Professional Documents
Culture Documents
CASH
Page
Section
Section Description
06.01
Terminology
128
06.02
Workflow
130
06.03
131
06.04
131
06.05
132
06.06
133
06.07
133
06.08
Cash Swap
134
06.09
134
06.10
135
06.11
136
06.12
136
06.13
137
06.14
138
06.15
Branch Reports
138
06.16
139
06.17
142
06.18
Cash Administration
143
06.19
Essential Checks
143
06.20
Cash Remittances
144
06.21
Precautions
145
06.22
Cash Correction
145
06.23
146
06.24
Cash Reconciliation
146
06. CASH
Welcome to the Cash Module of Core Banking.
The Cash Module in Core Banking intends to automate the workflow pertaining
to all cash-related activities in the Branch.
This module covers aspects relating to:
06.01 Terminology
Cash Drawer:
A system Cash Drawer is similar to your wallet. The details of physical cash
received/returned from/to others are entered here.
Cash Drawer in CBS is similar to the physical cash drawer of Cashiers/ Tellers at
a Branch. It is a logical location that maintains Cashier/ Teller-wise Receipts
and Payments, along with details of denominations. There will be one cash
drawer for each Cashier/ Teller, who handles cash. Apart from them, the Cash
Officer as well as joint custodian of cash (called Vault Custodian) will also have
Cash Drawers. The database of Cash Drawers is maintained at the Branch
Server. This enables cash transactions in offline mode.
Reconcile Currency:
Reconciliation of Currency is an event. By clicking on the button Reconcile
Currency, and inputting the denominations on hand, we are confirming to the
system that the pieces mentioned against each denomination are indeed held
by us physically. This can be done any time but this must be done by each
Teller before handing over cash to the Cash Officer, and also before closing the
Cash Drawer by Cash Officer and the Accountant (Vault Custodian).
Users involved in Cash Module:
Vault Custodian User Type 50.
Cash Officer - User Type 60.
Teller - User Type 1 .
Open Cash Drawer
Click on the 6th icon from left in the B@ncsLink Toolbar.
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Click on 'Open Cash Drawer'. The status of Cash Drawer changes to Open.
You now see the Currency, Opening Balance, Current Balance and whether
currency is reconciled with the denominations on hand.
You can also open the cash drawer through the following menu:
Transaction Posting Cash Maintenance Open and Close Cash Drawer
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The Accountant enquires the opening balance of cash as per Finance One
and verifies that it is equal to the closing balance of cash as recorded from
BGL Account No.98903BBBBBC as at the previous evening.
The Vault Custodian, Cash Officer and Cashiers / Tellers login and open
their Cash drawers.
Cash Officer distributes the Cash to the Cashiers / Tellers who handle Cash
transactions at the Branch. The receiving Teller verifies the Cash and
acknowledges the same.
During the day:
Cashiers / Tellers tally the cash, generate cash reports and hand over the
balance of cash/cash kept in the cash box along with the report to Cash
Officer and Cash Officer acknowledges.
All the Cashiers / Tellers reconcile currency and close their respective Cash
Drawers in the system.
Cash Officer prints cash-related reports, tallies the cash and hands over to
Vault Custodian and Vault Custodian verifies and acknowledges in the
system.
Note: Wherever cash box system is enabled, the cash kept overnight in the
cash box is accounted in BGL98912BBBBBC. In such branches, it is to be ensured
that
The branch closing cash balance is equal to balance in BGL98903BBBBBC plus
BGL98912BBBBBC
Vault Custodian reconciles the currency and closes his Cash Drawer.
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Please note that the Accountant cannot perform cash transactions with
Cashiers / customers directly.
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corrected at this stage; otherwise system will not permit the user to proceed
further.
Click on 'Transmit'. The dialog box will close automatically.
You can now see the message "Cash Drawer Updated" on the Status bar.
Click on Close to exit the screen. AT this stage cash drawer of the issuer is
updated.
Now the teller has to receive or reject the cash issued to him.
06.06 Receipt of Cash by Teller:
Menu access:
Transactions Posting Cash Maintenance Exchange Cash Receive Cash
from Teller
Screen Receive composite cash with G/L Cash Posting appears.
Click on Refresh.
You will now see the amount/amount of cash kept in cash box that has been
given by the Cash Officer, waiting for your acceptance.
Double click on the row containing the above particulars.
Click on Accept.
