Cash Management System

Training guidlines

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Getting Started

Overview

The Cash Management System is a comprehensive financial management platform that handles foreign exchange transactions, wire transfers, remittances, gold trading, and accounting operations.

Login

1

Navigate to the login page, enter your email address and password, then click the "Login" button. You will be redirected to the Dashboard upon successful login.

Navigation

  • The system uses a sidebar navigation on the left side of the screen.

  • Click on any section name to expand and see available pages.

  • The sidebar can be collapsed by clicking the collapse button.

  • On mobile devices, use the menu button in the top-left corner.

Roles & Responsibilities (SoD)

Capability
Teller
Accountant
Company Admin

Create Customers / Basic Transactions

✔︎

✔︎

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Approve Transactions (FX / Wire / Remittance / Gold)

✖︎

✔︎

✔︎

Complete Transactions (post JEs)

✖︎

✔︎

✔︎

Maintain Exchange Rates

✖︎

✔︎

✔︎

Chart of Accounts Changes

✖︎

✖︎

✔︎

User/Role Admin

✖︎

✖︎

✔︎

System Settings

✖︎

✖︎

✔︎

Controls:

  • No user should both create and approve the same transaction.

  • Rate updates, COA edits, and user administration should be restricted and logged.

Dashboard

Concept

The Dashboard provides a one-page health view with metrics, recent activity, and quick actions. Use it for morning checks, end-day review, and scanning for exceptions.

How to Access

  • Click "Dashboard" in the Main section of the sidebar, or navigate to the home page (/).

Features

  • View system statistics and summaries

  • Quick access to common operations

  • Recent activity overview

Common Tasks

  • Monitor system health and activity

  • Access frequently used features quickly

Common Mistakes & Controls

  • Mistake: Ignoring warnings/badges. Control: Designate a daily reviewer to sign off on dashboard exceptions.

Customer Management

Concept

Customers can be Account Customers (with persistent accounts) or Walk-in customers. Deposits and Withdrawals automatically create journal entries and update customer balances in real-time.

How to Access

  • Click "Customer Management" in the Main section of the sidebar, or navigate to /customers.

Creating a New Customer

1

On the Customer Management page, click the "Create New Customer" button (usually a + icon or button at the top).

2

Fill in the customer form:

  • Customer Name (Required)

  • Email (Required)

  • Phone (Required)

  • ID Number (Optional)

  • Address (Optional)

  • Country (Required)

  • Region, District, Street (Required as applicable)

  • Customer Type (Required): Individual or Business

3

Click "Create Customer". A success message will confirm the creation and the new customer will appear in the customer list. A liability account will be automatically created for the customer in the Chart of Accounts.

Viewing Customer Details

  • In the customer list, click a customer's name or the "View" button (eye icon) to see:

    • Customer information

    • Account balances by currency

    • Transaction history

    • Account details

Editing Customer Information

1

Find the customer in the list and click the "Edit" button (pencil icon).

2

Update the customer information in the form and click "Update Customer". A success message will confirm the update.

Creating Customer Deposits

1

Navigate to Customer Management and select the customer from the list. Open their details and go to the "Transactions" tab.

2

Click "Create Transaction" or "New Transaction" and select "Deposit" as the transaction type.

3

Fill in the deposit form:

  • Amount

  • Currency (USD, EUR, etc.)

  • Payment Account (select COA account e.g., Cash Account)

  • Date

  • Notes (Optional)

4

Click "Create Transaction" or "Save". The transaction will be created with "Completed" status, the customer's balance updates immediately, and a journal entry is automatically created and posted.

Creating Customer Withdrawals

1

Navigate to Customer Management, select the customer and open the "Transactions" tab.

2

Click "Create Transaction" and select "Withdrawal".

3

Fill in the withdrawal form:

  • Amount

  • Currency

  • Payment Account

  • Date

  • Notes (Optional)

4

Click "Create Transaction" or "Save". The transaction will be created with "Completed" status, the customer's balance updates immediately, and a journal entry is automatically created and posted.

Viewing Customer Balance

  • Customer balances are displayed next to each customer name.

