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APP Master Cash Account Module

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This article explains everything you need to know about the Master Cash Account Module.

Introduction

The Master Cash Account is used to record the expenses and receipts in cash and the use of checks from the Master's account.   

The module ensures:

  • There is only one open statement at a time. The MCA displays the voyage information and the activity details that are covered by the MCA. There is no direct link between the voyages and the MCA, but the voyage is found based on the start and end dates of the MCA and the Voyage. 

  • The reports and Account Ledger exports are joining the voucher information. 

  • Each transaction is identified by date, transaction type, description, the amount for each expense, and receipt.

  • Each transaction type can be linked to a budget and account code for classifying expenses on the journal voucher that posts into the general ledger. 

Contents

Payroll Check and Cash payments

These transactions are generated by Adonis Payroll Module. For this the MCA Plugin needs to be installed. This plug-in exports the cash and check onboard payments to the currently open MCA. 

Account Ledger Export

For the MCA Account Ledger plug-in need to be installed, this plug-in exports the closed MCA transactions into an export file to be imported in a 3rd party accounting system. 


Functionality

There are three main functionalities in this module:

  1. Open Statement

  2. Close Statement

  3. Reopen Statement

Additional Functionalities

  1. Generated Reports


Open Statement

How to open a statement?

1) Click Open


2) Select date. The system automatically displays the master's activity dates and the voyage's sailing dates. The opening balance is from the closing balance from the last statement.

3) Click Submit to resume.

Transactions

There are three types of transactions cash, check, and crew payments,

  • Cash payments are affecting the Master Cash Account and affect the outgoing balance. 

  • Check Payments are not affecting the balance as there is no cash exchange. The checks are reported but in the transaction configuration, these need to be set up as credit and debit transactions.

  • Crew Payments, payments to the crew are recorded in the Adonis Payroll Module or any other module.  These transactions are configured with the "payroll" flag set and these can not be manually added in the MCA. 


A master can add a new transaction in the opened statement.

  1. Today is the default date, but it can be changed to any date as long as it is greater or equal to the opening date.

  2. The transaction type, here we assume that the Slop Chest Sales will be added to our current balance.

  3. The master can add a description of the new transaction.

  4. is the amount to be added to the current balance.

  5. It is also possible to add an attachment that can be a receipt or invoice.

  6. Click submit to Add.

If the transaction type is check payment the system prompts for additional information. 

  1. Payee, The person or organization receiving the check 

  2. Check No, running check nr

  3. Check Date or issue date

  4. Close Statement

How to close a statement?

1) Click Close


3) Select a Closing Date

3) Click Submit.


Historical List

All Opened and Closed Statements will be available in the Historical List.

You can also Reopen a statement from here.

Reopen Statement

Conditions:

  • One can only reopen a statement if there is no existing transaction (except Opening Balance) from the current opened statement.

  • The person who closed the statement will be the only person who can open it.

How to reopen a statement?

1) From the Historical List, select which statement you want to reopen or view.

2) An overview statement will be displayed. Click Reopen.

3) An alert message will be displayed to confirm the user's decision. After clicking yes, close the statement overview.

4) Click on Current Statement to see the Reopened statement.

Generated Reports

Master Cash Statement Report

Master Cash Statement and Ship Checks Reports for historical and current opened statements can be generated under Reports.

How to generate a master cash statement report?

1) Click on Reports and select Master Cash Statement.

2) Select a Statement from the list.

3) Click on Generate.

4) Above is the sample of a complete printable Master Cash Statement Report

Ship Checks Report

How to generate a ship checks report?

1) Click on Reports and select Ship Check.


2) Select a Statement from the list.


3) Click on Generate.


4) Above is the sample of a complete printable Ship Check Report.


Housekeeping

This section enables you to perform a one-time setup of the module both in Adonis Administrator Portal and Adonis Crew Portal.

Adonis Crew Portal Setup

To get started, log in to the APP Crew Portal. When the Home page appears, click the Master Cash tile:

On clicking, you are then redirected to the page:

On this page, click the Settings tile to start configuring the module.

Define Transaction Types

To define a transaction type, first, navigate to Master Cash > Settings:

There are three types of transactions.

  • Normal, this is the day transaction added manually by the user or by the payroll system. They are either deducting or substracting the cash account. 

  • Opening is the transaction used to identify the cash brought forward from the previous cash account. This transaction is defined as credit and is normally not assigned to an account code, and therefor not exported to the accounting ledger. This transaction is automatically generated when opening a new cash account. 

  • Closing like the opening transaction type this entry is automatically generated. In contradiction to the Opening transaction, the closing transaction is created when closing the MCA.

Below you will find the instructions on how to create each transaction type in particular.

Define Normal Transaction Type

To define a normal transaction type, on the Settings page, click the NEW TRANSACTION TYPE button. On clicking the button, the following dialog appears:

On the dialog, fill in the following fields:

  1. Transaction Code is a unique alphanumeric code to identify a transaction.

  2. Description is a transaction name.

  3. If the transaction will use a ship check, please check this. 

  4. If the transaction is generated by payroll, please check this.

  5. If the transaction is credit (receivable), please check it. It is also possible to link this to the Account Codes from APM.

  6. If the transaction is a debit (payable), please check it. It is also possible to link this to the Account Codes from APM.

  7. The transaction is Normal. This is to identify which are for opening and for closing.

  8. If you want to disable this transaction, please check this.

  9. Click submit to save.

If the transaction is a Ship Check, it should have both options for Debit and Credit as it should not affect Cash balance.

Opening Type

  1. Transaction code is a unique code to identify a transaction. It can be alphanumeric.

  2. The description is the definition of the transaction.

  3. Opening Balance will always be is credit (receivable), because the statement will receive the closing balance from the previous statement.

  4. The transaction is Opening Balance, this is to identify that this transaction will be used in opening a statement.  

  5. Click submit to save.

Closing Type

  1. Transaction code is a unique code to identify a transaction. It can be alphanumeric.

  2. The description is the definition of the transaction.

  3. Closing Balance, this is to identify that this transaction will be used in closing a statement. 

  4. Click submit to save.

Setting up inheritance, centralize transaction types

One feature of this module is the possibility to inherit the Transaction List from another vessel. This is to make all the transactions uniform for all the vessels and to minimize the workload for the administrator. 

How to inherit the transaction list to another vessel?

  1. Select vessel/s you want to inherit the Transaction List.

  2. Click Update.

  3. You will get a successful notification


Access Rights

Use the Administrator Portal > Access Control to add the MCA to roles used by the user groups that need to access the MCA


Initializing or using the MCA for the first time

The first MCA opened, need to be initialized with an opening balance that is received from the system being replaced.  For this we suggest creating a credit transaction with a very high code number. For example 999, use this transaction to input the first opening balance.  

 

Add the initial balance as the first transaction in the MCA.

The system is now ready to use to register the various MCA transactions. 


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