Cash and Bank Availability
Cash and Bank Availability shows you, in one place, how much money you actually have in your Cash and Bank accounts as of a cutoff date, without opening the Chart of Accounts account by account. It includes a Detailed variant that, in addition to the balance, shows you how that balance was built up over a period: how much came in as deposits, how much went out in payments, and what other movements affected it.
What is it and what is it for?
This report has two variants, built for two different needs:
- Bank Availability (main view): a quick list of the balance of each active Cash or Bank account as of a given date, grouped by currency and account type (Cash or Bank), with the date of its last bank reconciliation.
- Availability Detailed: for a date range, breaks down each account's balance into Initial Balance, Deposits, Payments, Other Debits, Other Credits and Ending Balance, so you understand where the account's movement came from during that period, not just the result.
In both variants, the balance is shown both in the account's own currency and converted to your local currency (your consolidation currency), using each currency's current exchange rate. If your company uses Subsidiaries, picking a parent subsidiary automatically includes the balance of its child subsidiaries (consolidated).
How to use it
- Open Cash Availability from the Banking menu. The screen first shows you a quick filter panel with a preview list of your accounts and their balance.
- Set, if you need to, the Subsidiary, the Currency and the cutoff Date (if you don't set it, AdmCloud uses today's date), and check whether to Include Cash Accounts and/or Include Bank Accounts.
- Click Refresh to generate the full report with those filters. From there you can export, print, reorder columns or save your own layout, just like any other AdmCloud report.
- Each account's balance is a direct link to its ledger movements, in case you need to check where that number comes from.
- To see the period's movement detail, open Availability Detailed (linked from the same screen) and also set the From/To date range, the Currency (required) and, if you want to narrow it down to a single account, the Cash/Bank Account. Check Only with Balance if you don't want to see accounts that ended the period at zero.
If your session mixes currencies across subsidiaries, AdmCloud will ask you to pick a specific Subsidiary before loading any data, both on the quick preview and on the full report, so balances in different currencies aren't mixed up by mistake.
Main capabilities
- Quick view of the balance of all your Cash and Bank accounts as of a date, grouped by currency and account type.
- Subtotal per currency of the balance in its own currency, and a grand total in local currency (since summing different currencies directly wouldn't make sense).
- Direct link from each balance to that account's ledger movement detail.
- Detailed variant with the breakdown of Initial Balance, Deposits, Payments, Other Debits, Other Credits and Ending Balance per account, for a date range.
- Filter to include or hide Cash and/or Bank accounts separately.
- Filter to show only accounts with a non-zero balance at period end (Detailed variant).
- Each account's last Bank Reconciliation date, so you know how up to date that account is with the bank.
- Automatic consolidation of child subsidiaries when filtering by a parent subsidiary.
Key fields
| Field | What it's for |
|---|---|
| Currency | The Cash or Bank account's own currency. The report groups and subtotals by this column. |
| Type | Whether the account is Cash or Bank, based on its ledger classification. |
| Account | The ledger account's name; it's a link to its movements. |
| Last Conciliation | The date of the most recent bank reconciliation recorded for that account, if it has one. |
| Balance | The account's balance as of the cutoff date, in its own currency. |
| Local Currency Balance | The same balance converted to your consolidation currency, using the current exchange rate. |
| Initial Balance | (Detailed only) The account's accumulated balance up to the start of the chosen date range. |
| Deposits | (Detailed only) The sum of deposits recorded on the account during the period. |
| Payments | (Detailed only) The sum of payments (to vendors, prepayments and account payments) recorded on the account during the period. |
| Other Debits / Other Credits | (Detailed only) Movements that aren't typical deposits or payments (bank charges and credits, transfers, adjustments, etc.), split by whether they increase or decrease the balance. |
| Ending Balance | (Detailed only) The account's accumulated balance up to the end of the chosen date range. |
Validations and report messages
- Subsidiary required: if your session mixes currencies across subsidiaries, no data loads until you pick a specific subsidiary.
- Currency required on the Detailed variant: unlike the main view, this report always needs to know which currency to show amounts in.
- Date range: on the Detailed variant, if you don't set a From/To range, AdmCloud automatically uses the full current calendar month.
- Only active (non-inactive) Cash or Bank accounts from the chart of accounts are listed.
Availability and permissions
- Available on every AdmCloud plan, as part of the Banking module.
- Access is controlled with the "Journal Entries" (Accounting) permission of the user group.
- With Subsidiaries enabled, the Subsidiary filter automatically consolidates the balance of whichever subsidiary's child subsidiaries you pick.
Tips and common mistakes
If you need to know why an account's balance changed so much in a month, use Availability Detailed instead of reviewing movement by movement: it gives you the Initial Balance, what came in and out, and the Ending Balance for the period all at once.
The Balance column in each account's own currency is only subtotaled by currency (summing amounts across different currencies wouldn't make sense); if you want a grand total across all your accounts, check the Local Currency Balance column, which does carry a grand total.
An account whose Last Conciliation is very old (or blank) usually means that account hasn't been reconciled with the bank recently; check Bank Reconciliation before relying on its balance.