected statement line.

5. Specify other settings as necessary.

For more details, refer to the Setting Up Bank Accounts article.

6. Select Save.

Configuring Reconciliation Settings in Bank Account

Maintenance
In Bank Account Maintenance, for the bank you set up for reconciliation, use the check boxes on
the Bank Reconciliation card to:

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 l Enable automatic matching which uses an algorithm of automatic reconciliation and AR/AP
automated recognition settings
l Specify parsing parameters to extract the invoice numbers from statement lines (you must pre-
configure these parameters in Bank Statement Parsing Parameters Maintenance)
l Automatically display transactions that potentially can be matched to a selected statement line
(suggested transactions)
l Filter by transaction types the unmatched transactions retrieved for each line type
l Define whether the application will search for the transactions that do not contain information
about the reference number, partner name and partner bank account not only among bank
adjustment transactions but also among cash receipts and AP checks
l Set up the application to create automatically different types of transactions for matching
l Specify which rate is considered as exchange rate when clearing - original payment/receipt
exchange rate or clear date bank currency exchange rate
For more details, refer to the Bank Reconciliation field help in Bank Account Maintenance.

Configuring Company Settings

In Company Configuration, configure company settings for processing payment instruments. Note
that if you do not make these settings, you will not be able to work with payment instruments in Bank
Statement Processing.

1. From the main menu, go to System Setup > Company/Site Maintenance and open the
Company Configuration.

2. On Modules > Finance > Payment Instruments, in the Default Statuses section, select
default statuses for the following fields:

l Apply to Bank
l Settled Status
l Cancelled Status

3. Select Save.

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Importing Bank Statements
In Bank Statement Processing, use the Import Statement option of the Overflow menu to import a
bank statement for reconciliation.

It is a common situation when banks provide you with a single file containing a single statement.
However, you can also receive a file containing statements for multiple bank accounts or statements
with multiple sheets for a single bank account. In both cases, the system allows you to import and
process statements.

In case you need to import a multi-bank file, note that:

l Importing a multi-bank file from Bank Statement Processing - When you import a multi-bank
file with multiple statements, the system analysis all the statements and combines them into a
single statement, for the currently selected bank.
l Importing a multi-bank file from Bank Statement Import - When you import a file with
statements for multiple accounts, the system filters statements in the multi-bank import file by
bank account and combines them into separate statements. When the import completes,
review the combined statement. If you successively select multiple bank accounts, you will
receive a combined statement for each account.
The system pulls the number of the last imported statement sheet and assigns it to the whole
statement. If the number consists of two parts (statement number and sheet number), only the first
part is used as a statement number.

You create system bank accounts for a specific company. The company you work in must have all
required bank accounts for processing bank statements.

In this article, we will cover importing bank statements.

1. Open Bank Statement Processing.

2. On the landing page, select a bank that you set up for bank reconciliation from the Bank
Account ID drop-down.

You need to select a bank account to work with every time you open Bank Statement
Processing.

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 You set up banks in Bank Account Maintenance. For more details, refer to the
Understanding Bank Statement Processing article.

3. From the Overflow menu , select Import Statement.

4. In the Import Statement card, select Search to browse to the folder where the statement
file is and select it. You can browse to the bank statements located either on the server or in
your local folder. In the latter, the system automatically transfers the statement file to the
server and imports it from the server location. The type of the imported statement must
correspond to the electronic interface you specified in the bank account settings.

5. Select Import to import the bank statement.

In the Statements grid on the landing page, from the grid Overflow menu , select Refresh.
The new statement appears in the grid. Open it and go to the Statement Header, Statement
Workbench or Quick Matching pages to review information about the imported statement.

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 6. On the Statement Header card, review the Apply Date field: it is the date the statement
applies for. It defaults to the current date, but you can select a different date, if you need. Then,
review the Statement and Description fields to verify the correct details display.

7. Select a Document Type for the statement, if necessary. Normally you need to select the
document type to assign legal numbers to the statements.

8. Review the bank balance fields.

On the Statement Header card, three useful fields with bank balance are available for you in
the Current Bank Balances section:

l Ongoing Balance
l Reconciled Balance
l Non Reconciled
If the statement's closing date matches the period end date, the system displays the balance
per statement closing date. Otherwise, it shows the current (latest available) balance.

9. In the Opening Date and Closing Date fields, enter the period included in the statement and
the bank balances on the two dates. The balances help you track how entries in the program
affect the line total and variance.

10. Once finished adjusting the imported statement details, select Save.

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Creating Bank Statements
If you want to manually create a bank statement and its lines (instead of importing it), you can do it
using the Bank Statement Processing app. However, it is only possible if there are no unposted
statements for the current bank - otherwise the application will open an unposted statement and you
will need to continue working with it.

After you successfully create a statement, you can start matching business documents to this
statement as you normally do for an imported statement.

Use the landing page of the application to view existing bank statements or to enter a new one.

In this article, we will cover:

l Entering a bank statement

l Adding statement lines
l Locking a Statement

Entering a Bank Statement

1. Open the Bank Statement Processing app.

The Landing page displays.

2. On the landing page, select the bank that you set up for bank reconciliation from the Bank
Account ID drop-down.

You set up the bank in Bank Account Maintenance. For more details, refer to the
Understanding and Setting Up Bank Statement Processing articles.

Once you select a bank account ID, an existing statement of statements display in the grid. In
this example, we select the 'Main Checking Account'.

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 The statements include the opening and closing balance and dates, indicate
whether a statement(s) is/are posted, and if it is used and who by. This is the 'In
Use By' column field, which displays a user that has the statement opened
meaning that this record is locked and no other user have access to the
statement. .

3. To select an exiting statement, select the statement link on the Landing page.

The Statement Header card displays.

4. To add a new statement, select New.

The Statement Header card displays.

5. Enter a statement description in the Description field.

You can enter the transaction description manually. Otherwise, the application creates system
text in the following format: prefix + a combination of the attributes that are specified in the
corresponding posting rule in GL Transaction Type, and uses it as this transaction's
description. You can review the transaction description in Review Journal.

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 Kinetic assigns the description you enter (or the description the system creates) with a specific
prefix that depends on the transaction. For the bank statements, the prefix is Bank Rec
followed by : (colon).

