Overview
Cash Source reporting starts with the original General Ledger transaction and follows its linked transactions until the final cash or credit-card account is reached.
The logic works in reverse from the original transaction. A bill may later be paid from a bank account. An invoice may later receive a payment that is deposited into a bank account. In each case, the original transaction exists first, and the cash account is identified through its linked transactions.
Core Concept
The original transaction is linked to its final cash source. The transaction may be unpaid, paid directly, or connected through several intermediate transactions.
The Three Linking Pieces
| Component | Meaning |
|---|---|
| Original Transaction | The base General Ledger transaction, whether it has been linked or paid. |
| Linked Transaction | The next transaction connected to the original transaction, such as a Bill Payment or Receive Payment. |
| Cash Source Transaction | The final transaction in the chain that identifies where the money ultimately rests. |
Original Transaction
The Original Transaction is the base General Ledger item. Examples include an expense created by a bill or income created by an invoice.
Linked Transaction
The Linked Transaction is the next step from the original transaction. Examples include a Bill Payment linked to a bill or a Receive Payment linked to an invoice.
Cash Source Transaction
The Cash Source Transaction is the final resting place for the linked transaction chain.
Possible values include:
- NULL — no linked transactions exist.
- Cash Account — the final bank or cash account.
- Undeposited Funds — a Receive Payment or payment exists, but no deposit has occurred.
- Credit Card Account — the final account is a credit-card account.
Examples
| Example | Original Transaction | Linked Transaction | Cash Source Transaction | Cash Source Account |
|---|---|---|---|---|
| 1 | Expense to Account 6000 | Bill | Bill Payment, if paid | Account 1000 |
| 2 | Income to Account 4000 | Receive Payment, if paid | Deposit | Account 1000 |
| 3 | Expense to Account 6500 | Check | Check | Account 1000 |
Pivot Table Considerations
One transaction can have multiple linked transactions. For example, one invoice may have several payments applied to it.
When this occurs, the original General Ledger line is repeated once for each linked transaction. A normal PivotTable sum will therefore overstate the original amount.
In this example, Invoice 1008 has three payments with reference numbers 5096, 5127, and 5139. The actual invoice amount is $5,516.05, but the repeated rows cause the total to appear incorrectly.
Correct the Pivot Table Total
QQube provides two counter fields that can be used as a divisor:
- Txn Detail Count
- Txn Linked Count
1. Create a Calculated Field
Create a calculated field in the PivotTable.
2. Enter the Formula
Use the following calculated-field formula:
='Line Amount' * ('Txn Detail Count' / 'Txn Linked Count')
3. Use the Calculated Amount
The resulting calculated field divides the repeated original amount across the linked transactions. The grand total then returns the correct original amount.
Important Limitation
Use this calculated field only to calculate the grand total for the source checking account. It does not accurately represent the amount assigned to individual items or other transaction details.
Expected Result
The Cash Source fields identify the final cash or credit-card account connected to the original General Ledger transaction. The calculated field prevents repeated linked transactions from overstating the PivotTable grand total.
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