Funds Transfer – Bank to Cash

The Funds Transfer – Bank to Cash page facilitates withdrawing funds from an internal branch Bank Account and bringing physical cash into a Teller’s Cash Till or the Branch Vault. This dual-entry system ensures accurate accounting by crediting the external bank account and debiting the internal cash account, whilst strictly requiring a physical breakdown of the acquired currency to prevent fraud.

PURPOSE

  • Record cash withdrawals from branch bank accounts intended to safely fund teller tills or main vaults.
  • Ensure all bank withdrawals have a strict physical paper trail via the mandatory Cheque #.
  • Enforce a physical count through the Cash Denominations module to prove that the exact physical cash received from the bank matches the system entry.
  • Maintain error-free, balanced accounting by aggressively synchronizing the digital transaction sides.

STEP-BY-STEP GUIDE

Step 1 — Start the Transfer

  1. Access the Back Office Module or Teller Module – Bank to Cash Transfer page.
  2. The topmost section will automatically timestamp the transaction, generate a sequential PV. # (Payment Voucher), and supply a unique Batch #. (To discard any current input and clear the form, click the black New button next to the Batch #).

Step 2 — Configure the Source (Bank Output) In the left column (Source Bank Account):

  1. A/C to Credit: Choose the branch Bank Account from which the funds are being drafted.
  2. Total Amount: Type the gross amount of the bank withdrawal. (Note: To balance the books, the system will automatically lock the Destination Amount on the right side to conform to this exact number).
  3. Cheque #: Enter the physical cheque number or bank reference number used for this withdrawal. This is a mandatory field.

Step 3 — Configure the Destination (Cash Input) In the right column (Destination / Cash Breakdown):

  1. Debit A/C: Select the Teller Cash Till or Branch Vault Account that is receiving the physical cash.
  2. Description: Briefly explain the transfer (e.g., “Funding vault for weekend operations”). (Note: The system securely copies this description to the hidden accounting “Payment To” field behind the scenes).
  3. Verify that the read-only Amount strictly matches what you entered in Step 2.

Step 4 — Verify Totals and Secure Cash Count (Anti-Fraud)

  1. Ensure the footer’s red Total Debit perfectly balances the green Total Credit, leaving 0.00 in the local Diff box.
  1. Click the green Save button.
  1. Because physical cash is entering the premises, the system triggers a strict Anti-Fraud block via the Cash Denominations window.
  2. You must physically count the money brought back from the bank and enter the exact notes/coins into the system. The internal Denomination Total must strictly match your Trans. Total, otherwise you cannot proceed and the Save button remains disabled.
  3. Once your physical count balances exactly, click the orange Save [F6] button inside the popup to unlock and finalize the entire transaction.

Step 5 — Managing Saved & Pending Batches

  • New transactions sit in the bottom grid as “Unauthorised” entries.
  • Recall: To view or modify a batch, click the blue View Unauthorised Entries button and click SELECT on the desired row.
  • Edit & Delete: Recalled entries automatically lock to prevent mistakes. Click the blue Edit button to unlock fields for adjustments. To fully discard a recalled transaction, click the red Delete button below the main form.

KEY NOTES

  • Strict Validation: The system will outright reject the save attempt if you are missing the Source, Destination, Cheque #, or if your physical Cash Denominations count is imbalanced by even GHp 1 (0.01).
  • Auto-Mirroring: Users cannot manually unbalance the accounts. The system strictly forces the Destination Cash Amount to mimic the Source Bank Amount entirely.
  • Hotkeys: Press F6 on your keyboard to rapidly open the Cash Denomination popup or to quickly save the denomination grid once it is balanced!