6. If you need, change the opening and closing statement dates. By default, the system sets the
opening and closing statement dates as the closing date of the previous statement plus one
day.

7. By default, the Opening Balance field is read-only. However, you can change it if you need
using the Modify Opening Balance option of the Overflow menu.

1. Select Save to save the changes.

2. From the Overflow menu , select Modify Opening Balance.

3. Enter the required opening balance and select Modify.

8. Enter the closing balance manually.

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 9. Select Save.

Adding Statement Lines

In Statement Workbench you can create new statement lines and, if necessary, also create
statement lines using an existing transactions.

In this section we will cover:

l Manually creating a statement line manually

l Creating a statement line from an existing transaction

Manually Creating a Statement Line

1. Go to the Statement Workbench page and expand the Statement Lines card.

2. Select New to add a statement line.

3. Select the line type.

The following line types are available:

l ARRcpt - Cash receipt invoice

l APPay - AP payment
l MiscRcpt - Miscellaneous Receipt

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 l ARPIPay - AR payment instrument. You can't create this type automatically.
l APPIPay - AR payment instrument. You can't create this type automatically.
l BankAdj - Bank Adjustment
l Transfer - Bank Transfer
l DepRcpt - Deposit Receipt
l RevARRcpt - Reverse cash receipt
l RevAPPay - Voided AP payment
l PRPay - Payroll cheque
l Undefined - The application can't determine the line's type automatically
l Ignored - The application ignores this line type during reconciliation

If you create a document for a cash receipt or a miscellaneous cash receipt

through Bank Statement Processing, write off functionality is not available and
all write off fields are disabled.

Also, if you create a document for miscellaneous cash receipts, invoice payments
or deposit payments through the Create New Document option of the line's
Overflow menu , you can assign legal numbers for the documents using the
Legal Numbers > Assign Legal Number option of the page Overflow menu.

4. Scroll right on the statement line and specify one of the following fields: Bank Amount, Debit,
or Credit.

The amount in the Bank Amount field may be positive (debit amount) or negative (credit
amount). The Debit and Credit columns always display positive amounts. Normally you can
select which columns you use - Bank Amount or Debit/Credit, and set up the layout
accordingly. You must enter the values in these fields considering the line's type you specified.
For example, the amount must be negative for the APPay or APPIPay types. Otherwise, you
can enter it in the Credit column as a positive value.

5. If necessary, enter a partner name using Customer/Supplier Searches and Quick Searches.

6. Select Save.

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Creating a Statement Line from an Existing Transaction
Apart from manually creating a statement line in a newly created statement, you can create it from an
existing transaction.

1. On the Statement Workbench page, expand the Unmatched Transactions card.

2. Select the Retrieve button to retrieve unmatched transactions. Specify the parameters as you
need and select Retrieve.

3. From the grid, select a check box next to an unmatched transaction (or several of them) to use
as base for a new line.

For more details on unmatched transactions, refer to the Understanding Unmatched

Transactions article.

4. Select the Create Lines button. The transaction(s) you selected disappears from the list of
unmatched transactions and appears in the grid on the Statement Lines card, it gets the
Matched status. The line contains all available information from the selected transaction (type,
partner ID, amount, etc). In the Amount field, you can review the document amount in the
document currency, and in the Bank Amount field - in the bank currency. The statement line
date is now equal to the Clear Date one.

5. Select Save.

Locking a Statement
1. In the Nav tree, select the Statement Header node.

The Statement Header card displays.

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2. To lock a statement, select the Lock Statement button.

The button changes to 'Unlock Statement'. No other user can now modify the locked statement
unless you unlock it.

3. Select Save.

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Using Statement Workbench
On the Statement Workbench page in Bank Statement Processing, review transactions and
imported bank statements, create new statements and lines, create new documents, and match
transactions to the lines during reconciliation.

This page contains two cards: Statement Lines and Unmatched Transactions. You can expand
each of them to view all the required information on one screen making the reconciliation process
more effective.

In this article, we will cover:

l Reviewing an imported statement details

l Matching a transaction statement to a statement line
l Un-matching transactions

Reviewing Details of an Imported Statement

After you import or create a bank statement:

1. Expand the Statement Lines card.

2. Scroll right to review all the information on the line.

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 l Status - Statement line's matching status
l Type - Type (transaction) of the statement line
l Partner Name, Partner ID - Name and ID of the partner in the statement line. The bank
uses the ID to specify the partner in the statement line
l Date - Transaction date
l Bank Amount - Statement line amount in the bank currency
l Debit/Credit- Debit/credit amount for this statement line. You may use either
Debit/Credit or Bank Amount fields when reviewing the line details.
l Variance - Difference between the total line amount in the bank currency and the sum of
all matched documents in the bank currency
l Amount - Statement line amount in the line currency
l Currency - Currency code for the line amount
l Unallocated Amount - Part of statement line amount that is not matched to an existing
document
l Reference - Number of the business document related to the line which is known to the
bank
l New Doc - Indicates the line is a new documented created using the Create New
Document option
l Description - The description of the new document
3. For unmatched transactions, expand the Unmatched Transactions card. Here you can
retrieve and review unmatched transactions.

4. For matched transactions, on the Unmatched Transactions card, select the View Matched
check box and review the details of the transaction matched to the statement line.

5. You can also adjust the statement details, if necessary. If you do this, once done, select Save.

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 On the Statement Lines card, you can also create a transaction to match using
the Create New Document option of the grid Overflow menu .

Matching a Transaction Statement to a Statement Line

After you import or create a bank statement:

1. On the Statement Workbench page, on the Statement Lines card, highlight an unmatched
transaction that you want to match.

2. Then, on the Unmatched Transaction card, select Retrieve.

3. Specify the retrieve options, if necessary.

1. In the From Date and To Date field, enter the date range of the unmatched transactions
2. Select the check boxes as applicable.
4. Select Retrieve. Review the list of retrieved unmatched transactions on the Unmatched
Transactions card.

To learn more about unmatched transactions, review the Understanding Unmatched

Transactions article.

5. Select the check box next to a transaction that you want to match to the highlighted
statement's line, and select the Match button. The application performs matching and
removes the matched transaction from this card. You can now see this transaction on the
Matched Documents card.

