Banking and Cash Management Checklist & Process Steps Guide
Purpose: Use this document as a reference to assist in the standard or end-to-end processes in chronological order for a specific Finance Module.
Audience: Finance Staff
The following spreadsheet below provides the standard key processes to Banking and Cash Management, such as:
Banking and Cash Management initial setup. Reconciliation checklist, EFT Transfer checklist, Treasury Roles and Accounting Templates.
Banking and Cash Management Checklist and Process Steps Guide
Or for better accessibility, use the following drop-down checklist style for the Banking and Cash Management Checklist & Process Steps Guide:
To view inserted information, select the down facing arrow on the right of the checklist title.
Review the branch information, adding branch address information, and adding branch contact information.
NOTE: Set up by ctcLink Project Team or SBCTC
Review the external account information, contacts, account reconciliation, collection methods, payment methods, additional payment methods and settlement instructions.
NOTE: Set up by ctcLink Project Team or SBCTC
The importing of bank statement information is an integral part of the reconciliation, and bank statement accounting. The system processes previous day statements that are used for reconciliation and accounting.
Related QRG(s)
The Review Bank Statement Files page enables you to review the staging status of imported bank statement files. You can see if the system successfully loads a file. If a file does not successfully load, use the View Bank Statement File Log page to determine exactly where the system encounters a file loading error.
Related QRG(s)
Use this document as a reference to inquire on statement information for a bank account and run the Account Register report in ctcLink. Use this report to see all transactions in an electronic bank statement. You can also review parsed addenda from this page.
Related QRG(s)
After you transfer bank statement information to the production tables, you can update the data by using the Bank Balance Entry and Bank Transaction Entry pages. In addition, if you do not receive bank statements electronically from the bank, you also use the same pages to manually enter bank statement information online.
Related QRG(s)
Use this document as a reference for running process reconciliation in ctcLink. This process will match and reconcile one-to-one transactions between the bank transactions and the system transactions based on the matching rules.
Related QRG(s)
Bank Statement Accounting is an automated process for force reconciling bank statement lines that were not reconciled because there were no corresponding PeopleSoft transactions. Once Automatic Reconciliation is run and there are NTF or MSC exceptions a user can run Bank Statement processing to force reconcile the bank statement line and create an external transaction. Note: Must have Bank Statement Accounting rules configured along with Accounting Templates.
Related QRG(s)
Use the Semi Manual Reconciliation page to reconcile statements semi-manually when there is not a one-to-one match or doesn't match the match criteria, between your bank and system transactions and you have reconciliation exceptions. Or, you can reconcile bank statements after entering a hard copy bank statement online.
Related QRG(s)
Use the Manual Reconciliation page to reconcile statements for banks that do not provide an electronic file of their transaction data.Important! If you open a bank account in the Manual Reconciliation page that is set for automatic reconciliation, you get a warning message stating “This bank account is set up to use Automatic Reconciliation.” To avoid this warning, you should not perform manual reconciliation on bank accounts whose reconciliation method is Automatic.Some care should be taken, as any system transaction marked as manually reconciled will not be considered a candidate for automatic (or semi-manual) reconciliation. In addition, you need to be careful not to mark the transaction of an automatic bank for manual reconciliation. The system will then not retrieve these marked transactions for automatic or semi-automatic reconciliation.
Related QRG(s)
The accounting template depicts the correct accounting and debit and credit configuration for a given treasury transaction and business event.The accounting template contains the following characteristics: A unique template ID. Options that determine how the correct ChartField Combination is selected.
Related QRG(s)
Use the View/Approve Entries page to approve accounting entries that are awaiting review.
Related QRG(s)
Use the Accounting Entries page to review, modify, and approve automated accounting entries.
Related QRG(s)
Use the External Transactions page to modify or insert additional external transactions for a bank account. You also use this page to add new external transactions. After you enter the transactions, you run the Bank Reconciliation process to reconcile them automatically or use Semi-Manual Reconciliation page to reconcile the transaction.
Related QRG(s)
The Automated Accounting Process creates accounting entries and prepares them for the Journal Generator process. Note: The process creates accounting entries even if errors occur. Use the Accounting Entries page to correct any errors, and then change the status from ‘Error’ to ‘Provisional.’ Use the View/Approve Entries page to change the status from ‘Provisional’ to ‘Final.’ The accounting entries are then ready for General Ledger. You do not have to rerun the Automated Accounting process.
Related QRG(s)
Review the treasury table. Run the QFS_GL_TR_ACCTG_LINE query to ensure all transactions from the bank statement appear on the table. At this time, the General Ledger Journal ID information will be missing because the Journal Generator process has not run yet.
Related QRG(s)
Process interfaces treasury transactions to the General Ledger module.
Next day, confirm GL Posting. Run the QFS_GL_ACCT_ANALYSIS which includes the LEDGER table. At this time, the General Ledger will display all the treasury accounting transactions posted to the LEDGER table.CTC_ALL_CASHIER_RECEIPTS.
Related QRG(s)
Book-to-bank reconciliation compares bank-reported balances in the bank statement against the system's general ledger bank balance for a specified fiscal period. Book to Bank Reconciliation is normally performed as part of the periodic PeopleSoft General Ledger Close process after you run bank reconciliation and have posted all subsystem transactions.
