Creating Statement Source Codes

Statement Source Codes can be created on the CB Statement Source Code form, which can be accessed by selecting the Cashbook Management option on the Financials menu:

Then the CB Maintenance menu option:

Then the CB Statement Source Code menu option:

The CB Statement Source Code form will open:

To create a new Statement Source Code add a code to the Statement Source Code field and click on the  button:

The following fields and options on the form will be displayed (mandatory items are notated with a red asterisk *):

• Statement Source Code: This field will display the code for the Statement Source and cannot be amended.
• Statement Source Description: Add a description for the Statement Source Code to this field.
• Statement Source Type: Select the required option from this drop-down field.

The options are:

• Any
• Income
• Income Reversal
• Expenditure
• Expenditure Reversal

These options are mainly for information purposes but will also be used to validate items at import with regard to positive items (Income or Expenditure items) or negative items (Income Reversal or Expenditure Reversal items).

• Bank Account: Select the relevant Bank Account from this drop-down field that is to be linked to the Statement Source Code.   Please note: the Bank Account options in the drop-down list will only be those that you have access to.  Access to Bank Accounts is further detailed in the Bank Account Users section, which details how to add Users to an individual Bank Account, and the Users and Bank Account section, which details how to add Bank Accounts to individual Users.
• Reconciliation Type: The option selected in this drop-down field will determine how items are to be matched.

The options are:

• Reconciliation Run
• Automatically Create System Transaction
• Other

Each of these options will determine which of the following fields required to be populated.

• Match Type (Statement Side Only): Where the Reconciliation Type field, as detailed above, has the Reconciliation Run option selected, the options in this drop down field will display all the Match Types that have a Rule Type of Statement Side only.  Match Types are further detailed in the Match Types section.  The relevant option should be selected in this optional field where an entry is to be matched off against an existing Statement item, e.g. for a re-presented cheque.
• Auto-Create System Source Code:  Where the Reconciliation Type field, as detailed above, has the Automatically Create System Transaction option selected, the options in this drop down field will display the System Source Codes that can be used - but it must be for the same Bank Account included in the Bank Account field detailed above.  System Source Codes are further detailed in the System Source Codes section.
• Post to GL Suspense: Where the Reconciliation Type field, as detailed above, has the Other option selected, this tick box will become available.  If selected the following fields will be displayed:

These fields are:

• Suspense GL Code: Add the Ledger Code that is to be used for suspended items to this field, or clicking on the Find GL Code button located to the right of this field, , will open the CB Find Ledger Code form allowing you to search for and select the required income or expenditure Ledger Code.  This form is further detailed in the Find Ledger Code section.  Once selected the Ledger Code will be loaded into this field.
• Suspense GL Code Contra: Add the Ledger Code that is to be used for contra suspended items to this field, or clicking on the Find GL Code button located to the right of this field, , will open the CB Find Ledger Code form allowing you to search for and select the required income or expenditure Ledger Code.  This form is further detailed in the Find Ledger Code section.  Once selected the Ledger Code will be loaded into this field.
• Debtors Cash Receipting: Where the Reconciliation Type field, as detailed above, has the Other option selected, this tick box will become available.  Where the Statement Source Code is set for a Bank Statement line that pertains to a transaction in the Debtors module that has not come through a Cash Receipting System but sent through the Debtors Cash Receipting functionality, as detailed in the Debtors Payments section, selecting this tick box will allow you to add a GL Bank Account for the cash transaction in the GL Bank Account field, detailed immediately below.
• GL Bank Account: This field will be available when the Debtors Cash Receipting option, as detailed immediately above, has been selected.  Select the relevant GL Bank Account option from this drop-down field.  The options will be restricted to the GL Bank Accounts that have been added to the Bank Account that is displayed in the Bank Account field, as detailed above.  Adding GL Bank Accounts to a Bank Account is further detailed in the GL Bank Accounts section.

• Comments: Add details to this text box to further describe the Statement Source Code, if required.
• Suspended: This tick box should be selected if the Statement Source Code is not to be used.

The following buttons are also available:

• : Clicking on this button will clear the details added to the fields on the form and the initial version of the form will be displayed, where you can either search for a Statement Source Code or create one.
• : Clicking on this button will create the Statement Source Code and more buttons will be available at the bottom of the form:

These are:

• : Click on this button to save any changes made to the form.  If changes have been made and you close the form, a message will be displayed stating that changes have not been saved and giving you the opportunity to go back to the form to save the changes.
• : Click on this button to delete the Statement Source Code.  A message will be displayed asking for confirmation that it is to be deleted.

Please note: a Statement Source Code can only be deleted if it has not been used, in which case it can be suspended instead by selecting the Suspended tick box.

• : Clicking on this button will clear all the details on the form - the initial form will be displayed where you can search for or create a Statement Source Code.  If changes have been made to the form and not saved, a message will be displayed stating that changes have not been saved and giving you the opportunity to go back to the form to save the changes.
• : Clicking on this button will open the Audit Info screen providing audit details for the Statement Source Code.  This screen is further detailed in the Audit Info section.
• : Clicking on this button will allow you to add a note with regard to the Statement Source Code.  This is further detailed in the Notes section.
• : Clicking on this button will open the CB Find Changes to Statement Source Code screen and will detail changes made to the Statement Source Code.  This screen is further detailed in the View Statement Source Code Changes section.
• : Clicking on this button will open the CB Bank Accounts Enquiry form, detailing the Bank Account added to the Bank Account field.  This form is further detailed in the Bank Accounts Enquiry section.