6. Select Save.

You can also use quick matching to quickly match transactions to statement
lines.

Unmatching Transactions
If you want to un-match the documents from the statement line:

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1. Highlight the statement you want to unmatch the document for on the Statement Lines card.

2. On the Unmatched Documents card, select the View Unmatched check box and then select
the document you want to unmatch and select the Unmatch button.

If you want to unmatch all documents, select the Unmatch All button.

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Quick Matching
On the Quick Matching page in Bank Statement Processing, match existing transactions to
statement lines in quick matching mode. You can view both statement lines and unmatched
transactions on one page in separate cards, select a statement line, search for transactions you can
match to lines, and select transactions for matching.

In this article, we will cover quick-matching a transaction to a statement line.

1. In Bank Statement Processing, go to the Quick Matching page.

2. Expand the Statements Lines card and select an unmatched line.

3. Expand the Unmatched Transactions card and select the check box next to a transaction or
transactions you want to match to this line. You might need to retrieve the unmatched
transactions first.

To learn more about unmatched transactions, review the Understanding Unmatched

Transactions article.

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 1. Select the Retrieve button on the Unmatched Transactions card.

2. If necessary, specify the retrieve options.

3. Select Retrieve.

When you select a statement line, the Unallocated Amount field on the Unmatched
Transaction card fills in with the respective unallocated amount. If the amount of the line and
of the unmatched transaction is the same, once you select the check box next to the
transaction, the application immediately matches them and both lines disappear from the
Statement Lines and Unmatched Transactions cards.

If the line's unallocated amount isn't the same as the unmatched transaction's one, as soon as
you start selecting transactions, the value in the line's Unallocated Amount field goes down by
each selected transaction's amount. When total selected amount becomes equal to the line's
amount, the system considers the line as matched and the selected transactions disappear
from the list.

You can view all matched transactions when you select the View Matched check box on the
Unmatched Transactions card in Statement Workbench. You can also unmatch transactions
there, if necessary.

4. If the Unallocated Amount isn't zero during quick matching but you still want to match the
selected transactions to the line anyway, select the Matchbutton. The system considers the
statement line as matched and the selected transactions disappear from the list. The
application calculates the variance.

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Performing Automatic Matching of Statements
In Bank Statement Processing, you can use the Automatic Matching option of the Overflow menu to
automatically match statements to unmatched transactions. When you use this option, the
application applies specific logic to review the imported bank statement and analyze its records.
Using this information, it then attempts to match each of the statement lines to the existing
transactions. If the attempt is successful, the application reconciles a statement record with the
transaction it finds.

This command allows you to apply unmatched transactions to the statement lines repeatedly during
reconciliation. This may be useful, for example, after you have adjusted some data in the lines.

In this article, we will cover:

l Performing Automatic Matching

l Understanding the Logic of the Automatic Reconciliation Algorithm

Performing Automatic Matching

1. In Bank Statement Processing, select the Automatic Matching option from the Overflow
menu.

2. Review the warning message and select Yes if you want to proceed.

3. If necessary, review the statement lines and matched documents on the respective cards on
the Statement Workbench page.

Understanding the Logic of the Automatic Reconciliation

Algorithm
Expand the sections below to learn more on the automatic reconciliation algorithm.

The functionality searches for the following key values in the imported statement and analyzes them
(not all of them may be present in a statement line):

l Payment reference number (check number, electronic payment ID, payment legal number,
SEPA credit transfer message ID, and so on).
l Invoice reference number (invoice number, invoice legal number, reminder letter number
(number of the reminder letter that includes a list of invoices), and banking reference number,
which is applicable only for the countries where it is used).
l A company's name or identifier used by a specific bank. Each company (partner) registered in
the system may appear in the statement under various names associated with it. In terms of
the system, these are partner names (search IDs).

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 l A specific bank account number associated with the company (actually a partner may have
several bank accounts).
l If the application unambiguously finds a customer or a supplier by partner cross-reference,
partner bank account or combination of partner cross-reference and bank account, it fills in the
Partner field of a bank statement line with this customer/supplier name. For a bank transfer,
the system may recognize another bank account partner as a partner by its cross-reference,
bank account and/or bank code. For payroll checks, it may recognize an employee as a
partner by its cross-reference.
l If the system doesn't recognize a partner, the Partner field remains blank and you can
manually fill it in later.
For each automatically recognized or manually set line type, the application defines a list of so-called
"default document types". It searches for the transactions using the following ones:

l ARRcpt - All cash receipts (on invoice, deposits, and miscellaneous) and AR PIs. The
application searches for AR cash receipt batches first.
l DepRcpt - Only customer deposits.
l MiscRcpt - Only miscellaneous cash receipts.
l ARPIPay - Only AR PIs.
l APPIPay - Only AP PIs.
l APPay - AP Payments (at that AP payment batches first), AP PIs, payroll checks.
l PRPay - Only payroll cheques.
l BankAdj - Bank adjustments (entered either as a separate document or during cash receipt or
AP check entry).
l Transfer - Bank fund transfers.
l RevARRcpt - Reverse cash receipts.
For all line types except for BankAdj and Transfer the application checks whether the line contains a
reference number.

If the application finds the reference number:

1. The application searches for the transactions of the default document type that have this
reference number.
2. If it finds one transaction, it validates it using the Reliable Match criteria (refer to the Reliable
Match Criteria section). Depending on the validation results, it assigns a Matched, Partially
Matched or Suggested Match status to the line.
3. If it does not find any transactions, it analyzes the partner. If the partner is not blank, it
searches for transactions applying the filter of default document type, partner, transaction
date, and amount in transactional currency. Depending on the validation results, it either
applies the Reliable Match criteria (if it found one transaction) or assigns a Suggested Match
(multiple transactions) or Not Matched (no transactions) status to the line. If it didn't find the
partner, it checks the Recognize unknown transactions parameter and behaves accordingly

