How Office Exchange Works

Step-by-step workflow from client registration to transaction completion

1

Client Registration

Register new clients quickly using F7 hotkey. System requires name and phone number at minimum.

  • Press F7 to open new client form
  • Scan passport/driver license with integrated scanner
  • Data auto-populates from document
  • Webcam capture for additional ID photos
  • Save client profile with all documents
Client Registration
2

Sanction Screening

Real-time screening against OFAC, FINTRAC, and UN sanction lists.

  • Automatic fuzzy search during registration
  • PEP (Politically Exposed Person) screening
  • Watch list monitoring
  • Immediate alerts for matches
  • Compliance officer review workflow
3

Transaction Processing

Fast buy/sell processing with intuitive hotkeys.

Example: Client buys 100 EUR
  1. Press F2 (We Sell)
  2. Select currency: EUR (auto-complete enabled)
  3. Enter amount: 100
  4. Add service charge (optional)
  5. System calculates total in base currency (CAD)
  6. Press F9 to save and print
Hotkey Reference:
F1 We Buy | F2 We Sell | F3 Base Amount First | F7 New Client | F9 Save & Print
4

Payment Methods

Accept multiple payment types with flexible configuration.

  • Cash
  • Debit Card
  • Credit Card
  • Bank Transfer
  • Third-Party Payment
  • Custom payment methods (configurable)
5

Cash Management

Comprehensive cash handling and inventory control.

Cash In:
  1. Click "Cash In" from control panel
  2. Click "View Accounts" to see current balances
  3. Enter amount to add for each currency
  4. Add optional note
  5. Click "Cash IN" to complete
Teller Fund Transfer:
  1. Click "Teller Fund Transfer"
  2. Enter transfer amount
  3. Select currency
  4. Select source teller account
  5. Select destination teller account
  6. Click "Transfer Amount"
6

Shift Management & Cash Out

End of shift procedures with manager approval.

  1. Click "Close Cash" from control panel
  2. Source teller automatically selected (logged in teller)
  3. Select destination teller from dropdown
  4. Click "View Balance" to see current holdings
  5. Manager verifies cash matches system balance
  6. Select deposit accounts for each currency
  7. Manager adds note in note box (signature)
  8. Click "Transfer" to complete cash out
Important: Manager must always sign off on cash out by adding notes in the note box.
7

Reporting & Reconciliation

Generate comprehensive reports for analysis and compliance.

Daily Reports:
  • Transaction lists
  • Account balances by teller
  • P&L statements
  • Teller matrix reports
Compliance Reports:
  • High-risk client transactions
  • Large cash transactions
  • Suspicious activities
  • Regulatory submissions

Rate Management

CSV Upload Method (Recommended)

Most users prefer CSV upload for faster batch processing:

  1. Log in as Admin
  2. Navigate to: Admin Controls → Manage Currency Rate → Update Rate File
  3. Open your CSV rate file (e.g., C:\Rates\rates.csv)
  4. Modify rates as needed and save
  5. Return to: Manage Currency Rate → Update Rate File
  6. Select updated CSV file
  7. Click "Upload Selected Rate File"
  8. Enter Manager password
  9. Click "Update Buy & Sell Rate"
Benefits: Faster processing, automatic history tracking, convenient archiving
Rate Board

See It In Action

Request a demo to experience the workflow firsthand

Request Demo