DRAFT EK44636 Stock and Denomination Control Enhancement Notes

EquationStock and Denomination

Control (K446) Enhancement Notes

DRAFT

EK44636

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Issued: 2004Document ID/Version: EK44636.doc /1

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Contents

Chapter 1 Introduction............................................................................................................................ 1Stock and Denomination Control...............................................................................................2

Chapter 2 Before you Start..................................................................................................................... 3Setting Major Processing Characteristics..................................................................................3System Parameters................................................................................................................... 4

Chapter 3 Defining Stock..................................................................................................................... 11Defining Stock Items...............................................................................................................11Defining Stock Issuer Details...................................................................................................13Defining Denominations and Stock Management Levels........................................................18

Chapter 4 Equation Banking Server Reports and Enquiries.................................................................23Stock Movement Enquiry........................................................................................................23Stock Movement Details Reconciliation..................................................................................27

Chapter 5 Cashier System Options......................................................................................................29Change Branch Details...........................................................................................................29

Chapter 6 Transferring Stock at Head Office.......................................................................................31When Head Office Receives Stock from an Issuer..................................................................31When Head Office Receives Stock from a Branch..................................................................33When Head Office Transfers Stock to a Branch......................................................................35When Head Office Transfers Stock to an Issuer.....................................................................37

Chapter 7 Transferring Stock at the Branch.........................................................................................41Opening the Branch................................................................................................................41The Stock and Denomination Management Menu..................................................................41When the Branch Receives Stock from Head Office...............................................................42When the Branch Transfers Stock to Head Office...................................................................44When the Branch Transfers Stock to a Teller..........................................................................46When a Teller Transfers Stock to Another Teller or to the Branch..........................................48When a Teller Receives Stock................................................................................................50When the Branch Receives Stock from a Teller......................................................................52Quick Transfers Between Tellers............................................................................................54Transfers When Offline...........................................................................................................56

Chapter 8 Specifying Denominations in a Transfer..............................................................................57Denominations Windows.........................................................................................................57

Chapter 9 Hot Stock Items................................................................................................................... 59Defining Hot Stock Items.........................................................................................................59Hot Stock Items Enquiry..........................................................................................................63

Chapter 10 Cashier System Reports and Enquiries.............................................................................65Branch Level Enquiry..............................................................................................................65Central Vault Enquiry..............................................................................................................67Cash Denominations Enquiry..................................................................................................69Traveller's Cheques Enquiry...................................................................................................70Teller Level Enquiry................................................................................................................. 71Transit Details Between Tellers Enquiry..................................................................................74

Equation Stock and Denomination Control Enhancement Notes 2004 iii

Chapter 11 Other Cashier System Transactions..................................................................................77Cash Transactions.................................................................................................................. 77Changing Cash........................................................................................................................ 79

Tailoring the Change Cash Transaction.....................................................................80Buying Traveller's Cheques.....................................................................................................80Selling Traveller's Cheques.....................................................................................................82Balancing Cash....................................................................................................................... 82Balancing a Teller's Traveller's Cheques................................................................................83Balancing the Branch Vault's Traveller's Cheques..................................................................83

Chapter 12 Accounting Entries.............................................................................................................85Cash Accounting.....................................................................................................................85Traveller's Cheque Accounting................................................................................................87UII Accounting......................................................................................................................... 92

Index.................................................................................................................................................... 93

Equation Stock and Denomination Control Enhancement Notes 2004 iv

Chapter 1 Introduction

This enhancement provides your bank with the facility to record movement of cash, traveller’s cheque and uniquely identifiable instrument (UII) stock. It enables you to:

Define the denominations used for each currency or traveller’s cheque handled by the bank

Define the issuers for traveller’s cheques sold and purchased and further define separate stock accounts for each by currency

Define other uniquely identifiable instruments (UIIs) that may not have a associated denomination or value, such as drafts, for the purposes of managing stock

Record the serial numbers of “hot” stock items, such as traveller’s cheques and UIIs

Record stock and manage the distribution of user defined UIIs defined by the bank

Record stock levels by denomination of frequently used currencies or traveller’s cheques used by the bank, including serial numbers and ranges thereof

Record denominations (by issuer in the case of traveller’s cheques) for funds paid in over the counter

Suggest denomination mix and record actual denominations used for funds paid out over the counter

Record and enquire on stock by denomination held at teller, branch and central vault level

Transfer currency or traveller’s cheques between tellers by denomination and issuer

Transfer currency or traveller’s cheques between branch and central vault by denomination, issuer and account for this through intermediate transit accounts

Record new incoming stock to central vault

Record outgoing stock from central vault

Record purchased traveller’s cheques at branch and bank level by issuer for reimbursement

Record over-the-counter denomination changes (for example, when a customer changes ten tens for a hundred)

Your bank can use this enhancement for recording stock movements of cash, traveller’s cheques and UIIs. However, new system options are provided - see page 3 - if your bank does not wish to use this enhancement for all types of stock, you can:

Set the Record Cash Stock Movements option to No if you do not want to record cash movements

Set the Record T/C Stock Movements option to No if you do not want to record traveller's cheque movements

If you do not want to record UII movements, simply do not define any UII stock items

Equation Stock and Denomination Control Enhancement Notes 2004 1

Chapter 1 Introduction

Stock and Denomination Control

The separately purchasable Stock and Denomination Control (K446) enhancement provides your bank with the facility to record movement of cash, traveller’s cheque and uniquely identifiable instrument (UII) stock. It enables you to define stock in Equation Banking Server (EBS), and control stock movements in the Cashier System.

In EBS your bank can:

Define the denominations used for each currency or traveller’s cheque handled by the bank

Define the issuers for traveller’s cheques sold and purchased and further define separate stock accounts for each by currency

Define other uniquely identifiable instruments (UIIs) that may not have a associated denomination or value, such as drafts

In Cashier, your bank can:

Record the serial numbers of “hot” stock items, such as traveller’s cheques and UIIs

Record stock and manage the distribution of user defined UIIs defined by the bank

Record stock levels by denomination of frequently used currencies or traveller’s cheques used by the bank, including serial numbers and ranges thereof

Record denominations (by issuer in the case of traveller’s cheques) for funds paid in over the counter

Suggest denomination mix and record actual denominations used for funds paid out over the counter

Record and enquire on stock by denomination held at teller, branch and central vault level

Transfer currency or traveller’s cheques between tellers by denomination and issuer

Transfer currency or traveller’s cheques between branch and central vault by denomination, issuer and account for this through intermediate transit accounts

Record new incoming stock to central vault

Record outgoing stock from central vault

Record purchased traveller’s cheques at branch and bank level by issuer for reimbursement

Record over-the-counter denomination changes (for example, when a customer changes ten tens for a hundred)

2 Equation Stock and Denomination Control Enhancement Notes 2004

Chapter 2 Before you Start

Before you can use the facilities provided in this enhancement, you must:

Set new major processing characterstics in Equation Banking Server. These specify whether or not your bank wishes to use the facilities in this enhancement for recording stock movements of cash and traveller's cheques; and whether your bank uses transit accounts when transferring stock items, or does the accounting only when the receipt of the stock item transfer is recorded

Set up new system parameters in Equation Banking Server to manage the accounting of stock movements

Setting Major Processing Characteristics

New major processing characteristics in Equation Banking Server specify how the Stock and Denomination Control enhancement is used.

These options are in the group CS.

Name Identifier What you should enter Default value

Stock Cash Transit Accounting

SCTA Set this to Y if your bank uses transit accounts when transferring cash stocks. If set to N then no transit accounting for cash will be done. This option is only available if the Stock and Denomination Control enhancement (K446) is installed.

Y

Record Cash Stock Movements

RCSM Set this to Y if your bank wishes to use the Stock and Denomination Control enhancement (K446) for cash stock movements. Set it to N if your bank does not want to record the movement of cash. This option is only available if the Stock and Denomination Control enhancement (K446) is installed.

Y

Record T/C Stock Movements

RTSM Set this to Y if your bank wishes to use the Stock and Denomination Control enhancement (K446) for traveller's cheque stock movements. Set it to N if your bank does not want to record the movement of traveller's cheques. This option is only available if the Stock and Denomination Control enhancement (K446) is installed.

Y

Branch or Head Office Accounting

BHOA If system parameters have been defined for the Outward T/C Collections and T/C Collections Contra postings, then this system option defines whether the account branch for these postings is taken from the input branch or traveller’s cheque head office. This option is only available if the Stock and Denomination Control enhancement (K446) is installed.

If set to BR, Outward T/C Collections and T/C Collections Contra postings use the input branch for the account branch.

If set to HO, the traveller’s cheque head office (defined through WMENU1 option SDD) is used as the account branch for the Outward T/C Collections and T/C Collections Contra postings.

BR



System Parameters

The following new Equation Banking Server system parameters are supplied for use with this enhancement, to manage the accounting for stock movements:

SP342 Transit account for cash

Purpose To provide a transit account for accounting for stock movements of cash.

Basic account number

A unique six digit number is allocated to each account, by default from a range beginning 8A0000. Accounts will be opened automatically, when required, using:

The number 8Axxxx, where xxxx is the branch number of the branch which is the source of the transfer

The currency number as the suffix

If 8Axxxx is in use, you will need to select a different number.

