Process Map. McIntosh and Son. Administration Module. Process Code: A310 Bank Statement Processing

Transcription

1 Process Map McIntosh and Son Administration Module Process Code: A310

2 2 Contents High Level Process Definition... 3 Process Flowchart Dishonoured Deposit Entry... 5 Cancelled Cheque Entry... 6 Business Policies... 7 Procedures Cancelled Cheque Entry... 9 Dishonoured Deposit Entry Statement of Work Confirm Deposits Present Cheque Sundry Bank Statement Items Sundry Code Sundry Codes Trade Debtor Trade Creditor Machine Debtor Floor Plan Cancelled Cheque Entry Cancel Cheque Void Cheque Dishonoured Deposit Entry Program Parameters

3 3 High Level Process Definition Process Name Process Intent Process Owner Process User Process Starts with Process Ends with Process Customer To confirm transactions entered in other modules e.g. debtor deposits, creditor cheques, as being on the bank statement report from the bank. Group Administrator Branch Administrator Branch Administrator Administrator Bank Statement Received All transactions on the Bank Statement accounted for Group Administrator Branch Manager

4 4 Process Flowchart

5 5 Dishonoured Deposit Entry

6 6 Cancelled Cheque Entry

7 7 Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map. Business Policy A Bank Reconciliation The Bank reconciliation should be completed by am Each Business Day. Business Policy A Export the Bank Transaction Listing from Westpac Internet Banking page to an Excel Spread sheet to use as a reference when entering into EQUIP. Business Policy A Ensure the Date entered in the To Date field is the Date of the Bank Statement. Business Policy A Sundry Codes Sundry Code Reference Number field should be the Statement Number or the Date. Ensure that the Description is relevant to the Transaction Line. However for the following Sundry Codes: - GST (use the first 3 letters of the month, eg Feb) - PAYGW (use the first 3 letters of the month followed by P, eg FebP) - HP & LSE payments (rego only, eg:1dny801) Business Policy A Ref Number for Trade Debtors should be the Payment Method + Date (DDMM): Example: EFTPOS payment, date 26/07/2012 Ref EFT2607

8 8 Business Policy A All Machine Deposits must be processed in ensuring that the Deposit Flag has been ticked when the item is a Deposit. Business Policy A Floorplan Payments ( Payouts) are only to be made through Manual Cheque Entry program.

9 9 Procedures Process Description: Process (Major) Steps 1. Receive Bank Statement Objective: Receive and verify Bank Statement for Review and reconciliation 2. Confirm and Update Bank Statement Transactions Objective: To validate & account for all transactions recorded in the Bank Statement Procedure a. Receive Bank Statement b. Open window c. Select Bank A/c to be processed d. Confirm Opening Balance of Bank Statement (to ensure pages are not missing) e. Enter date of the Bank Statement a. Select Option for action b. Confirm Deposits / Present Cheques / Individual Cheques tick status for all matching transactions c. Sundry Code / Trade Debtor & Creditor / Machine Debtor / Floor Plan record appropriate details. Consider (if required) printing Receipt for Machine Debtor payments. d. Use Auto Allocate function where appropriate (Trade Debtors) e. Compare Bank Balance Value after each entry to the spreadsheet balance f. Click Save Internal Policy Process Description: Cancelled Cheque Entry Process (Major) Steps 1. Receive Request to Cancel Cheque Objective: Manage communication and authorisation relative to Cancellation of Cheques Procedure a. Receive and approve request to cancel or void Cheques b. Open Cancelled Cheque Entry window Internal Policy

10 10 Process Description: Cancelled Cheque Entry Process (Major) Steps 2. Record Cancellation of Cheque Objective: Record Cancellation of Cheque and communicate event 3. Record Cheque Series as Void Objective: Record Cheque(s) as Void Procedure a. Select Cancel Chq Radio Button b. Select Bank Account c. Enter, Select, Search for Cheque Number d. Verify displayed data (confirm correct Cheque being recorded as cancelled) e. Click Save a. Select Void Chq radio button b. Select Bank Account c. Enter Cheque Number from / To Range to be Voided d. Enter Description / Reason for Action e. Respond to any System Messages f. Click Save Internal Policy Process Description: Dishonoured Deposit Entry Process (Major) Steps 1. Identify Dishonour Objective: Identify the bank action of dishonouring the debtor deposit to the Bank A/C 2. Record Dishonour and communicate event Objective: Record the Dishonour event and communicate same internally and Externally Procedure a. Receive or otherwise identify the Bank s action to dishonour the Debtor payment b. Open Dishonoured Deposit Entry window c. Select Bank Account a. Enter the date of the Dishonour transaction b. Enter the value of the transaction, Description of the event & the Cheque Number or other reference c. Select the transaction type by activating the appropriate Radio Button (Customer Account, GL Account or Machine Debtor) d. Complete transaction details in line with option selected e. Confirm entered and displayed data f. Click Save g. Communicate details of dishonour to appropriate internal personnel for further action Internal Policy

11 11 Statement of Work This program is used to confirm transactions entered in other modules (e.g. debtor deposits, creditor cheques), as being on the bank statement report from the bank. A running total for Bank Balance Value is shown on the window, and can be used as a check to the actual Bank Statement Receive the Bank Statement and open the window. Select the Bank Account from the drop down list, if required, and enter the To Date being the date of the Bank Statement. A default Bank Account is able to be set up with the parameter Bank Account setting refer Program Parameters section at the end of this document. The Bank Account balance will be shown in the Bank Value Balance field and will increment / decrement as transactions are completed.

