Another type of payment within UniField is the Direct Invoice. Finance can create a direct invoice which is a stand-alone invoice in the {Accounting} module that can be created in the cash, bank or cheque registers.
It is important to remember that Direct Invoices can’t be linked with a product and that Direct Invoices don’t support any tax handling.
How to Create a Direct Invoice
Go to: Accounting/ Registers
Open the register in which you want to record a direct invoice payment. Don’t forget to select the register with the correct currency.
Click on {Direct Invoice} button.
Bank register and {Direct Invoice} button
A {Supplier Direct Invoice} wizard appears
Complete the fields by selecting a supplier, filling in a document date. The posting date and register posting date default to today’s date and can be changed. Insert a reference if relevant. However the invoice number will be automatically used as purchase and liquidity journals entries references.
In the invoice tab, click on {New} to create invoice lines.
Insert a description and select an account. Fill in quantity and unit price. Save the line.
Allocate the expense to an analytical dimension by clicking on the analytical wizard; the destination will be set by default based on the account code but can be modified.
{Supplier Direct Invoice} creation.
5. Click on {Validate} button.
The Direct invoice is created in Temp status in the register but the invoice state is still in Draft. The total amount of the invoice is booked on the account code 30020 {Trade payables}. A supplier invoice number is created.
Register entry is created in Temp when the Direct Invoice is validated
The invoice is draft and has a reference (number)
In the journals, journal entries are created at the same time as unposted:
In the purchase journal:
Credit to 30020 Trade Payables
Debit to expense account
In the liquidity journal:
Credit to cash account if the invoice was paid in cash
Debit to 30020 Trade Payables
Unposted Journal Items generated when the Direct Invoice is validated. The invoice reference is the booking reference of the purchase and liquidity journals entries.
Should you need to edit, re-compute the total or review the invoice before validating the register line (hard post), click on, proceed to the edition and validate the invoice. The register line and journal entries will automatically be updated.
When you hard post the register line, it becomes {Hard}. The invoice is marked as {Paid} and the journal entries are {Posted}. Entries on account 30020 are automatically reconciled.
Hard posted direct invoice entry
Paid Direct Invoice
Posted Journal entries when a Direct Invoice register line is hard-posted. The A/P account is reconciled.
LUFI-30306 Cheque Entries Imported into a Bank Register
LU Introduction
When you write the cheque, you will need to create one entry in the cheque register to the appropriate account code. When this entry is temp posted, this triggers the creation of two balanced accounting entries in the Journal Items: one credit entry to {outstanding cheques, 1021} and one debit entry to the expense account.
After receiving confirmation from the bank that the cheque has been cashed in (through the bank statement sent by the bank), you may import the cheque register entry into the corresponding bank register. Only then will your bank account balance be affected. This system allows MSF to maintain a more accurate record of the liquidity on each bank account at a specific point in time.
UniField automatically reconciles the cheque register entry with the bank register entry. Once reconciled, a cheque still appears in the cheque register but will be listed as reconciled. In case a cheque has not been cashed in at the end of the month, the cheque register can still be closed (with an open cheque). The cheque will still be available for import into the bank register in the following months.
How to Import a Cheque into a Bank Register
Go to: Accounting/Registers/Bank Registers
Open the associated bank register.
Click on {Import Cheques}. The {Import Cheque} wizard opens.
Click {Add}.
4. In the {Search Account Entry Lines} window, select the cheques that were cashed, then click {Select}. If you cannot find a cheque in the list, then it is possible that the cheque was not hard posted, the cheque is a different currency than the register, it has not been entered in the cheque register, or the cheque register was linked to a wrong bank register.
Selecting cheques to import
5. The selected cheques appear at the top section of the {Import Cheque} wizard. Enter the {Document Date} and {Posting Date} which will be applied to all cheques on the list.
6. Select {Import} button.
{Import Cheque} wizard
7. The selected cheques appear in the lower section of the {Import Cheque} wizard. Here you can edit the imported cheques by clicking on to change the {Document Date} and/or the {Posting Date} to the actual date when the cheque was cashed in.
Verifying the information of the cheque to be imported
8. Click {Ok} and Save
The cheque entry lines are created as temp posted entries in the bank register
1. Payment by cheque: Debit account moves on {expense account, 66260} and Credit {outstanding cheques, 10210}.
2. Cheque reconciled when entry hard-posted in the bank register: Credit account moves on {Cash at Bank, 10200} and debit {Outstanding cheques, 10210} and associated unique reconciliation reference {C1-5}.