Short name abbreviation

Should be three characters, for example @TE.

Generated account type

Must be an account type with the following characteristics:

Structure = Movement SC046 off = Not contingent SC047 on = Internal account

Generated analysis code

This code should identify the accounts as internal movement accounts.

Generated customer type

This will be a code allocated to impersonal automatically opened accounts, for example IB.

Transaction codes for generated items

These must be suitable for internal movement accounts.

Post contra transaction

Set to Y to post contra transactions, otherwise set to N.

SP349 Transit account for traveller's cheques

Purpose To provide a transit account for accounting for stock movements of traveller's cheques.


A unique six digit number is allocated to each account, by default from a range beginning 8B0000. Accounts will be opened automatically, when required, using:

The number 8Bxxxx, where xxxx is the branch number of the branch which is the source of the transfer


If 8Bxxxx is in use, you will need to select a different number.

Short name Should be three characters, for example @TV.



abbreviation



Structure = Movement SC046 on = Contingent SC047 on = Internal account


This code should identify the accounts as contingent movement accounts.







SP343 T/Cs stock A/C

Purpose To provide a stock account for movements of traveller's cheques.


A unique six digit number is allocated to each account if the bank requires the entry of the supporting cheques to be balanced against a suspense account. Accounts will be opened automatically, when required, using the currency number as the suffix.


Should be three characters, for example @TJ



Structure = Movement SC047 on = Internal account.









SP344 T/Cs stock A/C contra

Purpose To provide a contra account for stock movements of traveller's cheques.


A unique six digit number is allocated to each account if the bank requires the entry of the supporting cheques to be balanced against a suspense account. Accounts will be opened



automatically, when required, using the currency number as the suffix.


Should be three characters, for example @TN



Structure = Movement SC047 on = Internal account


This code should identify the accounts as below the line contra, ZB.





SP345 T/Cs payable A/C

Purpose To provide an account at the branch for traveller's cheques payable.




Should be three characters, for example @TQ.












SP346 T/Cs purchased A/C

Purpose To provide an account for purchases of traveller's cheques at the branch.


A unique six digit number is allocated to each account if the bank requires the entry of the supporting cheques to be balanced against a suspense account. Accounts will be opened



automatically, when required, using the currency number as the suffix.


Should be three characters, for example @TT












SP347 Outward T/C collections

Purpose To provide an account at the branch for traveller's cheque collections.




Should be three characters, for example @TO.





This code should identify the accounts as contingent movement accounts.




These must be suitable for contingent internal accounts.



SP348 T/Cs collections contra

Purpose To provide a contra account at the branch for traveller's cheque



collections.




Should be three characters, for example @TY.





This code should identify the accounts as below the line contra, ZB.




These should be suitable for contingent internal accounts.

SP396 T/Cs imbalance suspense A/C

Purpose If there is any difference between traveller's cheques issued and what has been recorded in the teller’s stock denomination table, the imbalance is posted to a traveller’s cheque imbalance suspense account.




Should be three characters, for example@TU.


Must be a suspense account type, for example YS.


This code should identify the account as internal balance sheet, for example ZA.


This will be a code allocated to internal automatically opened accounts, for example IB.


These should be suitable for internal suspense accounts.

SP491 T/C’s due from branch



Purpose To provide a suspense account for traveller's cheques due from the branch.


A unique six digit number is allocated to each account, by default from a range beginning 8C0000. Accounts will be opened automatically, when required, using:

The number 8Cxxxx, where xxxx is the branch number of the branch which is the source of the transfer


If 8Cxxxx is in use, you will need to select a different number.


Should be three characters, for example@BR.


Must be a suspense account type, for example YA.







SP492 T/C’s due to head office

Purpose To provide a suspense account for traveller's cheques due to the head office.


A unique six digit number is allocated to each account.


Should be three characters, for example@HO.


Must be a suspense account type, for example YA.








Chapter 3 Defining Stock

This enhancement provides your bank with functions in Equation Banking Server that enable you to:

Define stock items

Define stock issuers

Define stock denominations

Defining Stock Items

You can use the Maintain Other Stock Items (SDD) function to define stock items for which stock management is required. Your bank would use this:

To add descriptions and head office branches to the stock items CASH and TCHQ, which are delivered already defined with this enhancement

To set up the uniquely identified instruments (UIIs), such as drafts and credit cards, which your bank requires

When you select this option, the initial screen is displayed. Enter an identifier for the stock item type.

Stock item type Enter a unique code, using up to four alphanumeric characters, to identify the type of stock being recorded.

The codes CASH and TCHQ are reserved for cash and traveller's cheques respectively.

You can prompt on this field for a list of existing stock types.

Your bank can replace the codes CASH and TCHQ with the equivalents in your working language. References to CASH and TCHQ appearing on screens include the multi-lingual equivalents of those words.


When you press Enter, the detail screen is displayed. If you have entered the code for an existing stock type, its details are displayed for you to amend. Otherwise, the fields are displayed blank for you to enter details of the new stock type.

Stock item description

Enter a description of the stock item type.

Stock item head office

This is the branch number of the Head Office for this stock type. When you are adding a UII, this defaults to the cash head office.

Identifier format Specifies whether the stock type has an identifier format for serial numbers (defined using the Maintain Stock Issuer Details (SDI) function).

You cannot amend this field for cash or traveller's cheques, but you can specify a value for other stock types.

Y The stock type has an identifier format.

N There is no identifier attached to the stock type.

Item value Whether the stock type has a specific value. You cannot amend this field for cash or traveller's cheques, but you can specify a value for other stock types.

Y The stock type has a specific value. This value, and the currency, are defined by issuer through the Maintain Stock Issuer Details (SDI) function.

If this is set to Y then Denomination control required cannot be set to Y, and vice versa.

N No item value is attached to the stock.

Denomination control required

Whether the stock type can have denominations defined for specific currencies, and therefore denomination control is required.



You cannot amend this field for cash or traveller's cheques, but you can specify a value for other stock types.

Y The stock can have denominations defined for specific currencies, using the Maintain Stock Management Levels (SDS) function.

N There are no denominations for specific currencies.

Defining Stock Issuer Details

You can use the Maintain Stock Issuer Details (SDI) function to define issuer details for cash, traveller’s cheques, and bank-defined UIIs such as drafts and credit cards. These details will be used to validate and provide the necessary information for postings when transferring stock of these types.

When you select this option, the initial screen is displayed.

Stock item type Enter the unique code of the stock type for which issuer details are being defined. You can prompt for a list of valid codes. These are defined using the Maintain Other Stock Items (SDD) function, except for the codes CASH and TCHQ which are provided already defined, for cash and traveller's cheques respectively.

Issuer The customer mnemonic and location of the stock issuer.

Note that the issuer must have already been defined as an Equation customer. You can prompt for a list of customers.



When you press Enter, the detail screen is displayed. The fields on this screen vary, depending on the stock type.

The detail screen for cash shows the following field.

Vault cash stock a/c

This defaults to the Balance Cash system parameter, SP250, and cannot be changed. This system parameter is debited or credited when cash is transferred in or out of the branch.

The detail screen for traveller's cheques shows the following fields.



T/Cs stock a/c Enter the system parameter which identifies the account to be credited when traveller’s cheques issued by this issuer are transferred in and out of the branch.

The system parameter must have already been defined. You can prompt for a list of existing system parameters.

T/Cs stock contra a/c

Enter the system parameter which identifies the contra account to be debited or credited when traveller’s cheques issued by this issuer are transferred in and out of the branch.


T/Cs payable a/c Enter the system parameter which identifies the account to be debited when traveller’s cheques issued by this issuer are sold.


T/Cs purchased a/c

Enter the system parameter which identifies the account to be credited when traveller’s cheques issued by this issuer, and purchased at the local branch are received at head office.


Outward T/C collections a/c

Enter the system parameter which identifies the account to be debited when traveller’s cheques issued by this issuer are purchased by the branch.


If this field is blank, no posting will be made, and the T/C collections a/c - contra field must also be blank. If either field has a value entered, both must.

T/C collections contra a/c

Enter the system parameter which identifies the contra account to be credited when traveller’s cheques issued by this issuer are purchased by the branch.


If this field is blank, no posting will be made, and the Outward T/C collections a/c field must also be blank. If either field has a value entered, both must.

T/Cs due from branch

Enter the system parameter which identifies the account to be debited when traveller's cheques are received at a branch from Head Office, and credited when traveller's cheques are received at Head Office from the branch, or when they are sold.

T/Cs due to head office

Enter the system parameter which identifies the account to be credited when traveller's cheques are received at a branch from Head Office, and debited when traveller's cheques are received at Head Office from the branch, or when they are sold.



The detail screen for other stock types shows the following fields.

Identifier Format

Certain stock types, for example, credit cards, have identifiers such as the card number. This is a 35-character field which defines the format of the identifier for this stock type. It may include the following characters only:

N for a number

9 which indicates it is part of the serial number range. The serial number can be up to 28 characters long

C for an alphabetic character

Delimiters, used to split up the identifier format into groups. These can be any character apart from * or ?

Unit of Issue This defines the number of items of the stock type that must be issued together. Enter up to 16 digits.

