Cash & Bank Book Reports
Cash & Bank Book Reports - User Guide
1. Introduction đ§
The Cash & Bank Reports module provides real-time visibility into the company’s liquid assets. From daily cash book entries to high-level bank balance summaries, this module ensures that every penny is accounted for across multiple branch offices and banking partners.
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Purpose of this Report:
- Daily Liquidity Tracking: Monitor a running balance of all cash and bank accounts.
- Expenditure Analysis: Summarize spending by account head (e.g., total “Repair & Maintenance” costs).
- Bank Value Date Auditing: Track when money actually left the bank vs. when the voucher was entered.
- Cash Flow Management: Predict future liquidity and review historical inflows/outflows.
This report is essential for Cashiers, Finance Managers, and Treasury Leads.
2. Report Modules đ
A. Cash/Bank Book
- The Daily Ledger: A chronological record of every receipt and payment transaction.
- Running Balance: Shows the opening balance, transaction amount (Debit/Credit), and the resulting closing balance for each line.
- Ref Identification: Automatically labels transactions as “Customer Receipt,” “Supplier Payment,” or “General Expense” for easier auditing.
B. Account Head Wise Summary
- The Spend View: Instead of a daily list, this report groups totals by the Account Head.
- Use Case: “How much did we spend on Traveling in the last quarter across all bank accounts?”
C. Cash Flow Report
- The High-Level Summary: A single-view report showing the starting balance, total inflows, total outflows, and ending balance for every active bank and cash account.
D. Daily Balance (Value Date)
- The Accurate Audit: Banks often clear cheques days after the voucher entry. This report uses the Value Date (as per bank statement) to show a daily balance, ensuring your ERP balance matches your actual bank statement for interest calculations.
E. PDC (Post-Dated Cheque) Register
- The Future Tracker: A dedicated report for all cheques received or issued that are dated for a future time. Essential for planning upcoming deposit runs or ensuring sufficient funds for outgoing checks.
3. Key Filters & Logic đ ī¸
- Division/Unit Filter: Run reports for a specific factory unit or aggregate data for the entire company.
- Bank/Cash Selection: Filter by a specific bank account or view the primary “Petty Cash” book.
- Opening Balance as per Bank Statement: For the “Value Date” report, you can input a manual opening balance from your bank portal to perform a quick one-click reconciliation.
4. Understanding Data Columns đ
- Voucher Ref: Links the entry back to the specific Sales Invoice (SI) or Purchase Bill (PB) it was meant to clear.
- Cheque/UTR Details: Includes the physical instrument number or the bank’s digital UTR number.
- Drawn On: For receipts, shows the name of the customer’s bank.
- Notes: Captures any specific transaction comments entered during voucher creation.
5. Source Transactions đ
The reporting engine synthesizes data from:
- Voucher Master: Receipts, Payments, and Contra (Cash/Bank transfers) entries.
- Credit/Debit Notes: Adjustments affecting cash/bank.
- Opening Balance: Migrated totals from previous years.
6. Best Practices / Tips đĄ
- The Daily Tally: Always run the Cash Book report at the end of the day and tally physical cash in hand with the “Closing Balance” column.
- Value Date vs. Doc Date: If you find a discrepancy with your bank statement, switch to the Daily Balance (Value Date) report. This aligns the ERP timing with the Bank’s timing.
- Summary for Budgeting: Use the Account Head Wise Summary at the end of the month to review which expenses exceeded their expected targets.
- PDC Monitoring: Review the PDC Register every Monday morning to identify cheques that are due for deposit in the coming week.