Direct Entries allow the finance team to book an entry directly in the register. The appropriate financial account is selected by the user. Direct entries are useful when Finance is paying for goods or services not purchased by Logistics. The double booking entries are automatically created in the liquidity journals as soon as the entry is temp or hard posted.
How to Book Direct Entries in a Register
Same procedure applies to booking entries in cash, bank or cheque registers.
Go to: Accounting/Registers
Select the register where you want to record your expense. We will use a cash register for this example but the cheque and bank register will be laid out the same way.
Click on the edit pencil to open the register form.
In the cash transactions box click on {New} to create a new statement line.
Cash Register Statement Line Creation
4. The fields in blue are mandatory, in white optional and in grey view only. Complete them as follow:
Title of field
Entry protocol: register entry
DOCUMENT DATE
Blue field. Click on the calendar icon to select a date or manual entry as dd/mm/yyyy. The {Document Date} can be before or within the period. Remember that UniField picks the {posting date} rather than {the document date} to define the conversion rate to functional currency.
POSTING DATE
Blue field. Click on the calendar icon to select a date or manual entry as dd/mm/yyyy. Defaults to today’s date. The {Posting Date} must be within the Period and > or = to the {Document Date}
CHEQUE NUMBER
Only for cheque registers: Blue field. A unique cheque number is mandatory
SEQUENCE
Grey field. Automatic input. Register code and incremental number. There is no sequence number for draft entries.
DESCRIPTION
Blue field. Similar to the description of your current system (max 64 characters length)
REFERENCE
White field. If the field {Reference} of an invoice is filled, it is automatically reported in the {Reference} field of a register line when importing an invoice.
ACCOUNT
Blue field. You can enter the account code if you know it or type the code name and a list of codes will appear. See figure below.
THIRD PARTIES
White field. Drop down values Partner, Journal, and Employee. Once selected, you search for the supplier/journal/employee name in the next field. Remember if you need to create an entry on an inactive employee, you will need to uncheck the {Active} filter in the {Search Employee} view.
AMOUNT IN
White field. Amount of cash received in booking currency
AMOUNT OUT
White field. Amount of cash paid out in booking currency
AMOUNT RECONCILED
Automatic input. The check indicates that the record has been reconciled e.g. for internal transfers and operating advances
OPE ADV-LINK TO PO
Link an operating advance register line to a PO not of type Purchase List (i.e. regular or DPO).
STATUS
Grey field. Automatic input. Can be Draft, Temp or Hard
Remember to check the date and period! For instance if you create and open a register in March and then enter transactions of February, remember to change the posting date which defaults to today’s date.
If you make a payment through the cheque register, the cheque number will need to be entered. It is a mandatory field.
Cheque number input, mandatory field
When selecting {Account}, just by entering a few digits of the code or a key word in the account description, UniField will display the options that match your search as shown below. If you move your mouse over a selection, the entire description displays.
Or you can click on the magnifying glass to open up the {Search Chart of Accounts} wizard. The accounts will appear in numerical order. To select only expense accounts type 6 into the filter as showed below.{Search Chart of Accounts} wizard
When selecting {Third Party}, you can enter part of the name. UniField will display the search that matches as shown below. If you move your mouse over a selection, the entire description displays. The third party field is optional for some entries and required for others.
Entering values to search in the {THIRD PARTY} name field
{Search Partners} wizard
5. Save by clicking on the floppy disc or pressing the enter button.
The entry appears in {Draft} status. If you selected an expense account, the button will appear and the entry will be in red. A red entry is an indication that the analytic distribution has not been assigned or has not been assigned properly.
6. Click on the button to open the {Analytic distribution} wizard.
7. In the wizard, select {New} to create a new allocation. The destination is set by default.
{Analytic distribution} wizard
8. Select a {Destination}, {Cost Center} and {Funding Pool}. If you know the code, enter it. Otherwise, click on the magnifying glass to retrieve it.
9. Click on the floppy disk to save the allocation line.
10. Click at the bottom right of the window to save the analytic distribution and close the window.
The allocation is done; the entry appears now in black. The register line is {Draft}.
Title of field
Entry protocol: analytic distribution wizard
Total amount
The total amount of the expense to be allocated
Entry Mode
If the expense needs to be distributed across multiple destinations, cost centers or funding pools, the user can split by Percentage or Amount
Clicking switches between entry mode Percentage or Amount
DESTINATION
The destination will be a default option based on the account code in the register entry but it can be changed.
