Finance (Cash Book)

• Overview - Cash Book
• Cash Bank Setup
• Cash Book Transaction
• Bank Reconciliation
• Reports & Queries

Overview - Cash Book

The Cash Book module in an is a vital component for managing and tracking all cash transactions of an organization. It records inflows and outflows of cash, ensuring that the organization maintains accurate financial records for proper decision-making and compliance.

This module typically allows users to enter and manage cash receipts and payments as well as monitor the balance of cash available in hand. It integrates with other financial modules, such as the General Ledger, ensuring consistency and accuracy in the organization’s financial reporting. The Cash Book module is designed to streamline the process of cash management, minimize errors, and improve efficiency by automating key tasks.

MENU NAVIGATION

Sub-menu items of Cash/Bank Module are listed below:

• Cash Book Operations is where transactions are entered, like cash bank book transactions and bank reconciliation.
• Report and Queries contains all the cash bank status query, bank/cash summary and bank cheque dashboard.
• Document Printing enables user to preview and print a range of AP Transactions. 
• Settings this is where the cash/bank is set-up and configured.

Cash Bank Setup

The Cash Bank stores all the cash and bank information.  The Cash Bank code created will be used to represent all the transactions related to that Cash Bank. 

How to add a new bank code in Cash Bank Set up?

Step 1: Fill in the bank code, description, account number, type, account, and currency.

Code - Enter the code for the Bank or Cash. The maximum is 4 alphanumeric characters.
Description - Enter the description of the bank or cash. The maximum is 50 characters.
Type - Select B for bank, C for cash, and X for contra.
Account - Click to select accounts that have been created under Ledger – Maintenance – Chart of Account.
Currency - Select the local currency of the cash or bank code.

Step 2: Once details for the following information is finalized hit, "SAVE"

How to edit existing bank code in Cash Bank Set up?

1. Click "Edit" row.
2. Edit the information for the bank code as necessary.
3. If you also wish to set the bank code as Inactive, just tick the last column.
4. Once changes have been made, click the "check box".

Cash Book Transaction

The Cash Book main function is to keep track of all the cash and bank transactions that occur daily. The GC can be found in the Finance tab under Cash book Section. A cash book transaction refers to the recording of all cash inflows (receipts) and outflows (payments) made by an organization. These transactions are entered and categorized as either receipts (e.g., cash sales, customer payments) or payments (e.g., cash purchases, payroll). It automates the process, ensuring real-time updates and accurate financial tracking through double-entry accounting. Cash book transactions are seamlessly integrated with other modules like Accounts Receivable and Payable, providing a comprehensive view of cash flow and facilitating tasks such as bank reconciliation and the generation of detailed financial reports.

After clicking the cash/bank book button, you will see the GC transactions, wherein you can add new transactions, search existing GC transactions, and edit them if needed.

HOW TO ADD NEW GC TRANSACTIONS?

1. Click to select chosen bank
2. Click to select chosen currency
3. Click to add new details
4. Click to select new account
5. Click to “check” to save the new details
6. Click ‘’save’’ to save the transaction
7. Click “exit” to exit the transaction

HOW TO CLONE GC TRANSACTIONS?

1. Click the "clone" button
2. Select the date when to clone the GC transaction.
3. Select the type of Recipient/Payee and Fill in the name
4. Verify the bank, currency, and exchange rate.
5. Once finalized, hit "OK".

After all these steps, you can see a new GC transaction with the same information.

HOW TO IMPORT GC TRANSACTION USING EXCEL?

1. Click the "Excel Template" button to download the template in your local file.

    

    

   

   

   

   

   
   
2.  Fill in the necessary information in the template.  
   

• • • Account - Encode the account number for the line detail you need to add. The account number can be found in the Chart of Accounts.
    • Debit/Credit amount - Enter the amount choose one column only either debit or credit.
    • GST Applicable - Type TRUE if GST is applicable, FALSE if not applicable.
    • GST Type - Fill this in only if you choose TRUE in the GST Applicable. Codes for this can be found in the GST master.  
    • Detail Narration - In this column you can type the detail narration for the specific transaction.
      

    3. Click "Load Excel" to load the line details thru excel.

HOW TO ADD ATTACHMENT IN GC TRANSACTION?

