06. CASH Page
Section
Section Description
06.01
Terminology
128
06.02
Workflow
130
06.03
Issue of Cash by Custodian to Cash Officer
131
06.04
Receipt of cash by Cash Officer
131
06.05
Issue of Cash by Cash Officer to Teller
132
06.06
Receipt of Cash by Teller
133
06.07
View Cash Drawer
133
06.08
Cash Swap
134
06.09
Return of cash by Teller to Cash Officer
134
06.10
Close Cash Drawer by Teller
135
06.11
Viewing Pending Cash Acknowledgements
136
06.12
Cash Officer to Custodian
136
06.13
Closing of Cash Drawer by Cash Officer
137
06.14
Closing of Cash by Accountant
138
06.15
Branch Reports
138
06.16
Switching of Vault Teller
139
06.17
Change of Cash Officer
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
ATM Cash Replenishment
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:
Opening and Closing of Cash Drawers,
Issue of Cash by Custodian (i.e. Accountant) to Cash Officer,
Issue of Cash to Teller,
Return of Cash by Teller,
Acknowledgement of cash receipt,
Switching of Vault Teller,
Cash Reports and other cash reconciliation matters.
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. 128
The screen „Open/ Close Cash Drawer‟ (Cash Summary) is displayed.
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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06.02 Workflow relating to Cash in a typical non-Chest branch: Beginning of the Day:
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.
Vault Custodian transfers Cash to Cash Officer.
Cash Officer verifies and acknowledges receipt of cash.
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 perform customer transactions, i.e. Receipts / Payments, office account transactions and swap denominations, etc. End of 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.
Joint custodians are to ensure at close of day that: The balance of cash as per the Vault Register = The balance of cash as per Accountant‟s Cash Drawer = The balance of cash as per Branch Cash Balance Account 98903BBBBBC = The physical cash in the Vault.
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
Cash Officer reconciles currency and closes his Cash Drawer.
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.
06.03 Issue of cash by Custodian to Cash Officer: Menu access: Cash Vault Transactions Custodian to Cash Officer Screen „Issue of Cash from Custodian to C.O.‟ appears. Field „G/L Acct No‟ shows „0‟. The system automatically picks up the BGL Branch Cash Balance account number i.e. 98903BBBBBC. Enter the Amount of cash/cash in the cash boxes taken out from the vault and Receiving Teller ID (i.e. PF index number of Cash Officer) and click on Transmit. A web page dialog opens asking for the denominations to be given. After keying in the details, please click on Transmit. A journal number is generated. Please note this in the Vault Register. All transactions between the Accountant and the Cash Officer get reflected in the Branch Cash Balance account 98903BBBBBC. The amount of cash taken out from the vault is credited to the said account and vice versa. The next step is for the Cash Officer to acknowledge receipt of the cash. 06.04 Receipt of cash by Cash Officer: Menu access: Transactions Posting Cash Maintenance Exchange Cash Receive Cash from Teller „Receive composite cash with GL Cash Posting‟ opens. Click on Refresh. Now you will see the details of cash to be received. Double click on the row containing the particulars, then click on Accept.
