Integrated Central Banking System Central Accounts Management Software Requirement Specification Document ICBS – Central Accounts Management System Royal Monetary Authority Version 1.3 06/01/2007 Document Number: ICBS/CAM/STDSRS/SRS-CAM-003 : CAM – SRS Ver. 1.3 Page 1 of 139 Integrated Central Banking System Central Accounts Management Notice: This document and any revised pages are subject to document control. Please keep them upto-date using the release notice from the distributor of the document. This is a hard copy of a document maintained on electronic media. It may not be the latest version. Ascertain the latest version from the Document Master List available with the Project Leader. Authored by Mr. Rajarshi Roy Date: 15-05-2005 Updated by Mr. Pradip Dutta Mr. Chirantan Mukherjee Mr. Somnath Lahiri Date: 30-06-2006 Date: 30-06-2006 Date: 30-06-2006 Revised by Mr. Chirantan Mukherjee Date: 06-01-2007 Revised by Mr. Somnath Lahiri Date: 10-10-2007 Approved by _______________________________ Date: Authorized by _______________________________ Date: CAM – SRS Ver. 1.3 Page 2 of 139 Integrated Central Banking System Central Accounts Management DOCUMENT RELEASE NOTICE Notice Number : ICBS/SRS/ CAM/1/3 Client : Royal Monetary Authority Project : ICBS - CAM Document Details : Software Requirement Management System Name Software Requirement Specification Document Specification for Central Accounts Version No. Description 1.3 Software Requirement Specification for Central Accounts Management System New Page No. Revision Description Revision details: Action taken (add/del/chg) Preceding Page No. Described in the Document Revision List Change Register serial numbers covered: The documents or revised pages are subject to document control. Please keep them up-to-date using the release notices from the distributor of the document. These are confidential documents. Unauthorised access or copying is prohibited. Approved by : Date: Authorised by : Date: CAM – SRS Ver. 1.3 Page 3 of 139 Integrated Central Banking System Central Accounts Management DOCUMENT REVISION LIST Notice Number : Client : Royal Monetary Authority Project : ICBS - CAM Document Name : Software Requirement Management System Specification for Central Accounts Release Notice Reference (for release): Prev. Page No Action Taken Agenda / New page BK Account Mapping 21 Removed The functions are handled using Currency Master and a configuration table. As per revised design. 06/01/2007 FOREX Reverse Voucher 67 Removed Reverse Voucher performs the functions of this interface. There are ‘Reverse’ buttons in BK Vouchers also. As per revised design. 3. 06/01/2007 Budget Release/ Receipt 80 Removed The function is handled in AAM as per Section 3.1.2.1 of AAM SRS 1.3 4. 06/01/2007 Prepare Holding Rate, Revaluation Voucher 88,92 Removed Merged with Table of Conversion As per revised design. 5. 06/01/2007 Sale of Bullion 97 Removed Handled through BK01 As per discussion. 6. 06/01/2007 Telex/SWIFT Messaging 100 Removed Business Owners do not require this As per discussion. 7. 06/01/2007 FOREX Reserve Type Master 28 Removed No usage in CAM. Will be done in RMM (Ref. Section 3.1.1.1.1 and 3.1.1.1.2 of RMM SRS Ver. 1.2) As per discussion. Rev. No Rev. Date 1. 06/01/2007 2. CAM – SRS Ver 1.3 Revision Description Page No. Release Notice Ref. Page 4 of 139 Integrated Central Banking System Central Accounts Management TABLE OF CONTENTS 1 INTRODUCTION ................................................................................................................................... 8 1.1 1.2 1.3 1.4 1.5 2 PRODUCT PERSPECTIVE .......................................................................................................... 8 SCOPE .......................................................................................................................................... 8 DEFINITIONS, ACRONYMS AND ABBREVIATIONS .................................................................. 9 REFERENCES .............................................................................................................................. 9 OVERVIEW ................................................................................................................................... 9 GENERAL DESCRIPTION ................................................................................................................. 11 2.1 PRODUCT PERSPECTIVE ........................................................................................................ 11 2.2 PRODUCT FUNCTIONS............................................................................................................. 13 2.3 USER CHARACTERISTICS ....................................................................................................... 13 2.3.1 System Analyst ................................................................................................................. 13 2.3.2 System and Database Administrator ................................................................................ 13 2.3.3 Maintenance Team ........................................................................................................... 14 2.3.4 End User ........................................................................................................................... 14 2.4 GENERAL CONSTRAINTS ........................................................................................................ 14 2.5 ASSUMPTIONS AND DEPENDENCIES .................................................................................... 15 3 SPECIFIC REQUIREMENTS.............................................................................................................. 16 3.1 DESCRIPTION OF FUNCTIONS COVERED ......................................................................................... 17 3.1.1 CAM Master set-up and Configuration.............................................................................. 17 3.1.1.1 3.1.1.2 3.1.1.3 3.1.1.4 3.1.1.5 3.1.1.6 3.1.1.7 3.1.1.8 3.1.1.9 3.1.2 Currency Master ......................................................................................................................... 18 Commemorative Coin Master ..................................................................................................... 20 Contact Master ........................................................................................................................... 22 Dispatch Document Master......................................................................................................... 24 Contact Account Master.............................................................................................................. 26 Bill Calendar ............................................................................................................................... 27 Holding Rate Master ................................................................................................................... 28 Buying/Selling Rate Master......................................................................................................... 30 Financial Year Master ................................................................................................................. 31 Transactions ...................................................................................................................... 33 3.1.2.1 3.1.2.1.1 3.1.2.1.2 3.1.2.1.3 3.1.2.1.4 3.1.2.2 3.1.2.2.1 3.1.2.2.2 3.1.2.3 3.1.2.3.1 3.1.2.3.2 3.1.2.3.3 3.1.2.3.4 3.1.2.3.5 3.1.2.3.6 3.1.2.3.7 3.1.2.3.8 3.1.2.3.9 3.1.2.4 3.1.2.4.1 3.1.2.4.2 3.1.2.5 3.1.2.5.1 3.1.2.5.2 CAM – SRS Ver 1.3 Staff Salary Saving ..................................................................................................................... 33 Internal Deposit ...................................................................................................................... 33 Withdrawal ............................................................................................................................. 35 Deposit (Cash/Cheque).......................................................................................................... 37 Calculate Interest ................................................................................................................... 40 Ngultrum Vouchers ..................................................................................................................... 43 General Transaction (Nu)....................................................................................................... 43 Reverse Voucher (Nu) ........................................................................................................... 43 Foreign Currency Accounting ..................................................................................................... 43 General Foreign Currency Voucher ....................................................................................... 45 General Ngultrum Voucher .................................................................................................... 47 Debit Advice Voucher (BK01) ................................................................................................ 49 FOREX Receipt Voucher (BK02) ........................................................................................... 53 Currency Swapping Voucher (BK07) ..................................................................................... 57 FOREX Purchase Voucher (BK08) ........................................................................................ 59 Process FOREX Sale Voucher (BK09) .................................................................................. 61 FOREX Settlement Voucher (BK10) ...................................................................................... 63 Note Serial Number Tracking ................................................................................................. 65 Discount Bill ................................................................................................................................ 68 Sale of Discount Bill ............................................................................................................... 68 Redemption of Bill .................................................................................................................. 70 Interest Accrued/Received From Bank ....................................................................................... 72 Interest Received From Bank ................................................................................................. 72 Investment Information........................................................................................................... 73 Page 5 of 139 Integrated Central Banking System 3.1.2.5.3 3.1.3 3.1.3.1 3.1.3.2 3.1.4 3.1.4.1 3.1.5 Central Accounts Management Interest Accrual ...................................................................................................................... 75 Bank Reconciliation........................................................................................................... 78 Bank Reconciliation (Nu) ............................................................................................................ 80 Bank Reconciliation (FC) ............................................................................................................ 80 Foreign Currency Revaluation .......................................................................................... 84 Table of Conversion .................................................................................................................... 84 Issue Division Transactions .............................................................................................. 88 3.1.5.1 Currency Chest Transaction ....................................................................................................... 88 3.1.5.1.1 Deposit ................................................................................................................................... 88 3.1.5.1.2 Withdrawal ............................................................................................................................. 89 3.1.6 3.1.6.1 3.1.7 3.1.7.1 3.1.7.2 3.1.7.3 3.1.7.4 3.1.7.5 3.1.8 3.1.8.1 3.1.8.2 3.1.8.3 3.1.8.4 3.1.8.5 3.1.8.6 3.1.8.7 3.1.8.8 3.1.8.9 3.1.8.10 3.1.8.11 3.1.8.12 3.1.8.13 3.1.8.14 3.1.8.15 3.1.8.16 3.1.8.17 3.1.8.18 3.1.8.19 3.1.8.20 3.1.8.21 3.1.8.22 3.1.8.23 3.1.8.24 3.1.8.25 3.1.8.26 3.1.8.27 3.1.8.28 3.1.8.29 3.1.8.30 3.1.8.31 3.1.8.32 3.1.8.33 3.1.8.34 3.1.8.35 3.1.8.36 3.1.8.37 3.1.8.38 3.1.8.39 3.1.8.40 3.1.8.41 3.1.8.42 4 Day End Process .............................................................................................................. 92 Day End Process ........................................................................................................................ 92 Annual Closing of accounts .............................................................................................. 94 Provisional Account Closing ....................................................................................................... 94 Final Account Closing ................................................................................................................. 95 Year End Voucher for AAM......................................................................................................... 97 Year End Nu. Voucher for CAM .................................................................................................. 97 Year End FC Voucher for CAM ................................................................................................... 98 Reports .............................................................................................................................. 99 Cash Book .................................................................................................................................. 99 Bank Book ................................................................................................................................ 100 Journal Register........................................................................................................................ 100 Currency-wise Journal Register ................................................................................................ 102 Certificate of Cash Balance ...................................................................................................... 103 General Ledger ......................................................................................................................... 103 Currency-wise General Ledger ................................................................................................. 104 Sub-Ledger ............................................................................................................................... 105 Trial Balance ............................................................................................................................. 106 Currency-wise Trial Balance ..................................................................................................... 107 Income and Expenditure Statement .......................................................................................... 107 Schedules of Income and Expenditure Statement .................................................................... 108 Balance Sheet .......................................................................................................................... 109 Schedules of Balance Sheet ..................................................................................................... 110 Monthly Statement: Domestic Commercial Banks .................................................................... 111 Monthly Statement: Government Agencies............................................................................... 111 Salary Journal Register ............................................................................................................ 112 Salary Account Balance Statement .......................................................................................... 113 Voucher Printing ....................................................................................................................... 114 List of Vouchers ........................................................................................................................ 115 Denomination Summary ........................................................................................................... 117 Denomination Details ................................................................................................................ 118 Bill Calendar ............................................................................................................................. 119 Details of Sale........................................................................................................................... 119 Details of Outstanding Amounts ............................................................................................... 120 Prepaid Interest Expenses ........................................................................................................ 120 Nu Bank Statement ................................................................................................................... 121 Nu Bank Reconciliation ............................................................................................................. 121 Nu Daily Reconciliation Statement ............................................................................................ 122 Nu Monthly Reconciliation Statement ....................................................................................... 123 FC Bank Statement .................................................................................................................. 124 FC Bank Reconciliation ............................................................................................................ 124 FC Daily Reconciliation Statement ........................................................................................... 125 FC Monthly Reconciliation Statement ....................................................................................... 126 Nu Not Responded by RMA...................................................................................................... 127 Nu Not Responded by Bank ..................................................................................................... 128 FC Not Responded by RMA ..................................................................................................... 128 FC Not Responded by Bank ..................................................................................................... 129 Year End Journal Statement ..................................................................................................... 130 Year End Trial Balance ............................................................................................................. 131 Year End Income & Expenditure Statement ............................................................................. 132 Year End Balance Sheet........................................................................................................... 133 INTERFACE REQUIREMENTS........................................................................................................ 134 CAM – SRS Ver 1.3 Page 6 of 139 Integrated Central Banking System Central Accounts Management 4.1 GENERAL .................................................................................................................................... 134 4.2 INTERACTION WITH OTHER MODULES ............................................................................................ 134 4.2.1 Interaction with FOREX Operations Module ................................................................... 134 4.2.2 Interaction with Administrative Accounts Module ........................................................... 135 4.2.3 Interaction with Currency Management Module ............................................................. 136 4.2.4 Interaction with Reserve Management Module .............................................................. 137 4.2.5 Interaction with Statistical Information Module ............................................................... 138 4.2.6 Interaction with FIRMA .................................................................................................... 139 CAM – SRS Ver 1.3 Page 7 of 139 Integrated Central Banking System Central Accounts Management 1 INTRODUCTION 1.1 PRODUCT PERSPECTIVE Under the RMA act 1982, the RMA acts as banker to government and banks. In order to shoulder the responsibilities, the Banking Division of the RMA is entrusted to execute daily transactions with the commercial banks and the government and provides depository services with international financial institutions. The ultimate goal of the Central Accounts Module (CAM) is to strengthen the central accounts operational capacity by allowing an efficient recording, computation and retrieval of required accounting information by authorized users and managers and decision makers at any point of time. 1.2 SCOPE The typical CAMS process includes the following phases: a. b. c. d. e. f. g. h. i. j. k. Master files Ngultrum Accounting Bank Cheque Maintenance Staff Saving Scheme Foreign Currency Accounting Foreign Currency Revaluation Bank Reconciliation Regular Reports Account Statements MIS/Time Series Reports Linkage with other modules CAM – SRS Ver 1.3 Page 8 of 139 Integrated Central Banking System Central Accounts Management 1.3 DEFINITIONS, ACRONYMS AND ABBREVIATIONS A list of abbreviations used in this document is given below: ADM Administration Division AIMS Asset and Inventory management Systems BD Banking Division FISD Financial Institutions Supervision Division FM Financial Manual 1998 FxRMD Foreign Exchange and Reserve Management Division IAD Internal Audit Division IDS Interview documents ID Issue Division RMS Reserve Management Unit REM RMA Expenditure Manual RFP Request for Proposal of RMA RPM RMA Procurement Manual RSD Research and Statistics Division SRS Software Requirement Specification CAM Central Accounting Module CMM Currency management Module 1.4 REFERENCES This SRS has been prepared based on the preliminary study conducted by IT Division of RMA, current computerized system and Discussion with the business owners. Some of the references for this document are as follows: 1 2 3 4 5 6 7 8 RFP FM – Procurement manual 1998 Accounting Manual- Appendix H1 Preliminary Software Requirement Study Document prepared by Mr. Jambey Tshering CAM SRS- ICBS/AAM/STDSRS/SRS-CAM-001 Interview documents Various inputs gathered from various Banking and other related divisions Existing computerized accounts system Central Accounts Staff Salary Saving Foreign Currency Account Bank Reconciliation Foreign Currency Revaluation 1.5 OVERVIEW This document is organised into two sections excluding this section. Section 2 - General Description describes the functionality of the Central Accounts Management System. The details specified are: CAM – SRS Ver 1.3 Page 9 of 139 Integrated Central Banking System Central Accounts Management Product Perspective CAM Product Functions CAM User Characteristics CAM General Constraints CAM Assumptions and Dependencies Section 3 - Specific Requirements provides a detailed description of the functions of the CAMS in terms of: Inputs Processing Outputs Section 4 – Interfaces with other modules are also described CAM – SRS Ver 1.3 Page 10 of 139 Integrated Central Banking System Central Accounts Management 2 GENERAL DESCRIPTION 2.1 PRODUCT PERSPECTIVE The ultimate goal of the Central Accounts Module (CAM) is to strengthen the central accounts operational capacity by allowing an efficient recording, computation and retrieval of required accounting information by authorized users, managers and decision makers at any point of time. This module will also have interfaces with other functional areas of ICBS such as Administrative Accounts Module, Currency Management Module, and Foreign Exchange Operation Module etc. The major functions under CAM module are as below: CAM – SRS Ver 1.3 Page 11 of 139 Integrated Central Banking System Central Accounts Management Central Account Management Module Ngultrum Accounts Cheque Book Maint. Reconcile Accounts Currency Account Revalue Forex Cy Linkage Process Voucher Record Chq. Book Salary Deposit Bank Statement s Normal Voucher Holding Rates AAM Module Reverse Voucher Cancel Cheque Withdraw Automatic Reconcile BK01 Voucher TOC Sheet CMM Module Process Journal Reports Deposit Manual Reconcile BK02 Voucher Rev Voucher FOM Module Calculate Interest Reports BK07 Voucher Rev. Journal SIM Module Regular Reports A/c Statement Staff Salary Reports MIS/Time Series BK8/9/10 Vouchers FIRMA Module Reports RMM Module SWIFT/ Clearing Note: AMM = Administrative Account Module, CMM = Currency Management Module, FOM = Foreign Exchange Operation Module, SIM=Statistical Information Module, FIRMA=Financial Institutions Ratio Management Analysis, RMM=Reserve Management Module CAM – SRS Ver 1.3 Page 12 of 139 Integrated Central Banking System Central Accounts Management 2.2 PRODUCT FUNCTIONS The different functions of the CAM module are: a. b. c. d. e. f. g. h. i. j. k. l. m. n. Master files Ngultrum Accounting Bank Cheque Maintenance Staff Salary Saving Bank Reconciliation Foreign Currency Accounting Interest Receipt RMA Bills Revaluation Budget Release Currency Chest Transaction General Reports MIS/Time Series Reports Linkage with other modules 2.3 USER CHARACTERISTICS The users of the CAM module can be categorized as: a. System Analyst b. System and Database Administrator c. End Users 2.3.1 System Analyst a. System Analyst is fully responsible to conduct periodical system requirements study and come up with proposal. b. Also responsible to conduct gap analysis, draw up SRS, Design and communicate the same to programmers. c. Testing and approval d. Conduct system auditing e. Planning periodical training for users 2.3.2 System and Database Administrator The System and Database Administrator at RMA production site is responsible for the proper functioning of the complete system. His / her responsibilities can be summarized as follows: a. System start-up and shut-down b. Providing operational assistance to end users c. Creating new user accounts and deleting defunct user details while monitoring system usage d. Allocating hardware and computer time e. Ensuring satisfactory performance of all hardware f. Periodic backing up of information to prevent data loss / corruption g. Maintaining the system data to ensure data integrity and security h. Establishing and applying data recovery norms i. Maintenance of master data CAM – SRS Ver 1.3 Page 13 of 139 Integrated Central Banking System Central Accounts Management j. Executing batch jobs, if any k. Executing batch report printing l. Implementing program enhancements at the production sites For performing these duties, the System and Database Administrator should be conversant with Linux, Oracle, JSP, Serves, Jonas Apps Server, EJB, Windows, and Eclipse IDE and should be knowledgeable about the design of the database, the organization of the data objects and the relationships between the different data objects. Further, the Administrator should have the ability to carry out basic trouble-shooting activities. 