SOP Library
SOP NO:
FS-CS09
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Financial Services (FS)
Activity:
Cashiering (FS-CS)
Title:
Implementing Guidelines on the Cash Monitoring System
Date Approved/Issued:
03/10/2000
Date Effective:
03/10/2000
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. Description of the System
The Cash Monitoring System is a Lotus Notes application database which aims to monitor cash collections and disbursements, fund remittances, and fund balances of the different field offices for efficient fund management and control.
Fund information which will be provided by the Cash Monitoring System are as follows:
1.
Fund Balance (beginning)
- refers to the fund balance at the beginning of the report date before adding cash collections and remittances received and deducting cash disbursements and remittances made.
2.
Collections/Remittance Received
- refers to total cash received by the Regular Collecting Officer which includes collections from various sources such as sale of local and imported rice, sale of raw and refined sugar, sales made in connection with NFA's various programs and other miscellaneous collections. This also includes total fund remittances received from the central office and regional office.
3.
Disbursement/Remittance Made
- refers to total cash disbursed by the Regular Disbursing Officer for various expenditures such as procurement of cereals, sugar and other commodities, purchase/rehabilitation/construction/installation of NFA equipment and facilities, and payment of personnel services and other operating expenses. This also includes total fund remittances made to central office and regional office.
4.
Fund Balance (ending)
- refers to the fund balance at the end of the report date after adding cash collections and remittances received and deducting cash disbursements and remittances made.
All the aforementioned data provided by the system are current. Historical data may be viewed in the Cash Monitoring History which is another Lotus Notes application database.
B. Installation
1. The Cash Monitoring System application database shall run under the Lotus Notes System to enable viewing access by the NFA top management and other concerned officials and editing access by authorized users from their respective workstations.
2. The original database of the Cash Monitoring System shall be installed under the Lotus Notes System in the COMAILSVR server located at the Management Services Department. A full replica copy of the said database shall be installed under the Lotus Notes System in the servers of the field offices nationwide.
A full replica coy shall refer to a copy of the original database which would contain all of the database's documents and design features (such as forms and agents).
3. A database icon of the Cash Monitoring System shall be created on the Lotus Notes workspace page of the authorized users to enable access of the said application database at the workstation.
C. Designation of Users and Granting of Access Authority
1. The following NFA officials and employees shall be given viewing access authority to enable them to browse any and all information provided by the Cash Monitoring System:
Central Office:
a. NFA Administrator
b. Deputy Administrators
c. Assistant Administrators
d. Department Manager and Asst. Department Manager of DTBFM
e. Division Chiefs of Fund Management Division, Cash Division and
Budget Division of DTBFM.
Field Office:
a. Regional Directors, Assistant Regional Directors, and
Regional Accountants
b. Provincial Managers, Assistant Provincial Managers, and
Provincial Accountants
2. Only one user in each field office shall be granted editing access. The Regular Collecting Officer (RCO) shall be designated as the authorized user with editing access. As such, the RCO shall be responsible for the updating of data requirements on the Cash Monitoring System.
If t RCO fails to update the system's data requirement for three (3) consecutive days, all fund remittances for their office shall be put on hold and the RCO shall be required to explain in writing to the DTBFM and MSD why he/she failed to updated on the said period.
For the Central Office, editing access shall be granted to the staff to be designated by the Division Chief of the cash Division, DTBFM.
3. The assigned LAN Administrator in each field office and the designated NFA Network Administrator shall have the responsibility of registering authorized users and effecting the grant of access authority.
4. The MSD programmer who designed the Cash Monitoring System shall have the sole authority to add, edit and delete documents on the said application database.
Documents
as referred to here is a database entry that contains information abut a particular field office. It is that form where an authorized user with editing access inputs data on the information fields which are enclosed by brackets when the documents is in edit mode.
5. The Provincial/Regional shall be responsible for making sure that the monthly ending balance of the Cash Monitoring System tallies with the ending balance of the Monthly Trial Balance. Should there be a discrepancy between the two, the Provincial/Regional Accountant shall order the designated RCO to make the necessary adjustment in the Cash Monitoring System. The adjustment shall be entered in the system after the accountant has made his or her bank reconciliation which could fall on any day of the following month. If the system's monthly ending balance is less than the Monthly Trial Balance's ending balance, the adjustment should be reflected as a collection to the system. If the system's monthly ending balance is more than the Monthly Trial Balance's ending balance, the adjust should be reflected as a disbursement.
D. Updating of the Database
1. Data requirements of the Cash Monitoring System shall be updated daily. Updating shall be done either at the end of the day being reported or at the beginning of the working day immediately following the day being reported.
2. Only authorized users with editor access to the Cash Monitoring System application database will be able to make data update. And, each authorized user is limited to access only the document pertaining to his/her province. This means, they are not allowed to edit/update documents other provincial offices.
3. Data update on collections and remittances received and on disbursements and remittances made shall be entered on the specified document fields of the following drawing and savings accounts:
a. Drawing Accounts:
CPF (Cereal Procurement Fund)
- is a combo account where payments for cereals procured from farmers and cooperatives are made.
GOE (General Operating Expense)
- a combo maintained to cover payments made for personnel services supplies and materials, maintenance and other operating expenses.
COF (Capital Outlay Fund)
- this account is used to cover payments made for the purchase/construction/rehabilitation/installation of NFA equipment and facilities.
