Cash Management Student Guide

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 Document Control

Prepared By Designation Signature

Raghu Kumar Paruchuri Designation

Reviewed By Designation Signature

Ramesh Pisupati Project Manager

Approved By Designation Signature

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 Document History

Version No. Date Modified By Description of the Change

Modified
INT/ORA/CM- 13-Aug-2001 Author Initial_Creation
TRG/VER-1

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Linkage of Cash Management with other modules in Oracle Applications

Accounts
Payables

Unreconciled
Payments General Ledger
Treasury
Management Expected
Reconciled
Cash Flows
Payments

Set of Books
Exchange Rates
Journals

Cash Projects
Sales Management
Assets

Reconciled
Receipts
Unreconciled Receipts
Miscellaneous Receipts
Pay Roll

Accounts
Receivables

Legacy
Systems

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Oracle Cash Management provides enterprise Cash Forecasting and comprehensive Bank
Reconciliation. Its integration with Oracle Applications and external systems gives an accurate
picture of expected cash flows across the enterprise. Automatic Reconciliation of Bank
Statements with System Transactions helps in protecting cash and maintaining accurate cash
position.

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1. Document Flow

2. Setups

3. Reconciliation through Bank Statement

4. Forecasts

5. Cash Forecast

6. Commonly Used Interfaces, Concurrent Programs & Reports

7. Glossary

8. New Features in Release 11i

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Setups

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Setups

Bank Transaction
System Parameters Bank Account Codes Setup
Setup Setup

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 Document Flow Flow Diagram

System Parameters Setup:

What:
System Parameters define the options and defaults that are used by Oracle Cash Management

Why:
Defaults can be entered in this window to control how Cash Management works

How:

General Region:

(N) Setup à System Parameters

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Set of Books: Name of the set of books for Cash Management accounting transactions

Begin Date: Cash Management will not display transactions dated earlier than the Begin Date

Show Cleared Transactions: If this check box is selected, cleared transactions remain
available for reconciliation. Otherwise, only uncleared transactions will appear for
reconciliation.

Add Lines to Automatic Statements: If this check box is not selected, lines cannot be added
to automatically loaded bank statements.

Use Reconciliation Open Interface: This check box should be selected if the Reconciliation
Open Interface is to be used to reconcile bank statement lines to transactions external to
Oracle Applications.

Show Void Payments: This check box should be selected if void payments are to be available
for reconciliation.

Clear Status: Status of Open Interface Transactions that are cleared.

Float Status: Status of Open Interface Transactions that are available for reconciliation.

Matching Order: Setting these options for Payables & Receivables controls how the
AutoReconciliation program searches for transactions to match bank statement lines. Choose
this to have Cash Management match Transactions/Batches first.

Receivable Activity: This parameter is the default for the Miscellaneous Receipts window. It
is the default Receivable Activity to which AutoReconciliation charges the differences between
the amount cleared and the original amount for Remittance Batches (within the specified
tolerance).

Float Handling: This parameter specifies how to handle reconciliation of bank statement lines
where the value date is later than the current date. The value date may have been provided by
the bank or might been derived or user–entered. Cash Management derives the value date by
adding the value in the Float Days field in the Bank Transaction Codes window to the
statement line date.

Select how the system has to handle floats:

Ignore: Disregard the float and reconcile such transactions

Error: For automatic reconciliation, generate a reconciliation error. For manual

reconciliation, issue a warning and allow the user to choose whether to ignore the
warning or reconcile the statement line, or to leave the statement line unreconciled.

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AutoReconciliation Region:

Tolerances: Reconciliation Tolerances include a Variance Amount and a Variance percentage.

Tolerance Differences: There are two Tolerance Differences that can be set:

AP (Accounts Payables): Use this option to control whether the AutoReconciliation

program charges differences (between the amount cleared by the bank and the
transaction amount) to the Bank Charges or Bank Errors Account. This option applies
only to Payables transactions and batches.

