Eazybank® AX Chapter 1: Vault Transfers

Vault Transfers in Eazybank® AX

Objectives
The objectives are to learn how to
 Transfer cash from tellers/banks into the vault (Vault In)
 Transfer cash from vault to tellers/banks (Vault Out)

Introduction

Management of Vault cash is an essential aspect of the operations of banks that offer retail
services. The vault is the major cash warehouse within the bank premises. Because of the
importance of this function, timely and accurate information of the status of the vault is required at
any time.

Eazybank AX Vault Transfers functionality provides banks the tool with which to move cash in and
out of the vault in a scientific manner and provide on the spot analysis and information about the
cash contents of the vault.

The software supports

 Vault cash transfers in various currencies
 Analysis of cash in various denominations depending on whether the system is set up to
enforce cash analysis (System Boolean Rules with Parameter 53)

Prerequisites
Before you start posting vault transactions, the following setups must be completed;

 Setting the Relevant System Boolean, Number and Text Rules

 Setting up of Currencies and attaching the Vault, Till Control and Position accounts for
each currency
 Setting up of Cash Denominations
 Setting up of the relevant Chart of Accounts codes
 Setting up of Bank Groups and Bank Accounts
 Setting up of Users with enabled Cash Tellering Roles

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Vault Transfers
Steps Involved

Transferring cash in or out of the vault is four-step process

1. Create the vault transfer transaction header record

2. Enter the detailed information of the vault transfer transaction
3. Enter the cash analysis of the vault transfer transaction if required
4. Refer the transaction for approval

Procedure: Creating the Vault Transfer Transaction Header Record

1. To access the Vault Transfers screen, select Retail Operations from the modules
dropdown list then expand the Activities tree menu and then double-click the Vault
Transfers menu item

2. To add a new record, click the Add button to access the Vault Transfers detailed record
form
3. To edit an existing transaction, select it from the grid and click the Details button
4. To delete and existing transaction, select it from the grid and click Delete button
5. To view the accounting entries of an existing transaction, select it from the grid and click
the Accounting button
6. To view the cash position in the vault, click the Vault button
7. To refresh the records in the grid, click the Refresh button
8. To print the vault transactions for the current posting date, click the Print button
9. To refer a previously referred transaction that is pending to another approving officer,
select it from the grid and click the Redirect button

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Procedure: Entering the Detailed Information of the Vault Transfer Transaction

Click the Details button on the Vault Transfer screen to launch this screen

1. Select a transaction code from the Transaction Code dropdown list

2. Ensure that the Teller checkbox is checked or unchecked depending on whether it is a
teller-related vault transfer or not and then ensure that you have the correct teller ID or
bank account selected from the Teller ID dropdown list
3. Select a teller ID from the Teller ID dropdown box if the vault transfer is teller-related
4. Select a bank account from the Bank Account or an ATM account from the
Bank/ATM/Cash Transfer Account No dropdown list if the vault transfer is not teller-
related
5. Enter the amount to transfer in the Amount field
6. Select the currency of the amount being transferred from the Currency dropdown list
7. Enter an exchange rate for the transaction in the Exch Rate field. The system will suggest
an exchange rate for you based on the selected currency and value date of the
transaction. The suggested exchange rate will always be 1 if the selected currency is the
base (default) currency of the system
8. Select the value date of the transfer from the Value Date field. This date must not be later
than the current posting date
9. If you have numbered physical source documents, enter the source document number in
the Document No field. This could be very useful for audit trails
10. Click the Save button to save and generate a transaction ID
11. Click the Vault button to view the amount you are holding in the vault for the selected
currency
12. Click the Accounting button to see the accounting entries for the transaction
13. If your system is set up to enforce vault cash analysis, you must enter the cash
denomination analysis of the vault transfer. Refer to the next section on Procedure:
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Entering the Cash Analysis of the Vault Transfer Transaction for steps involved in
entering cash analysis
14. Click the Refer button to refer the entire transaction for approval. When you do this, the
system will validate the transaction for any errors. If there are errors, the referral will fail.
When this happens, click the Error Log button to view the errors and then make the
necessary corrections and then refer the transaction again

Monitoring Transaction Status

When you refer a transaction for approval, the detailed record form closes and the grid form gets
the focus to enable you monitor the status of the transaction;

 The Edit Mode checkbox indicates whether or not you can edit or make changes to the
transaction at any time
 The Trans Status shows the status of the transaction at any time. The options are Entry
State, Pending Approval, Approved and Rejected
 The Approving Offr field shows the officer the transaction has been referred to for approval

Procedure: Entering the Cash Analysis of the Vault Transfer Transaction

Click the Cash Analysis option of the Functions menu at the top left corner of the Vault
Transaction Details screen to launch this screen

1. To analyze the cash, enter the number of units of each of the denominations being
transferred in the No of Units field
2. Check and ensure the total at the bottom of the Amount column corresponds with the total
amount entered the Vault Transaction Details screen
3. Click the Save button

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4. Click the Close button to close and exit this screen

Lab Exercises
Transfer the sum of N20,000,000.00 from Intercontinental VI account to Vault
Transfer the sum of N100,000.00 from vault to each of your tellers

Quiz
To be provided by trainer

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