Related QRG(s)
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To view inserted information, select the down facing arrow on the right of the checklist title.
Review the branch information, adding branch address information, and adding branch contact information.
NOTE: Set up by the ctcLink Project Team or SBCTC
Review the external account information, contacts, account reconciliation, collection methods, payment methods, additional payment methods and settlement instructions.
NOTE: Set up by the ctcLink Project Team or SBCTC
The accounting template depicts the correct accounting and debit and credit configuration for a given treasury transaction and business event.The accounting template contains the following characteristics: A unique template ID. Options that determine how the correct ChartField Combination is selected. Checking the requires review box. Note: Select the Requires Review check box to force a review of the accounting transactions that use this template. When selected, the system assigns error-free accounting entries that use this template a Provisional status. You can then use the View/Approve Entries page to review and change the status to Final.
Related QRG(s)
Use the View/Approve Entries page to approve accounting entries that are awaiting review.
Related QRG(s)
Use the Accounting Entries page to review, modify, and approve automated accounting entries.
Related QRG(s)
You use EFT Request to transfer funds from your organization’s bank to an external third party.
Related QRG(s)
(Optional) EFTs are used to transfer funds from your organization's bank to an external third party. You can send funds transfers from templates, as well as on an ad hoc basis. To minimize the amount of manual entry when sending these ad hoc funds transfers, you can complete recipient information from settlement instructions, such as when you are paying a supplier who provides occasional services.
Related QRG(s)
Review EFTs/settlements that you want to approve or deny for payment.
Related QRG(s)
Select the EFTs/settlements that you want to approve or deny for payment.
Related QRG(s)
Process authorizing the release of scheduled treasury payments. If you enable settlement authorization workflow, the system submits payments to the appropriate Worklists for approval. If you enable auto approval, the system marks the payments as approved and ready for dispatch. If you enable manual settlement approval, you must manually approve the payments on the Settlement Approval page. If you do not enable automatic settlement approval, the system automatically marks the payments as approved and ready for dispatch.
Related QRG(s)
Use the Settlement Manager to review and manage all settlement activity from a central location. In addition, you can select a settlement category to review and approve settlements from the same page.
Related QRG(s)
Automatic dispatching payment files to the bank.
Related QRG(s)
Automatic dispatching payment files to the bank.
Related QRG(s)
The Automated Accounting Process creates accounting entries and prepares them for the Journal Generator process. Note: The process creates accounting entries even if errors occur. Use the Accounting Entries page to correct any errors, and then change the status from ‘Error’ to ‘Provisional.’ Use the View/Approve Entries page to change the status from ‘Provisional’ to ‘Final.’ The accounting entries are then ready for General Ledger. You do not have to rerun the Automated Accounting process.
Related QRG(s)
Review the treasury table. Run the QFS_GL_TR_ACCTG_LINE query to ensure all transactions from the bank statement appear on the table. At this time, the General Ledger Journal ID information will be missing because the Journal Generator process has not run yet.
Related QRG(s)
Process interfaces treasury transactions to the General Ledger module.
Related QRG(s)
Confirm GL Posting. Run the QFS_GL_ACCT_ANALYSIS which includes the LEDGER table. At this time, the General Ledger will display all the treasury accounting transactions posted to the LEDGER table.
Related QRG(s)
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Role: ZZ Treasury Local Config - Access for enter transfer template, accounting template, define fee code/structure, cash forecasting rules/mapping, compare fee structure, worksheet definition, FG security, Bank reconciliation rule/tolerance and parse addenda.
Role: ZZ Bank Setup - Access to Bank Account Manager, Bank Branch Information, Bank ID Qualifiers, Bank Information, Bank Transfer Charge, Bank Transfer Charge Code, Contact Information, External Accounts, My Account Groups, Netting Accounts, Payment Forms, Settlement Instructions
Role: ZZ Treasury Accounting Maint - Access to Accounting Entries, Fiscal Period Summary, Reverse Accounting Request, View/Approve Entries
Role: ZZ Treasury Maintenance - Access to financial gateway access like payment dispatch, review payment/file etc., settlement manager, EFT request, Enter fees, bank transfer, Cash Forecast, Enter manual cash position, treasury work center etc.
Role: ZZ Treasury Bank Processing - Access to import/review bank statement, working on bank statement, reconciling bank statement, Reconciliation Exceptions, Bank Statement Accounting, External Transactions, book to bank reconciliation, Enter Bank Statements, etc.
Role: ZZ Treasury Processing - Access to running various batch jobs through run control pages within treasury.
Role: ZZ Treasury Approvals - Access to Approve Netting, Cash Pool Structure, Approve Investment Pools, Approve Settlements, Accounting Entries, EFT transfer template approval.
Role: ZZ Treasury Reports - Access to various reports within Treasury like Accounting entries report, Bank A/C related report, cash sweep/forecasting related report and financial gateway related reports.
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Please refer to the spreadsheet by using the link: Banking and Cash Management Checklist and Process Steps Guide and select the tab titled: Accounting Templates to review spreadsheet.
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You are done. Great job!