Foreign: Use this option to control how AutoReconciliation handles bank discrepancies
caused by exchange rate fluctuations resulting from foreign currency transactions in a
multi–currency bank account. There are three options:
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• Gain/Loss: Handle the difference as an exchange rate gain/loss.

• Charges/Errors: Handle the difference as a Bank Charge or a Bank Error.
• No Action: Do not reconcile. The error conditions can be viewed in the
Reconciliation Errors window.

Archive/Purge: There are two Archive/Purge check boxes that can be set:

• Purge: If this check box is selected, the AutoReconciliation program will automatically
purge all information from the bank statement open interface tables once the information
has been successfully transferred to the bank statement tables.
• Archive: If this check box is selected, the AutoReconciliation program will automatically
archive all information from the bank statement interface tables once the information has
been successfully transferred to the bank statement tables.

Lines Per Commit: Represents the number of lines that AutoReconciliation will save and
control the number of transaction rows that AutoReconciliation locks at any given time. The
greater the number of lines, faster is the AutoReconciliation process. However, the number of
lines that can be specified is limited by the amount of memory available in the system.

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Bank Account Setup:

What:
Bank Account holds the details of all the funds held with the bank

Why:
Bank Account is required to do transactions in Cash Management

How:
(N) Setup à Banks

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Mandatory Fields in this form are:

• Bank Name
• Branch Name
• Institution
• Country

1. Enter the Bank Name where the account is held

2. Enter the Branch Name of the bank where the account is held
3. Pick the Institution as either Bank or Clearing House
4. Enter the address of the Bank Branch
Click on Bank Accounts Button to get the following screen:

Bank Accounts Region:

(N) Setup à Banks à Bank Accounts (B)

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Mandatory Fields in this form are:

• Name
• Account Use
• Number
• Currency

1. Enter the name of the internal bank account

2. In Account Use Field, pickup Internal
3. In the Number field, enter the account number
4. In the Currency field, enter the currency, which will be used with this Bank Account

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Bank Transactions Code Setup

What:
These are the codes that the bank uses to identify different types of transactions on its
statements

Why:
Transaction Codes are required while creating Bank Statements

How:
(N) Setup à Bank Transaction Codes

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Mandatory Fields in this form are:

• Number
• Name
• Bank Name
• Bank Branch
• Currency
• Type
• Code
• Trans Source
1. Pick up the Bank Account Number for which the codes are to be defined. Other data in
the Bank Accounts region is filled by default
2. Pick the Type for which the code is being defined
3. Enter the Code
4. Pick the Trans Source from which the transaction type should get the data
5. Attach an activity, if required for transaction types Misc Receipt and Misc Payment
6. Pick up a Payment Method if activity is attached

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Reconciliation through Bank Statement

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Bank Statements:

What:
Bank Statement is a report sent from a bank to a customer showing all transaction activities for
a bank account for a specific period of time. Bank statements report opening balance, deposits
made, checks cleared, bank charges, credits, and closing balance.

Why:
Bank Statements are required to reconcile the Receipts & Payments

How:
(N) Bank Reconciliation à Bank Statements

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To enter a New Bank Statement, Click on the New button. You get the following Screen:

(N) Bank Reconciliation à Bank Statements à New (B)

Mandatory Fields in this form are:

• Account Number
• Account Name
• Date
• Statement Number
• GL Date

1. Pick the Account Number

2. Enter the date on which the statement is prepared
3. Enter a Unique Statement Number. If left blank, the system creates it automatically
4. Enter the GL Date
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5. The Opening Amount displayed is the amount held under the concerned account
6. In the Control Totals Region, enter the control total amount and lines for receipts
7. In the Control Totals Region, enter the control total amount and lines for payments
8. The Closing amount is calculated by the system on the basis of Opening Amount, Receipts
Amount entered and Payments Amount entered

Click on Lines Button to get the following screen:

(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B)

Mandatory Fields in this form are:

• Line Number
• Type
• Transaction Date
• Amount

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1. Enter the Line number

2. Pick up the type that is being entered i.e. Receipt or Payment
3. Enter the date on which the receipt or the payment is being cleared
4. Enter value date to enable system to determine the date for interest calculation
5. Enter the amount that is intended to be reconciled

Click on Available to get the following screen:

(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B) à Available (B)

Mandatory fields in this form are:

Nil

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Enter one of the search criteria in Transactions region or Receipt region to find specific
transactions, otherwise Click on Find button to find all the transactions:

(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B)à Available (B)à Find (B)

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Pick the transaction to be reconciled and click on Reconcile.

(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B)à Available (B)à Find (B)
à Reconcile (B)

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Click the Yes button to get back to the lines screen

(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B)

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Following the same procedure, enter a payment for entering a Receipt

(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B)

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(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B)à Available (B)

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(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B)àAvailable (B)à Find (B)

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(N) Bank Reconciliation à Bank Statements à New (B) à Lines (B)àAvailable (B)à Find (B)
à Reconcile (B)

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Once all the required transactions are cleared, go back to the following screen to view details:

(N) Bank Reconciliation à Bank Statements à New (B)

Note: The Line Totals for the Amounts column of Receipts & Payments fields are populated by
default according to the data entered. The Closing Amount is calculated by the system. This
amount reflects the New Balance in the concerned account as on the date on which the
statement is prepared

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Click on Reconciled Button to get the following screen:

(N) Bank Reconciliation à Bank Statements à New (B) à Reconciled (B)

This screen lists all the transactions cleared with the statement

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(N) Bank Reconciliation à Bank Statements à New (B)

Select the checkbox -- Complete to prevent changes to the statement prepared

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Manual Clearing:

What:
The process where transactions are manually cleared before preparing a Bank Statement

Why:
Manual Clearing helps in clearing transactions that are not cleared

How:
(N) Bank Reconciliation à Manual Clearing à Clear Transactions

Mandatory Fields in this form are:

Nil
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Enter the search criteria -- for example, enter Account Number to find all transactions related to
that particular Bank Account.

Click on Find button to get the following screen:

(N) Bank Reconciliation à Manual Clearing à Clear Transactions à Find (B)

To clear a transaction, select that transaction and click the Clear Transaction button.

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Forecasts

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Enter Cash
Create Forecast Template Forecast

Enter Cash Generate Cash

Forecast Manually Forecast through
Report Submission

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 Document Flow Flow Diagram

Forecast Templates:

What:
Forecast Template using which Cash Forecasts are prepared. It helps in defaulting the rows
and columns for the Cash Forecasts

Why:
Forecasts Templates help in speeding up the preparation of Cash Forecasts

Cash Forecasting Source Transaction Dates:

Type Expected Cash Activity Date or Time

Supplier Payments 1. Value Date (Actual then Anticipated),

(Future) 2. Maturity Date, or
3. Payment Date
Expense Reports Period Ending Date
Customer Receipts 1. Value Date (Actual then Anticipated),
(Future) 2. Maturity Date, or
3. Latest Receipt Transaction Date
Supplier Invoices Discount Deadline if Discount field is Maximum or Minimum; or Due Date if Discount field
is None
Supplier Payments Cleared Date or Value Date (your choice), rolled forward by amount specified on cash
(Historical) forecast template
Customer Invoices Due Date
Customer Receipts Cleared Date or Value Date (your choice), rolled forward by amount specified on cash
(Historical) forecast template
GL Budgets Forecast period type must be GL Period; corresponding periods included
GL Cash Position Start Date or beginning of Start Period
GL Encumbrances Forecast period type must be GL Period; corresponding periods included
Payroll Expenses Payment Date, rolled forward by amount specified on cash forecast template
(Historical)
Project Billing Events Event Completion Date
Project Inflow Budgets Calculated based on Start Date and End Date of budget period
Project Outflow Budgets Calculated based on Start Date and End Date of budget period
Project Transactions Expenditure Item Date

