UPDATE CASH ACCOUNTS
Use the Update Cash Accounts screen to update the Bank G/L Cash Accounts table with the cash acct/org/ref1/ref2 combination data stored with the transaction detail for historical Accounts Payable, Cash Receipts, and/or Payroll transactions.
You must run the update cash accounts process before you can view the updated information on the View Cash Accounts subtask of the Manage Company Bank Accounts screen.
You must also run this process before you create bank transaction history records.
During the update process, Costpoint reads all of the cash account/organization/ref1/ref2 combinations that have been previously used and stored with the detail transactions from A/P, Cash Receipts, and/or Payroll. If additional cash account combinations are found, the new data will be added to the Bank G/L Cash Accounts table, but existing data in that table will not be overwritten.
To view all the cash account combinations for which detail data is stored in Costpoint Accounts Payable, Accounts Receivable, and/or Payroll, use the View Cash Accounts subtask on the Manage Company Bank Accounts screen.
To ensure that the appropriate records are included, you must select time periods for all fiscal years and periods in which there are A/P, Cash Receipts, and/or Payroll transactions to be used for the desired bank reconciliations.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
In this group box, enter the criteria to select a bank and the accounting period for which the cash accounts are updated.
Bank Abbrev
Enter a bank abbreviation or click 
to select a bank abbreviation from the drop-down list.
The cash accounts linked with this bank are added to the table (if they do not already exist) when you run the update process. The bank abbreviation description displays in the field to the right.
Time Periods
In this row, specify the accounting period for which to run the Update Cash Accounts process.
Option
From the drop-down list, select the range type to use to select the accounting period.
The options are:
-
All — Select this option to update cash accounts for all periods within one fiscal year. The Start Period and End Period fields are disabled for this option.
-
One — Select this option to update cash accounts for one period within a fiscal year. Then, enter the fiscal year and the start period. The End Period field is disabled for this option.
-
Range — Select this option to update cash accounts for a contiguous range of periods within one fiscal year. Then, enter the fiscal year, start period, and end period.
-
From Beginning — Select this option to create a range of periods for one fiscal year that starts from the beginning of all available periods and ends with the period that you enter in the End Period field. The Start Period field is disabled for this option.
-
To End — Select this option to create a range of periods for one fiscal year that starts with the period that you enter in the Start Period field and ends with the last period of all the available periods. The End Period field is disabled for this option.
Fiscal Year
Enter the fiscal year of the period or periods for which you are updating cash accounts. You can click to select a fiscal year from a list.
Start Period
Enter the starting accounting period for which you are updating cash accounts. You can click to select a period from a list. This field is available only when you select One, Range, or To End in the Option field.
End Period
Enter the ending accounting period for which you are updating cash accounts. You can click to select a period from a list. This field is available only when you select Range or From Beginning in the Option field.
Options
Update Cash Accounts From
Use this required group box to choose which transactions with which to update cash accounts. You cannot update cash accounts unless you select at least one transaction type.
For companies that use a combined bank account for both payroll and non-payroll activities, the same cash accounts are used for Accounts Payable, Cash Receipts, and Payroll transactions. Select one, two, or three check boxes for the update process.
Accounts Payable Transactions
Select this check box to update the cash accounts from the Accounts Payable transactions. When you select this check box, the process reads records from the Vendor Check table that qualify for the timing parameters specified. The process then writes each new cash account/organization combination to the Bank G/L Cash Accounts table if it does not already exist there.
Payroll Transactions
Select this check box to update the cash accounts from Payroll transactions. When you select this check box, the process reads records from the Employee Earnings table that qualify for the timing parameters specified. The process then writes each new cash account/organization combination to the Bank G/L Cash Accounts table if it does not already exist there.
Cash Receipts Transactions
Select this check box to update the cash accounts from Cash Receipts (A/R) transactions. When you select this check box, the process reads records from the Cash Receipt Transactions History table that qualify for the timing parameters specified. The process then writes each new cash account/organization combination to the Bank G/L Cash Accounts table if it does not already exist there.
Execute Update Cash Accounts
Click 
to initiate the update cash accounts processing.
After you update cash accounts, you can view the updated accounts on the View Cash Accounts subtask of the Manage Company Bank Accounts screen.