This function enables you to post incoming and outgoing payments during daily business activities. The system guides you through business activities that define the following information, among other things:

• Operational account assignment
• Tax code
• Posting text

In cases where an error occurs during the FI posting, you can post the cash document again, either directly from cash desk or in a separate transaction.

Integration

The system transfers and posts the data to Accounting (FI) automatically. You can also branch directly from the cash journal to Accounting.

From this function, you can then navigate directly to cash sales of parts in order processing to post payments for parts.

Prerequisites

• A cash desk work center with a till drawer and a printer for receipts is set up on your PC.
• You have defined the business transactions and settings for the cash desk work center in Customizing for Vehicle Sales and Service (VSS) under Cash Desk.
• If you want to control the authorizations for different roles in cash desk processing, you must make the settings in Customizing for Vehicle Sales and Service (VSS) under Cash Desk > Authorization Control. You can distinguish between different roles, such as a standard cashier and a supervisor with enhanced authorization. The following functions are available to users with the corresponding authorizations:
  • The document date and posting date are visible, changeable, and can deviate from the current date.
  • Cash documents created in other sessions or cash desk work centers can be canceled.
  • Incoming and outgoing payments can be posted up to a defined maximum amount.

Features

General Options

• Create a cash document for incoming and outgoing payments (for customer and vendor)
• Select open items and display totals or difference amounts
• Enter a document header text for cash documents
• Carry out posting with or without printing a cash document
• Reprint cash documents in the cash journal
• Post residual items and partial payments
• Post and cancel customer advance payments
• Cancel a cash document
• Check the current amount in the cash desk
• Open a cash desk with a void receipt without posting
• Display the cash journal and a list of postings for each cash desk for a specific period
• Repost items, for which previous FI postings have failed, either directly using the Cash Desk transaction (/DBE/CASHDESK) or by using the Cash Desk Reposting transaction (/DBE/CASHDESK_RP).

Incoming Payment – Customer

You can call up and clear open invoices and credit memos from customers using the customer number, matchcode, or directly from the document number.

You can choose one or more invoices for the payment. The system also takes into account the current terms of payment. If, for example, the customer is entitled to a cash discount, the system automatically calculates the amount of the cash discount as well as the total amount minus the cash discount amount.

The payment is cleared in Financial Accounting as soon as you post the payment. You can choose whether you want to print a receipt at the same time as you post the payment.

Outgoing Payment – Customer

You can call up credit memos for customers and post payments using the customer number, matchcode, or directly from the document number. The posting reduces the cash desk amount and, at the same time, clears the credit memo in Financial Accounting.

Outgoing Payment – Vendor

You can call up open invoices and credit memos for vendors and post payments using the customer number, matchcode, or directly from the document number.

You cannot post a payment that is greater than your current cash desk amount.

Incoming Payment – G/L Account

You can make an incoming payment to a G/L account to post a cash transfer, for example. To do so, you select a suitable business transaction with a cost center and tax code for the incoming payment.

Outgoing Payment – G/L Account

You can create postings using predefined business transactions.

Cancellation

You can cancel documents only within an active session before the cash desk is closed. To cancel a document, you have to enter a descriptive text.

Cash Journal

The system displays an overview of the active sessions and closed sessions. You are shown information, for example, about the cash desk work center and the opening and closing amounts.
You can call up an overview of the postings for a session. The system displays the following data, for example:

• All incoming and outgoing payment postings including amounts
• Cash document cancellations
• Document header texts entered
• The user who performed the action in the session
• Postings carried out correctly and postings with errors
• Total cash documents entered

You can also navigate directly to the document display.

Cash Sales

A cash sale is equivalent to a parts order in that open items are cleared, and you can create receipts directly. You can use this function to call up and clear parts orders and delivery notes that have already been created, in the same way as in parts order processing. You can switch between OEMs during processing.

Reposting

You can repost cash documents for which errors occurred by using the reposting function. You can access this function in one of the following ways:

• Directly using the transaction Cash Desk (/DBE/CASHDESK)
• Display the cash journal, select the cash desk document for which you wish to repeat the posting, and choose Repost.
• By choosing the transaction Cash Desk Reposting (/DBE/CASHDESK_RP), entering the company code and cash desk work center (CDWC) and choosing Execute.

The system displays a list of erroneous cash documents. Select the cash document you wish to repost and choose Repost.

During reposting, the system locates the cash desk document and relevant data that have already been generated. Since the cash document already exists, it does not have to be created again. The system only updates the data.
The system then checks whether the FI document has been created or not. If not, the posting date is filled with the current date. If an FI document exists, the posting date remains the same.
You can check the result of reposting in the cash journal.

Activities

For transactions Cash Desk and Cash Desk Reposting, go to the SAP Easy Access screen under Vehicle Sales and Service > Cash Desk Processing, and choose Cash Desk (/DBE/CASHDESK) or Cash Desk Reposting (/DBE/CASHDESK_RP).

To perform actions in the cash desk, open a session when you start the cash desk. Several users can make postings within a session. The system assigns the next free session number automatically. To close the cash desk, exit the session. More than one user cannot work in the same cash desk simultaneously.