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Requirements – Cash Book (CB)

Blog: Biz-Performance, David Brown

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.

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