AT this stage cash drawer of the receiver is updated.
Now you can click on the menu View Cash Drawer and click on Refresh to see
the current balance of cash.
Note: If there are no Cash Drawer transactions, system will throw up a
Message:
There are no Cash Drawer Cash Transfer Transactions pending.
Note: If you click the reject button, the icash drawer of the issuing teller will
be updated with the amount.
06.07 View Cash Drawer:
At any point of time during the day, if you wish to see the contents of your
cash drawer,
Menu Navigation:
Transaction Posting Cash Maintenance View Cash Drawer
The screen Cash Drawer: Issue and receive cash is displayed.
Click on refresh button.
Denomination wise details of the cash drawer will be displayed. The amount
shown against till balance and total of physical cash held by the teller must be
equal.
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Note: Tellers can start receiving cash from customers and make payments out
of such cash even before receiving cash from the Cash Officer.
06.08 Cash Swap:
Whenever the Tellers wish to exchange denominations between them, or with
customers, then:
Menu access:
Transactions Posting Cash Maintenance Cash Swap (Denomination
Exchange)
The screen name is: Cash Drawer: Denomination Swap
Click on Refresh to display the denominations and Total Till Balance.
Till means total amount in the Cash Drawer.
Now you can enter the denominations you wish to give out in the
Denomination Out field, and key in the currency you are receiving in the
Denomination In field.
For e.g., if you wish to give four 500 rupee notes and receive twenty 100 rupee
notes, then enter 4 in the Denomination Out field against 500, and key in 20 in
the Denomination In field.
Please also observe that the Total Till Balance and New Till Balance is equal.
The same is true of Total Amount In and Total Amount Out. In case of
mismatch, system throws error message on transmission.
Now click on Transmit.
You will see the changed denominations immediately on the screen.
06.09 Return of Cash by Teller to Cash Officer and acknowledgement:
At the end of the day, all Tellers print the Cashier/Teller Cash Report by
accessing the following menu:
Reports Printing Reports Cashier/ Teller Cash Report
Click on Fetch. The details will be displayed on the screen.
Click on Print Report. The system will print the report on selected Printer.
After tallying the cash, the Teller will hand over the physical cash/cash box to
the Cash Officer. The event should be entered in the system as follows:
Menu access:
Transactions Posting Cash Maintenance Exchange Cash Issue Cash to
Teller
The screen is: \\ Cash Issue without G/L update
Please enter the amount and Teller ID (in this case, the Cash Officer's PF Index
No.) and click on Transmit.
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The web page dialog is opened. Now key in the amount / denominations of the
cash/cash kept in the cash box.
Please check that there is no difference and click on Transmit.
Now the Cash Officer has to accept this through the following menu:
Transactions Posting Cash Maintenance Exchange Cash Receive Cash
from Teller
Screen Receive composite cash with G/L Cash Posting appears.
Click on Refresh. The screen now shows the teller id, denominations, pieces
and total amount waiting for acceptance. Double click on the row containing
the related particulars.
If the amount shown on screen tallies with what you actually receive, click on
Accept.
You can now click on View Cash Drawer menu, and click on Refresh to see your
current cash position.
06.10 Close Cash Drawer by Teller:
After the Cash Officer has acknowledged the receipt of cash from Teller, the
Teller can close his Cash Drawer.
Menu access:
Transactions Posting Cash Maintenance Exchange Cash Open and
Close Cash Drawer
Open/Close Cash Drawer (cash Summary) screen appears.
Click on INR to select the currency. Click on Reconcile Currency.
Cash Drawer: Denomination reconciliation and adjustment appears.
Click on transmit The Currency reconciled status will become yes. Now click
on Close Cash Drawer.
Note: If the Cash Officer has not acknowledged the cash handed over, and the
Teller attempts to close the cash drawer, the following message is displayed:
Could not close Cash Drawer as Some Cash transactions are pending with/from
you
Also, if any other Teller has given you cash, and you have not acknowledged, or
you have given cash to another Teller and he has not yet acknowledged, the
same message is displayed.
To summarize, to close the Cash Drawer,
The balance of cash should be zero.
Cash handed over to Cash Officer must have been acknowledged.
Currency must be reconciled.
There should be no pending cash transactions from / to another Teller.
There should be no pending cash transactions for authorization.
