Cash documents and reports

According to Ukrainian legislation, all cash transactions in the enterprise must be documented using the following documents:

• Ingoing Cash Order (ICO)
• Outgoing Cash Order (OCO)
• Cash book
• Journal of registration of ingoing and outgoing cash documents.

This article describes detailed steps for creating these documents.

Checking the necessary settings

Before creating Ingoing and Outgoing cash orders, you need to check certain settings. Specifically:

• On the General Journal Templates page, verify the settings of corresponding templates and sections for Ingoing Cash Order and Outgoing cash orders. For the template, set the value Ingoing Cash Orders for RCO under the Type field, and Outgoing Cash Orders for ECO. For the template section, set the value Bank Account under the Balance Account Type field, and enter the corresponding account number in the Bal. Account No field.
• On the **Cash Accounts ** page, a Cash account card and its settings should be created, including assigned Bank Acc. Posting Group, Debit Cash Order No. Series, Credit Cash Order No. Series, and configuration in the Check Сash Orders Numbering field.

Ingoing Cash Order

Ingoing Cash Order (ICO) — is a standard primary document used to register cash receipts at the cash desk of an enterprise.

Before creating a cash receipt note, make sure some settings are in place, namely:

• on the General Journal Templates page, check the settings for the corresponding template and the template section for cash receipt notes. The required value of the Type field in a template is Ingoing Cash Order; for the template batch in the Bal. Account Type field, the value should be Bank Account; the Bal. Account No. field must be filled out with a corresponding account number.
• on the Cash Accounts page, there must be Cash Accounts and their settings, namely assigned Posting Group, Debit Cash Order Nos., Credit Cash Order Nos., and settings must be defined in the Check Cash Orders Numbering field.

To create an Ingoing Cash Order, do the following:

1. Choose the icon, enter Ingoing Cash Order List, and then choose the related link.

2. On the list page, make sure that a required journal batch is specified in the Journal Batch Name field.

3. Select Create to create a new cash order.

   Note
   If you need to open a created non-posted cash order, click New => Ingoing Cash Order.

4. Fill out all required fields of an Ingoing Cash Order.

Field	Description
Posting date	Specify the posting date of ICO
Document Type	Is determined automatically by the system. Depending on the amount symbol in the Amount field and account type, the document type can be Payment or Refund
Document No.	Will be filled out automatically after printing the document in line with the number series configured on the Cash Account card
Account Type	Specifies account type for creating an operation
Account Code	Specifies an account number in line with the value of the Account Type field
Posting Group	Specifies a posting group of a selected account type. The field will be filled out automatically if a posting group is assigned to a selected account type
Amount	Specifies amount of the document
Cash Order Type	Specifies type of the document
Advance Payment	Specifies if the payment is a prepayment
Debit Account	Is filled out automatically in line with the Cash Account posting group
Credit Account	Is filled out automatically, in line with the posting group of a selected account type
Cash Entry Type	Is filled out automatically in line with the type of cash operation
Reason	This field specifies the reason for cash receipt. The field value is reflected in the printed form, Reason line
Agreement No.	Specifies the number of agreement under which the operation is carried out. The field will be filled automatically with the number of the active agreement or the default agreement.
Currency Code	Specifies the currency code of the document
From to	Is filled out automatically when selecting a value of the Account No. field
Supplement	This field specifies additional information on the ICO. The field value is reflected in the printed form, Supplement line
Including	This field specifies additional information on the ICO. The field value is reflected in the printed form, Including line
Check Printed	The attribute will be enabled after the document is printed. If the attribute is enabled, the document can’t be edited
Bank Payment Type	Specifies the payment type code used for the operation in the journal line
Reason Code	Specifies the code of the reason, supporting source code, that enables to track the operation
Applies-to Doc. Type	Specifies the type of the document the ICO will be applied to
Applies-to Doc. No.	Specifies the number of the document the ICO will be applied to
Shortcut Dimension 1 Code	Specifies the value of the Global Dimension 1
Shortcut Dimension 2 Code	Specifies the value of the Global Dimension 2