RSF (Retail Store Fund)
- a combo account where payments for the purchase of basic commodities sold under the ESSS program are made. Likewise, direct expenses related to the program are also paid from the RSF fund.
SPF (Sugar Procurement Fund)
- an account used to cover payments made in the procurement of sugar.
SOE (Sugar Operating Expense)
- an account where payments for expenditure identifiable to sugar operations are made.
b. Savings Accounts:
LCC (Local Cereal Collection
) - an account used where collections from the sale of local rice are deposited.
IRC (Imported Rice Collection)
- refers to the account used where collections from the sale of imported rice, regardless of type/variety, are deposited.
MSC (Miscellaneous Collection)
- the savings account used where collections from registration and licensing, activities for grains and non-grains are deposited. Cash receipts from fees and charges for other NFA services rendered are also deposited in this account.
SCA (Sugar Collection Account)
- an account maintained where deposits of collections from receivable accounts of sugar sold on credit are made.
RSC (Raw Sugar Collection)
- the savings account maintained where cash receipts from the sale of raw and refined sugar are deposited.
OTHERS
- this shall include all other savings account maintained where cash receipts from other sources not included in the aforementioned activities, are deposited.
4.
Information to be entered on the cash monitoring document shall be based on the following documentary evidence:
a. Collections shall be based on the cash monitoring document shall be based on the total amount as indicated in the Daily Report of Collections and Deposits (RCD) per bank account as generated by the RCO at the end of the day.
The RCD is a daily summary of all cash collections and deposits per bank account for a given date. The RCD must be reconciled with the official receipts issued for the day and the actual cash on hand.
b. Disbursements shall be based on the total amount indicated in the List of Checks prepared for the day as submitted by the Regular Disbursing Officer (RDO) except disbursements for cash advances for initial funding of an imprest fund.
c. Remittances received from/made to Central Office and Regional Office shall be based on the debit and credit memoranda issued by the bank reflecting such transactions.
In cases where issuance of the debit and credit memoranda by the bank has been delayed, a teller update of the amount of remittance received or made written on a sheet of paper duly initialled by the concerned teller shall suffice. The amount reflected on the sheet of paper shall be reconciled later upon receipt of the corresponding debit or credit memoranda issued by the bank. For this purpose, it is the responsibility of the RCO to request from the bank teller a daily update of all bank transactions concerning all accounts being maintained in the bank.
5. Balances reflected in the Cash Monitoring System shall mean both Cash on Hand and in Bank.
6. The designated authorized user with editing access shall follow the proper procedures of encoding, required data update as provided in the Cash Monitoring System User's Guide.
7. The ending balances reflected on the last working day of the month should tally with the figures as shown in the Monthly Trial Balance.
E. Replication of the Cash Monitoring System
1. It is a must that data requirements of the Cash Monitoring System be updated daily and replicated daily to the different Lotus Domino Servers nationwide. This is to achieve the purpose for which it was developed that is, for the management to be able to determine the amount of funds floating in the field offices and to serve as a basis for evaluating fund remittances.
Replication is the process of synchronizing documents from the same database on different workstations or servers. It is the task that pulls data from or pushes data to another server or workstation. Replication can be triggered by a schedule or by manually initiating it.
2. The assigned LAN Administrator from the field offices and the NFA Network Administrator from MSD shall be responsible for ensuring that all the Cash Monitoring System application database, whether original database or replica copy, installed in all Lotus Notes Domino servers nationwide are replicated to reflect the latest update made. Replication procedure may be done either by a schedule or by manually initiating it whichever is applicable under the circumstances.
F. Reports Generated by the Cash Monitoring System
Listed below are the reports that can be generated from the Cash Monitoring System application database.
1.
Cash Balance Monitoring Report
- shows the fund balance per drawing or savings fund account based on the last update.
2.
Cash Collection Monitoring Report
- shows the total collections received per savings fund account based on the last update.
3.
Cash Disbursement Monitoring Report
- shows the total cash disbursements made per drawing fund account based on the last update.
The above reports shall replace the reports being submitted as required under the SOP on Cash Collections and Deposits and the SOP on Remittances and cash Balance Monitoring and Reporting System which are as follows:
1.
Daily Cash Position Repor
t
- a report prepared by the Regular Collecting Officer (RCO) at the end of each day to account for the total cash on hand. This is submitted to the Regional Manager, the Provincial Manager, and the Accountant for field offices, and to the Chief of Cash Division, DTBFM for central office.
2.
Report of Collections and Deposits
- a daily summary of all cash collections and deposits to the bank. This is prepared by the RCO and submitted to the provincial/regional auditor for field offices, and to the Department for Accounting Services and the Cash Division of DTBFM for central office.
3.
CASHMON
- a weekly report of fund balances which management used to determine the amount of funds floating in the field office. This is prepared by the accounting section of the concerned field office and wired to DTBFM.
4.
Summary of Receipts/Disbursement and Balances
- a weekly report which serves as a basis for evaluating CPF remittances. This is also prepared by the regional and provincial offices and submitted to the DTBFM, central office for consolidation.
The
Official Cashbook
, however, shall still be maintained and updated daily by the concerned RDO and RCO. Maintenance of the Cashbook is a requirement of COA.
This Implementing Guidelines shall take effect this 10th day of March, 2000.
III. RESPONSIBILITIES
IV. FLOW CHART
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