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Whatever cash transactions that are pending for authorization can be seen
through the menu:
Reports View Pending Cash Transactions for Authorization
06.12 Cash Officer to Custodian and acknowledgement:
After all the Tellers have closed their cash drawers, the Cash Officer will hand
over the cash to the Custodian.
Steps
1
2
Description
Transferring of Cash from Cash Officer to Vault Custodian
Acknowledging the cash by the Vault Custodian
Screen No
---
136
138
Please click on each of the following and wait for the process to complete:
Print Jotting Book Report I, Print Jotting Book Report II, Print Vault
Transactions Report, Print Hand Balance Report,
Save Jotting Book Report I, Save Jotting Book Report II, Save Vault Transactions
Report, Save Hand Balance Report.
The above reports are saved in the folderE:\CBBRANCH\SAVED REPORTS in the branch server.
Note: Backdated Cash reports are not available. Therefore it is important for
the Cash Officer to save the day's reports (all the above Reports), print them
daily and file them.
Archival of Cash reports are not done at CDC. Therefore, the Branch has to
take a backup of the saved reports at periodic intervals on to a CD.
Branch Reports Other Tellers Cash Report:
Suppose the Teller has not generated his report, the Cash Officer can use this
menu for generating the Tellers Report in his absence.
06.16 Switching of Vault Teller:
For whatever reason, if the Vault Teller of the Branch is unable to attend
office, and another officer has to take over charge as Custodian, the Vault
Teller should be replaced as the system recognizes a Vault Teller only by his
User Type, that is 50. In the normal circumstances, when the Vault Teller
goes on leave, the Cash Officer or any officer with user type 45 can use this
option.
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Authorisation
In the Field Old Vault Tellers ID, key in the user id (PF index no.) of the Vault
Teller who is handing over.
In the Field New Vault Tellers ID, key in the user ID (PF index no.) of the
officer taking over as Vault Teller.
Now click on Transmit.
When the Cash Officer transmits, the transaction is submitted for authorization
in Group Queue (Refer 14.01).
On authorization by checker, the process of Switching of Vault Teller gets
completed. The system displays a message The Type of existing Vault Teller
has been changed successfully.
Now let the old and new Vault Tellers login to the system and verify that the
changes have taken place correctly.
Note: Pop up message will appear at the time of Switching off Vault
teller transaction to remind the Custodian to generate the report
before switching off
Confirmation of successful switch over of Vault Teller:
User Type of New Vault Teller is changed to 50.
User Type of outgoing Vault Teller is changed to 1.
Cash is transferred to new Vault Teller.
VPIS Inventory kept with the Vault Teller is then transferred to the new
Vault Teller.
Situation of partial or improper switch over of Vault Teller:
If branch uses the Menu:
User System Management Changes Change Capability level or
User System Management Changes Change User Type permanently
Instead of using the correct Menu: Administration Switching of Vault
Teller, partial of improper switch over of VT may occur. The system
would change the User Type, but Cash and VPIS will not be transferred
to the new Vault Teller and the system will not allow the new User to
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use Cash Vault Transaction Menu. The system may also give an error
message User is not a Vault Teller.
Due to partial switching of Vault Teller, User Type of new Vault Teller
changes to 50 but the User Type of old Vault Teller is not changed to
1 and Cash is not transferred.
In such cases, the branch will have to restore to the original situation
i.e., change the new Vault Tellers Type to 1 and again go for
switching of Vault Teller by the proper Officer (User type 40/ 60 with
User Admin powers).
Sometimes, the present Vault Teller Type shows 50 but while
switching, it gives an error, Old Vault Teller is not a Vault Teller. This
error occurs due to difference in status of Vault Teller at Front-end and
Back-end. At the Front-end (in the branch), it is 50, whereas at the
Back-end (CDC) it is 1. In such cases, use the Menu: User System
Management Changes Change User Type permanently.
If there are 2 users of user type 50, the switching of Vault Teller takes
place partially. In such cases, all users with user type 50 other than
the outgoing Vault Teller should be changed to 1 and the switch should
be done again.
06.17. Change of Cash Officer:
A User Administrator (user type 45 /50) should change the User Type of the
outgoing Cash Officer to 1 and that of the Incoming Cash Officer to 60. These
changes should be done using the menu Change User Type Permanently and
also in the User Type Change (Temporary) under Change Capability level.
Both these options are available under User / System Management menu.
Pre-conditions:
The change of Cash Officer should be done after the completion of days
work.
