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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 Administrator Portal

Set Access Rights

Log in to the APP Administrator Portal to set the permission levels for accessing the module. Once logged in, navigate to Access Control > Roles:

On the page, proceed as described below:

  1. Select a user group to which you want to grant access to the module. This opens a list of modules.

  2. Scroll down and find the Master Cash Account module in the list.

  3. Select the module to see the module features.

  4. In the Grant Access column, select the features to which you want to provide access.

Upload Reports

The Master Cash Account module allows you to generate reports. Before getting started, you need to perform a simple setup.

As an administrator, log into Adonis Administrator Portal, navigate to Access Control > Roles. This opens the following page:

 On the Roles page, proceed as described below:

  1. Select the user group for which you want to set permissions.

  2. Within the grid, navigate to Master Cash Account.

  3. For Reports, set the permission level to Grant Access.

Now, go to your ftp area by following the path: http://download.adonis.no/files/upgrade/Personnel%20Portal and select the folder associated with the current version of the application > Reports.

Make sure to select the reports version corresponds to current version of the application.
The following report drafts are available to you: Master Cash Account, MCA - Ship Check.

Select one and upload it to Adonis Administrator Portal. To do this, refer to Maintaining Reports and follow the directions carefully.

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 transaction is an expense for some vessel suply added manually by the user or by the payroll system.

  • Opening transaction is automatically generated when opening a new cash account onboard the vessel. This transaction is defined as credit and normally it is not assigned to an account code, and, therefore, not exported to the accounting ledger. 

  • Closing transaction is automatically generated when closing the MCA.

Below you will find the instructions on how to add a transaction type.

Add Transaction Type

To define a 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:

  • Transaction Code. Enter a unique alphanumeric code to identify a transaction.

  • Description. Enter a transaction name.

  • Generated by Payroll. Select the option to make it available in the Master Cash Account Journal Voucher plugin.

  • Is Credit. Select the option if the transaction is a credit (receivable). It is also possible to link this to the Account Codes from APM.

  • Is Debit. Select the option if the transaction is a debit (payable). It is also possible to link it to the Account Codes from APM.

  • Default as Ship Check. Select the option if the transaction uses a ship check.

  • Transaction Type. Select one of the following options: Normal, Opening Balance, Closing Balance. For more information, see Define Transaction Type.

  • Is Passive. Select the option to disable this transaction and make it unavailable in the transactions list.

  • Click SUBMIT to proceed.

If the transaction is set to Ship Check, make sure to select Is Debit and/or Is Credit as it does not affect the Cash balance.

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


Initializing MCA

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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