Cash Book in TouteGestion: Cash Position, Funding Sources and Transaction Traceability
TouteGestion's Cash Book is a ledger-backed view of cash and bank activity. It shows not only the total balance of a selected cash or bank account, but also what funding sources make up that balance and which transactions moved each source.
What the Cash Book is for
The Cash Book answers two related questions: how much cash is available in this bank/cash account, and where did that money come from? This matters when an organisation holds several grants, funds, departments or other sources inside one physical bank account. A bank balance alone does not tell Finance how much of that balance belongs to each funding source.
1. Select the cash or bank account
The screen lists active accounts that the signed-in user is authorised to access and that are classified or recognised as cash/bank accounts. The selected account becomes the physical cash position being analysed. Account scope is enforced before the report is loaded, which is important in organisations where different Finance teams control different accounts.
2. Choose the reporting period
Optional From and To dates define the activity window. When a start date is supplied, TouteGestion calculates the opening balance as of the preceding date, then adds period money in and subtracts period money out to calculate the available closing balance.
3. Review the funding-source breakdown
For the selected cash/bank account, TouteGestion displays each attributable funding source with Opening, Money in, Money out and Available. The total of those source balances is reconciled back to the Cash Book balance. If the breakdown does not reconcile within tolerance, the screen shows the reconciliation difference instead of hiding it.
4. Treat 'Funding Source Not Allocated' as an exception to resolve
Cash activity can exist before its economic funding source has been allocated. TouteGestion surfaces this separately as Funding Source Not Allocated. Finance can drill into those transactions and, where a linked expense exists, follow the record back to resolve its funding attribution. This is preferable to guessing a source merely to make a report look complete.
5. Drill into one funding source
Clicking a funding-source row filters the Cash Book to that source and loads its transaction history. The source view retains the selected physical cash account and reporting period, allowing Finance to see the source opening balance, receipts, payments and running balance rather than treating the funding source as a disconnected spreadsheet balance.
6. Source allocation does not create a second economic transaction
Funding-source attribution explains which source financed an existing cash movement. It should not duplicate the payment or receipt in the general ledger. The economic transaction remains the ledger event; source attribution is the analytical/control layer that lets TouteGestion explain how the physical cash balance is composed.
Worked example
Assume one bank account contains 12,000 in total: 7,000 attributable to Fund A and 5,000 to Fund B. Finance pays an eligible 2,000 expense from Fund A. The physical bank account falls to 10,000, while the source breakdown should show Fund A at 5,000 and Fund B still at 5,000. If a 1,500 payment has no funding attribution, TouteGestion can surface that amount under Funding Source Not Allocated so Finance resolves the attribution instead of silently reducing whichever fund happens to be selected.
Why this is different from a bank statement
A bank statement proves what the bank processed. The Cash Book explains the organisation's accounting view of cash, including opening position, ledger movements and funding-source composition. Bank reconciliation remains the procedure for matching bank-statement activity to Accounting records; the Cash Book is the internal cash and source-control view.
Controls and auditability
Cash Book access uses accounting report/cash-book permissions and account scope. In a segregated organisation, this means a user can be allowed to analyse only the cash accounts relevant to their responsibility. Transaction drill-down and source attribution preserve the route back to the underlying accounting records rather than allowing report totals to be manually overwritten.
Practical configuration checklist
- cash/bank accounts correctly classified in Chart of Accounts
- user has the required report/cash-book permission
- account scope matches the user's responsibility
- correct cash/bank account selected
- reporting period confirmed
- opening balance and period movements reviewed
- funding-source breakdown reconciles to physical cash-book balance
- Funding Source Not Allocated items investigated
- source transactions drilled down where balances are unclear
- bank reconciliation performed separately against the external bank statement
Connect accounting structure, workflow and reporting.
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