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 Purchase Orders Releases:
1. Shipment Promised Date
2. Shipment Need By Date
3. Release Due Date or
4. Release Created Date

Standard POs:
1. Shipment Promised Date,
2. Shipment Need By Date, or
3. Shipment Created Date
Purchase Requisitions 1. Requisition Line Need By Date
2. Requisition Line Created Date
Sales Opportunities 1. Line Decision Date
2. Header Decision Date
Sales Orders Ordered Date or Requested Date (1. Line Level, 2. Header Level)
Treasury Settlement (Due) Date

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How:
(N) Cash Forecasting à Forecast Templates

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To define a new Forecast Template, click the New button. You get the following screen:

(N) Cash Forecasting à Forecast Templates à New (B)

Mandatory Fields in this form are:

• Name
• Forecast By
• Overdue Transactions

1. Enter the Forecast Template Name

2. In the Forecast Type, pick up whether the forecast has to be prepared by Days or by GL
Periods
3. Choose whether to Include or Exclude Overdue Transactions while preparing the Forecast
4. If Include is picked in Overdue Transactions, enter to Cutoff Period to let the system decide
how many days Overdue Transactions have to be picked up while preparing the Forecast

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Cash Forecasting Overdue Transaction Sources:

Type Definition
Supplier Payments Payments scheduled to have been cleared before the forecast start date or period, but
(Future) that are still uncleared.
Expense Reports Uninvoiced expense reports with a cash activity date before the forecast start date or
period.
Customer Receipts Receipts scheduled to have been cleared before the forecast start date or period, but that
(Future) are still uncleared.
Supplier Invoices Invoices that were scheduled to be paid before the forecast start date or period, but are
still unpaid.
Customer Invoices Invoices that were scheduled to have been paid before the forecast start date or period,
but are still not paid.
Purchase Orders Uninvoiced purchase orders with a cash activity date before the forecast start date or
period.
Purchase Requisitions Unordered requisitions with a cash activity date before the forecast start date or period.
Sales Orders Uninvoiced sales orders with a cash activity date before the forecast start date or period.
Open Interface User-defined.
Sales Opportunities Sales that have not yet been ordered with a cash activity date before the forecast start
date or period.

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To enter the columns to be included in the Forecast, click the Columns button.

(N) Cash Forecasting à Forecast Templates à New (B) à Columns (B)

Mandatory Fields in this form are:

• Column Number
• GL Periods/Days From
• GL Periods/Days To

1. Enter the Column Number

2. In the GL Periods/Days -- From field, enter the Starting Day
3. In the GL Periods/Days -- To field, enter the Ending Day

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Go back to the main form and click the Rows button to enter the rows to be displayed in the
Forecast

(N) Cash Forecasting à Forecast Templates à New (B) à Rows (B)

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Mandatory Fields in this form are:

• Row Number
• Source

The mandatory fields vary depending on the source. Mandatory fields for some of the source
types are:

S.No. Source Type Mandatory Fields

1 GL Cash Position Set of Books, GL Account
2 Customer Invoices Lead Time
3 Supplier Invoices Lead Time
4 Customer Receipts Method, Lead Time
5 Supplier Payments Method, Lead Time

1. Enter the Row Number

2. Pick up the Source
3. Enter the data in the mandatory fields according to the source

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Cash Forecast

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What:
Projection or estimate of cash position based on estimated future sales, revenue, earnings, or
costs.