For example, entering 10 means that the item may only be issued in batches of ten.

This field is only dislayed if the stock item has ID Format set to Y.

Currency The currency mnemonic of the stock. If entered, it must be a valid currency mnemonic, and a Value must also be entered.

This field is only dislayed if the stock item has the Item value field in the Maintain Other Stock Items (SDD) function set to Y.

Value The value of the stock type. This is an amount field 16 characters long. A value must be entered here if a Currency has been entered.

This field is only dislayed if the stock item has the Item value field in



the Maintain Other Stock Items (SDD) function set to Y.

UII Stock A/c Enter the system parameter which identifies the account to be credited when the stock issued by this issuer is transferred in and out of the branch.


UII Stock contra A/C

Enter the system parameter which identifies the account to be debited or credited when stock issued by this issuer is transferred in and out of the branch.


UII’s Payable A/C

Enter the system parameter which identifies the account to be debited when stock issued by the above issuer is sold at the branch.


UII’s Purchased A/C

Enter the system parameter which identifies the account to be credited when stock purchased at the local branch is received at the Head Office branch.


Outward UII’s Collections A/C

Enter the system parameter which identifies the account to be debited when this issuer’s stock is purchased by the branch.


If this field is not entered then the UII Collections contra a/c system parameter must also be left blank. If either field has a value entered, both must.

UII Collections contra A/C

Enter the system parameter which identifies the contra account to be credited when this issuer’s stock is purchased at the branch.


If this field is not entered then the Outward UII’s Collections a/c system parameter must also be left blank. If either field has a value entered, both must.

UII's due from branch

Enter the system parameter which identifies the account to be debited when stock is received at a branch from Head Office, and credited when stock is received at Head Office from a branch, or when it is sold.

UII's due from Head Office

Enter the system parameter which identifies the account to be credited when stock is received at a branch from Head Office, and debited when stock is received at Head Office from a branch, or when it is sold.



Although this function enables you to define the accounts to be used for bank-defined UIIs, note that the stock management functions supplied with this enhancement do not make accounting entries for UIIs. Your bank must write user exit programs to do this.

Defining Denominations and Stock Management Levels

You can use the Maintain Stock Management Levels (SDS) function to define which stock and currencies should be controlled by the stock management functionality in this enhancement. You can add new denominations or maintain existing ones.

Note that if transactions are carried out using denominations that have not been defined using this function, then neither the totals of those transactions nor the denominations that make them up will be recorded for the purposes of this enhancement.

When you select this option, the initial screen is displayed. This enables you to specify the stock item type and its currency.

Stock Item Type Enter the unique code of the stock type for which denominations are being defined. You can prompt for a list of valid codes. These are defined using the Maintain Other Stock Items (SDD) function, except for the codes CASH and TCHQ which are provided already defined, for cash and traveller's cheques respectively.

Currency The currency mnemonic of the stock item. If entered, it must be a valid currency mnemonic.

When you press Enter, the next screen is displayed. This enables you to specify whether denomination control is needed.

Denomination Specifies whether the levels and movements of the stock item are



required to be recorded by denominations or as a single figure.

Y The stock management functionality should record this stock by denominations. This is the default.

N The stock item is to be held as a total only. If the stock item has a value, this field should be set to N, because it then effectively has only one denomination, which is the individual value.

Note that changing the setting of this field may cause problems is there are outstanding transfers which would use the previous setting of the field.

Press Enter. If Denomination required is set to Y, the denomination control detail screen is displayed.

Denomination Enter the amount of each denomination.

Description Enter a description of the denomination, up to 35 characters long.

Note/coin Enter C if the denomination is a coin, N if it is a note. This field only applies to cash.

These values are SD parameters so can be translated to your bank's working language.

High mix Enter Y for the denomination of this stock item that is suggested as the highest one that a teller should normally hand out to customers. When stock is dispensed, Equation suggests a mix to the teller taking account of what is available in the cash drawer and of which denomination is specified as High mix. Any denominations higher than this one are not used in a suggested mix.

Only one denomination can be suggested as the highest, so leave the default N for all others. If no denomination is defined as High mix, then



the highest denomination will be used.

W'dn Enter Y if this denomination has been withdrawn from circulation. Tellers can still receive this denomination, but not hand it out.

Leave the default N for denominations that are still in circulation.

Re-order level This specifies the level at which the bank should order more of this denomination. It is used only for reporting purposes.

For traveller’s cheques and cash, the minimum denomination defined on this screen should match the minimum denomination defined using the Add/Maintain Retail Rates (RRT) function. If it does not match, a warning will be displayed.

When you press Enter, the record is added, amended or deleted from the stock management levels table.

You should take care not to delete currencies or denominations that are still in circulation.


Chapter 4 Equation Banking Server Reports and Enquiries

The following reports and enquiries are provided with this enhancement:

Stock Movement Enquiry

The Stock Movement Enquiry (SME) enables your bank to view the details of all transfers held in the stock transit table. When you select this option, the initial screen is displayed.

Stock Item Type Enter the unique code of the stock type for which denominations are being defined. You can prompt for a list of valid codes. These are defined using the Maintain Other Stock Items (SDD) function, except for the codes CASH and TCHQ which are provided already defined, for cash and traveller's cheques respectively.

Currency The currency mnemonic of the stock item. If entered, it must be a valid currency mnemonic.

This is an optional field for bank-defined UIIs which do not have denominations.

Status A code to identify the status of the transfer:

C for a completed transfer

E is for error; a transfer that has been received offline and forwarded to the host, but the details do not match the original transfer

P for a transfer which is pending, that is has not yet been received

M is for a transfer that has been received offline and manually


checked on the host

N for a reconciled transfer, which formerly had a status of E for error but has been manually reconciled on the system

R for a transfer which has been rejected

X for a transfer which has been rejected and then reversed

If left blank, all transfers will be displayed.

For checking and reconciliation, see the Stock Movement Details Reconciliation (SMR) function - see page 25.

Start Date The start date of the transfer. If entered, only transfers started on this date will be displayed on the enquiry.

Source You can only enter one of the Source branch and Source issuer fields:

To filter the enquiry to display transfers whose source was a specific branch or head office branch, enter the branch number and whether the branch is head office

To filter the enquiry to display transfers whose source was an outside issuer, enter the customer mnemonic and location of the issuer

If these fields are left blank then transfers for all sources will be displayed.

Target You can only enter one of the Target branch and Target issuer fields:

To filter the enquiry to display transfers whose target was a specific branch or head office branch, enter the branch number and whether the branch is head office

To filter the enquiry to display transfers whose target was an outside issuer, enter the customer mnemonic and location of the issuer

If these fields are left blank then transfers for all targets will be displayed.



Press Enter and the enquiry detail screen is displayed. It varies according to the characteristics of the stock type.

For stock types which do not record quantities or have a specific value the detail screen shows the following fields.

Date The start date of the transfer.

Source If the source of the transfer was an outside issuer, then the customer short name of the issuer is displayed.

If the source was Head Office then the name Head Office is displayed.

If the source was a branch within the bank, then the branch mnemonic is displayed.

Source Reference

The 16 character reference issued by the source.

Target If the target for the transfer is an outside issuer, then the customer short name of the issuer is displayed.

If the target is Head Office then the name Head Office is displayed.

If the target is a branch within the bank, then the branch mnemonic is displayed.

Sts The status code of the transfer, as on the previous screen.

Total Value The total value of the transfer

? Press 1 to select that specific transfer for further enquiry.



You can press F16 to print a report, showing full details of the screen.

For stock types which only record quantities the detail screen is slightly different.

It additionally shows the following field.

Quantity The number of stock items transferred.

Again you can press F16 to print a report showing full details of the screen.

If you select a specific transfer, a further screen is displayed showing the quantity of each denomination involved in that transfer.

If the stock type is cash, the screen will also display whether each denomination is note or coin. Again, you can press F16 to print a report.



Stock Movement Details Reconciliation

The Stock Movement Details Reconciliation (SMR) function enables you to complete a stock transfer manually when the receiving branch is operating off-line.

When you select this option, a reconciliation screen is displayed.

To mark a transfer manually as completed, enter M in the ? column next to the appropriate transfer.

? Enter M to mark a Pending transfer as having been manually checked.Your bank would use this option when the Cashier System is off-line, and a branch supervisor asks someone who can check on the host (perhaps at another branch or at head office) to check the details of the transfer. If the transfer details are correct, the teller can proceed with receiving the transfer and the person who has access to the host then marks the transfer as being manually checked. If the details are not the same, the supervisor can reject the transfer.

Enter N to indicate that a transaction that was in error has been manually reconciled. If the Cashier System had been off-line and the transfer details had not been checked properly, there could be discrepancies between what was recorded as being transferred and what was recorded as received. If so, when the transaction details are sent to the host, the transfer will be marked with E for error. When the accounting and balancing to put the system right has been carried out, this function would be used to mark the transfer as reconciled so that it does remain on the system indefinitely.



The Denominations screen from the Stock Movement Enquiry (SME) function is displayed if denominations are required.

Once you have verified the denominations, the transfer must be authorised before being marked as manually checked (with a Status of M) or reconciled (with a Status of N).