  • For detailed balance by currency: click the customer and check the "Accounts" or "Balance" tab.

  • Balances are calculated from all approved and completed transactions.

Deleting a Customer

  • Find the customer, click the "Delete" button (trash icon), and confirm in the warning dialog.

  • Note: Customers with transactions cannot be deleted.

Worked Example

Deposit USD 2,000 into customer account using Cash-USD. Journal Entry:

  • Dr Customer Liability (USD) 2,000

  • Cr Cash (USD) 2,000

Withdrawal USD 500:

  • Dr Cash (USD) 500

  • Cr Customer Liability (USD) 500

Common Mistakes & Controls

  • Mistake: Wrong payment account selected. Control: Use a pre-approved COA mapping list.

  • Mistake: Assuming balances include pending items. Control: Filter by Approved/Completed only when viewing balances.

Important Notes

  • Deposits and withdrawals auto-create journal entries.

  • Walk-in customers need only name and phone.

  • Each account customer has a liability account in the Chart of Accounts.

Foreign Exchange

Concept

FX allows buying and selling foreign currencies. Buying increases foreign asset inventory; selling reduces it and may realize FX gain/loss. System tracks weighted average cost per foreign currency and maintains base and foreign balances. All FX transactions must be approved before completion.

How to Access

  • Click "Foreign Exchange" in the Transactions sidebar or navigate to /fx.

Creating an FX Buy Transaction

1

On the Foreign Exchange page, ensure you're on the "Trading" tab and select "Buy" as the transaction type.

2

Fill in the form:

  • Foreign Currency (e.g., EUR)

  • Base Currency (e.g., USD)

  • Foreign Currency Amount

  • Base Currency Amount (or let it calculate)

  • Exchange Rate (auto-calculated or manual)

  • Customer (select or create walk-in)

  • Transaction Date

  • Notes (Optional)

3

Click "Create Transaction". The transaction will be created with "Pending" status and a success message will confirm creation.

Creating an FX Sell Transaction

1

On the Foreign Exchange page, select "Sell" as the transaction type.

2

Fill in the form:

  • Foreign Currency (selling)

  • Base Currency (receiving)

  • Foreign Currency Amount

  • Base Currency Amount (or auto-calc)

  • Exchange Rate

  • Customer

  • Transaction Date

3

Click "Create Transaction". The transaction will be created with "Pending" status.

Approving FX Transactions

  • Go to "Pending Transactions", find the transaction and click "Approve", confirm. Status becomes "Approved".

  • Note: Only Accountant, Company Admin, or Super Admin roles can approve.

Completing FX Transactions

  • Go to "Approved Transactions", find the transaction and click "Complete". Status becomes "Completed" and journal entries are auto-posted.

Creating Journal Entry for FX Transaction

  • Select a transaction and click "Create Journal Entry" or open the "Journal Entries" tab. System auto-populates lines:

    • Foreign currency account (Debit)

    • Base currency account (Credit)

  • Review accounts, amounts, currencies. Fill in Journal Entry Date, Reference, Description and click "Post Journal Entry".

Viewing FX Transactions

  • Use tabs: Trading, All Transactions, Pending Transactions, Approved Transactions.

  • Search by transaction number or customer name and click a transaction to view details.

Worked Example – FX Sell

Weighted average on hand: 5,000 GBP at 1.20 USD/GBP. Customer sells 5,000 GBP at 1.23. Calculation:

  • Base inflow: 5,000 × 1.23 = 6,150 USD

  • Cost: 5,000 × 1.20 = 6,000 USD

  • FX Gain: 150 USD Journal Entry:

  • Dr Cash (USD) 6,150

  • Cr Foreign Currency Asset – GBP 6,000

  • Cr FX Gain (P&L) 150

Common Mistakes & Controls

  • Mistake: Manual override of rate without approval. Control: Lock manual rate overrides to Accountant+ roles.

  • Mistake: Mixing currencies on lines. Control: System enforces per-currency balance check.

Important Notes

  • FX uses weighted average exchange rates and tracks foreign balances separately.

