Fund checks are a common payment method in commercial transactions. Once a customer writes a check, it means that the bank will pay the payee from his account, realizing the process of fund transfer and debt settlement. Check management is an important responsibility of the financial department, which is mainly managed by the cashier to ensure that the check will not be stolen or lost.
When a check is collected, the relevant departments and personnel need to fill out a "check collection form" to detail the purpose, date and amount of the check, and the cashier can issue the check and register it in the check issuance register after the signature and seal of the handling personnel and the approval of the relevant leaders. Such a process helps prevent the improper use of checks.
When a commercial enterprise deposits money to a bank, it should fill out a "relief form" indicating the source and amount of the money, and submit it to the bank together with the cash. After the bank counts and receives it, it will stamp the "received" stamp on the return copy of the "relief form" and return it to the enterprise as the basis for the enterprise to record the increase in deposits in the settlement account. If the enterprise receives money through bank transfer, the receipt transferred by the bank will be regarded as an increase in deposits in the settlement account. If an enterprise needs to withdraw cash from a bank or entrust a bank to pay money, it must issue a check or other settlement voucher in accordance with regulations. The bank needs to reduce the enterprise's settlement account deposit accordingly, and the enterprise uses the check stub or other settlement voucher receipt as the basis for the enterprise to record the reduction of the settlement account deposit.
In addition to the check management and commercial enterprise bank deposit management methods mentioned above, enterprises also need to pay attention to the balance in the bank account. When operating funds, it is necessary to keep track of the remaining balance in the account at any time and make reasonable planning and use. Only by establishing a reasonable fund operation system and strengthening financial management can the capital risk of the enterprise be effectively reduced and the stable operation of the enterprise be guaranteed.
Management of blank checks.
- Guarded by a dedicated person.
In order to settle accounts, each unit generally purchases and retains a certain number of blank checks from the bank for use. A check is a payment voucher. Once the relevant content is filled in and stamped with the seal left in the bank, cash can be withdrawn directly from the bank or settled with other units. Therefore, units that have blank checks must strictly manage blank checks, clearly designate a person to be responsible for safekeeping, and implement the principle of separate management of checks and seals. Blank checks and seals must not be kept by one person. This can clarify responsibilities, form a control mechanism, and prevent fraud.
- Cancel blank checks.
When a unit cancels, merges, or settles an account, it should fill out a two-copy list of the remaining blank checks and return them all to the bank for cancellation. One copy of the list will be stamped by the bank and returned to the payee, and the other copy will be used as an attachment to the account clearance summons.
- Strictly control the carrying of blank checks for outbound purchases.
For those who cannot determine the unit price and amount of the purchased materials in advance, with the approval of the unit leader, the check with the name of the payee and the date of issuance can be handed over to the purchasing personnel, and the purpose and amount limit can be clarified. The personnel who use the check must settle with the financial department in a timely manner after returning to the unit.
- Set up a "blank check issuance register" and a system for the actual use and cancellation of blank checks.
After the cashier issues a blank check with the approval of the unit leader, it should be registered in the "Blank Check Issuance Register".
For settlement purposes, each unit generally purchases and retains a certain number of blank checks from the bank for use. A check is a payment voucher. Once the relevant content is filled in and the seal is affixed, cash can be directly withdrawn from the bank or settled with other units. Therefore, units that have blank checks must strictly manage the blank checks and clearly designate a person to be responsible for their safekeeping. The principle of separate management of checks and seals must be implemented. Blank checks and seals cannot be kept by one person. This can clarify responsibilities, form a control mechanism, and prevent fraud.
How should checks be kept?
(1) Blank checks must be kept separately from seals, and designated personnel must be designated to keep and issue them separately. Blank checks cannot be carried out for shopping at will, and seals cannot be stamped on blank checks in advance for use. Checks cannot be rented, lent, or transferred to other units or individuals for use.
(2) Since bank sorting machines have high requirements for the flatness and straightness of the checks they clean and sort, and single-copy checks do not have binding costs, check boxes and check folders uniformly produced by the People's Bank of China should be used to properly store checks, ensure that the checks are dry, and the cut edges are neat. When carrying checks out, keep the checks flat to avoid affecting the timely settlement of funds due to the inability of computers to recognize them.
(3) When using checks, a sound check management system should be established, and the purchase, use, registration, and cancellation of blank checks should be strengthened.
Establish and improve the check reimbursement system. The relevant departments and personnel within the unit that receive checks should report them in a timely manner in accordance with regulations. In case of special circumstances, they should contact the unit's financial department in a timely manner so that the financial department can understand the use of checks and arrange the use of funds reasonably.
(4) In order to avoid issuing bad checks, the financial departments of each unit should regularly check the current accounts with the opening bank, understand the uncollected items, accurately grasp and control their bank deposit balances, and provide decision-making information for the reasonable arrangement of production and operation and other businesses.
(5) To avoid receiving bad checks and invalid checks, each unit should establish a review system for receiving checks. To prevent fraud and false claims, the receiving unit should generally stipulate that the check must be received for a few days (such as three or five days) before delivery, so that there is enough time to submit the received check to the bank and complete the collection procedures. The delivery time should be postponed accordingly on holidays to prevent criminals from taking advantage of the holiday bank's closure and unable to complete the collection procedures to commit fraud.
(6) Once a check is lost, immediately report the loss to the bank or request the bank and the receiving unit to assist in prevention.
