Requirements – Cash Book (CB)
Blog: Biz-Performance, David Brown
Requirements – Cash Book (CB)
General requirements
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The system will be capable of maintaining up to 10 current and 10 deposit accounts.
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The cash-book will receive automatic postings from the purchase and sales ledgers and the payroll system, together with manual batch posting of other payments and receipts.
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The cash-book will be integrated with the general ledger. Postings will update specified general ledger accounts and general ledger cash book balances.
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The system will facilitate bank reconciliation’s, using bank statements input either manually or automatically.
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Receipts and payments from the sales and purchase ledgers and the payroll will be posted as separate posting runs.
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A full audit trail of cash book transactions will be produced automatically.
Data input
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The system must support input on a batch basis. Batch numbers will be allocated by users.
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The following references will be posted to the cash-book:
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customer/supplier account number,
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transaction reference number,
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general ledger full code,
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transaction amount.
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Bank giro credit references will be made up of the customer account number and the transaction reference number; the customer name should be brought up automatically on input of the customer account number.
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For manual receipts and payments there will be fields for:
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cheque number (for payments),
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narrative to allow for payee name or narrative on receipts,
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general ledger code(s),
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amount.
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Batch totals will equate with banking amounts to enable matching by the system on the automatic bank reconciliation.
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When entering a bank statement, either automatically or manually, there will be fields for:
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cheque number,
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amount,
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date on statement,
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reference number for bank giro credits.
Data stored
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The following data will be stored within the system:
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balance on each bank account,
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uncleared cheques,
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standing orders and direct debits,
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bank account details for payments by direct debit.
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The system will aggregate totals of payments and receipts on a daily, weekly and monthly basis on the following classification:
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sales ledger,
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purchase ledger,
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other receipts,
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other payments.
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The system will maintain totals for other receipts and other payments by general ledger posting code and this information should be available on enquiry.
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It will be possible to load onto the system a budgeted cash-flow following these main categories and for the system to report actual cash-flow against budget showing variances for these main categories. It will be possible to alter the forecast.
Data output
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The following reports will be produced:
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a daily position report on each account including details of receipts and payments with totals for each, and for all accounts aggregated,
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full audit trail reports on a monthly basis,
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bank reconciliation report for each bank account; this should be available at a minimum on a weekly basis,
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general ledger distribution report with total for each general ledger account on a weekly basis,
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VAT analysis,
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automatic cheques,
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remittance advices,
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a cash-flow position report against budgeted cash-flow.
- It will be possible for the user to access the individual payee names for automatic cheque runs without having to access the purchase ledger or payroll modules.
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