About Posting Cash Entries

You can post an "In Progress" cash entryClosed A record of money received from, or refunded to, your customers, often in the form of cash or a check. Also used to record payments to and refunds from vendors. by clicking Post on the cash entry detail page in both Classic and Lightning.

In Classic EditionClosed The view of the application that you see when you first install the base managed package., the Save & Post button first saves the document then posts it in the same way as if you had clicked the Save and Post buttons separately.

When successful:

  • A transaction with two or more analysis line items is posted to your current company's general ledgerClosed Central repository for all your business transactions. Each transaction is posted to a general ledger account..
  • The amount in the Value field will be the amount posted to the bank analysis line.
  • The amount entered in the Bank Charge field will create a debit analysis line item to the designated general ledger account and a credit analysis line item to the bank account.
  • The amounts entered in the Line Charges column will each create a debit analysis line item to the designated general ledger account and a credit analysis line item to the bank account.
  • The amounts in the Cash Entry Value column will be the amounts posted to the account lines.

The cash entry is assigned a transaction number and the sum of these transaction line items is zero in document, home and dual currency. The posted cash entry is now "Complete" and can no longer be edited or discarded.

When you post an intercompany cash entry, the application also creates the appropriate intercompany transfer records. When this happens, a lookup to the related intercompany transfer is added to the corresponding transaction line items (and to the header where appropriate and the intercompany transfer is unique).

In Classic EditionClosed The view of the application that you see when you first install the base managed package., the Post & Match button does everything the Post button does but also initiates a cash matching session with the same account details preselected. This option is not available when posting a multiple cash entryClosed Cash entry with multiple account lines..

In Lightning:

  • To post and match a cash entry manually, click Post and Manual Match. This posts the cash entry and opens the Cash Matching page. For more information on how to match the cash entry, see Matching Cash.
  • To post and match a cash entry in the background, click Post and Background Match. This posts the cash entry and displays the Background Cash Matching window.

When you post a cash entry associated with a bank account and an account assigned only to local general ledger accounts, the cash entry is created using the local general ledger accounts. At transaction level, the information is reflected in the transaction line items through the mappings between the corporate GLAs and the local GLAs.

Notes:  
  • You can only post a cash entry if both the associated customer or vendor account and bank account have appropriate general ledger accounts associated with them. The customer or vendor account must also have an account trading currency.
  • Do not post any documents to a period that is being revalued. Wait for the whole currency revaluation process and all related batch jobs to complete before continuing to post documents.
  • You cannot post a cash entry if it does not have any lines.
  • If the number of cash entry lines exceeds the number set in the Post Cash Entry Lines Threshold field of the Accounting Settings custom setting, we recommend posting the cash entry first and then matching it manually.
  • [Lightning Experience Only] When you have more than one current company selected, you can post a cash entry for any of the currently selected companies. You do not need to change the current company. System Administrators can post cash entries for any of their user companies, regardless of their current company selection.

Background Posting

In some situations, the posting is not immediate. The document is set to "Ready to Post" and it is batched up for posting by a scheduled job. A "Ready to Post" document cannot be amended, discarded, printed, or manually posted.

For more information about:

Cash entries are batched up for posting by a scheduled job when you post them using:

  • The Prepare Background Post button in the Cash Entry Mass Posting window, which displays after clicking Post on a list view
  • The Run Background Post list view button

Posting Multiple Cash Entries

You can post multiple cash entries:

  • As a batch, either immediately or as a scheduled batch
  • Immediately, from a list view

Posting Multiple Cash Entries as a Batch

You can post multiple cash entries as a batch job using the Background Posting Scheduler. This also enables you to post multiple cash entries that belong to more than one company.

To post multiple cash entries as a scheduled batch: 

  1. Click the Cash Entries tab.
  2. Select the companies for which you want to post the cash entries as your current companies.
  3. Select a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
  4. Use the checkboxes on the left to select the cash entries that you want to post.
  5. Click Post. The window for posting multiple cash entries displays. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.
  6. Check your selection and click Prepare Background Post. The status of each selected cash entry changes to "Ready to Post" and they are batched up for posting.
  7. Wait for the next scheduled job to run so that the Background Posting Scheduler posts the cash entries you selected.

