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Accounts, Cashbook, Searching, Sorting & Filters

Searching

You can search the Cashbook by…

  • Date (i.e. that the sum was entered in the Cashbook)
  • Transaction number (e.g. 0002348, without the CP or CR prefix)
  • Name (i.e. name of payer or recipient, typically a client, supplier or insurer)
  • Amount (e.g. £567.67, as shown below)
  • Invoice number (i.e. a Sale or Purchase Ledger transaction number included in a Cashbook reconciliation)
  • Policy number (i.e. a Sale or Purchase Ledger policy number included in a Cashbook reconciliation)
  • Policyholder (i.e. a Sale or Purchase Ledger policy holder included in a Cashbook reconciliation)
  • To search the Cashbook, starting from the “Accounts Menu”…

  • Click the “Cashbook” button
  • Click the green “Binoculars” button, and you should see a dialogue like that below
  • Use the “Order” dropdown to specify the type of search (e.g. by amount)
  • In the “Search value” box enter the value to search for
  • Click the “OK” button
  • When you search for a Policyholder, Policy number or Invoice number the system will find the first Cashbook transaction that refers to it (e.g. the Policyholder). The Cashbook display will remain in the current sequence (e.g. by Date or Name) but the highlighted bar will jump to the first transaction containing a reference to the search criterion. The relevant invoice will also be highlighted in the box at the bottom of the screen. Just above this you’ll find a couple of search buttons that’ll jump you to the next Cashbook transaction that refers to the same criterion (e.g. Policyholder).

    There is frequently a one-to-one correlation between an invoice in the Ledgers (e.g. a client’s invoice) and the Cashbook (e.g. the client’s settlement), but just as frequently this relationship is fragmented. For example, one Cashbook receipt (e.g. from a Life Assurance company) could settle many Sales Ledger invoices (e.g. many Policy Numbers). Conversely one Sales Ledger invoice (e.g. one Policy Number) could be settled by a number of Cashbook receipts (e.g. twelve monthly receipts to settle an annual premium). Because of this the Cashbook cannot display the-one-and-only Policyholder or Policy number for each transaction. Instead all the invoices and their associated Policyholders and Policy Numbers are displayed in a box at the bottom of the Cashbook screen.

    Sorting

    You can search and sort your payments and receipts in the Cashbook with the green “Binoculars” button, just like you can throughout the Durell system, as described above for searching. The example below shows the Cashbook sorted by “Name”, having just searched for “Barclaycard” named transactions. Note how the box at the bottom of the screen displays the items that were reconciled against the currently highlighted Cashbook line.

    Filtering

    You can use “filters” in the Cashbook so that you only see…

  • Reconciled payments and receipts (i.e. all money accounted for by matching invoices)
  • Un-reconciled payments and receipts (i.e. all money not yet fully allocated against invoices)
  • Banked payments and receipts (i.e. all money cashed-up to the bank/s)
  • Un-banked payments and receipts (i.e. all money not cashed-up to the bank/s)
  • For example, to filter the Cashbook so that only it only shows receipts and payments not yet reconciled, starting from the “Accounts Menu”…

  • Click the “Cashbook” button
  • Click the “Signpost” button
  • Select “Filter” then “Unreconciled only” (or whatever else you require)
  • You should then see a screen like that below
  • Repeat the above sequence to re-set the filter, as required (e.g. to show all transactions)
  • For an explanation of the red symbols in the above example screen see the “Cashbook Symbols” section in “Accounts, Cashbook, Cash-up to Bank & Symbols”.