Cash book for cash transactions

Here you will learn how to keep a digital cash book for cash payments on incoming and outgoing invoices.

Most agencies keep a small amount of cash for everyday expenses like office supplies or kitchen provisions or minor travel expenses. Die Agenturverwaltung helps manage the balance of this petty cash in a cash book. The cash book can be accessed via the main menu Finance > Cash book.

It displays a list of all cash-paid purchase invoices and invoices as well as credit invoices. Unpaid invoices do not appear here.

Above the cash book the balance is shown. This is the sum of all cash-paid income and expenses to date.

Note The amounts in the debit and credit columns show the actual paid amount, which can differ from the invoice amount, e.g. if the amount paid was not correct.

How does cash get into the till?

Cash can enter the till via a cash-paid invoice from a customer. Usually, however, a till in an agency is filled with cash when someone goes to the bank or ATM and withdraws money. Above the list there is a button "New cash withdrawal" for this. This opens a dialog in which the withdrawn amount, the date and the account from which the money was withdrawn are specified.

When saving then a) a purchase invoice with the subject "Cash withdrawal" and the specified amount on the selected account (e.g. the checking or a credit card account) is created and at the same time b) an invoice with the subject "Cash withdrawal" is generated. Both entries are set to "paid" on the specified withdrawal date and appear in the list of purchase and sales invoices respectively. In the cash book only the corresponding invoice is shown as a "cash deposit".

What happens if the physical cash does not match the balance in the cash book?

Usually a correction entry is then made, e.g. "Transfer 12.04.2020". Or "shrinkage". If it concerns a loss entry, a purchase invoice is created for it and via the Payments tab set to "paid today, cash".

If there is too much cash in the till, an invoice with a suitable subject can be created. These entries are non-service and should not include VAT.

Multiple cash books for multiple locations If your company has multiple locations and thus multiple cash tills, we can configure that for you. Contact our customer service about this: [e-mail]