EXP: expenses for expatriates, i.e. 61xxx expense codes
NAT: expenses for national staff, i.e. 62xxx expense codes
SUP: expenses in support of the project activities, e.g. office supplies
OPS: expenses directly related to operations (project activities)
COST CENTER
Cost center tree
FUNDING POOL
Donor tree. If there are no donors in the project, expenses are allocated to “PF” (MSF Private Funds)
PERCENTAGE/ AMOUNT
If the expense is distributed across multiple destinations, cost centers or funding pools, this indicates the allocation amounts
FREE1
Potential additional analytic dimension
FREE2
Potential additional analytic dimension
Direct entry created in Draft in a cash register. No acccounting moves.
To go further, temp-posting a direct entry would create in the liquidity journal the below entries:
Expense to Cash
Temp Direct entry in the cash register
Expense to cash in the Liquidity journal
Hard-posting a direct entry would create in the purchase journal the below entries:
Payable to Payable
Hard direct entry in the cash register
Corresponding journal entries booked in the purchase journal
Internal transfer within the same instance
Overview:
A- Internal Transfer Definition
B- Old Behaviour For Internal Transfer Between Unifield Instances
C- New Behaviour For Internal Transfer Within One Unifield Instance
1- Automatic Counterpart Booking
2- Automatic Reconciliation
3- When Automatic Reconciliation Does Not Work
D- Consequences Of The Changes
4- Before Booking An Internal Transfer
5- Modification After Temp Posting Initial Entry
6- Manual Reconciliation
7- How To Book An Entry Without Counterpart
Internal transfer is the process of transferring liquidity (money) from one liquidity journal/register to another, within a Country Program. There are two types of internal transfers:
A- Internal Transfer Definition
Account code 21600 – Internal Transfer Same Currency. Sending and receiving journal/register currency is the same.
Account code 21610 – Internal Transfer Currency Exchange. Sending and receiving journal/register currencies are different.
Transfers could occur within one UniField instance (e.g. safe to cash box), or between two UniField instances (e.g. coordination bank to project bank).
Exclusion: Cash/bank transfers from/to HQ or from/to intermission/intersection are not considered as internal transfer. They have not been changed.
B- Old behaviour for internal transfer between UniField instances
Internal Transfers (same currency or with currency exchange) are register entries booked manually. One transfer consists of two entries: one in the origin (sending) register and another in the destination (receiving) register. Reference to user manual: LUFI-30401 Internal Transfers
Entries: two entries are booked manually.
Description and reference should be the same. It is manually filled and maintained outside of UF
Third Party: At the sending side the “Third Party” is the journal receiving cash. At the recipient side the “Third Party” is the journal sending cash.
Amount: On the sending side, the amount is OUT. In the receiving side, the amount in IN.
Reconciliation is manual.
Above described behaviour is still applicable for internal transfers between two UniField instances: e.g. Coordination sending cash to project, or between two project instances.
Regarding internal transfers within one instance (proprietary instance of the journals/registers involved is the same), see below.
C- New behaviour for internal transfers within one UniField instance
This change meant to ease the booking of internal transfers, one of most frequent register entries, via automatic booking of second transfer entry and auto reconcile. There are still two register entries per transfer.
1- Automatic counterpart booking
When internal transfers occur within one instance (proprietary instance of the journals/registers involved is the same), e.g. Bank withdrawal to safe or transfer from Safe to Petty Cash, the following change is applicable.
Note that transfer between a project office and a sub-location of the project office which is using the same UniField instance is also considered as “within one UniField instance”.
After UF30 release, when an internal transfer entry is “temp” or directly “hard” posted in the register, UniField creates automatically the counterpart booking in the Third-Party register.
E.g. The cashier books the transfer IN #584 received from the Safe CA001 in the CA002 – Petty cash register.
When this entry is temp posted (or directly hard posted), UF creates automatically in CA001 the following counterpart entry in draft:
UF takes from initial booking all information to populate the fields of the counterpart booking:
Document and posting dates from initial entry.
Description and reference from the initial entry.
Third- party is the sending register of the initial entry.
Amount is in opposite field. If the initial entry is OUT, the counterpart is IN. It is possible that the transfer IN is booked as initial entry and temp posted. UniField will create the counterpart OUT.
The entry is in draft status. It could be edited (all fields), it could be deleted.
2- Automatic reconciliation
Internal transfer entries having a counterpart are marked with a link next to third-party field. Click on the link to see the counterpart booking. This link is visible on register screen and journal item screen and also synched to Coordination.