2.3.3 Maintenance Team DBA/Programmers at the RMA IT Division will carry out all maintenance work. They are also responsible for the preparation of any ad-hoc queries / reports required for operational purposes after the system is implemented. For carrying out these activities, they should be conversant with the database design, three-tier configuration, and interface details. The responsibilities of the analyst are as follows: a. b. c. d. e. f. g. h. Basic trouble shooting for software Ad-hoc report / query preparation Developing, testing, and documenting applications Consolidating data received from various units Assessing new requirements Maintaining the application software Data backup/Restore and security responsibilities Application and network error logbook maintenance The DBA/Programmers should be conversant with Linux, ORACLE, JSP, Servlets, Core Java, DOS, Windows, and the CAM module. 2.3.4 End User The end users’ main responsibility will be transaction data entry and modifications. Also, their work will be initiation of batch processes and generation of reports. The end users’ jobs can be summarized as follows: a. b. c. d. Transaction data-entry Updating / Modification Report generation Maintain Application logbook End users should be conversant with the functionality of the CAM Module. 2.4 GENERAL CONSTRAINTS The following issues need to be resolved or decided upon: Report formats need to be frozen before the completion of HL design Inter Connectivity with the SWIFT system (Import/Export of Data from Swift to CAM and vice versa, is not required) CAM – SRS Ver 1.3 Page 14 of 139 Integrated Central Banking System Central Accounts Management 2.5 ASSUMPTIONS AND DEPENDENCIES a. b. c. d. e. f. All users are assumed to be equipped with GUI terminals. All master data entry will be undertaken jointly by RMA. All CAM users have undergone user training. Reports which are not freeze must be freeze before the completion of High level design. All the data requirement section given in all process will be given during the High level design stage Input parameters for report needs further discussion with the end users. CAM – SRS Ver 1.3 Page 15 of 139 Integrated Central Banking System Central Accounts Management 3 Specific Requirements The details of the functionalities and major use case covered in the CAM module are: a. Master File Maintenance b. Ngultrum Accounting Normal Voucher Preparation Normal Voucher Authorization Reverse Voucher Preparation Reverse Voucher Authorization Process Journal Report c. Staff Salary Saving Withdrawal of salary Deposit Interest Calculation d. Bank Cheque Maintenance Record new cheque book Control Cancel Cheque e. Bank Reconciliation Bank Statements Entry Bank Statements Authorization Reconcile accounts f. Foreign Currency Accounting Normal Voucher Preparation Normal Voucher Authorization Normal Reserve Voucher Preparation Normal Reverse Voucher Authorization BK01 Voucher Preparation BK01 Voucher Authorization BK02 Voucher Preparation BK02 Voucher Authorization BK03 Voucher Preparation BK03 Voucher Authorization BK04 Voucher Preparation BK04 Voucher Authorization BK07 Voucher Preparation BK07 Voucher Authorization BK08 Voucher Preparation BK08 Voucher Authorization BK09 Voucher Preparation BK09 Voucher Authorization BK10 Voucher Preparation BK10 Voucher Authorization CAM – SRS Ver 1.3 Page 16 of 139 Integrated Central Banking System Central Accounts Management g. Revaluation Forex Holding Rates Prepare Table of conversion Generate Revaluation Vouchers Revaluation Journal h. Linkage with other modules Issue Division Forex Division Personnel and Administration Division Research and Statistical Division Financial Institution Supervision Division Payment and Settlement System i. j. General Reports MIS/Time Series Reports 3.1 DESCRIPTION OF FUNCTIONS COVERED Given below are functions along with their descriptions. 3.1.1 CAM Master set-up and Configuration This function maintains setup/configuration master used by this module. This is the first function that users must carry out during the initial setup of this module at proposed installation site. The generic setup parameters are likely to be organisation name, address, financial year, number format, currency format, number of decimal places, voucher initial values (both for Local Accounts and Currency Accounts etc. Following are the masters from AAM module, which are in common with the CAM module General Ledger Class General Ledger Group General Ledger Sub Group General Ledger General Ledger Sub Head General Ledger Head Type General Ledger Sub Head Type Bank master Bank Branch Master Bank Account Chequebook Master Cancellation of Cheque Transaction Type Schedule Type CAM – SRS Ver 1.3 Page 17 of 139 Integrated Central Banking System Central Accounts Management 3.1.1.1 Currency Master Description This function maintains details of various currencies. The currency master links two GL Codes with every Currency for the GL Codes that will be affected on the ledger/final accounts for mixed currency transactions. Note that bullion (gold and silver) will also be treated as currency as their nature in transaction is same as other currencies. The only difference is that apart from the value these will have a stock also (not maintained through this screen). For every currency the details of their applicable denominations will be maintained in the detail section. Actors or Participants User of Banking Division Pre Conditions N/A Exception The currency master will also maintain Ngultrum (Nu), the default currency. This being the local currency and will not be initiated in any mixed currency transactions, no GL Codes need to be linked with ONLY this currency. Even for bullion the detail for denomination is mandatory/required. Each ‘denominations’ of bullion like 10 gms Gold Bar, 20 gms Gold Bar, are treated as separate currencies to provide flexibility of the system to allow different rates (holding/buying/selling) for different ‘denominations’ of Bullion. Screen Layout Inputs The contents of Currency Master data store are: CAM – SRS Ver 1.3 Page 18 of 139 Integrated Central Banking System Currency Code* Currency Abbreviation* Currency Name* Bullion* Local* Our Account * FC Account* Central Accounts Management Currency Code e.g. 00-Ngultrum, 01-Dollar, 02-British Pound Currency short name like Nu, USD, GBP Currency Name e.g. US Dollar If Bullion then Y To mark which currency is the local, it will be against Nu only. This mark will be internally used (in queries) for transactions where only foreign currencies are applicable. When this currency is involved in mixed currency transaction the logical FC value will be debited/credited against this account Eg. OUR USD, OUR GBP When this currency is involved in mixed currency transaction the actual currency value will be debited/credited against this account, only if the transaction mode is Cash. E.g. CASH IN HAND USD, CASH IN HAND GBP etc. Inputs for detail Code* Abbreviation* Name* Multiplicity Factor* Active Denomination Code Eg. Rs. 5 Rupee Note Denomination short name Eg. 5 Denomination Name e.g. Five Rupee Note This is to signify how many units of that currency this denomination is for. This field is useful for calculations (in total value etc) against denomination usage. Whether this denomination is active. In case a particular denomination is taken off. It has to be marked as Inactive. (Eg. One Rupee Note for INR) Data Store Currency Master Data store The following inputs will be stored in the Currency Master data store: - Currency Code - Currency Abbreviation - Currency Name - Bullion - Local - Our Account - FC Account The following inputs will be stored in the Currency Master Detail data store - Code - Abbreviation - Name - Multiplicity Factor - Active Business Logic The Currency Code, Abbreviation and Name should be Unique. CAM – SRS Ver 1.3 Page 19 of 139 Integrated Central Banking System Process Central Accounts Management For a Currency Code, the Denomination Code, Denomination Abbreviation, Denomination Name is unique. For the local currency (Local is checked), Ngultrum, the Ngultrum Account GL Code and Foreign Currency GL Code are not required. Enter and update Currency Master data store. Example (Header): Currency Code Currency Abbreviation Currency Name Bullion Local Our Account 00 Nu Ngultrum N Y FC Account Example (Detail) for Nu: Denomination Code Denomination Abbreviation Denomination Name Unit Value Active Nu 5 5 Ngultrum 5 5 Y 01 02 51 USD GBP GOLD US Dollar Pound GOLD – 10 gms N N Y N N N OUR USD OUR GBP OUR GOLD BAR – 10 gms CASH IN CASH IN GOLD BAR – 10 HAND USD HAND gms GBP Nu 10 10 Ngultrum 10 10 Y Nu 100 100 Ngultrum 100 100 Y Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.1.2 Commemorative Coin Master Description This function maintains the details of gold, silver and commemorative coins and acts like a ‘Coin Album’. These coins will/may be sold against foreign/local currencies. Different sets of the same coin may be manufactured and sold against different currencies. For that, the same coin code may exist against different sets. Screen Layout CAM – SRS Ver 1.3 Page 20 of 139 Integrated Central Banking System Central Accounts Management Inputs The contents of commemorative coin Master data store are: Coin Code* User defined code to identify coins Coin Name* Coin name Set* Set of the coin Minted Year Year in which the set was minted Name of Minting Press Name of the press which had minted the set. Type* Whether this is a gold coin or silver or Others. Manufacturing Cost* Marked as mandatory, so that MIS reports like Manufacturing Cost Vs Selling price may be taken. Initial Cost Price (in Ngultrum)* The initial cost price in Ngultrum. Selling Price* Selling price of the Coin[User entered] Forex Rate as on* This date field will mark that the selling price was calculated based on the FOREX rate of which date Selling Currency* The currency in which the coin will be/is sold. Eg. USD Unit* Eg. G-Grams or P-Pieces, coming from Unit of Measurement Master (IMM) Stock in hand* Current Balance in unit Ledger A/c * GL Account code Data Store Commemorative Coin Master Data store The following inputs will be stored in the Commemorative Coin Master data store: - Coin Code - Coin Name - Set CAM – SRS Ver 1.3 Page 21 of 139 Integrated Central Banking System - Central Accounts Management Minted Year Name of Minting Press Type Manufacturing Cost Initial Cost Price (in Ngultrum) Selling Price Forex Rate as on Selling Currency Unit Stock in hand Ledger A/c Business Logic FOREX rate should be the latest provided (only approved are to be considered). Combination of code and set, name and set has to be unique. Process Enter and update commemorative coin Master data store. Example: Coin Code Coin Name Set Minted Year Name of Minting Press Type Manufacturing Cost Initial Cost Price in Nu Selling Price FOREX Rate as on Selling Currency Unit Stock in hand Ledger Ac 01 Sertrum Set 0 1998 Press 1 Gold 400.00 2871 200 01/02/2005 01 P 1000 21211 01 Setrum Set 521 2004 Press 2 Gold 588.01 15732.38 500 21/11/2005 00 P 2000 21213 02 Setrum Set 435 2006 Press 1 Silver 588.01 15732.38 0 05/03/2006 00 P 600 21214 Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.1.3 Contact Master Description This function stores all the contact information for External contacts (govt. department or any other organisation) for sending different reports. A data store, ‘Contact Type Master’ is referred to segregate whether a contact is a government department, financial institution (required in FISD Module) or any other. CAM – SRS Ver 1.3 Page 22 of 139 Integrated Central Banking System Central Accounts Management Screen Layout Inputs The contents of Contact Address Master are: Contact Code* Contact Name* Contact Type* Contact Person Name Address line 1* Address line 2 Address line 3 Email Phone No* Fax No Parent Contact Unique code for department/agencies Department/ Agencies name[user will select from a list] Whether the dept is govt/financial inst./Other Name of the contact person [User entered] Address Detail [User entered] Address Detail [User entered] Address Detail [User entered] Email Id of that contact person [User entered] Phone Number [User entered] Fax Number [User entered] Parent contact should be selected from a view link. Data Store Contract Address Master Data store The following inputs will be stored in the Contract Address Master data store: - Contact Code - Contact Name - Contact Type - Contact Person Name - Address line 1 - Address line 2 - Address line 3 - Email - Phone No - Fax No - Parent Contact CAM – SRS Ver 1.3 Page 23 of 139 Integrated Central Banking System Central Accounts Management Business Logic Contact Code, Name must be unique. Process Enter and update Contact Address Master data store. Example: Contact Code Contact Name Contact Type Contact Person Name Address line 1 Address line 2 Address line 3 Email Phone Fax DADM BNB Department of AID & Debt Mngmnt. Bhutan National Bank GOVT FIN INST Director General Managing Director Department of AID & Debt Mngmnt. XXXX Thimphu Thimphu DADM@------ Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.1.4 Dispatch Document Master Description This function stores file number of the document issued from banking division. It may dispatch documents to external contacts or internal divisions, for both - the file numbers has to be maintained through this master. Actors or Participants User of Banking Division Pre Conditions N/A Screen Layout CAM – SRS Ver 1.3 Page 24 of 139 Integrated Central Banking System Central Accounts Management Inputs The contents of Dispatch Document Master are: Contact * To select a contact [user will select form a view] External Division To enter the division of selected contact (non mandatory) Internal Division To select a division [user will select form a view] File Name* Name of the file [user entered] Data Store Despatch Document Master Data store The following inputs will be stored in the Despatch Document Master data store: - Contact - External Division - Internal Division - File Name Business Logic Either the code or external division (non mandatory) or internal division needs to be mentioned. The same file cannot refer to external contact as well as internal division. The prefix of the filename will be auto-generated as RMA/External DivisionContact Code/Fin Yr Code/ or RMA/Division Code/Fin Yr Code/ depending upon the selection. Since the filename (prefix) is auto-generated and dependent on selection of division, editing will cause mismatch of data. As such there should not be any edit mode. Process Enter and update Dispatch Document Master data store. Example: Contact External Division Internal Division FileName 01 DADM RMA/01/0506/001 02 BD RMA/BD/0506/002 Verification and Validation NA Analytical / Calculation NA CAM – SRS Ver 1.3 Page 25 of 139 Integrated Central Banking System Central Accounts Management Application Error NA 3.1.1.5 Contact Account Master Description This function stores account information for local govt agencies/department. Each Govt. department (from the contact master data store whose contact type is Govt Dept.) is mapped against one or more GL Codes (and SL Codes) applicable. This information will be required for generating different reports on local govt account. This screen may be used for any other contact type (for instance financial institutions) if so required by any other module. Screen Layout Inputs The contents of Govt Account Master data store are: Contact Code* Unique code for departments/agencies[User will select from a view] Contact Name* Name of the department /agencies[Display Automatically] GL Code* GL account code from GL Head Master [User will select from a view] SL Code SL Account code (if any) from SL head Master [User will select from a view] Data Store Govt Account Master Data store The following inputs will be stored in the Govt Account Master Data store: - Contact Code - Contact Name - GL Code - SL Code Business Logic None Process Enter and update Govt Account Master Data store. Example: Contact Code CAM – SRS Ver 1.3 ADB PFD RICB Page 26 of 139 Integrated Central Banking System Contact Name GL Code SL Code Central Accounts Management ADB World Bank 20701 Provident Fund Department 20702 Royal Insurance Corporation of Bhutan 20703 Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.1.6 Bill Calendar Description This function stores the yearly discount bill calendar. This will maintain the various Discount Bills offered by RMA. Actors or Participants User of Banking Division Pre Conditions N/A Screen Layout Inputs The contents of Bill Calendar data store are: Bill Number Auto generated Duration (Days)* Duration in terms of days Plan Auction Date* The date on which the bill is planned to be auctioned Plan Settlement Date* The date on which the bill is planned to be settled Plan Maturity Date* The date on which the bill is planned to be matured Cancelled It’s a check Box(Flag) CAM – SRS Ver 1.3 Page 27 of 139 Integrated Central Banking System Central Accounts Management Data Store Bill Calendar Data store The following inputs will be stored in the Bill Calendar data store: - Bill Number - Duration (Days) - Plan Auction Date - Plan Settlement Date - Plan Maturity Date - Cancelled Business Logic Bill number generation logic: It will be RMA/ <incremental number> Settlement date has to be greater than Auction date and Maturity date has to be greater than settlement date. Settlement Date is 1 day greater than Auction Date, and Maturity date is (Duration) days after Settlement Date. User may change in exceptional cases. Process Enter and update Bill Calendar data store. Example: Bill Number Duration Plan Auction Date Plan Settlement Date Plan Maturity Date Cancelled RMA/1 91 27/04/2005 28/04/2005 27/07/2005 No Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.1.7 Holding Rate Master Description This function stores the information about holding rates for every currency. The holding rates are maintained for a period of date range. This function may be extended when Reserve Management Module (RMM) is developed. Actors or Participants User of Banking Division/Reserve Management Pre Conditions N/A Screen Layout CAM – SRS Ver 1.3 Page 28 of 139 Integrated Central Banking System Central Accounts Management Inputs The contents of Holding Rate Master (Header) are: From Date* Effective range from date To Date* Effective range to date The contents of Holding Rate Master (Detail) are Currency Code The code of the currency Currency Abbreviation The abbreviation of the currency Currency Name The name of the currency Holding Rate Actual Holding rate per unit of the currency Data Store Holding rate master store The following inputs will be stored in the Holding Rate Master (Header) data store: - From Date - To Date The following inputs will be stored in the Holding Rate Master (Detail) data store: - Currency Code - Currency Abbreviation - Currency Name - Holding Rate Business Logic Range of From Date and To Date has to be unique. Process Enter and update Holding Rate Master data store. Example (Header): From Date To Date Example (Detail): Currency Code Currency Abbreviation Currency Name CAM – SRS Ver 1.3 01/01/2006 06/01/2006 01 USD US Dollar 03 GBP British Pound Page 29 of 139 Integrated Central Banking System Holding Rate Central Accounts Management 54 63 Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.1.8 Buying/Selling Rate Master Description This function stores the information about holding rates for every currency. The buying and selling rates are maintained for a date and instrument. This function may be extended when Reserve Management Module (RMM) is developed. Actors or Participants User of Banking Division/Reserve Management Pre Conditions N/A Screen Layout Inputs The contents of Buying/Selling Rate Master (Header) are: Effective Date* Effective Date Instrument* Instrument for which the rates are entered. The contents of Buying/Selling Rate Master (Detail) are Currency Code The code of the currency Currency Abbreviation The abbreviation of the currency Currency Name The name of the currency CAM – SRS Ver 1.3 Page 30 of 139 Integrated Central Banking System Buying Rate Selling rate Central Accounts Management Actual buying rate per unit of the currency Actual selling rate per unit of the currency. Data Store Buying/Selling rate master store The following inputs will be stored in the Buying/Selling Rate Master (Header) data store: - Effective Date - Instrument The following inputs will be stored in the Buying/Selling Rate Master (Detail) data store: - Currency Code - Currency Abbreviation - Currency Name - Buying Rate - Selling Rate Business Logic Range of From Date and To Date has to be unique. Process Enter and update Holding Rate Master data store. Example (Header): Effective Date Instrument 01/01/2006 Telegraphic Transfer (TT) Example (Detail): Currency Code Currency Abbreviation Currency Name Buying Rate Selling Rate 01 USD US Dollar 54 56 03 GBP British Pound 63 64 Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.1.9 Financial Year Master Description This function stores the different financial years of the system. This and other modules as well as report generation require this information. Actors or Participants User of Banking Division CAM – SRS Ver 1.3 Page 31 of 139 Integrated Central Banking System Central Accounts Management Pre Conditions N/A Screen Layout Inputs The contents of Financial Year Master are: Financial Year Code* Code of the financial year Financial Year Name* Descriptive Name of the financial Year Start Date* Start date of the financial year End Date* End date of the financial year Active Whether the financial year is active Data Store Financial Year Master Data store The following inputs will be stored in the Financial Year Master data store: - Financial Year Code - Financial Year Name - Start Date - End Date - Active Business Logic Code and name has to be unique. Only one financial year may be active at a time. Process Enter and update Financial Year Master data store. Example: Financial Year Code Financial Year Name Start Date End Date Active 0405 Year 2004-2005 01/06/2004 31/05/2005 N 0506 Year 2005-2006 01/06/2005 31/05/2006 Y 0607 Year 2006-2007 01/06/2006 31/05/2007 N Verification and Validation NA CAM – SRS Ver 1.3 Page 32 of 139 Integrated Central Banking System Central Accounts Management Analytical / Calculation NA 3.1.2 Transactions 3.1.2.1 Staff Salary Saving This functionality will manage the Staff Salary Saving scheme of RMA maintained by banking division to deposit monthly net salary of the RMA staff and to allow subsequent withdrawal. Further, this function shall have feature to allow authorized user to make deposits (both cash and cheque/draft) other than usual monthly salary, calculate interest and produce necessary queries and regular reports. 