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 (see the Recognize Unknown Transactions section). After this validation, it either assigns
Suggested (multiple transactions) or Not Matched (no transactions) status to the line or
applies the Reliable Match criteria (if it found one transaction).
4. If it finds multiple transactions, the application analyzes the partner and, if the partner is not
blank, searches for the transaction applying the filter of default document type, partner,
transaction date and amount in transactional currency. Depending on the validation results, it
assigns a status to the line in the same way as described above. If it didn't find the partner, the
application assigns the Suggested status to the line.
If the application doesn't find the reference number:

l If the line type is ARRcpt and the statement line contains recognized invoice reference
numbers (invoice numbers, legal numbers, banking reference numbers, or reminder letter
numbers), the application verifies whether cash receipts exist for these invoices. Depending
on search results and reliable AR parameters, the application proposes transactions to be
matched and sets the line status.
l If the line type is APPay and the statement line contains recognized payment reference
numbers (invoice numbers, legal numbers, or banking reference numbers), the application
verifies whether payments exist for these invoices. Depending on search results and reliable
AP parameters, the application proposes transactions to be matched and sets the line status.
l For other types and in case if the invoices were not found, the application analyzes the partner
and, if the partner is not blank, searches for transactions applying the filter of default document
type, partner, transaction date and amount in transactional currency. Depending on the
validation results it assigns a certain status to the line in the same way as described above.
l If the partner was not found, the application checks the Recognize Unknown Transactions
parameter and behaves accordingly (refer to the Recognize Unknown Transactions section).
The application checks whether the recognized statement's line meets certain criteria. You can
specify separately for AP and AR transactions which criteria the application takes into consideration
during this validation in Bank Account Maintenance - reference number, customer/supplier,
transaction date. If the transaction passes this validation, the application assigns the Matched
status. Otherwise, it assigns the Partially Matched status.

This parameter defines among which document types the application searches for the transactions
with no information about reference number, partner name and partner bank account. Depending on
its value, the application behaves in different ways. If this parameter is switched off, the application
considers Bank Adjustment only as a default bank type and searches for the transactions applying
the filter of this default document type, transaction date, amount and currency.

If this parameter is switched on, the application considers Bank Adjustment as a default bank type
along with the type selected with reference to the amount sign (refer to the How the Application
Performs Automatic Matching section, point 1). It searches for the transactions applying the filter of
default document types, transaction date, amount and currency. This parameter is useful if the bank
statement is imported in the CSV format. This format mostly does not include information about a
reference number and a partner whereas the transaction date and amount information are only
available.

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You can perform automatic matching repeatedly. When the application analyzes a bank statement
during automatic matching, it uses the following workflow:

l The application checks all collapsed batches first. If it finds a batch meeting the criteria, the
application handles this batch as a normal payment or cash receipt.
l After checking batches, the application checks other payments or cash receipt.
l If it finds a payment or cash receipt meeting the criteria and it is included in an already
validated batch, the application ignores this payment or cash receipt.
l If it finds a payment or cash receipt meeting the criteria and it is included in a non-
validated batch, the application assigns the Suggested status to the batch and expands
it.
l If it finds a batch meeting the criteria and a payment or cash receipt from this batch is
already matched to a statement line, the application ignores this batch.
The application searches bank adjustments by transaction date, amount in bank currency and bank
fee code (if it was assigned to the BankAdj statement line during its type recognition). Depending of
the search results, the application assigns a status (Not matched, Partially Matched, Matched,
Suggested) to the lines.

The application searches bank fund transfers transaction date, amount in bank currency and
recognized bank account partner. A bank account should be considered recognized if any of the
following is true:

l A statement line contains a bank account code that matches the IBAN account code of one of
the registered bank accounts.
l A statement line contains a combination of bank code and bank account code that matches
the Bank Identifier and Checking Account fields of one of the registered bank accounts.
Depending on the search results, the application assigns a status (Not matched, Partially Matched,
Matched, Suggested) to the lines.

The application uses standard algorithm described in this section - first, it verifies the reference
number. If the reference number was not found, the application analyzes the partner and, if the
partner is not blank, searches for transactions applying the filter of partner, transaction date and
amount in transactional currency.

The check boxes on the Bank Reconciliation card in Bank Account Maintenance that are described
in this section enable the application to create cash receipts automatically.

l Automatic creation of cash receipts is enabled only when you select the Auto creation of
Invoice Cash Receipts check box. The application applies the invoices whose references are
displayed on the Statement Lines card on the Statement Workbench page. These invoices
must have the same details as the statement line and the invoice date must be not later that
the line date. If the invoices amount is equal to the line amount, the application generates a
cash receipt and the line status changes to Matched.
l If all invoices are applied but some amount on the line still remains, the application checks
whether the Auto creation of On account Cash Receipts check box is selected. If it is

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 selected, the application puts unapplied amount on account and generates a cash receipt for
the allocated amount. The line status changes to Matched. If the Auto creation of On account
Cash Receipts check box is not selected, unallocated amount is left on the line and the line
status changes to Partially Matched.
l If there are no invoices on the Statement Lines card on the Statement Workbench page, the
application checks whether the Auto creation of Cash Receipts Based on Customer
Balance check box is selected. If it is, the application attempts to apply all invoices and credit
memos (where the details are the same as on the statement line and the invoice date is not
later that the line date) to the line. It applies them one by one until unallocated amount
becomes zero. If it is not possible to find invoices and credit memos with total amount equal to
the line amount, the application attempts to find an invoice which amount matches the line
amount. If the invoice amount matches the line amount, the application generates a cash
receipt and the line status changes to Matched.
l If it is not possible to match the line by customer balance or invoice balance as explained, the
application checks whether the Apply All check box is selected. If it is selected, the application
searches for the invoices with the same details as on the statement line but with various
amounts. It attempts to apply them one by one until unallocated amount becomes zero. The
application generates a cash receipt and the line status changes to Matched.
l If some unapplied amount remains, the application puts it on account if the Auto creation of
On account Cash Receipts check box is selected.
The following schema illustrates an algorithm of auto creation of cash receipts by customer balance.

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For example, you have the following unmatched transactions:

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 Number Date Amount Discount
1 1/20/14 $180 5% discount by February, 1. It is inapplicable on
February, 5.