When both entries are hard posted, UF reconcile automatically them (at the time of hard-posting the last one). This reconciliation could be undone. It is not possible to manually reconcile (at project or Coor) a transfer entry with a link (= having a counterpart booking).
In case one of the two entries is deleted, the link is broken and the remaining entry could be manually reconciled.
3- When automatic reconciliation does not work
When the booking amounts do not match in internal transfer same currency, the hard-posting process of the second entry will display error message mentioning the “description- Reference” of the entry. UniField proposes two options
“NO”= The entry will not be not hard-posted. The user could then edit the amount and later hard post. This check is a final review of amount before posting. Use this when the change of amount from initial entry (e.g. due to typo) was not reflected in counterpart.
“YES”= The entry will be hard posted. There is no auto reconciliation (no partial). The link is broken. Both entries could be manually reconciled with other entries without counterpart. Use this if a transfer OUT is received in 2 or more smaller IN (e.g. The local transfer provider did not have enough cash).
This check applies only on internal transfer same currency. For currency exchange, the reconciliation always goes.
D- Consequences of the changes
4- Before booking an internal transfer
Always refresh the register before booking new internal transfer manually. Good coordination within the team helps also to know who is usually/always booking the initial entry. The following scenarios are for inspiration. Each Country Program /Office could define what is more suitable. E.g.:
Cashier/FinAssist is in charge of booking the transfer received in Petty Cash from Safe. FinCo/Admin will have draft counterparts ready to post.
Cheque entries are booked first, as the cheque needs to be issued for cash withdrawal using cheque. Counterpart in safe will be in draft.
5- Modification after temp posting initial entry
Both initial and counterpart entries could be edited and deleted. UniField does not send update to the other entry. Any modification applied both sides after temp posting the initial entry should be communicated to the other register owner and applied on the other entry.
Major modifications: If the modification is on Third-Party or account code, it is better to delete both initial and counterpart and start from new. To do so, click on the link to access the counterpart entry and delete it with the red x before deleting the initial entry. Then book the correct entry.
Modification on Third-Party or account code meant that the counterpart register is not correct. As consequence, the counterpart entry created could not be used as it is not possible to move it to other register.
Tips: Review those fields before “temp” posting an initial transfer entry – especially the third party (frequent mistake).
Minor Modifications: If the modifications are on dates, description, reference, amount, both entries could just be edited. Those modifications need to be communicated to the owner of the counterpart register and applied on the counterpart entry. It is possible to click on the link and access the counterpart entry in order to check if the modifications have been applied.
If one of the entries is deleted, the link is broken, and the remaining entry could be reconciled with other entries without counterpart.
6- Manual reconciliation
After hard posting of all register entries, all transfers with counterpart will be automatically reconciled. The list of transfers non-reconciled should be reviewed among other manually reconcilable entries as per procedures. Those transfers are:
To/from other instances
Within the same instance but the counterpart has been deleted.
7- How to book an entry without counterpart
If a correction transfer without counterpart is needed (e.g. To replace a counterpart which has been deleted), book a transfer entry in the appropriate register. Then using the link , delete the counterpart immediately after temp post. The link is broken. The entry is reconcilable with other entries without counterpart.
Some examples:
Internal transfer the same currency
When booking transaction as internal transfer with the same currency the counterpart transaction will create automatically based on 3rd party “Journal” that used in the transaction based on below specifications:
Booked transaction must be temp posted to create counterpart transaction.
Once the internal transfer temp posted it will create link named as “Linked to a counterpart line” between columns “Account” and “THIRD PARTIES” as below:
By click on the link it will open popup “Search: Register Lines” show the draft counterpart entry with popup:
In our example the counterpart with CKA2USD, so check in CKA2USD, the draft entry is available as draft:
We need to consider the following:
If original entry created with wrong “Document date” the correction should be done manually at both sides.
In case 3rd party of journal that used is wrong so is possible to click on the link of the original entry and delete through X, click on Save, when checking the counterpart entry is deleted.
Internal Transfer with Currency Exchange
When booking transaction as internal transfer with currency exchange the counterpart transaction will create automatically based on 3rd party “Journal” that used in the transaction based on below specifications:
Booked transaction must be temp posted to create counterpart transaction.
Once the internal transfer temp posted it will create link named as “Linked to a counterpart line” between columns “Account” and “THIRD PARTIES”
By click on the link it will open popup “Search: Register Lines” show the draft counterpart entry with popup showing amount booked in the equivalent amount:
The same like transfer with the same currency consider the following:
If original entry created with wrong “Document date” the correction should be done manually at both sides.