To post multiple cash entries as a batch immediately:

Note:

Although you can post multiple cash entries immediately, we recommend posting them as a scheduled batch.

  1. Click the Cash Entries tab.
  2. Select the companies for which you want to post the cash entries as your current companies.
  3. Click Run Background Post. The Background Posting Scheduler window displays. The status of each selected cash entry changes to "Ready to Post" and they are batched up for posting. If this button is not available, contact your administrator, or see the Help for more information about adding buttons to list views.
  4. Click Run Now. The Background Posting Scheduler posts the cash entries you selected.

    If any of the documents cannot be posted, check and correct the errors in the process logs of the related process run record. For more information, see Process Runs.

Posting Multiple Cash Entries Immediately

To post multiple cash entries immediately using Lightning:

  1. Click the Cash Entries tab.
  2. Select a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
  3. Use the checkboxes on the left to select the cash entries that you want to post. To post multiple cash entries, they must belong to the same company.
  4. Click Post. The window for posting cash entries displays. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.
  5. Check your selection and click Post Now.
  6. When the selected cash entries are posted, their status changes to "Complete".

Trigger-Posting Cash Entries using Datastream

The Trigger Posting feature enables you to automatically post a document either synchronously or asynchronously by updating its header using Datastream.

Note:
  • Read Trigger-Posting Documents for some very important preparation notes and prerequisites.

  • Before you use the Trigger Posting feature, we recommend enabling it in the Feature Console to automatically add the Trigger Posting and Trigger Posting Error fields to the related page layouts. If you use other page layouts, you must add these fields manually. For more information, see Enabling the Trigger Posting of Documents Feature.

To trigger-post documents using Datastream:

  1. Create the source data in a spreadsheet. If you are importing multiple documents, we recommend using the Batching feature of Datastream. For more information and examples, see Creating a Source Data Spreadsheet to Use with Datastream.
  2. Paste the spreadsheet data into the Foundations Datastream page. For more information, see Using Datastream.
  3. Click Save. Datastream displays the newly imported documents, including their new record IDs.
  1. In the Foundations Datastream tab, copy the record IDs of the documents you have imported.
  2. Return to the spreadsheet and replace the existing values in the ID column with the record IDs you have copied from Datastream.
  1. Create a new column in the spreadsheet called Trigger Posting.
  2. In the Trigger Posting column, specify a trigger-posting method for each of the documents that you want to post by entering one of the following values: Synchronous or Asynchronous.
Note:

We recommend using the Synchronous method, unless you want to post a large document containing many lines, which requires Asynchronous posting.

  1. Return to the Foundations Datastream tab.
  2. Click Clear.
  3. Paste the updated spreadsheet data.
  4. Ensure that the Trigger Posting column shows the values you specified.
  5. Click Save.

If a trigger-posting job is successful:

  • The document's Trigger Posting field displays the value you specified.
  • The document's status changes to "Complete".

If a trigger-posting job is unsuccessful:

  • The document's Trigger Posting field remains blank.
  • The document's Trigger Posting Error field displays the error that occurred during the trigger-posting.
  • The document's status remains "In Progress".

If a single document in a trigger-posting job causes an error, the whole job is canceled. Do the following:

  1. Open the list page for the document type that you trigger-posted.
  2. Check the Trigger Posting Error fields of the documents that you trigger-posted.
  3. Identify the document that caused the error and interrupted the trigger-posting job. If an error occurred while trigger-posting multiple documents:
    • One of the documents displays a message about the error that interrupted the trigger-posting job.
    • The remaining documents display a message that the document could not be trigger-posted because an error occurred when trigger-posting another document at the same time.
  4. Fix the error that interrupted the trigger-posting job.
  5. Repeat the steps in section Re-import New Document Records using Datastream to trigger-post the documents again. If necessary, repeat all the steps in this section, identifying any further errors that might interrupt the trigger-posting job.