Finance Cashbook Summaries

Finance - Cashbook Summaries

The cashbook summary pages give finance supervisors and administrators a consolidated view of cash movements across the hospital for any selected date range. Rather than showing individual entries, these pages aggregate cashbook data by day and group it by site, department, or institution. They are used for daily cash reconciliation — verifying that the amounts recorded in the cashbook match physical cash counts and bank deposit records.

There are three summary views, each with a different aggregation level:

• Site Cashbook Daily Summary — totals per site per day
• Department Cashbook Daily Summary — totals per department per day
• Institution Cashbook Daily Summary — totals per institution per day

All three pages are accessed from the Cash Book tab of the Cashier module.

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Navigation Path

Cashier (main menu) -> Cash Book tab

Menu Item	Destination
Site Cashbook Daily Summary	cashier/cash_book_summery_site.xhtml
Department Cashbook Daily Summary	cashier/cash_book_summery_department.xhtml
Institution Cashbook Daily Summary	cashier/cash_book_summery_institution.xhtml

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Site Cashbook Daily Summary

Purpose

Shows cash inflows and outflows for each site (physical location) on a day-by-day basis. Finance supervisors at multi-site hospitals use this view to confirm that handovers and deposits at each site are complete and consistent with expectations.

Step-by-Step Instructions

1. Go to Cashier in the main navigation menu.
2. Select the Cash Book tab.
3. Click Site Cashbook Daily Summary.
4. Enter the From date and To date.
5. Click Process to generate the summary.
6. The results display a grid with sites as rows and dates as columns (or vice versa, depending on configuration), showing totals per payment method.

Filter Fields

Filter	Purpose
From	Start date for the summary period
To	End date for the summary period

Output

The summary grid shows, for each site on each day:

• Total cash received (inflow)
• Total cash paid out or transferred (outflow)
• Per-payment-method breakdown (Cash, Card, Cheque, Slip, Voucher, Ewallet, and others)
• Running balance where available

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Department Cashbook Daily Summary

Purpose

Shows the same daily aggregation scoped to individual departments. Department supervisors use this view to reconcile their department's cashbook against the bills processed and the payments collected during a shift.

Step-by-Step Instructions

1. Go to Cashier in the main navigation menu.
2. Select the Cash Book tab.
3. Click Department Cashbook Daily Summary.
4. Enter the From date and To date.
5. Click Process to generate the summary.
6. Review the per-department totals grouped by day.

Filter Fields

Filter	Purpose
From	Start date for the summary period
To	End date for the summary period

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Institution Cashbook Daily Summary

Purpose

Provides the highest-level view: all cash movements across all sites and departments for the selected institution, summarised by day. This is typically used by finance managers and hospital administrators for the end-of-month close or for reporting to ownership/board level.

Step-by-Step Instructions

1. Go to Cashier in the main navigation menu.
2. Select the Cash Book tab.
3. Click Institution Cashbook Daily Summary.
4. Enter the From date and To date.
5. Click Process to generate the summary.
6. Review the institution-wide daily totals.

Filter Fields

Filter	Purpose
From	Start date for the summary period
To	End date for the summary period

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How to Use Summaries for Daily Reconciliation

At the end of each business day, a typical reconciliation workflow is:

1. Open Department Cashbook Daily Summary and set the date to today.
2. Note the total cash recorded per department.
3. Compare each department total to the physical cash counted at shift end and recorded on the Shift End Cash in Hand print.
4. If a discrepancy exists, open Cash Book Entries (see Finance - Cash Book Overview) and drill down to the specific department and time range.
5. Open Site Cashbook Daily Summary to confirm that department-level totals roll up correctly to the site total.
6. Open Institution Cashbook Daily Summary as a final cross-check.

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Note on Bank Deposits

Prior to PR #20757, bank deposits and safe deposits did not automatically create a cashbook entry. This meant the cashbook balance could remain elevated even after funds left the drawer, making reconciliation misleading. From the release that includes PR #20757 onwards, every deposit action writes a corresponding cashbook entry, so the cashbook correctly reflects both inflows (handovers) and outflows (deposits).

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Technical Reference

Item	Value
Site summary page	cashier/cash_book_summery_site.xhtml
Department summary page	cashier/cash_book_summery_department.xhtml
Institution summary page	cashier/cash_book_summery_institution.xhtml
Navigation methods	searchController.navigateToListCashBookEntrySiteSummary(), navigateToListCashBookEntryDepartmentSummary(), navigateToListCashBookEntryInstitutionSummary()
Primary controller	com.divudi.bean.cashTransaction.CashBookEntryController
Supporting controller	com.divudi.bean.common.SearchController
Key generation method	CashBookEntryController.generateDailyCashbookSummary()
Data grouping class	com.divudi.core.data.SitesGroupedIntoInstitutions, com.divudi.core.data.DepartmentsGroupedIntoInstitutions
Entity	com.divudi.core.entity.cashTransaction.CashBookEntry
Related PR	PR #20757 -- bank deposits now create cashbook entries automatically

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