Cash Journal Configurations and Usage in SAP

In the SAP ERP system, the Cash Journal helps businesses keep track of cash coming in and going out. It works like a simple ledger, recording all cash transactions made by the cash office. These records are then transferred to the General Ledger for accounting.

Each Cash Journal is linked to a specific cash account and a single currency. The types of transactions allowed are set up during the journal configuration, and only these defined transactions can be used. This ensures that cash flow is managed in a secure, clear, and organized way.

The Cash Journal used in the SAP FI (Financial Accounting) module helps keep financial processes organized and ensures that accounting records are maintained completely.

1-)Defining the G/L Account for the Cash Journal

When creating G/L accounts linked to the Cash Journal in the SAP system, the "post automatically only" setting should be activated. This ensures that postings to these accounts can only be made through the Cash Journal module, preventing manual entries by users or external programs.

This restriction helps maintain the consistency of opening and closing balances by preventing transactions from being posted outside the Cash Journal module. As a result, all cash transactions are managed exclusively through the Cash Journal, ensuring the accuracy of accounting records.

→ T-CODE: FS00

2-)Defining the Cash Journal

A separate cash journal code should be defined for each currency in which transactions will be processed.

→ T-CODE: FBCJC0

→SPRO → Financial Accounting → Bank Accounting → Business Transactions → Cash Journal → Set Up Cash Journal

· CoCd (Company Code): The 4-digit code of the company for which the Cash Journal will be created is entered.

· Cash Code: A 4-digit code is entered for each cash journal.

· G/L Account (Main Account): The main account created in the FS00 screen with the "post automatically only" feature is entered.

· CrCy (Currency): The currency of the Cash Journal is entered. Each Cash Journal must be linked to a main account created with the same currency. A separate Cash Journal is created for each currency.

· Cash Closed Checkbox: The cash journal is closed when no transactions are allowed, and data is only displayed.

· Cash Journal Name: The description of the cash journal is entered.

Document Types:

· Document type for main account postings: SA

· Vendor → Payment: Document type for payments to vendors: KZ

· Vendor ← Payment: Document type for vendor refund transactions: KG

· Customer → Payment: Document type for payments received from customers: DR

· Customer ← Payment: Document type for customer refund transactions: DZ

Once the relevant fields are filled, click the "SAVE" button.

3-)Defining the Amount Limit

The amount limit set for cash transactions in the SAP system is defined during the system customization phase. According to current regulations, this limit is 30,000 TL, and any collections or payments exceeding this amount must be made through financial institutions only.

This limit is set at the company code level, not at the cash journal level. This means that the amount limit applies to all cash journals for that company code. This ensures that cash transactions are controlled within the legal framework and managed in accordance with financial regulations.

SPRO → Financial Accounting →  Bank Accounting → Business Transactions →  Cash Journal →  Define Amount Limit

-On the displayed screen, click the "New Entries" button and enter the company code, currency, validity start date, and amount limit, then save.

4-)Defining Document Types and Number Range

In the SAP system, document types have been defined for some basic transactions when creating a Cash Journal. Other document types can be defined for additional transactions outside of these.

A number range must also be defined for the transaction documents in the Cash module. The number range should be set to No. 01.

4.1-)Defining Document Type 

→T-CODE: OBA7

→ SPRO → Financial Accounting → Bank Accounting → Business Transactions →  Cash Journal → Define Document Types For Cash Journal Document

4.2-)Defining the Number Range

To define a number range for the records made in the Cash module, follow the menu path below: 

→T-CODE: FBCJC1

→ SPRO → Financial Accounting → Bank Accounting → Business Transactions →     

Cash Journal → Define Number Range Intervals for Cash Journal Documents

-Select the relevant company code and click the Intervals button.

-The number range to be defined for the Cash Journal should be 01. Fill in the other fields as shown in the image and save.

5-)Creating Transactions in the Cash Journal

After configuring the journal and account settings in the Cash Journal, the next step is to define the business transactions that can be processed in the Cash Journal. Just like the Cash Journal, these transactions are defined based on the company code.

→ T-CODE: FBCJC2

→ SPRO → Financial Accounting → Bank Accounting → Business Transactions → Cash Journal → Maintain Business Transactions

-After clicking the New Entries button, the fields are filled in as shown below.

· CoCd (Company Code): The company code to be used is entered.

· Transaction Number: The system automatically assigns a number for each transaction.

· Transaction Type: The type of transaction to be defined is selected.

· Cash Indıcator: If the transaction will be done using cash, the cash indicator is selected.

· Business Transaction Class: Based on the selected transaction type, the business transaction class is chosen.

For example, in transaction 0002, since a payment to the bank is made and the “B” transaction type is selected, the business transaction class “1” (cash payment) is selected.

Transaction Type Business Transaction Class

· G/L Account (Main Account): Used to define a fixed main account for these transactions.

· Tx (Tax Indicator): Used to define a default tax indicator. It can be changed later.

· Transaction Block Checkbox: This checkbox is selected if the transaction should not be posted.

· Main Account Change Block: This checkbox allows the main account to be changed by the user during the posting process.

The transactions are completed and saved.

6-)Cash Journal Entry

→ T-CODE: FBCJ

The Cash Journal works with periods. These periods can be a day, a week, or a posting period. By default, the system selects today.

The tab where the entry should be posted is selected from the following three options:

• Cash Payments

• Cash Receipts

• Check Receipts

  
  
  
  

6.1-)Cash Payments

-Vendor Payment process is the transaction performed to settle a company's outstanding debts to its suppliers. This process is typically executed when supplier invoices are paid.The Business Transaction , Amount and Supplier are selected, and click the save button. To view the "Vendor Payment Posting - Additional View," click the "Follow on Doc" button.

"Vendor Payment Posting - Additional View"

"Vendor Payment Posting - Trial Balance View"

- Customer Payment entry process is the recording of cash payment transactions made by a company to its customers. The Business Transaction, Amount, and Customer are entered and recorded.

-Bank Payment entry process is the recording of cash payments made to a company's bank account. The Business Transactions, Amount, and Bank Account are selected and recorded.

- Expense entry process is the recording of a payment to a specific expense account when making a cash payment. The Business Transaction, Amount, and Expense Account are selected and recorded.

The entries are made, and the selection is saved.

6.2-) Cash Receipts

-Vendor Receipt entry process is when a company receives payment from a vendor (supplier). The user selects the Business Transaction, Amount, and Vendor Account, then clicks the save button.

"Vendor Receipt Posting - Additional View"

"Trial Balance View After Vendor Payment Posting and Receipt Posting"

- Customer Receipt entry process is the transaction used to record a payment received from a customer. The Business Transaction, Amount, and Supplier fields are filled in and saved.

- Bank Receipt entry process is used for payments received from the bank to the cash register. The Business Transaction, Amount, and Account fields are filled in and saved.

-Revenue entry process is the recording of received revenue. In this process, the received amount is entered and posted to the revenue account.

The entries are made, and the selection is saved.