  • Profit/loss is auto-calculated on sell transactions.

  • All FX transactions require approval before completion.

Exchange Rates

Concept

Exchange Rates page lets you view and manage live exchange rates. Rate history drives weighted averages and pricing. Rates should be updated regularly.

How to Access

  • Click "Exchange Rates" in the Transactions sidebar or navigate to /exchange-rates.

Viewing & Updating Exchange Rates

  • The page shows currency pairs with buy rate, sell rate, and last updated timestamp.

  • To update: find pair, click "Edit" or "Update", enter new Buy and Sell rates, click "Save". Rates are timestamped.

Viewing Rate History

  • Use "Rate History" to view historical weighted averages, transaction counts, and date ranges. Apply filters for specific pairs.

Common Mistakes & Controls

  • Mistake: Not updating rates regularly. Control: Limit updates to Accountant/Admin; review change log weekly.

Important Notes

  • Exchange rates affect all FX transactions.

  • Weighted averages are calculated from historical transactions.

Wire Transfers

Concept

Wire Transfers send money to beneficiaries with commission tracking. Workflow: Pending → Approved → Completed, then auto-posted journal entries.

How to Access

  • Click "Wire Transfers" in Transactions or navigate to /wire-transfers.

Creating a Wire Transfer

1

On the Wire Transfers page, click "Create New Wire Transfer".

2

Fill in sender information:

  • Customer (or Walk-in Customer with name & phone)

  • Sender Name

  • Sender Account, Sender Bank (Optional)

3

Fill beneficiary information:

  • Beneficiary Name (Required)

  • Beneficiary Account (Required)

  • Beneficiary Bank (Required)

  • Beneficiary Address, SWIFT Code, IBAN (Optional)

4

Fill transfer details:

  • Currency, Amount, Transfer Date, Purpose (Optional)

5

Fill payment & commission details:

  • Sending Foreign Amount

  • Buy Rate, Sell Rate

  • Commission Type (Percentage or Fixed)

  • Commission Value, Commission Amount, Total Send Amount

6

Select journal entry accounts (Debit, Credit, Exchange Rate Account, Income Wire Account, Income Commission Account), review summary, then click "Create Wire Transfer". Transfer will be "Pending".

Approving & Completing Wire Transfers

  • Approve from "Pending" tab (Accountant/Admin/Super Admin). Complete from "Approved" tab to auto-post journal entries.

Viewing & Printing

  • Click a transfer to see sender, beneficiary, amounts, commission, journal entries, and status history. Use "Print" or export to PDF.

Worked Example

Send EUR 10,000; Sell rate 1.08 USD/EUR; commission 1%:

  • Commission: 10,000 × 1% = EUR 100

  • Ensure commission income and wire income accounts are configured per COA mapping.

Common Mistakes & Controls

  • Mistake: Wrong Debit/Credit accounts. Control: Use COA mapping sheet.

  • Mistake: Approver same as creator. Control: Enforce segregation of duties.

Important Notes

  • Wire transfers require commission calculation, use exchange rates, and must be approved before completion.

Remittances

Concept

Remittances send money transfers with service charges and exchange rate management. Workflow mirrors Wire Transfers but with different terminology.

How to Access

  • Click "Remittance Service" in Transactions or navigate to /remittances.

Creating a Remittance

1

On the Remittances page, click "Create New Remittance".

2

Select customer type: Account Customer (choose from dropdown) or Walk-in Customer (enter name & phone).

3

Fill sender and beneficiary information (names, phone/address as required).

4

Fill remittance details:

  • Send Currency, Send Amount

  • Receive Currency, Receive Amount (auto-calculated)

  • Exchange Rate, Service Charge, Remittance Date

5

Fill exchange rate details and select journal entry accounts (Debit, Credit, Income Wire Account, Income Commission Account). Review summary and click "Create Remittance". The remittance will be "Pending".

Approving & Completing Remittances

  • Approve from "Pending", complete from "Approved" to post journal entries.

Viewing & Printing

  • Use tabs to filter (All, Pending, Approved), search, click a remittance to view details, and use "Print" for receipts or PDF export.