2 1/25/14 $ -20 (it is a credit no discount

memo)
3 1/27/14 $100 5% discount by February, 8
4 2/02/14 $220 5% discount by February, 11
If the statement date is 2/05/14 and the line amount is $255, the application checks available
invoices and performs calculations:

1. 0 + 180 (no discount allowed) = 180

2. 180 - 20 = 160
3. 160+ (100 - 5) = 255
4. Result: transactions 1, 2, and 3 are matched to the statement line.
If the statement date is 2/05/14 and the line amount is $209, the application checks available
invoices and performs calculations:

1. 0 + 180 (no discount allowed) = 180

2. 180 - 20 = 160
3. 160+ (100 - 5) = 255
4. This amount is greater than the line amount, therefore the application checks the amount of
the transaction 4 and matches it to the line since the amounts are equal. Result: transaction 4
is matched to the statement line.

The application only helps you to reconcile the statement but you always have the final
say. After reviewing the automatic matching results you may need to complete the
reconciliation manually.

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Understanding Unmatched Transactions
In Bank Statement Processing, use the Unmatched Transactions card on the Statement
Workbench page to sort and retrieve the transactions according to certain criteria. This approach
allows you to review the list of transactions that you can potentially match to a bank statement line.
The application retrieves unmatched transactions so that you can review them and select
transactions to match to the lines.

You use the Unmatched Transactions card for regular and quick matching of transactions to
statement lines.

In this article, we will cover:

l Bank Account Maintenance Settings

l Set Transaction Type Filter Settings
l Retrieve Options Panel Settings

Bank Account Maintenance Settings

When you configure a bank account for reconciliation in Bank Account Maintenance, you can specify
the parameters related to retrieving the unmatched transactions using the Bank Reconciliation card.
You must do it before you import/create a statement. These are the Bank Reconciliation details that
relate to retrieving transactions for a specific bank account:

l Retrieve unmatched transactions automatically - If you select this check box, after importing
a statement the application automatically displays all transactions that potentially can be
matched to a selected statement line.
l Filter unmatched transactions by statement line type - If you select this check box, the
system enables the filtering you specify using the Set Transaction Type Filter settings by
default for the bank account. When you work with a statement, you can disable or enable them
in the Retrieve Options panel (available form the Overflow menu of the Unmatched
Transactions card).
For more details on the application setup you need to perform before you run the Bank Statement
Processing routines, review the Setting Up Bank Statement Processing article.

Set Transaction Type Filter Settings

In Bank Statement Processing, the Set Transactions Type Filter option of the Overflow menu
helps you define the default types of unmatched transactions that the system will retrieve. Once you
set up the filter, the application keeps your settings and applies them every time the unmatched
transactions are retrieved.

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When you use this option, the application lets you define which transactions to display for a particular
statement line type. In this example, you will specify the filter options for miscellaneous receipt
statement lines.

1. In Bank Statement Processing, select Set Transactions Type Filter from the Overflow menu
of a statement you want to work with.

2. Select the MiscRcpt statement line type.

If the line type is RevAPPay, the application displays blank Unmatched

Transactions details.

3. On the right, select check boxes for all applicable transactions that you want the system to
retrieve for this line type. Alternatively, you can use the check boxes on the left to
automatically select check boxes next to either all transaction types or only the
receipt/payment ones.

4. Select OK.

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Retrieve Options Panel Settings
To see the list of unmatched transactions on the Unmatched Transactions card, you need to first
retrieve them. To do that, go to the Statement Workbench page and on the Unmatched
Transaction card, select Retrieve.

There, on the Retrieve Options panel, you can specify (or leave blank) the following settings:

l From Date, To Date - Date range for the transactions retrieval. By default, the system takes
the 'From Date' value from the statement's opening date considering the 'Number of periods to
Retrieve before Opening Date' parameter you set up on the 'Bank Reconciliation' card in Bank
Account Maintenance. The 'To Date' is the closing date of a statement.
l Filter by Partner - If you select this check box, the system will filter the transactions it retrieves
by a partner.
l Include PI with due date beyond the statement period - Select it if you want to retrieve all PI
within and beyond the statement period.
l Filter unmatched transactions by statement line type - If you select this check box, the
system automatically applies the filter settings you specify using the 'Set Transaction Type
Filter' settings. By default, the system takes this value from the same-name check box in 'Bank
Account Maintenance'.

If the statement is empty, the application retrieves all unmatched transactions without
considering the filter settings.

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Creating New Transactions
If there are no existing transactions that you can use for reconciliation in Bank Statement
Processing, you can set up the application to create transactions automatically or create them
manually by yourself.

In this article, we will cover:

l Creating transactions automatically

l Creating transactions manually
l Editing a new transaction

Creating Transactions Automatically

If there are no suitable transactions for matching, you can set up the application to automatically
create transactions during statement import and repeat this operation using the Generate New
Cash Movements option if the Overflow menu.

The application allows you to automatically create transactions of different types during bank
reconciliation. For this, you need to specify the setting applicable for your case using the Bank
Reconciliation card in Bank Account Maintenance. The check boxes you select there determine
the transaction types that Bank Statement Processing will be able to create automatically. The
Generate New Cash Movements functionality also follows these settings.

The sections below describe the settings for automatic creation of the respective transactions.
Expand each section to learn more.

The application automatically searches for the posted invoices that meet definite criteria, generates
new cash receipts and where possible applies the found invoices to cash receipts. You can review
the principles on how these documents are created in the Understanding the Logic of the
Automatic Reconciliation Algorithm section in the Performing Automatic Matching of Statements
article.

The application can only recognize partners if you specify all required cross-references
for these partners. Refer to the Using Cross-References and Quick Search article for
details.

On the Bank Reconciliation card in Bank Account Maintenance, select the following check boxes:

l Auto create Invoice Cash Receipts

You can generate a cash receipt with an allocated invoice. This option is applicable to the
statement lines with recognized customer, status Not matched or Partially matched and
existing invoice references on the Statement Workbench > Statement Lines card in Bank

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 Statement Processing. The application searches for the posted invoices with details similar to
the statement line details. If it finds such an invoice, it generates an invoice cash receipt,
automatically allocates this invoice to the cash receipt and matches the cash receipt to the
line.

