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Accounts, Cashbook, Cash-up to Bank & Symbols

The real life process of depositing all received money at the bank is called “Cashing-up”. However in addition to adding your receipts to the computer’s bank accounts, the equivalent Durell “Cashing-up” process also deducts all of your payments (e.g. cheques written by you), which in real life is done automatically by the bank. To “Cash-up” all of your un-banked Cashbook transactions, starting from the “Accounts Menu”…

  • Click the “Cashbook” button
  • Click the “Signpost” button
  • Select “Cash-up to bank(s)”, which will result in a dialogue like that shown below
  • Select the relevant bank account from the drop-down
  • Edit “Date for bankbook”, to the most likely date of your real life bank statement
  • Click the “Preview” button to confirm what will be cashed-up, as illustrated below
  • Click the “Cash-up” button to post the previewed information to the bank account/s
  • Click the “Close” button to return to the cashbook
  • Matching Your Real-Life Bank Statement

    Your real life bank statement will group all receipts cashed-up on the same date on a single line probably called “Receipts”, as shown below. In contrast, if you write a number of cheques they’ll always be listed individually (even if written on the same day) and hence these lines can include the recipient’s name (e.g. 19/01/2004 cheque to Jane Potter for £445.95, shown below).

    Cashbook Symbols

    The Durell Cashbook uses symbols to specify which transactions to include in the next cashing-up, and how these transactions should appear in the Bankbook.

    In the Cashbook example below (which also relates to the Bankbook illustration, above) the payment to Jane Potter has a red “spot” symbol, indicating that it should be cashed-up singly, while the red “tally” or “gate” symbols next to Bloggs F and Abbey Life indicate that these two sums should eventually appear in the bank as a grouped receipt (see above).

    After the sums have been cashed-up their symbols are cleared, as shown below.

    There are a number of red symbols used in the Cashbook…

    Right of the “Trans No” column…

  • A red “spot” indicates that this sum is ready to go to the bank, where it will appear as a single item
  • A red “tally” (or “gate”) indicates that this sum is ready to go to the bank, where it will appear grouped with other receipts
  • A red “single exclamation mark” indicates that this sum should not go to the bank (at least for now), for example, because it is a post-dated cheque
  • A red “double exclamation mark” indicates that this sum was previously sent to the bank, from where it has been temporarily removed to allow for errors to be corrected
  • Left of the “Trans No” column…

  • A red “cross” indicates that the sum on this line has not yet been fully reconciled (see “Accounts, Cashbook, Reconciliation”)
  • All payments will always appear in your real life bank statements on individual lines, so should always use the “spot” symbol in the Cashbook in order to get posted to the bank singly. Anything that you don’t want to go to the bank, for whatever reason, should have an exclamation symbol to make it clear that it hasn’t been banked. In real life all of the receipts received by your bank on a given date will normally appear added together on a single line, probably called “Receipts”, and hence should use the “tally” or “gate” symbol so they get posted together. Sometimes your attempts at grouping receipts won’t exactly match your real life bank statement, in which case you can use the yellow “Bin” button in the Bankbook to send them back to the Cashbook for editing, during which time they’ll have double-exclamation mark symbols (see also “Accounts, Bankbook).

    Changing Symbols

    You can change any red symbol on the right of the “Trans No” column to a different one simply by clicking it and re-selecting from the menu that appears (n.b. click directly on the red symbol, not just anywhere on the line).