Why:
Cash Forecast helps in planning the cash resources of the organization

Prerequisites:
Forecast Template

How:

Manual Cash Forecast:

(N) Cash Forecasting à Forecasts

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Click the New button to create a new Forecast to get the following screen:

(N) Cash Forecasting à Forecasts à New

Mandatory Fields in this form are:

• Template
• Forecast Name

1. Pick the template to be used for creating the Forecast

2. Enter the Forecast Name

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Click the New button to get the following screen:

(N) Cash Forecasting à Forecasts à New (B) à New (B)

Mandatory Fields in this form are:

• Start Date
• Forecast Currency
• Source Currency type
• Exchange Date
• Exchange Type
• Criteria Factor

1. For a new Forecast, the default status is New

2. In the Start Date, enter the date from which the Forecast has to start
3. Enter the Currency in which the Forecast has to be prepared
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4. Enter the currencies which have to be included while preparing the Forecast

5. For currencies other than the Functional Currency, enter the Foreign Exchange Rate Date
for converting the currency data to the Forecast Currency Data. This is picked up from the
GL
6. For currencies other than the functional currency, enter the foreign exchange type for
converting the Currency Data to the Forecast Currency Data. This is picked up from GL
7. In the criteria factor, enter how the data is to be displayed in the forecast

Click the Review button to get the following screen:

(N) Cash Forecasting à Forecasts à New (B) à New (B) à Review

1. The dates are populated by default from the forecast template

2. Enter the Amounts.
3. The amounts in the lower part are calculated depending on the values entered

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Cash Forecasting through Report Submission:

(N) Other à Programs à Run

Pick up Cash Forecasting by Days Report to get the following screen:

Mandatory Parameters for this report are:

• Template Name
• Forecast Name
• Start Date
• Forecast Currency
• Source Currency type
• Exchange Date
• Exchange Type
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1. Pick the template to be used for Forecasting

2. Enter the Forecast Name
3. Enter the Start Date
4. Enter the Forecast Currency
5. Enter the Source Currency Type
6. Enter the Exchange Date
7. Enter the Exchange Type

Click the Submit button to submit the concurrent request. It triggers two other concurrent
requests -- Cash Forecasting Execution Report and Cash Forecast Report.

(M) View à Requests

Pick the Cash Forecast Report and see the output

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Output from Cash Forecast Report:

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Commonly Used Interfaces, Concurrent Programs & Reports

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List of Open Interfaces:

The following can be imported into Cash Management using open Interfaces

• Bank Statement
• Forecasting
• Reconciliation

List of Frequently Used Reports:

SL NO Report Name
1. Archive/Purge Bank Statements
2. AutoReconciliation
3. Bank Statement Import & AutoReconciliation
4. Cash Forecast Report
5. Cash Forecasting by Days
6. General Ledger Reconciliation Report
7. Unreconcile Bank Statement

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Glossary

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AutoReconciliation: An Oracle Cash Management feature that allows you to reconcile bank
statements automatically. This process automatically reconciles bank statement details with the
appropriate batch, journal entry or transaction, based on user–defined system parameters and
setup. Oracle Cash Management generates all necessary accounting entries.

Available Transactions: These are Receivables and Payables transactions that need to be
reconciled by Cash Management.

Bank File: The electronic statement file received from the bank (for example, BAI format or
SWIFT940). It contains all transaction information that the bank has processed through a bank
account.

Bank Transaction Code: The transaction code used by a bank to identify types of
transactions on a Bank Statement, such as debits, credits, bank charges and interest. Define
these codes for each bank account using the Cash Management Bank Transaction Codes
window.

Bill of Exchange: A method of payment involving the transfer of funds between bank
accounts, where one party promises to pay another a specified amount on a specified date.

Clearing: A process that assigns a cleared date and status to a transaction and creates
accounting entries for the cash clearing account.

Electronic Funds Transfer (EFT): A method of payment in which the bank transfers funds
electronically from one bank account into another. In Payables, the bank transfers funds from
the bank account into the bank account of a supplier who has to pay with the Electronic
Payment Method.

GL Date: The date used to determine the correct accounting period for your accounting
transactions.