Worked Example

Send USD 1,000; receiver gets KES; rate 1 USD = 150 KES; service charge USD 5:

  • Receiver gets 150,000 KES; journal entry includes service charge income and cash/bank movements.

Common Mistakes & Controls

  • Mistake: Not separating service charge income vs remittance income. Control: Use predefined accounts in System Settings.

Important Notes

  • Remittances include service charges, use rate history, and require approval before completion.

Gold Management

Concept

Manage gold products, vendors, purchase orders, and sales orders with inventory tracking using weighted average costing. Purchases increase inventory; sales decrease it. Completion posts journal entries.

How to Access

  • Click "Gold Management" in the sidebar or navigate to /gold.

Gold Dashboard

  • View vendor/product counts, purchase/sales order stats, totals, and quick access to vendors/products/orders.

Managing Vendors

Creating & Editing Vendors

1

Click "Vendors", then "Create New Vendor", fill vendor form (Vendor Name required, other fields optional), and click "Create Vendor".

2

To edit: find vendor, click "Edit", update information and click "Update Vendor".

Managing Products

Creating & Editing Products

1

Click "Products", then "Create New Product", fill product form (Product Name, Weight Unit, optional Product Code, Purity, Description), and click "Create Product".

2

To edit: find product, click "Edit", update and click "Update Product".

Purchase Orders

Creating, Approving & Completing

1

Click "Purchase Orders" → "Create New Purchase Order". Select Vendor, Order Date, add Items (Add Item → select product, enter quantity/weight, unit price).

2

Select Payment Account and add Notes (optional). Review total and click "Create Purchase Order". Order will be "Pending".

3

Approve from pending list, then complete from approved list. On completion inventory updates and journal entries are created.

Sales Orders

Creating, Approving & Completing

1

Click "Sales Orders" → "Create New Sales Order". Select Customer or Walk-in, Order Date, add Items (select product, quantity/weight, unit price), select Payment Account.

2

Review total and click "Create Sales Order" (status "Pending"). Approve from pending list and complete from approved list. Completion reduces inventory and creates journal entries.

Gold Setup

  • Click "Setup" → "Setup Gold Accounts" to create default COA for gold (Inventory, Purchase, Sales, COGS). Verify accounts are created.

Worked Examples

Purchase: Buy 200g at USD 60/g → inventory = USD 12,000. Journal Entry:

  • Dr Gold Inventory 12,000

  • Cr Cash/Payable 12,000

Sale: Sell 50g at USD 70/g (revenue 3,500). WAC 60/g → COGS 3,000, Gross Profit 500. Journal Entries:

  • Dr Cash/AR 3,500

  • Cr Gold Sales Revenue 3,500

  • Dr COGS 3,000

  • Cr Gold Inventory 3,000

Common Mistakes & Controls

  • Mistake: Skipping approval before completing orders. Control: System prevents completion without approval.

  • Mistake: Mismatched units. Control: Lock product to single weight unit in product setup.

Important Notes

  • Gold inventory uses weighted average costing.

  • All orders must be approved before completion.

  • Journal entries are auto-created.

Chart of Accounts

Concept

The Chart of Accounts organizes all accounts used in journal entries and financial reports. Each account includes header/sub-header, currency, and debit/credit nature. Foreign currency accounts track base and foreign balances and weighted average.

How to Access

  • Click "Chart of Accounts" in Accounting or navigate to /chart-of-accounts.

Creating an Account

1

On the Chart of Accounts page, click "Create New Account".

2

Fill in the account form:

  • Account Number (Required) — 6-digit (e.g., 100101)

  • Account Name (Required)

  • Account Header (Asset, Liability, Equity, Revenue, Expense)

  • Sub Header

  • Currency

  • Debit/Credit Type (Debit for assets/expenses; Credit for liabilities/equity/revenue)

  • Financial Reporting (Balance Sheet or Income Statement)

  • Is Active (check to activate)

3

Click "Create Account". The account is added to the chart of accounts.

