Hello Tim

Cashbook is compatible with AP6.1a, so there is no concern there. Possibly you have not prepared AP yet for using it with Cashbook as per the instructions in your Cashbook manual. I can assure you that if there was a bug with the integration between CB and AP, we would know about it by now.

Here are some guidelines that you can use as a checklist to ensure you are setup correctly...
1. In CB, Company Profile (4th screen) - do you have the 'Interface with' Accounts Payable option set to [Y]? This would be the most important thing to check at this point.
2. Was CB installed AFTER AP? I would assume that this would be the case, but if you have installed CB, then reinstalled AP for any reason (or installed an AP ptf), then you would need to reinstall CB afterwards.
3. The most effective way to process AP manual checks, is to enter them first into Cashbook as a 'normal' type batch. When entering the transactions, specify 'Accounts Payable' as the Detail Type. This will update AP with a new Manual Check batch which you can then post to get the AP Vendor information up to date. (This method also ensures that duplicate check numbers do not get generated.)

System check runs from AP automatically get sent to CB after you have said Yes to clearing the Check Number Audit List, after printing this report.

More information on these procedures can be found in the CB manual, as well as the 'Questions and Answers' Addendum that ships with it.

You may also want to check your Cashbook, AP and Payroll Company Profiles, to ensure that the G/L account codes being used are setup for use with Cashbook, to avoid duplicate entries being posted to the G/L accounts...

This information can be found in Chapter 3 in your Cashbook manual. Pages 3-36 ~ 3-42.

USING CASHBOOK WITH ACCPAC PLUS MODULES
(How to setup the G/L accounts in each module so as to prevent double posting in the General Ledger)

Accounts Receivable:
The Bank account used in AR must correspond to the 'AR Clearing account' set up in the Cashbook (and in your GL).
AR Bank Account Code = Cashbook AR Clearing Account.

In AR:
6. Housekeeping
3. Add/modify/delete control account sets
Select the account set and change the 'General Ledger' Bank Account to the AR Clearing Account.
Do this for each account set used in conjunction with the Cashbook.

In CB:
5. Housekeeping
1. Edit company profile -
2nd Screen: Bank account details ?V enter the proper GL Bank Account used in conjunction with this Cashbook. (This would be the same bank account used to deposit your A/R payments on account.)
4th Screen: Under G/L Clearing Accounts: - Accounts Receivable, enter the AR Clearing account as it appears in your G/L.

When this has been setup properly, these offsetting transactions should post to your GL:

From the Cashbook:
Cashbook Bank Account DEBIT (GL Bank Account)
Cashbook A/R Clearing Account CREDIT (GL AR Clearing Account)
From Accounts Receivable:
A/R Clearing Account DEBIT (GL AR Clearing Account)
A/R Control Account CREDIT (GL AR Control Account)

The result is that the Clearing Account nets out to a zero balance, leaving the transaction balances in the G/L at the correct amounts.

Accounts Payable:
The Bank account used in A/P must correspond to the A/P Clearing account set up in the Cashbook (and in your GL).
i.e. A/P Bank Account Code = Cashbook A/P Clearing Account.

In AP:
7. Housekeeping
1. Edit company profile - 3rd Screen
Change the General Ledger 'Bank' account to be the AP Clearing Account that is setup in your G/L.

In CB:
5. Housekeeping
1. Edit company profile -
2nd Screen: Bank account details ?V enter the proper GL Bank Account used in conjunction with this Cashbook. (This would be the same bank account used to issue checks to your Vendors from.)
4th Screen: Under G/L Clearing Accounts: - Accounts Payable, enter the AP Clearing account as it appears in your G/L.

When this has been setup properly, these offsetting transactions should post to your GL:

From the Cashbook:
Cashbook Bank Account CREDIT (GL Bank Account)
Cashbook Payment DEBIT (GL AP Clearing Account)
From Accounts Payable:
A/P Bank Account CREDIT (GL AP Clearing Account)
A/P Control Acct DEBIT (GL AP Control Account)

The result is that the Clearing Account nets out to a zero balance, leaving the transaction balances in the G/L at the correct amounts.

Hope this all helps you with a successful implementation!

Regards,
Softrak Support

[This message has been edited by Softrak Support (edited 12-17-2001).]

Hi Tim,

How many banks do you have defined in your AP? You cannot have more than this number of banks defined in Cashbook. Also, you cannot define more than one Cashbook bank against any AP bank.

This is what happens 'behind the scenes':

When the check # audit list in AP is cleared, the data file CBbb_CUR.ext is created. 'bb' is a Cashbook 2-character bank code. 'CUR' is the home currency code of the AP bank. 'ext' is your data extension. While this data file is being created, AP is searching Cashbook for a CB bank that is set up to coincide with the AP bank related to each check. When it finds the correct CB bank, it writes to that retrieval file. Because the Audit list could have checks for multiple AP banks, it's conceivable that multiple CBbb_CUR.ext files are being written to simultaneously.

How many CB banks do you have defined? If you have more than one, edit each one in turn and go to the Company Profile. On the Interface screen, note the AP bank that is selected. If you ever run across the same AP bank code for 2 or more CB banks, then this is set up incorrectly. Even if you have Cashbook banks created but not used, this is important to check.

Another thing to do is a file search for CB??_CUR.* via Windows Explorer or a DOS prompt in your data directory. Again, 'CUR' is your currency code (DOS or USD or whichever). It may be that due to incorrectly set-up Cashbook data, you will find one or more of these files, but for the wrong CB bank code, as determined by the 3rd and 4th characters of the file name. As long as you are careful (do data backups before attempting the following), you can rename the file to change the 3rd and 4th characters to the correct CB bank code. When you next open that CB data, you will get a message that checks are waiting to be retrieved.

This has been working fine ever since Cashbook 6.5 was released in 1997, as long as Csahbook data is set up correctly.

On another aside, GL6.0B is very old (probably at least 10 years or more), but regardless of the GL version, this will not influence how Cashbook retrieves AP checks.

Regards,
Softrak Support

Canadian or US Payroll?

Andrew Bates

PS. Why are you using version 6.0B of the General Ledger?

[This message has been edited by Andrew Bates (edited 12-31-2001).]

Hi Tim,

The interface between Cashbook and Payroll is one-way; you can retreive Payroll checks into Cashbook, but you cannot send information from Cashbook into Payroll.

If you are in the US, then the file Cashbook is looking for is CBUSCHK.dat. Make sure that Cashbook is installed after Payroll. Also, you have to allow the option 'Print Checks' in the US Payroll company profile, and complete 'Pay period end processing' before this Cashbook file is generated.

If you are in Canada, then the file Cashbook is looking for is PRCHEQ.dat. To make sure processing is done correctly, at the point in the Payroll run (after printing checks) that you are asked to 'mount standard stock for Cheque Register printing', Pess escape to exit the payroll process. Go in to Cashbook as at that point only is the retrieval file available. Then go back to Payroll and start the 'check run' again. Checks will not be re-printed, and you can finish the payroll run as per usual.

Regards and Happy New Year,
Softrak Support