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Accounts, Cashbook, Receipts & Payments

Sums received and paid are recorded in the Cashbook. It provides a list of all receipts and payments with details of when, by what method, from or to whom, and in the window at the bottom of the screen, for what item or items in the ledgers. In the example shown below the highlighted cashbook payment (i.e. “CP”) transaction CP.0000013 is a payment of £2,007.33 to the insurer CGU on 01/01/2004 for the four net premiums listed at the bottom of the screen.

You can also use the Cashbook to record receipts and payments before they get taken to or from the bank, for example, to allow for post-dated cheques that cannot yet be deposited. In the example screen below, the receipt CR.0000004 from WHITE R of £385.35 has not yet been banked, which you can tell by the red spot marker next to it. This marker will remain until the cheque is eventually banked (see Cashbook Symbols section in “Accounts, Cashbook, Cash-up to Bank & Symbols”).

Entering Receipts

To enter a receipt, starting from the Durell “Main Menu”…

  • Click the “Accounts” button
  • Click the “Cashbook” button
  • Click the “Starburst”, or new record, button to get to a screen like that shown below
  • Use the “Address set” drop-down to select the appropriate address set (e.g. Individual Clients)
  • Use the search buttons above “Address set” to find the appropriate person (e.g. AARON F)
  • Use the “Type” drop-down to select “Receipt” (N.B. or select “Payment” if making a payment)
  • Edit the “Date” field to the date the money was actually received (N.B. or paid)
  • Use the “Payment method” drop-down to select the type of transaction (e.g. cheque, DD, etc)
  • Enter the transaction reference number, if not greyed-out (e.g. cheque no of own cheques)
  • Use the “Bank account” drop-down to select the appropriate bank (General Insurance Brokers should see “Accounts, Cashbook, Bank Account to Select (General Insurance)”)
  • Use the “Cashing-up method” drop-down to select “Will be grouped item in bank statement”
  • Enter the sum in the “Receipt amount” field
  • Click the red “Floppy Disk” or “Save” button to save the record
  • Click the “Spectacles” or “Exit” button to change back to the scrolling view of all receipts and payments
  • Entering Payments

    Enter payments similarly to receipts, described above, but select “Payment” instead of “Receipt”, as appropriate. Unlike receipts you should…

  • Enter your own cheque nos, to allow subsequent chequebook stub reconciliation
  • Select “Will be an individual item in bank statement” as the cashing-up method
  • Reconciling Receipts & Payments

    You could have continued the above sequence of commands by clicking the “Reconcile” button to move onto the reconciliation screen (see “Accounts, Cashbook, Reconciling (Insurer and Adviser Accounts, etc)”).