In case 3rd party of journal that used is wrong so is possible to click on the link of the original entry and delete through X, click on Save, when checking the counterpart entry is deleted.
For both “Internal transfer with the same currency” and “Internal transfer with exchange” if the account changed is going automatically to change 3rd party of journal, so for the counterpart entry it should be deleted through X:
Bank Registers are used to import all cheque register payments from the cheque register and to record bank payments which do not involve cheques. For example transfers or bank fees entries can be manually added directly into the bank register.
Two (2) tabs are located in the middle of the Bank Register the form. They are called the {Transaction} and the {Responsible}. The {Responsible} tab reflects the list of authorized users to access the register. The {Transaction} tab is used to record entries in this register.
Many screens in the bank register are similar to the cash and cheque register. However, some information is specific to the bank register.
Header fields of Register form
Title of field
Entry protocol
Source for Information
Register Name
System default
Journal from which it was created
Proprietary Instance
System default
UniField instance or database
Journal
System default
Journal from which it was created
Period
System default
Defaults to current period; can be changed in Draft but fixed after register is opened
Currency
System default
Currency for which the journal was created
Starting Balance
Manual entry only on first creation; system default thereafter
Bank closing balance from previous period
Bank statement balance
Manual entry
Balance from bank statement at the end of the month; entered as part of bank reconciliation and month end closure
Calculated balance
System generated
Starting balance – sum of bank entries
Gap
System generated
Bank register balance – Calculated balance
Button
Description
Automatically retrieves unreconciled cheques
This wizard shows all open advances given to employees. The advances can be directly returned through selecting the correct entry through this list.
This wizard shows a list of all payables that can be imported in registers (payables that are of same currency than the register). The payables can be imported into the register individually or by group (same third party).
Finally the lower half of the form shows the following fields:
Title of field
Entry protocol
Opening Date
Automatic input. System default to the date the register was opened
Closed On
Automatic input. System default to the date the register was closed
State
System generated; Draft, Open or Closed
System recalculate all balances
WARNING! This button {Close Register} should only be used when closing the register at the end of the period. It does not delete the register. Once closed, only a user with an Administrator profile can re-open the register and the related cash count.
BANK REGISTER REPORTS
The Reports menu on the right side bar contains reports that can be run in Bank Registers:
For further information on bank register reports, see UniFieldChapter 5 – Searching, Correcting and Closing
Each bank register with a physical cheque book should have a corresponding cheque register. The cheque register is used to distinguish the moment when a cheque is issued from the moment a cheque is cashed in and the money is removed / received from/to your bank account. In the system, a cheque register is tied to a bank register at time of creation.
Two (2) tabs are located on the middle of Cheque Register the form. They are called the {Transaction} and the {Responsible}. The {Responsible} tab reflects the list of authorized users to access the register. The {Transaction} tab is used to record entries in this register.
When a cheque entry is created, the cheque number of the physical cheques must be recorded otherwise it cannot be saved.
Additionally, the system performs a check on the cheque number to make sure it is not duplicated.
The user is trying to record a cheque payment using a cheque number already input. This is the warning message displayed.
When you receive the bank statement to confirm the cheque has been cashed, you import the cheque entry into the bank register. See LUFI-30206 Cheque entries imported into a bank register.
Header fields of Register form
Many screens in the cheque register are similar to the cash and bank register. However, some information is specific to the cheque register.
Once a cheque has been imported into the bank register, it is reconciled – in other words, it is matched with the bank register entry. A cheque being reconciled is another way of saying it has been cashed/paid from the bank account. The cheque screen allows you to view all cheques. A quicker way to identify which cheques were not reconciled is to use the field “Display Type” and select “Outstanding cheques only”. This will display cheques which were not imported AND imported cheques not hard posted yet.
Changing display in Cheque Register
Fields on lower half of Register form
Title of field
Entry protocol
State
System generated; Draft, Open or Closed
WARNING! This button {Close Register} should only be used when closing the register at the end of the period. It does not delete the register. Once closed, only a user with an Administrator profile can re-open the register and the related cash count.
CHEQUE REGISTER REPORTS
The Reports menu on the right side bar contains reports that can be run in Cheque Registers.