3.1.2.1.1 Internal Deposit Description This function manages the deposit of employee salary/loans/advances or any other deposits initiated from ADM and have to be deposited into employee’s salary savings account maintained with banking division. The information like employee, amount, etc for these deposits will be retrieved from the reference voucher generated from ADM. By this function the deposit amount of individual employee will be credited to their salary savings account. It is the voucher generated through this screen that will actually deposit the salary amount into the respective accounts of the employees. The Voucher generated through AAM will thus act more like a credit booking against the employees and does not mean the disbursement of their salaries. Actors or participants User of the Banking Division Pre Conditions Reference voucher has to be completed and authorised from AAM module Screen Layout CAM – SRS Ver 1.3 Page 33 of 139 Integrated Central Banking System Central Accounts Management Inputs The contents of Internal Deposit Header data store are: Voucher No* ADM Voucher No.* Value Date* Debited Gl Head* Ref. No. Particulars* The voucher prepared for this deposit in BD The Reference voucher number created in ADM The transaction date to be entered. The bank account where the cheque issued by ADM has been deposited[User will select form a view Link] Unique Number Default narration from ADM voucher The contents of Internal Deposit Detail data store are Employee Code* Employee Code selected from the reference Employee Name Name of the employee Amount Total Amount Data Store Internal Deposit Data Store The following inputs will be stored in Internal Deposit Header data store: - Voucher No CAM – SRS Ver 1.3 Page 34 of 139 Integrated Central Banking System Central Accounts Management - ADM Voucher No. - Value Date - Debited GL Head - Ref. No. - Particulars The following inputs will be stored in Internal Deposit Detail data store - Employee Code - Employee Name - Amount Output Creation of Internal deposit transactions in General Transaction (Nu) Data store Post conditions Voucher has to be verified and approved Flow of Events ADM department will issue a cheque with a deposit advice stating deposit amount of each employee and the reference voucher number to Banking Division The individual deposit information will be retrieved from AAM module User will then verify or authorised through “verify” and “authorised” button. Banking Division will pass a voucher (on authorization) as bellow Debit Bank Account (BOB) Credit Salary Savings Accounts (Employee) Business Logic On selection of reference voucher, system will show the list of employee and the amount to be deposited Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.2.1.2 Withdrawal Description This function manages the withdrawal of money from salary savings account Actors or participants Banking Division Teller Pre Conditions N/A Screen Layout CAM – SRS Ver 1.3 Page 35 of 139 Integrated Central Banking System Central Accounts Management Inputs The contents of Withdrawal data store are: Voucher No* The voucher prepared for this withdrawal in BD Value Date* Value Date of the transaction[user entered] Slip Number* Withdrawal slip number [User entered] Employee * Employee Code, Name Saving A/C No* Salary savings a/c no. linked with the employee code Withdrawal Amount* Amount to be withdrawn [User entered] Denomination Type Denomination Number Value Total Value Type of denomination [User Selection] Denomination Number Amount/Value [User entered] Total Value Data Store Withdrawal data Store The following inputs will be stored in Withdrawal data Store data store: - Voucher No. - Value Date - Slip Number - Employee Code - Saving A/C No - Withdrawal Amount The following inputs will be stored in Withdrawal detail data Store data store - Denomination Type CAM – SRS Ver 1.3 Page 36 of 139 Integrated Central Banking System - Central Accounts Management Denomination Number Value Total Value Post conditions Voucher has to be verified and approved Flow of Events Employee will submit the duly filled withdrawal slip Teller will verify the account number, signature from the system and balance available On acceptance of the withdrawal form, Banking Division will pass a voucher as bellow Debit Salary Savings Accounts (Employee) Credit Cash Business Logic If withdrawal amount is more than available balance, withdrawal will not be allowed On putting the employee code, savings account number has to be fetched from employee master. System will also retrieve the image and signature of employee. The photo and signature will be stored as a image file in the server and the path of those files will be stored in database Reference of the voucher has to be linked with the withdrawal process Verification and Validation Employee must have a salary deposit account Withdrawal amount cannot be more than available balance Analytical / Calculation NA Application Error NA 3.1.2.1.3 Deposit (Cash/Cheque) Description This function manages the deposit of money in form of cash or cheque into salary savings account Actors or participants Banking Division Teller Screen Layout CAM – SRS Ver 1.3 Page 37 of 139 Integrated Central Banking System Central Accounts Management Inputs The contents of Deposit data store are: Voucher Number* Corresponding voucher No prepared for this transaction in BD Value Date* Value Date of the transaction Slip Number* Withdrawal slip number Employee Employee Code Saving A/C Number* Salary savings a/c no. linked with the employee code Deposit Amount* Amount to be deposited Transaction Mode C-Cash deposit, Q-Cheque Deposit, [Mode of Transaction] Corresponding to the above input there will be Deposit (cash/cheque) detail input as follows Denomination Type Type of denomination [User selection] Denomination Number Number of Denomination[User entered] Value Value Bank Name of the Bank[User will select form the view Link] Cheque Draft No Cheque or Draft Number[User Entered] Amount Amount CAM – SRS Ver 1.3 Page 38 of 139 Integrated Central Banking System Central Accounts Management Data Store Deposit Data Store The following inputs will be stored in Deposit Data Store Header data store: - Voucher No - Value Date - Slip Number - Employee - Saving A/C Number - Deposit Amount - Transaction Mode The following inputs will be stored in Deposit Data Store Detail data store: - Denomination Type - Denomination Number - Value - Bank - Cheque Draft - Amount Output Creation of salary deposit transactions in General Transaction (Nu) Data store Report for list of deposits Flow of Events Employee will submit the duly filled deposit slip Teller will verify the account number, signature and also authenticate (manual) the cheque in case of cheque deposit. Once the teller is satisfied, an appropriate proof sheet shall be generated by the system, verify it and sign on the “Prepared by:” column and forward to Approving Officer. The employee will be issued an acknowledgement and the proof sheet will be generated for deposit information If it is cash deposit the voucher will be prepared, verified and approved at the time of deposit by the teller but for outside (ex-RMA) cheque deposit the voucher will be pending till the cheque is cleared/collected Once the cheque is cleared through clearing, the authorizer will verify and authorised the same by assigning new voucher number effective form authorised date. The nature of the transaction will be as follows Cash Debit Cash Credit Salary Savings Account (Employee) Cheque Debit Credit RMA Account with Bank Salary Savings Account (Employee) Business Logic NA Verification and Validation NA CAM – SRS Ver 1.3 Page 39 of 139 Integrated Central Banking System Central Accounts Management Analytical / Calculation NA Application Error NA 3.1.2.1.4 Calculate Interest Description This function manages the calculation of interest using daily product method on the balance of salary savings account Actors or participants Banking Division Users Pre Conditions N/A Screen Layout Inputs The contents of Calculate Interest Header data store are: Voucher No. Corresponding Nu voucher Number Rate of Interest (%)* Rate of interest for the period in percentage From Date* Interest Calculated From Date To Date* Interest Calculated To Date CAM – SRS Ver 1.3 Page 40 of 139 Integrated Central Banking System Debit GL Head Ref. No. Particulars Inputs (Details) Employee Code Employee Name Amount Central Accounts Management Debited GL A/c [User will select form a view ] Unique Reference Number Particulars of transaction Employee Code (List will be displayed) Name of Employee Interest Amount Data Store Calculate Interest header The following inputs will be stored in Calculate Interest Header data store: - Voucher Number - Rate of Interest (%) - From Date - To Date - Debit GL Head - Ref. No. - Particulars The following inputs will be stored in Calculate Interest Detail data store - Employee Code - Employee Name - Amount Output Creation of interest calculation record Creation of salary Interest transactions in General Transaction (Nu) Data store Report for interest journal Post conditions Interest Journal is printed for verification and approval After verification, interest vouchers are approved Flow of Events At the end of the month (or any period) interest will be calculated on daily product basis based on monthly basis. Banking Division will generate interest calculation on monthly basis and send to the ADM division. ADM will then verify it online and write a cheque to the banking division. On receiving this cheque, the banking division will raise a voucher and authorised it. Print the interest journal and get approval The nature of the transaction will be as follows Debit Interest Expense Account Credit Salary Savings Account (Employee) Business Logic Input date range for interest calculation. Base on the date range collect the transactions required to calculate interest from the individual saving sub-ledgers. Within each sorted individual account, calculate number of days for each change of balances as below. CAM – SRS Ver 1.3 Page 41 of 139 Integrated Central Banking System Date 30/06/2002 31/07/2002 23/07/2002 Date Particulars BBF – from June 3003 Deposit for July 02 Deposit for Aug 02 Central Accounts Management Amount 129,208.14 DR 3,000.00 CR 3,000.00 CR Balance 129,208.14DR 126,208.14DR 123,208.14DR No. Of Days 31 23 32 Calculate the interest as (balance*no_of_days*rate)/36500 as shown below: Particulars 30/06/2002 BBF – from June 3003 31/07/2002 Deposit for July 02 23/07/2002 Deposit for Aug 02 Total Interest Amount Balance 129,208.14 DR 3,000.00 CR 3,000.00 CR 129,208.14DR 126,208.14DR 123,208.14DR No. Of Days 31 23 32 Interest 548.69 397.64 946.33 Verification and Validation There should not be more than one interest calculation for same period All Mandatory fields are marked by “*”. Analytical / Calculation Interest For a period (Days)= (balance*no_of_days*rate)/36500 Application Error NA CAM – SRS Ver 1.3 Page 42 of 139 Integrated Central Banking System Central Accounts Management 3.1.2.2 Ngultrum Vouchers 3.1.2.2.1 General Transaction (Nu) This functionality will maintain the normal Ngultrum vouchers maintained by Banking Division. The process and business logic is same as with the general transaction of AAM module. Refer the following Use Cases of AAM module General Transaction (Section 3.1.2.2.1 of Document ICBS/AAM/STDSRS/SRS-AAM003) 3.1.2.2.2 Reverse Voucher (Nu) Refer the following Use Cases of AAM module CAM will use the same reversal voucher interface used by the AAM to reverse the authorised voucher. Reverse Journal (Section 3.1.2.2.2.1 of Document ICBS/AAM/STDSRS/SRS-AAM-003) 3.1.2.3 Foreign Currency Accounting This function will manage all the transactions where foreign currency is involved. For the foreign currency vouchers where foreign currency is booked against Ngultrum, the equivalent Ngultrum amount is booked under the value of currency (VOC) account against the ‘Our Currency’ account for equivalent FC value. Therefore for any such type of voucher there will be two parts – one for Ngultrum Accounting and other for FC accounting. The provision for currency wise VOC account is dependent on how the Chart of Account is defined by RMA. Each of these VOC accounts is tagged with the corresponding currency in currency master. All the vouchers will go thru the following common steps. Preparation of Voucher All monetary transactions either payments advise or receipts pertaining to the Division has to be dully approved or endorsed by the management before it is passed on to the Approving Officer except for certain transactions which is in line with the existing standing instructions. Any authorized users of the Banking Division can prepare the voucher directly on the system, view it on screen, print necessary copies of the voucher and carry out the verification. The user preparing the voucher is required to initialise on the documents for accountability purpose. Next the same voucher copies are submitted to the verifying officer who conducts further checks. If the entry is found correct, it is further passed to the approving officer for final verification and approval. Once the approving authority verifies, signs on the documents and approves online, then only the necessary accounts will be updated. Process: The process will have the following steps: a. Make sure that there is a proper authorization and all supporting documents necessary to raise any voucher. b. Voucher number must be system generated (as discussed in AMM module). c. Input the transaction date, narration, value date and other information required at voucher header level. d. In the detail section input debit/credit amount, assign appropriate accounts codes for the transaction, particular of the account transaction, and further bifurcate the voucher record into denomination (if applicable/cash related voucher). CAM – SRS Ver 1.3 Page 43 of 139 Integrated Central Banking System Central Accounts Management e. For debit record allow only debit amount field to enter. Similarly for the credit record allow only credit field to enter. f. System shall automatically check and remind the users if the total amount of debits is not equals to total of credits on completion of entry. g. System shall not allow posting voucher to unopened or closed period (previous financial period or future financial period). h. At the time of preparing voucher, verification and approval fields should be kept blank. Until and unless the voucher is not verified and approved by the authorized users, no accounts shall be updated. i. View the voucher on the screen to make sure that everything is gone correctly. j. Print the voucher, check it thoroughly, sign on the “Prepared by:” column and submit along with other supporting document(s) to the verifying Officer for verification and signing. Once verified, the voucher shall be sent to the Approving officer for final approval Verification of Voucher This process will allow Verification Officer to view the voucher on screen, verify it, leave pending/reject or authorize the voucher. Approval of such voucher at this stage shall not affect the corresponding accounts. Process: a. Once the Verifying Officer receives the voucher copies, the computer generated voucher reference number is keyed in the system that will search the record and display on the screen. b. If the required record is unable to find, the system will display all pending voucher(s) due for verification, sorted by date of entry on the separate voucher search screen. User can pick from the list and display it on the main voucher preparation screen/interface. Once the verification is over and found correct, the verifying officer shall be given option to approve/reject or leave pending. c. Following the approval of Verifying Officer, the voucher will be made available for the Approving Officer to verify further and give final approval or reject it. d. If the voucher is found correct, then Verifying Officer shall sign on the voucher copies against the “Verified by:” column and authorize the voucher online. e. The voucher copies along with the necessary documents shall be forwarded to the approving officer for final verification and approval. Approve Voucher This process will allow an Approving Officer to view the voucher on screen, verify it, and approve/reject it. Process: a. The separate authorization screen/interface shall be provided in the new system for the approving officer to check and accord final approval of voucher. b. The system will display all the current vouchers lying pending for approval. The Approving Officer shall select the particular voucher requiring final verification and approval. c. The approving officer is required to check the displayed record thoroughly. Once the verification is over the approving officer shall be given an option to Approve or Reject. Once approved online, the voucher shall update the corresponding accounts automatically. CAM – SRS Ver 1.3 Page 44 of 139 Integrated Central Banking System Central Accounts Management d. The Approving Officer is also required to sign on the voucher copies following the online approval process. e. If the voucher is found unacceptable by the Approving Authority, then such remarks shall be noted on the voucher (hardcopy) and send back to the concerned user responsible for preparation. f. If voucher is rejected then the history of rejection with remarks will be stored 3.1.2.3.1 General Foreign Currency Voucher Description This function will manage the normal currency voucher where the currency used is same for all the account heads. This function is similar to the General Transaction (Nu) with foreign currency involved. Actors or participants Banking Division Users Screen Layout Inputs The contents of General FC Voucher data store are: Voucher No* Voucher Date Value Date* Voucher Type* TDS Applicable External Reference Division CAM – SRS Ver 1.3 System generated unique no of voucher. System date The date that this Transaction takes effect. The unique ID number of the transaction type in which this Transaction would be documented. Tax Deduction at Source [User will select form a list] Physical Document no for this Transaction The Division to which this entry is relevant. Page 45 of 139 Integrated Central Banking System Particulars* Reason of Rejection Central Accounts Management A plain text description of this Transaction Remarks for rejection Corresponding to the entry above the following attributes will be entered in detail. Currency/ Mode * GL Code* GL Head* Bank A/C No /SL Type SL Code SL Head Amount Dr* Amount Cr* Ref No. Note Budget Balance Currency of transaction, and there will be master for Bank Reference type which are basically Cheque, Pay Order, Draft etc. Unique Code for GL The unique ID number of the General Ledger Head to be debited or credited. The unique ID number of the Sub-Ledger Head to be debited or credited or Bank A/C No. Unique Code for GL SL Description The amount to be debited. The amount to be credited Existing no of Bank Reference (Cheque no/Draft No.). System will automatically put the available unused cheque number against the bank account An alphanumeric text description for this entry. Budget Balance Data Store The above mentioned inputs will be stored in the following data stores: General FC Voucher Header General FC Voucher Detail Post conditions NA Flow of Events Authorised user will prepare the voucher by entering the details as described in the data stores Once voucher is prepared user will print it and sign on as “Prepared By” and submit for verification and authorisation Once voucher is verified it will be ready for authorisation Once authorised, voucher will be locked and balances will be updated Business Logic Each Transaction has to be marked by a voucher type Voucher Number will be system generated, voucher number will be reinitialised every year There can be one debit-many credit, one credit-many debit and one debit-one credit Users will be able to both select and enter a/c code or description While searching for an account filtering facility will be made available The current unused cheque number against the selected bank account will come automatically Cheque number will be cancelled automatically when the voucher using the cheque number is reversed CAM – SRS Ver 1.3 Page 46 of 139 Integrated Central Banking System Central Accounts Management Verification and Validation Voucher type, Date, Number, amount, particular/narration, currency code can not be null User can’t put both debit and credit amount for a GL/SL entry If for a GL/SL entry the debit and credit amount is 0 then it will be discarded All Mandatory fields are marked by “*”. Analytical / Calculation NA Application Error NA 3.1.2.3.2 General Ngultrum Voucher Description This function will manage the normal currency voucher where the currency used is same for all the account heads. This function is similar to the General Transaction (Nu) with foreign currency involved. Actors or participants Banking Division Users Screen Layout Inputs The contents of General Ngultrum Voucher data store are: Voucher No* System generated unique no of voucher. Voucher Date System date CAM – SRS Ver 1.3 Page 47 of 139 Integrated Central Banking System Value Date* Voucher Type* TDS Applicable External Reference Division Particulars* Reason of Rejection Central Accounts Management The date that this Transaction takes effect. The unique ID number of the transaction type in which this Transaction would be documented. Tax Deduction at Source [User will select form a list] Physical Document no for this Transaction The Division to which this entry is relevant. A plain text description of this Transaction Remarks for rejection Corresponding to the entry above the following attributes will be entered in detail. Mode * There will be master for Bank Reference type which are basically Cheque, Pay Order, Draft etc. GL Code* Unique Code for GL GL Head* The unique ID number of the General Ledger Head to be debited or credited. Bank A/C No /SL Type The unique ID number of the Sub-Ledger Head to be debited or credited or Bank A/C No. SL Code Unique Code for GL SL Head SL Description Amount Dr* The amount to be debited. Amount Cr* The amount to be credited Ref No. Existing no of Bank Reference (Cheque no/Draft No.). System will automatically put the available unused cheque number against the bank account Note An alphanumeric text description for this entry. Budget Balance Budget Balance Data Store The above mentioned inputs will be stored in the following data stores: General Nu. Voucher Header General Nu. Voucher Detail Post conditions NA Flow of Events Authorised user will prepare the voucher by entering the details as described in the data stores Once voucher is prepared user will print it and sign on as “Prepared By” and submit for verification and authorisation Once voucher is verified it will be ready for authorisation Once authorised, voucher will be locked and balances will be updated Business Logic Each Transaction has to be marked by a voucher type Voucher Number will be system generated, voucher number will be reinitialised every year There can be one debit-many credit, one credit-many debit and one debit-one credit Users will be able to both select and enter a/c code or description CAM – SRS Ver 1.3 Page 48 of 139 Integrated Central Banking System Central Accounts Management While searching for an account filtering facility will be made available The current unused cheque number against the selected bank account will come automatically Cheque number will be cancelled automatically when the voucher using the cheque number is reversed Verification and Validation Voucher type, Date, Number, amount, particular/narration, currency