As part of the post-operation process a task is related to the General Ledger GL. The GL transactions will be generated based on the finalized cash supplies information. It should be understood that the generation of the GL transactions will take place during the Post-Operation/Reconciliation day but a file for processing the generated GL transactions will be sent at the end of the business day and prior to GL daily batch processing.
- An example of amounts and the generated GL transactions are defined here. Be the ATM identified as 435. If the count of 20 USD notes was 500 (10,000 USD), the count of 50 USD notes was 500 (25,000 USD), the count of 100 USD notes was 600 (600,000 USD) and the count of 200 USD notes was 800 (160,000 USD), then the total amount would be 255,000 USD as Feed (replenishment) value.
- At the contrary, be the ATM identified as 435 and we have performed the Cutoff on the ATM and we found 10 of 20 USD notes, 5 of 50 USD notes, 23 of 100 USD notes, and 8 of 200 USD notes on the Remain cassette with the total amount of 4,350 USD, and 1 of 50 USD notes, 2 of 200 USD notes on the Purge cassette with the total amount of 450 USD.
The Feed/Replenishment GL transaction information to be passed would be Effective Date (today’s date), Reference Number (ATM Device number), Amount (amount of cash supply value), Debit/Credit type value, Description, GL Account, Account Number.
The result for the replenishment/feed example above would be:
EDate=2016/05/04,Ref/Device #=435,Amount=595000.00,Type=D,Description=ATM Feed (200×50+200×100+500×200+100×500),GL-Account=10280 EDate=2016/05/04,Ref/Device #=435,Amount=595000.00,Type=C,Description=ATM Feed (200×50+200×100+500×200+100×500),GL-Account=26002
On the other hand, for the GL-transactions for the cutoff would be:
EDate=2016/05/04,Ref/Device #=435,Amount=4350.00,Type=D,Description=Remain Cassette (10×20+5×50+23×100+8×200),GL-Account=26002 EDate=2016/05/04,Ref/Device #=435,Amount=4350.00,Type=C,Description=Remain Cassette (10×20+5×50+23×100+8×200),GL-Account=10280
EDate=2016/05/04,Ref/Device #=435,Amount=450.00,Type=D,Description=Purge Cassette (0x20+1×50+0x100+2×200),GL-Account=26002 EDate=2016/05/04,Ref/Device #=435,Amount=450.00,Type=C,Description=Purge Cassette (0x20+1×50+0x100+2×200),GL-Account=10280
Well, last examples deals with a very simple chart of accounts (COA), like this:
1 ASSETS
10280 ATM Vault Cash
11290 Cash Surplus on ATM Cash Position
2 LIABILITIES AND STOCKHOLDERS' EQUITY
26002 Cash Unit Vault
26906 Cash Shortage on ATM Cash Position
But sometimes and according to previous experience, in Latin America, some accountants build some complex chart of accounts for ATM Network operation. For example, they create accounts for the cash supplies depending on cash unit (region, branch or vault custodian) associated to the ATM, thus the last examples on replenishments/cutoffs look like different if the debit/credit account takes in account this configuration.