Matching: The process where batches or detailed transactions are associated with a
statement line based on the transaction number, amount, currency and other variables, taking
Cash Management System parameters into consideration. In Cash Management, Matching can
be done manually or automatically.

Positive Pay Program: Third party or custom software that formats the output file of the
Payables Positive Pay Report into the format required by the bank, and transmits it
electronically to the bank. This prevents check-fraud by informing the bank which checks are
negotiable or non–negotiable and for what amount.

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Reconciliation: The process of matching bank statement lines to appropriate batches and
detail transactions and creating all necessary accounting entries.

Set of Books: A financial reporting entity that uses a particular chart of accounts, functional
currency and accounting calendar.

Transaction Type: In Oracle Cash Management, transaction types determine how Cash
Management matches and accounts for transactions. Cash Management transaction types
include Miscellaneous Receipt, Miscellaneous Payment, Non–Sufficient Funds (NSF),
Payment, Receipt, Rejected, and Stopped.

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New Features in Release 11i

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Cash Forecasting Integration with Oracle Projects

Oracle Cash Management integrates with Oracle Projects so that one can analyze cash flows
and currency exposures by project. Oracle Projects cash flow sources include budgets, billing
events, and expenditures covering usages, labor and miscellaneous transactions. Other project
cash flow sources include customer invoices, supplier invoices, sales orders, purchase orders,
purchase requisitions, and expense reports.

Cash Forecasting Integration with Oracle Sales

Oracle Cash Management can automatically generate cash forecasts based on sales
opportunities. The selection criteria include sales stage, channel, win probability and status.

Cash Forecasting Integration with Oracle Treasury

Oracle Cash Management can automatically generate cash forecasts based on treasury
transactions, including money market and foreign exchange deals and other exposures.

Bank Reconciliation Integration with Oracle Payroll

Oracle Cash Management can reconcile bank statements with payroll payments, automatically
or manually. The AutoReconciliation process automatically reconciles bank statements with
payroll transactions using the check number and amount. One can also manually reconcile
your entire statement or just those exceptions that could not be reconciled automatically.

Enhanced Reconciliation of Voided and Reversed Transactions

Oracle Cash Management provides easier reconciliation of voided payments and reversed
receipts. One can
• Reconcile an original receipt and its reversal in any order.
• Exclude receipts that are reversed due to user error as available transactions for
reconciliation.
• Optionally exclude voided payments as available transactions for reconciliation.

Enhanced General Ledger Reconciliation Report

Oracle Cash Management's General Ledger Reconciliation Report helps in reconciling General
Ledger cash accounts with bank statement balances. The report compares a bank statement
balance, adjusted for unreconciled and error statement lines, with the General Ledger cash
account balance.

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Enhanced Value Date Support

Oracle Cash Management adds value date support for payments from Oracle Payables to the
existing support for receipts from Oracle Receivables. One can enter the anticipated value date
when recording payments. Oracle Cash Management updates the actual value date during
reconciliation. Also reconciliation can optionally be postponed until the value date. With value
date support, one can calculate a more accurate short-term cash forecast.

Reconciliation by Bank Branch

The Automatic Reconciliation process now reconciles based on bank branch rather than bank
account. Bank Branch is a new, required parameter. Bank Account is now optional, allowing
you to reconcile a statement for all accounts for a branch or one account for a branch. The
AutoReconciliation Execution Report was updated to support this change.

Set of Books Defaulting

In the System Parameters window, the value for the Set of Books field now defaults from the
profile option: GL: Set of Books.

Tax Code
When creating miscellaneous receipts from the Bank Statement Lines window, the tax code
and tax rate no longer default from the System Parameters window. The tax code and tax rate
now default based on values in the Asset Tax Code and Liability Tax Code fields of the
Receivables Activities window in Oracle Receivables. The accounting method and the profile
option AR: Allow Tax Code Override control whether these defaulted values are updatable in
the Miscellaneous Receipts window.

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