Cashbook Applet

Purpose and Overview

The Cashbook Applet is a fundamental Core Module component that manages all cash and bank account operations in BigLedger. This applet provides comprehensive cash management, bank account configuration, payment method setup, and cash flow tracking that supports all financial transactions across every BigLedger module.

Primary Functions

• Cash Account Management - Physical cash handling and control
• Bank Account Configuration - Multiple bank account setup and management
• Payment Method Setup - Various payment method configurations
• Cash Flow Tracking - Real-time cash position monitoring
• Bank Reconciliation - Automated bank statement reconciliation

Key Features

Cash Account Management

• Multiple cash accounts (registers, petty cash, etc.)
• Cash denomination tracking and counting
• Daily cash opening and closing procedures
• Cash variance reporting and investigation
• Multi-currency cash handling
• Cash security and control measures

Bank Account Configuration

• Multiple bank account setup and management
• Bank account details and connectivity
• Online banking integration
• Bank statement import and processing
• Multi-currency bank account support
• Bank fee and charge management

Payment Method Setup

• Comprehensive payment method configuration
• Credit card processing integration
• Digital payment method support (e-wallets, etc.)
• Check processing and clearing
• Wire transfer and bank draft handling
• Payment gateway integrations

Transaction Processing

• Real-time cash and bank transaction recording
• Automated posting to general ledger
• Multi-approval workflows for large transactions
• Transaction categorization and coding
• Reversal and adjustment capabilities
• Batch processing for high-volume transactions

Reporting and Analysis

• Daily cash position reports
• Bank account balance monitoring
• Cash flow forecasting and analysis
• Payment method performance analysis
• Bank reconciliation reports
• Cash variance and exception reports

Technical Specifications

System Requirements

• Minimum Access Level: Cash Management Administrator
• Database Dependencies: Financial and cash management tables
• Integration Points: All financial and transaction modules
• API Availability: Real-time transaction processing APIs
• Security Features: Multi-level approval and audit trails

Cash and Bank Configuration Options

• Account Types: Cash, Current Account, Savings, Time Deposits
• Currency Support: 150+ global currencies
• Transaction Limits: Configurable per account and user
• Approval Workflows: Multi-level approval processes
• Integration APIs: Banking and payment gateway connections

Performance Parameters

• Transaction Volume: Process thousands of transactions per hour
• Real-time Updates: Instant balance updates across modules
• Concurrent Users: 200+ simultaneous cash operations
• Report Generation: Real-time cash position reports
• Bank Integration: Real-time bank balance synchronization

Integration Points

Core Module Dependencies

• Chart of Account Applet - Cash and bank account mapping
• Tax Configuration Applet - Payment-related tax handling
• Organization Applet - Multi-location cash management
• Employee Maintenance Applet - Cash handler authorization

Module Integration

External Integrations

• Banking Systems - Online banking and account connectivity
• Payment Gateways - Credit card and digital payment processing
• Cash Management Services - Armored car and cash services
• Accounting Software - Financial data synchronization
• Treasury Systems - Corporate treasury management
• Mobile Banking - Mobile payment and banking apps

Configuration Requirements

Initial Setup Requirements

1. Company Banking Details - Business bank account information
2. Cash Account Setup - Physical cash locations and registers
3. Payment Methods - Configure accepted payment methods
4. Chart of Accounts Integration - Map to appropriate GL accounts
5. Security Settings - Cash handling authorization levels

Essential Configurations

• Bank Accounts: Primary operating accounts, savings, loan accounts
• Cash Registers: Point-of-sale cash handling locations
• Payment Methods: Cash, Credit Card, Bank Transfer, Check
• Currency Settings: Base currency and foreign exchange handling
• Approval Limits: Transaction approval thresholds

Advanced Configurations

• Multi-Bank Management - Multiple banking relationships
• Treasury Operations - Investment and funding management
• International Payments - Cross-border payment handling
• Automated Clearing - Electronic payment processing
• Risk Management - Cash security and fraud prevention

Use Cases

Retail Store Operations

Scenario: Multi-location retail chain

• Point-of-sale cash register management
• Daily cash balancing and deposits
• Credit card transaction processing
• Store-to-bank cash transfer tracking
• Multi-location cash consolidation

