Cashbook Applet

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.

Note: Core Module Applet — One of the 13 essential Core Module applets, critical for businesses handling cash transactions, bank payments, or financial operations.

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

Purposes

This SOP aims to:

  • **Ensure Procedural Consistency Standardize all steps involved in BigLedger cashbook and bank account management.

  • **Maintain Financial Accuracy Ensure all bank accounts and cash movements are correctly linked to their respective General Ledger (GL) codes for accurate financial reporting.

  • **Streamline Cash Management Provide clear, auditable guidelines for managing accounts, settlement configurations, and inter-account transfers.

Key Features and Steps

«««< Updated upstream

  • **There are few steps that need to be done

    Creating a New Bank Account (Cashbook)

    =======

    There are few steps that need to be done:

    1. Creating a New Bank Account (Cashbook)

    Stashed changes Proper setup of a new bank account ensures that all financial activity is traceable, accurate, and reflected in the general ledger.

    Before a bank account can be used in BigLedger, it must be created as a Cashbook and linked to a valid GL (General Ledger) Code.
    Documentation: TODO: Chart Of Account Applet — Documentation pending.

    After the GL code is prepared:

    • Open the Cashbook menu in the Cashbook applet.
    • Enter key details:
      1. Name (e.g., “RHB Account”)
      2. Account Number
      3. Select the Company that owns the account
      4. Assign the Currency (USD, SGD, MYR, etc.)
      5. Link the GL Code created earlier
      6. Create

    Once saved, proceed to the mandatory configuration of the settlement method. «««< Updated upstream

    Payment Method Setup (Settlement Method)

    A Settlement Method defines how a bank account is used in payment or receipt transactions.
    It is required for:

    • Receipt Voucher
    • Payment Voucher
    • Cash Transfer
    • POS payments (where applicable)

    Steps

    • Navigate to Settlement Method
    • Fill in:
      1. Code
      2. Name
      3. Description
      4. Select the corresponding Cashbook

    Payment Type

    The settlement type determines how the method is used in transactions.
    If not assigned, it will not appear as an option.

    2. Payment Method Setup (Settlement Method)

    A Settlement Method defines how a bank account is used in payment or receipt transactions. This setup is required to use the Cashbook in modules such as:

    • Receipt Voucher
    • Payment Voucher
    • Cash Transfer
    • POS payments (where applicable)

    Steps

    1. Navigate to Settlement Method.
    2. Click Create.
    3. Fill in:
      • Code
      • Name
      • Description (You may use the same text for all three fields for consistency.)
    4. Select the corresponding Cashbook.

    3. Payment Type

    The settlement type determines how the method is used in transactions. Failure to assign a type will prevent it from appearing as a selectable option.

    Stashed changes

    Valid settlement types:

    • Bank Transfer
    • Cash
    • Cheque
    • Credit Card
    • Debit Card
    • E-wallet

    «««< Updated upstream

    Configure Automatic Bank Charges (Optional)

    1. Go to the Charges section
    2. Select the Ratio option
    3. Enter the fee percentage (e.g., 5%)
    4. System auto-posts the fee to the Bank Charges GL account

    Branch Linking

    To restrict unauthorized access: Assign the settlement method only to specific branches. Example: Enable for HQ and Disable for KB Branch

    ======= Bank Transfer Cash Check Credit Card Debit Card E-wallet **Configure Automatic Bank Charges (Optional)** This feature automates the posting of bank or transaction fees (e.g., credit card charges). Go to the Charges section. Select the Ratio option. Enter the fee percentage (e.g., 5%). When used in a transaction, the system automatically: Calculates the fee Posts it to the Bank Charges GL account ### 4. Branch Linking To restrict unauthorized access: >>>>>>> Stashed changes

Inter-Account Transfers

After ALL Setup Done, sse Cash Transfer to move funds between bank accounts or from cash-on-hand to a bank account. 1. Create a Cash Transfer

Go to Cash Transfer.

Click Create.

Select a Transfer Type (Bank In, TT, Cash, etc.).

Choose the Company and Branch.

2. Enter Transfer Details

In the Transfer Line section:

Transfer From Cashbook: Source account (Debited)

Transfer To Cashbook: Destination account (Credited)

Amount: Enter the transfer value

Date: Posting date

Remarks: Add a clear description (e.g., “Monthly transfer to salary account”)

Click Add.

3. Finalize the Transfer

After reviewing: Click Finalize

Once finalized:

  • The transaction is permanently posted
  • It cannot be edited or reversed
  • It will appear immediately in GL and Cashbook reports

Reports

1. Query Cashbook Transaction (Detailed View)

Use this for detailed reconciliation of one bank account.

Displays:

  • Opening Balance
  • Transaction Lines
  • Amount In (Debit)
  • Amount Out (Credit)
  • Closing Balance
  • Drill-Down Links to source documents

This tool is ideal for month-end or audit reviews. 2. Cash Level (Summary View) Use this for a high-level overview of all balances across multiple cashbooks.

Features:

Shows final balances for each cashbook

Supports grouping (e.g., by company or currency)

Allows drill-down into transaction details

Example of a transfer of 10,000 from CIMB to Hong Leong:

CashbookBalance Change
Hong Leong Bank+10,000
CIMB Bank–10,000
  1. Summary

This User Guide provides all steps needed to:

Create bank accounts

Configure settlement methods

Execute fund transfers

Review and reconcile bank activity

Following these procedures ensures financial accuracy, compliance, and efficient cash management within BigLedger.

This ensures branch-level segregation of duties and prevents misuse of corporate bank accounts.

Additional Features

POS payments (where applicable)

  • 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

  • Proper setup of a new bank account ensures that all financial activity is traceable, accurate, and reflected in the general ledger.

Payment Method Setup

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

ModuleIntegration Purpose
Sales & CRMCustomer payment processing
PurchasingSupplier payment processing
Financial AccountingGeneral ledger integration
POSPoint-of-sale cash handling
E-CommerceOnline payment processing
PayrollEmployee payment processing
Expense ManagementExpense reimbursements

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

Financial Applets

Transaction Processing Applets

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
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Security Critical: Cash and bank operations require strict security controls. Implement proper segregation of duties, approval workflows, and audit trails to prevent fraud and ensure accuracy.