🧾 Cashbook in CareCode HIMS

Overview

The Cashbook in CareCode HIMS is a central financial log that records monetary movements resulting from shift handovers, deposits, and reconciliations. It ensures traceability, auditability, and transparency across all levels of operation—institution, site, and department—by linking every transaction to its source.

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🔍 Structure of a Cashbook Entry

Each cashbook entry is created under the following structure:

Field	Description
User	The cashier or staff who performed the handover
Department	The department from which the payment originated
Site	Derived from the department
Institution	Derived from the department
Date	Entry date (shifts spanning multiple days are split automatically)
Amount	Total of all payment modes for that shift handover
Payment Modes	A breakdown (e.g., Cash, Card, Cheque, eWallet, IOUs)

🔄 Note: Cashbook entries are only created once per transaction, even if amounts are re-handovered between users later.

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🧑‍💼 When Entries Are Created

Cashbook entries are generated in the following events:

✅ Shift Handover

• Each shift handover creates a new cashbook entry.
• The system splits entries if a shift spans across calendar days.
• One entry per user, per department, per day.

✅ Bank Deposits / Safe Deposits

• When funds are deposited to bank or safe, a separate entry is added.
• These entries allow downstream tracking of fund movements from drawer to secure holding.

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❌ When Entries Are Not Created

• User-to-user float or re-handover transactions do not create new cashbook entries.
• The payment is only recorded once, at the point of the original shift handover.

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🧾 Reporting

The system provides comprehensive reporting views based on the cashbook:

1. Individual Cashbook View

• View of cashbook entries per user
• Shift-by-shift breakdown
• Payment method breakdown

2. Department Cashbook

• Aggregated entries per department
• Used for internal audits and departmental financial summaries

3. Site Cashbook

• Combined cash movements across all departments operating at the same site

4. Institution Cashbook

• Aggregated view across all sites and departments under a legal entity

Each report supports date range filtering, payment method summarisation, and user-based access permissions.

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💡 Best Practices

• Ensure all shift handovers are accepted before relying on cashbook totals.
• Float movements should be reconciled using drawer-level reports, not cashbook.
• Use institution and site cashbooks for financial audits and bank reconciliations.

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