Funds Transfer – Cash To Bank

The Funds Transfer – Cash to Bank page facilitates the physical movement of cash from a Teller’s Cash Till or Branch Vault into a designated internal branch Bank Account. This dual-entry module ensures accurate tracking by debiting the selected bank account and crediting the branch cash account, while mandating a strict physical cash denomination breakdown prior to saving.

PURPOSE

  • Securely log deposits of physical branch cash into official bank accounts.
  • Enforce physical currency checks via the mandatory Cash Denominations popup.
  • Automatically synchronize Debit and Credit sides to prevent accounting imbalances.
  • Provide a clear audit trail with system-generated Payment Voucher (PV) and Batch numbers.

STEP-BY-STEP GUIDE

Step 1 — Start the Transfer

  1. Navigate to the Teller Module or Back Office Module – Cash to Bank Transfer page.
  2. The top header immediately registers the current Date and generates a new PV. # and Batch #. (To clear the screen and start over, click the black New button next to the Batch #).

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

  1. Source Cash A/C: Choose the till or vault account the physical cash is being pulled from.
  2. Total Amount: Type the exact total of cash being sent to the bank. (Note: The Destination Amount on the right side will automatically match whatever you type here).
  3. Reference #: Enter the deposit slip number, receipt number, or reference for this transfer. This field is mandatory.

Step 3 — Configure the Destination (Bank Input) In the right column (Destination Bank Account):

  1. Dest. Bank A/C: Select the specific bank account receiving the deposit.
  2. Description: Enter the justification (e.g., “End of week vault deposit”). (Note: This text is automatically copied into the hidden “Payment To” field for accounting).
  3. Verify that the read-only Amount perfectly matches the cash amount entered in Step 2.

Step 4 — Verify Totals and Enter Cash Denominations

  1. Check the footer to ensure the red Total Debit matches the green Total Credit, leaving a 0.00 difference.
  1. Click the green Save button.
  2. Because physical cash is involved, the Cash Denominations window will appear. Fulfill the physical count of notes and coins until the Denomination Total strictly matches your Trans. Total.
  1. Click the orange Save [F6] button in the popup to finalize the transaction.
  2. You must enter the exact physical notes and coins you are depositing. The internal Denomination Total must strictly match your Trans. Total exactly, otherwise the Save button inside the popup remains disabled.
  3. Once balanced, click the orange Save [F6] button in the popup. The system will then instantly finalize and automatically save the entire transaction.

Step 5 — Managing Unauthorised Batches

  • Saved transactions fall into the bottom table in an “Unauthorised” state pending approval.
  • Recall: To view or modify a pending batch, click the blue View Unauthorised Entries button, then click SELECT next to your target row.
  • Edit & Delete: Recalling a transaction locks the form fields. Click the blue Edit button to unlock them for corrections. To remove a bad entry entirely, click the red Delete button below the main form.

KEY NOTES

  • Strict Validation: A transfer cannot be saved without a selected Source, selected Destination, Reference #, and a perfectly balanced Cash Denominations breakdown.
  • Auto-Mirroring: To guarantee balanced books, the system strictly forces the Destination Amount to mirror the Source Amount; it cannot be modified independently.
  • Hotkeys: You can press F6 on your keyboard to instantly trigger the Cash Denomination popup or save the breakdown!