Specialized module · Cash-in-transit & cash centers
One documented cash cycle — from the vault to the ATM and back
Cash Management
Cash Management is the Xpert ERP module built for cash-in-transit companies and cash centers serving several banks. Replenishment runs, vaults, seals, reconciliation, bank contracts and service levels run in one system, where every stage produces the document the next stage builds on — so no figure is typed twice.
The challenge
Cash moves every day between the vault, the crews and the ATMs of different banks — each bank with its own contract, limits, penalties and paperwork.
The problemLoading and return forms are rewritten by hand in each bank’s format, and mistakes creep in.
In the moduleBank forms print straight from the run document, in PDF or Excel, showing only the forms of that run’s bank.
The problemShortages and overages surface late when each denomination of each ATM is not matched against the previous load.
In the moduleEvery ATM is balanced per denomination: previous load against dispensed, returned and the reject box, with run totals for shortage and overage.
The problemWhat left for the ATMs is recorded twice — once in the vault and once in the run documents.
In the moduleThe vault’s “ATM replenishment” document is pulled from the day’s runs, and the vault day cannot close without a zero difference or an approved adjustment.
The problemProving which seal was used on which cassette or bag, in which run, takes hours.
In the moduleSeals are received in numbered batches, each with its status and the document that used it, scanned by barcode when loading.
The problemWhen fault times are not recorded as they happen, penalty discussions with the bank have no evidence.
In the moduleFault tickets carry a timestamp for every step, compared with the bank contract’s windows, and a monthly penalty statement is calculated from the contract.
The problemNetwork figures are collected from scattered files after the period ends.
In the moduleA cash-center summary and vault, maintenance and operations dashboards are built from approved documents, with export to Excel.
The cash cycle
Each stage produces a document the next one builds on. The cycle closes when the vault day closes, and the next run starts from the last approved load of each ATM.
Cash centers, banks and branches, denominations, ATMs and zones, crews, armored vehicles, bank contracts, seals and vaults — defined once.
Transport requests from banks, service points and daily route plans. One run per crew per day, scheduled for the team.
Denomination amounts per ATM and a seal for every cassette and bag.
Run amounts are pulled into the vault issue, the custody is handed to the crew and the bank’s loading form is printed.
In progress → done: loading, returns and cards for each ATM, with outbound and return seals.
Previous load against dispensed, returned and the reject box, per denomination, with the daily returns statement.
Shortage or overage per ATM, settled with a reason and an approver; declared against counted.
Final approval of the run, the vault day position by denomination, and a close only at zero difference or with an adjustment.
ATM and counting-machine fault tickets, preventive maintenance, SLA timing from each bank contract and penalty statements — on the same ATM register and contracts, without waiting for the replenishment cycle.
What the module covers
Master data is defined once, daily operations produce documents the vault reads, the vault and adjustments close the day, and reports are built from approved documents.
Cash centers and their users, banks and branches, denominations, cash parameters, ATMs and their zones.
Armored vehicles and their documents, crew types, crews and member roles, transport customer categories.
The contract with its annexes, prices, add-ons, limits, penalties and clauses — and service pricing from it.
Inbound and outbound requests, service points, daily route plans and the distance matrix.
Seal types and statuses, batch receipt, and tracking each seal to the document that used it.
Vaults and movement types, opening balances, working days, replenishment, adjustments, denomination exchange, report and dashboard.
Runs with loading and return windows, bank forms, CDM deposits, data quality and the operations dashboard.
Maintenance dashboard, ATM and counting-machine faults, preventive maintenance plans, SLA rules, penalty statements, fault codes and technicians.
Cash-center summary by bank, device type, currency and status, with export to Excel — alongside the dashboards of each area.
Inside the system
Management sees the same figures the vault and operations approved — no manual collection at the end of the period.
Vault balances, net movement, ATM recovery ratio and the daily closing balance over time — filtered by period, cash center, bank and vault.
ATM fault tickets, the share repaired within the contract window, penalties for the period and tickets due within the hour — with a daily on-time / late chart.
Figures come from a demonstration database.
Bank forms
Loading and return forms print directly from the run document in each bank’s own layout — amounts and seals per denomination for every ATM, outbound and return bag seals, and the signature boxes the bank expects.
Controls
The module enforces the controls a cash operation is audited on — not as a policy on paper, but in the screens.
Denominations, vault issue, adjustments and the final run approval each need an authorized approver.
Approved documents and records are locked; the creator and approver of each are recorded.
Each user sees only the cash centers assigned to them.
The vault day closes only at zero difference or with an approved adjustment that explains it.
ATMs without coordinates or zone, duplicate bank numbers and inconsistent bank–center links are flagged automatically.
Every step of a fault ticket is timestamped and measured against the bank contract.
Who it serves
A network summary by bank, center and period, plus vault and maintenance dashboards.
Runs with clear statuses, tracked seals and daily routes for every crew.
A daily position by denomination, and no day closes without a zero difference or an adjustment.
A web application on Microsoft SQL Server, hosted on-premise or in an in-Kingdom cloud.
Center isolation, document locking after approval, and a record of who created and approved each document.
Technology
Runs in the browser on Microsoft SQL Server — nothing to install on users’ devices — with the same users and permissions as Xpert ERP.
The language is chosen at sign-in; records carry both Arabic and English names.
Bank forms and reports in print, PDF and Excel; lists and dashboards export to Excel.
Cash centers, ATMs and service points carry coordinates and show on the map.
Seal fields accept barcode scans and suggest the next seal in sequence.
A seat is taken at sign-in and released at sign-out.
Attach files to documents and records wherever they are needed.
Implementation
Six phases, each starting only after you approve the outputs of the one before. A pilot in one center, in parallel with your current way of working, comes before the rollout.
Workshops on your procedures, centers, banks and approvals.
Centers, parameters, users and the permission matrix.
Centers, ATMs with opening loads, crews, contracts, seals and vault balances — and matching the bank forms.
Role-based training on the real screens, then acceptance scenarios for every stage of the cycle.
One center runs on the system and the current method together, reconciled daily.
The remaining centers move over with our team on site.
Based on five cash centers. The plan is confirmed after the analysis workshop.
Pricing
Pricing depends on the number of cash centers, concurrent users and bank forms. Tell us about your operation and we will send a detailed proposal.
You own the license, with annual support from the second year.
License and support in one yearly fee, minimum three years.
We will walk you through a full replenishment run — from planning and seals to balancing, bank forms and closing the vault day.