1. Select the "attachment" tab.
2. Click "Add Files"

   

    3. Fill in the attachment name and hit "Start".  

   

   Finally, the receipt attachment can be previewed.

Cash Bank Contra

HOW TO CREATE CASH BANK CONTRA TRANSACTIONS?

A contra transaction in the cash book of UNIQ365 refers to a transaction that involves the movement of money between two cash or bank accounts within the organization, without affecting the overall cash balance. For example, when cash is transferred from the petty cash account to the main cash account, or when funds are moved between different bank accounts, it is recorded as a contra transaction. These transactions are typically non-revenue or non-expense related but still need to be documented for accurate financial tracking. The ERP system records the debit and credit entries for both accounts, ensuring proper internal cash flow management and accurate accounting, while the overall cash position remains unchanged.

Go to Finance> Cash Book> Cash book operations > Cash Book Contra

1. Click to select chosen bank
2. Click to select chosen currency
3. Click to add new details
4. Click the select new account
5. Click to “check” to save the new details
6. Click ‘’save’’ to save the transaction
7. Click “exit” to exit the transaction

Petty Cash Transaction

HOW TO CREATE PETTY CASH TRANSACTIONS?

Petty Cash Transaction involves recording small, day-to-day cash expenditures that are made for minor expenses, such as office supplies, employee reimbursements, or incidental costs. These transactions are typically managed through a dedicated petty cash account. When a petty cash transaction occurs, the ERP system records the expenditure, adjusting the petty cash balance and categorizing the expense under the appropriate account (e.g., office supplies, travel expenses). As petty cash is replenished, the ERP updates the balance and ensures proper documentation for reconciliation with the general ledger. This helps maintain accurate financial records for small cash outflows while ensuring control and accountability over the use of petty cash.

Go to Finance> Cash Book> Petty Cash Transaction.

1. Click to select chosen bank
2. Click to select chosen currency
3. Click to add new details
4. Click the select new account
5. Click to “check” to save the new details
6. Click ‘’save’’ to save the transaction
7. Click “exit” to exit the transaction

Recurring Cash Bank Template

HOW TO CREATE RECURRING CASH BANK TEMPLATE?

Recurring Cash Bank Template in a web ERP system is a feature that automates and manages repetitive cash or bank transactions that occur on a regular basis, such as monthly rent payments, loan installments, or subscription fees. The template allows users to set up these transactions once, specifying the frequency (e.g., weekly, monthly, quarterly) and the relevant amounts, accounts, and categories. The ERP system then automatically generates and records these transactions on the specified dates without manual intervention. This automation streamlines cash flow management, ensures timely payments or receipts, and reduces the risk of errors or missed entries, all while maintaining consistency and improving the accuracy of financial reporting. This can also be done with petty cash transactions. 

1. Click to select chosen bank.
2. Click to select chosen currency.
3. Choose how frequent the transaction will reoccur.
4. Click "add new" to add line details.
5.  Select new account.
6. Click to “check” to save the new details.
7. Click ‘’save’’ to save the transaction.
8. Click “exit” to exit the transaction.

Post Recurring Cash Bank Template

HOW TO POST RECURRING CASH BANK TEMPLATE?

To Post Recurring Cash Bank Template in a web ERP system, you first set up a template for a transaction that occurs regularly, such as monthly rent or utility payments, by specifying details like the transaction amount, frequency, involved bank accounts, and associated categories.

Once the template is configured, the system automatically posts the transaction on the scheduled date, generating the necessary journal entries to debit and credit the relevant accounts, such as cash or bank and the expense accounts. This automation ensures timely, accurate recording of recurring transactions without the need for manual entry each time, streamlining cash flow management and maintaining consistent financial records.

1. Select the frequency of the recurring transaction.
2. Select the category recurring.
3. Select Bank Account No.
4. Tick the recurring transaction that you want to post.
5. Click "Okay" once finalized.
   
6. Prompt will occur confirming the transaction to posted. Click ok to post

   

   After posting the recurring GC transaction, it will be visible in the Cash Bank Book screen. 

