The process flow of the General Cashier module is

General Cashier Control

Before the cashier can start using the main screen for recording transactions, there are a few controls/parameters that are required to be defined/setup. This setup is done using the General Cashier Control Screen. To access the screen choose the option of General Cashier Control from the main menu of the module.

The following screen is loaded

In the Default value for General Cashier Section, the parameters to be defined are:

1. General Cashier Account Code – This is the General Cashiers, general ledger account code. This should be a valid GL account code.

2. Transfer Account Code – This is also a general ledger account code which is used while recording transactions like cash paid or received from debtors/creditors. The significance of this field is when the General cashier is receiving or giving money to debtors/creditors the corresponding entries are posted into the Receivables and Payables accounts.

Example: Cash paid to a Creditor. In this case the supplier account is affected in the payables module and the creditors control account is debited. To complete the journal by following the double entry book keeping system of accounts, the GL account that is credited is the transfer account. Once the End of the Day process is done by the general cashier, the transfer account is debited and the GC control account is credited. The transfer account will now have a zero balance, which should be the case.

3. Transaction Type for JV posting – the type or journal that will be posted in general ledger for all transactions recorded by the General Cashier. This is identified as CV (Cash Voucher).

In this section of the screen, define the types of posting that are allowed in the module.

The cashier may be or may not be allowed to post into the AR and AP module. If he/she is allowed then tick the check box against – Is the cashier allowed to post in AP/AR?

Post one GC entry for every transaction - The sanctity of this field is whether there should be one transaction posted on the GC Account code for the entire batch process or for every income/expense account being Credited or debited should a contra be generated simultaneously. E.g. if the GC has received 500.00 from two debtors, one giving 300.00 and the other 200.00 then if this option is not ticked, the system will post one transaction of 500.00 in the GC Account code. On the other hand if it is ticked then two transactions of 300.00 and 200.00 will be posted in the GC General Ledger code.

Is the General Cashier module using the Interface, indicates, if the transactions from GC are manually transferred to GL, through an interface. This option should be switched off, since the GC transactions are reflected directly in GL once the End of the Day process is over.

The Transaction Type section:

This is the area in which the debit and credit transaction types can be defined for both Payable and Receivables. Incase, you wish to maintain a different transaction type for AP and AR, when cash transactions are posted through the Cashiering Module, the same can be defined here.

This is a mandatory parameter than needs to be defined, without which the system will not allow to execute the Cashier Day End Process.

This section of the screen displays the Cashiers Balance as of Last Audit and the user id of the person who had closed the books the last time and the date on which it was done.

General Cashier Main Screen

This is the main screen in which the GC performs all the activities. To access the screen click on the option of the General Cashier Main screen in the main menu.

The following screen is loaded

The left half of the screen is the area in which the cashier will post the transactions. Transactions can be posted to AR and AP, if it is allowed as set in the GC Control Screen. The general cashier is always allowed to post into the General Ledger.

The right half of the screen displays the cash status as on the working date. Some of the information's are:

Opening Balance – This is the balance carried forward from the previous day.

Cashier’s Date – The working date of the GC.

Received (amount and Number) – This is the amount of cash received on the cashier’s date and the count of such receipt transactions. The figures in these fields are updated as the user posts transactions on the left of the screen.

Paid (Amount and Number) - This is the amount of cash paid out on the cashier’s date and the count of such payment transactions. The figures in these fields are updated as the user posts transactions on the left of the screen.

The system displays the cash summary of the working date in form of

• Opening (Dr/Cr)

•Today’s Gross (Dr/Cr)

•Today’s Net (Dr/Cr)

•Closing (Dr/Cr)

Today’s transactions – this is the count of transactions posted on the working date.

Closing Balance – the closing balance of the current working date that will be carried forward as the opening balance of the next day, once the End of the Day process is completed by the cashier.

Posting transactions in the GC Module.

1.  Click the Add row button to insert a blank row on the left half of the screen.

2. Click the drop down in the Post to column to select the module into which the transaction is to be posted. It can be Payables, Receivables or General Ledger.

3. In the Account/Party column, select the appropriate Supplier id if posting to AP, Debtor Id if posting to AR or GL account code if posting to General Ledger.

4. Type in the Narration of the transaction.

5. Enter the Amount.

6. Select the flag whether, paid or received.

7. Click on the Save button on the top to complete the posting of the transaction.

8. While posting, at any given point of time, the journal being created can be checked by clicking the journal link on the top left corner of the screen.

 These journals are for only those transactions that have been saved into the database.

9. Another window is loaded in which the journal is displayed. You will note that for the transactions being posted to Payables and receivables, the GL account being affected is the GC Transfer account, as defined in the GC Control Screen.

 mycloud backoffice allows backdated posting of transactions, only if the user has the right to do so. The General Cashier user access for posting backdated transactions can be assigned from the Setup Templates Screen.

GC end of the day process:

The end of the day process is a necessary action the cashier has to perform before leaving for the day. It indicates closing of the books by tallying all the cash payments & receipt transactions recorded for the day.

The cashier can tally the closing balance for the day with the physical balance in hand i.e. the opening balance of today + all posting done today equals to the closing balance. This closing balance should match with his/her physical cash balance.

 Transactions posted in AP/AR/GL cannot be modified by the GC. The only way to correct such entries is to post correction journals in the respective modules.

To perform this action, click the button of End of Day button present on the left area of the screen.

GC Reports

There a number of reports in the GC Reports screen. This can be accessed from the main menu.

The following screen is loaded:

The reports are listed within different headings. Clicking the + sign against each node will expand and list the names of the reports within each heading. The report parameters for each report are displayed on the right half of the screen.

Some of the sample reports are listed below.

Cashier register:

GC Transaction Journal

GL Distribution