For further information on these reports, see UniField Chapter5 –Searching, Correcting and Closing
Now that you understand the concept of a register, let’s take a look at the various fields and buttons of the cash register form. In the {Cash Registers} search view, click on the pencil of the register to open the form. The header fields are displayed as follows:Header fields of a {cash register} form
Title of field
Entry protocol: cash register form
Source for Information
Register Name
System default
Journal from which it was created
Proprietary Instance
System default
UniField instance or database
Journal
System default
Journal from which it was created
Responsible
System default
User who has created the journal
Period
System default
Current month in which the journal was created
Currency
System default
Currency for which the journal was created
Button
Description
Automatically retrieves Draft or Temp-Posted Entries in a separate window to be Hard-posted
Opens a window to retrieve and import invoices (in the register’s currency) created by Supply or Finance, then automatically creates a payment in the register booked to payables/receivables and cash account
Automatically retrieves Draft Entries in a separate window to be Temp-posted
Opens a window to create a Direct Invoice for immediate payment and booking of multiple items to multiple expense codes. Direct invoices are not generated by Supply. One register entry is booked to payables/receivables and cash/expense accounts
Opens a window to list operational advances taken by the staff
Please note all of these topics will be covered in more detail in the specific sections related to their usage.
Three (3) tabs are located on the middle of the form. They are called the {Cash transactions}, the {CashBox} and the {Responsible}.
In the cash transactions, you will record manually or by importing register lines reflecting Cash In and Cash Out.
{Cash Transactions} tab
In the {CashBox} tab you will periodically carry out cash counts to confirm the cash balance in UniField is the same as the balance of your physical cash box.
{CashBox} tab
The {Responsible} tab reflects the list of authorized users to access the register.
{Responsible} tab
Finally, the lower half of the form shows the following fields:
Fields on lower half of a {cash register} form
Title of field
Entry protocol: cash register form
Opening Date
Automatic input. System default to the date the register was opened
Closed On
Automatic input. System default to the date the register was closed
Opening Balance
Automatic input. Zero if it is a new register created from a journal or the closing balance of the previous period
Cash Transaction
Automatic input. The sum of the amounts in and out for all register transactions during the period
Calculated Balance
Automatic input. Opening balance + sum of cash transactions
Unrecorded Advances
Manual input. For some sections not recording advances in UniField and tracked on a separate spreadsheet, the total amount of outstanding advances is manually entered here when performing cashbox inventory.
Unrecorded expenses
Manual input. The total amount of unrecorded entries is manually entered here when performing cashbox inventory
Theoretical Balance
Automatic input. Calculated Balance – sum of unrecorded advances and expenses
CashBox Balance
Automatic input. The physical cash balance in your cash box reported in the cashbox tab when closing the cashbox
UniField manages 3 types of register entry statuses:
Draft entries : When created, direct register entries are recorded as Draft. They are created in the register only, are not posted, and do not exist in the journals. They are editable and can be deleted; they don’t have a sequence number yet.
Only in draft entries you have the option to do mass delete of draft entries as below: • In the register go to the right menu list, under “Actions” click on “Register lines”
• In the “Search view” toggle on “Draft” button, select all draft lines and click the “Delete” button, all lines will be deleted.
Temp-posted entries : Entries are created in the register and assigned a sequence number. They are reflected in the corresponding journals and the accounts balances with their counterpart accounts (double-entry bookkeeping). They are editable and can be deleted. Temp posting means that an authorised user is validating an accounting entry. The user can do it individually or by grouping several entries.
Hard-posted entries : Entries are created in the register. They are reflected in the corresponding journal and the account balances with their counterpart accounts (double-entry bookkeeping). They are not editable (except through accounting corrections performed by an authorized user). The user can change the status of an entry to {Hard} individually or by grouping several entries together.
The below table summarizes the impact of register entries statuses on the creation of accounting lines in a journal and the possibility to edit them.
Register lines state
Journal entries state
Modification allowed?
Draft
None
Yes (in register)
Temp-posted
Valid / Unposted
Yes (in register)
Hard-posted
Valid / Posted
No, only via the correction system process. See chapter 5
Correspondence between register entries status and journal entries status
Draft entries always shown in the top of the statement lines as below:
Registers are used to encode all accounting entries linked to cash movements. These entries are called Register lines. Registers should be used any time a cash movement occurs.
Any time a register line is made on an expense or income account, the analytical distribution needs to be determined. This is performed by means of the analytical wizard button , located at the register line level.
The following transactions can be performed through the registers:
Direct expenses
Direct Invoices, using the {Direct invoice} button
Guarantees or deposits
Down payments to a supplier, linking a PO to an advance
Internal Transfers
Supplier Invoice, tax and Payroll Payments, using the {Pending payments} button
Cash and bank reconciliations
Operational Advances, using the {List of open advances} or {Advance return} button
Cash, bank and cheque registers need to be reconciled at the end of each period. At the end of each month the user needs to close their register(s) and create new registers for the following month. All existing cash and bank registers created for the new period are populated with an opening balance automatically set to the previous periods’ closing balance.
