Teller Counter Operations & Cash Drawer Management

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Teller Counter Operations & Cash Drawer Management within SmartERP.

Manage front-desk teller cash drawers, record deposits and cash withdrawals, enforce dual authorization limits, and execute day-end close.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_sacco_core, smarterp_equb, smarterp_loan_management
• Security Groups:
  • SACCO Loan Officer (Technical ID: smarterp_sacco.group_sacco_officer)
  • SACCO Credit Committee Member (Technical ID: smarterp_sacco.group_sacco_committee)
  • SACCO General Manager (Technical ID: smarterp_sacco.group_sacco_manager)
• Master Data Dependencies: Member KYC profiles, share capital registers, savings product tiers, loan products with reducing-balance schedules, and Equb rotational pool configurations.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the SACCO & Equb app icon.
4. From the top navigation bar, open SACCO & Equb → Members → KYC Registry / Savings Accounts / Loan Applications / Equb Pools.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Member Identification Number (Mandatory): Unique membership number complying with Ethiopian Cooperative Commission rules
   • Full Name & Kebele ID (Mandatory): Verified member identity with physical residence verification
   • Share Capital Subscriptions (Mandatory): Subscribed shares not exceeding statutory 10% member ceiling (Proclamation 985/2016)
   • Primary Savings Product (Mandatory): Compulsory regular monthly savings account configuration
3. Configure optional operational parameters and localized tags as required:
   • Guarantor & Collateral (Optional): Approved co-signers with locked savings accounts or registered vehicle/property lien
   • Equb Rotational Group (Optional): Linked digital Equb pool with lottery draw eligibility
   • Beneficiary Nominee (Optional): Designated next of kin for death or disability benefit transfer
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Application → KYC Verified → Approved → Active / Disbursed → Delinquency Monitored → Settled).
• Ledger & System Impact: Loan disbursement debits loans receivable and credits cash/bank; loan repayments credit interest income and loan principal, updating 5-tier NBE provisioning registers.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

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Teller Shift Management & Vault Transfers#

To maintain strict physical cash controls at SACCO branch offices:

1. Each morning, the teller opens their workstation in SACCO > Teller Counter > Shift Open.
2. Record opening cash drawer balance received from the branch chief vault (e.g., 50,000.00 ETB).
3. The chief cashier digitally authorizes the vault-to-drawer cash transfer.

Processing Cash Deposits & Withdrawals#

• Cash Deposits:
  1. Scan member passbook or search Member ID.
  2. Enter deposit amount and denomination breakdown.
  3. Print receipt and update physical passbook.
• Cash Withdrawals:
  1. Verify member biometric fingerprint or national ID signature.
  2. Verify that withdrawal amount does not breach the member's locked mandatory collateral balance.
  3. If withdrawal exceeds Teller Cash Limit (e.g., $> 20,000.00\, \text{ETB}$), the system prompts for Supervisor Dual Authorization.

Day-End Drawer Close & Vault Reconciliation#

At shift conclusion:

1. Navigate to SACCO > Teller Counter > Shift Close.
2. Perform physical cash count and input note denominations into the cash sheet.
3. The system compares physical count against electronic transactions: $$\text{Drawer Discrepancy} = \text{Counted Cash} - \text{Expected Electronic Cash}$$
4. If discrepancy is zero, the teller signs off and transfers cash back to the main vault.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • SACCO: Accrue monthly member savings interest (smarterp_sacco.ir_cron_savings_interest): Runs on the final day of each calendar month to credit interest
  • Loan: Evaluate 5-tier NBE delinquency classification (smarterp_sacco.ir_cron_loan_delinquency): Runs nightly to compute loan loss provisions per NBE directives
  • Equb: Execute scheduled lottery draw (smarterp_sacco.ir_cron_equb_draw): Runs on defined pool cycle dates using provably fair random selection
• Custom Print Templates & Reports:
  • Member Savings Passbook & Transaction Ledger
  • Loan Amortization Schedule (Reducing Balance)
  • NBE 5-Tier Delinquency & Loan Loss Provisioning Statement
  • Annual Patronage Dividend Distribution Schedule
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#