If the imported file contains invoice reference numbers (invoice numbers, legal numbers,
reminder letter numbers, or banking reference numbers, which are applicable only for the
countries where they are used) and invoice amounts. You can save this information in a bank
statement line during import. You can then use this information during auto creation of cash
receipts. As the application creates a new cash receipt, if the invoice is found by its reference
number (its invoice number, legal number, banking reference number, or reminder letter
number) and the invoice amount is greater than zero, it will add the invoice to cash receipts
with this amount. To save the invoice numbers and amounts, in the electronic interface:

1. Collect invoice numbers and amounts in the following line:

[{"Amount":100.0,"Number":"invoiceNumber1"},
{"Amount":200.13,"Number":"invoiceNumber2"}] (a list of InvoiceInfo
objects saved in the JSON format).
2. Add the resulting line to the RemitData field of the StatementLine object, adding the
<InvcList> tag at the beginning and the ` separator. For example, <InvcList>`
[{"Amount":100.0,"Number":"invoiceNumber1"},
{"Amount":200.13,"Number":"invoiceNumber2"}]
After the import, the saved details will be available on the Remittance Info page in Statement
Workbench. The application will add the invoice reference numbers (invoice numbers, invoice
legal numbers, banking reference numbers, reminder letter numbers) from the saved list the
Invoice References field on the Detail card of the Statement Line page. You can open the
page from the navigation tree on the left:

You can view a file example in the StatementImportBTRS.cs file of the

StatementImportBTRS electronic interface.

l Auto create On Account Cash Receipts - You can enable the application to create an on
account cash receipt for the statement's line when the application can't find appropriate
invoices. This functionality is applicable to the statement lines with a recognized customer,
status Not matched or Partially matched and blank invoice references on the Statement
Workbench > Statement Lines card in Bank Statement Processing. To perform this
operation, you also need to select the Auto create Invoice Cash Receipts check box.

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 l Auto create Cash Receipts Based on Customer Balance - You can generate a cash receipt
with the details taken from the statement line. The application searches for the invoices and
credit notes with details similar to the statement line details, creates a cash receipt with the
amount equal to the unallocated amount and attempts to apply the found invoices to the cash
receipt until the unallocated amount becomes zero. To perform this operation, you also need
to select the Auto create Invoice Cash Receipts check box.

If you want the application to search for the posted invoices with different amounts and
apply them one by one until the unallocated amount becomes zero or until it applies all
appropriate existing invoices, additionally select the Apply All check box.

If the application identifies the statement line as bank transfer, it attempts to define the
corresponding bank participating in this transfer. If it successfully finds this bank, it creates a bank
transfer document for this statement line.

On the Bank Reconciliation card in Bank Account Maintenance, select the following check boxes:

l Auto create Bank Transfers - same currency - If the same currency is set for another bank,
the application creates a same currency bank transfer transaction.
l Auto create Bank Transfers - cross currency - If a cross currency is set for another bank, the
application creates a cross currency bank transfer transaction.
The application automatically creates bank adjustment transactions during the automatic bank
reconciliation.

Creating Transactions Manually

If there are no suitable transactions, you can create a new one manually.

You can't create a new document from the PRPay, ARPIPay and APPIPay line types.

1. Select or add a line in the grid on the Statement Lines card on the Statement Workbench
page.

2. Review the line details and select a type from the Type depending on which transaction you
want to create. A pop-up application that will open for you to create a new transaction depends
on this type.

l APPay - AP invoice payment. When you use AP Payment Entry to create a transaction
for matching, the application automatically selects the Manual and Enter Payment
Total check boxes on the Payment Details card in AP Payment Entry. You can't
change these settings. Then, you need to enter the number of the payment
corresponding to this transaction in the Payment field. The application populates the

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 Payment Total and Bank Total fields with the data it takes from the statement line. You
can modify it if necessary. If the variance is not equal to zero, you are not able to close
the program window.
l ARRcpt - AR invoice payment.
l BankAdj - Bank adjustment. You can select this type regardless of the amount sign on
the statement line. Note that only the Adjustment page is available in the trimmed-down
Bank Adjustment application when it starts (see step 3).
l DepRcpt - Allocated customer deposit.
l MiscRcpt - Miscellaneous cash receipt
l RevAPPay - Voided AP payment. Refer to the Creating Voided AP Payment
Transactions section of the Creating Reverse Transactions article for details.
l RevARRcpt - Reverse cash receipt. Refer to the Creating a Reverse Cash Receipt
Transaction section of the Creating Reverse Transactions article for details.
l RevARPI - Reverse AR payment instrument. Refer to the Creating a Reverse AR PI
Transaction section of the Creating Reverse Transactions article for details.
l Transfer - Bank Transfer.

3. From the Overflow menu , select Create New Document.

The pop-up application based on the statement line type launches.

4. Review the information on the sheets and adjust it if required.

If you're creating a document for a cash receipt or a miscellaneous cash receipt,

the write off functionality is not available and all write off fields are disabled.

If you're creating a document for miscellaneous cash receipts, invoice payments

or deposit payments, you can assign legal numbers for the documents by
selecting Legal Number > Assign Legal Numbers option of the Overflow menu.

5. Select Save.

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Editing a New Transaction
After you create a new transaction, either automatically or manually, the application displays it on the
Unmatched Documents card after you select the View Matched check box on the Statement
Workbench page. You can edit this transaction, if you need to. It can be due to some reasons, for
example, if you find it reasonable to link an invoice to an on account cash receipt.

For each newly created transaction, the system selects the New Doc check box one the both cards.
To edit this transaction:

1. Expand theUnmatched Documents card and select the View Matched check box Highlight
the transaction you want to adjust and select Modify Created Document from the Overflow
menu.

This opens the respective pop-up application.

2. Change the transaction as you need and select Save.

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Posting Bank Statements
In Bank Statement Processing, run the Post Statement process to reconcile current statement
transactions with the selected bank account. This option is available from the Overflow menu if all
statement lines are fully matched or some of them have the Ignored type and the statement variance
amount is zero.

Posting the statement is available when variance is equal to zero (you can review it in the Variance
field on the Statement Header page) and you have matched transactions to all lines of the bank
statement.

Print the Edit List before posting to make sure the transaction is correct. You cannot edit
the transaction after you post it. If you detect an error in the posted transaction, enter an
offsetting entry to correct it.