Users have the ability to work on several periods at the same time as the following period’s register opening is not linked to previous period’s register closing. This means, a new register can be opened before the previous one is closed BUT a new register can’t be closed before the previous period’s register is closed. Also, a new register can’t be opened if the previous one is still in {Draft}.
The liquidity journal associated with the register remains open at all times.
Finally, a register Search view will display a list of registers as shown below. You will be able to use a set of filters to easily retrieve the register in which you want to record your entries.
LUFI-30207 Supplier Invoice Payment: Step Five in the Purchase Process
LU Introduction
A supplier invoice can be paid from the cash, bank or cheque registers via the {Pending Payments} function. In order to make the payment, the supplier invoice must be imported into the appropriate register. Importing the payment into the register automatically creates a temp posted register entry. In the liquidity journal, the payable account is debited to cancel the debt and the liquidity account (cash, cheque or bank depending on type of payment) is credited to recognize the money out.
Note that a supplier invoice can be paid before the invoice posting date provided the payment is done in the same (monthly) period or in a later period.
How to Import a Supplier Invoice into a Register
In the below example the payment is done in a cash register.
Go to: Accounting / Registers
Open the relevant register to import the invoice
Click on the Button {Pending Payments}
Pending Payments invoice on a register form
An {Import invoice} window display
3. Click on {Add} and select the relevant invoice.
Add button to select an invoice
Search Account Entry Lines window opens to select the invoice to import in the register
4. Remember the PO/Supplier invoice process we saw before. Here, we will import only the supplier invoice booked on the Trade Payables account. The VAT will be paid later on.
5. Add a Payment posting date and click on {Single import} because in this illustration we only have to import one invoice from one supplier.
Invoice imported in the Import Entries window
6. The invoice moved down to the bottom half of the {Import Invoice} window. Changes can be made here as well. However, the document date must be changed on the top screen. If making a payment through the cheque register, the cheque number will need to be entered. Once verified, click {Ok}. The window closes.
An entry is created in the register and booked to {30020 – Trade Payables} to pay the amount owed to the Supplier. The description defaults to {Imported Invoice}. The reference is automatically retrieved from the reference of the supplier invoice. There is no automatic reconciliation on the A/P account until the register line is hard posted.
Payment entry displayed in the register in Temp state
7. The link will take you to the supplier invoice; if user clicks on this line, the Supplier Invoice list view will display.
Invoice Lines displays when the link is clicked in Register. Click on line to open Supplier Invoice.
As soon as the supplier invoice is imported, the register line is Temp posted and the entries created in the liquidity journal items are:
Credit to 10100 Cash on Hand (the invoice was imported into a cash register) to reduce the cash balance by the amount of the invoice.
Debit to 30020 Trade Payables to reconcile the outstanding A/P entry created when the supplier invoice was validated
Once the register entry is hard posted, the payable entries are reconciled (M1-8). The supplier invoice status changes to {Paid}.
The entry corresponding to the imported invoice was hard posted.The entry state is Hard.
Created Journal Items of the paid supplier invoice when the register line became hard posted.
Supplier Invoice becomes paid when its corresponding register entry is hard-posted
In case you want to import several invoices from the same supplier in one entry, you can use the {Import Group by partner} function.
Selection of 2 invoices to pay to a same supplier before importing in a register
Invoices references are displayed in the Ref. field
Register line reflecting the import of 2 supplier invoices.
In case there are more than 3 invoices embedded in the payment, all references may not be fully displayed in the payment reference field as the system will cut off the text string to bypass display issues. But the payment will be processed for all selected invoices.
In chapter 02 – Configurations, we have seen how a VAT code was set in UniField.
Once a VAT code is set, you can :
Associate a VAT to a product in the product form (LUFI-20902). We explained it in Chapter 2 – Configuration.
Associate automatically a VAT to a whole invoice.
Now we will see how to compute a VAT code on a Supplier Invoice when the code was associated to a product.
How to Apply a VAT Code to a Supplier Invoice When the VAT Is Associated to a Product
Go to: Accounting/Suppliers/Suppliers Invoices
Select to open a new invoice form.
Complete the mandatory blue fields and allocate the invoice lines to analytic accounts. Make sure the product you chose is associated to a tax code.
Select {Compute Taxes} to calculate the VAT applied to this invoice.
