How to Configure Bank & Cash in iDempiere
Step-by-step guide to configure Bank & Cash in iDempiere, covering account setup, document numbering, accounting, and payment processor.
Process Flow
Introduction
Bank & Cash is a master configuration in iDempiere used to define and maintain cash accounts, bank accounts, UPI collection accounts, and card settlement accounts across operations.
The configuration drives payment and receipt processing, document numbering, accounting entry posting, and bank reconciliation across every financial transaction in the store.
Business Rules
- Bank & Cash accounts must be created before processing receipts, payments, or POS transactions.
- Organization, Name, Currency, and Bank Account Type are mandatory on the Account tab.
- Each account must have a unique Account Number within the organization.
- Only Active accounts are available for transaction processing.
- A Bank Account Document must be configured to generate payment document numbers.
- Accounting configuration is required before transactions are posted to the General Ledger.
- Separate accounts must be maintained for Cash, UPI, Card Settlement, Petty Cash, and Bank.
- Bank Account Processor configuration is required only for external payment gateway integrations.
- Statement Loader configuration is required only when bank statements are imported automatically.
Prerequisites
- Tenant configured.
- Organization created.
- Currency defined.
- Accounting Schema configured.
- Chart of Accounts available.
- User access to the Bank & Cash window.
Navigation
Menu → Organization Rules → Bank & Cash
The window opens showing existing Bank & Cash records with Name, Organization, Routing No, and Active status. The Account tab contains the financial account details, with Bank Account Document, Bank Account Processor, Statement Loader, and Accounting as sub-tabs.
Configuration Steps
Step 1: Create the Bank & Cash Master Record
The header record establishes the bank or cash entity that all accounts, documents, and accounting entries are linked to.
- Open the Bank & Cash window and click New Record.
- Enter the Organization, Name, and Description.
- Enable Own Bank for internally held accounts, enter Routing No, and save.
| Field | Sample Value | Mandatory | Description |
| Organization | CDC | Yes | Organization the account belongs to |
| Name | POS Cash | Yes | Display name for the bank or cash entity |
| Description | Cash collection account used for retail POS transactions | No | Purpose of the account |
| Own Bank | Checked | No | Indicates the bank is owned and operated by the organization |
| Routing No | 100001 | Yes | Internal routing reference for the account |
| Swift Code | Blank | No | Required only for international banking |
| Active | Checked | Yes | Makes the record available for transactions |
Step 2: Configure the Account Details
The Account tab holds the financial account information used when the account is selected during payment, receipt, or POS transactions.
- Open the Account tab and click New Record.
- Enter Search Key, Name, Account No, BBAN, Currency, Bank Account Type, and Description, then save.
| Field | Sample Value | Mandatory | Description |
| Search Key | POSCASH | Yes | Unique identifier for the account |
| Name | POS Cash Account | Yes | Display name shown during transaction entry |
| Account No | 11010001 | Yes | Financial account number |
| BBAN | 11010001 | No | Basic Bank Account Number for domestic transactions |
| Currency | INR | Yes | Transaction currency for this account |
| Bank Account Type | Cash | Yes | Classifies the account as Cash, Bank, or other type |
| Description | Cash account used to record POS cash collections for CDC retail store | No | Account purpose description |
| Default | Unchecked | No | Marks as default account for the organization if enabled |
| Credit Limit | 0.0 | No | Credit ceiling for the account |
| Current Balance | Auto | Auto | System-maintained running balance |
Step 3: Configure Bank Account Document
A Bank Account Document defines the document numbering sequence used when generating receipts or payment documents for the account.
- Open the Bank Account Document tab and click New Record.
- Enter Name, Payment Rule, and Current Next to define the starting document number for the series.
| Field | Sample Value | Mandatory | Description |
| Name | POS Cash Receipts Series | Yes | Identifies the document sequence |
| Description | Document sequence for POS cash receipts | No | Purpose of the document series |
| Payment Rule | Cash | Yes | Payment method this document series applies to |
| Current Next | 1,000 | Yes | Next document number to be issued |
| Check Print Format | Blank | No | Required only for printed cheque documents |
| Active | Checked | Yes | Makes the sequence available for use |
Step 4: Configure Accounting
Accounting mappings determine how transactions posted against this account are recorded in the General Ledger.
- Open the Accounting tab. Automatically assigns the correct GL accounts to each accounting field.
- All mandatory accounts must be filled before transactions can be posted.
| Accounting Field | Sample Account | Description |
| Bank Asset | B_ASSET | GL account for the cash or bank asset balance |
| Payment Selection | B_PAYMENTSELECT | GL account for payments in the selection process |
| Bank Interest Expense | B_INTERESTEXP | GL account for bank charges or interest paid |
| Bank In Transit | B_INTRANSIT | GL account for funds in transit between accounts |
| Unallocated Cash | B_UNALLOCATEDCASH | GL account for receipts not yet allocated to invoices |
| Bank Interest Revenue | B_INTERESTREV | GL account for interest earned on the account |
Step 5: Configure Bank Account Processor (Optional)
Bank Account Processor is configured only when the account needs to connect to an external payment gateway or banking system.
- Open the Bank Account Processor tab and click New Record.
- Select the Payment Processor, enter User ID and Password credentials, and set Minimum Amt and Only Currency if restrictions apply.
| Field | Sample Value | Mandatory | Description |
| Payment Processor | MoneyBank DirectCash | Yes | External payment processor linked to the account |
| User ID | Gateway User ID | Yes | Credential for payment gateway authentication |
| Password | Gateway Password | Yes | Credential for payment gateway authentication |
| Minimum Amt | 0.00 | No | Minimum transaction amount for the processor |
| Only Currency | USD | No | Restricts the processor to a single currency |
Step 6: Configure Statement Loader (Optional)
Statement Loader is configured only when bank statements are imported automatically for reconciliation.
- Open the Statement Loader tab and click New Record.
- Enter Name, Financial Institution ID, Account No, Host Address, and Host Port for the import connection.
| Field | Sample Value | Mandatory | Description |
| Name | CDC Bank Statement Loader | Yes | Identifies the statement import configuration |
| Financial Institution ID | CDCBANK | No | Institution identifier used during file import |
| Account No | 11010001 | No | Account number matched during statement loading |
| Host Address | Bank server address | No | Connection endpoint for the statement source |
| Host Port | 443 | No | Port used for the statement import connection |
| Statement Loader Class | Loader class reference | No | Java class that processes the import file |
| Date Format | dd/MM/yyyy | No | Date format expected in the import file |
Common Issues and Resolutions
| Issue | Cause | Resolution |
| Account not visible during payment or receipt entry | Account is inactive | Enable the Active flag on the Account tab. |
| Document number not generated for payment | Bank Account Document not configured | Create a Bank Account Document with the correct Payment Rule. |
| Transaction not posting to the General Ledger | Accounting tab not configured | Assign all mandatory GL accounts on the Accounting tab. |
| Duplicate account number error | Account No already exists in the organization | Use a unique Account No for each Bank & Cash account. |
| Payment processor not triggering | User ID or Password missing | Enter valid gateway credentials on the Bank Account Processor tab. |
| Statement import not running | Statement Loader class not configured | Assign the correct Statement Loader Class on the Statement Loader tab. |
| Wrong currency on transactions | Currency not set on the Account tab | Set the correct Currency on the Account tab before processing transactions. |
Next Steps
- Assign the configured account to POS terminal settings.
- Link the account to Payment Selection for vendor payment processing.
- Configure Cash Journal for daily cash management.
- Use the account in Bank Statement processing for reconciliation.
- Verify GL account postings after the first transaction is processed.