Cash Book

Bank

This page lets you manage multiple banks and link them to your company’s accounts. You can add bank details like account name, number and BIC ( Bank identifier Code ) and connect them to financial accounts for easier transactions and tracking.

How to Add New Bank

Click on the add button to create a new bank record.

Enter the name of the bank, the phone number, email ID, bank identifier code (BIC), and the address of the bank, and click on the save button.

Add accounts to the bank:

Click on the expand button to view the accounts under the bank.

click on the add button to add a new account under the bank.

Enter the code,

Note: the code must be 3 characters at max.

Enter account name, Select the currency

(To create new currencies go to the curries page on the set-up tab on the accounting module)

Enter the account number, and the IBAN number

Select the account and the bank account type.

choose the desired type then click on the save button.

Modify the bank information:

click on the edit icon to edit the information of the bank, make the necessary changes, and click save.

To delete the bank, click on the delete button and the system will delete the bank Only if there are no transactions on the bank. otherwise, this message will appear:

Cash

This page allows you to manage cash funds used for creating invoices and track cash payments

How to Add New Cash Fund

Click on the add button

Enter the code and name of the cash fund, select the account you added in the chart of accounts, and then click save

Note: If no accounts are visible, it means the chart of accounts does not contain a cash account.

Click on the Setup page and then Chart of Accounts and create the necessary accounts. Ensure the account type is cash

Fund Transfers:

To go to the bank fund transfers, click on the transfer button.

Fund Transfer

The fund transfer screen is designed to facilitate the movement of funds between a bank account and a cash account. This screen ensures that all transactions are accurately recorded in the system without the need for manual journal entries.

Sorting:

Click on the column header to sort the records in ascending or descending order.

Status of each transaction will show in status column.

How to Create a New Fund Transfer

1. Transfer details

Select the account to which the funds will be transferred.

2. Amount

There is an input field labeled “Amount” where you enter the exact amount of money to be transferred.

3. Date

A date picker is available for you to select the date of the transfer.

4. Description & Comments

Use this field to add any relevant details or descriptions about the transfer. This information can be useful for record-keeping and future reference.

Note : Only the description will show in the journal entries and reports, comments are for internal records.

At the top of the screen, you will find the transfer history. This section lists all users that create,unpost , update, delete and reversed this entry, providing a comprehensive audit trail.

Fund Transfer Details

Draft Status:

When the fund transfer document is in the draft status, it can be edited. All the fields are available for editing Except “ From Account “ will be locked.

Posted Status:

Once the fund transfer document is posted, only limited fields can be edited:

Comments: Write any desired comments regarding the transfer.
Description: Enter a description of the transfer.
Reference Number: Enter a reference number for the transfer.

Actions:

Once you have entered all the required details and reviewed the journal entry preview, you can proceed with the transfer:

Post Transfer: Clicking the “Post” button confirms the transfer. The system then processes the transaction, updates the account balances, and creates the corresponding journal entries.

Print Document: To print the document, click the print button. The system will convert the document to a PDF for printing or downloading.

Delete Document: To delete the fund transfer document, click the delete button located in the top right corner of the page.

Navigate: Use the navigation buttons in the top right corner to easily move to other fund transfer documents. The current document number is displayed according to the main bank transfer list.

Note: To edit documents that are already posted, you must first unpost the document, make the necessary edits, and then repost it.

Reversing Transfers:

When you reverse a transaction, the system automatically creates an opposite entry to avoid the effect of the original transaction. This is particularly useful for correcting errors without deleting the original record.

Reversed documents will display a reference number indicating they have been reversed.

Payment Voucher

This page is used to approve, record a payment and help ensure that all payments are properly documented. It includes important information’s like: Amount Paid, date of Payment, payee and purpose.

Voucher Type:

Created manually by a user.

Automatically created as a result of paying a bill.

Voucher Status:

The voucher has been canceled or undone.

The voucher has been reviewed and approved for payment.

The voucher has been finalized and recorded in the accounting system.

Filtering & Sorting:

Filtering:

Click on the filter icon to open the filter.

Enter the value you want to filter for or use the search bar to find the desired record.

Sorting:

Click on the column header to sort the records in ascending or descending order.

Flow of Document Status

Create a New Payment Voucher

Account Selection: choose the account from which the amount will be paid

Description: Enter a description of the payment voucher. ” This field is mandatory; it will not be saved without entering a description”

Reference Number: enter the reference number

After making the necessary changes, click the save button. The document will remain in draft status until it is approved.