Viewing & Editing Accounts

  • Accounts display with number, name, header, sub-header, currency, balance, and status. Use search and filters; click an account to view details.

  • To edit: click "Edit", update fields, and click "Update Account". Note: be cautious editing accounts with transactions.

Foreign Currency Accounts

  • System tracks foreign balance, calculates weighted average buy rate, and shows both base and foreign balances.

Common Mistakes & Controls

  • Mistake: COA changes without authorization. Control: COA changes by Admin only with change log and weekly review.

Important Notes

  • Account numbers must be unique.

  • Inactive accounts cannot be used in new transactions.

  • Foreign currency accounts track base and foreign balances.

Journal Entries

Concept

Journal Entries implement double-entry bookkeeping. Total debits must equal total credits; in multi-currency entries, each currency must balance separately. Posted entries cannot be edited or deleted.

How to Access

  • Click "Journal Entries" in Accounting or navigate to /journal.

Creating a Manual Journal Entry

1

On the Journal Entries page, click "Create New Journal Entry".

2

Fill the header:

  • Journal Entry Date

  • Reference (Optional)

  • Description (Optional)

3

Add journal entry lines:

  • For each line: select account, enter Debit or Credit amount, select Currency, add Description (Optional).

  • Click "Add Line" to add more lines.

4

Verify the entry is balanced (Total Debit = Total Credit). If multiple currencies are used, ensure each currency balances separately.

5

Click "Post Journal Entry". The entry posts and account balances update. Draft entries can be edited; posted entries cannot.

Viewing, Editing & Posting

  • Journal entries are listed with number, date, reference, description, status (Draft/Posted), and totals.

  • Edit only Draft entries. To post, click "Post" and confirm.

Common Mistakes & Controls

  • Mistake: Out-of-balance per currency. Control: System enforces per-currency balance.

  • Mistake: Posting before review. Control: Require Accountant review for drafts above threshold.

Important Notes

  • Journal entries must be balanced per currency and overall.

  • Posted entries are immutable; drafts can be modified.

Financial Reports

Concept

Financial Reports include Balance Sheet, Income Statement, and Trial Balance, generated from posted journal entries for selected dates.

How to Access

  • Click "Financial Reports" in Accounting or navigate to /reports.

Balance Sheet

  • Navigate to Balance Sheet or /reports/balance-sheet. Select date range/date. Report shows Assets, Liabilities, Equity and must balance (Assets = Liabilities + Equity). Export options: Print, PDF, Excel if available.

Income Statement

  • Navigate to Income Statement or /reports/income-statement. Select date range. Report shows Revenue, Expenses, and Net Income. Export options available.

Trial Balance

  • Navigate to Trial Balance or /reports/trial-balance. Select date range. Report lists all accounts with debit and credit balances; totals must balance. Export options available.

Controls & KPIs

  • Monthly close checklist, compare FX Gains/Losses to exposure, reconcile foreign currency assets to sub-ledger.

Important Notes

  • Reports are based on posted journal entries and selected date ranges.

  • Balance Sheet must always balance.

System Reports

Overview

System Reports provide detailed transaction reports for FX, wire transfers, remittances, gold, and customer activities. Reports are filterable by date and exportable to PDF/Excel and show approved & completed transactions.

How to Access

  • Click "System Reports" in the sidebar or navigate to /system-reports.

Report Types & Access

  • FX Buy Report: /system-reports/fx-buy — select date range, filter by currency, export CSV/Excel.

  • FX Sell Report: /system-reports/fx-sell.

  • Wire Transfers Report: /system-reports/wire-transfers — filter by status/currency.

  • Remittances Report: /system-reports/remittances.

  • Gold Purchases Report: /system-reports/gold-purchases — filter by vendor/product.

  • Gold Sales Report: /system-reports/gold-sales — filter by customer/product.

  • Foreign Accounts Report: /system-reports/foreign-accounts — shows base & foreign balances and weighted average buy rate.

  • Customer Reports: /system-reports/customers — select customer and date range to view transaction history and balances.

Important Notes

  • Reports filter by date range, export in multiple formats, and show only approved & completed transactions. Use for auditing and reconciliation.