code can not be null User can’t put both debit and credit amount for a GL/SL entry If for a GL/SL entry the debit and credit amount is 0 then it will be discarded All Mandatory fields are marked by “*”. Analytical / Calculation NA Application Error NA 3.1.2.3.3 Debit Advice Voucher (BK01) Description This function will manage the BK01/Debit Advice Voucher BK01 voucher is used in following transactions Foreign Currency Payment/Release Sale of Bullions Actors or participants Banking Division Users Screen Layout CAM – SRS Ver 1.3 Page 49 of 139 Integrated Central Banking System Central Accounts Management Inputs The contents of BK01 data store are: Voucher No. Voucher Number Voucher Date Voucher Date Value Date Effective Date [By Default System Date but user can edit it] Individual/Bank User will select between this two option[Individual/Bank/Bullion] Name Name of the person Number Unique Number of voucher Reference Corresponding to the entry above the following attributes will be entered in FC Voucher detail. Receipt Mode Debit GL Head Reference Number Payment Mode Currency Holding Rate Selling/Middle Rate Foreign Currency Amount Amount in (gms) Equivalent Nu Amount(s) Commission Amount Gain/Loss Net Receivable Purpose CAM – SRS Ver 1.3 Mode of Receipt [user will select form list] Debited Bank Name[User will select form a list] Reference Number Mode of Payment[Cash/Bank] Currency [User will select form a view link] Holding Rate[User entered] Selling /Middle Rate[user entered] Amount of Foreign Currency[user entered] Amount in Grams[User entered] Equivalent NU Amount Commission Amount[System Generated but user can edit ] Gain/Lose Amount[calculated by system] Total Amount Purpose of transaction[User will select form a list] Page 50 of 139 Integrated Central Banking System Particular Reason for Rejection Central Accounts Management Particulars of transaction Remarks for rejection Data Store The above mentioned inputs will be stored in the following data stores: BK01 Data store General FC Voucher Header General FC Voucher Detail General Nu Voucher Header General Nu Voucher Detail Output Population of BK01 Data store, General FC Voucher Header, General FC Voucher Detail, General Nu Voucher Header, General Nu Voucher Detail data store, printing of vouchers Post conditions 1. None Flow of Events Foreign Currency Payments and Release 1. Forex division will issue a authorization letter to the banking division for Foreign payment/releases 2. Upon receipt of the authorization letter from the Forex Division the banking division will check the date, currency code, amount, beneficiary account and other details 3. Swift Message is prepared and send to swift operator 4. On the basis of the above information system will generate following: Total of TCs/Notes Commission Amount Calculated from Selling rate and holding rate Equivalent in Nu. = Total of TCs & Notes * Hold Rate Total = Total of TCs & Notes * TT Sell Rate Commission Amount = Total – Equivalent in Nu 5. Prepare the voucher and print and sign on ‘Prepared By’ 6. Go thru the normal verification and authorization process 7. Once voucher is prepared any modification on the Forex authorization letter has to be manually effected on voucher 8. Once it is approved any modification on the Forex authorization cannot be implemented. In that case the current voucher has to be reversed and a new voucher has to be prepared 9. The nature of accounting for this voucher is given as bellow: Ngultrum Accounting Debit Bank/Cash Credit VOC (Cy) If Income from Exchange/Commission Credit Commission Income If Expense for Exchange/Commission Debit Commission Expense FC Accounting CAM – SRS Ver 1.3 Page 51 of 139 Integrated Central Banking System Central Accounts Management Debit Our Cy (Cy) Credit TC Account or Cash In Hand (CY) Bullion Bar Sale The BK01 voucher is also used for selling of Bullion bars at RMA. Selling of bullion bar requires management instruction The steps for selling bullion bar are as follows: 1. Upon receipt of the instruction from the Management the banking division will check the date, Bullion Type, amount, beneficiary account and other details 2. On the basis of the above information system will generate following: Exchange gain/loss Calculated from Selling rate and holding rate Equivalent in Nu. = (Total of Bullions) * Hold Rate Bank Total = Gain/(-Loss) in Nu. + Total of Bullions * Sell Rate 3. Prepare the voucher and print and sign on ‘Prepared By’ 4. Go thru the normal verification and authorization process 5. The Issue division will access the voucher from their system and will prepare their voucher motif wise 6. The information which are common to BK01 and issue division voucher will automatically reflected when they prepare their voucher 7. The nature of accounting for this voucher is given as bellow: Ngultrum Accounting Debit Foreign Exchange Current Ac Credit VOC (Gold or Silver) Credit Income from other sources Bullion accounting in grams Debit Our Gold/Silver Bar Credit Gold/Silver Bar Business Logic For each entry to BK01 data store there will be corresponding entry in Nu Voucher data store and FC voucher data store Verification and authorisation information will be copied from BK01 voucher data store to Nu and FC voucher data store If Cash is selected system will automatically debit the cash related GL head If Bank is Selected ,System will allow to enter/select Bank related GL head Gain/loss is calculated from(Holding Rate*Exchange Amount)-(Selling rate*Exchange Amount) If (Holding Rate*Exchange Amount) > (Selling Rate* Exchange Amount) then the difference is consider as a lose and Vice- versa Commission is required for some high level remittances decided by the management, and calculated at 1% of the total NU amount. Commission Charges: 1% of the total amount between 500 to 10000 is charge as commission. If 1 % of commission comes above Nu 10000 then the commission is limited to Nu 10000 only Calculated Commission is appropriately rounding off Verification and Validation Account head debited and credited has to be validated from account mapping data store CAM – SRS Ver 1.3 Page 52 of 139 Integrated Central Banking System Central Accounts Management All Mandatory fields are marked by “*”. Analytical / Calculation Commission Amount= (Total of TCs & Notes) * Holding Rate - (Total of TCs & Notes) * selling Rate Nu. Equivalent = (Total of TCs & Notes) * Holding Rate Bank Total = Commission in Nu. + Total of TCs & Notes * TT Sell Rate Application Error NA 3.1.2.3.4 FOREX Receipt Voucher (BK02) Description This function will manage the BK02/FOREX Receipt Voucher. BK02 voucher is used when Foreign Currency is received in terms of Notes/TC/Cheque/Drafts against Ngultrum. These are generally received from the local banks but in some special cases these are also received from the individuals There are two types of foreign currency receipt Foreign Currency Receipts in terms of Cash Presently 12 types of foreign currencies are accepted by RMA. When some individual brings these currencies the cash-buying rate is applied for exchange. But for the cases of commercial banks the middle rate (Average of cash buying and selling rate for the day) is applied. In order to keep track of these currencies, the serial number of notes, name & address of the depositor, date of deposit are registered. Foreign Currency Receipts in terms of TC/Cheque/Drafts The Instruments are accepted on a collection basis or immediate payment basis. There is a collection charge of .75% of the value of TCs and to maximum of Nu 10,000 are deducted from the payment. Actors or participants Banking Division Users Pre conditions In case of payment on collection corresponding collection transaction has to be performed Screen Layout CAM – SRS Ver 1.3 Page 53 of 139 Integrated Central Banking System Central Accounts Management Inputs The contents of BK02 data store are: Voucher No. Voucher Number Voucher Date Voucher Date Value Date Effective Date [By Default System Date but user can edit it] Individual/Bank User will select between this two option[Individual/Bank/Bullion] Depositor’s Name Name of the depositor Depositor Address Address of the depositor Corresponding to the entry above the following attributes will be entered in FC Voucher detail. Receipt Mode Payment Mode Reference Number Currency Code Buying/Middle Rate Foreign Currency Amount Equivalent Nu Amount Commission Amount Net Payable Purpose Particular Reason for Rejection Mode of Receipt [user will select form list] Debited Bank Name[User will select form a list] Reference Number Currency Code[User will select form a view link] Middle Rate Amount of Foreign Currency[user entered] Equivalent NU Amount Commission Amount[System Generated but user can edit ] Total Amount Purpose of transaction[User will select form a list] Particulars of transaction Rejection Remarks Data Store The above mentioned inputs will be stored in the following data stores: CAM – SRS Ver 1.3 Page 54 of 139 Integrated Central Banking System Central Accounts Management BK02 Data store General FC Voucher Header General FC Voucher Detail General Nu Voucher Header General Nu Voucher Detail Output Population of BK02 Data store, General FC Voucher Header, General FC Voucher Detail, General Nu Voucher Header, General Nu Voucher Detail data store Post conditions None Flow of Events Foreign Currency Receipts in terms of Cash 8. The physical notes brought by individual or bank are checked for genuineness of the notes, serial number of the notes etc. 9. After satisfactory checking Cash is received from individuals or bank along with the list of serial number and individual voucher is prepared for each currency 4. Prepare the voucher and print and sign on ‘Prepared By’ 5. Go thru the normal verification and authorization process 6. Once the voucher is approved, the counter value is paid either in cash or by crediting the current account of the commercial banks, which is advised to them in the form of credit advice. There is also option for cheque payment. 7. The nature of accounting for this voucher is given as bellow: Foreign Currency Accounting Debit Cash in Hand, Convertible Currencies (Cy Code) Credit Our Currency (Cy Code) Ngultrum Accounting Debit VOC (Cy Code) Credit Bank Current Account (In case of Credit Advice) Or Bank Account (In case of Cheque) Or Cash in Hand, Nu (in case of Cash) Foreign Currency Receipts in terms of TC/Cheque/Drafts 1. The Instruments brought by individual or bank are verified Immediate Payment 2. If it is an immediate payment Prepare the voucher and print and sign on ‘Prepared By’ 3. Go thru the normal verification and authorization process 4. Once the voucher is approved, the counter value is paid either in cash or by crediting the current account of the commercial banks, which is advised to them in the form of credit advice. There is also option for cheque payment. 5. The nature of accounting for this voucher is given as bellow: Foreign Currency Accounting Debit Bill/TCs for collection (42611) Credit Our Currency (Cy Code) CAM – SRS Ver 1.3 Page 55 of 139 Integrated Central Banking System Central Accounts Management Ngultrum Accounting Debit VOC (Cy Code) Credit Foreign Exchange Current Ac (24109) Or specified by user Or Cash in Hand, Nu (in case of Cash Payment) Payment on Collection 6. The depositor is issued an acknowledgement receipt 7. Before preparing the BK02 Voucher following transactions are done At the time of Receipt Foreign Currency Accounting Debit Bills/TCs for collection account (42611) Credit Sundry Deposit Account (30911) At the time of sending the TCs for collection to Bank Foreign Currency Accounting Debit Foreign Exchange Suspense Ac (47801) Credit Bills/TCs for collection account (42611) At the time of Collection Foreign Currency Accounting Debit Sundry Deposit Account (30911) Credit Foreign Exchange Suspense Ac (47801) At the time of Payment (Bk02) Foreign Currency Accounting Debit AMEX Bank Credit Our Currency (Cy Code) (18201) Ngultrum Accounting Debit VOC (Cy Code) (18101) Credit Foreign Exchange Current Ac (24109) Credit Commission & Fees (71103) 8. Go through the normal verification and authorization process 9. The counter value is paid either in cash or by crediting the current account of the commercial banks, which is advised to them in the form of credit advice. There is also option for cheque payment. 10. In case of FC Cash-user will enter foreign currency by denomination wise from the denomination interface and the total submission of the denomination will be automatically display in the FC amount field in read only mode. 11. In case of NU cash-user will local currency by denomination wise from the denomination interface and the total submission of the denomination will cross check with the total NU. 12. In some cases if commission is waived off, user will put commission rate as 0 Business Logic For each entry to BK02 data store there will be corresponding entry in Nu Voucher data store and FC voucher data store Verification and authorisation information will be copied from BK02 voucher data store to Nu and FC voucher data store CAM – SRS Ver 1.3 Page 56 of 139 Integrated Central Banking System Central Accounts Management Minimum Commission Charge of 0.75% of the total value of TC and Maximum charges up to Nu. 10000 Verification and Validation Account head debited and credited has to be validated from account mapping data store All Mandatory fields are marked by “*”. Analytical / Calculation Commission Amount= Total Nu Amount * Commission Rate Application Error NA 3.1.2.3.5 Currency Swapping Voucher (BK07) Description This function will manage the BK07/Currency swapping Voucher. BK07 interface will support following Voucher. FC Deposit of Foreign Bank. Govt Remittance to Other Bank. Individual FC cash exchange to RMA Actors or participants Banking Division Users Pre conditions Currency has been sent for swapping and the transaction has been booked against Suspense Account OR the swapping is being done in cash over the RMA counter. Screen Layout Inputs The contents of BK07 data store are: Voucher No. CAM – SRS Ver 1.3 Voucher Number Page 57 of 139 Integrated Central Banking System Voucher Date Value Date* Central Accounts Management Voucher Date Effective Date [By Default System Date but user can edit it] Corresponding to the entry above the following attributes will be entered in FC Voucher detail. Payment Mode* Receipt Mode* Sold Currency* Purchased Currency * Exchange Rate* Sold Amount Purchased Amount Purpose Particular Reason for Rejection Mode of paying sold currency Mode of receiving purchased currency Currency that is sold Currency that is purchased Exchange rate provided by foreign bank, which is to be input Amount of sold currency Amount of purchased currency Purpose of transaction[User will select form a list] Particulars of transaction Rejection Remarks Data Store The above mentioned inputs will be stored in the following data stores: BK07 Data store General FC Voucher Header General FC Voucher Detail Output Population of BK07 Data store, General FC Voucher Header, General FC Voucher Detail data store Post conditions BK09 Voucher for exchange loss Flow of Events 10. RMA send a SWIFT to the Bank from where the currency has to be purchased advising the amount of foreign currency to be purchased against a specified amount of foreign currency (e.g. USD, GBP) 11. The bank will send RMA the details of its account maintained with Foreign Bank and specify the date when RMA have to make the foreign currency payment 12. Upon receipt of the foreign currency payment deposited at foreign bank’s account with US Fed Reserve Bank, Bank credits the counter value in exchanged currency into RMA’s account maintained with it 5. Prepare the voucher, print and sign on ‘Prepared By’ 6. Go thru the normal verification and authorization process 7. The nature of accounting for this voucher is given as bellow: When currency sent for exchange 1st Currency Debit Suspense account in foreign Currency Credit Foreign Currency In Hand When equivalent amount is credited in Foreign Bank CAM – SRS Ver 1.3 Page 58 of 139 Integrated Central Banking System Central Accounts Management 1st Currency Debit Credit Our Currency (1st Cy Code) Suspense account in foreign Currency 2nd Currency Debit Credit Foreign Bank Ac Our Currency (2nd Cy Code) 8. If there is exchange loss then BK09 voucher will be prepared as bellow: Ngultrum Accounting Debit Commission & Fees Expense Credit Value of our Currency (Cy code) FC Accounting Debit Our Currency (Cy code) Credit Suspense account in foreign Currency Business Logic For each entry to BK07 data store there will be corresponding entry in Nu Voucher data store and FC voucher data store Verification and authorisation information will be copied from BK07 voucher data store to Nu and FC voucher data store While creating voucher apply the corresponding value date to the vouchers Verification and Validation Account head debited and credited has to be validated from account mapping data store All Mandatory fields are marked by “*”. Analytical / Calculation NA Application Error NA 3.1.2.3.6 FOREX Purchase Voucher (BK08) Description This function will manage the BK08/FOREX purchase Voucher. BK08 voucher is used for foreign currency receipts via correspondent banks but no charges are levied on beneficiaries. This voucher is generally used when funds are deposited by external agencies like the ADB, World Bank etc or interest is received in FC. This Voucher is also use for -Purchase of Foreign Currency without Commission -For Interest Income Actors or participants Banking Division Users Pre conditions Funds are deposited by external agencies into foreign currency account abroad and RMA has got that information CAM – SRS Ver 1.3 Page 59 of 139 Integrated Central Banking System Central Accounts Management Screen Layout Inputs The contents of BK08 data store are: Voucher No. Voucher Number Voucher Date Voucher Date Value Date* Effective Date [By Default System Date but user can edit it] Government/RMA Internal Whether the transaction is for Government or is RMA’s Transaction internal Transaction Depositor’s Name Name of the depositor Depositor’s Address Address of the depositor Corresponding to the entry above the following attributes will be entered in FC Voucher detail. Receipt Mode* Payment Mode* Currency* Holding Rate* Buying Rate* Foreign Currency Amount Equivalent Nu Amount Net Payable Purpose Particular Reason for Rejection Mode of receipt Mode of Payment Currency Holding Rate Buying Rate Foreign Currency Amount Equivalent amount in Ngultrum Total Amount Payable Purpose of transaction Particulars of transaction Rejection Remarks Data Store The above mentioned inputs will be stored in the following data stores: BK08 Data store General FC Voucher Header CAM – SRS Ver 1.3 Page 60 of 139 Integrated Central Banking System Central Accounts Management General FC Voucher Detail Output Population of BK08 Data store, General FC Voucher Header, General FC Voucher Detail data store Post conditions None Flow of Events 1. Funds are deposited by the external agencies into foreign currency account abroad or interest received 2. Prepare the voucher and print and sign on ‘Prepared By’ 3. Go thru the normal verification and authorization process 4. Print Credit Advice for bank, Gov. department of Aid and Debt management, Gov. Account holder 5. The nature of accounting for this voucher is given as bellow: FC accounting Debit Foreign Bank Account Credit Our Currency Nu Accounting Debit Value Our Currency Credit Foreign Exchange Current Account Business Logic For each entry to BK08 data store there will be corresponding entry in Nu Voucher data store and FC voucher data store Verification and authorisation information will be copied from BK08 voucher data store to Nu and FC voucher data store Holding rate used for calculating Interest Income. TT Buying rate used for calculating Govt remittance. Verification and Validation Account head debited and credited has to be validated from account mapping data store All Mandatory fields are marked by “*”. Analytical / Calculation None Application Error NA 3.1.2.3.7 Process FOREX Sale Voucher (BK09) Description This function will manage the BK09/FOREX Sale Voucher. BK09 voucher is used for foreign currency sale via correspondent banks but no charges are levied (Sale of FC without Commission). This voucher is generally used when foreign payments are done CAM – SRS Ver 1.3 Page 61 of 139 Integrated Central Banking System Central Accounts Management Actors or participants Banking Division Users Pre conditions NA Screen Layout Inputs The contents of BK09 data store are: Voucher No. Voucher Date Value Date* Government/RMA Transaction Voucher Number Voucher Date Effective Date [By Default System Date but user can edit it] Internal Whether the transaction is for Government or is RMA’s internal Transaction Corresponding to the entry above the following attributes will be entered in FC Voucher detail. Receipt Mode Payment Mode Currency Holding Rate Selling Rate Foreign Currency Amount Equivalent Nu Amount Net Receivable Purpose Particulars Reason of Rejection Mode of receipt Mode of Payment Currency of transaction Holding Rate Selling Rate Foreign Currency Amount Equivalent Nu Amount Total Purpose of Transaction Particular of Transaction Reason of Rejection Data Store CAM – SRS Ver 1.3 Page 62 of 139 Integrated Central Banking System Central Accounts Management BK09 Data store, General FC Voucher Header, General FC Voucher Detail data store Output The above mentioned inputs will be stored in the following data stores: Population of BK09 Data store General FC Voucher Header General FC Voucher Detail Post conditions None Flow of Events 1. Swift receipt for Payment received by bank 2. Prepare the voucher and print and sign on ‘Prepared By’ 3. Go thru the normal verification and authorization process 4. The nature of accounting for this voucher is given as bellow: FC accounting Debit Credit Our Currency Foreign Bank Ac Nu Accounting Debit Credit Telex charges/Fees Paid Value Our Currency Business Logic For each entry to BK09 data store there will be corresponding entry in Nu Voucher data store and FC voucher data store Verification and authorisation information will be copied from BK09 voucher data store to Nu and FC voucher data store TT Selling Rate or Holding Rate is used for calculating Govt remittance. Verification and Validation Account head debited and credited has to be validated from account mapping data store All Mandatory fields are marked by “*”. Analytical / Calculation NA Application Error NA 3.1.2.3.8 FOREX Settlement Voucher (BK10) Description This function will manage the BK10/FOREX Settlement Voucher. BK10 voucher is used when foreign currency is deposited in correspondent bank overseas especially on behalf of V.V.I.Ps and payment is done in Ngultrum from local banks. Bank charges decided by RMA are applied on beneficiary. Actors or participants CAM – SRS Ver 1.3 Page 63 of 139 Integrated Central Banking System Central Accounts Management Banking Division Users Pre conditions NA Screen Layout Inputs The contents of BK10 data store are: Voucher No. Voucher Number Voucher Date* Voucher Date (System Date) Value Date* Effective Date Individual/Bank Whether the transaction is for individual or Bank Received For/From Received From/For whom In Account With Reciever’s Bank name External Reference External reference number Corresponding to the entry above the following attributes will be entered in FC Voucher detail. Receipt Bank Payment Mode Currency TT Buying/Middle Rate Foreign Currency Amount Nu Counter Value Bank Charges Net Payable Purpose Particulars Reason of Rejection CAM – SRS Ver 1.3 Receipt Bank GL Head Mode of payment Currency of transaction TT Buying/Middle rate, whichever applicable Total Amount of Foreign Currency Counter Value in Ngultrum Charges for Bank Total Amount Purpose of Transaction Particular of Transaction Reason of Rejection Page 64 of 139 Integrated Central Banking System Central Accounts Management Data Store The above mentioned inputs will be stored in the following data stores: BK10 Data store General FC Voucher Header General FC Voucher Detail Post conditions NA Flow of Events 1. Banking division checks details of the transaction like Bank Account, Currency, Amount, beneficiary etc. 2. Based on the above input following are calculated Counter Value in Nu=FC amount * Exchange Rate Net Amount in Nu=Counter Value-Bank Charges. 3. Prepare the voucher and print and sign on ‘Prepared By’ 4. Go thru the normal verification and authorization process 5. Print Credit Advice for bank and beneficiary 6. In Case of individual Cheque is prepared 7. Payment can be Made in cash/Cheque, and in case of cheque, automatic cheque will generated by the system. 