Chapter 5 Cashier System Options

Various system options determine how stock and denomination control is handled with the Cashier System. These options are set using the Change Branch Details (9871) function.

Change Branch Details

If this enhancement is installed, you can use the Change Branch Details (9871) function to specify how your bank wishes to use the stock and denomination control facilities.

Set the new fields as shown in the following table.

Field What it controls

T/C’s Held at Branch Level Only

Set this to Y if traveller’s cheques are not to be held at teller level, but only at branch level. Set it to N if traveller’s cheques are to be held at teller level

This is only available if the Stock and Denomination Control enhancement is installed.

Balance Traveller’s Cheques Daily

Set this to Y if tellers are required to balance traveller’s cheques held before the branch can be closed. Set it to N if traveller’s cheques do not have to be balanced before closing the branch.


Journal Clearout Frequency

Set this to indicate how often, in days, the journal is cleared. It defaults to 3 days. The value must be greater than zero, and no larger than the higher value of the range specified in the System Value Date Range field.

Transfers may not be received until some days after they were started. If the details do not match, the transfer will be rejected by the receiving branch and then the source branch would need to reverse it. However, if the journal record has already been cleared, the transfer cannot be reversed. You should consider this possibility carefully before changing the default value for this option.


Display T/C Imbalance

If this is set to Y, the balance of traveller's cheques that should be in the teller's drawer is displayed when the teller balances their traveller’s cheques. If this is set to N, totals are not displayed, requiring the cashier to count the traveller's cheques in the drawer.

Hide Field from Teller/Show to Supervisor

If this is set to Y, the available balance is hidden from the teller when a No Available Balance warning is displayed. However the balance will be displayed to the supervisor who remotely overrides the warning.


Denominations recorded for Cash

This field specifies whether cash movements are recorded, as determined by the appropriate major processing characteristic - see page 3. You cannnot change this value.

Denominations recorded for Traveller's Cheques

This field specifies whether traveller's cheque movements are recorded, as determined by the appropriate major processing characteristic - see page 3. You cannnot change this value.


Chapter 6 Transferring Stock at Head Office

The Head Office Stock Transfer/Receipts menu (MHOTR) is available from the Stock and Denomination Management Menu (MCSSDM).

Your bank can use the functions on this menu when the branch is open (either online or offline) to transfer and receive stock in and out of the head office. The authority level to run these functions will be defaulted to S5, but they can be maintained using the Branch Automation security tools - see the Equation Branch Automation Security Guide.

By default, document slips are printed for these transactions. You can make them optional by setting the Suppress Document Print option in Change Branch Details (9871) to Y.

If any of the updates on Cashier fail after the updates have been made to the host then the transaction will automatically be rolled back.

When Head Office Receives Stock from an Issuer

The Receive Stock at Head Office from Issuer (RSHO) function enables your bank to record the receipt of stock at head office from the issuer of the stock.

When you select this option the initial window is displayed.


Stock Type Enter the code (up to four characters) for a valid existing stock type. The code CASH is reserved for cash, and TCHQ for traveller's cheques.

The local branch using this function must be the Head Office for the stock type being received; you can receive cash only at the branch defined as Head Office for cash, and receive traveller's cheques only at the branch defined as the Head Office for traveller's cheques.

Issuer Enter the customer mnemonic and location of the issuer of the stock item, as defined on Equation. This field is mandatory for traveller’s cheques and bank-defined UIIs.

Account This field is displayed only if the stock type is CASH. It specifies the account to be credited with the cash received.

It defaults to the local branch code plus the issuer's basic number. You must specify the suffix. It must be an existing Equation account, and the currency of the account must match the currency of the cash being received.

Currency Enter the currency of the item, unless it is a UII that does not have a currency defined, such as a credit card.

Issuer Reference Enter a reference, up to 16 characters long, provided by the issuer. This may be used later to retrieve details from the system about the stock received in this instance.

Total Value The total value of this transfer.

Quantity For UIIs with no value, such as credit cards, enter the number stock items being transferred.

Narrative You can enter any narrative to describe the transaction.

When you press Enter, if the stock being transferred is cash, or other stock items that have denominations defined, the denominations window is displayed - see page 55.

Once denominations have been entered, the transaction is sent to the host:

A host transit record is added with a status of Completed

The appropriate accounting entries are made - see page 83

Once the host has been updated, the Cashier Stock Denominations table for the head office branch vault is updated with the stock denominations received

A document slip can be produced with the details of the transfer

The transaction is journalled

This transaction can be reversed. The transit detail record is removed. The reversal is validated to ensure that the head office stock account does not go into credit if the stock is cash, or into debit if the stock is traveller's cheques, and that account is then updated. Once the reversal has completed successfully, a document slip can be produced and the reversal is journalled.

When Head Office Receives Stock from a Branch

The Receive Stock from Branch at Head Office (RBHO) function enables your bank to record the receipt of stock from a branch vault at head office.




Source Reference Enter a reference that uniquely defines this transfer




Source Enter the branch number of the branch from which the stock was transferred.

Target Head Office (or the multi-lingual equivalent) is automatically displayed.




If the system is off-line, the transaction will have to be authorised by a supervisor who has to be a different user. The details on the Equation host should be checked using the Stock Movement Details Reconciliation (SMR) function. If the details match, the transfer should be marked as manually checked (with a Status of M) on the host. Once the transaction has been authorised, Cashier updates will be made, updating the stock level denominations table for the Head Office branch vault.



Once the details have been validated, they will be sent to the host. The quantities and denominations must match the transit details. If they do not then an error will occur. The transfer can be rejected at this point; if so, the host marks the transit file record with a status of rejected. The transaction will then be cancelled. The rejected transfer must be reversed out of the system and re-entered by the source of the transfer.

If no errors occurred:

The host transit record is updated with a status of Completed


Once the host has been updated, the Cashier Stock Denominations table for the Head Office branch vault is updated with the stock denominations received



This transaction can be reversed, but only if the transit record has a status of Completed and the transaction is still held on the journal. Unlike most other cashier transactions, it can be reversed after the day it was entered. The transit detail record will be updated to have a status of Pending and the changes to the Head Office stock levels will be reversed. Once the reversal has completed successfully, a document slip can be produced and the reversal will be journalled.



When Head Office Transfers Stock to a Branch

The Transfer Stock from Head Office to Branch (THOB) function enables your bank to record the transfer of stock from head office to a branch.



The branch using this function must be the Head Office for the stock type being received; you can receive cash only at the branch defined as Head Office for cash, and receive traveller's cheques only at the branch defined as the Head Office for traveller's cheques.



Source Head Office (or the multi-lingual equivalent) is automatically displayed.

Source Reference This is a unique reference for the transfer, and is automatically generated.

Target Enter the branch number of the branch to which the stock is being transferred.






The transaction is validated to ensure that there is enough stock in the Head Office branch vault to transfer out.

Once the details have been validated, they will be sent to the host.

If no errors occurred:

A transit record is added on the host with a status of pending


Once the host has been updated, the Cashier Stock Denominations table for the head office branch vault is updated with the stock denominations transferred out



This transaction can be reversed, provided the transit record has a status of Pending and the transaction is still held on the journal. Unlike most other cashier transactions, it can be reversed after the day it was entered. The reversal is validated to ensure that the transit account does not go into credit. The transit record on the host is then removed. Once the reversal has completed successfully, a document slip can be produced and the reversal will be journalled.



When Head Office Transfers Stock to an Issuer

The Transfer Stock out of Head Office to Issuer (TSHO) function enables your bank to record the transfer of stock from head office to the issuer of the stock.




The following window is displayed if the stock being transferred is cash.


The local branch using this function must be the Head Office for the stock type being transferred; you can transfer cash only from the branch defined as Head Office for cash, and transfer traveller's cheques only from the branch defined as the Head Office for traveller's cheques.


Account This field is displayed only if the stock type is CASH. It specifies the account to be debited with the cash transferred.

It defaults to the local branch code plus the issuer's basic number. You must specify the suffix. It must be an existing Equation account, and the currency of the account must match the currency of the cash being transferred.


Source Head Office (or the multi-lingual equivalent) is automatically generated.

Source Reference This is a unique reference for the transfer, and is automatically generated..




The amount must be available in the Head Office vault to be transferred.



When you press Enter, if the stock being transferred is cash, or other stock items that have denominations defined, the denominations window is displayed - see page 55. The transaction is validated to ensure that the Head Office branch stock levels are sufficient for the transfer.

Once the transaction has been validated:

A host transit record is written with a status of Completed

The appropriate accounting entries are made

Once the host has been updated, the Cashier Stock Denominations table for the head office branch vault is updated with the stock denominations transferred



This transaction can be reversed, but only on the same day that it was entered. The reversal is validated on the host to check the issuer stock account does not go into credit if the stock item is cash, or into debit if the stock is traveller’s cheques. The transit detail record will be deleted. Once the reversal has completed successfully, a document slip can be produced and the reversal will be journalled.


Chapter 7 Transferring Stock at the Branch

In the Cashier System, a new menu and a series of functions are provided to handle stock and denomination control at the branch.