Benefits: Comprehensive retail cash management

Service Business

Scenario: Professional services firm

• Client payment processing
• Expense reimbursement handling
• Operating expense payments
• Bank reconciliation automation
• Cash flow forecasting

Benefits: Streamlined service business cash operations

Manufacturing Company

Scenario: Production facility with suppliers

• Supplier payment processing
• Employee advance management
• Petty cash for operational expenses
• Large capital expenditure approvals
• Multi-currency supplier payments

Benefits: Efficient manufacturing cash management

E-Commerce Business

Scenario: Online retailer with multiple payment methods

• Online payment gateway integration
• Refund and return processing
• Multi-currency customer payments
• Automated bank reconciliation
• Real-time payment confirmation

Benefits: Seamless e-commerce payment processing

Related Applets

Core Module Applets

• Chart of Account Applet - Account structure integration
• Tax Configuration Applet - Payment tax handling
• Organization Applet - Multi-location cash management

Financial Applets

• Accounts Receivable Applet - Customer payment processing
• Accounts Payable Applet - Supplier payment processing
• Bank Reconciliation Applet - Automated reconciliation

Transaction Processing Applets

• Payment Processing Applet - Advanced payment handling
• Cash Flow Management Applet - Cash flow analysis
• Treasury Management Applet - Corporate treasury

Setup Guide

Quick Start

1. Access Cashbook Configuration - Navigate to the applet
2. Bank Account Setup - Configure primary bank accounts
3. Cash Register Setup - Set up physical cash locations
4. Payment Method Configuration - Configure accepted payment types
5. Test Transaction Processing - Process sample transactions

Advanced Setup

1. Multi-Bank Integration - Connect multiple banking relationships
2. Payment Gateway Integration - Set up credit card processing
3. Automated Reconciliation - Configure bank statement import
4. Approval Workflow Setup - Configure transaction approvals
5. Reporting Configuration - Set up cash management reports

Cash and Bank Account Structure

Bank Account Configuration

Account Name: Primary Operating Account
Bank: Maybank Berhad
Account Number: 514234567890
Account Type: Current Account
Currency: MYR
Online Banking: Enabled
Statement Import: Automated Daily
GL Account: 1001 - Cash at Bank
Authorization Required: >RM 10,000

Cash Register Setup

Register Name: Main Counter Register
Location: Store Front - Counter 1
Currency: MYR
Opening Float: RM 500.00
Maximum Amount: RM 5,000.00
GL Account: 1000 - Cash on Hand
Responsible Person: Cashier-001
Counting Required: Daily Close

Payment Method Configuration

Payment Method: Credit Card
Type: Electronic Payment
Processor: iPay88
Processing Fee: 2.5%
Settlement Period: T+2 days
GL Account: 1002 - Credit Card Receivable
Refund Policy: Same Method
Daily Limit: RM 50,000

Best Practices

Cash Management Best Practices

• Segregation of Duties - Separate cash handling and recording
• Regular Reconciliation - Daily cash and bank reconciliations
• Approval Controls - Multi-level approval for large transactions
• Audit Trails - Complete transaction documentation
• Security Measures - Physical and system security controls

Bank Account Management Best Practices

• Account Monitoring - Regular bank account balance monitoring
• Statement Review - Daily bank statement review and import
• Relationship Management - Maintain good banking relationships
• Backup Banking - Multiple banking relationships for redundancy
• Cost Management - Monitor and minimize banking fees

Payment Processing Best Practices

• Method Optimization - Optimize payment method mix for cost
• Risk Management - Monitor and control payment risks
• Customer Convenience - Offer multiple payment options
• Processing Efficiency - Automate payment processing where possible
• Compliance Adherence - Follow payment industry regulations

Troubleshooting

Common Issues

Bank reconciliation discrepancies

• Check bank statement import accuracy
• Verify transaction posting completeness
• Review timing differences and cutoffs
• Confirm bank fee and charge recording

Cash register variances

• Verify cash counting procedures
• Check transaction recording accuracy
• Review cash handling processes
• Investigate unusual cash movements

Payment processing errors

• Check payment gateway connectivity
• Verify merchant account configurations
• Review payment method settings
• Confirm network and system connectivity

Support Resources

• Cash management setup and procedures guide
• Bank integration configuration documentation
• Payment gateway troubleshooting guide
• Cash reconciliation best practices guide