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06.05 Issue of Cash by Cash Officer to Teller: Scenario: Cash Officer needs to give cash/cash box to Teller so that he will be able to make payments. Menu access: Transactions Posting Cash Maintenance Exchange cash Issue Cash to Teller. Screen „Cash Issue without G/L update‟ opens. Please key in the Amount and the Receiving Teller's ID. Click on „Transmit‟. This will bring up a Web Page Dialog seeking inputs on Denominations of currency you are giving. After you key in the required figures in the Denomination Out / Amount Out column, click anywhere else on the screen. Check to see that the Give/Receive field shows 0. This means the denominations you have given in this screen match with the amount you entered in the first screen. Any errors in denominations must be 132
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. 133
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. 134
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. 135
06.11 Viewing Pending Cash acknowledgement: Normally, as soon as the Cashier/Teller receives cash physically the action should be recorded in the system. At any point of time, the Cash Officer can view all the cash issuance made by tellers that have not yet been acknowledged by the receiving tellers. The menu is: Reports View Pending Cash Acknowledgment Click on Fetch. If any cash transfers are pending acknowledgement, then you will see entry similar to:
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 ---
The menu access is: Cash Vault Transactions Cash Officer to Custodian Screen „Issue of Cash from Cash Officer to Custodian‟ appears. Key in the amount and Receiving Teller ID (id of Vault Teller) and click Transmit. The web page dialog opens. Key in the denominations and click Transmit. You will now see the message “Cash Drawer Updated” on the status bar. Click on close. Acknowledgement of cash receipt by Vault Teller Menu access is:
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Transactions Posting Cash Maintenance Exchange Cash Receive Cash from Teller Click on Refresh. You can see the Issuing Teller, Receiving Teller, Denominations and other details. Double click on the row containing teller details. Click on Accept. 06.13 Closing of Cash Drawer by Cash Officer: After the Vault Teller has acknowledged the cash issued by Cash Officer in the system, the Cash Officer can reconcile currency and close his Cash Drawer. Menu access: Transactions Posting Cash Maintenance Exchange Cash Open and Close Cash Drawer Select the Currency INR by clicking once, and then click on „Reconcile Currency‟. Click on Transmit. Now click on „Close Cash Drawer‟. Note: If the currency is not reconciled, then the following message appears: “All currencies must be reconciled before cash drawer can be closed”. The Cash Officer cannot close his Cash Drawer unless and until the Vault Teller acknowledges receipt of cash given by him. Also, he cannot close his Cash Drawer unless all the Tellers in the Branch have closed their respective Cash Drawers. The following is the message that appears when some Tellers have not closed their cash drawers. “Cash Drawer is OPEN for some teller(s)” It may be that some cashiers have returned cash in the system, but did not close the cash drawer and they are not available in the branch. Therefore, the Cash Officer has a special menu: Cash Administration Close Cash drawer by Cash Officer The only information required is the Teller ID whose cash drawer is to be closed. This option will run only when the balance in cash drawer of the teller is having zero balance. To check out who are all the Tellers who have not closed their Cash Drawers, the Cash Officer can use this menu: Reports Cash Related View Cash Summary Click on Fetch. Details such as Teller No., Opening Balance, Cash Received, Cash Paid, Closing Balance, Currency and Status of Cash Drawer are displayed on the screen. Note: The total of closing balance of all tellers is the sum of physical cash with all tellers at that point of time. This is a useful menu to know the cash position in the branch at particular point of time. 137
06.14 Closing of Cash by Vault Teller: After the Cash Officer has closed his Cash Drawer, the Vault Teller will reconcile Currency, and Close the Cash Drawer. The menu access is: Transactions Posting Cash Maintenance Exchange Cash Open and Close Cash Drawer Click on the currency displayed, and click on Reconcile Currency. You will see the screen „Cash Drawer: Denomination reconciliation and adjustment‟. The Vault Teller has to key in the actual units of currency on hand against each denomination.
The Till Balance and On Hand Balance must tally. Then click on Transmit. The "Currency Reconciled" status is now “Yes”. Now click on "Close Cash Drawer". With this, the Branch cash is closed. Note: If the Cash Officer has not closed his Cash Drawer, you will see the message: “Cash Drawer could not be closed as Cash Officers Cash Drawer is still open” 06.15 Branch Reports: The printing and saving of Cash Reports by Cash Officer is to be performed every day without fail. Menu access: Branch Reports Cash Officer's Jotting Book Report
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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 Teller‟s 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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Precautions to be taken while changing Vault Teller: The branch cash balance should be transferred to the new Vault Teller in the system.
Any Teller holds VPIS Inventory, it should be returned to the Vault Teller.