Compute Taxes button for automatic calculation of the VAT applied to this invoice
The tax displays automatically.
The tax is calculated automatically. Amount excluding and including VAT are split.
4. Now suppose you want to validate the supplier invoice. Select the {Validate} button.
In the Purchase journal, entries are booked as follow:
Posted journal entries when an invoice to which a VAT is applied is validated
Box 1: On the Debit side:
– Expense accounts, 61150 corresponding to the invoice lines
– VAT Recoverable account, 12020
Box 2: On the Credit side:
Trade Payables account, 30020 corresponding to the outstanding debt towards the supplier (including VAT)
Advice: Supply or Finance can write down the UniField invoice number on the hardcopy invoice provided by the Supplier to make cross-referencing easier.
How to Apply a VAT Code to a Whole Invoice
It is possible to assign a VAT code directly to a whole invoice if you choose not to link a product to a VAT code. In this case, the VAT code has to be “excluded from price” type meaning that the VAT amount is always fully applied on top of the invoice line amounts.
Go to: Accounting/Suppliers/Suppliers Invoices
Select to open a new invoice form.
Complete the mandatory blue fields and allocate the invoice lines to analytic accounts.
Select to populate the invoice amount.
Go to the Taxes section and select to link the invoice to a tax code
{New} button to insert a tax code applicable to the supplier invoice
5. In the {Tax} field, select a tax code set in the system using the magnifying glass
TAX code selection and automatic input of TAX DESCRIPTION, ACCOUNT and AMOUNT field
The {Tax Description}, {Tax Account} and {Amount} fields are populated automatically
6. Save
7. Save the form
8. Press
9. Finally, you can manually input a tax code in the Tax section:
From step 4, in the {Tax Description} field, input a description
In the {Tax Account} field, select the account Tax recoverable
In the {Amount} field, insert the VAT amount calculated manually, usually based on the untaxed amount
Manual input and calculation of the VAT
Save
Press
Save
the form
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Bank register and {Direct Invoice} button
The invoice is draft and has a reference (number)
Hard posted direct invoice entry
Posted Journal entries when a Direct Invoice register line is hard-posted. The A/P account is reconciled.
to change the {Document Date} and/or the {Posting Date} to the actual date when the cheque was cashed in.
Register line reflecting the imported cheque
to open the register form.
Cash Register Statement Line Creation
Cheque number input, mandatory field
to open up the {Search Chart of Accounts} wizard. The accounts will appear in numerical order. To select only expense accounts type 6 into the filter as showed below.
{Search Partners} wizard
or pressing the enter button.
button will appear and the entry will be in red. A red entry is an indication that the analytic distribution has not been assigned or has not been assigned properly.
button to open the {Analytic distribution} wizard.
{Analytic distribution} wizard
to retrieve it.
to save the allocation line.
Direct entry created in Draft in a cash register. No acccounting moves.
Temp Direct entry in the cash register
Expense to cash in the Liquidity journal
Hard direct entry in the cash register
Corresponding journal entries booked in the purchase journal
of the register to open the form. The header fields are displayed as follows:
{CashBox} tab
{Responsible} tab
Fields on lower half of a {cash register} form
CASH REGISTER REPORTS
: When created, direct register entries are recorded as Draft. They are created in the register only, are not posted, and do not exist in the journals. They are editable and can be deleted; they don’t have a sequence number yet.
: Entries are created in the register and assigned a sequence number. They are reflected in the corresponding journals and the accounts balances with their counterpart accounts (double-entry bookkeeping). They are editable and can be deleted. Temp posting means that an authorised user is validating an accounting entry. The user can do it individually or by grouping several entries.
: Entries are created in the register. They are reflected in the corresponding journal and the account balances with their counterpart accounts (double-entry bookkeeping). They are not editable (except through accounting corrections performed by an authorized user). The user can change the status of an entry to {Hard} individually or by grouping several entries together.
, located at the register line level.
Pending Payments invoice on a register form
Add button to select an invoice
Search Account Entry Lines window opens to select the invoice to import in the register
The entry corresponding to the imported invoice was hard posted.The entry state is Hard.
Register line reflecting the import of 2 supplier invoices.
to open a new invoice form.
Compute Taxes button for automatic calculation of the VAT applied to this invoice
The tax is calculated automatically. Amount excluding and including VAT are split.
to open a new invoice form.
to populate the invoice amount.
to link the invoice to a tax code
TAX code selection and automatic input of TAX DESCRIPTION, ACCOUNT and AMOUNT field
the form 
Manual input and calculation of the VAT
