Treasurer / Cashier

Department: Finance
Level: Operational
Primary objective: Manage the company's cash and cash positions — cash register, bank reconciliation, petty cash, internal budgets

What this role does

The Treasurer/Cashier manages the company's cash flows: maintains the daily cash register, reconciles bank statements against recorded payments, manages internal funds (petty cash, departmental budgets, reserves) and ensures that the cash position is correct and auditable at any time.

Modules used daily

Daily routine

Opening the till (morning)

1. Cash Register → verify opening balance (= previous day's closing balance)
2. Physically count cash in the till → confirm it matches the system balance
3. If there is a discrepancy → investigate previous day's transactions before continuing

During the day — recording cash transactions

4. Every cash inflow (customer cash payment, cash deposit) → Cash Register → Add entry:
   • Type: Inflow
   • Amount, date, description (e.g. "Payment Invoice #F2026-0145 — customer Ionescu SRL")
   • Payment method: Cash
5. Every cash outflow (cash supplier payment, operational expense) → Cash Register → Add outflow:
   • Type: Outflow
   • Amount, date, description, expense justification
   • Associate fiscal receipt (if available in system)

Bank reconciliation (daily or on receipt of statement)

6. Receive bank statement (MT940, CSV, or download from online banking)
7. Bank Statement → import or manually add each line from the statement
8. Associate each bank line to the corresponding CRM transaction:
   • Bank inflow = customer payment → associate with entry in Payments
   • Bank outflow = supplier payment → associate with supplier invoice
9. Unreconciled lines at end of day → investigate: internal transfer? unrecorded bank commission?

Managing petty cash and internal budgets

10. Account Balances → check the level of each internal fund:
    • Central Petty Cash
    • Branch Petty Cash (if applicable)
    • Allocated departmental budgets
11. If a fund is below minimum threshold → initiate top-up (Transfer from main account)

Closing the till (end of day)

12. Cash Register → generate day's report: total inflows, total outflows, closing balance
13. Physically count cash → confirm it matches the system balance
14. Sign the cash report (physical or digital)
15. Any difference → record as adjustment with specified reason

Key workflows

Workflow 1 — Daily cash register

Open day → check opening balance
       ↓
During the day:
  Cash inflows: customer payments, deposits → record each
  Cash outflows: cash supplier payments, expenses → record each with justification
       ↓
Close day:
  → Generate daily report
  → Physically count cash
  → Confirm physical count = system balance
  → Sign / archive
  → If difference → adjustment with documented reason

Workflow 2 — Bank statement reconciliation

Receive bank statement (daily or as needed)
→ Bank Statement → import file (MT940 / CSV)
  OR add lines manually
       ↓
Each bank line → associate to:
  ├── Customer payment → entry in Payments
  ├── Supplier payment → supplier invoice or Acquisitions
  ├── Operational expense → Expenses or Cash Register
  └── Bank commission → record as outflow type "Commission"
       ↓
Unreconciled lines → investigate:
  ├── Payment from unknown customer → contact customer or AR Accountant
  ├── Unknown outflow → contact bank or operations team
  └── Internal transfer between own accounts → record as transfer with no P&L impact
       ↓
CRM system balance = Bank balance ✓

Workflow 3 — Petty cash management

Employee makes expense using petty cash
→ Brings receipt/fiscal bill
→ Verify receipt is valid (supplier, amount, date)
→ Account Balances → Withdrawal from Petty Cash fund
  → Amount, date, description, responsible employee
→ Record receipt in system (if it can be associated to a supplier)
→ Fund decreases by withdrawn amount

Petty Cash fund reaches minimum threshold:
→ Account Balances → Transfer from main account
  → Top-up amount
  → Bank Statement → associate with outflow from bank account
→ Fund reset to standard level

Workflow 4 — Departmental budget management

Start of month → CFO allocates budgets per department
→ Account Balances → Create account (or top up existing)
  → Name: "Marketing Budget June 2026"
  → Opening balance: allocated amount
       ↓
During the month:
→ Department makes expenses → you record debits on that account
→ Can see at any time: allocated budget - used = available
       ↓
End of month:
→ Report per account → present CFO with usage vs. allocation
→ Unused balance → can be carried forward or returned to general account

Bank reconciliation — periods and frequencies

Recommendation: Daily reconciliation eliminates accumulation of discrepancies and makes month-end close much faster.

Cash documents and archiving

Each cash transaction must have a supporting document:

Physical documents are archived monthly in sequentially numbered cash folders.

Metrics to track

Practical tips

Count the till before opening the CRM. An uninfluenced physical count is the only real validation. If you open the system first, you tend to count to confirm the number you see.

Every cash outflow must have a document before being recorded. Don't record "will bring receipt tomorrow" — either they bring the receipt, or the cash is not released.

Bank commissions are expenses, not errors. Record them explicitly in Bank Statement as outflows with type "Bank commission" — otherwise they appear as discrepancies in reconciliation.

Transfers between your own accounts are not income or expenses. A transfer from a current account to a deposit or petty cash must be recorded as an "internal transfer" — it does not affect P&L.