8. The nature of accounting for this voucher is given as bellow: Example: 1 FC accounting Debit Foreign Bank Account (e.g. 25215) Credit Our Currency Nu Accounting Debit Credit Credit Value Our Currency Foreign Exchange Current Account CD1173 (24109) Or BOB Misc. Ac (24106) Fees & Commission Business Logic For each entry to BK10 data store there will be corresponding entry in Nu Voucher data store and FC voucher data store Verification and authorisation information will be copied from BK10 voucher data store to Nu and FC voucher data store Verification and Validation Account head debited and credited has to be validated from account mapping data store All Mandatory fields are marked by “*”. Analytical / Calculation NA Application Error NA 3.1.2.3.9 Note Serial Number Tracking Description CAM – SRS Ver 1.3 Page 65 of 139 Integrated Central Banking System Central Accounts Management This is function will be used to store information regarding notes received by the Banking Division so that they can backtrack to the source in case of counterfeit/spoilt/un-acceptable notes. Actors or participants Banking Division Users Pre conditions NA Screen Layout Inputs The contents of Note Serial Tracking data store are: Date* Date (System Date, User may change) Received From* Name of Individual/Bank from where the same is received. Address/Comment Address of the receiver or any other comment. Currency Currency of the notes received. Corresponding to the entry above the following attributes will be entered in Note Serial Tracking detail. CAM – SRS Ver 1.3 Page 66 of 139 Integrated Central Banking System Denomination Serial Number Remarks Central Accounts Management Denomination of the selected currency Serial Number of the note received. Any remarks against the note received. Data Store The above mentioned inputs will be stored in the following data stores: Note Serial Tracking data store Post conditions NA Business Logic Combination of Date, Received From and Currency should be unique. Verification and Validation All Mandatory fields are marked by “*”. Analytical / Calculation NA Application Error NA CAM – SRS Ver 1.3 Page 67 of 139 Integrated Central Banking System Central Accounts Management 3.1.2.4 Discount Bill 3.1.2.4.1 Sale of Discount Bill This function manages the sale of discount bill from RMA. Actors or participants Banking Division Users Pre conditions Bill Calendar is prepared at the beginning of year On Last Wednesday of each month report is prepared for latest liquidity position, variation with last month of local banks and total bill outstanding. The report is presented to Monitory Operation Committee Monitory Operation Committee decides on auctioning of bills Screen Layout Inputs Following are the input in Sale of Bill: Voucher No Nu Voucher Number Value Date Effective Date Bill No.* From Bill Calendar Auctioned Date* Any external reference number Settlement Date* Date of settlement Maturity Date* Period for which bill is issued Duration Duration Face Value Per Unit* Value which will be returned at maturity No. of Participants Number of participants finalized in the bidding process Total Offered Total bid offered Total Sold Amount in Nu. of total sold Total Discount Amount in Nu. of total discount. Particulars* Details of Bill Following are the input in Sales of Discount bill Details CAM – SRS Ver 1.3 Page 68 of 139 Integrated Central Banking System Name GL Code GL Name SL Code SL Name Discount Rate Amount Discounted Amount Total Amount Particulars Central Accounts Management Name Unique Code for General Ledger GL Head Description Unique Code for Sub Ledger SL Head Description Rate of discount in percentage Amount offered to selected contact. Amount discounted Net amount received from the selected contact Particular of transaction Data Store Sales of Bill Data Store The following inputs will be stored in Sales of Bill data store: - Voucher No - Value Date - Bill No. - Auctioned Date - Settlement Date - Maturity Date - Duration - Face Value per Unit - No. of participants - Total Offered - Total Sold - Total Discount - Particulars The following inputs will be stored in Sales of Bill detail data store - Name - GL Code - GL Name - SL Code - SL Name - Discount Rate - Amount - Discounted Amount - Total Amount - Particulars Post conditions Verification and approval of voucher generated from Bill Sale Flow of Events 1. Committee decides on auctioning of Bill 2. Nu voucher is automatically created against this sale 3. Normal verification and approval process is done against the voucher 4. Following is an example of the accounting nature against a bill sale Debit BOB Miscellaneous Ac Debit BOB Miscellaneous Ac (for RICB) Debit BNB Miscellaneous Ac Debit Discount on RMA Bills Ac CAM – SRS Ver 1.3 Page 69 of 139 Integrated Central Banking System Central Accounts Management Credit RMA Discount Bill Ac Exception Single bill can be divided to more than one party Business Logic There can be single bill sold to multiple parties There can be un sold bills though it is scheduled in calendar Verification and Validation Bills sold has to be validated from calendar for bill number, scheduled date for auction and settlement All Mandatory fields are marked by “*”. Analytical / Calculation NA Application Error NA 3.1.2.4.2 Redemption of Bill This function manages the redemption of discount bill from. Actors or participants Banking Division Users Pre conditions Redemption letter issued Screen Layout Inputs The contents of Bill Redemption data store are: Voucher No. Unique Voucher Number Value Date Effective Date[By default System Date but user can edit it] Bill No.* From Bill Calendar[User will select form a view link] Contact Contact Description CAM – SRS Ver 1.3 Page 70 of 139 Integrated Central Banking System GL Head SL Head Face Value* Discount Rate Amount Particulars* Central Accounts Management GL Head Description SL Head Description Value which will be returned at maturity Rate of discount. Amount Details of Bill Data Store Bill Redemption Data Store The following inputs will be stored in Bill Redemption data store: - Nu Voucher Number - Value Date - Bill No. - Contact - GL Head - SL Head - Face Value - Discount Rate - Amount - Particulars Post conditions Verification and approval of voucher generated from Bill Redemption Flow of Events 1. Redemption letter issued by RSEB is presented 2. Nu voucher is created against this sale 3. Normal verification and approval process is done against the voucher 4. Following is an example of the accounting nature against a bill sale Credit BOB Miscellaneous Ac Credit BOB Miscellaneous Ac (for RICB) Credit BNB Miscellaneous Ac Debit RMA Discount Bill Ac Business Logic NA Verification and Validation Bills redeemed has to be validated from Bill Sale Information and calendar for bill number, Face value, Maturity date Analytical / Calculation NA Application Error NA CAM – SRS Ver 1.3 Page 71 of 139 Integrated Central Banking System Central Accounts Management 3.1.2.5 Interest Accrued/Received From Bank 3.1.2.5.1 Interest Received From Bank Description This function manages the received of income from bank accounts Actors or participants Banking Division Users Pre conditions NA Screen Layout Inputs Following are the input in Interest Received From Bank is: Voucher No Corresponding BK08 voucher no Bank Account* Bank account against which interest is received[User will select form a view Link] Value Date* Date on which interest was received[By default System Date but user can edit it] Currency Code* Currency in which interest is received [User will select form a view Link] FC Amount* Interest amount in foreign currency Holding Rate Holding rate of the currency. Equivalent Nu. Amount* Interest amount in Nu Interest Rate Rate of interest. Debit A/C Debit Account Number[User will select from a view link] Credit A/C Credit Account Number[User will select from a view link] Particulars Particulars about this transaction. Data Store Interest Received Data Store The following inputs will be stored in Interest Receive data store: - Voucher No. - Bank Account - Value Date - Currency Code CAM – SRS Ver 1.3 Page 72 of 139 Integrated Central Banking System - Central Accounts Management FC Amount Holding Rate Equivalent Nu Amount Interest Rate Debit A/C Credit A/C Particulars Post conditions Verification and approval of voucher generated from Interest Received Flow of Events 1. Information about interest is received thru bank statement/swift 2. BK 08 Voucher will be generated based on the information given 3. Normal verification and approval process is done against the voucher 4. Accounting Nature against this process will be as follows: Debit Foreign Investment Ac/Current Account/Overnight Account Credit Our Currency Debit Credit VOC Interest on Foreign Investment Ac (70103) Business Logic NA Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.2.5.2 Investment Information Description This function will store the detail about different foreign investments. This function is used as a driver interface and may be re-worked during RMM development. Actors or participants Banking Division Users Pre conditions NA CAM – SRS Ver 1.3 Page 73 of 139 Integrated Central Banking System Central Accounts Management Screen Layout Inputs Following are the input in Investment Information Investment No.* Investment Bank Invested From Date* Duration Invested To Date Currency* Principle Amount* Interest Rate* Interest Days (per year) Interest Amount * Maturity Amount Remarks Rollback Date Rollback Amount Unique No. to identify the investment Bank in which the investment is made. Investment Start Date Duration of the investment in days Investment To Date Currency of Investment. Amount to be received at end Rate of interest Days of year for interest calculation. Interest amount to be received for the investment period. Amount receivable on maturity Remarks for the investment Date on which the investment is rolled back, if at all. Amount receivable from the investment, if rolled back. Data Store Investment Information Data Store The following inputs will be stored in Investment Information data store: - Investment No. - Investment Bank - Invested From date - Duration - Invested To date - Principle Amount - Interest Rate - Interest Days (per year) - Interest Amount - Maturity Amount - Remarks - Rollback Date - Rollback Amount Post conditions CAM – SRS Ver 1.3 Page 74 of 139 Integrated Central Banking System Central Accounts Management NA Flow of Events New Investment User will enter the details about investments Corresponding voucher was raised. Once the voucher is authorised, no further modification on this information should be allowed. Re-Investment User will select the existing investment Mark as reinvested Reinvestment can not be done if the existing investment is not matured The period of reinvestment will be calculated from the existing investment period and maturity date Existing investment will be marked as reinvested and a new investment record will be created Rollback In case of rollback user will input the rollback date and the rollback value For a rollback investment interest receipt/accrual can not be done Validation and Verification NA Analytical / Calculation NA Application Error NA 3.1.2.5.3 Interest Accrual Description This function will create the accrual voucher at the end of year (any period) for the interest receivable from different investment/current account Actors or participants Banking Division Users Pre conditions NA Screen Layout CAM – SRS Ver 1.3 Page 75 of 139 Integrated Central Banking System Central Accounts Management Inputs Following are the Input in Interest Accrual: Voucher No Unique Number Value Date Value date for interest accrual Investment/Current Account Bank account against which interest is received[User will select form a view link] Accrual FC Amount Accrual Amount Calculated Equivalent Nu Amount Equivalent Nu amount for accrual amount. Debit A/c Debit GL Head Credit A/c Credit GL Head Particular Particular of transaction Data Store Interest Accrual Data Store The following inputs will be stored in Interest Accrual data store: - Voucher No. - Value Date - Investment/Current Account - Accrual FC Amount - Equivalent Nu. Amount - Debit A/c - Credit A/c - Particulars Post conditions Verification and approval of voucher generated from Interest Received CAM – SRS Ver 1.3 Page 76 of 139 Integrated Central Banking System Central Accounts Management Flow of Events 1. At the end of year (or any specified period) user will create the accruals for interest receivable 2. User will select a bank account and enter accrual date 3. Based on the interest received during the year (for current account) or investment period (for foreign investment), system will calculate the accrual amount 4. General Ngultrum voucher will be created by the system 5. Normal verification and approval process is done against the voucher 6. Accounting Nature against this process will be as follows: Debit Foreign Investment Ac/Current Account/Overnight Account Credit Interest Accrued, Investment 7. The Vouchers both the post voucher and Reverse Voucher, should post unauthorised vouchers Business Logic If Account is current account accrual amount will be calculated based on the interest received during the year If Account is foreign investment, accrual amount will be calculated based on the interest frequency, amount from the investment information Verification and Validation NA Analytical / Calculation For Current Account: Accrual Amount=(Total Interest received during the year/No of months) For Investment Account: Accrual Amount=(Total Interest Receivable/Interest Period in days)*(Accrual dateInvestment Date) Application Error NA CAM – SRS Ver 1.3 Page 77 of 139 Integrated Central Banking System Central Accounts Management 3.1.3 Bank Reconciliation In order to keep up to date track of all receipts and payments of funds as well as to monitor and reconcile the balance in the account, it is necessary to carry out reconciliation exercise daily, weekly or monthly as require by the users. In order to facilitate easy and immediate reconciliation of transactions between RMA and its correspondent banks and to prevent any reconciliation complications, every transaction has to be responded singly by RMA as well by its correspondent banks. For ease of reconciliation, both the RMA and the banks shall always try to reflect the transaction individually and there should not be more than one entry from the RMA side corresponding to single entry from bank side and vice-versa. The whole purpose of the exercise is to keep track of all the outstanding transactions i.e. not responded either by the banks or the RMA. Common steps for the Bank Reconciliation Process are: Bank Statement Entry Prior to reconciliation process, it is necessary to input bank statement which is required to compare against the RMA ledgers. Process: This process will carry out the following steps: a. On receipt of bank statements from the correspondent banks, the concerned user shall verify the transactions listed therein and input the following information into the system, bank account wise on header/parent part of the form as below: 1. 2. 3. 4. 5. 6. 7. Reconciliation Record ID (System generated) Net balance of the bank statement account wise. Specify DR or CR RMA Ledger balance (System generated) Account Number Transaction/record date Bank Statement Date b. The details of the bank statement shall be entered in the child/details part of the form as below: Debit amount Credit Amount Reconciliation reference number (Check No/Clearing Number/Advice No etc) Match Date (This date field will be null if not reconciled. Reconciled Date will be written whenever reconciled by the system and therefore this field is not visible to user). Transaction date of each statement records. c. Once the statement is entered into the system, a copy of bank statement as a proof sheet shall be printed. d. User responsible for preparation shall verify it and sign on the “Prepared by:” column and forward to Verifying Officer along with the original bank statement received from bank. Verify/Approve Bank Statement Process: This process is required to verify and approve the Bank Statement entered into the system prior to beginning of conciliation process. The steps involved are as below: CAM – SRS Ver 1.3 Page 78 of 139 Integrated Central Banking System Central Accounts Management a. Upon receipts of the proof sheet along with the original bank statement from the concerned user, the Approving/Verifying Officer shall input the unique bank statement reference number assigned by the system to the proof sheet. b. Once the required record is searched and displayed on the screen, the Verifying/Approving Officer shall approve or reject depending on the correctness of the entry. c. Following the approval of the proof sheet by singing on the “Approved/Verified by:” column, it is also necessary to complete online approval process. d. The proof sheet and the necessary documents shall be properly signed and passed back to the user responsible to reconcile the accounts. Automatic Reconciliation Process: This process shall carry out the following steps: a. Prior to reconciliation process all bank related transactions are accumulated into a separate working table during data entry phase. b. Once the statement is key-in, the system shall perform following matching of the bank statement records with that of corresponding bank records being maintained in the RMA ledgers. Matching of amounts Matching of cheque/advice/ instruction numbers Debit verses credit matching c. Any transactions, which do not agree to the above criteria, are left un-reconcile. The matching transactions are flagged as reconciled by recording the matching date and/or flagging both accounts date and the reconciliation records. d. The unmatched transactions shall be displayed on screen and/or printed to printer to allow user verify again. Sometimes the matching is failed due to merging of more than one transactions into single transaction, mistakes in data entry and/ or inconsistency in assigning references in case of draft, charges and transfer etc. e. User shall print both the lists (Annex I and Annex II) for not reconciled entries and make necessary correction. f. Should there be any mistake due to data entry, or mistakes in bank statement such mistakes shall be first corrected on the paper lists and then updated accordingly in the respective tables using appropriate form/interface. g. Once the corrections are made into the system, reconciliation process shall be re-run once again. Manual Reconciliation Process: Any records failing to reconcile automatically due to non-availability of one-to-one matching reference number, shall be matched manually as below: a. User shall input bank statement entry date, bank account number and/or proof sheet reference number into the system. Accordingly, system shall search for the matching record (un-reconcile records) and display on manual reconciliation screen. b. Using such screen user shall match the records manually on screen. However, user must be extra careful and match only those records which system failed to match automatically due to non-availability of one one-to-one matching reference number. CAM – SRS Ver 1.3 Page 79 of 139 Integrated Central Banking System Central Accounts Management c. Once the reconciliation process is completed it is ready to generate following reports: Daily Reconciliation Register Daily Reconciliation Statement Monthly Reconciliation Summary Annex – I (List of transaction not responded by the Bank) Annex – II (List of transaction not responded by the RMA) 3.1.3.1 Bank Reconciliation (Nu) Bank Reconciliation process for Nu accounts are common for the Administrative Division and the Banking division. This process is already described in Administrative Accounting Module (AAM). Refer the following Use Case of AAM module Bank Reconciliation (Section 3.1.2.3 of Document ICBS/AAM/STDSRS/SRS-AAM-003) 3.1.3.2 Bank Reconciliation (FC) Description This function will enable user to enter the bank statements for different bank accounts where foreign currency is involved and then reconcile the bank transactions. This function is similar to the Nu reconciliation process. Only difference is, here foreign currency is involved Actors or participants Banking division users Screen Layout Bank Statement: CAM – SRS Ver 1.3 Page 80 of 139 Integrated Central Banking System Central Accounts Management Bank Reconciliation: Inputs The following are inputs into the FC Bank Transaction when any bank transaction has been posted Date* Ref Date* Foreign Currency Code* Reconciled Bank Statement* Reconciled Statement Transaction Mode* Bank Account* Amount Dr* Amount Cr* Date of the payment or receipt entry of General Ledger A date of Cheque/Draft that identifies the date of bank reconciliation. Foreign currency involved in this transaction [Y/N] if reconciled or not Bank statement against which it has been reconciled Reference to the reconciliation statement This attribute identifies the Bank Reference Type for which this bank transaction is relevant. Bank Account which identifies the Bank Account No. The amount that indicates the debit amount of the bank entry. The amount which indicates the credit amount of the bank entry The following are inputs into the Bank Statement Header Bank Account* Bank Account which identifies the Bank Account No. Statement Date Bank statement Date Statement Opening Balance Opening balance as recorded in the Bank Statement Statement Closing Balance Closing balance as recorded in the Bank Statement Corresponding to the Bank Statement Header following are inputs into the Bank Statement Detail CAM – SRS Ver 1.3 Page 81 of 139 Integrated Central Banking System Ref No Ref Date* Transaction Mode Date* Reconciled Amount Dr* Amount Cr* Currency Code* Note Central Accounts Management The Cheque No/Draft No in the system A date of Cheque/Draft This attribute identifies the Bank Reference Type for which this bank transaction is relevant. Transaction date in bank statement [Y/N] if reconciled or not The amount that indicates the debit amount of the bank entry. The amount which indicates the credit amount of the bank entry Code for the foreign currency involved An alphanumeric text description for this entry. Input to the Reconciliation statement Reconciliation Date* The date on which the statement has been prepared Reconciled Balance* Balance after reconciliation Data Store Foreign Currency Transaction Data Store The following inputs will be stored in Foreign Currency Transaction data store: - Date - Ref Date - Foreign Currency Code - Reconciled - Bank Statement - Reconciled Statement - Bank Account - Amount Dr - Amount Cr The following inputs will be stored in Bank Statement Header data store - Bank Account - Statement Date - Statement Opening Balance - Statement Closing Balance The following inputs will be stored in Bank Statement Detail data store - Ref No - Ref Date - Transaction Mode - Date - Reconciled - Amount Dr - Amount Cr - Currency Code - Note The following inputs will be stored in Reconciliation statement data store - Reconciliation Date - Reconciled Balance CAM – SRS Ver 1.3 Page 82 of 139 Integrated Central Banking System Central Accounts Management Output Populating FC Bank Statement Header, FC Bank Statement Detail, FC Updating Bank Entry Flow of Events As described above (Section 3.1.3) Business Logic The system will reconcile the transaction by matching the cheque number (DocID) of Bank entries and transaction from Bank Statements. Additionally there can be option for matching the entries by cheque date, reference number and debit, credit amount Transactions which are not reconciled by above process will be reconciled by the user from the user interface When a Bank Entry is reconciled against a bank statement its reconciled flag will be true and the corresponding BankStatementID of Bank Statement will update BankStatementID field. Also the reconciled statement id will be updated by the corresponding reconciled statement id from the reconciled statement data store Verification and Validation All Mandatory fields are marked by “*”. Analytical / Calculation None Application Error / Messages Validation document mentioned at references (1.4) CAM – SRS Ver 1.3 Page 83 of 139 Integrated Central Banking System Central Accounts Management 3.1.4 Foreign Currency Revaluation A Revaluation Reserve Account is being maintained which holds all gains arising from any change in valuation of the RMA’s assets or liabilities in, or denominated in, gold, foreign currencies or other units of account as a result of alterations in the value of the Ngultrum or of any exchange movements of such assets with respect to the Ngultrum. The gains or losses so arising shall remain in the Revaluation Reserve account and are not part of the profit and loss computation. Foreign Currency Revaluation function shall conduct periodical revaluation of the RMA’s foreign assets/liabilities holding and update the central accounts accordingly. 