Sapnote 0000546365 Cash Journal

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SAP Note 546365 - FAQ: Cash journal

Note Language: English Version: 5 Validity: Valid Since 21.06.2006

Summary

SymptomThis note deals with frequently asked questions (FAQ) about the cashjournal.

Other termsFAQ, Q+A, FBCJ

Reason and Prerequisites

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Answer: The opening balance of the display period is determined frombalance table TCJ_BALANCE or the total of the individual items (if nosuitable total entry exists in the table).To determine the closing balance, the total of the receipts (cash andcheck) is added to this opening balance and the total of the expendituresis subtracted.See Note 377853 for details on determining the balance

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

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

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

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

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

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

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

Answer: There are three options for influencing a field:

1. Screen variants

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

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

2. Symbol for the table control

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By using the yellow striped symbol in the upper right of the inputarea of the business transactions in the table control you can hideindividual columns for all users or change the sequence of the columnsuser-specifically.

3. Field status

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

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

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

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

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

Answer: There are two print programs for the FI cash journal: RFCASH00 andRFCASH20.Report RFCASH00 selects the FI documents from the general ledger generatedfrom the cash journal documents. Therefore, it is only possible to displayposted documents of the cash journal in the print report. The advantage ofthis is that you can use this report to compare the postings in the cashjournal visually with the resulting postings in the respective generalledger in FI. The disadvantage of this report is that it does not displaythe documents saved in the cash journal.Report RFCASH00 was developed for a time at which the cash journaltransaction FBCJ was still unavailable to enable you to run reports usingcash payments. In the meantime, transaction FBCJ was made available forentering cash payments, including the balance display. In addition, you canuse report RFCASH20 to create a journal.For this reason, SAP no longer supports report RFCASH00. You can usetransaction FBCJ and report RFCASH20 to display cash payments.Report RFCASH20 selects the documents from the local cash journal tables.As a result, the print report also displays the documents saved in the cashjournal. However, the disadvantage of this report is that no visualcomparison can be carried out with the generated documents in the generalledger.

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

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

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

Answer: In Note 532888 there is an overview of the functions that have notbeen included in the cash journal.

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

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

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

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

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

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

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

Answer: The traffic lights in the document status have the followingmeaning:

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

@09@ The entry has been saved in the cash journal. Follow-on documents havenot yet been generated.

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

@02@ The entry belongs to a reversal transaction:

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If the gross amount of this entry is positive, it is a reversed document.If the gross amount of this entry is negative, it is a reversal document.

The check status symbols have the following meaning:

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

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

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

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

Answer: In the cash journal two types of reversal are possible (see SAPNote 309208):In the case of a reversal the system first checks whether an automaticreversal is possible via the accounting interface. Here, only a referenceto the original document in FI is transferred to the interface. If this ispossible, the original document and the reversal document are automaticallycleared in FI.Otherwise, the program of the cash journal does not transfer a referencebut a complete newly created reversal document to the interface. For thisreversal document in FI no automatic clearing is possible. This behavior isthe same as for other applications that carry out postings via theinterface.An FI reversal document that was created from within the cash journal canbe recognized by the document number of the reversed cash journal in thetext field. Via the reversed cash journal document you can determine therespective FI document.

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

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

Header Data

Release Status: Released for CustomerReleased on: 21.06.2006 08:10:03Master Language: GermanPriority: Recommendations/additional infoCategory: FAQPrimary Component: FI-BL-PT-CJ Cash Journal

Valid Releases

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Software Component Release FromRelease

ToRelease

andSubsequent

SAP_APPL 46 46B 46B

SAP_APPL 46C 46C 46C

SAP_APPL 470 470 470

SAP_APPL 500 500 500

SAP_APPL 600 600 600

SAP_APPL 602 602 602

SAP_APPL 603 603 603

SAP_APPL 604 604 604

Related Notes

Number Short Text

616804 FBCJ: BAPI for saving cash journal documents

532888 FBCJ: Functions in cash journal

519401 FBCJ: Saved documents in closed posting period

502096 Authorization for users not generated in cash journal

430397 FBCJ: Message F5A 055 or 212 although closing balance large

377853 FBCJ: Opening and closing balance

Documents

Sapnote 0000546365 Cash Journal