Cashflow Setup Tutorial

Overview#

The cashflow module allows organisations to forecast the expected monetary inflows and outflows to assist them in managing their cashflow.

Use Cashflow Transactions to record transactions that must be included in the cashflow forecast reports.

This setup guide explains the setup steps, including how to create a Cashflow Transaction Type and how to set up the default views for the Cashflow Transaction.

💡These tutorials explain how to set up the Cashflow Transaction Type, its statuses, Copy Rule, categories and transaction grid.

How to Create a Cashflow Transaction Type#

1. Navigate to Transactions (e.g. Main Menu > Setup > Transactions > Transaction Types (tab)).
2. Click New (button).
3. Complete the details on the right as follows:
   1. General
      • Description = Cashflow Transactions
      • Code = CAF
      • Disable Fields = Check the checkboxes next to the following fields to hide them:
        • Header - Date
        • Header - Company
        • Header - Credit Terms
        • Item - Code
   2. Items & Inventory
      • Item Type = Items
      • Pricing = Cost Price
   3. Accounting
      • VAT Type = No VAT
   4. Accept the defaults for all the entries not listed here.
4. Create the Statuses as explained below.
5. Create a Copy Rule as explained below.
6. Create Categories as explained below.
7. Add the transaction to a Menu Group (e.g. Accounting).
8. Allocate User Access to the transaction.
9. Set up the Transaction Grid as explained below (the default display when accessing the cashflow transaction).
10. If you are a QuickEasy consultant, activate the reports on the server as explained under Functionality Setups.
11. If you are a QuickEasy customer, contact our helpdesk to activate the reports for you.
12. Add the reports to a Menu Group (e.g. Accounting).
13. Allocate User Access to the reports.

How to Create Statuses for a Cashflow Transaction#

1. Navigate to Transactions (e.g. Main Menu > Setup > Transactions).
2. Click Status (tab).
3. Select Cashflow Transactions (CAF) from the dropdown list on the right.
4. Edit the default statuses as follows:
   1. Header Statuses:
      1. Description = Planning
         • Group = Pending
         • Default = New Transaction
         • Editing = All
         • Accounting = Unchecked
         • Inventory = Unchecked
      2. Description = Active
         • Group = Active
         • Default = None
         • Editing = All
         • Accounting = Unchecked
         • Inventory = Unchecked
      3. Description = Complete
         • Group = Complete
         • Default = Complete
         • Editing = None
         • Accounting = Unchecked
         • Inventory = Unchecked
      4. Description = Cancelled
         • Group = Cancelled
         • Default = None
         • Editing = None
         • Accounting = Unchecked
         • Inventory = Unchecked
   2. Item Statuses:
      1. Description = Pending
         • Group = Pending
         • Default = New Transaction
         • Inventory = Unchecked
      2. Description = Active
         • Group = Active
         • Default = None
         • Inventory = Unchecked
      3. Description = Complete
         • Group = Complete
         • Default = None
         • Inventory = Unchecked
      4. Description = Cancelled
         • Group = Cancelled
         • Default = None
         • Inventory = Unchecked
5. Click Save (button).

How to Create a Copy Rule for a Cashflow Transaction#

1. Navigate to Transactions (e.g. Main Menu > Setup > Transactions).
2. Click Copy Rules (tab).
3. Click New (button).
4. Complete the details as follows:
   1. Copy From = Cashflow Transactions (CAF).
   2. Menu Caption = Copy CAF Items.
   3. Button Caption = CAF.
   4. Status = Check Pending, Active and Complete.
   5. Type = Parent.
   6. Header Status = Leave blank.
   7. Item Status = Leave blank.
   8. Copy To = Cashflow Transactions (CAF).
   9. Caption To = Copy to Cashflow Transaction.
   10. Adjustment = Copy.
   11. Copy Item Types = All.
   12. Qty & Amount = Total.
   13. Confirm = Checked.
   14. Open Trans = Checked.
   15. Action = Checked.
   16. Description = Code - Description.
5. Click Save (button).

How to Create Categories for a Cashflow Transaction#

1. Navigate to Transactions (e.g. Main Menu > Setup > Transactions).
2. Click Categories (tab).
3. Select Cashflow Transactions (CAF) from the dropdown list on the right.
4. Repeat the two steps below for each of these categories: Ad Hoc, Monthly, Overdraft and Weekly.
   1. Click New (button).
   2. On the row that is created, type the name of the category in the Name column.
5. Click Save (button).

How to Set Up the Transaction Grid#

1. Navigate to the Cashflow Transaction (e.g. Main Menu > Accounting > Cashflow Transactions).
2. Click Menu (button) > Transactions.
   1. Click the arrow on View (button) and select Pending & Active.
   2. Click the arrow on View (button) > Actions > Set Default.
   3. Click the Field Chooser (*) in the first column.
   4. Check the following fields and uncheck the rest:
      1. Actions
      2. Category
      3. Date
      4. Notes
      5. Reference
      6. Status
      7. Total (inc)
      8. Trans No.
      9. User
3. Click Menu (button) > Save (All Users).
4. Click Menu (button) > Items.
   1. Click the Field Chooser (*) in the first column.
   2. Check the following fields and uncheck the rest:
      1. Actions
      2. Category
      3. Description
      4. Item
      5. Total (inc)
      6. Trans Date
      7. Trans No
5. Click Menu (button) > Save (All Users).
6. Click New (button) to access the edit view.
   1. Click the Field Chooser (*) in the first column.
   2. Check the following fields and uncheck the rest:
      1. Actions
      2. Category
      3. Description
      4. Forecast Date
      5. Item
      6. Unit Price
7. Click Menu (button) > Save (All Users).