5. To apply ICO to customer or vendor entries or documents, you can click Apply Payments > Apply Entries or Apply Prepayments. In the application window, set Applies-to ID to one or more entries (documents). The system will automatically post the setted application while posting ICO.
6. To print a document and, accordingly, assign a number to it in the Document No. field, click Print. It is possible to view the ICO printed form without assigning a number to it. To do this, in the window for printing a cash note, enable the Print test option.
7. To be able to edit the printed non-posted Ingoing Cash Order, select Void check print. The Document No field will be cleared and the Check printed = No attribute will be set.
8. After the cash receipt note has been printed, it can be posted. To do this, select Post*. The posted ICO will be moved to the Posted Ingoing Cash Order List page.

Outgoing Cash Order

Outgoing Cash Order (OCO) — is a standard primary document used to register cash issue from the cash desk of an enterprise.

Before creating an Outgoing Cash Order, make sure some settings are in place, namely:

• on the General Journal Templates page, check the settings for the corresponding template and the template section for cash receipt notes. The required value of the Type field in a template is Outgoing Cash Order; for the template batch in the Bal. Account Type field, the value should be Bank Account; the Bal. Account No. field must be filled out with a corresponding account number.
• on the Cash Accounts page, there must be Cash Accounts and their settings, namely assigned Posting Group, Debit Cash Order Nos., Credit Cash Order Nos., and settings must be defined in the Check Cash Orders Numbering field.

To create an Outgoing Cash Order, do the following:

1. Choose the icon, enter Outgoing Cash Order List, and then choose the related link.

2. On the list page, make sure that a required journal batch is specified in the Journal Batch Name field.

3. Select Create to create a new cash order.

   Note
   If you need to open a created non-posted cash order, click New => Outgoing Cash Order.

4. Fill out all required fields of an Outgoing Cash Order.

Field	Description
Posting date	Specify the posting date of OCO
Document Type	Is determined automatically by the system. Depending on the amount symbol in the Amount field and account type, the document type can be Payment or Refund
Document No.	Will be filled out automatically after printing the document in line with the number series configured on the Cash Account card
Account Type	Specifies account type for creating an operation
Account Code	Specifies an account number in line with the value of the Account Type field
Posting Group	Specifies a posting group of a selected account type. The field will be filled out automatically if a posting group is assigned to a selected account type
Currency Code	Specifies the currency code of the document
Amount	Specifies amount of the document
Bank Payment Type	Specifies the payment type code used for the operation in the journal line
Cash Order Type	Specifies type of the document
Advance Payment	Specifies if the payment is a prepayment
Check Printed	The attribute will be enabled after the document is printed. If the attribute is enabled, the document can’t be edited
Debit Account	Is filled out automatically in line with the Cash Account posting group
Credit Account	Is filled out automatically, in line with the posting group of a selected account type
Reason Code	Specifies the code of the reason, supporting source code, that enables to track the operation
Agreement No.	Specifies the number of agreement under which the operation is carried out. The field will be filled automatically with the number of the active agreement or the default agreement.
Applies-to Doc. Type	Specifies the type of the document the OCO will be applied to
Applies-to Doc. No.	Specifies the number of the document the OCO will be applied to
Shortcut Dimension 1 Code	Specifies the value of the Global Dimension 1
Shortcut Dimension 2 Code	Specifies the value of the Global Dimension 2
Cash Entry Type	Is filled out automatically in line with the type of cash operation
Give to	Is filled out automatically when selecting a value in the Account Code field
Reason	This field specifies the reason for cash receipt. The field value is reflected in the printed form, Reason line
Supplement	This field specifies additional information on the OCO. The field value is reflected in the printed form, Supplement line
Per	This field specifies additional information on the OCO, for example an identification document based on which cash is issued to a person. The field value is reflected in the printed form, Per line.

