Generating and posting a statement

Cashiers report the amount of money in their cash desks when their shift ends. Generating Cashier report is shown in the previous section.

After all cashiers have generated Daily report the store manager generats Statement for the store.

The manager logs on the database of the store. From the menu Store manager Statements run the form Open Statement. Press F3 key to create new statement. Choose Store № in the field – press the assist button and choose the number of the store:

Verify Start date and end date situated in the right side of the screen. The period has to include the posted sales and the date of the Daily declaration (the period usually is one day).

Press Function button – choose the option Calculate statement.

The lines of the statement are automatically filled in with the tender types of transactions made from the relevant cashier and store.

The columns in the tab Statement shows the information:

Tender type – the system fills in the code of the tender type

Currency code – the field is filled in with the code of the currency of the reported transactions. If the field is empty the currency is the local currency.

Tender Type Name – the description of the tender type is filled in

Counted amount – the counted sum for every tender type in the Daily declaration is filled in the field. There are tender types which are not reported in the Daily declaration (for example card). The program filled the sum of the transactions for such of tender types. If the cashier has counted wrong the amount of the money the manager can correct the counted sum. If the line is about foreign currency, the field shows the sum in the relevant currency. The column Counted sum (LCY) shows the sum in local currency.

Comment: the tender type Tender remove/float reports moving cash flows from and to the cash desk and these cash flows are different from sales and reclamation.

Transaction amount – the field shows the sum of transactions for the relevant tender type. To see detailed information for the transactions press the assist button in the field. If the line shows information in foreign currency the field Transaction amount in that line also shows the sum in the relevant currency. The Transaction amount (LCY) field shows the sum in local currency.

Difference amount – the field shows the difference between the counted sum and the sum of transactions. Minimum acceptable difference to post the report is set up. If the difference shown in that field is higher, the report posting won’t be allowed. If the line shows information in foreign currency the field Difference amount in that line also shows the sum in the relevant currency.

Real exchange rate – the current currency rate is shown in the lines that show information in foreign currency

The tab Bank shows the information about the tender types reported in the Daily reports from cashiers.

There is a line for every tender type.

The columns show the information:

Amount - the reported sum from the cashier is filled in. The sum is in the currency shown in the field Currency code.

Transactions Amount– the field shows information about the transactions amount for the relevant tender types in the foreign currency in the line.

Difference – the difference between the Transactions Amount and the Counted Amount is shown (the Quantity column). The sum is shown in the local currency.

There are three more columns which show the same information in local currency.

Lines in that tab give information about how the sums will be posted.

The Bal. account Type column shows the balance account for this operation. For example it could Bank Account. That means that the sum from the first line will be booked out from the Bank Account Cash (Safe) and it will be booked in the Bank Account Central cash desk.

To post the Statement press Functions button – choose Post statement (F11).

The statement is being posted. The entries are created – G/L entries, Vat entries, Bank Account Ledger Entry and etc. After the statement is posted the department of accounting receives current information for the balance accounts.

You can see the posted Statement in the menu Store Manager – folder Statements – Posted Statement. Choose the Statement that you want to see/check.

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