Cash-basis Journal Entry form: options and information

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2008 only.

Microsoft Office Accounting 2008 records receipts or payments that are not applied to invoices, bills, or credit memos, to Other Cash Income or Other Cash Expense on a cash-based Profit and Loss report. To move these amounts to another financial account that best reflects the actual result, use the Cash-based Journal Entry form.

You must enter both debit and credit amounts in a Cash-based Journal Entry form. Debits and credits must appear on separate lines, and the debit and credit totals must equal each other for the entry to be recorded. If you attempt to save an entry, and the debits and credits are not equal, a warning message appears.

Open the form

  • On the Company menu, click New Cash-basis Journal Entry.

Customize the form

You can customize a Cash-basis Journal Entry form to meet your company's needs by adding, moving, or removing fields. You can also rename field and group header names.

  • On the View menu, click Modify Layout.

 Note   When you save a modified form, Office Accounting 2008 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

ShowForm options and descriptions

Option Description
Journal number Displays a unique identifier for the document. It is based on incremental sequencing from the previous form of the same type. We recommend that you do not change this number.
Memo Type information that describes this cash-based journal entry.
Voucher No.

This field is filled, and the number is increased incrementally from the previous voucher number recorded in this field. You can type a different number to identify the entry you are creating. The same voucher number appears on the next line when you leave a previous line. When an entry is made in balance, Accounting 2008 automatically increases the voucher number incrementally to differentiate it from a previous one. You can make more than one entry in a journal.

 Note   One voucher number can include one line for a customer and one line for a vendor.

Date

Displays the current date. Click the arrow next to Date to open the calendar and select another date. One voucher number must have the same date.

 Notes 

  • All dates in a cash-based journal entry must be in the same fiscal year.
  • All dates in a voucher number must be same.
Type

Click the Type arrow to select one of the following types of entry. This determines what appears when you click the arrow in the Account column.

Option Description
Financial Account Select Financial Account to make adjustments to financial accounts. The Account drop-down list includes all financial accounts. Use this option to adjust posting errors, enter CPA adjustments, or post asset sales.
Vendor

Select Vendor to make changes to Accounts Payable accounts. The Account drop-down list includes all vendor names. Use this option to adjust vendor payable balances for discounts, errors, or payments. The opposite account line, or lines, must be a Financial Account, or you can also have a Tax Code as an offset to this account.

 Note   A debit amount reduces a vendor payable. A credit amount increases a vendor payable.

Customer

Select Customer to make changes to Accounts Receivable accounts. The Account drop-down list includes all customer names. Use this option to adjust customer receivable balances for discounts, errors, or payments. The opposite account line must be a Financial Account, or you can also have a Tax Code as an offset to this account.

 Note   A debit amount increases a customer receivable. A credit amount decreases a customer receivable.

Tax Code Select Tax Code to adjust the Sales Tax Payable account. The Account drop-down list includes all tax codes. Use this option to adjust sales tax balances due as a result of discounts, errors, or payments. The opposite account line is usually a Financial Account; however, you can also use a Customer or a Vendor as an offset.
Account Click the arrow to select an option based on your selection in the Type column. Select Add to add a new record.
Memo Type additional information about each entry.
Debit Type the debit amount for a line.
Credit Type the credit amount for a line.
*Job Name This field is available if you select to track expenses by job in the Preferences dialog box. Click the arrow to select a job, or select Add a new Job.
Billable Select this check box if an expense line can be billed to a customer.
*Class This field is available if you select to track expenses by class in the Preferences dialog box. Click the arrow to select a class, or select Add a new Class.
Total Displays the totals of the debit and credit columns in the cash-based journal entry. The totals must equal for the journal entry to be posted.

Additional actions

ShowActions menu commands

On the Actions menu, you can select the following commands.

Click To
New Journal Entry Create a new journal entry.
Edit Edit a saved journal entry.
Void Void a saved journal entry.
Export to Excel If you have Microsoft Office Excel installed, export the journal entry to an Excel spreadsheet.
*Recurring

Click to save the document as a template that you can reuse.

Transaction History Open the Transaction History report for the open record.
Transaction Journal Open the Transaction Journal report for the open record.

Related topics

Find journal entries in a list
Modify record and transaction forms
 
 
Applies to:
Accounting 2008