All the Cash Drawers of Tellers should be closed. There should be no Cash in the Cash Drawer of the proposed Vault Teller. Cash Drawers of Cash Officer and Vault Teller should be closed. Otherwise, it will give an error „Cash Drawer of Cash Officer is still open; please close the Cash Drawer‟. If the proposed Vault Teller is taking over as Vault Teller for the first time and if he/ she has never opened his/ her Cash Drawer, then ask him/ her to open it once and close it. Switching of Vault Teller can be done at any time, but the ideal time is either at the end of business (i.e. after closing cash and before giving EOD signal) or at the start of the business. As soon as all the day‟s transactions are over, cash and securities have been returned to the outgoing Vault Teller and the keys are handed / taken over, the Cash Officer should go thro this menu to effect the change in the system. Both the outgoing as well as the incoming Vault Tellers should have closed their Cash Drawers Both the outgoing as well as the incoming Vault Tellers should have signed off when the menu option of „switching of Vault Teller‟ is run. The system changes User Type of existing Vault Teller to 1 and that of incoming Vault Teller to 50. Officers with User Type of 45 and 60 with Admin power can do switching of Vault Teller. Switching of Vault Teller changes only User Type 1 to 50; it does not change the Capability level and Transaction Group. So, if the branch wants to increase the Capability level to 7, then they will have to go through the Menu: User System Management Changes Change Capability level The new Vault Teller should login once after this and ensure that his User Type has been changed to „50‟, open his Cash Drawer, verify its contents and ensure that it has been successfully updated. The VPIS also should be verified.
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Process of Changing Vault Teller: Menu Navigation: Cash Administration Switching of Vault Teller This menu is used for changing the Vault Teller of the branch and is available with the Cash Officer. Steps Description 1
Switching of Vault teller
2
Authorisation
Screen No./ Description Cash Drawer Switch: Promotion to Vault Teller Queue (Ref 14.01)
In the Field „Old Vault Teller‟s ID‟, key in the user id (PF index no.) of the Vault Teller who is handing over. In the Field „New Vault Teller‟s 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 141
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 Teller‟s 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 day‟s work.
The outgoing Cash Officer should have handed over the Cash to the Accountant (Vault Teller) in the system.
All Cash Drawers must be closed.
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‟. 142
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
Screen No./ Description Report Cash Summary Close Cash Drawer with Zero Balance
Menu Navigation: Cash Administration Close Cash Drawer by Cash Officer In the screen enter the Teller no. (PF index of the teller) and click on Close Cash Drawer. This will close the cash drawer of the teller. 06.19 Essential Checks for Cash Transactions: At the end of each day, (before sending EOD signal), branches have to check, without fail, that the Physical Cash Balance at the branch tallies with the balance in BGL Cash Account (98903<5-digit Br Code>) and the Vault Teller Cash Drawer Balance. 143
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>). 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)
Physical cash has been tallied with BGL Cash and
(ii)
BGL Cash has been tallied with CGL cash.
Cash Report – developments w.e.f 23/03/2005: Cash report "Cash_Report"-cfpd0903.txt is being made available by CDC in the Report folder of the branch w.e.f 23/03/2005. Branches can balance their cash on the same day. The report contains teller wise cash transactions retrieved from the Host. The report is sent at 5.30 p.m. and 8.30.p.m to the branches. Branches are advised to verify the same with Teller Cash Report on daily basis for any mismatch and rectify. 06.20 Entries for Cash Remittance: Inward Cash Remittance:
The Branch receives Cash Remittance from Link Branch.
Menu Navigation: Branch Accounting (BGL) Credits Cash Posting
Enter the Branch Clearing General Account No (98611)
Enter the Amount of Cash Remittance.
Select the Schedule Type as “ Schedule 08”.
Enter the Originating Branch Code, Originating Date and select the Originating Schedule as “Schedule 07”
Click on „Transmit‟.
The transaction will go to Checker for Authorisation.
The Checker has to authorise the transaction.
