4. Beginning and End-of-Day Operations

Tellers, or the Customer Service Representatives of your branch, can perform three types of input operations in Oracle FLEXCUBE. They can enter:

Cash transactions and trade in travelers’ checks are typical teller type transactions.

Simple voucher entries, such as interest adjustments, payments made by the bank towards taxes, internal book entries of the bank etc, are examples of Journal transactions.

If a transaction involves one debit entry and multiple credit entries, or one credit entry and multiple debit entries, it is referred to as a multi-offset transaction. The following is an example of a multi-offset transaction.

For example, Cavillieri and Barrett Finance Corporation has an account with your bank. They have instructed you to debit their account with you, and credit their employees’ salary accounts on the last day of every month. When you carry out these instructions at the end of the month, you would be entering a multi-offset transaction.

However, before you can commence teller operations you must perform two functions. You must open a ‘batch’ and a Till. These operations may be referred to as Beginning of Day operations.

This chapter contains the following sections:

4.1 Batch Operations

In a manual accounting system, you may maintain the details of transactions in a register. For easy retrieval, you may write down all transactions belonging to one type on a page. For example, you may write details of all Teller transactions on one page, loan transactions on another page and so on.

In Oracle FLEXCUBE, this is achieved by grouping transactions in batches. Each ‘batch’ corresponds to a ‘page’. The accounting entries that are generated by transactions of a particular type are posted in a batch.

All transactions that have been entered into the system have to be authorized at the end of the day by a user with the required authorization rights. You can authorize transactions of a particular type by authorizing the batch into which they have been posted (since all transactions of a particular type are posted into a batch).

4.2 Batch Authorization

This section contains the following topic:

4.2.1 Authorizing Batch

You can invoke the ‘Journal Batch Authorization’ screen by typing ‘DEDBTHAU’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

If automatic generation of batch numbers has been allowed at your bank in the ‘Bank Wide Parameters’ screen, the system automatically generates the batch numbers sequentially. The number of the first batch will be 0000. The series in which the subsequent batch numbers are generated is as follows:

When all the batch numbers are used up, system will display a message stating that all the available batch numbers have been exhausted.

Batch Number

If your bank has not opted for automatic generation of batch numbers, enter a number for the batch in the Batch Number field. You can enter a number between 1 and 9999. If the Batch Number that you have specified is not already in use, you can use the batch to post the transactions that you will enter during the day.

Description

Specify the description for the batch. Every time you reopen, view, delete or authorize the batch the description will be displayed.

Batch Type

Specify the type of batch.

Entry Total

An entry in the Check Total field is not mandatory. If the total debit and the total credit, generated by the transactions to be posted in a batch, is known upfront you can enter the values (in LCY) in the Check Total field. In case the actual debit and credit totals posted to the batch do not match the entries in this field, you cannot leave the Teller Entry Form. In such a case, check the transactions that have been entered and correct those that have been erroneously entered or missed out on.

In case you entered a wrong check total in this field, you can change it in the ‘Batch Summary screen’. Click on ‘Batch’ in the Teller Entry Form. The ‘Batch Summary’ screen will be displayed.

Debit and Credit

Enter any value as the debit and credit total.

Last Open By

The system displays the name of the person who last opened the batch.

Last Auth By

The system displays the name of the person who last authorized the batch.

Date Time

The system displays the date and time of the batch.

Authorized Date

The system displays the authorized date.

Reopening batch

You can reopen a batch that you opened earlier.

To reopen a batch, select ‘Reopen’ from the Actions menu in the Application tool bar or click reopen icon. When you reopen a batch, the system ensures that you are the user who originally opened the batch. You cannot reopen a batch that has been opened by another user — even if it is not in use. The System Administrator has to reassign the batch to you before you can use it.

Deleting batch

If you opt to delete a batch, the system checks if the entries that have been passed into the batch were passed by you. That is, if you were the original user of the batch. If not, you cannot delete the batch. The system also checks if the batch is in use. If it is, you cannot delete the batch. You can delete a batch from the Batch Browser. To delete a batch, select ‘Delete’ from the Actions menu in the Application tool bar or click delete icon.

Note

When you delete a batch all unauthorized transactions in it will be deleted.

4.3 Till Open

This section contains the following topic:

4.3.1 Opening Till

For cash transactions, the system ensures that you have opened a Till. If you have not opened a Till type ‘DEDTILOP’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button. The ‘Open Teller Till’ screen will be displayed.

You can capture the following details:

Branch Code

The system displays the current logged-in branch code.

Till Identification

Specify the till that should be opened. The adjoining option list displays all valid tills available in the current logged-in branch. You can choose the appropriate one.

Note

A till that you have opened cannot be used by any other user during the day, unless it is balanced and reassigned to another user.

Narrative

Specify any additional information.

4.4 Till Balancing

This section contains the following topic:

4.4.1 Balancing Till

Till balancing involves checking of the physical balance in the Till (actual balance) against the till balance according to the system. All Tills that have been used for Teller transactions during the day have to be ‘balanced’ before the end-of-day. Note that a Till used by a teller cannot be assigned to another unless it is balanced.

Note

All currencies in a Till have to be balanced for the Till to be considered balanced.

You can balance a Till through the ‘Till Balancing’ screen. You can invoke this screen by typing ‘DEDTILBL’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

Specify the following details.

Branch Code

The currency logged-in branch is displayed.

Till Identification

Specify the till that has to be balanced. The adjoining option list displays all valid tills maintained in the system. You can select the appropriate one.

Currency Code

Specify the currency in which the till has to be balanced. The adjoining option list displays all valid currency codes maintained in the system. You can select the appropriate one.

Cash Counted

Specify the amount counted based on which till has to be balanced.

Cash Available

The system displays the till balance.

Difference

The system displays the difference between the system computed till balance (cash available) and the manual amount that has been counted (cash counted).

Denomination Code

Specify the denomination code based on which you have counted the balance in the till.

Denomination Value

The system displays the value of the denomination based on the code.

Units Counted

Specify the number of units counted per denomination.

4.5 Till Position

This section contains the following topics:

4.5.1 Marking Till Position

You can query on till position through the ‘Till Position’ screen. You can invoke this screen by typing ‘DEDTILPO’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

Here you can capture the following details.

Branch Code

Specify the branch code based on which you want to query on till position. The adjoining option list displays all valid branch codes maintained in the system. You can select the appropriate one.

Click ‘Query’ button. The system displays the following details for all tills in the branch:

4.5.2 Denomination Button

You can view denomination details for tills by checking the box alongside a record and clicking the ‘Denomination Details’ button.

You can view the following details:

4.6 End-of-Day Cash Dispenser Validations

As part of the End of Transaction Input, the dispenser log’s credibility will be checked against the cash dispenser position and an error will be raised if the two do not match. The cash dispenser daily log will be archived in the archive table and cleaned as a part of EOD processing.

An EOD batch will post accounting entries for the cash GL’s during online transactions. This batch will read the journal entries which gets logged online for every transaction and process the accounting entries for the cash GL’s for the cash dispenser functions like Partial Load, Partial Unload, Empty Dispenser, Give Change, Notes Counting, Give Alarm, Deposit and Withdrawal Transactions.

Apart from processing accounting entries, this batch job will update the cash till and dispenser balances.