3.1.4.1 Table of Conversion Description This function prepares and approves the currency conversion table for each currency account (Our Currency) by calculating equivalent Nu amount from individual currency balance. Actors or participants Banking Division Users Pre conditions Revaluation Holding Rate has been prepared Screen Layout CAM – SRS Ver 1.3 Page 84 of 139 Integrated Central Banking System Central Accounts Management Inputs The following are the input into Prepare Table of Conversion is: Voucher No Revaluation From Revaluation Date* Value Of Currency Value Difference Corresponding Voucher reference no. From Date The date on which revaluation is being done Currency Value The following are the input into Prepare Table of Conversion details is: Currency Code Corresponding Voucher reference no. Currency Abbrev Abbreviation of currency Currency A/c The date on which revaluation is being done FC Balance FC Balance i.e. Foreign Currency balance Holding Rate Holding Rate Nu Equivalent Nu equivalent of currency Total Value Total Value Data Store Prepare Table of Conversion The following inputs will be stored in Prepare Table of Conversion data store: - Voucher No - Revaluation From - Revaluation Date - Value Of Currency - Value Difference - Voucher No The following inputs will be stored in Prepare Table of Conversion detail data store - Currency Code - Currency Abbrev - Currency A/c - FC Balance - Holding Rate - Nu Equivalent - Total Value Output Population of Currency Conversion Data store Flow of Events 1. Input currency revaluation date. 2. Select all the currency accounts (Our Currencies) 3. Calculate individual balances of these accounts currency wise. 4. Calculate Ngultrum equivalent using respective holding rates. 5. Write the following information into conversion table: Currency Code Account Code (from Currency Master) Individual balance of each currency (amount in currency) Holding rate for the currency CAM – SRS Ver 1.3 Page 85 of 139 Integrated Central Banking System Central Accounts Management Equivalent in Ngultrum (amount in Ngultrum) 6. Select Value of Our Currency from Central accounts and calculate individual balance of these accounts and also update in the “VOC” field of the conversion table as below: VOC Account Code Balance of VOC (Currency wise) Gain/loss of a particular currency (Difference) 7. Print Table of Conversion report, verify it and sign on “Prepared by:” column and forward the report to approving officer. 8. Based on the computer generated reference number printed on the report, the Approving Officer can search and display the same report on the screen. 9. Verify the report and sign on the “Approved by:” column and return the report to the user responsible to begin revaluation process. 10. Voucher Posting on Authorisation: If Value Difference amount>0 (Gain) Detail Serial Number: 1 Account: VOC Account Debit Amount: Value Difference from conversion table Credit Amount: 0 Note: Gain on revaluation Detail Serial Number: Account: Debit Amount: Credit Amount: Note: 2 Revaluation Reserve Account 0 Value Difference from conversion table Gain on revaluation If Value Difference amount<0 (Loss) Detail Serial Number: 1 Account: VOC Account Debit Amount: 0 Credit Amount: Value Difference from conversion table Note: Loss on revaluation Detail Serial Number: Account: Debit Amount: Credit Amount: Note: 2 Revaluation Reserve Account Value Difference from conversion table 0 Loss on revaluation Business Logic o Rates will be coming from FOREX rate data store Verification and Validation NA Analytical / Calculation NA Application Error NA CAM – SRS Ver 1.3 Page 86 of 139 Integrated Central Banking System Central Accounts Management Verification and Validation NA Analytical / Calculation NA Application Error NA CAM – SRS Ver 1.3 Page 87 of 139 Integrated Central Banking System Central Accounts Management 3.1.5 Issue Division Transactions 3.1.5.1 Currency Chest Transaction 3.1.5.1.1 Deposit Description This function generates the Currency Chest Transaction voucher for currency deposit by banks This process will actually create BK08 voucher with reference to the issue division’s transaction for deposit Actors or participants Banking Division Users Pre conditions Issue Division transaction prepared Screen Short Input Voucher No Voucher Date Value date Chest Slip No Amount Currency Credit Bank A/c Debit FCFC Particulars CAM – SRS Ver 1.3 Voucher Id Date in which the voucher will generate Effective Date Number for Chest Slip Total Amount Code for Currency.[User will select form a List] Name of The credited bank .[User will select form a List] Debit A/c (FCFC) Particulars about this transaction Page 88 of 139 Integrated Central Banking System Central Accounts Management Data Store Currency Chest Transaction The following inputs will be stored in Currency Chest Transaction data store: - Voucher No - Voucher Date - Value date - Chest Slip No - Amount - Currency - Credit Bank A/c - Debit FCFC - Particulars Flow of Events 1. The Banking Division decodes all the incoming chest slips from the Bank of Bhutan and Bhutan National Bank and forwards them to the Issue Division for the necessary entries. 2. Based on the chest slip, Issue Division shall prepare the voucher denomination wise. 3. Produce Currency Transfer Statement bank-wise showing the net deposits and submit to the BD along with voucher. 4. Upon receipt of the voucher by the BD from Issue Division, it is necessary to type computer-generated voucher on the screen and have corresponding voucher prepared for BD based on the Issue voucher. However, user at BD shall input additional information required. 5. BD shall prepare voucher by crediting respective bank’s Current Account and debiting FCFC account. 6. Once verified and approved a copy of such voucher shall be sent to ID for updating accounts. 7. Follow normal procedures for verification and approval. Business Logic On selection of Issue Division Voucher, System will show the required information to prepare BK08 voucher There can be option for creating such voucher without selecting issue division voucher (required until Currency Management and Operation module is developed) Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.5.1.2 Withdrawal Description This function generates the Currency Chest Transaction voucher for currency withdrawal by banks. This process will actually create BK09 voucher with reference to the issue division transaction for withdrawal CAM – SRS Ver 1.3 Page 89 of 139 Integrated Central Banking System Central Accounts Management Actors or participants Banking Division Users Pre conditions Issue Division transaction prepared Screen Layout Inputs Voucher No Voucher Date Value date Chest Slip No Amount Currency Debit Bank A/c Credit FCFC Particulars Voucher Id Date in which the voucher will generate Effective Date Number for Chest Slip Total Amount Code for Currency.[User will select form a List] Name of The debited bank .[User will select form a List] Credit A/c (FCFC) Particulars about this transaction Data Store Withdrawal Data store The following inputs will be stored in Withdrawal Data Store: - Voucher No - Voucher Date - Value date - Chest Slip No - Amount - Currency - Debit Bank A/c - Credit FCFC - Particulars Flow of Events 1. The Banking Division decodes all the incoming chest slips from the Bank of Bhutan and Bhutan National Bank and forwards them to the Issue Division for the necessary entries. CAM – SRS Ver 1.3 Page 90 of 139 Integrated Central Banking System Central Accounts Management 2. Based on the chest slip, Issue Division shall prepare the voucher denomination wise. 3. Produce Currency Transfer Statement bank-wise showing the net deposits and submit to the BD along with voucher. 4. Upon receipt of the voucher by the BD from Issue Division, it is necessary to type computer-generated voucher on the screen and have corresponding voucher prepared for BD based on the Issue voucher. However, user at BD shall input additional information required. 5. BD shall prepare voucher by debiting respective bank’s Current Account and crediting FCFC account. 6. Once verified and approved a copy of such voucher shall be sent to ID for updating accounts. 7. Follow normal procedures for verification and approval. Business Logic On selection of Issue Division Voucher, System will show the required information to prepare BK09 voucher There can be option for creating such voucher without selecting issue division voucher (required until Currency Management and Operation module is developed) Verification and Validation NA Analytical / Calculation NA Application Error NA CAM – SRS Ver 1.3 Page 91 of 139 Integrated Central Banking System Central Accounts Management 3.1.6 Day End Process Day End Process is to control the day ending scenario. After the day is ‘ended’, that is locked, no more vouchers are to be posted from either AAM or CAM. 3.1.6.1 Day End Process Description This function can be used to lock and unlock a day so that posting of vouchers from AAM and CAM may be controlled. In order to ‘end’ and lock a day, it is necessary that the user matches withy the physical balances and check all matched values. Purpose This function can be used to lock and unlock a day so that posting of vouchers from AAM and CAM may be controlled. Screen Layout Inputs Received from vault The amount that is received from vault for staff salary cash a/c Balances Whether Salary account balances are matched Salary Account Matched Bullion & Cash Balances Whether Bullion and Cash balances are matched. Matched Bank Balances Matched Whether Bank Balances are matched Data Store Day End Data store The following inputs will be stored in Withdrawal Data Store: - Process Date - Received from Vault CAM – SRS Ver 1.3 Page 92 of 139 Integrated Central Banking System - Central Accounts Management Salary Account Balances Matched Bullion & Cash Balances Matched Bank Balances Matched Flow of Events 1. At Day Beginning, the amount received from the vault for the Staff Salary Cash Account will be entered. 2. At Day End, the Banking Division will match the individual system provided balances and match them with the physical balances. 3. Then they will Lock the day for no further vouchers. 4. A day may be unlocked again to post further vouchers, if the need arises. Business Logic The Day Cannot be ‘Locked’ if all the balances are marked as matched. The day may be unlocked at any time by authorized users. Verification and Validation NA Analytical / Calculation NA Application Error NA CAM – SRS Ver 1.3 Page 93 of 139 Integrated Central Banking System Central Accounts Management 3.1.7 Annual Closing of accounts Annual Account closing is common for both Administrative Division and Banking Division. The annual closing of accounts will be done in two phases Provisional Account Closing Actual Account Closing 3.1.7.1 Provisional Account Closing Description This process will not actually close the account but will calculate the provisional balance sheet, income & expenditure statement and other related financial statements; and will carry forward to the next financial. However, final financial statements will be completed upon external auditing process. Purpose In order to run the system in the new financial year without actually closing the accounts and posting the year ending journals, this process will calculate the provisional balance and carry forward to the new financial year Screen Layout Inputs The following are inputs into the GL Balance data store Financial Year* Month Code* GL Code/SL Code* Closing Balance* Financial Year for which year ending is being done Number specifying the month ex: 01 for January, 02 for February GL account Code Closing Balance for that month Following are the inputs to financial year data store Financial Year* Financial Year for which year ending is being done Start Month Code* Financial Year Start Month End Month Code* Financial Year End Month Year End Flag* Y/N whether year has been closed or not CAM – SRS Ver 1.3 Page 94 of 139 Integrated Central Banking System Central Accounts Management Data store General Transaction, General FC transaction, GL Balance, Financial Year Data Store Process Description: The process will have the following steps: 1. Calculate the balances of Assets and Liabilities accounts and carried forward to new financial year as probationary balances. 2. Unlike the existing system, the adjustment vouchers for June month can be entered into the system at anytime instead of accumulating into batches. 3. Update the probationary balances as and when adjustments vouchers are booked for the June. 4. Process all report required before closing of accounts 5. The system should generate a provisional report Post conditions Preparing various financial report Special requirements Security Business rules Only authorize user who will be given rights to access this function will be able to do the year ending process Calculate the provisional profit and loss amount from income and expenditure transactions Add the amount to the closing balance of Profit and Loss account for the year ending month Make the balance 0 for income and expense heads for the year ending month Create a new financial year and update the current financial year as closed Update the closing balance for Asset and liabilities for the year ending month Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.7.2 Final Account Closing Description This process will pass a year ending journal Purpose To close a financial year CAM – SRS Ver 1.3 Page 95 of 139 Integrated Central Banking System Central Accounts Management Pre Conditions All the adjustment entries has been passed All the provision vouchers has been passed Auditors has finalised and board has approved the financial statements Screen Layout Inputs The following are inputs into the GL Balance data store Financial Year* Financial Year for which year ending is being done GL Code* GL account Code Closing Balance* Closing Balance for that financial year Currency Currency of closing balance Data store General Transaction, GL Balance, Financial Year Data Store Output Populating GL Balance Post conditions NA Process Final adjustment vouchers are entered into the system, and the accounts for the current financial year are closed. Special requirements Security o Only authorize user who will be given rights to access this function will be able to do the year ending process Business rules o Create a journal voucher by reversing the income /expenses transaction (if Debit then credit and vice versa) and posting the balance amount (Total Income- Total Expenses) to the Profit & Loss account o Update the Balance of all asset and liabilities for the year ending and accordingly update the balances up to the current month CAM – SRS Ver 1.3 Page 96 of 139 Integrated Central Banking System o Central Accounts Management Make the balance 0 for income and expense heads for the year ending month Verification and Validation NA Analytical / Calculation NA Application Error NA 3.1.7.3 Year End Voucher for AAM This functionality will maintain the normal Ngultrum vouchers maintained by Administrative Division, with a difference that they can change the Voucher Date (which is by default display field). The process and business logic is same as with the general transaction of AAM module. Refer the following Use Cases of AAM module General Transaction (Section 3.1.2.2.1 of Document ICBS/AAM/STDSRS/SRS-AAM003) 3.1.7.4 Year End Nu. Voucher for CAM This functionality will maintain the normal Ngultrum vouchers maintained by Banking Division, with a difference that they can change the Voucher Date (which is by default display field). The process and business logic is same as with the general transaction of CAM module. Refer the following Use Cases of CAM module General Transaction (Section 3.1.2.2.1 of Document ICBS/CAM/STDSRS/SRS-CAM003) CAM – SRS Ver 1.3 Page 97 of 139 Integrated Central Banking System Central Accounts Management 3.1.7.5 Year End FC Voucher for CAM This functionality will maintain the normal Foreign Currency vouchers maintained by Banking Division, with a difference that they can change the Voucher Date (which is by default display field). The process and business logic is same as with the general transaction of CAM module. Refer the following Use Cases of CAM module General Foreign Currency Voucher (Section 3.1.2.3.1 of Document ICBS/CAM/STDSRS/SRS-CAM-003) CAM – SRS Ver 1.3 Page 98 of 139 Integrated Central Banking System Central Accounts Management 3.1.8 Reports 3.1.8.1 Cash Book Description This process is to generate the Cash Book Purpose The purpose of this report is to the check and verifies the listing of transaction for a day or period Input Parameters From Date To Date GL Code (Must be Cash Related) Data Elements This report will contain the following data elements. Elements Description Account No Account Code from Transaction Detail Account Name Account Head from Chart of Account for the Account Code Voucher Number Voucher Number Value Date Date of the line transaction Particulars Line details for the transaction Debit Amount Amount debited on the GL/SL head Credit Amount Amount credited on the GL/SL head Balance Cash Balance At the end of the day the Accounts department can print the Cash Book and tally with the physical cash balances. Report Layout Royal Monetary Authority of Bhutan Cash Book For the period of 01/04/2006 – 02/04/2006 Account No.: 1201001 Account Head: Cash in Hand Value Date Voucher No. 01/04/2006 AAM\PV\0607\1 02/04/2006 AAM\RV\0607\2 CAM – SRS Ver 1.3 Particulars Opening Balance Pay to J D Enterprise Received from Digital Shangrila as an Earnest Money Deposit Amount Debit 25000.00 Amount Credit Balance 15000.00 DR 5000.00 10000.00 DR 35000.00 DR Page 99 of 139 Integrated Central Banking System Central Accounts Management 3.1.8.2 Bank Book Description This process is to generate the Bank Book Purpose The purpose of this report is to the check and verifies the listing of transaction for a day or period Input Parameters From Date To Date GL Code (Must be Bank Related) Data Elements This report will contain the following data elements. Elements Description Account No Account Code from Transaction Detail Account Name Account Head from Chart of Account for the Account Code Voucher Number Voucher Number Value Date Date of the line transaction Particulars Line details for the transaction Debit Amount Amount debited on the GL/SL head Credit Amount Amount credited on the GL/SL head Balance Bank Balance At the end of the day the Accounts department can print the Bank Book and tally with the physical bank statements. Report Layout Royal Monetary Authority of Bhutan Bank Book For the period of 01/04/2006 – 02/04/2006 Account No.: 1201001 Account Head: BNB Current A/c Value Date Voucher No. 01/04/2006 AAM\PV\0607\1 02/04/2006 AAM\RV\0607\2 Particulars Opening Balance Pay to J D Enterprise Received from Digital Shangrila as an Earnest Money Deposit Amount Debit 25000.00 Amount Credit Balance 15000.00 DR 5000.00 10000.00 DR 35000.00 DR 3.1.8.3 Journal Register Description This process is to generate daily journal CAM – SRS Ver 1.3 Page 100 of 139 Integrated Central Banking System Central Accounts Management Purpose The purpose of this view/print journal transaction Input Parameters Date Data Elements This report will contain the following data elements. Elements Description Voucher Number Running serial number of the journal voucher Voucher Date Current of the voucher Voucher Narration User given voucher narration of voucher GL code General ledger code of each transaction GL Head General Ledger Head of each transaction Particulars Earning/Deduction Heads against each GL Code Debit Amount Transaction amount in debit side Credit Amount Transaction amount in credit side Prepared by Name of the user who prepared/run the process Report Layout Royal Monetary Authority of Bhutan Daily Journal for the 11/05/2006 Voucher Value No. Date GL Code GL Head Particulars CAM/1 11/05/2006 4701001 CAM/2 11/05/2006 4701002 CAM/3 11/05/2006 4702001 CAM/4 11/05/2006 4704002 CAM/5 11/05/2006 1202001 CAM/6 11/05/2006 1202001 CAM/7 11/05/2006 1202001 CAM/8 11/05/2006 1302004 Salaries – Regular Staff Salaries – Wage Worker Cash Handling Allowance Provident & Pension Fund Administrative Expense Current Account Administrative Expense Current Account Administrative Expense Current Account Salary Advance CAM/9 11/05/2006 1302009 Housing Loan CAM/10 11/05/2006 2309006 CAM/11 11/05/2006 1202002 Salary Deposit Account Foreign Exchange Current Account Total CAM – SRS Ver 1.3 Amount Debit Amount Credit Basic Pay 40000.00 0.00 Basic 25000.00 0.00 1000.00 0.00 10000.00 0.00 0.00 20000.00 Total GIS 0.00 4000.00 Total Vehicle Loan Recovery 0.00 10000.00 Salary Advance Recovery House Loan Recovery Net Salary Credited the month Net Salary debited the month 0.00 20000.00 0.00 22000.00 0.00 24000.00 24000.00 0.00 100000.00 100000.00 Cash Handling Allowances Employer’s PF Contribution Total GPF Page 101 of 139 Integrated Central Banking System Central Accounts Management 3.1.8.4 Currency-wise Journal Register Description This process is to generate Currency wise daily journal Purpose The purpose of this view/print Currency wise journal transaction Input Parameters Date Data Elements This report will contain the following data elements. Elements Description Voucher Number Running serial number of the journal voucher Voucher Date Current of the voucher Voucher Narration User given voucher narration of voucher GL code General ledger code of each transaction GL Head General Ledger Head of each transaction Particulars Earning/Deduction Heads against each GL Code Debit Amount Transaction amount in debit side Credit Amount Transaction amount in credit side Prepared by Name of the user who prepared/run the process Report Layout Royal Monetary Authority of Bhutan Daily Journal for the 11/05/2006 Currency: 01, USD Voucher Value No. Date GL Code GL Head Particulars CAM/1 11/05/2006 4701001 CAM/2 11/05/2006 4701002 CAM/3 11/05/2006 4702001 CAM/4 11/05/2006 4704002 CAM/5 11/05/2006 1202001 CAM/6 11/05/2006 1202001 CAM/7 11/05/2006 1202001 CAM/8 11/05/2006 1302004 Salaries – Regular Staff Salaries – Wage Worker Cash Handling Allowance Provident & Pension Fund Administrative Expense Current Account Administrative Expense Current Account Administrative Expense Current Account Salary Advance CAM/9 11/05/2006 1302009 Housing Loan CAM/10 11/05/2006 2309006 CAM/11 11/05/2006 1202002 Salary Deposit Account Foreign CAM – SRS Ver 1.3 Amount Debit Amount Credit Basic Pay 40000.00 0.00 Basic 25000.00 0.00 1000.00 0.00 10000.00 0.00 0.00 20000.00 Total GIS 0.00 4000.00 Total Vehicle Loan Recovery 0.00 10000.00 Salary Advance Recovery House Loan Recovery Net Salary Credited the month Net Salary debited 0.00 20000.00 0.00 22000.00 0.00 24000.00 Cash Handling Allowances Employer’s PF Contribution Total GPF 24000.00 0.00 Page 102 of 139 Integrated Central Banking System Central Accounts Management Exchange Current Account the month Total 100000.00 100000.00 3.1.8.5 Certificate of Cash Balance Description This process is to generate the certificate of Cash balance Purpose The purpose of this report is to the see the certificate of cash balance for a day or period Input Parameters From Date To Date Data Elements This report will contain the following data elements. Elements Description Denomination Denomination Quantity No. of Pieces Value Denomination * Quantity Report Layout Denomination 10 50 100 Royal Monetary Authority of Bhutan Certificate of Cash Balance Pieces Value 5 Nu. 50.00 10 Nu. 500.00 20 Nu. 2000.00 3.1.8.6 General Ledger Description This process is to generate the General Ledger Purpose The purpose of this report is to the see the GL head wise transactions for a day or period Input Parameters From Date To Date GL Head Data Elements This report will contain the following data elements. Elements Description Value Date Date of the line transaction Voucher Number Voucher Number CAM – SRS Ver 1.3 Page 103 of 139 Integrated Central Banking System Central Accounts Management Cheque/Draft No. Particulars Debit Amount Credit Amount Balance Cheque or Draft Number Line details for the transaction Amount debited on the GL head Amount credited on the GL head balance of the account after transaction Report Layout Royal Monetary Authority of Bhutan General Ledger For the period of 01/04/2006 – 02/04/2006 GL Code : 1201001 