Currency Management

Concept

Add, edit, and manage currencies used throughout the system. Only Super Admin / Company Admin can access.

How to Access

  • Click "Currency Management" in Settings or navigate to /currencies.

Adding & Editing Currencies

1

Click "Add Currency", fill the form:

  • Currency Code (3-letter, Required)

  • Currency Name (Required)

  • Symbol (Optional)

  • Exchange Rate (Optional)

2

Click "Create Currency". To edit: find currency, click "Edit", update and click "Update Currency".

Viewing Currencies

  • Table lists code, name, symbol, and exchange rate. Use search to find currencies.

Common Mistakes & Controls

  • Mistake: Changing base currency without authorization. Control: Lock base currency; updates should go through Exchange Rates.

Important Notes

  • Currency codes must be unique.

  • Base currency is typically USD.

  • Currencies cannot be deleted if used in transactions.

User Management

Concept

Create, edit, and manage user accounts with role-based permissions. Enforce strong passwords & least-privilege access.

How to Access

  • Click "User Management" in Settings or navigate to /users. Only Super Admin / Company Admin can access.

Creating & Editing a User

1

Click "Create New User" and fill the form:

  • Name, Email, Password, Role (Super Admin, Company Admin, Accountant, Teller, Viewer), Company, Is Active.

2

Click "Create User". To edit: find user, click "Edit", modify fields and click "Update User".

Viewing Users & Resetting Passwords

  • Users are listed with name, email, role, company, and status. Use search.

  • To reset password: select user, click "Reset Password", enter and confirm new password, then "Update Password".

Important Notes

  • Roles determine feature access. Super Admins access all companies. Inactive users cannot log in. Use strong passwords.

System Settings

Concept

Configure system-wide settings and preferences. Changes affect all users in the company and take effect immediately (some may require restart).

How to Access

  • Click "System Settings" in Settings or navigate to /settings. Only Super Admin / Company Admin can access.

General & Module Settings

  • Configure company name, base currency, date format, time zone and click "Save Settings".

  • Enable/disable modules (Customer Management, FX, Wire Transfers, Remittances, Gold Management, COA, Journal Entries, Financial Reports) and click "Save Settings".

Important Notes

  • Disabled modules will not appear in navigation and changes take effect immediately. Some settings may require a restart.

Best Practices

General

  • Verify transaction details before approval.

  • Keep exchange rates updated regularly.

  • Review journal entries for accuracy.

  • Run financial reports regularly for reconciliation.

  • Maintain proper COA structure.

Security

  • Use strong passwords, do not share credentials, review access regularly, deactivate unused accounts, and keep system updated.

Data Management

  • Perform regular backups, archive old transactions, maintain accurate customer info, keep exchange rate history, and document manual adjustments.

Workflow

  • Follow approval workflow (Pending → Approved → Completed), verify amounts before posting, reconcile monthly, and review system reports for discrepancies.

Troubleshooting

Common Issues & Resolutions

  • Cannot Login: verify credentials, check account active status, contact admin if locked.

  • Transaction Not Appearing: check status (may be pending), verify filters, refresh page, check permissions.

  • Journal Entry Not Balanced: verify total debits = credits, check per-currency balances, confirm account selections.

  • Exchange Rate Not Updating: manually update on Exchange Rates page, check rate history and currency pair.

  • Report Not Generating: validate date range, confirm transactions exist, check permissions, refresh.

Getting Help

  • Check this guide, contact your system administrator, review system documentation, and check error messages for specific guidance.

Support & Contact

Pathway Solutions

This Cash Management System is powered by Pathway Solutions. For technical support, questions, or assistance:

Support covers system configuration, user training, technical issues, feature requests, and general inquiries.

Conclusion

This training guide covers the major features of the Cash Management System. Practice each module to become familiar with workflows. Remember to:

  • Follow step-by-step instructions

  • Verify information before submitting

  • Use the approval workflow for transactions

  • Review reports regularly

  • Keep data accurate and up-to-date

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Last Updated: 11/7/2025

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