During the process, the application automatically creates General Ledger (GL) transactions and
places them in the fiscal period selected on the statement.

Use the posting process to create GL transactions for:

l Variance statement line amounts, if these amounts are not zero. GL transactions post to the
Cash and Variance accounts from the GL controls for the bank account.
l New transactions created from the bank statement lines, for example, AR Payment, Bank
Funds Transfer, and Bank Adjustments). When you post new transactions, corresponding GL
transaction types are called and run.
l If you selected the Reconciled AR Balance, or Reconciled AP Balance, or Reconciled Other
Balances check boxes on the bank record, the posting process creates GL transactions that
move cleared amounts from the Pending Cash accounts (where they were posted when the
original transaction was posted, for example, AR cash receipt, AP payment) to the Cash
account you specify in the bank's GL controls.

In this article, we will cover posting a bank statement.

1. In Bank Statement Processing, in the Statements grid, select the statement you want to post.

2. In the Statement Header, select the Post Statement icon. If a warning message appears,
select Yes.

3. Select Process.

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4. The Posted status appears on the Statement Header page next to the statement's number
and description.

The statement's transactions are now posted to your General Ledger.

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Using Cross-References and Quick Search
In Bank Statement Processing, you can create cross-references and perform quick search for
partners during reconciliation.

Cross-references help you specify which partner IDs mentioned in bank statements correspond to
the partner names registered in Kinetic. This functionality makes reconciliation easier since the
application suggests the partner name for the statement line using pre-defined pairs (partner names
- partner IDs). You can also use this functionality to specify a partner when you enter a new
statement line.

You want to specify partner IDs Antar, Ant, Ant22 for the partner with the name Antares. When the
application analyses the statement line where it finds either of these IDs, it will consider Antares as a
suggested partner for this line and populate the Partner Name field with Antares.

l You need to create a number of pairs of partner IDs and partner names that the application will
use during reconciliation.
l When the application analyzes a statement line, it attempts to suggest the name of Epicor-
registered partner based on the partner ID pulled from the line.
l You can perform quick search manually and find the partner name which the application then
adds to this statement line. You can:
l Perform quick search of partner IDs (cross-references), select an applicable partner ID,
and store a combination of the partner ID from the line and the selected partner. The
system will store this pair for future reconciliations. Refer to the Performing Quick
Search section for details.
l Perform partner (supplier, customer, employee, or bank account) search, select a
partner name and store the partner ID against the selected partner. This specified pair
will be stored for future reconciliations. Refer to the Creating a Cross-Reference
section for details.
In this article, we will cover:

l Creating a cross-reference
l Performing quick search

Creating a Cross-Reference
A cross-reference helps you use a pair of partner ID - partner name during reconciliation so that the
application can suggest a partner for the line. The application attempts to suggest an Epicor-
registered partner based on the partner identifier it takes from the line. If there were no suggestions,
the line's Partner Name field remains blank. However, you may search for the partner manually and
store the identifier against the partner which was found. From then on, the application considers this
pair (Partner - Partner identifier) as a perfect match.

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 1. In Bank Statement Processing, select a line in the grid on the Statement Lines card on the
Statement Workbench page.

2. Review the partner ID (if any). From the card's Overflow menu , select one of the following
options: Supplier Search, Customer Search, Employee Search or Bank Account Search.

3. In the Search panel, search for and select the partner you need. The application stores the
identifier on the line against this partner and populates the Partner Name field.

Alternatively, you can you can create partner identifiers in:

l Supplier Maintenance > Supplier > Detail > Search Cross-References

l Customer Maintenance > Customer > Detail > Search Cross-References
l Payroll Employee Maintenance > Employee -> Search Cross-References
l Bank Account Maintenance > Search Cross-References

4. Select Save.

Performing Quick Search

You can perform quick search of the partners during reconciliation, but before completing these
steps, you need to:

l Enter cross-references for the partners (suppliers, customers, employees and bank accounts)
l Import a bank statement or create a new statement with a line or lines
To perform a quick search:

1. In Bank Statement Processing, select a line in the grid on the Statement Lines card on the
Statement Workbench page.

153 October, 2023

2. From the card's Overflow menu , select one of the following options: Supplier Search,
Customer Search, Employee Search or Bank Account Search. For the presentation
purposes, in the steps that follow, we will use Supplier Search.

3. In the Search panel, select the Quick search type. Then, from the Search Id drop-down select
Supplier Xref Quick Search.

4. Enter the partner ID you need to find suggested partners for in the Search Xref field and select
Search. The application displays search results with partner names using this ID as a cross-
reference.

You can also leave the field blank and select Search - this way the system will pull all supplier
cross-referencies.

5. Select the check box next to the cross-reference you need and select OK.

The line's Partner Name field populates with the cross-reference supplier name.

6. Select Save.

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Reports
This section describes some key reports you use to view information about Cash Management. You
can run these reports whenever you needed.

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Generating the Check Register Report
Generate the Check Register Report to display and print all the checks created during the selected
period. This report includes all regular checks, manual checks, voided checks, and electronic
payments.

Although the report displays voided checks, their amounts are not included in the
report’s final Check Total value.

The Selection parameters include:

l Begin Date - The date from which you will start the report. The report displays all checks
created on or after this date. If you want to print the report through a regular schedule, select
the Dynamic check box. If selected, the Begin Date field displays a list of dynamic options
instead of the calendar. If yBegin Date field, and then select the Recurring check.

l End Date - The date on which you will end the report. The report displays all checks created
on or before this date. If you want to print the report through a regular schedule, select the
Dynamic check box. If selected, the End Date field displays a list of dynamic options instead of
the calendar. If you select the Dynamic check box, you should also select a schedule in the
Schedule field that works with the option you select in the End Date field, and then select the
Recurring check.

l Sort By - Select how you want to sort the report. The options include:

l Payment Date
l Payment Number
l Supplier Name
l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.

l Print Report Parameters - Select to print the report selection criteria as an appendix to the
report. This setting enables you to re-create the contents of a printed report by selecting the
same parameters and report options, which were used to create the original report, if the
report data has not been updated in Kinetic since the original report was printed.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is
0 Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report
Purge Frequency is defined in the System Agent within its Task Agent Purge Settings.

156 October, 2023

 l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the
System Monitor.