Import Excel:

By clicking this button, you will be directed to a page where you can select data fields from an Excel file to import into the system.

Actions:

Duplicate Document: Click the duplicate button to create a copy of the document.

View Logs: View the history of changes made to this document.

Print Document: Click the print button to generate a PDF for printing or downloading.

Export to Excel: Click the Excel export button to export the document in Excel format.

Delete Document: If the user has permission, click the delete button to delete the document.

Navigate: Use the navigation buttons in the top right corner to move to other documents. The current document number is displayed according to the main document list.

Archiving Documents: Documents can be archived by clicking the archive button.

Reversing Voucher:

To reverse a voucher, click the reverse button located in the top right corner of the page.

Reversed documents will display a reference number indicating they have been reversed.

Approving the Voucher:

The payment voucher can be directly approved by clicking the approve button located in the top right corner of the page.

After approving the payment voucher, click on Edit button to add the accounts you want to pay for.

Note: For different currencies, ensure the currency exchange account is set up in the chart of accounts.

Ensure the default chart of accounts has the exchange gain and loss accounts selected in the company settings page. The system will automatically calculate the rates based on the rates set in the currencies page in the setup.

Note: The document must be balanced. If the total amount of all lines does not match the entered amount, the document will not be posted, and an error message will appear.

If the lines exceed the voucher amount, the system will reduce the amount entered automatically.

Editing Posted Documents:

Posted documents can be edited by first unposting the document and click on edit button, making the necessary edits and then reposting it.

Note: You can only edit Reference, Description and Comments field, other fields will be locked.

Preview of voucher:

Before you finalize the voucher, the system displays a preview of the voucher that will be created. This preview typically shows the debit and credit accounts.

Receipt Voucher

A receipt voucher is used to approve and record the receipt of payments, ensuring all payments are properly documented. It includes important information such as the amount received, date of payment, payer, and purpose.

Voucher Type

When the voucher is created as a result of the user paying the invoice, it will be generated as a “Generated” type voucher.

When creating a new voucher on this page, please note that it will be automatically set as a manual type.

Filtering & Sorting:

Filtering: Click on the filter icon to open the filter and enter the value to filter for or use the search bar to find the desired record.

Sorting: Click on the column header to sort the records in ascending or descending order.

Flow of Document Status

Create a New Payment Voucher

Account Selection: choose the account from which the amount will be received

Description: Enter a description of the payment voucher. ” This field is mandatory; it will not be saved without entering a description”

Reference Number: enter the reference number

After making the necessary changes, click the save button. The document will remain in draft status until it is approved.

Import Excel:

By clicking this button, you will be directed to a page where you can select data fields from an Excel file to import into the system.

Actions:

Duplicate Document: Click the duplicate button to create a copy of the document.

View Logs: View the history of changes made to this document.

Print Document: Click the print button to generate a PDF for printing or downloading.

Export to Excel: Click the Excel export button to export the document in Excel format.

Delete Document: If the user has permission, click the delete button to delete the document.

Navigate: Use the navigation buttons in the top right corner to move to other documents. The current document number is displayed according to the main document list.

Archiving Documents: Documents can be archived by clicking the archive button.

Reversing Voucher:

To reverse a voucher, click the reverse button located in the top right corner of the page.

Reversed documents will display a reference number indicating they have been reversed.

Approving the Voucher:

The receipt voucher can be directly approved by clicking the approve button located in the top right corner of the page.

After approving the receipt voucher, click on Edit button to add the accounts.

Note: For different currencies, ensure the currency exchange account is set up in the chart of accounts.

Note: The document must be balanced. If the total amount of all lines does not match the entered amount, the document will not be posted, and an error message will appear.

If the lines exceed the voucher amount, the system will reduce the amount entered automatically.

Editing Posted Documents:

Posted documents can be edited by first unposting the document and click on edit button, making the necessary edits and then reposting it.

Note: You can only edit Reference, Description and Comments field, other fields will be locked.

Preview of voucher:

Before you finalize the voucher, the system displays a preview of the voucher that will be created. This preview typically shows the debit and credit accounts.

Bank and Cash Fund Statements

This page allows you to view and manage both payment and receipt that are posted and paid for bank accounts and cash funds. The financial accounts must be of type ‘bank’ or ‘cash’.

Viewing Statements: