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Cash and ledger

Daily cash register: opening, entries, count and closing

Open a branch's daily cash register, enter income and expenses, count and close the day at its end, see the difference, approve it and check the month.

Updated

The Cash register screen is the daily cash page of a branch: the day starts with an opening amount, goes on with the day's income and expenses and ends with the end-of-day count. Every branch and every day is a page of its own.

The flow of a day

  1. At the top choose the Branch and the Day; step between days with the arrows or jump back with Today. The day is shown as Open, Closed or Approved. A future day takes no entries and cannot be closed.
  2. Opening: type the cash in the register and any balances (for example the remaining limit of a company card). The cash counted at the previous closing is suggested; take it with Use the suggestion.
  3. Entries of the day: use Add income or Add expense to enter the payment method, category, amount and description. A photo of the receipt or a PDF can be attached.
  4. Summary: for cash, expected = opening + income − expense; for other methods, income − expense.
  5. End-of-day count: count the register piece by piece or as a total. The difference is counted − expected and shows as "Exact", "Short" or "Over". You can add an optional note.
  6. Press Close the day and confirm. The day's entries and its opening are locked.

Approval and opening again

The Customer Admin and the Accountant approve a closed day with Approve; days awaiting approval also arrive as notifications. If a closed day has to change, press Open again: the count and any approval are removed, the entries can be changed and the day has to be counted again at its end. Only the Customer Admin and the Accountant can open an approved day again.

Month summary

The "Month summary" tab lists the days that have entries or a closing; clicking a day opens its register. Days with entries but no closing are counted as a warning. Export downloads the month's report as Excel or PDF.

Register settings

The Customer Admin uses Register settings to edit what is counted at the end of the day (count items, payment method, denominations) and which balances are followed. Back to default returns to the template's items; the counts of days already closed do not change.

Who uses it

The Customer Admin, the Accountant and the Branch Manager (own branch only) write to the register; only the Customer Admin and the Accountant approve. The register is kept per branch; the head office has none.

For the idea behind it, see daily cash register. Next: the Income and expense ledger.