Cash Deposit-Impersonal

The Cash Deposit – Impersonal page is used by tellers and back-office staff to record incoming funds that do not go directly into a regular customer’s savings or current account. This page is used to debit a Cash Account and credit a specific General Ledger (GL) Account (e.g., for application fees, stationary sales, external income, or other miscellaneous branch revenue).

PURPOSE

  • To record incoming administrative or miscellaneous funds received at the branch.
  • To debit the teller’s Cash Account to reflect physical cash received.
  • To credit a specific General Ledger (GL) Account acting as the revenue or holding account.
  • To securely complete a required Cash Denomination breakdown to verify physical funds.
  • To manage and review unauthorised or pending impersonal transactions for the day.

STEP-BY-STEP GUIDE

Step 1 — Navigate to Cash Deposits-Impersonal 

Open theBackoffice module and select the Cash Deposit – Impersonal (Miscellaneous Deposits) menu option.

Step 2 — Verify Transaction details 

At the top of the form, the system automatically assigns the following:

  • Trans. Date: The current server date.
  • Ref # & Batch #: The system auto-generates references for tracking the transaction.

Step 3 — Set the Account to Debit 

In the first main row:

  1. Ensure the “Cash” radio button is selected.
  2. The dropdown next to it will default to your CASH Accounts.
  3. The A/C to Debit will automatically populate with your specific Teller Cash Account (e.g., ELECTRONIC CASH - AT CASH). This tells the system that your tellering till is receiving the physical money.

Step 4 — Set the GL Account to Credit 

Under the red “General Ledger Accounts to Credit” section:

  1. Use the Find button or directly use the dropdowns to locate the correct GL Account.
  2. Select the A/C to Credit or A/C Name (e.g., “Stationary Sales” or “Application Fees”). The system will populate the corresponding GL account code.

Step 5 — Enter Payer & Description details

  1. Paid In By: Type the name of the individual depositing the money (e.g., “Kwame Mensah” or “Walk-in Customer”).
  2. Entry Description: Type a clear, brief reason for the deposit (e.g., “Payment for 2 passbooks”).

Step 6 — Enter Amount and Save

  1. In the Deposit Amount field, enter the exact amount of cash received.
  2. Click the orange Save button. (The system will update the “Transaction Total” on the right side of the screen).

Step 7 — Complete Cash Denomination 

Before the transaction is finalized, you must verify the physical cash:

  1. Click the purple Cash Denomination button below the Save area.
  1. A window will open where you must enter the exact count of bank notes and coins received.
  2. The total from the denomination count must exactly match the deposit amount entered earlier. Save the denomination.

Step 8 — Review and Finalize 

Once saved, the transaction drops into the table at the bottom of the screen showing: Date, Trans No., A/C Name, Description, Amount, and the Input By user.

  • Click + New Transaction if you need to process another payment.
  • Click View Unauthorised Entries (yellow button) to review all pending deposits that require authorization by a supervisor.

KEY NOTES

  • Debit/Credit Logic: This screen debits your Teller Cash GL (increasing physical cash on hand) and credits an Income or Liability GL.
  • Denomination is Mandatory: You must always complete the Cash Denomination step. The deposit cannot be processed if the physical cash breakdown does not equal the entered amount.
  • Unauthorised Entries: Depending on your branch’s control setup, these entries may drop into an “Unauthorised” state, requiring a supervisor to approve them before the GL accounts are officially hit.