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Cash and Bank Entry

1. Overview

This section defines the form used for recording cash and bank deposit/withdraw transactions in a hotel’s Property Management System (PMS). The form captures transaction details to ensure accurate tracking and compliance with NRB policies.

2. Cash and Bank Deposit/Withdraw Form

2.1 Form Fields and Descriptions
  1. Voucher#
    • Description: Voucher# as auto generated for each transactions
    • Validations: None, should be unique for each FY

  2. Date (Transaction Date):

    • Description: The date when the transaction occurs.
    • Validations: Required field, date format (YYYY-MM-DD), must not be a future date.

  3. Entry Of (Deposit/Withdraw):

    • Description: The type of transaction, either deposit or withdraw as DDL
    • Validations: Required field, dropdown list with options: Deposit, Withdraw.

  4. Mode (Cash/Bank):

      • Description: The mode of the transaction, either cash or bank.
      • Validations: Required field, dropdown list with options: Cash, Bank.

  5. Account:

    • Description: The account involved in the transaction. The dropdown list should be populated based on the selected mode.
    • Validations: Required field, dropdown list populated with accounts corresponding to the selected mode.

  6. Currency:

    • Description: The currency in which the transaction is being carried out.
    • Validations: Required field, dropdown list populated with predefined currencies.
      • No Currency with Currency Type=Local
  7. Exchange Rate: 
    • Description: Exchange Rate to be inputted by the user
    • Validations: Numeric field with 5,2

  8. Amount:

    • Description: The amount involved in the transaction.
    • Validations: Required field, numeric, must be greater than 0, precision up to 2 decimal places.

  9. Local Amount:

    • Description: The Local amount involved in the transaction with Amount*Exchange Rate
    • Validations: Required field, numeric, must be greater than 0, precision up to 2 decimal places.

  10. Remarks:

    • Description: Any additional notes or comments about the transaction.
    • Validations: Optional field, alphanumeric, up to 255 characters.
2.2 Additional Functional Requirements
  • Submit Button: Save the entered transaction details.
    • Validations: Ensure all required fields are filled and valid before submission.
  • Reset Button: Clear all entered details in the form.
    • Functional Requirement: Reset all fields to their default values.
2.3 Validation Details
2.3.1 General Validation Rules
  • Required Fields: Ensure all mandatory fields are filled before submission.
  • Date Validation: Prevent future dates for the transaction date.
  • Numeric Validation: Ensure numeric fields contain valid numbers.
  • Positive Values: Ensure the amount is a positive number.
2.3.2 Specific Validation Scenarios
  • Mode-Based Account List: Populate the Account dropdown based on the selected mode (Cash or Bank).
  • Future Dates: Prevent the entry of future dates in the transaction date field.

3. User Interface Design

3.1 Cash and Bank Deposit/Withdraw Form

  • Layout:

    • Transaction Date at the top.
    • Mode and Account selection fields.
    • Type, Currency, and Amount fields in the middle.
    • Remarks field at the bottom.
    • Submit and Reset buttons at the bottom of the form.

  • Error Messages: Inline error messages for invalid entries.

  • Save Confirmation: Confirmation prompt upon successful save of transaction details.

  • Design Considerations: Ensure the form is user-friendly, mobile-friendly, and accessible.

This Cash and Bank Deposit/Withdraw form setup ensures a structured and efficient method for capturing all necessary details of transactions involving cash or bank accounts. The detailed form fields and validation rules maintain accuracy, compliance with NRB policies, and ease of use for hotel staff.

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