Opening the Branch

If this enhancement is installed, the data downloaded when the branch is opened at the start of the business day includes stock types, issuers and denomination levels. The records of cash and traveller’s cheques paid and received from the previous day will be cleared. Journal records would be cleared if they were older than the period specified by the Journal Clearout Frequency option set using the Change Branch Details function - see page 27.

The Stock and Denomination Management Menu

Stock and denomination control is carried out using a new Stock and Denomination Management Menu (MCSSDM), available only if this enhancement is installed on Equation.

This new menu is located under the Cashier Menu (MCSS in the Desktop).

This menu contains the following subordinate menus:

Branch Stock Transfer/Receipts menu (MBRTR) - see below Head Office Stock Transfer/Receipts menu (MHOTR - see page 29) Hot Stock Items menu (MHTC - see page 57)

Stock and Denomination Enquiries menu (MSDE - see page 63)


The Branch Stock Transfer/Receipts menu (MBRTR) is available from the Stock and Denomination Management Menu (MCSSDM).

Your bank can use the functions on this menu to transfer and receive stock in and out of the branch and to transfer stock to, and receive stock from, individual tellers.

By default, document slips are printed for these transactions. You can make them optional by setting the Suppress Document Print option in Change Branch Details (9871) to Y.

When the Branch Receives Stock from Head Office

The Receive Stock from Head Office at Branch (RHOB) function enables your branch to record when stock is received from head office.


Source Reference Enter the reference that uniquely defines this transfer.

Stock Type Enter the code (up to four characters) for a valid existing stock type. The code CASH is reserved for cash, and TCHQ for traveller's cheques. The stock type cannot be one for which the



local branch is defined as the head office.



Source Head Office (or the multi-lingual equivalent) is automatically displayed.

Target Branch Vault (or the multi-lingual equivalent) is automatically displayed.

Item Value The value per item transferred, if the stock type has an item value defined.

Quantity The number of stock items transferred.


When you press Enter, if the stock being received is cash, or other stock items that have denominations defined, the denominations window is displayed - see page 55.

Once the transaction is completed:

The transfer is sent to the host and validated

The host transit record is updated with a status of Completed


Once the host has been updated, the Cashier Stock Denominations table for the local branch vault is updated with the stock denominations received

A document slip can be produced wilth the details of the transfer




When the Branch Transfers Stock to Head Office

The Transfer Stock from Branch to Head Office (TBHO) function enables your bank to transfer stock from the local branch vault to head office.


Stock Type Enter the code (up to four characters) for a valid existing stock type. The code CASH is reserved for cash, and TCHQ for traveller's cheques. The stock type cannot be one for which the local branch is defined as the head office.

Issuer Enter the customer mnemonic and location of the issuer of the stock item, as defined on Equation. This field is mandatory for traveller’s cheques and bank-defined UIIs. It is not available for cash.


Source Branch Vault or the multi-lingual equivalent is automatically displayed.

Source Reference A reference that uniquely defines this transfer is automatically generated and displayed here. A user exit script called SDREFUSR is available to generate your bank’s own references to override the one generated by default.

Target Head Office or the multi-lingual equivalent is automatically displayed.

Total Value The total value of this transfer, where applicable..



Item Value If an item value is defined for the stock type, it is displayed here and cannot be amended.


Narrative You can enter any narrative to describe the transaction. You may not include embedded blank lines

When you press Enter, if the stock being transferred is a type that has denominations defined, the denominations window is displayed - see page 55. Serial numbers can also be entered if they are defined for the issuer of the stock. The Cashier System validates that the denominations specified as being transferred are actually available in the branch vault.

Once the details have been validated:

They are sent to the host. The transfer details are stored on the host with a status of Pending

Accounting entries are made, if they are required - see page 83

Once the host has been updated:

The Cashier System updates the stock denominations table for the local branch vault

A document slip can be produced will the details of the transfer


This transaction can be reversed provided that the journal entry has not yet been cleared, the transfer has not yet been received at head office, and the reversal will not put the transit account in credit. Once the reversal has completed successfully, the transit record will be removed from the host, unless it was rejected by Head Office, in which case the transit record is updated with a status of Rejected and Reversed, type X. A document slip can then be produced and the reversal is journalled.



When the Branch Transfers Stock to a Teller

The Transfer Stock from Branch to Teller (TBTL) function enables your bank to record the transfer of stock from the local branch vault to a teller.

When this enhancement is installed, this function replaces the existing Transfer Cash In (82) function.





Source Branch Vault is automatically displayed.


Target Enter the ID of the teller to whom you are transferring the stock.You can prompt for a list of teller IDs. The target teller must be logged on to the Cashier System.

Total Value The total value of this transfer. This is mandatory for items that



have a value.





The branch vault stock level is updated

Once the target teller has received the stock, their stock level is also updated



This transaction can be reversed, once the transit record has a status of Completed. Once the reversal has completed successfully, a document slip can be produced and the reversal will be journalled.



When a Teller Transfers Stock to Another Teller or to the Branch

The Transfer Stock from Teller to Branch or Another Teller (TTLB) function enables your bank to record the transfer of stock from one teller either to another teller or to the local branch vault.

When this enhancement is installed, this function replaces the existing Transfer Cash Out (83) function.





Source The ID of the teller currently logged in is automatically displayed.


Target Select from the drop-down list the ID of the teller to whom you are transferring the stock, or Branch Vault if you are transferring to the branch. You can prompt for a list of teller IDs. The target teller must be logged on to the Cashier System.



Total Value The total value of this transfer. This is mandatory for items that have a value.




The source teller’s stock level will be checked to see if they have sufficient stock levels; if they have, their stock level will be updated. The target teller’s stock level will not be updated until they run the corresponding receive transaction. A transit record will be written to the local database with a status of Pending.



The transaction will be journalled

This transaction can be reversed, as long as the transit record has a status of Pending. Once the reversal has completed successfully, a document slip can be produced, the reversal will be journalled, and the source teller's stock level will be updated.



When a Teller Receives Stock

The Receive Stock from Branch Vault or Another Teller at Teller (RBTL) function enables a teller to record when they receive stock from another teller or from the branch vault.

At the initial window displayed, enter the Source Reference. This must correspond to the reference of a corresponding transfer, from another teller or from the branch vault.

Source Reference

Enter the unique reference for the transfer being received.



When you press Enter the detail window is displayed.

Source Reference

The reference is carried over from the first screen.

Stock Type

Enter the code (up to four characters) for a valid existing stock type. The code CASH is reserved for cash, and TCHQ for traveller's cheques.



Source Teller or Local Branch Vault

The system automatically displays the user ID of the teller the transfer is coming from, or else BRANCH VAULT or the multi-lingual equivalent.

Target teller

The system automatically displays your user ID.

Total Value

The total value of this transfer.

Quantity For bank-defined UIIs that do not have a value, such as credit cards, enter how many units of the stock item are being transferred.




The target teller’s stock level will be updated. The transit record is updated to a status of Completed.



The transaction will be journalled

This transaction can be reversed, as long as the transit record has a status of Completed. This reverses the update of the target teller's stock level and sets the status back to Pending. Once the reversal has completed successfully, a document slip can be produced and the reversal will be journalled.

When the Branch Receives Stock from a Teller

The Receive Stock from Teller at Branch (RTLB) function enables your branch to record when stock is received at the branch vault from a teller at the branch.

Note that this is used when the Stock and Denominations enhancement is installed instead of the existing Transfer Cash In (82) function.


Source Reference Enter the reference that uniquely defines this transfer.



When you press Enter, the detail window is displayed.

The fields in this window are automatically populated with the details of the transfer identified by the Source reference entered on the initial screen.

Source Reference The reference is carried over from the initial screen.

Stock Type The code (up to four characters) for a valid existing stock type is displayed. The code CASH is reserved for cash, and TCHQ for traveller's cheques.

Issuer The customer mnemonic and location of the issuer of the stock item, as defined on Equation, are displayed.

Currency The currency of the item is displayed, unless it is a UII that does not have a currency defined, such as a credit card.

Source Teller The ID of the teller who initiated the transfer is displayed. The teller must be signed on for the transfer to complete

Target Branch Vault or the multi-lingual equivalent is displayed.

Total Value The total value of this transfer is displayed.

When you press Enter, if the stock being received is cash, or other stock items that have denominations defined, the denominations window is displayed - see page 55. You must enter the denominations and serial numbers received, and they must match the original transfer details; if they do not, the transfer can be rejected. The rejected transfer must then be reversed out by the target teller. If the denominations and/or serial numbers do match the original transfer, the branch vault’s stock level will be updated and the transfer marked as completed.




The Cashier Stock Denominations table for the local branch vault is updated with the stock denominations received



This transaction can be reversed, as long as the transit record has a status of Completed. This reverses the update of the branch vault's stock level and sets the status back to Pending. Once the reversal has completed successfully, a document slip can be produced and the reversal will be journalled.

Quick Transfers Between Tellers

The Quick Teller to Teller Transfer function (QTT) enables your bank to transfer cash quickly between two tellers in one transaction, without requiring separate transfer and receive transactions. You can only use this to transfer cash.


Stock Type Must be CASH.

Currency Enter the currency of the transfer.

Source Reference This is automatically generated; it is a reference that uniquely defines this transfer.




When you press Enter, the denominations window is displayed.