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Check
Register.
2. Select the report parameters.

3. Select Print Preview.

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Generating the Payment Proposal Report
Generate the Payment Proposal Report to view all AP invoices that need to be paid up to a selected
Due Date or display all AP invoices with discounts available that are not yet due.

The report displays invoice amounts in the company's base currency. One line prints for each invoice
due on or before the selected Due Date. The current total due on the invoice displays on this line. If
the invoice is not in the base currency, an extra line displays below the invoice line, to display the
amount in the invoice currency. The report is sorted by the Due Date value on each AP invoice.

At the end of the report, the Report Totals section displays the total payment amount for each
currency, followed by the total payment amount of all invoices, displayed in the company's base
currency.

Each total provides the following information:

l Gross Payment
l Discount
l Net Payment
l Number of Payments
You can also use the report to display invoices with discounts available and display the value of
discounts based on the proposed payment date.

The Selection parameters include:

l Due Date - Select the due date of payment proposals that you want to display on the report.
The report will include any unpaid invoices due on or before this date .
l Consider Discount Dates - Select this check box if you want the report to calculate the
discounts on all the invoices selected for this report. If an invoice falls within the discount
period defined for the payment terms on an invoice, the amount to pay on this invoice is
reduced to reflect the discount available for prompt payment.
If this check box is selected, Discount Payment Date displays in the report heading.

l Payment Date - If you select the Consider Discount Dates check box , you should also enter
a date that determines the value of the discount. For all discounts where the discount
settlement date is before or on the payment date, the full value of the discount displays in the
report.
l Exclude Invoices With Zero Discount - Select this check box to exclude invoices with zero
discount amounts or with an AP invoice Discount Date earlier than the Payment Date from
displaying on the report.
l Discount Horizon - If you selected the Consider Discount Dates check box, use this field to
determine the discount horizon date. The report displays all invoices where the settlement
discount due date is prior to or on the selected discount horizon date.

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 The default discount horizon date is based on the entered Due Date. If the report is selected
based on the discount horizon date, the discount date displays in the Due Date column and an
asterisk (*) prints next to the Due Date. When the discount settlement date is before or on the
selected payment date, the full value of the discount displays in the report.

l Group by Payment Currency - Select this check box to group items on the report by their
payment currency.
l Include Invoices On Hold - Select this check box if you want to include invoices placed on
payment hold in the report.
l Consider Debit Memos - Select this check box to activate the Filter option where you can
select the debit memos you want to display in the report. If you keep this check box cleared,
the report will include all the debit memos without validating the due and discount dates.
l Filter - Use these fields to select the Site, Currency, Payment Method, Supplier Group, and
Supplier records for which you want to print the Payment Proposal Report.
l Output Format - Select the format for report output.
l Report Style - Select the report style option you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.
l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.
l Archive Period - Time period you want to keep the report in the System Monitor. The default is
0 Days, meaning that the report will be deleted from the monitor shortly after being printed.
After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report
Purge Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the
System Monitor.
To generate the report:

1. From the main menu, go to Financial Management > Cash Management > Reports >
Payment Proposal Report.
2. Select the report parameters.
3. Scroll down and expand the Filter card.

You can filter by sites, currencies, payment methods, supplier groups, and suppliers.

4. Use to select the filter option you need.

5. Select Print Preview.

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6. Review the report.

7. If you are happy with your report, select Print.

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Generating the Petty Cash Report
Run the Petty Cash Report to print petty cash document details. It is often legally required to
print petty cash documents and have a cashier, recipient or payer to sign them.
The Selection parameters include:

l Petty Cash Desk - The identifier of the petty cash desk for which to run the report.
l Cash Date - The day for which the report should run.
l Print Drafts - Select to include draft documents in the report.
l Assign Legal Number - Select if you want the report to assign the legal numbers.
l Transactions - Select if you want the report to include cash receipts or cash issues or both.
l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected)
or you did not (All Selected).
l Report Style - Select the report style you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.
l Archive Period - Time period you want to keep the report in the System Monitor. The default is
0 Days, meaning that the report will be deleted from the monitor shortly after being printed.
After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report
Purge Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the
System Monitor.
l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.
To generate the report:

1. From the main menu, go to Financial Management > Cash Management > Reports > Print
Petty Cash Documents menu path.
2. Define the Report Options.
3. Select the report transaction you need.
4. Select the Report Style for the report run.
5. If you want to generate the report immediately, verify the Schedule field displays the Now
option.
6. Enter how long you would like this report to remain available after it generates by selecting an
option from the Archive Period drop-down list. As long as the application clock has not passed
this time, the report is available on the server to preview and print.

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7. Enter text in the User Description field.
8. Select the Recurring check box if needed.

9. Select Print Preview.

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Generating the Petty Cash Day Book Report
Generate the Petty Cash Day Book Report to print a list of all operations within a specified cash
day. You can print either a draft or an official report.

The Selection parameters include:

l Petty Cash Desk - Select the petty cash desk for which you want to run the report.
l From Cash Date - Specify the beginning date for data to include in the report. You can also
set up this report to print following a regular schedule. To do this, select the Dynamic check
box.
l To Cash Date - Specifies the ending date for data to include in the report. You can also set up
this report to print following a regular schedule. To do this, select the Dynamic check box.
l Dynamic - Select this check box to run the report by a dynamic option rather than by a specific
date. After you select this check box, the From Cash Date/To Cash Date field displays a list of
dynamic options instead of the calendar. If you select this check box, you should also select a
schedule in the Schedule field that works with the option you chose in the From Cash Date
and/or To Cash Date field, and then select the Recurring check box next to the Schedule
field.
l Official Report - Select this check box to use the official report print mode for this run.
l Print Drafts - Select this check box to the print the report in draft mode.
l Output Format - Select the format for report output.
l Report Style - Select the report style option you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.
l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.
l Archive Period - Time period you want to keep the report in the System Monitor. The default is
0 Days, meaning that the report will be deleted from the monitor shortly after being printed.
After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report
Purge Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the
System Monitor.
To generate the report:

1. From the main menu, go to Financial Management > Cash Management > Reports > Petty
Cash Day Book.

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2. Select the report parameters.

3. Select Print Preview.

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