Requirements – Cash Book (CB)

General requirements

• The system will be capable of maintaining up to 10 current and 10 deposit accounts.
• 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.
• The cash-book will be integrated with the general ledger. Postings will update specified general ledger accounts and general ledger cash book balances.
• The system will facilitate bank reconciliation’s, using bank statements input either manually or automatically.
• Receipts and payments from the sales and purchase ledgers and the payroll will be posted as separate posting runs.
• A full audit trail of cash book transactions will be produced automatically.

Data input

• The system must support input on a batch basis. Batch numbers will be allocated by users.
• The following references will be posted to the cash-book:
• customer/supplier account number,
• transaction reference number,
• general ledger full code,
• transaction amount.
• 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.
• For manual receipts and payments there will be fields for:
• cheque number (for payments),
• narrative to allow for payee name or narrative on receipts,
• general ledger code(s),
• amount.
• Batch totals will equate with banking amounts to enable matching by the system on the automatic bank reconciliation.
• When entering a bank statement, either automatically or manually, there will be fields for:
• cheque number,
• amount,
• date on statement,
• reference number for bank giro credits.

Data stored

• The following data will be stored within the system:
• balance on each bank account,
• uncleared cheques,
• standing orders and direct debits,
• bank account details for payments by direct debit.
• The system will aggregate totals of payments and receipts on a daily, weekly and monthly basis on the following classification:
• sales ledger,
• purchase ledger,
• other receipts,
• other payments.
• The system will maintain totals for other receipts and other payments by general ledger posting code and this information should be available on enquiry.
• 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

• The following reports will be produced:
• a daily position report on each account including details of receipts and payments with totals for each, and for all accounts aggregated,
• full audit trail reports on a monthly basis,
• bank reconciliation report for each bank account; this should be available at a minimum on a weekly basis,
• general ledger distribution report with total for each general ledger account on a weekly basis,
• VAT analysis,
• automatic cheques,
• remittance advices,
• 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.