Note that this differs slightly from the denominations window used by other functions - see page 55, since it has an additional field enabling you to specify the destination teller.

In the Teller field, select the teller to whom you are making the transfer. That teller must be logged on to the Cashier System.

The denominations table lists all the denominations defined for the currency you are transferring. For each denomination included in this transfer, select the Quantity field and type in the number of units being transferred. For example, if you are transferring ten 10-pound notes and 50 one-pound coins, enter 10 and 50, respectively, in the Quantity fields for those denominations. The system checks that the total value you enter matches the Total value for the transfer that you entered in the first window.

Once the teller has been selected, the stock level of the source teller is checked to see if they have the required level of stock. If the source teller does not have the required denominations then another teller can be chosen. When it is confirmed that the correct denominations are available, the source teller is requested to authorise a teller override on the target teller’s machine.

Once this is completed, the stock levels for both source and teller are updated and the transfer is marked as completed and journalled. A transaction slip can be printed. This transaction cannot be reversed.



Transfers When Offline

If the Branch Automation system is offline when a transfer is to be sent to the host, the transaction must be authorised by a supervisor. This must be a different user from the one who entered the transaction.

The supervisor must check the details on the Equation host using the Stock Movement Details Reconciliation (SMR) function - see page 25. If the details match, mark the transfer on the host with a status of M (manually checked). Once the transaction has been authorised, Cashier updates will be made, updating the stock level denominations table for the branch vault. If the transaction is forwarded to the host and the transfer details do not match then the transfer is marked with status E (error). It must then be manually reconciled; that is, the accounting needs correcting manually on the host and the totals held for the branch vault need changing, using the balancing functions on the Cashier System. When this is complete the transaction status can be changed to N (reconciled) using the Stock Movement Details Reconciliation (SMR) function.


Chapter 8 Specifying Denominations in a Transfer

When you transfer or receive stock items, you need to specify:

The denominations of stock transferred or received, if the stock item has denominations - for example, cash or traveller's cheques

The serial numbers of individual stock transferred or received, if the stock item has serial numbers - for example, traveller's cheques

The windows used for this are of a standard format for all transfer and receive functions, so are described separately here.

Denominations Windows

When you make a transfer or receive stock, the standard denominations window is displayed if the stock being transferred is of a type that has denominations defined.

The Denominations table lists all the denominations defined for the type of stock you are transferring or receiving - all the notes and coins for a particular currency, for instance. For each denomination included in this transfer, select the Quantity field and type in the number of units being transferred. For example, if you are receiving 100 10-pound notes and 500 one-pound coins, enter 100 and 500, respectively, in the Quantity fields for those denominations. The system checks:

That the total value you enter matches the Total value for the transfer that you entered in the first window of the function

If this is a Receive function, that the denominations match those entered for the corresponding transfer


For items that have serial numbers as well as denominations, such as traveller's cheques, enter the range of serial numbers in the Serial Numbers table. Enter the first and last number of each serial number sequence. The system automatically calculates the quantity of stock items represented by this number range, and generates an error message if it does not match the quantity specified in the Denominations table.

For items that do not have serial numbers, the Serial Numbers panel is not displayed.


Chapter 9 Hot Stock Items

The Hot Stock Items menu (MHTC) is available from the Stock and Denomination Management Menu (MCSSDM).

These functions are used to identify particular stock items as "hot" - for example, traveller's cheques that have been lost or stolen.

This menu is only available to the Cashier System running in the Equation Branch Automation desktop, and only at the Consolidated Customer Information Server (CCIS).

Defining Hot Stock Items

Your bank can use the Maintain Hot Stock Items (HTC) function to record the serial numbers of hot items, and to remove them from the list when they are no longer required.

When you select this function, the initial window is displayed.


Select the stock type from the drop-down list. The code TCHQ is reserved for traveller's cheques. When you press Enter the next window is displayed.



When you scroll this window to the right, further columns are displayed.

Reference Enter a reference (up to 35 characters) to uniquely identify the hot item.

Issuer Enter the customer mnemonic and location of the issuer of the stock item.

Retain Check this field if the record(s) will be retained until manually removed after the hot stock item has been presented.

Uncheck this field if the record of the hot stock item should be removed (by the Branch Automation Batch Scheduler run) at the end of the day on which the hot item is presented.


Denomination Enter the denomination of the hot stock item. The denomination must exist on the stock management levels table for the currency and issuer.

Narrative You can enter any narrative (up to 35 characters) about the hot stock item.

Quantity The quantity of items affected by this entry is calculated automatically from the serial number range and displayed here.

Total Amount The total value of the items affected by this entry is calculated automatically from the quantity and the denomination, and displayed



here.

Date When a hot item has been presented, the date it was presented is automatically displayed.

Teller When a hot item has been presented, the user ID of the teller who received it is automatically displayed.

Authorised By When a hot item has been presented, the user ID of the supervisor who authorised its receipt it is automatically displayed.

Serial Numbers In these fields, you can enter either a serial number of an individual hot stock item, or the range of serial numbers if several items, such as a batch of traveller's cheques, have been reported lost or stolen. The serial numbers displayed are the serial numbers entered for the hot traveller’s cheque record which is currently selected.

If you enter a range, it must be a valid range, so the From serial number must be less than the To serial number.

The serial numbers will be checked against existing serial numbers held for the same issuer. If the serial number already exists then an error will appear and the serial will have to be changed.

To add, maintain or remove entries on this screen, click with the right mouse button on the main table. A pop-up menu is displayed with the following options:

New (or press Alt+W) enables you to add a new record

Update (or press Alt+U) allows you to edit the record that is currently selected

Remove (or press Alt+R) deletes the record that is currently selected

A similar pop-up menu is displayed if you click on the Serial Numbers table.

When you have completed an entry, it is recorded on the Cashier System. Details of hot stock items are stored on the CCIS. When your bank purchases a stock item, for instance when a teller buys a traveller’s cheque over the counter, the details are automatically checked against this hot stock items information. If a matching entry appears in the Cashier System table, the item is marked as presented and the date it was presented, the teller who received it and the supervisor who authorised the receipt of the item are all recorded.

If the CCIS is offline, the details of all stock bought whilst CCIS is offline are stored in a forwarding file. Once the CCIS comes back online, the records are checked and if any are found to be hot, a supervisor message is generated and journalled.



Hot Stock Items Enquiry

Your bank can use the Hot Stock Items Enquiry (HTCE) to display and print the details of any hot stock items held on the system.

When you select this function, the initial window is displayed.



When you scroll this window to the right, further columns are displayed.

Use the two input fields that are displayed as filters, to control which hot items are displayed on the enquiry. Once you have entered the filter criteria you require, press Refresh to display the items fitting the filter criteria.

Issuer Enter the customer mnemonic and location of the issuer of the stock item.


Serial No. From and To

Once you have entered the Issuer, these fields become available. You can then enter and filter on a serial number range.


Chapter 10 Cashier System Reports and Enquiries

The Stock and Denominations Enquiries menu (MSDE) is available from the Stock and Denomination Management Menu (MCSSDM).

Branch Level Enquiry

You can use the Branch Level Enquiry (BSDENQ) and its associated report to list stock levels held at the branch. You can choose to list stock held in the branch vault, by an individual teller, or a total stock level for the branch that includes the holdings of the vault and of all tellers.



Issuer Enter the customer mnemonic and location of the issuer of the stock item, as defined on Equation. This field is mandatory for


traveller’s cheques and bank-defined UIIs.

Currency Select the currency of the item, unless it is a UII that does not have a currency defined, such as a credit card.

Stock Holder Select one of the following:

The user ID of the teller whose stock levels you are enquiring on

The branch vault Total stock levels

If you select Totals, an additional field is displayed in which you can specify whether to list the totals for each teller individually, or to display the totals for all tellers plus the branch vault. The display of the next screen is determined by what you choose in this field.

Press Enter. A window showing the stock levels you are enquiring on, including the re-order level, if one has been defined for the item.

If you specified an enquiry listing totals individually for each teller, a browser is displayed listing the total amount and/or quantity of stock for each teller and the branch vault. You can select the denominations to drill down and see the quantities and serial numbers of each denomination.

Press the Print button to print the report as currently displayed.



Central Vault Enquiry

You can use the Central Vault Enquiry (CVSDENQ) and its associated report to list stock levels held at the Head Office vault.

This report can only be run from Head Office for the stock type being enquired on.





Stock Holder Select one of the following:

The ID of the teller whose stock levels you are enquiring on The Head Office central vault Total stock levels

List Individually This field is only displayed when Totals is selected in the Stock holder field. If List Individually is then set to Y, the stock levels are listed by teller; you can then select a line for details of denominations held by each teller. Otherwise (is that "If this field is set to N"?) totals of all the denominations held by all the tellers are displayed.



Press Enter. A window is displayed showing the stock levels you are enquiring on, including the re-order level, if one has been defined for the item. This is similar to the window displayed for the Branch level enquiry - see page 63.

If List Individually is then set to Y, the stock levels are initially listed by teller, as follows.




Cash Denominations Enquiry

Your bank can use the Cash Denominations Enquiry (RCDRP) to list the denominations of cash stock that have been paid out and received by a teller.

When you select this enquiry the screen is displayed.