12 12 The Options field has a drop down list attached from which the user selects the action to be performed. Confirm Deposits To confirm deposits work from the Bank Statement and check the Status check box for all deposits that have been credited to the Bank Account. Click Save.

13 13 Present Cheque To confirm Presented Cheques work from the Bank Statement and check the Status check box for all cheques that have been presented on the Bank Account. Click Save. Sundry Bank Statement Items Sundry bank statement items are transactions which have not been processed through any other modules e.g. transaction taxes, direct debits and direct customer deposits and include Sundry Code, Trade Debtor, Trade Creditor, Machine Debtor and Floor Plan which are covered in the following notes.

14 14 Sundry Code Business Policy A Sundry Codes Sundry Code Reference Number field should be the Statement Number or the Date. Ensure that the Description is relevant to the Transaction Line. However for the following Sundry Codes: - GST (use the first 3 letters of the month, eg Feb) - PAYGW (use the first 3 letters of the month followed by P, eg FebP) - HP & LSE payments (rego only, eg:1dny801) Enter / Select / Search the appropriate Sundry Code. Enter a Description, Value and Reference. Additional lines may be added if required by right mouse clicking on the body of the window and selecting Add. Click Save.

15 15 Trade Debtor Business Policy A Ref Number for Trade Debtors should be the Payment Method + Date (DDMM): Example: EFTPOS payment, date 26/07/2012 Ref EFT2607 Enter / Select / Search for the relevant Debtor Number. Enter the transaction value from the Bank Statement. Allocate the transaction value to the appropriate Invoices by checking the Yes check box against the line items. Check that the Unallocated Value is $0.00 and click Save.

16 16 Trade Creditor Enter / Select / Search for the relevant Creditor Number. Enter the transaction value from the Bank Statement. Allocate the transaction value to the appropriate Invoice(s) by checking the Pay? check box against the line items. Check that the Unallocated Value is $0.00 and click Save.

17 17 Machine Debtor Business Policy A All Machine Deposits must be processed in ensuring that the Deposit Flag has been ticked when the item is a Deposit. EQUIP allows the user to print a Receipt for Machine Debtor deposits by selecting the Print Receipt check box as shown above. A menu parameter (refer Program Parameters section at the end of this document) is able to be set to default the Print Receipt check box to either On or Off as required. Enter / Select / Search the Deal Number or Stock Number, Record the Value of the transaction from the Bank Statement, as well as a Reference and Description. Set the Deposit Flag if the transaction relates to a deposit from the Machine Debtor. Click Save.

18 18 Floor Plan Business Policy A Floorplan Payments ( Payouts) are only to be made through Manual Cheque Entry program. Enter / Select / Search the Stock Unit Number. Verify the Branch, Stock Unit Type and Model. Enter the transaction value. Click Save. Users should be aware that multiple Floor Plan transactions with varying GST implications can be processed within the program in a single step. A General Ledger batch will be generated for each line ensuring the BAS Audit Report displays and calculates correctly.

19 19 Cancelled Cheque Entry Cancel Cheque Receive and approve a request to cancel a cheque. Always retain any documentation to support action in the event of an enquiry at some future time. Open the Cancelled Cheque Entry window and select the Cancel Cheque radio button. Select the Bank Account. Enter / Select the Cheque number that is to be cancelled. The transaction details will display and should be verified by the user before proceeding.

20 20 Click Save. Void Cheque Receive and approve a request to void a cheque(s). Always retain any documentation to support action in the event of an enquiry at some future time. Open the Cancelled Cheque Entry window and select the Void Cheque radio button. Select the Bank Account.

21 21 Enter the Cheque Number range to be voided. The cheque number(s) is (are) validated and displayed. Enter a Description explaining the reason for voiding the cheque(s). Click the Save button.

22 22 Dishonoured Deposit Entry This program enables a dishonoured cheque to be processed, and a reversal of the original receipt transaction is posted. Receive or otherwise identify the Bank s action to dishonour the Debtor payment and open Dishonoured Deposit Entry window. Enter / Select the Bank Account, verify / modify the transaction date and enter the transaction value.

23 23 The system will default the Description to Dishonoured Cheque but this may be modified, if required. Select the transaction type by activating the appropriate radio button Customer Account, GL Account or Machine Debtor. Enter / Select / Search the appropriate Account Number or Contact Code. Verify all entered and / or displayed data. Click Save.

24 24 Program Parameters The following notes define the parameters applicable to the application described in this Process Map. Parameter Name AuthorityGroup BankAccount PrintReceipt Parameter Function To show only, and allow use of, the accounts or codes attached to the Authority Group specified Valid Values: A valid Authority Group Default Value: Blank To specify a default Bank Account Valid Values: A valid Bank Account Default Value: Blank To default the Print Receipt checkbox Valid Values: Y/N Default Value: N