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Cash and Banking Documentation

Cash Book - Payments
Cash Book - Bank Reconciliations
Cash Book - Receipts

Cash Book - Payments

The Cash Book Payments procedure describes the steps required to make payments, in local or foreign currency, to suppliers or other parties for goods and services received. Refer to CashBookPayments (272.1 KB).  The procedure details the creation of payments whereby suppliers with outstanding invoices may be selected for payment at regular intervals, e.g. on the 20th of each calendar month, or where an irregular or prompt payment is required, e.g. payment to a single supplier upon receipt of an invoice, or the refund of a credit account balance to a customer. Additionally, it includes the creation of ad hoc payments where no invoice exists, e.g. the payment of a deposit in regard to an order placed on a supplier. All these types of payment may be made in local currency or foreign currency, for which exchange rates must be specified. Various payment methods may be used, e.g. cheques or direct credits, and the resultant payment instruments are produced, e.g. cheques printed or direct credit schedule printed and bank file created. Remittance advices may also be created, and emailed directly to payees, or printed and despatched.

Cash Book - Bank Reconciliations

The Bank Reconciliations procedure describes the steps required to reconcile the transactions on a bank account in the ledger with a page of a bank statement. Refer to CashBookBankReconciliations (96.5 KB).  The procedure enables the verification of the company's cash recording activities, in regard to both receipts and payments, through a comparison of the two 'sets' of transactions. This comparison, or reconciliation, incorporates due allowance for deposits and withdrawals that have not been recorded by both parties, e.g. a cheque issued by the company that has not been presented to the bank (i.e. not deposited yet by the payee).

Cash Book - Receipts

The Cash Book Receipts procedure describes the steps required to receive monies, in local or foreign currency, from customers or other parties for goods and services supplied and their lodgement with banking organisations. Refer to CashBookReceipts (235.1 KB).  The procedure details the recording of the receipt of monies and the allocation of them against outstanding transactions, e.g. invoices. A single receipt may contain multiple instruments, e.g. cash and cheques, and may be allocated across multiple accounts. Allocation at account level is automatically made on the basis of oldest transactions first, although this may be overidden. Additionally, it accommodates ad hoc receipts where no supporting invoice exists, e.g. the receipt of a deposit in regard to an order placed by a customer. All these types of receipt may be recorded in local currency or foreign currency, for which exchange rates must be specified. Receipts, i.e. payer acknowledgements, may also be produced and emailed directly to payers, or printed and despatched. The procedure concludes with the creation of lodgement or deposit documentation for all the non-electronic receipt instruments, e.g. cash, cheques, credit card vouchers, for use as the control or summary document when depositing at a bank.


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