Action You can select an action on which you wish to enquire. Select one of PAID OUT or RECEIVED, or leave the field blank to enquire on both actions.

Currency You can select a currency on which to enquire.

Total Amount If you are enquiring on a specific cash movement, you can enter the amount of the movement here.

Reference If you are enquiring on a specific cash movement, you can enter its reference here.

Source Select the ID of the teller who paid out or received the cash.

Note/Coin Select NOTE or COIN.

Quantity You can specify the quantity of notes or coins involved in a movement, which may be useful if you are trying to enquire on one specific cash movement.

Denomination If you wish to enquire on one particular denomination, specify it here.

Press the Refresh button to display the results of the enquiry based on the values currently entered in the filter fields.

You can press the Print button to print the report as currently displayed.



Traveller's Cheques Enquiry

Your bank can use the Traveller's Cheques Enquiry (RTCPS) to list the details of traveller's cheques bought and sold by a teller or by the branch.


Action You may select an action on which you wish to enquire. Select one of PAID OUT or RECEIVED, or leave blank to list both actions.

Currency If you are enquiring on traveller's cheques in a specific currency, select it here.

Total Amount If you are enquiring on a specific traveller's cheque movement, you can enter the amount of the movement here.

Reference If you are enquiring on a specific traveller's cheque movement, you can enter its reference here.

Source Select the user ID of the teller who paid out or received the traveller's cheques, or the branch vault.

Issuer Select the mnemonic and location of the issuer of the traveller's cheques on which you are enquiring.

Quantity Select the quantity of traveller's cheques being enquired on.

Press the Refresh button to display the results of the enquiry based on the values currently entered in the filter fields. As well as the items available as filter fields, the enquiry will list the denomination and serial number of the traveller's cheque, whether or not it was sold or purchased, and if purchased, whether it was a hot traveller’s cheque.



You can press the Print button to print the report as currently displayed.

Teller Level Enquiry

An individual teller at a branch can use the Teller Level Enquiry (TSDENQ) and its associated report to list the stock levels that they hold.







Press Enter. A window is displayed showing the stock levels you are enquiring on, including the re-order level, if one has been defined for the item.




The following illustrations show examples.



Transit Details Between Tellers Enquiry

An individual teller at a branch can use the Transit Details Between Tellers Enquiry (TTLE) and its associated report to list the details of stock transfers between tellers, or between tellers and the branch vault.






At this window you specify the type of stock on which you are enquiring, and its issuer. Press Enter. A window is displayed at which you can enter further details of the enquiry.

Source Select the user ID of the teller, or the branch vault, who initiated the movement on which you are enquiring.

Currency Select the currency on which you are enquiring.

Total Amount If you are enquiring on a specific cash movement, you can enter the amount of the movement here.

Reference If you are enquiring on a specific cash movement, you can enter its reference here.

Target Select the user ID of the teller, or the branch vault, who received the movement on which you are enquiring.

Status Display only details of transfers with the specified status. You can select one of:

PENDING COMPLETED REJECTED

Press the Refresh button to display the results of the enquiry based on the values currently entered in the filter fields. Select a transfer and press the Denominations button to show details of the denominations in that transfer.



Chapter 11 Other Cashier System Transactions

A number of existing Cashier System transactions are modified if the Stock and Denomination Control enhancement is installed, and new functions are added.

Cash Transactions

If this enhancement is installed, Cashier System transactions involving cash movements are changed, to record the levels of stock in the teller’s cash drawer.

The changes described in this section only apply if the Denomination required? flag is set to Y for the currency concerned on the Maintain Stock Management Levels (SDS) function - see page 18.

The following transactions are affected:

Transaction Amounts

Cash Deposit Receive cash

Cheque Withdrawal Paid cash

Sundry Withdrawal Paid cash

Exchange Cash Receive cash

Pay cash

Buy T/C’s Pay cash if not account

Sell T/C’s Receive cash if not account

FX Deposit Receive cash

FX Withdrawal Pay cash (cash withdrawals only)

Add Term Deposit Receive cash (cash deposits only)

Term Deposit Withdrawal Pay cash (cash withdrawal only)

Withdraw Retail Deposit Pay cash (cash withdrawals only)

Draft Issuance Receive cash if not account

Draft Encashment Pay cash if not account

Add Outward Clean Payment Receive cash if not account

Collect Inward Clean Payment Pay cash

See the Cashier System User Guide for full details of these transactions.

When the teller has entered the amount(s) and any applicable charges have been calculated, a prompt screen will be displayed (two prompts, if cash is being both paid out and received).


When cash is received, the prompt screen lists the denominations defined for the currency. The teller enters the exact quantity of each denomination received in this payment. The total is validated against the amount required, and if correct another prompter requests the denominations of any change paid back to the customer.

Where cash is to be paid out, the prompter displayed is the same as for cash received, except that it displays the amount to be paid out. It suggests a mix of denominations that the teller could pay out, taking into account the denominations held in the teller’s cash drawer. The mix will be calculated starting from the highest mix denomination defined on the denominations table. Denominations which have been withdrawn will not be displayed as these must not be paid out to the customer, but they can be received.

If the teller does not have sufficient denominations to pay out the amount entered, they are prompted either to cancel the transaction or to do a Quick Teller to Teller Transfer - see page 52.

The quick transfer will be provided with the currency and type of stock required, and will prompt the teller for the quantities of the denominations required. The teller will have the choice of receiving the cash from another teller currently signed on to the system, or from the local branch vault. The transaction proceeds, and is validated and sent to the host, as for any other quick transfer.



Changing Cash

The new Change Cash function is added to the Cashier System if this enhancement is installed. This function is available when the branch is open online or open off-line.

The fastpath option for this function is 17. It is available from the Cashier Main Input menu 1.

Currency Enter a valid currency mnemonic for the stock being received. Retails rates must have been entered for the currency on EBS. You can prompt for a list of valid codes.

Amount You must enter either the amount paid in or the amount received, but not both. The value that you do not enter will be calculated automatically and displayed.

Charges Any charges that have been specified for this transaction (using the transaction definition function) are calculated and displayed. You can override the automatic charges by pressing F9.

Amount The second Amount field is the amount received, less the charges.

You are prompted to enter the denominations received, and those paid out, using the same prompters as for other cash transactions - see page 75. The teller’s stock level is automatically checked to ensure the quantities and denominations entered are available in the cash drawer.

Once the details have been validated, the teller’s stock levels will be updated with the denominations paid and received. The existing teller totals records will be updated with cash paid out and cash received and with the charge amounts, if charges were applied.



Once the transaction has been completed successfully, a document slip can be produced and the transaction will be journalled.

Tailoring the Change Cash Transaction

The new Change Cash transaction can be tailored using the Maintain Standard Transaction Definition (98731) and Add/Maintain/Delete User Defined Transaction Definition (98732, 98733, 98734) functions. See the Cashier System Security Manual for details of the transaction definition functions.

Buying Traveller's Cheques

If this enhancement is installed, the Buy Traveller's Cheques transaction is amended, to record the levels of stock in the teller’s cash drawer.

See the Cashier System User Guide for full details of this transaction.

There is one new field on the detail screen, Issuer. Enter the customer mnemonic and location of the issuer of the traveller’s cheques being bought. It must be a valid issuer, defined using the Maintain Stock Issuer Details (SDI) function - see page 13.

Note that if the customer wishes to sell traveller's cheques from two or more issuers, they must be dealt with in separate transactions.

Once the detail screen has been validated, a prompt screen is displayed asking for the denomination, quantity and serial numbers of the traveller’s cheques received from the customer.



Note that denominations will not be prompted for if they are not required for that currency and issuer.

Enter the quantity and serial numbers of the traveller’s cheques. The totals for each denomination are automatically calculated and displayed. Then:

If the total of the denominations and quantities entered does not match the amount entered, an error is generated

Each serial number is checked against the hot traveller’s cheque file. If it is on file as hot, then a supervisor override will be required to continue the transaction

Once the transaction details have been validated they are sent to the host. Accounting entries are made - see page 83.

Once the transaction has completed successfully, a document slip can be produced and the transaction will be journalled.

This transaction can be reversed. The issuer, currency, denominations, quantities and serial numbers of the traveller’s cheques will be displayed. You must confirm these details as correct, or cancel the reversal.



Selling Traveller's Cheques

If this enhancement is installed, the Sell Traveller's Cheques transaction is amended, to record the levels of stock in the teller’s cash drawer and the issuer of the traveller's cheques. See the Cashier System User Guide for full details of this transaction.

The detail window for this transaction now contains an additional field where you can specify the issuer of the traveller's cheques, as shown in the following example.

<Screen shot here>

Once you have entered the amount being sold, a suggested mix of cheques is displayed based on the available denominations. Branch level denominations are used if the option T/C’s held at Branch Level Only is set to Y on the Change Branch Details function - see page 27.Otherwise the teller's denominations are used. If the teller or branch do not have sufficient stock then an error is displayed.

The suggested mix of serial numbers issued will be based on a first in, first out basis. When traveller’s cheques are received by the teller, the date and time they were received is recorded. When determining which serial numbers to issue, the traveller’s cheques with the earliest date and time will be used first.

Enter the issuer, serial numbers ranges, denominations and quantity for the cheques sold.