5. To apply OCO to customer or vendor entries or documents, you can click Apply Payments > Apply Entries or Apply Prepayments. In the application window, set Applies-to ID to one or more entries (documents). The system will automatically post the setted application while posting OCO.
6. To print a document and, accordingly, assign a number to it in the Document No. field, click Print. It is possible to view the OCO printed form without assigning a number to it. To do this, in the window for printing a cash note, enable the Print test option.
7. To be able to edit the printed non-posted Outgoing Cash Order, select Void check print. The Document No field will be cleared and the Check printed = No attribute will be set.
8. After the cash receipt note has been printed, it can be posted. To do this, select Post*. The posted OCO will be moved to the Posted Ingoing Cash Order List page.

Cash Book

The Cash Book is a document of the standard CO-4 form that displays all cash transactions in the company's cash register. Entries in the cash book are made based on accounted Incoming and Outgoing Cash Orders. In the system, the Cash Book is represented as a report query form, and the result is the output for printing the standard CO-4 form.

To run the CO-4 report, follow these steps:

1. Click the button, which opens the Search function, and enter KO-4 to go to the corresponding link.
2. In the report query window, set the following parameters:

Field	Description
Start Date	Specify the start date from which the cash book will be generated.
End Date	Specify the end date until which the cash book will be generated.
Report Type	Select the type of cash book sheet to be output for printing.
Accountant	Enter the employee code, last name, and initials to be displayed in the Accountant line of the printed report form.
Print Amount LCY	Activate this switch if the report needs to display the currency equivalent for transactions in foreign currency.
Print Title Page	Activate this switch if the report needs to include a title page when printing.
Show Number of Pages per Month	Activate this switch if the total number of pages per month needs to be displayed. The corresponding value will be shown on the last sheet of each individual month.
Show Number of Pages per Year	Activate this switch if the total number of pages per year needs to be displayed. The corresponding value will be shown on the last sheet of the year.
Filter: Bank Account	Select the bank account for which the report data will be displayed.

3. Click Preview or Print to preview or print the generated cash book sheets.

Journal of Registration of Income and Expenditure Cash Documents

According to Ukrainian legislation, companies are required to maintain a journal of registration of income and expenditure cash documents. The journal can be maintained using forms KO-3 or KO-3a, at the discretion of the company's management.

For the KO-3a form, a single continuous numbering is used in column 1 (Serial number) for both income and expenditure cash orders. This means that a single journal can be used to register both types of cash orders.

For the KO-3 form, a separate numbering is used in column 1 (Serial number) for income cash orders and expenditure cash orders.

Form KO-3

To create a journal of registration of income and expenditure cash documents using form KO-3:

1. Click the button to open the Search function and enter "KO-3". Select the appropriate link.
2. On the KO-3 page, fill in the fields listed below in the table:

Field	Description
Date From	Select the start date from which the information will be processed for the report.
Date To	Select the end date until which the information will be processed for the report.
Print Amount LCY	Specify whether the amounts in the report will be printed in the local currency.
Cash Entry Type	Select a filter for the type of cash operation (Income or Expenditure). If the filter is empty, all operations will be displayed.

Note:
Additional filters for cash operations can be set on the Filter: Bank Account tab if necessary.

3. Click OK. The generated report file will be downloaded.

Form KO-3a

To create a journal of registration of income and expenditure cash documents using form KO-3a:

1. Click the button to open the Search function and enter "Form KO-3a". Select the appropriate link.
2. On the Form KO-3a page, fill in the fields listed below in the table:

Field	Description
Date From	Select the start date from which the information will be processed for the report.
Date To	Select the end date until which the information will be processed for the report.

Note:
Additional filters for cash operations can be set on the Filter: Bank Account tab if necessary.

3. Click OK. The generated report file will be downloaded.