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Master Cash Account Module

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Introduction

The master cash account is used to record the expenditure and receipts of cash and the use of the checks from the the Master's account.   

The module ensures:

  • That there will be 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. 
  • That each transaction will be identified by date, transaction type, description, amount for each expenditure and receipt.
  • That each transaction type can be linked to a budget and account code for classifying expenditures on the journal voucher that posts into the general ledger. 

Payroll Check and Cash payments

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

Account Ledger Export

For the the MCA Account Ledger plug in need to be installed, this plug in exports the closed MCA transactions into a 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 setup as credit and debit transactions.
  • Crew Payments, payments to the crew are recorded the in the Adonis Payroll Module or any other module.  These transactions are configure with the "payroll" flag set and these can not be manually added in the MCA. 


A master can add new transaction in the opened statement.

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

Transaction List Maintenance

The transaction List is where all the transactions listed. Here a user can add, modify and remove a transaction.

Each transaction has its own definition and settings.


How to create a New Transaction Type?

There are three types of transactions.

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

Normal Type

  1. Transaction code is a unique code to identify a transaction. It can be alpha numeric.
  2. Description is the definition of the transaction.
  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 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 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 alpha numeric.
  2. 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 alpha numeric.
  2. 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 to create a credit transaction with 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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