GL Head: BOB FOREX Current A/c Value Date Voucher No. 01/04/2006 CAM\CV\0607\1 02/04/2006 CAM\GV\0607\2 Cheque/Draft No. Particulars Opening Receipt materials from J D Enterprise Account Adjustment Closing Debit Credit Balance 1000.00 Dr 3000.00 Dr 2000.00 3500.00 500.00 Cr 500.00 Cr 3.1.8.7 Currency-wise General Ledger Description This process is to generate the Currency wise General Ledger Purpose The purpose of this report is to the see the Currency wise GL head wise transactions for a day or period Input Parameters From Date To Date GL Head Data Elements This report will contain the following data elements. Elements Description Value Date Date of the line transaction Voucher Number Voucher Number Cheque/Draft No. Cheque or Draft Number Particulars Line details for the transaction Debit Amount Amount debited on the GL head Credit Amount Amount credited on the GL head Balance balance of the account after transaction Report Layout CAM – SRS Ver 1.3 Page 104 of 139 Integrated Central Banking System Central Accounts Management Royal Monetary Authority of Bhutan General Ledger For the period of 01/04/2006 – 02/04/2006 Currency : 01, USD GL Code : 1201001 GL Head: Cash in Hand USD Value Date Voucher No. 01/04/2006 CAM\CV\0607\1 02/04/2006 CAM\GV\0607\2 Cheque/Draft No. Particulars Opening Receipt materials from J D Enterprise Account Adjustment Closing Debit Credit Balance 1000.00 Dr 3000.00 Dr 2000.00 3500.00 500.00 Cr 500.00 Cr 3.1.8.8 Sub-Ledger Description This process is to generate the Sub Ledger Report Purpose The purpose of this report is to the see the SL head wise transaction details under a particular GL Head for a day or period Input Parameters From Date To Date GL Head SL Head Data Elements This report will contain the following data elements. Elements Description Value Date Date of the line transaction Voucher Number Voucher Number Particulars Line details for the transaction Debit Amount Amount debited on the SL head Credit Amount Amount credited on the SL head Balance balance of the account after transaction Report Layout Royal Monetary Authority of Bhutan Sub Ledger For the period of 01/04/2006 – 02/04/2006 GL Code and Description: 2308002, Sundry Creditor Party Code & Name: JD001, J D Enterprise Value Date CAM – SRS Ver 1.3 Voucher No. Particulars Debit Credit Balance Page 105 of 139 Integrated Central Banking System Central Accounts Management 01/04/2006 CAM\CV\0607\1 02/04/2006 CAM\PV\0607\2 Opening Receipt materials from J D Enterprise Account Adjustment Closing 2000.00 2000.00 1000.00 Dr 1000.00 Cr 1000.00 Dr 1000.00 Cr 3.1.8.9 Trial Balance Description This process is to generate the Trial Balance. Purpose The purpose of this report is to the see the Trial Balance for the specified period. Input Parameters Financial Year From Date To Date Data Elements This report will contain the following data elements. Elements Description Account Name Account Head from Chart of Account for the Account Code Opening Balance Debit Amount Amount debited on the GL head Opening Balance Credit Amount credited on the GL head Amount Current Debit Amount Amount debited on the GL head for current month Current Credit Amount Amount credited on the GL head for current Closing Balance Debit Amount Amount debited on the GL head Closing Balance Credit Amount Amount credited on the GL head Total Total of debit amount and credit amount Report Layout Royal Monetary Authority of Bhutan Trial Balance of the financial year 2005-2006 For the Period of 01/04/2006 – 30/04/2006 GL Code 1202002 4101001 GL Head ADMINISTRATIVE EXPENSE ACCOUNT Printing & Stationeries Total CAM – SRS Ver 1.3 Opening Current Closing Debit 15000.00 Credit 0.00 Debit 0.00 Credit 12000.00 Debit 3000.00 Credit 0.00 0.00 0.00 12000.00 0.00 12000.00 0.00 15000.00 0.00 12000.00 12000.00 15000.00 0.00 Page 106 of 139 Integrated Central Banking System 3.1.8.10 Central Accounts Management Currency-wise Trial Balance Description This process is to generate the Currency wise Trial Balance. Purpose The purpose of this report is to the see the Currency wise Trial Balance for the specified period. Input Parameters Financial Year From Date To Date Data Elements This report will contain the following data elements. Elements Description Account Name Account Head from Chart of Account for the Account Code Opening Balance Debit Amount Amount debited on the GL head Opening Balance Credit Amount credited on the GL head Amount Current Debit Amount Amount debited on the GL head for current month Current Credit Amount Amount credited on the GL head for current Closing Balance Debit Amount Amount debited on the GL head Closing Balance Credit Amount Amount credited on the GL head Total Total of debit amount and credit amount Report Layout Royal Monetary Authority of Bhutan Trial Balance of the financial year 2005-2006 For the Period of 01/04/2006 – 30/04/2006 Currency: 01, USD GL Code 1202002 4101001 GL Head ADMINISTRATIVE EXPENSE ACCOUNT Printing & Stationeries Total 3.1.8.11 Opening Current Closing Debit 15000.00 Credit 0.00 Debit 0.00 Credit 12000.00 Debit 3000.00 Credit 0.00 0.00 0.00 12000.00 0.00 12000.00 0.00 15000.00 0.00 12000.00 12000.00 15000.00 0.00 Income and Expenditure Statement Description This process is to generate Income and Expenditure Statement Purpose CAM – SRS Ver 1.3 Page 107 of 139 Integrated Central Banking System Central Accounts Management The purpose of this report is to the see the Income and Expenditure Statement for a financial year Input Parameters Financial Year Data Elements This report will contain the following data elements. Elements Description GL Group Head General Ledger Group Head GL Sub Group Head General Ledger Sub Group Head Schedule No. Schedule Number Current Fin Year Amount Summation of Current Fin Year against the GL Sub Group Previous Fin Year Amount Summation of Previous Fin Year against the GL Sub Group Report Layout Royal Monetary Authority of Bhutan Income & Expenditure Statement Financial Year: 2005-2006 Particulars Income Interest Income Interest Expenses Net Interest Income Total Operating Income Expenses Printing & Publication Power & Water Total Operating Expenses Net Income Prior Period Adjustment Surplus Payable to Government 3.1.8.12 June 30, 2006 (Amount in Nu.) June 30, 2005 01 02 5000.00 6000.00 11000.00 11000.00 4000.00 5000.00 9000.00 9000.00 04 05 3000.00 3500.00 6500.00 2500.00 3000.00 5500.00 4500.00 500.00 3500.00 400.00 4000.00 3100.00 Schedule Schedules of Income and Expenditure Statement Description This process is to generate Schedule to the Income and Expenditure Account Purpose The purpose of this report is to the see the schedule to the Income and Expenditure Account for a financial year Input Parameters Financial Year CAM – SRS Ver 1.3 Page 108 of 139 Integrated Central Banking System Central Accounts Management Data Elements This report will contain the following data elements. Elements Description Schedule No. Schedule Number GL Sub Group Head General Ledger Sub Group Head GL Head General Ledger Head Current Fin Year Amount Summation of Current Fin Year against the GL Sub Group Previous Fin Year Amount Summation of Previous Fin Year against the GL Sub Group Report Layout Royal Monetary Authority of Bhutan Schedule to the Income & Expenditure Account Financial Year: 2005-2006 Schedule No. 01 Particulars Interest Income Interest on Foreign Investment Interest on Staff Loans 02 Interest Expenses RMA Bills Other Deposits 3.1.8.13 June 2006 5000.00 (Amount in Nu.) June 2005 4000.00 2000.00 1500.00 3000.00 2500.00 6000.00 5000.00 3500.00 2500.00 3000.00 2000.00 Balance Sheet Description This process is to generate Balance Sheet Purpose The purpose of this report is to the see the Income and Expenditure Statement for a financial year Input Parameters Financial Year Data Elements This report will contain the following data elements. Elements Description GL Group Head General Ledger Group Head GL Sub Group Head General Ledger Sub Group Head Schedule No. Schedule Number Current Fin Year Amount Summation of Current Fin Year against the GL Sub Group Previous Fin Year Amount Summation of Previous Fin Year against the GL Sub Group Report Layout Royal Monetary Authority of Bhutan CAM – SRS Ver 1.3 Page 109 of 139 Integrated Central Banking System Central Accounts Management Balance Sheet Financial Year: 2005-2006 Particulars Asset Interest Income Interest Expenses Total Asset Liability Printing & Publication Power & Water Total Liability 3.1.8.14 June 30, 2006 (Amount in Nu.) June 30, 2005 01 02 5000.00 6000.00 11000.00 4000.00 5000.00 9000.00 04 05 3000.00 3500.00 6500.00 2500.00 3000.00 5500.00 Schedule Schedules of Balance Sheet Description This process is to generate Schedule to the Income and Expenditure Account Purpose The purpose of this report is to the see the schedule to the Income and Expenditure Account for a financial year Input Parameters Financial Year Data Elements This report will contain the following data elements. Elements Description Schedule No. Schedule Number GL Sub Group Head General Ledger Sub Group Head GL Head General Ledger Head Current Fin Year Amount Summation of Current Fin Year against the GL Sub Group Previous Fin Year Amount Summation of Previous Fin Year against the GL Sub Group Report Layout Royal Monetary Authority of Bhutan Schedule of Balance Sheet Financial Year: 2005-2006 Schedule No. 01 Particulars Aseet Interest on Foreign Investment Interest on Staff Loans 02 Liability RMA Bills Other Deposits CAM – SRS Ver 1.3 June 2006 5000.00 (Amount in Nu.) June 2005 4000.00 2000.00 1500.00 3000.00 2500.00 6000.00 5000.00 3500.00 2500.00 3000.00 2000.00 Page 110 of 139 Integrated Central Banking System 3.1.8.15 Central Accounts Management Monthly Statement: Domestic Commercial Banks Description This process is to generate monthly statement for domestic commercial banks. Purpose The purpose of this view/print monthly statement for domestic commercial banks. Input Parameters GL Head Month Year Report Layout Royal Monetary Authority Banking Division MONTHLY STATEMENT OF DOMESTIC COMMERCIAL BANK FROM Royal Monetary Authority Post Box No.:154 Thimphu Bhutan Tel No. :22540, 23111,23112 Telex No.:206 RMATPU BT Fax No.:22847 TO The Managing Director BOB Thimphu Thimphu, Statement from 01/01/2007 to 31/01/2007 A/C No : 1202009 A/C Name : BOB FOREX CURRENT ACCOUNT Date Particulars Reference Transaction Debit Balance Credit Opening Balance 01/01/2007 usd rel for ida loan # 3310 01/01/2007 0.00 DR 1,912,291.00 0.00 1,912,291.00 DR Remitted for adb loan # 3915 dated dec.4,2006 488,897.24 0.00 2,401,188.24 DR 01/01/2007 Remitted for adb loan #@ 3911 4,913,797.63 0.00 7,314,985.87 DR 01/01/2007 Remitted for ida loan # 3309 2,058,216.00 0.00 9,373,201.87 DR 01/01/2007 Remitted for Noredea 368,889.74 0.00 9,742,091.61 DR 9,742,091.61 0.00 Total 3.1.8.16 Monthly Statement: Government Agencies Description This process is to generate monthly statement for government agencies. Purpose The purpose of this view/print monthly statement for government agencies. Input Parameters CAM – SRS Ver 1.3 Page 111 of 139 Integrated Central Banking System Central Accounts Management GL Head Month Year Report Layout Royal Monetary Authority Banking Division MONTHLY STATEMENT OF GOVERNMENT AGENCIES Statement from 01/01/2007 to 31/01/2007 A/C No : 1202009 A/C Name : BOB FOREX CURRENT ACCOUNT Date Particulars Reference Transaction Debit Balance Credit Opening Balance 0.00 DR 01/01/2007 usd rel for ida loan # 3310 1,912,291.00 0.00 1,912,291.00 DR 01/01/2007 remitted for adb loan # 3915 dated dec.4,2006 488,897.24 0.00 2,401,188.24 DR 01/01/2007 remitted for adb loan #@ 3911 4,913,797.63 0.00 7,314,985.87 DR 01/01/2007 remitted for ida loan # 3309 2,058,216.00 0.00 9,373,201.87 DR 01/01/2007 remitted for Noredea 368,889.74 0.00 9,742,091.61 DR 9,742,091.61 0.00 Total 3.1.8.17 Salary Journal Register Description This process is to generate monthly salary journal against calculated payroll. Purpose The purpose of this view/print salary journal transaction Input Parameters Date Data Elements This report will contain the following data elements. Elements Description Year & Month Processing Year and Month Voucher Number Running serial number of the journal voucher Voucher Date Current of the voucher Voucher Narration User given voucher narration of voucher GL code General ledger code of each transaction GL Head General Ledger Head of each transaction Particulars Earning/Deduction Heads against each GL Code Debit Amount Transaction amount in debit side Credit Amount Transaction amount in credit side Prepared by Name of the user who prepared/run the process CAM – SRS Ver 1.3 Page 112 of 139 Integrated Central Banking System Central Accounts Management Report Layout Royal Monetary Authority of Bhutan Salary Journal for the month of May’2006-05-23 GL Code GL Head Particulars 4701001 Salaries – Regular Staff Salaries – Wage Worker Cash Handling Allowance Provident & Pension Fund Administrative Expense Current Account Administrative Expense Current Account Administrative Expense Current Account Salary Advance Housing Loan Salary Deposit Account Foreign Exchange Current Account 4701002 4702001 4704002 1202001 1202001 1202001 1302004 1302009 2309006 1202002 Amount Debit Amount Credit Basic Pay 40000.00 0.00 Basic 25000.00 0.00 Cash Handling Allowances 1000.00 0.00 Employer’s PF Contribution 10000.00 0.00 Total GPF 0.00 20000.00 Total GIS 0.00 4000.00 Loan 0.00 10000.00 Salary Advance Recovery House Loan Recovery Net Salary Credited the month Net Salary debited the month 0.00 0.00 0.00 20000.00 22000.00 24000.00 24000.00 0.00 100000.00 100000.00 Total Vehicle Recovery Total 3.1.8.18 Salary Account Balance Statement Description This process is to generate monthly salary journal against calculated payroll. Purpose The purpose of this view/print salary journal transaction Input Parameters Date Data Elements This report will contain the following data elements. Elements Description Year & Month Processing Year and Month Voucher Number Running serial number of the journal voucher Voucher Date Current of the voucher Voucher Narration User given voucher narration of voucher GL code General ledger code of each transaction GL Head General Ledger Head of each transaction Particulars Earning/Deduction Heads against each GL Code Debit Amount Transaction amount in debit side Credit Amount Transaction amount in credit side Prepared by Name of the user who prepared/run the process CAM – SRS Ver 1.3 Page 113 of 139 Integrated Central Banking System Central Accounts Management Report Layout Royal Monetary Authority of Bhutan Salary Journal for the month of May’2006-05-23 GL Code GL Head Particulars 4701001 Salaries – Regular Staff Salaries – Wage Worker 4701002 Amount Debit Amount Credit Deposited 40000.00 0.00 Deposited 25000.00 0.00 100000.00 100000.00 Total 3.1.8.19 Voucher Printing Description This process is also to generate the one or multiple Voucher(s) against the selection criteria Purpose The purpose of this report is to View and Print the vouchers depending on the selection criteria Input Parameters From Date To Date Voucher Type Document Type Data Elements This report will contain the following data elements. Elements Description Voucher Type Type of the Voucher Voucher Number Voucher Number Voucher Date Transaction Date Value Date Voucher Preparation Date Document Type Type of the Document Document No Document Number Amount Amount of the Voucher External Reference No. Division Name of the Division Reason for Rejection Any Reasons for Rejection Particulars Narration of the vouchers Transaction Mode Mode of the Transaction GL Code General Ledger Code GL Name General Ledger Name Bank Account No. SL Type Sub Ledger Type SL Code Sub Ledger Code SL Name Sub Ledger Name Debit Amount Debited CAM – SRS Ver 1.3 Page 114 of 139 Integrated Central Banking System Credit Reference No. Note Prepared by Verified by Rejected by Approved by Central Accounts Management Amount Credited Remarks of the each transaction row Name of the person who will prepare the voucher Name of the person who will verify the voucher Name of the person who will reject the voucher Name of the person who will authorise the voucher Report Layout Royal Monetary Authority of Bhutan Voucher Detail Report For the period of 01/04/2006 – 02/04/2006 Voucher Type : Credit Voucher Voucher Number: AAM\CV\0607\1 Voucher Date : 01/07/2006 Value Date : 01/07/2006 Amount : 5000.00 External Reference: Division : ITD Reason for Rejection Document Type : Purchase Order Document No. : RMA\PO\0506\59 Particulars: Received Materials from J D Enterprise against the PO No.: RMA\PO\0506\59 dated 10/06/2006 Transaction Mode GL Code & G L Name Other 1101010 Printing & Stationeries 2010203 Sundry Creditors Other Prepared By 3.1.8.20 Bank A/c No. & SL Type SL Code & SL Name Debit Credit Reference No Note 5000.00 Party Verified By J001 JD Enterprise Rejected By 5000.00 Authorised By List of Vouchers Description This process is to generate List of Vouchers Purpose The purpose of this report is to the check and verifies the listing of transaction for a day or period on voucher type Input Parameters From Date To Date Voucher Type CAM – SRS Ver 1.3 Page 115 of 139 Integrated Central Banking System Central Accounts Management Data Elements This report will contain the following data elements. Elements Description Voucher Number Voucher Number of the selected criteria Value Date Date of the line transaction against the voucher GL Code General Ledger Code of the voucher GL Head General Ledger Head against the GL Code Bank A/c No. Bank Account Number (if any) of the voucher Reference No. Cheque Number (Applicable for Bank Payment) Amount Debit Amount debited on the GL/SL head Amount Credit Amount credited on the GL/SL head Particulars Narration of the Transaction Status Status of the Voucher (It may be prepared, verified, approved etc.) Total No. of Voucher Total number of vouchers Prepared by Name of the person who prepared the vouchers Checked by Name of the person who checked the vouchers Certified by Name of the person who certified the voucher At the end of the day, Accounts section can print the same for rechecking the transactions for that day. The process for List of Vouchers printing and checking will be as follows: i) ii) iii) iv) v) vi) The user who has the rights for the same will print the report Once the report is printed, for the individual transactions appearing in that report the “Prepared By” will be recorded as the user id of the user who is printing Next time when any authorized user see the report it will show the status as “Prepared and pending for Checking” At this stage authorized users can check the report for correctness and mark it as “Checked”. The Id of the user will be recorded as “Checked By” The status of the report at this stage will be “Checked and Pending for Certification” The Certifying authority will further check the report and mark it as “Certified”. The user id of the certifying authority will be recorded as “Certified By” Report Layout Royal Monetary Authority of Bhutan For the period of 01/04/2006 – 02/04/2006 List of Vouchers Run Date: 02/04/2006 Voucher No. AAM\PV\0506\1 Value Date 01/04/2006 GL Code 1010101 4010101 AAM\PV\0506\2 02/04/2006 CAM – SRS Ver 1.3 1010102 GL Head Cash in Hand Printing & Stationeries Bhutan National Bank Bank Account Reference No. Amount Debit Amount Credit 5000.00 Particulars Status Pay to J D Enterprise Authorized 15000.00 Pay to Digital Shangrila for supplying the Database Server Prepared 5000.00 256741 700156 Page 116 of 139 Integrated Central Banking System Central Accounts Management 1020210 Computer & Accessories 15000.00 Total Vouchers: 2 Prepared By 3.1.8.21 Checked By Certified By Denomination Summary Description This process is to generate Denomination Summary Purpose The purpose of this report is to see the denomination wise cash transaction for a day only Input Parameters Date GL Code (Must be Cash Related) Data Elements This report will contain the following data elements. Elements Description Value Date Date of the line transaction against the voucher Particulars Narration of the Transaction Denomination – Nu. 1 No. of pieces on Nu. 1 for each transaction Denomination – Nu. 2 No. of pieces on Nu. 2 for each transaction Denomination – Nu. 5 No. of pieces on Nu. 5 for each transaction Denomination – Nu. 10 No. of pieces on Nu. 10 for each transaction Denomination – Nu. 20 No. of pieces on Nu. 20 for each transaction Denomination – Nu. 50 No. of pieces on Nu. 50 for each transaction Denomination – Nu. 100 No. of pieces on Nu. 100 for each transaction Denomination – Nu. 500 No. of pieces on Nu. 500 for each transaction Denomination – Nu. 1000 No. of pieces on Nu. 1000 for each transaction Value Total Value of Each Transaction Balance Balance (on Value) after each transaction Report Layout Royal Monetary Authority of Bhutan Denomination Summary As of: 01/04/2006 Value Date Particulars Denomination 1 01/04/2006 01/04/2006 Tour Advance – Roshan Sharma Receipt CAM – SRS Ver 1.3 2 5 10 20 50 Value 100 500 -3 100 100 10 Balance 1000 -3 3150 3150 CR 10 21000 17850 DR Page 117 of 139 Integrated Central Banking System Central Accounts Management from Tender Sale Document Total 100 3.1.8.22 97 10 7 Denomination Details Description This process is to generate Denomination Details Purpose The purpose of this report is to see the denomination wise cash transaction for a day or period Input Parameters From Date To Date GL Code (Must be Cash Related) Data Elements This report will contain the following data elements. Elements Description Value Date Date of the line transaction against the voucher Particulars Narration of the Transaction Denomination – Nu. 1 No. of pieces on Nu. 1 for each transaction Denomination – Nu. 2 No. of pieces on Nu. 2 for each transaction Denomination – Nu. 5 No. of pieces on Nu. 5 for each transaction Denomination – Nu. 10 No. of pieces on Nu. 10 for each transaction Denomination – Nu. 20 No. of pieces on Nu. 20 for each transaction Denomination – Nu. 50 No. of pieces on Nu. 50 for each transaction Denomination – Nu. 100 No. of pieces on Nu. 100 for each transaction Denomination – Nu. 500 No. of pieces on Nu. 500 for each transaction Denomination – Nu. 1000 No. of pieces on Nu. 1000 for each transaction Value Total Value of Each Transaction Balance Balance (on Value) after each transaction Report Layout Royal Monetary Authority of Bhutan Denomination Details For the period of: 01/04/2006 – 02/04/2006 Value Date Particulars Denomination 1 01/04/2006 Tour Advance – Roshan Sharma CAM – SRS Ver 1.3 2 5 10 20 50 -3 Value 100 500 Balance 1000 -3 3150 3150 CR Page 118 of 139 Integrated Central Banking System 02/04/2006 Receipt from Tender Sale Document Central Accounts Management 100 Total 100 3.1.8.23 100 97 10 10 10 21000 17850 DR 7 Bill Calendar Description This process is to generate report of Bill Calendar. Purpose The purpose of this report is to view and print the Bill Calendar. Input Parameters Year Data Elements This report will contain the following data elements Elements Bill No. Auction Date Settlement Date Maturity Date Total Amount 3.1.8.24 Description Details of Sale Description This process is to generate report of Details on the sale of RMA Bills. Purpose The purpose of this report is to view and print the Details on the sale of RMA Bills. Input Parameters From Date, To Date Data Elements This report will contain the following data elements Elements Bill No. No. of Days Amount of Bills sold Details on sale of Bills BNB Bid BNB Sold BOB Bid CAM – SRS Ver 1.3 Description Number of Days Page 119 of 139 Integrated Central Banking System Central Accounts Management BNB Sold Others Bid Others Sold Rate of discount 3.1.8.25 Details of Outstanding Amounts Description This process is to generate report of Details on outstanding amount of RMA Bills. Purpose The purpose of this report is to view and print the Details on outstanding amount of RMA Bills. Input Parameters From Date, To Date Data Elements This report will contain the following data elements Elements Bill No. No. of Days Amount of Bills Rate of Interest Details amount of Bills outstanding Total BOB BNB Others 3.1.8.26 Description Number of Days Prepaid Interest Expenses Description This process is to generate report of Prepaid Interest Expenses on RMA Discount Bills. Purpose The purpose of this report is to view and print the Prepaid Interest Expenses on RMA Discount Bills. Input Parameters Date Data Elements This report will contain the following data elements Elements Sl. No. Bill No. CAM – SRS Ver 1.3 Description Serial Number Bill Number Page 120 of 139 Integrated Central Banking System Central Accounts Management Terms Total Discount Paid Days Discount Expenses Prepaid Discount