The outgoing Cash Officer should have handed over the Cash to the
Accountant (Vault Teller) in the system.
Both existing Cash Officer and new Cash Officer should be signed off.
Teller with User Admin rights has to log in and change the Cash Officer.
Process of change of Cash Officer:
The Menu access is:
User System Management Changes Change User Type Permanently
Screen \\ SCR: 009763 Change User Type Permanently appears.
Input the User ID of existing Cash Officer in Field User Number and select 01:
Teller from the Drop Down Box. Click on Transmit.
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Then, input the User ID of the new Cash Officer in Field User Number and
select 60: Cash Officer from the Drop Down Box. Click on Transmit.
The next step is to change the User Capability level for the new Cash Officer.
The Menu access is:
User System Management Changes Capability Level
Screen \\ SCR: 009761 Change Capability Level appears.
Against User Number: fill in the User id of the new Cash Officer.
Against Capability: fill in the Capability level required for a Cash Officer (5).
Select Yes from the adjoining Drop Down Box.
Against Group No: fill in the Transaction Group level required for a Cash
Officer (9 or 16 for with or without System Administration powers).
Select Yes from the adjoining Drop Down Box.
Against User Type: select 60: Cash Officer from the Drop Down Box.
Select Yes from the adjoining Drop Down Box.
Now click on Transmit.
Verification of change:
Now let the new Cash Officer login to the system and verify that his User Type,
Capability Level and Transaction Group reflect the correct position.
If two officers are set up as User Type 60, then there will be problems in
generating the Cash Reports.
Note: When the permanent Cash Officer reports back, repeat the above steps.
06.18 Cash Administration:
At the end of the day when any Teller has left the Office without closing his
Cash Drawer, the Cash Officer can close the Cash Drawer of the Teller forcibly
through this menu provided the cash drawer has zero balance.
Steps Description
1
Enquire Status of the Teller
2
Close Cash Drawer of Teller
The next day, branches to verify that the balance in CGL Cash Account
(1204505001) in Finance One tallies with that of BGL Cash Balance account
(98903<5-digit Br Code><Check Digit>). This can be verified the next day
through Finance One Enquiry or GLCOMP Report.
After verifying in Finance One, the Joint Custodians have to certify in the
Branch Cash Balance Book that:
(i)
(ii)
Enter the Originating Branch Code, Originating Date and select the
Originating Schedule as Schedule 07
Click on Transmit.
Enter the Pay Bank as 0 and Responding Branch Code and Branch
description.
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Click on Transmit.
After the checker authorises the payment, the Cashier / Teller has to
enter the denomination details in Cash Drawer.
If the Cash Drawer is not updated with cash transactions for any reason,
update the Cash Drawer (through the option Cash Correction available
in the menu that pops up when the icon view journal is clicked). This
should be done on the same day.
If the cash drawer is not updated and not rectified on the same day,
then use the following menu to update the cash drawer on subsequent
days.
Transaction Posting Cash Maintenance Edit/Update Cash
drawers of Tellers
A queue will be generated on transmission and the officer authorizing
the queue must ensure that the updation is a genuine one. The Branch
Manager/Officer in charge must generate the report available in the
following menu regularly and verify cash drawer updation done by tellers
and satisfy himself about the geniuses of such updation.
Reports Printing Reports cash Drawer Update Details Report
the Teller gets a message Transaction timed out. Cash drawer not updated.
Please verify balances. The Cashier/ Teller should rectify the position by
using the Cash Correction option in the third icon View Journal.
The steps involved are:
The user has to first enquire whether the Account is Debited / Credited.
For this, the User should perform transaction enquiry on the account and
note down the Host Trace Number.
Then Click on View Journal Icon (3rd Icon from left in the Tool icon
bar)
Click on Execute.
Select the entry by clicking once, and then Click on Cash Correction.
The next screen will appear, giving details of the transaction. Now click
on Transmit.
The system will update the Cash Drawer. The Cashier/ Teller should
verify his/ her Cash Drawer after carrying out cash correction, to ensure
that Cash Drawer updation is correct.
01.01.2006.
This
procedure
for
cash
Solution
Use Cash rectification option in BGL
menu
Cash correction to be invoked if
error is located on the same day.
Take up with CDC for removal of
extraneous Vault Teller or Cash
officer
Check the a/c no. 98549BBBBBC
and reverse the duplicate entry by
invoking correction option.
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