Cash-basis Transaction Postings

When you use the Cash-basis Reporting feature, Deltek posts transactions to both your accrual-basis and cash-basis general ledger accounts.

Some transactions affect only your accrual-basis accounts, while others affect both your accrual-basis and cash-basis accounts.

Transaction	Posting Basis	Comments
Accounts Payable Vouchers	Accrual Only	Accounts payable vouchers record expense accruals and do not affect cash.
Accounts Payable Vouchers — Adjustments	Accrual Only	The transaction does not affect the cash-basis general ledger. If you have already paid the voucher, you must post a cash-basis journal entry.
Accounts Payable Payments	Accrual and Cash	On the accrual side, the expense has already been recorded with an accounts payable voucher. When you process the payment, a liability account is debited and a cash account is credited. On the cash-basis side, the expense has not yet been recorded. When you process the payment, an expense account is debited and a cash account is credited. If you use the Accounts Payable application, the posting maps to the expense account charged on the original accounts payable voucher. If you do not use the Accounts Payable application, you must establish a separate cash-basis expense account for cash-basis reporting to work properly.
Cash Disbursements	Accrual and Cash	An expense account is debited on both the accrual and cash-basis sides. This can be the same account or you can map to a different account for cash-basis reporting. Both sides receive a credit to a cash account.
Cash Receipts	Accrual and Cash	A cash account is debited on both the accrual and cash-basis sides, and: The accrual side receives a debit to an accounts receivable account. The cash-basis side receives a debit to a revenue account. Generally, you must map your Accounts Receivable accounts to revenue accounts for cash-basis reporting to work properly.
Expense Reports	Accrual Only	Expense reports record expense accruals and do not affect cash.
Invoices	Accrual Only	Invoices record billed revenue. For cash-basis reporting, revenue is recorded only when cash is received.
Journal Entries	Accrual and/or Cash	When entering a journal entry transaction, you can choose to post the transaction as Accrual, Cash, or Accrual and Cash. You can use a cash only journal entry to correct erroneous postings.
Labor Adjustments	Accrual Only	Cash-basis reports reflect labor expense before payroll is processed and paid, if you have selected the Enable Cash-Basis Postings for Labor Transactions option in the Posting section on the General tab of Settings > Advanced Accounting > System. When you process labor adjustments with this option selected, Deltek debits a labor account and credits the job cost variance account in both your accrual and cash-basis general ledgers.
Miscellaneous Expenses	Accrual Only	You can use a cash-basis journal entry to record miscellaneous expenses.
Overhead Allocation	None	Overhead allocation does not affect your general ledger and, therefore, does not affect cash-basis accounting.
Payroll	Accrual Only, unless you have selected the option to post net payroll directly to your bank.	Deltek makes postings to the cash-basis general ledger when payroll is posted, if you have selected the option to Post net payroll directly to bank on the General tab of Settings > Payroll > General.
Print/Reproduction Expenses	Accrual Only	You can use a cash-basis journal entry to record print/reproduction expenses.
Revenue Generation	Accrual, except when you use revenue method R or define a cash-basis revenue method.	Revenue recognition records the accrual of earned revenue and has no effect on cash basis accounting, except for projects that use either revenue method R or a user-defined cash-basis method.
Timesheets	Accrual Only, unless you have selected the option to enable cash-basis postings for labor transactions.	Cash-basis reports reflect labor expenses before payroll is processed and paid, if you have selected the Enable Cash-Basis Postings for Labor Transactions option in the Posting section on the General tab of Settings > Advanced Accounting > System. When you process timesheets with this option selected, Deltek debits a labor account and credits the job cost variance account on both the accrual and cash-basis sides.
Units	Accrual and Cash	You can use a cash-basis journal entry to record unit expenses.
Void Payment	Accrual and Cash	Voiding a payment results in a posting that is the reverse of the original posting. Void Cash Disbursement: The cash account receives a debit. The expense accounts (accrual and cash-basis) that received the original debit receive a credit. Void Accounts Payable Disbursement: The cash account receives a debit. The liability account (accrual) and the expense account (cash-basis) that received the original debit are credited. Void Accounts Payable Payment Processing: The cash account receives a debit. The liability account (accrual) and the expense account (cash-basis) that received the original debit are credited.