Total 3.1.8.27 Period of Bill Total discount for the period Days from issued date/total days Discount amount for days Remaining discount Nu Bank Statement Description This process is to generate the reports for Bank Statement Purpose The purpose of this report is to see the entered bank statement against a particular Bank Input Parameters Bank Statement Date Bank Account Number Data Elements This report will contain the following data elements. Elements Description Opening Balance Opening Balance of the Statement Date Date Bank Statement Date Particulars Reference Cheque/Draft/Pay Order Number Amount Dr Amount Debit Amount Cr Amount Credit Closing Balance Closing Balance of the bank statement Date Report Layout Bank of Bhutan Bank Statement Bank Account No.:- 24513 For 07/06/2006 Date 07/06/2006 07/06/2006 3.1.8.28 Particulars ABCD XYZ Reference No. BOB11 1234 Opening Balance: 0.00 Amount Debit Credit 10000.00 20000.00 Closing Balance 30000.00 Nu Bank Reconciliation Description This process is to generate reports for Reconciliation Register Purpose The purpose of this report is to see the matching/mismatching Record listing for RMA against a particular Bank CAM – SRS Ver 1.3 Page 121 of 139 Integrated Central Banking System Central Accounts Management Input Parameters Enter the Reconciliation Date Bank Account Number Data Elements This report will contain the following data elements. Elements Description RMA – Date Date of transaction – Ledger RMA - Debit Amount Amount debit - Ledger RMA - Credit Amount Amount Credited – Ledger RMA - Reference Cheque / Draft No. – Ledger RMA - Recon Date Reconciliation Date Bank – Date Statement Date - Bank Statement Bank – Debit Amount Amount Debit – Bank Statement Bank – Credit Amount Amount Credit – Bank Statement Bank - Reference Cheque / Draft No. – Bank Statement Bank - Recon Date Reconciliation Date Report Layout Royal Monetary Authority of Bhutan Reconciliation Register Bank A/c No.:24153 As on 30/04/2006 RMA Date Debit 07/06/2006 07/06/2006 30000 3.1.8.29 Bank Credit Reference 20000 BOB11 12345 Recon. Date 12/06/2006 12/06/2006 Date Debit 07/06/2006 07/06/2006 20000 Credit 300000 Reference BOB11 12345 Recon. Date 12/06/2006 12/06/2006 Nu Daily Reconciliation Statement Description This process is to generate reports for Daily Reconciliation Statements Purpose The purpose of this report is to see the daily ledger entries which are not responded by RMA vis-à-vis which are not responded by a particular bank Input Parameters Enter Reconciliation Date Bank Account Data Elements This report will contain the following data elements. Elements Description Date Date of transaction Ledger Balance Balance as per RMA’s Ledger Debit Amount (not responded by RMA) Amount debited Credit Amount (not responded by RMA) Amount Credited CAM – SRS Ver 1.3 Page 122 of 139 Integrated Central Banking System Central Accounts Management Debit Amount (not responded by Bank) Credit Amount (not responded by Bank) Daily Bank Balance Amount debited Amount Credited Balance as per Bank Report Layout Royal Monetary Authority of Bhutan Daily Reconciliation Statement Bank A/c No.: 24153 As on 07/06/2006 Date Ledger Balance 07/06/2006 07/06/2006 07/06/2006 3.1.8.30 56800.00 DR 56800.00 DR 58800.00 DR Not Responded By RMA Debit Credit 0.00 2000.00 Not Responded by Bank Debit Credit 0.00 100.00 Daily Bank Balance 58900.00 CR 58900.00 CR 58800.00 CR Nu Monthly Reconciliation Statement Description This process is to generate reports for Monthly Reconciliation Statements Purpose The purpose of this report is to see the ledger entries for a month which are not responded by RMA vis-à-vis which are not responded by a particular bank Input Parameters Financial Year Month Bank Account Data Elements This report will contain the following data elements. Elements Description Reconciliation Date Date of Reconciliation Ledger Balance Balance as per RMA’s Ledger Bank Balance Balance as per Bank Reconciliation Debit Amount (not responded by RMA) Amount debited Credit Amount (not responded by RMA) Amount Credited Debit Amount (not responded by Bank) Amount debited Credit Amount (not responded by Bank) Amount Credited Report Layout Royal Monetary Authority of Bhutan Monthly Reconciliation Statement As on 30-Jun-2006 CAM – SRS Ver 1.3 Page 123 of 139 Integrated Central Banking System Central Accounts Management Balance as per Bank: 52050.00 CR Date 07/06/2006 12/06/2006 Total Bank Dr 0.00 16000.00 16000.00 Bank Cr 100.00 0.00 100.00 Bank Dr 0.00 0.00 0.00 Bank Cr 2000.00 2000.00 4000.00 Closing Balance as per Bank: 67950.00 CR Balance as per Ledger: 68050.00 DR Date 07/06/2006 11/06/2006 Total Closing Balance as per Ledger: 72050.00 DR 3.1.8.31 FC Bank Statement Description This process is to generate the reports for Bank Statement Purpose The purpose of this report is to see the entered bank statement against a particular Bank Input Parameters Bank Statement Date Bank Account Number Data Elements This report will contain the following data elements. Elements Description Opening Balance Opening Balance of the Statement Date Date Bank Statement Date Particulars Reference Cheque/Draft/Pay Order Number Amount Dr Amount Debit Amount Cr Amount Credit Closing Balance Closing Balance of the bank statement Date Report Layout Bank of Bhutan FC Bank Statement Bank Account No.:- 24513 For 07/06/2006 Date 07/06/2006 07/06/2006 3.1.8.32 Particulars ABCD XYZ Reference No. BOB11 1234 Opening Balance: 0.00 Amount Debit Credit 10000.00 20000.00 Closing Balance 30000.00 FC Bank Reconciliation Description CAM – SRS Ver 1.3 Page 124 of 139 Integrated Central Banking System Central Accounts Management This process is to generate reports for Reconciliation Register Purpose The purpose of this report is to see the matching/mismatching Record listing for RMA against a particular Bank Input Parameters Enter the Reconciliation Date Bank Account Number Data Elements This report will contain the following data elements. Elements Description RMA – Date Date of transaction – Ledger RMA - Debit Amount Amount debit - Ledger RMA - Credit Amount Amount Credited – Ledger RMA - Reference Cheque / Draft No. – Ledger RMA - Recon Date Reconciliation Date Bank – Date Statement Date - Bank Statement Bank – Debit Amount Amount Debit – Bank Statement Bank – Credit Amount Amount Credit – Bank Statement Bank - Reference Cheque / Draft No. – Bank Statement Bank - Recon Date Reconciliation Date Report Layout Royal Monetary Authority of Bhutan FC Reconciliation Register Bank A/c No.:24153 As on 30/04/2006 RMA Date Debit 07/06/2006 07/06/2006 30000 3.1.8.33 Bank Credit Reference 20000 BOB11 12345 Recon. Date 12/06/2006 12/06/2006 Date Debit 07/06/2006 07/06/2006 20000 Credit 300000 Reference BOB11 12345 Recon. Date 12/06/2006 12/06/2006 FC Daily Reconciliation Statement Description This process is to generate reports for Daily Reconciliation Statements Purpose The purpose of this report is to see the daily ledger entries which are not responded by RMA vis-à-vis which are not responded by a particular bank Input Parameters Enter Reconciliation Date Bank Account Data Elements CAM – SRS Ver 1.3 Page 125 of 139 Integrated Central Banking System Central Accounts Management This report will contain the following data elements. Elements Description Date Date of transaction Ledger Balance Balance as per RMA’s Ledger Debit Amount (not responded by RMA) Amount debited Credit Amount (not responded by RMA) Amount Credited Debit Amount (not responded by Bank) Amount debited Credit Amount (not responded by Bank) Amount Credited Daily Bank Balance Balance as per Bank Report Layout Royal Monetary Authority of Bhutan FC Daily Reconciliation Statement Bank A/c No.: 24153 As on 07/06/2006 Date Ledger Balance 07/06/2006 07/06/2006 07/06/2006 3.1.8.34 56800.00 DR 56800.00 DR 58800.00 DR Not Responded By RMA Debit Credit 0.00 2000.00 Not Responded by Bank Debit Credit 0.00 100.00 Daily Bank Balance 58900.00 CR 58900.00 CR 58800.00 CR FC Monthly Reconciliation Statement Description This process is to generate reports for Monthly Reconciliation Statements Purpose The purpose of this report is to see the ledger entries for a month which are not responded by RMA vis-à-vis which are not responded by a particular bank Input Parameters Financial Year Month Bank Account Data Elements This report will contain the following data elements. Elements Description Reconciliation Date Date of Reconciliation Ledger Balance Balance as per RMA’s Ledger Bank Balance Balance as per Bank Reconciliation Debit Amount (not responded by RMA) Amount debited Credit Amount (not responded by RMA) Amount Credited Debit Amount (not responded by Bank) Amount debited Credit Amount (not responded by Bank) Amount Credited Report Layout CAM – SRS Ver 1.3 Page 126 of 139 Integrated Central Banking System Central Accounts Management Royal Monetary Authority of Bhutan FC Monthly Reconciliation Statement As on 30-Jun-2006 Balance as per Bank: 52050.00 CR Date 07/06/2006 12/06/2006 Total Bank Dr 0.00 16000.00 16000.00 Bank Cr 100.00 0.00 100.00 Bank Dr 0.00 0.00 0.00 Bank Cr 2000.00 2000.00 4000.00 Closing Balance as per Bank: 67950.00 CR Balance as per Ledger: 68050.00 DR Date 07/06/2006 11/06/2006 Total Closing Balance as per Ledger: 72050.00 DR 3.1.8.35 Nu Not Responded by RMA Description This process is to generate reports for Monthly transaction not responded by RMA Purpose The purpose of this report is to see the bank entries for a month which are not responded by RMA for a particular bank Input Parameters As on Date Bank Account Number Data Elements This report will contain the following data elements. Elements Balance as per Bank Date Reference Debit Amount Credit Amount Description Balance as per bank Date of transaction Cheque/Draft/Pay Order/Letter No. Amount debited Amount Credited Report Layout Royal Monetary Authority of Bhutan Bank of Bhutan – Misc. Account Bank A/c No.:24153 Reconciliation Statement as on 07/06/2006 Balance as per Bank Statement: 58090.00 Bank Entry Not Responded by RMA CAM – SRS Ver 1.3 Page 127 of 139 Integrated Central Banking System Central Accounts Management Date Reference No. 07/06/2006 Qqqqq Total 3.1.8.36 Debit Credit 0.00 0.00 2000.00 2000.00 Nu Not Responded by Bank Description This process is to generate reports for Monthly transaction not responded by Bank Purpose The purpose of this report is to see the RMA entries for a month which are not responded by a particular bank Input Parameters As on Date Bank Account Number Data Elements This report will contain the following data elements. Elements Balance As per Ledger Date Reference Debit Amount Credit Amount Description Balance as per RMA ledger Date of Debit transaction Cheque/Draft/Pay Order/Letter No. Amount debited Amount Credited Report Layout Royal Monetary Authority of Bhutan Bank of Bhutan – Misc. Account Bank A/c No.:24153 Reconciliation Statement as on 07/06/2006 Balance as per Ledger: 68050.00 RMA Entry Not Responded by Bank Date Reference No. 07/06/2006 1234 Total 3.1.8.37 Debit Credit 0.00 0.00 100.00 100.00 FC Not Responded by RMA Description This process is to generate reports for Monthly transaction not responded by RMA Purpose CAM – SRS Ver 1.3 Page 128 of 139 Integrated Central Banking System Central Accounts Management The purpose of this report is to see the bank entries for a month which are not responded by RMA for a particular bank Input Parameters As on Date Bank Account Number Data Elements This report will contain the following data elements. Elements Balance as per Bank Date Reference Debit Amount Credit Amount Description Balance as per bank Date of transaction Cheque/Draft/Pay Order/Letter No. Amount debited Amount Credited Report Layout Royal Monetary Authority of Bhutan Bank of Bhutan – Misc. Account Bank A/c No.:24153 FC Reconciliation Statement as on 07/06/2006 Balance as per Bank Statement: 58090.00 Bank Entry Not Responded by RMA Date Reference No. 07/06/2006 Qqqqq Total 3.1.8.38 Debit Credit 0.00 0.00 2000.00 2000.00 FC Not Responded by Bank Description This process is to generate reports for Monthly transaction not responded by Bank Purpose The purpose of this report is to see the RMA entries for a month which are not responded by a particular bank Input Parameters As on Date Bank Account Number Data Elements This report will contain the following data elements. Elements Balance As per Ledger CAM – SRS Ver 1.3 Description Balance as per RMA ledger Page 129 of 139 Integrated Central Banking System Central Accounts Management Date Reference Debit Amount Credit Amount Date of Debit transaction Cheque/Draft/Pay Order/Letter No. Amount debited Amount Credited Report Layout Royal Monetary Authority of Bhutan Bank of Bhutan – Misc. Account Bank A/c No.:24153 Reconciliation Statement as on 07/06/2006 Balance as per Ledger: 68050.00 RMA Entry Not Responded by Bank Date Reference No. 07/06/2006 1234 Debit Credit 0.00 0.00 100.00 100.00 Total 3.1.8.39 Year End Journal Statement Description This process is to generate daily journal Purpose The purpose of this view/print journal transaction Input Parameters Date Data Elements This report will contain the following data elements. Elements Description Voucher Number Running serial number of the journal voucher Voucher Date Current of the voucher Voucher Narration User given voucher narration of voucher GL code General ledger code of each transaction GL Head General Ledger Head of each transaction Particulars Earning/Deduction Heads against each GL Code Debit Amount Transaction amount in debit side Credit Amount Transaction amount in credit side Prepared by Name of the user who prepared/run the process Report Layout Royal Monetary Authority of Bhutan Daily Journal for the 11/05/2006 Voucher Value No. Date GL Code GL Head AAM/1 4701001 Salaries Regular Staff 11/05/2006 CAM – SRS Ver 1.3 Particulars – Basic Pay Amount Debit Amount Credit 40000.00 0.00 Page 130 of 139 Integrated Central Banking System Central Accounts Management AAM/2 11/05/2006 4701002 AAM/3 11/05/2006 4702001 AAM/4 11/05/2006 4704002 AAM/5 11/05/2006 1202001 AAM/6 11/05/2006 1202001 AAM/7 11/05/2006 1202001 AAM/8 11/05/2006 1302004 Salaries – Wage Worker Cash Handling Allowance Provident & Pension Fund Administrative Expense Current Account Administrative Expense Current Account Administrative Expense Current Account Salary Advance AAM/9 11/05/2006 1302009 Housing Loan AAM/10 11/05/2006 2309006 AAM/11 11/05/2006 1202002 Salary Deposit Account Foreign Exchange Current Account Basic 25000.00 0.00 1000.00 0.00 10000.00 0.00 0.00 20000.00 Total GIS 0.00 4000.00 Total Vehicle Loan Recovery 0.00 10000.00 Salary Advance Recovery House Loan Recovery Net Salary Credited the month Net Salary debited the month 0.00 20000.00 0.00 22000.00 0.00 24000.00 24000.00 0.00 100000.00 100000.00 Cash Handling Allowances Employer’s PF Contribution Total GPF Total 3.1.8.40 Year End Trial Balance Description This process is to generate the Trial Balance. Purpose The purpose of this report is to the see the Trial Balance for the specified period. Input Parameters Financial Year From Date To Date Data Elements This report will contain the following data elements. Elements Description Account Name Account Head from Chart of Account for the Account Code Opening Balance Debit Amount Amount debited on the GL head Opening Balance Credit Amount credited on the GL head Amount Current Debit Amount Amount debited on the GL head for current month Current Credit Amount Amount credited on the GL head for current Closing Balance Debit Amount Amount debited on the GL head Closing Balance Credit Amount Amount credited on the GL head Total Total of debit amount and credit amount Report Layout Royal Monetary Authority of Bhutan CAM – SRS Ver 1.3 Page 131 of 139 Integrated Central Banking System Central Accounts Management Trial Balance of the financial year 2005-2006 For the Period of 01/04/2006 – 30/04/2006 GL Code 1202002 4101001 GL Head ADMINISTRATIVE EXPENSE ACCOUNT Printing & Stationeries Total 3.1.8.41 Opening Current Closing Debit 15000.00 Credit 0.00 Debit 0.00 Credit 12000.00 Debit 3000.00 Credit 0.00 0.00 0.00 12000.00 0.00 12000.00 0.00 15000.00 0.00 12000.00 12000.00 15000.00 0.00 Year End Income & Expenditure Statement Description This process is to generate Income and Expenditure Statement Purpose The purpose of this report is to the see the Income and Expenditure Statement for a financial year Input Parameters Financial Year Data Elements This report will contain the following data elements. Elements Description GL Group Head General Ledger Group Head GL Sub Group Head General Ledger Sub Group Head Schedule No. Schedule Number Current Fin Year Amount Summation of Current Fin Year against the GL Sub Group Previous Fin Year Amount Summation of Previous Fin Year against the GL Sub Group Report Layout Royal Monetary Authority of Bhutan Income & Expenditure Statement Financial Year: 2005-2006 Particulars Income Interest Income Interest Expenses Net Interest Income Total Operating Income Expenses Printing & Publication Power & Water Total Operating Expenses Net Income CAM – SRS Ver 1.3 June 30, 2006 (Amount in Nu.) June 30, 2005 01 02 5000.00 6000.00 11000.00 11000.00 4000.00 5000.00 9000.00 9000.00 04 05 3000.00 3500.00 6500.00 2500.00 3000.00 5500.00 4500.00 3500.00 Schedule Page 132 of 139 Integrated Central Banking System Central Accounts Management Prior Period Adjustment Surplus Payable to Government 3.1.8.42 500.00 400.00 4000.00 3100.00 Year End Balance Sheet Description This process is to generate Balance Sheet Purpose The purpose of this report is to the see the Income and Expenditure Statement for a financial year Input Parameters Financial Year Data Elements This report will contain the following data elements. Elements Description GL Group Head General Ledger Group Head GL Sub Group Head General Ledger Sub Group Head Schedule No. Schedule Number Current Fin Year Amount Summation of Current Fin Year against the GL Sub Group Previous Fin Year Amount Summation of Previous Fin Year against the GL Sub Group Report Layout Royal Monetary Authority of Bhutan Balance Sheet Financial Year: 2005-2006 Particulars Asset Interest Income Interest Expenses Total Asset Liability Printing & Publication Power & Water Total Liability CAM – SRS Ver 1.3 June 30, 2006 (Amount in Nu.) June 30, 2005 01 02 5000.00 6000.00 11000.00 4000.00 5000.00 9000.00 04 05 3000.00 3500.00 6500.00 2500.00 3000.00 5500.00 Schedule Page 133 of 139 Integrated Central Banking System Central Accounts Management 4 Interface Requirements 4.1 GENERAL The CAM system interacts with all other modules of ICBS. In most of the interactions with other modules, information flows both ways with the CAM system but along with the AAM it can also be used as a stand-alone system. 4.2 INTERACTION WITH OTHER MODULES The following are the details of the interaction between AAMS and other modules of ICBS 4.2.1 Interaction with FOREX Operations Module The FxRMD is the authority that can authorize all types of foreign exchange payments, either government or public in general, for which the actual payments will be routed through the concerned commercial banks. However, the Forex payments pertaining to the Debt Service payments, Diplomatic releases, VIP payments, and other special transfers on the instruction of Government are routed through the Banking Division of the RMA. Following are some of the steps required to receive Forex Release Authorization Letter online, input additional information and accordingly update banking accounts and generate SWIFT advice. a. The FxRMD shall first receive the release order or payments instruction from the respective authorized agency or Government and after processing it in their Foreign Exchange Release Authorization Format; shall pass a copy to the Banking Division for updating central accounts and producing remittance/SWIFT advice. b. The Foreign Exchange Account section of the Banking Division shall now input the same Forex Release reference number on the Debit Advice processing screen. Accordingly the system shall search the record and display on the screen. c. User shall input additional information required to process Debit Advice voucher and remittance advice. d. Print both the Debit Advice and SWIFT Advice, verify it and if it is found correct sign on the “Prepared by Column and submit for final verification and approval. e. Once the final verification and approval process are completed, the SWIFT advice shall be sent to SWIFT section. F O R E X CAM – SRS Ver 1.3 FOREX Payment/Release Information C A M Page 134 of 139 Integrated Central Banking System Central Accounts Management 4.2.2 Interaction with Administrative Accounts Module The AAM sub-module will broadly access the following from CAM: Budget Release Information Financial Reports The CAM sub-module will broadly access the following from AAM System: Chart Of Accounts Budget Information Employee Salary information ADM financial transactions Budget Release Financial Reports C A M Budget info Salary Information A A M Chart of accounts ADM Financial Reports CAM – SRS Ver 1.3 Page 135 of 139 Integrated Central Banking System Central Accounts Management 4.2.3 Interaction with Currency Management Module The CAM module will broadly access the following from CMM: Currency Chest Transaction Bullion Reports Financial Reports The CMM module will broadly access the following from CAM System: Bullion Transactions The Issue Division as a custodian maintains only the physical gold, silver, and commemorative coins, while the Banking Division is maintaining the actual accounts. 1. For sale proceeds of the bullion, cash/cheque/letter is first deposited to the BD and prepares the voucher by debiting cash/bank/suspense and crediting bullion (gold, silver etc) and submits the voucher to ID. 2. Upon production of the voucher; the custodian delivers the items to the customers. 3. Issue Division also required to prepare its own voucher based on voucher passed by the BD. To prepare such voucher, an authorized user shall type computer generated voucher reference number on the screen and have corresponding voucher prepared for ID based on the BD voucher. As the BD voucher shall not have all the information required to prepare ID voucher, additional information shall be fed and apportion the amount denomination wise. 4. Follow normal procedures for verification and approval. Bullion Transaction C A M Currency Chest Transaction Bullion Information C M M ISSUE Division Financial Reports CAM – SRS Ver 1.3 Page 136 of 139 Integrated Central Banking System Central Accounts Management 4.2.4 Interaction with Reserve Management Module The Foreign Exchange Section of the Banking Division maintains the foreign exchange Cash in Hand, Current Accounts, Investment Accounts and Indian Rupees etc. There is no set systematic or standard means of sharing of information between the Banking Division and the RMS. The RMS collects reports on foreign exchange expenditure and receipts, including the currencies in hand, either on an ad-hoc basis or at the end of month from the Banking Division. Based on the fund balances information obtained from the Banking Division, the RMS compiles reports and submits to the Monetary Operations Committee and the RMS invests the idle funds either on a short-term or long-term basis. The RMS issues office memos to the Banking Division on actual investments, and reinvestments for the necessary adjustments in the accounts. As such, the Banking Division is actively involved in the fund management processes, as well the maintenance of the accounts. The RMS also provides Daily Exchange Rates for convertible currencies and Reuters Rates for the calculation of daily bullion rates, which the BD publishes on the RMA website for public information. These rates are also being used by other divisions for converting the Forex value into Ngultrum equivalent, for statistical purposes and revaluation of Forex. FOREX Rates R M M Investment Information C A M Report on Foreign Expense Report on Investment/Reserves CAM – SRS Ver 1.3 Page 137 of 139 Integrated Central Banking System Central Accounts Management 4.2.5 Interaction with Statistical Information Module The Banking Division provides the following financial reports to RSD: a. Monthly Financial Statements b. Audited Annual Financial Statements R S I M Monthly Financial Statements C A M Audited Annual Financial Reports CAM – SRS Ver 1.3 Page 138 of 139 Integrated Central Banking System Central Accounts Management 4.2.6 Interaction with FIRMA The Banking Division also provides the following financial reports to FISD: a. Monthly Financial Statements b. Audited Annual Financial Statements F I R M A CAM – SRS Ver 1.3 Monthly Financial Statements C A M Audited Annual Financial Reports Page 139 of 139