Outward Cash Remittance:
The Branch sends Cash Remittance to Link Branch.
Menu Navigation: Branch Accounting (BGL) Debits Cash
Enter the Branch Clearing General Account No (98611)
Enter the Amount of Cash Remittance.
Select the Schedule Type as “ Schedule 07”.
Enter the Pay Bank as “0” and Responding Branch Code and Branch description. 144
Click on „Transmit‟.
The transaction will go to Checker for Authorisation.
After the checker authorises the payment, the Cashier / Teller has to enter the denomination details in Cash Drawer.
06.21 Precautions to be taken in Cash Module:
For Receipt/ Payment transactions, the denominations details are to be entered before parting with cash to the customers. This will minimise the occurrence of Short/ Excess Cash.
Saving and Printing of Cash reports daily, without fail.
Ensuring Closure of Cash Drawer at the end of the Day.
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
Change of Vault Teller through “Switching of Vault Teller”. For this purpose, care should be taken to ensure that only the menu provided for should be used.
Change of Cash Officer – Existing Cash Officer User Type should be changed from “60” to “1” and then New Cash officer User type should be changed from “1” to “60”.
When the permanent Cash officer resumes, the positions should be suitably reversed.
06.22 Cash Correction: The system updates the Cash Drawer of the respective user whenever cash transactions happen. However, due to certain reasons (such as loss of connectivity), there could be occasions where, while the relative account is debited or credited, updation of cash drawer does not happen. In such cases, 145
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)
The B@ncslink Journal screen will be displayed.
Remove the Teller ID, Terminal ID from the respective Fields.
Enter the Account Number, Amount in the respective fields.
Click on “Execute”.
Based on the above, the system will display the details.
Check whether the status of the relevant transaction is “Committed”.
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 Cash Drawer will appear, where the denominations should be entered.
Then 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.
06.23.ATM Cash Replenishment: The ATM Switch Centre is set up as a deemed branch in Core Banking with the branch code 4292. For replenishment of cash in ATM the entry to be passed is: Dr. ATM Core Txn. A/c 98549BBBBBC Cr. Br. Cash Bal. A/c (of the respective branch which is replenishing cash) Note: From 10.05.2008 onwards, the cash in ATM is part of Branch cash and it is shown separately in the weekly abstract. 06.24. Cash Reconciliation: While putting through cash transactions, there can be rare situations in which cash drawer of the teller is updated but account balance is not updated. A new procedure has been prescribed by Core Banking Department for Cash 146
Rectification in branches w.e.f rectification is explained below.
01.01.2006.
This
procedure
for
cash
Branches to post the rectification transactions by invoking following Menu Branch Accounting (BGL)=> Cash Rectification Select the Transaction type e.g. Debit Loan, Credit Loan, Debit Deposit, Credit Deposit etc., Fill the following data in the screen: Customer A/c No, Amount, Date The system will pick up 98955 – Cash Rectification Account automatically. For Example Account No 10001234567 has not been credited for Rs.1000/- on a particular day but cash drawer was updated. Branch to input the customer account number, amount and the date. The system will pick up 98955 accounts automatically and CGL Branch Cash Balance Account 12045050001 will be updated after the EOD of that day as BGL 98955 is mapped to CGL account 1204505001. Important Point: No direct posting will be done on 98955 account. The account should not be used for updation of cash drawer. The account should not be used for rectification of ATM replenishment txn. The account should not be used for rectification of Currency Chest Txn. Branches are required to prepare rectification vouchers for cash and technical suspense account duly authorized and kept for auditor‟s verification. Possible errors for mismatch in BGL / CGL cash and solution: Reasons for differences in cash: Cash drawer is updated but account is not updated A/c is updated but Cash drawer is not Updated There are two Vault Tellers or Cash Officers in the system Entry for ATM Cash Replenishment has been transmitted more than once
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.
Procedure to be followed in 8 to 8 branches, where more than one Cash Officer is posted, is discussed in Chapter 17.
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