Cash & Banking
What You’ll Learn
In this module, you’ll explore how UTM manages its bank accounts. From tracking cash balances to reconciling bank statements to generating payment files - it all happens in Cash Management.
Before You Begin: Key Terms Explained
| Term | What It Means |
|---|---|
| Cashbook | A record of all transactions for a specific bank account |
| Bank Reconciliation | Matching your records with the bank’s records |
| IBG | Interbank GIRO - electronic bank transfers |
| Settlement Method | How you pay or receive money (cash, cheque, bank transfer) |
| Cash Transfer | Moving money between your own bank accounts |
| Outstanding Items | Transactions in your books but not yet on bank statement (or vice versa) |
Why This Module Matters
Cash Management is critical because:
- Know your cash position - How much money do you have right now?
- Reconcile with bank - Make sure your records match the bank’s
- Generate payment files - Create files for bank uploads
- Track all movements - Complete audit trail of every transaction
Test Scenario 1: View Your Bank Accounts
Objective: See all bank accounts and their current balances
Time: 3 minutes
Step-by-Step Instructions
Navigate to: Finance → Cashbook → Cashbook List
View the list of bank accounts
Note the information displayed:
Column What It Shows Account Name Description of the account Bank Financial institution Account Number Bank account number Currency MYR, USD, etc. Current Balance Real-time balance Click on any account to see more details
What to Notice
- Balances update in real-time as transactions post
- Each account links to a GL account
- You can drill down to see all transactions
Test Scenario 2: View Cashbook Transactions
Objective: See the transaction history for a bank account
Time: 3 minutes
Step-by-Step Instructions
Navigate to: Finance → Cashbook → Query Cashbook Transaction
Select a cashbook (bank account)
Set a date range (e.g., last month)
Click Search
What You’ll See
| Column | Description |
|---|---|
| Date | Transaction date |
| Reference | Document number |
| Description | What the transaction was for |
| Debit | Money coming in |
| Credit | Money going out |
| Balance | Running balance |
Try This
- Click on any transaction to see the source document (invoice, payment, etc.)
- Export to Excel for further analysis
- Print for your records
Test Scenario 3: Transfer Between Bank Accounts
Objective: Move money from one account to another
Time: 3 minutes
When You’d Do This
- Replenish petty cash
- Move funds to a different currency account
- Transfer to savings account
Step-by-Step Instructions
Navigate to: Finance → Cashbook → Cash Transfer
Create a new transfer:
Field Example From Account Main Operating Account To Account Petty Cash Amount RM 5,000 Reference Petty cash replenishment Submit the transfer
What Happens
- Both accounts update simultaneously
- Journal entry is created automatically
- Complete audit trail recorded
Test Scenario 4: Bank Reconciliation
Objective: Match your records with the bank statement
Time: 5 minutes
Why This Is Important
Even if your records are accurate, they might differ from the bank because:
- Cheques not yet cashed
- Bank fees not yet recorded
- Deposits in transit
- Errors (yours or the bank’s)
Step-by-Step Instructions
Navigate to: Finance → Bank Reconciliation → New Session
Select the bank account to reconcile
Enter the statement details:
Field Example Statement Date End of month Opening Balance From bank statement Closing Balance From bank statement Upload the bank statement (CSV or Excel format)
Run auto-matching
What Happens
The system automatically matches transactions based on:
- Amount (exact match)
- Date (within range)
- Reference number
You’ll see:
| Status | Meaning |
|---|---|
| Matched | Found in both your records and bank statement |
| Unmatched (Your Side) | In your books, not on statement (e.g., outstanding cheque) |
| Unmatched (Bank Side) | On statement, not in your books (need to record) |
Try This
- Click “Match” to manually match items
- Create missing entries directly from the reconciliation screen
- Generate the reconciliation report
Test Scenario 5: Cash Position Report
Objective: See your overall cash situation
Time: 2 minutes
Step-by-Step Instructions
Navigate to: Finance → Cashbook → Reports → Cash Position
Generate the report
Review the summary:
Information Description Opening Balance Start of period Receipts Money received Payments Money paid out Closing Balance Current position By Currency Breakdown if multi-currency
What to Notice
- All bank accounts are summarized
- Real-time data (as of now)
- Export available for management reports
Your Progress Checklist
Mark off what you’ve completed:
| Scenario | Status |
|---|---|
| 1. Viewed bank accounts | ⬜ |
| 2. Explored cashbook transactions | ⬜ |
| 3. Created a cash transfer | ⬜ |
| 4. Performed bank reconciliation | ⬜ |
| 5. Generated cash position report | ⬜ |
Key Takeaways
After completing this module, you’ve seen that BigLedger:
| Feature | What It Does |
|---|---|
| Multiple Bank Accounts | Manage all your accounts in one place |
| Real-Time Balances | Know your cash position instantly |
| Auto-Matching | Reconciliation made faster and easier |
| Bank File Generation | Payment files in bank-specific formats |
| Multi-Currency | Handle foreign currency accounts |
| Audit Trail | Complete record of all cash movements |
Quick Reference: Navigation
| What You Want to Do | Where to Find It |
|---|---|
| View bank accounts | Finance → Cashbook → Cashbook List |
| Cashbook transactions | Finance → Cashbook → Query Cashbook Transaction |
| Cash transfers | Finance → Cashbook → Cash Transfer |
| Bank reconciliation | Finance → Bank Reconciliation |
| Cash position report | Finance → Cashbook → Reports → Cash Position |
| Payment methods | Finance → Cashbook → Settlement Method |
What’s Next?
You’ve completed the Cash Management evaluation. Choose your next module:
Questions?
If anything wasn’t clear or you’d like a live demonstration:
- Demo Coordinator: fatimah@bigledger.com
- Technical Support: support@bigledger.com