Treasury

The Treasury module keeps track of your organization’s money. It holds your bank accounts, your cash accounts, your CCP accounts and your electronic wallets, with the balance of each one. CCP is the postal current account that Algérie Poste keeps. You see in one place how much money you have, in which accounts and in which currencies.

Two built-in roles work here. The Cashier records receipts, payments and cheques, and hands deposit slips in to the bank. On the accounts and the internal transfers, the Cashier can only read. The Treasurer and the owner of your organization can take every step in Treasury.

Key Features

• Bank & Cash Accounts are the places where your organization keeps money. An account can be a bank current account, a cash account such as the petty cash, a CCP account or an electronic wallet. Each one has its own currency, balance and status.
• The Cash Ledger lists every movement of money on your accounts, with the balance after each one. Beelocity writes an entry only when money moves. Nobody can edit or delete an entry, so the Treasurer or the owner corrects one with a new entry.
• Payment Methods are the ways your money moves, such as cash, bank transfer, cheque, bill of exchange, card or CCP. Each receipt and each payment uses one. The method decides when its money reaches the cash ledger.
• Receipts & Payments record the money that comes in from clients and goes out to suppliers. One receipt can settle several invoices, and what is left stays on account. When the Treasurer or the owner confirms it, Beelocity updates the documents that it settles.
• Internal Transfers move money between two of your own accounts, for example from the bank to a cash account. Confirm takes the money out of one account, and Complete puts it into the other.
• Cheques & Bills of Exchange follow the paper that your business receives from clients and issues to suppliers: cheques, bills of exchange and promissory notes. You follow each piece until the bank pays it. You also record a piece that comes back unpaid, an endorsement or a stopped cheque.
• Deposit Slips list the paper that you hand to the bank together, for collection or for discount. When the bank says what it paid, the Treasurer or the owner credits the slip.
• Bank Reconciliation checks your cash ledger against the bank. You key in each bank statement from the bank’s paper, and you match each of its lines to an entry, automatically or by hand. When every line is matched or ignored and the difference is zero, you lock the statement. The Treasurer and the owner of your organization take these steps.
• Cash Position & Forecast shows how much money your accounts hold now, by account and by currency. It also shows what is due to come in and go out over a horizon that you choose. So you see a shortfall before it happens.
• Recurring Cash Items record money that moves on regular dates with no invoice or bill behind it, such as payroll, rent or a loan instalment. The forecast counts each item on its dates. An item never moves a balance, so you still record the real payment.
• Treasury Reports show figures about your clients, your paper and your bank statements. Days to pay says about how many days your clients take to pay you. It compares what they owe today with what you invoiced over a window. The reports also show what clients owe by age, and when your cheques and bills of exchange fall due. They show how long the bank takes to pay the paper on your slips, and the money on account. They also show the share of statement lines that you matched.
• Stamp Duty is the duty on what your clients pay in cash. Beelocity adds it to the invoice, the till’s ticket or the receipt, and the reports add up each month’s total for your G50.

How Balances Work

You never type an account’s balance. When you add an account, you give its opening balance, which is what it already held on that day. After that, Beelocity changes the balance only when money moves. A draft moves nothing.

• Confirm on a receipt or a payment moves its money. If its payment method follows the paper, the money moves later, when the cheque or the bill of exchange clears.
• Confirm on an internal transfer takes the money out of one account, and Complete puts it into the other.
• When a session closes at a point-of-sale register, Beelocity records its takings as confirmed receipts.
• The Treasurer or the owner can write a bank charge or interest from a statement line. They can also post an adjustment or reverse an entry in the cash ledger.

Each movement is an entry in the Cash Ledger.

Navigation

Open Treasury in the sidebar. The module opens on what needs doing (below), and the sidebar lists the pages:

• Accounts lists your bank accounts, cash accounts, CCP accounts and electronic wallets, each with its book balance. See Bank & Cash Accounts.
• Receipts & Payments is where the Cashier records money in and out, and where the Treasurer or the owner confirms it.
• Internal Transfers lists the money that you move between your own accounts. See Internal Transfers.
• Cheques is one page with two tabs. Cheques & Bills of Exchange follows each piece of paper that you received or issued. Deposit Slips lists the slips that you hand in to the bank.
• Bank Reconciliation is where you key in each bank statement, match its lines to the cash ledger and lock it.
• Cash Ledger lists every movement of money on your accounts.
• Cash forecast is one page with three tabs. Cash Position & Forecast shows what you hold now and what is due to come in and go out. Recurring Cash Items holds the regular movements that the forecast counts. Treasury Reports works out its figures from your invoices, payments, paper and statements.

Setup, at the end of the list, holds the payment methods, the currencies and their exchange rates (below).

See what needs doing

When you open Treasury, you see the work that waits for somebody, in seven lists. Each row opens the record where the job is done. Beelocity reads the lists again each time you open the page.

Each list shows five rows and how many there are in all. View all opens the whole list, narrowed in the same way. Cheques maturing soon and Recurring items due have no View all. Beelocity picks the paper that falls due by the rule of the daily notice, and it works out each item’s date from its schedule. So no list shows exactly what these two show.

At the top of the page, two buttons start the usual documents of the week: New receipt or payment and New internal transfer. Under them are the figures Cash position, Cheques to collect, Cheques maturing soon and Unreconciled lines. Cheques maturing soon counts exactly the paper that its list shows. Under the figures, Cash by currency draws what you hold in each currency, converted so that the columns compare. Cash position over time draws how your cash moved (below). You see only the lists, the buttons and the figures that your role lets you open.

See how your cash moved

Cash position over time draws the cash that you held at the end of each day, in all your accounts together. It converts that cash into your base currency. It is on the dashboard’s Treasury tab and on the Treasury page, beside Cash by currency. It answers what the Cash position figure cannot: whether last month emptied the bank or filled it, and on which days.

• Which dates. On the dashboard, the chart follows the date range, which is the last 90 days unless you pick others. Up to three months, it draws a point for each day. Up to a year, it draws one for each week, and a week starts on Saturday. Beyond a year, it draws one for each month. The Treasury page always draws the last 90 days.
• What a point says. Hover over a point to read the balance at the end of that day, week or month. You also read the money that came in and went out during it. The line ends on the Cash position figure, with two exceptions. An account whose Active switch is off counts on the line and not in the figure. A movement dated after today counts in the figure at once, and on the line only from its date.
• Open what moved it. Click a point to open the Cash Ledger at those days. It lists the movements that took the balance from the point before to this one.
• Frozen accounts are left out on every day, as they are from Cash position. The money is yours, but you cannot spend it while the account is frozen. The chart names these accounts underneath. A closed account still counts on the days when it held money.
• Accounts in another currency count at the exchange rate on file for the last day of each point. If no rate exists yet for an early day, the chart leaves the account out of that day. It names the account under the chart, with a link to Exchange rates. For such an account, the money in minus the money out does not exactly match how much the balance moved. The difference comes from the rate itself.

Set up the module

Setup is one page for what you set once and rarely change. It has a tab for each of these:

Every module reads the currencies, and Treasury keeps them because its accounts hold them. Each tab keeps the address that its list always had, so a bookmark still opens it. You see only the tabs that your role lets you open. If you can open none of them, Setup is not in your sidebar.