Introduction   {FRM-5} 


General Information 

This is the User Manual for the ITS Electronic Cash book Reconciliation Subsystem.  It is one of a series of user and technical manuals that is available for the ITS systems.  A complete list of manuals may be found in the General Support System Manual.


The contents of this manual are:
It is assumed that the reader is already familiar with the general operation of the menus and the keyboard.  A Key and Function list is provided at the back of this manual. These matters are fully discussed in the “Operational Aspects of ITS Systems” Manual.

The reader is reminded that the copyright of the ITS systems and documentation remains with ITS, and that users thereof are contractually prohibited from providing information thereon to third parties, such as other educational institutions.

Overview Of Financial System 

The ITS Financial System (Menu option {FRM}) consists of the following modules (Menu option in brackets):

The modules are listed in sequence under {FRM}:

1.           {FCCT}     Counter Subsystem  (Receipts/Ad Hoc Payments)
2.           {FCMR}    Mail Recording
3.           {FACB}    ACB Subsystem
5.           {FEBC}    Electronic Bank Conversions
7.           {FPM}      Procurement Management
21.         {FSA}      Student Debtors
22.         {FBL}       Bursaries and Loans
23.         {FAR}      Accounts Receivable
24.         {FSDC}    Debt Collection
27.         {FCS}      Financial Code Structures
28.         {FGL}      General Ledger
29.         {MEB}     Income and Expense Budgeting

All of these modules are fully integrated with one another, and also with the other ITS Systems such as Personnel, Student Information and Asset Inventory.  More details on the individual modules are found in the appropriate User Manuals.

A comprehensive system of access control applies to these modules (refer Section 2 of this manual for more detail).

Overview Of Cashbook Subsystem 

Cash Book

All receipts made out and cheques generated from the majority of cash book transactions.  This facility makes provision for the creation of multiple Cash Books, updating of Cash Book journals and the entering of Bank Statements followed by resulting reconciliation process.
Important Notes: 
  1. The debit/credit indicator as specified on the Transaction Types used by the Counter Subsystem always indicates whether it is a debit or credit transaction in the “other” subsystem involved.  It therefore does not mean a debit or credit to “Bank”.
  2. Cheques are issued by the Counter, Procurement Management and Salary Subsystems. Cheques can be issued concurrently from the Counter and Accounts Payable Subsystems.  The Salary System however locks the table that issues the next cheque number. While salary cheques are generated, no other cheques can be generated by the system.
General Inforamtion 

This facility makes provision for the creation of multiple Cash Books, updating of Cash Book journals, and the entering of Bank Statements followed by a reconciliation process.

The Cash Book consists of 2 sets of tables, namely cheque tables and journal tables.  The cheque tables contain the detail of all the individual cheques generated, irrespective of the subsystem of origin.  The journal table contains 3 types of transactions:
A specific bank account (Cash Book) must be associated with all transactions involving a bank account.  This is done in two ways:
The Debit/Credit indicator on the transaction type for CB has the same meaning as in the Counter Subsystem, i.e.:
All the Cash Book transactions are kept in these two sets of tables as indicated.  When a bank statement is received, all the transactions must be entered from the bank statement into the system.  Matching of the transactions are then performed on-line.  The number of the bank statement is stored with the original transaction if a match is found.  In the case where there is no matching transaction for the one on the bank statement, it is stored in a temporary table.  Entries in the temporary table can then be force-matched with other groups of transactions.  All unmatched transactions in the temporary table can be updated or deleted by the user.  To ensure the successful reconciliation of a bank statement, there must be no transactions for that statement in the temporary table.

Since option {FCT-2} leads to the sub-menu {FCCB}, access control can therefore be restricted on this level.

Linking With Other ITS Sysytems 

The ITS systems are designed to eliminate the entering of duplicate information in different systems, which causes the systems to be integrated with and interdependent upon one another.  The implications for the Counter Subsystem are discussed in this Section.

Implementation And Operation 

Assuming that the GL-Allocations and Transaction Types exist, the user should implement and operate this module as follows:

A.       Maintain Cash Books   {FCSC-5}
The user will first have to create a Cash Book(s) and if necessary the ACB users. The cash books, ACB users and subsystems must then be linked.

B.       Electronic Conversion Groups {FCSC-23}

The user will not be able to update or insert any records in this option, but query is allowed. These are the conversion group codes for the different banks to be able to group the different rules set up in {FEBC-2,10 and 22} per bank.

C.       Maintain Account Categories   {FCSC-7}

The valid account categories that can be used in the Counter Subsystem must be declared.

D.       Maintain Cashier ID's and Passwords   {FCTM-2}

The Financial System requires a high level of security, which should be controlled by financial staff.  This system provides a facility whereby a senior Finance Officer can create and maintain cashiers' ID's and passwords.  In effect, he will appoint cashiers, grant powers, assign a printer to the cashier and control the passwords.  The details will be discussed later.  The user can also set the type of printing, which will be generated by receipts in Block 2 of this option.

E.       Set Subsystem Status; Control Issue of Receipts / Payments  {FCTM-1}

In this option the Finance Officer may query the status of the subsystem, activate and de-activate it, and control Transaction, Receipt, Cheque and Payment numbers.

F.       Cashier Sign-on / Cashier Sign-off   {FCTO-1} / {FCTO-2}

Assuming that an ID and password have been granted to a specific cashier, this cashier becomes operational via the Sign-on option.  She informs the system that she will be working on a specific terminal, and for practical reasons and financial control that terminal will be her sole responsibility.

G.       Operation of Subsystem

After the above-mentioned controls are in place a cashier can, within the powers granted, process Cash Book Transactions.

Within each of these options the actual transactions are processed and reports may be requested and printed.

Whenever a cashier tries to <COMMIT> a transaction, the system will check for a valid cashier ID and password, that the cashier is signed on and then the particular subsystem is active.  If any of the foregoing is not true, the system will not allow the <COMMIT>, and the cashier must first take corrective action.

Notes To Users Of Non-ITS General Ledgers 

See Also:


History of Changes

Date System Version By Whom Job Description
08-May-2007 v01.0.0.0 Charlene van der Schyff t137175 New manual format.
07-Dec-2016 V.04.0.0.0 Ntshabele Morgan T208911 Removed any reference to discontinued "Investment" and "Long Term " Subsystems