You can override the suggested mix, in which case the total you entered is validated against the amount to be issued and the stock held in the teller’s drawer or in the branch vault. This will include validating the serial numbers as well as the quantity of each denomination available.

Once the details have been validated, the details are sent to the host. Accounting entries are made - see page 83. The stock denomination levels are then updated on the Cashier System. If the traveller’s cheques were part of the vault’s stock then the vault’s stock level denominations will be updated, otherwise, the teller’s stock level will be updated. Once the transaction has completed successfully, a document slip can be printed and the transaction will be journalled.

This transaction can be reversed. The issuer, currency, denominations, quantities and serial numbers of the traveller’s cheques sold will be displayed. You must confirm these details as correct, or cancel the reversal. Once the host has been updated, the teller’s stock level will be updated with the denominations, quantities and serial numbers of the traveller’s cheques received back.

Balancing Cash

If this enhancement is installed, the Balance Cash function is enhanced to balance denominations. The transaction:

Prevents you from proceeding if a Quick Teller to Teller transaction is outstanding. You must complete any outstanding transfers before you can balance the cash in the teller's drawer

When you are balancing a currency that has the Denominations flag set to Y, prompts you to enter the quantities in the cash drawer for each denomination, rather than simply a total for the currency. These quantities must match the calculated levels

See the Cashier System User Guide for full details of this transaction.



Balancing a Teller's Traveller's Cheques

If this enhancement is installed, a new Balance Traveller's Cheques function is available. This is used to reconcile the traveller's cheque totals for a currency and to post the amounts to the host database, in a similar way to the existing Balance Cash transaction. (See the Cashier System User Guide for full details of the Balance Cash transaction).

This function is available from the Cashier System Balancing Menu.

On the initial screen, you enter the currency and issuer of the traveller’s cheques to be balanced.

If the Denominations flag set to Y for traveller’s cheques of that issuer and denomination, a prompter screen asks you to enter the denominations, quantity, issuer and serial number ranges of traveller's cheques. These are then validated against what is actually held in the teller’s drawer. If there is a difference between what is entered and what has been recorded, you can either cancel the transaction or commit the adjustment. If the adjustment is committed, the details will be sent to the host and the imbalance will be posted to a traveller’s cheque imbalance suspense account and the traveller’s cheque stock account will be adjusted. Once the host has been updated, the teller totals in the denominations table will be updated with the imbalance.

Balancing the Branch Vault's Traveller's Cheques

If this enhancement is installed, a new Balance Branch Vault Traveller's Cheques function is available. This is used to reconcile the traveller's cheque totals for a currency and to post the amounts to the host database, in a similar way to the teller transaction.

This function is available from the Cashier System Balancing Menu.

On the initial screen, you enter the currency and issuer of the traveller’s cheques to be balanced.

If the Denominations flag set to Y for traveller’s cheques of that issuer and denomination, a prompter screen asks you to enter the denominations, quantity, issuer and serial number ranges of traveller's cheques. These are then validated against what is actually held in the branch vault. If there is a difference between what is entered and what has been recorded, you can either cancel the transaction or commit the adjustment. If the adjustment is committed, the details will be sent to the host and the branch vault's totals in the denominations table will be updated with the imbalance.


Chapter 12 Accounting Entries

When stock items are transferred or received, accounting entries are posted. These vary according to whether the stock in question is cash, traveller's cheques, or UIIs.

Cash Accounting

When cash is transferred or received, the following accounting entries are made.

For receiving cash from the issuer:

DR/CR Branch Account Value Date Tran Code Notes

DR HO Cash Stock Taken from System parameter

Taken from System parameter

Internal

Real

CR HO Issuer Taken from the Cash Stock System parameter

Taken from the Cash Stock System Parameter

Customer

Real

When cash is transferred from Head Office to a branch:


CR HO Cash Stock Taken from System parameter


Customer or Internal

Real

If the Stock Management Transit Accounting major processing characteristic is set to Y, then the following accounting entries will also be made:


DR HO Cash Transit Taken from System parameter

Taken from System Parameter

Internal

Real

When the branch receives cash from Head Office:


DR HO Cash Stock – Branch (SP250)



Internal

Real




CR HO Cash Transit Taken from System parameter


Internal

Real

When cash is transferred from a branch to Head Office:


CR BR Cash Stock – Branch (SP250)



Internal

Real



DR HO Cash Transit Taken from System parameter


Internal

Real

When a branch receives cash from Head Office:


DR BR Cash Stock Taken from System parameter



Real



CR HO Cash Transit Taken from System parameter


Internal

Real



When cash is transferred from Head Office to the issuer:


CR HO Vault Cash Stock



Internal

Real

DR HO Issuer Taken from the Cash Stock System parameter

Taken from the Cash Stock System Parameter

Customer

Real

Traveller's Cheque Accounting

When traveller's cheques are transferred or received, the following accounting entries are made.

When traveller's cheques are received from the Issuer:


CR HO Traveller's cheques stock




Contingent

DR HO Traveller's cheques stock contra – Central Vault



Internal

Contingent

When you transfer traveller's cheques from Head Office to a branch:


CR HO Traveller's cheques stock contra – Central Vault



Internal

Contingent

The receiving branch appears in the first line of the Narrative

DR HO Transit Taken from System parameter


Internal

Contingent




When a branch receives traveller's cheques from Head Office:


CR BR Due to Head Office



Internal

Contingent

DR BR Traveller's cheques stock contra – Branch



Internal

Contingent

CR HO Transit Taken from System parameter


Internal

Contingent


DR HO Due from Branch Taken from System parameter


Internal

Contingent

When traveller’s cheques are sold:


DR Customer Branch

Customer or cash (SP250)

Taken from System parameter of transaction


Triggers interbranch settlement

CR HO Traveller's cheques payable



Internal

Reconciling

The selling branch appears in the first line of the Narrative

DR HO Traveller's cheques stock



Internal

Contingent

The selling branch appears in the first line of the Narrative

CR BR Traveller's cheques stock contra – Branch



Internal

Contingent

DR BR Due to Head Office



Internal

Contingent




CR HO Due from Branch Taken from System parameter of transaction


Internal

Contingent

The settlement of the Traveller's cheques payable account must be done manually - for example:


DR Traveller's cheques payable - American Express

CR Nostro

When traveller’s cheques are bought:


DR HO Traveller's cheques purchased



Internal

Reconciling

The buying branch appears in the first line of the Narrative.

CR BR Customer or cash (SP250)


Taken from System Parameter of transaction

Triggers interbranch settlement

If System Parameters have been defined for the Outward T/C Collections and T/C collections contra then the following accounting entries will additionally be made:


DR BR or HO Outward T/C collections



Internal

Contingent

The originating branch appears in the first line of the Narrative

CR BR or HO T/C Collections contra



Internal

Contingent

The originating branch appears in the




first line of the Narrative

The settlement of the Traveller's Cheques Purchased account must be done manually - for example:


DR Traveller's cheques purchased - Thomas Cook

CR Nostro

DR Traveller's cheques collections contra

CR Outward traveller's cheques collections - Thomas Cook

When traveller's cheques are transferred from a branch to Head Office:


CR BR Traveller's cheques stock contra



Internal

Contingent

DR BR Transit Taken from System parameter


Internal

Contingent



When Head Office receives traveller's cheques from a branch:


CR HO Due from Branch Taken from System parameter


Internal

Contingent

DR HO Traveller's cheques stock contra



Internal

Contingent

The sending branch appears in the first line of the Narrative

CR BR Transit Taken from System parameter


Internal

Contingent

DR BR Due to Head Office



Internal

Contingent

When you transfer traveller's cheques from Head Office to the issuer:


DR HO Traveller's cheques stock



Customer or internal

Contingent

CR HO Traveller's cheques stock contra



Internal

Contingent

If this enhancement is installed, new functions are available to balance traveller's cheques for a teller - see page 81, and for the branch vault - see page 81.

If there is an imbalance between what stock is held and what stock should be held, then an imbalance posting is made. For either function, the posting is as follows.


DR BR Balance traveller's cheques suspense account (from SP396)


Taken from SP396

Debit imbalance amount

CR BR Traveller's cheques stock account (from SP343)


Taken from SP343

Credit imbalance amount



UII Accounting

When bank-defined uniquely identified instruments (UIIs) are transferred or received, no accounting postings are made. It is your bank's responsibility to handle this using user exits.

You can define the following system parameters to use for accounting purposes:

UII Stock A/C UII Stock A/C Contra UII Payable A/C (Branch Only) UII Purchased A/C (Branch Only) Outward UII Collections (Branch Only) UII Collections contra (Branch Only)


Index

M

Maintain Other Stock Items (SDD)........................11Maintain Stock Issuer Details (SDI).......................13Maintain Stock Management Levels (SDS)...........18

S

SDD.......................................................................11SDI.........................................................................13SDS.......................................................................18SME.................................................................23, 27SMR.................................................................27, 56Stock Movement Details Reconciliation Report27, 56Stock Movement Enquiry (SME).....................23, 27

U

UIIs....................................................................1, 13Uniquely identifiable instruments (UIIs).............1, 13


Documents

DRAFT EK44636 Stock and Denomination Control Enhancement Notes