Bank Reconciliation

Bank Reconciliation

The Bank Reconciliation in a Uniq365 streamlines the process of matching a company’s bank transactions with its accounting records, ensuring accuracy and consistency in financial data. This feature automates the import of bank statements, automatically matches transactions, and identifies discrepancies like missing or unmatched entries. It allows users to adjust records, post corrections, and generate detailed reports on the reconciliation process. With real-time updates, audit trails, and multi-currency support, the feature improves efficiency, reduces errors, and enhances cash flow management, providing businesses with a clear, up-to-date financial overview.

When you start a new company database, one of the figures you enter as an opening balance is the bank balance. This is not the balance as per the bank statement (unless there are no outstanding items) but is the balance per your books. The difference between the two is usually unpresented cheques or deposits i.e. transactions that have been recorded by you but have not hit the bank statement.

Let’s use an example to illustrate the way to treat Unpresented Cheques or deposits when you start using UNIQ365:

Go to GL Opening Balance option, enter your opening balances (i.e. Assets and Liabilities) as per normal but take note of the transaction for your bank. Instead of entering $20,000, you should enter the Bank opening as shown in the screen below:

Hence, the eventual balance of your cashbook is still $20,000. Also, you will be able to see the unpresented cheques or deposits in the Bank Reconciliation screen as shown below:

1. Select the bank code.
2. Choose the year and period for the reconciliation.
3. Key in the Closing Balance per Statement
4. Click on "Start"
5.  Tick the line with amount as per the balance of your bank statement.
6. Then, you will see the Bank Reconciliation report as follow:

TRANSACTIONS TO BE RECONCILED CAN BE VIEWED BY THE FOLLOWING FILTER:

• Show unreconciled - this filter will show all the unreconciled transactions.

• Show Reconciled - this filter will show all the reconciled transactions.

• Show All - this filter will show all transactions that are to be reconciled.

• Show Current Month - this filter will show all transactions for the current month.
  

  

Reports & Queries

This is where all the bank/cash reports such as the cash bank status query, bank/cash summary and bank cheque dashboard. The available reports in the Reports/Queries also have the capability to be exported to Microsoft Word, Excel and PDF. Users can filter the reports according to whether it is a bank or cash and their preferred time period.

Cash Bank Status Query

Click on Cash Bank Book – Report & Queries – Cash Bank Status Query icon for the following screen.

To use the bank status query:
1. Choose the respective Cash Bank Code from the dropdown.
2. Select the inclusive dates of transactions.
3. Once you hit "REFRESH", the transaction for the cash bank code will appear. This dashboard will show you all the individual cash or bank code, from the dates inclusive in the from and to dates as well as the opening balance as shown below.

Reports & Queries

Click on Cash Bank Book – Reports & Queries – Reports & Queries icon for the following screen.

These reports may be sent to a previewed to print, click on to Preview. You may seek an individual report, and the following data can in turn be drilled down to transaction level.

• Mater Listing – Currency Rates

• Bank Reconciliation (Local Currency)

•          Bank Reconciliation (Foreign Currency)

•         Cash Bank Book (Local Currency)

•         Cash Bank Book (Foreign Currency)

•         Bank Realized Listing

•         Bank Unrealized listing

•         Cheque Deposit listing
  

 

Bank/Cash Summary

Click on Cash Bank Book – Reports & Queries – Bank/Cash Summary for the following screen.

A Bank/Cash Summary provides an overview of a company's cash opening, closing and ledger balance during a specific period. It helps track the movement of funds and provides a clear snapshot of liquidity and available cash. This summary is essential for ensuring that a company can meet its financial obligations, manage working capital effectively, and reconcile its records with bank statements to ensure accuracy and avoid discrepancies. 

1. Select the "FROM" and "TO" dates.
2. Select the type whether it is bank, cash and/or both.
3. Select the status whether "ACTIVE ONLY" or "ALL"
4. Hit "REFRESH" for all transactions to appear in the dashboard.

Click "PREVIEW" in the lower right portion of your screen to export Bank/Cash Summary in printable format.

Bank Cheque Dashboard

Click on Cash Bank Book – Report & Queries – Cash Bank Status Query

A Bank/Cheque Management Dashboard shows bank/cheque-related transactions for a business or organization. It consolidates essential data such as Trn, Ref No, Cheque Number, Type, Supplier/Customer, issue date, posted date, bank in/collected date. The dashboard can filter the status of cheque to posted, unposted or both.  Filter is also applicable to the issue date, post date, Bank-in from and Cheque No to pull up a transaction.