Creating System Source Codes

System Source Codes can be created on the CB System 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 System Source Code menu option:

The CB System Source Code form will open:

To create a new System Source Code add a code to the System 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 *):

System Source Code: This field will display the code for the System Source and cannot be amended.
System Source Description: Add a description for the System Source Code to this field.
System 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).

GL Bank Account: Select the required GL Bank Account from the drop-down list if required. Adding a GL bank Account will provide a link to the Bank Account as well as to the Bank. This will also provide the GL Ledger Code for the Bank Control Account.

Please note: this field is not required where the Source System field, as detailed below, is to include either the Financials Creditors or Financials Debtors option.

Cashbook: Select the relevant option from this drop-down field to link the System Source Code to a Cashbook Code. System Source Codes will be used to create System Transactions, which can then be grouped together for reporting purposes using Cashbook Codes.
Source System: Select one of the following options:

Financials Creditors: Selecting this option will link the System Source Code to the FinancialsLIVE Creditors module.
Financials Debtors: Selecting this option will link the System Source Code to the FinancialsLIVE Debtors module.
Financials Bank Statement: This option should be selected if the transaction is to be created from the Bank Statement line.
3rd Party System: This option should only be selected if a system outside FinancialsLIVE is being used for the relevant option as detailed above, e.g. if the source is a third party Creditors system.

Reconciliation Type: This field determines how the System Source Code is to be matched. Select the Reconciliation Run option only.
Match Type: Where the option selected in the Reconciliation Type field, as detailed immediately above, is Reconciliation Run, a list of Match Types will available in this drop-down field. Match Types are further detailed in the Match Types section and provide details on how items are to be matched when reconciling.
Summary Transaction: Selecting this tick box will summarise the source transactions by Bank Account, Cashbook, System Source Code, Transaction Date and Payment Method before matching. This can be used for BACS Payments or DD Income collection that are show on the bank statement as a single value. When selected the following fields will be displayed to enable the Match Descriptions to be set to fixed values on the summarised transactions if required:

For example Match Description 1 could be BACS Payments.

Presented Payments: Ignore this option as the functionality is not currently being used.
Default Fund Code: Select an option from this drop-down list that will be the default Fund Code for the System Source Code - it will include the default income or expenditure GL Ledger Code that System Transactions created with this Source Code with be posted to. The Fund Code can be changed on import and are further detailed in the Fund Codes section.
Comments: Add details to this text box to further describe the System Source Code, if required.
Suspended: This tick box should be selected if the System 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 System Source Code or create one.
: Clicking on this button will create the System 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 System Source Code. A message will be displayed asking for confirmation that it is to be deleted.

Please note: a System 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 System 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 System 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 System Source Code. This is further detailed in the Notes section.
: Clicking on this button will open the CB Find Changes to System Source Code screen and will detail changes made to the System Source Code. This screen is further detailed in the View System Source Code Changes section.
: Clicking on this button will open the CB Bank Accounts Enquiry form, which will allow you to enquire on a Bank Account and is further detailed in the Bank Accounts Enquiry section.